Permission Set provides Company Admins, a tool to set end-user access rights to content.
Logged into Content Raven as Admin. Selected the organization of interest. The organizations are listed under “Files” on the left navigation panel. In screen shot below, the “CR Demo Org” was selected.
On the top grey task bar the “Permissions” icon is highlighted in red as shown below:
Clicking on the “Permissions” icon brings up the “Create Permission Set” pop-up window shown below:
The features of the “Permission Set” are described below.
Permissions Name & Select a Permission:
Admin can either create a new Permission Set or use a Permission Set already existing in the system.
These two options are highlighted in red in screen shot below.
To create a new Permission Set, Admin needs to enter the new Permission Set name in the space provided for “Permission Name”.
Admins can also look at the existing Permission Sets in the organization by clicking on the drop-down menu “Select a Permission”.
The number in the parenthesis of existing Permission Sets is the number automatically assigned by the application, to a Permission Set. This is the number used by the database to identify the Permission Set in the system.
Admin can view an existing Permission Set by selecting the permission set from the drop-down menu. The system will auto-populate all the associated attributes in the “Permission Set” pop-up window.
The attributes of the “Permission Set” will now be explained in detail.
Admin has control over the time period that the end-user has access to the content.
There are several options for time period of end-user access:
- Forever – End-user has unlimited access
- Only For - End-user has access for a limited period of time
2.a. days – Admin can specify the number of days the end-user has been provided access by entering the number in the space provided for “days”. The countdown starts from the day the end-user accesses the content and not from the day the Admin shared content.
2 b. Until – Admin can specify a calendar date until which the end-user has access. Selecting this option will bring up the calendar to facilitate a day selection.
The screen shots displaying these options are shown below:
Device Activations – Admin can limit the number of endpoint devices (used to access content) for an end-user.
- If this remains unselected, end users will be able to access content on an unlimited amount of devices.
- To limit the amount of end point devices, select device activations and enter the amount of end point devices for access rights.
There is a caveat to choosing this option. The pop-up explanation box comes up when you mouse over the “i” icon. The Content Raven Portal currently uses Microsoft Silverlight plugin to count the number of end-point device activations and thereby the end-user will be prompted to download the Microsoft Silverlight Plugin. Chrome browsers will not permit this download and end-user will face an issue with accessing their content. Other browsers will not have issues with the Microsoft Silverlight Plugin download.
Selecting the “Watermark” feature will bring up the options shown below. There are two options. The screen shots showing the two options follow the description.
- Image – Selecting this option will prompt you to choose an image to upload, that will be used to watermark the content.
- Text – Selecting this option will bring up additional specification fields such as
2 a. Email - The Email of the end-user will be used to watermark the content
2 b. Name - The name of the end-user will be used to watermark the content
2 c Content Name – The Name of the content will be used to watermark the content
The location, color, transparency level and Font of the watermark text will be decided by the choices of the following:
Position: This drop-down menu offers the following options: Bottom, Center, Top, Top & Bottom.
Text Color: This drop-down menu offers the following color options: Black, Blue, Dark Gray, Gray, Green, Light Gray, Pink, Red, Black.
Opacity: This drop-down menu offers the following options: 0.2, 0.4, 0.6, 0.8. This value decides the level of transparency of the watermark. Value of 1 corresponds to opaque and 0.2 very transparent. A lower level of opacity of the watermark means that content under the watermark will be visible to the viewer.
Font Size: This drop-down menu allows you to decide the font size of the watermark.
Print, Offline access, Share & Download:
Admin can either enable or disable the following for end-user:
- Print – If this option is selected there are other sub-selections as shown below:
- Admin can choose to allow print option for all pages
- Current Page – This option has an associated caveat which is explained in the pop-up window that comes up when you mouse over the “i” icon
- Page Range – This option allows Admin to specify the pages that the end-user can print.
