If you (an Admin or Editor) would like to grant a stakeholder the ability to view (and potentially download) files from the Portal using their own login (their email address plus a password they set for themselves), you first need to make them an Invited User.
Invited Users will never see your Library; they can only see the Portal (which is a public website, typically found at a URL like https://yourorganization.photoshelter.com).
Admin and Editors control what an Invited User can see on the Portal when they edit the permission settings applied to the Collections and Galleries in the portal. By editing these permissions, you are give the ability for Invited Users to view/download when they are logged in to your organization's Portal website.
Invited Users are stored in an address book called the Invited User list, which can be accessed by clicking Admin and Invited User. Invited Users are not notified when Admins and Editors add (or remove) them from the Invited User list. Admins/Editors get to decide when Invited Users are notified about their access after setting permissions.
Read below to find out how to add Invited Users to your account and how to add Invited Users to User Groups to simplify the process of setting permissions.
Add Invited UsersClick Admin and Invited Users from the top navigation.
Click the green button in the center pane to add an individual Invited User.
Enter the person’s information and click Submit.
Import Contacts from Google or Yahoo!
You can expedite the creation of your user list by importing names/emails from your Google or Yahoo! account.
- From the Admin menu, select Invited Users.
- From the middle pane, click Import and select the appropriate service (disable any ad-block plug-ins).
- Enter your Google login information
- If you see an error message about the app not being verified, click "Advanced" at the bottom left and click "Go to photoshelter.com (unsafe)" to proceed
- Confirm you would like to allow PhotoShelter access to your Google Contacts
- Check the box next to the user you would like to import and scroll to the bottom where you'll see the "Add to Address Book" button. Yellow highlighted rows indicate existing Invited Users.
All your address book information will be imported into your PhotoShelter for Brands account. The import process can take a while, depending on the number of entries you have.
If you have a CSV file of contacts (3 columns, formatted as: email address, first name, last name) that you would like imported to your Invited Users list, please contact our support team for assistance.
You can add a company reference to the Invited User, or change their name (but not their email). After you have added the name, select the user in the center pane and click the edit icon (the pencil) in the right pane.
Above: After an Invited User has been added, their company name can be added, and their name can be changed, but their email can not be changed.
Create (Invited) User Groups
Would you rather edit a gallery's permission and grant 20 different people the same permission 20 times, or, edit a gallery's permission and grant one group of 20 people the same permission? The latter is what User Groups are for.
Rather than setting and managing each collection and gallery's visibility and download permission for each individual Invited User, you can make it easier to configure by bundling multiple Invited Users into a User Group and then will grant the User Group the permission. Some organizations group stakeholders by company or department. Perhaps your sales or marketing team would be a group, or your heads of department, alumni, or any bunch of people in your organization that all need to see the same things and have the same rights and privileges. However you decide to group them, it's a good idea to group your Invited Users around their need to have the same visibility and download permissions because everyone in the group will see the same thing.
Here are the steps:
- Click the green button at the top of the left pane to create a new User Group. Name the group in the dialog box that pops up.
Above: To create a new group, just click on the left green button.
Now that you have a group, you can add Invited Users to it. Drag and drop Invited Users from the center pane into the groups in the left pane.
When you select the group in the left pane, you can see all its members in the center pane.
When you highlight a person’s name in the center pane, you can see all groups she belongs to at the bottom of the right pane. (If you have just added the person to a new User Group, it might need a few minutes for your system to update.) Click the edit icon to easily remove them from any group.
Edit a User Group
You can change the members of a User Group or change its name. You will not be able to change the name of the SSO Users Group, if your organization has implemented SSO.
To put all the users into a renamed group, simply create the new user group, go back to the existing user group, select all of the invited users by using the Select: All link in the top of the center pane, and click Actions "Move to another group". Once the users have moved, delete the existing user group that you no longer want. Then, follow the link below for advice on how to grant this group permissions in the Library.
To edit an existing group's name, select a group first in the Left Pane and in the Right Pane, click the Edit button next to Basic Info. Click the checkbox to save the new name.
View a User's Invited Access
You can see what containers (Galleries, Collections, Workspaces) specific users have access to by selecting a single user first in the Center Pane. Then in the Right Pane, you will see containers that you have given them access to with their email address. Note: Access at the group level is displayed separately with Group Invited Access below.
View a Group's Invited Access
You can see what containers (Galleries, Collections, Workspaces) a specific group has access to and can click on the link to jump to that container in the Library. You can view this by selecting a group first in the Left Pane and the Invited Access will show in the Right Pane.
View How Many Groups a User is In
You can see the number of groups a person is in from the "Groups" column in the Invited Users List. This should help Library Staff track down what groups Invited Users belong to and the Access given to those groups if any access troubleshooting is needed.
Remove Invited Users
To revoke an Invited User's access to the Collections and Galleries they have been granted permission to see (and potentially download from) on your Portal altogether, delete them from the Invited User list. Select their name under All Contacts and click Actions > Delete.
Delete a User Group
Think twice before deleting a User Group! If you delete a User Group, you will also remove the permissions you had granted that User Group in your Library (i.e. there is no way to tell what they previously had access to after you delete the User Group).
Next, find out more about inviting users to view a Gallery or Collection.