- Use offline on web and mobile – Offline on web is in development. Offline on mobile is an application for read-only users. There is no Admin functionality associated with it. Once content has been downloaded, the end-user can continue to have access to the downloaded content and view the content through the Content Raven Viewer if this feature is enabled.
The days specified for the offline option in the Permission Set starts counting down from the first time of access by the end-user.
3. Share with others – Selecting this option allows the end-user to share the content with whoever he wants.
4. Download – Enabling the download option allows end-user to download content. The end-user will have full control of the content after downloading the content. When the “i” icon is clicked the system brings up a pop-up warning message regarding this functionality.
Admin has several options regarding notifications to end-user and to himself. The “Notifications” options are highlighted in red below:
- Send Email – Selecting this option will send recipient/end-user email notification informing that content is available for viewing. However, even if this option is not selected, the end-user will always get an email notification for the very first time content is shared as the end-user needs to login and create an account to view the content. If this option had not been selected the end-user will not receive email notification for any content shared subsequently.
- Notify me – not viewed after …days – Admin will receive an email notification if recipient has not viewed content after the specified number of days
- Notify me – only after 1st view – Admin will receive an email notification when recipient views content for the first time.
- Notify me – when user views – Admin will receive an email notification every time the recipient views content.
This is a feature for customers who are API integrated into Content Raven portal. When an end-user tries to copy and paste to launch a link outside of the Content Raven Viewer the application will throw a “Stop” sign that it is not coming from the organization’s domain.
Once the Permission Set has been created clicking the blue “Save” button will save the Permission Set for future use.
Share content using Permission Set:
There are three methods of sharing content:
- Add to Share
- Set Access
- Quickshare: This method is used to share individual piece of content. The steps are outlined below.
When Admin selects an individual piece of content, the blue “QUICK SHARE” button becomes active and available.
Clicking on the “QUICK SHARE” button brings up the share screen shown below. Admin can select the Permission Set that needs to be applied to the end-user’s access of the content. Admin also has the option to create a “Permission Set” on the fly.
Logged in as end-user firstname.lastname@example.org
The content that was shared is available as can be seen above.
2. Add to Share: This method is used to share more than individual piece of content.
The content (folder with multiple content) is selected. It is important to note that the blue “QUICKSHARE” button is no longer available when a folder with multiple pieces of content is selected. This holds good for even a folder with one individual piece of content. Folders can be shared only by the “Add to Share” method.
The selected folder is moved to the “Share” bucket by clicking “Add to Share”.
Clicking the “Share” button brings up the “Share” window shown below. Admin can select the “Permission Set” and “Share with” the end-user (email@example.com) as shown.
As shown for Quickshare", Clicking "SEND" will bring up the "Confirm Share" window. Clicking "SEND" once again, will bring up the "request is being processed" message window.
Logged in as end-user firstname.lastname@example.org
When new end-user email@example.com clicked the shared file link, the create password screen is brought up as this is a new end-user.
Once the user logs in, the shared content is available as can be seen below:
3. Set Access: This method provides the advantage of “auto publishing”. When Admin adds or removes content from a folder, the content is automatically available to the end-user who has been given access to the folder using the “Set Access” method.
Admin does not need to perform a “Set Access” once again to the end-user for the newly added content in that folder.
The content that was removed by Admin will as expected not be available to the end-user.
Created new end-user firstname.lastname@example.org. When the individual contact is selected, the “Set Access” functionality is available in the black task bar shown below:
Clicked “Set Access” . The window shown below is brought up. Admin can now provide access to the desired folder, with the desired Permission Set (select from the Permission Sets in the system).
Clicking the blue “SAVE” button, results in the following display:
Clicking “Ok” in above screen, will complete the process of “Set Access” as indicated in below message. Click “OK” once again. Admin has now provided “Set Access” to end-user email@example.com to folder “Files Shared from googledrive”.
Log in as end-user firstname.lastname@example.org and access the content in the same manner as shown for "Quickshare" and "Add to Share" methods.