Within Slidebank, access to content lives at file level. That means that every single file in your Slidebank system has its own settings for who can see, use and update (or change the settings for) that particular file.
This is designed to give you more control over your content rather than risking setting access at folder level, regardless of what might go into that folder in the future.
You have several opportunities to set access permissions for your files:
On file upload: if you upload via the 'Upload Files' button, Slidebank will guide you through these settings
When you save a new slide selection into the Library
If you are a site Administrator, you will see an alert on your homepage for files that have no access settings yet. You do not have to allow other users access (files can be kept private) but this is to help you avoid files falling into obscurity.
You can change/set file access and privileges at any time via the 'file options' (three dots) next to any file name in the Content Library.
Setting File Access
You can give users access to a file at Department level (everyone in the Department can see / use it), at Role level (everyone in the Role can use it), or for individual users within a Role / Department.
Where you see the 'File Access' panel, you can choose a whole Department to share with. If you click on the checkbox for that Department, everyone in the Department will have access to your file.
If you click on the Department name itself, you'll see a list of Roles in that Department. Clicking the checkbox by the Role name will give everyone in the Role access to the file. If you click on the Role name, you can toggle access on or off for different users.
You can also search within the search box for individual users to grant them access to your file quickly. This is useful if you're not sure which Department and Role they are in.
When a file has access granted to at least one other user, you'll see a 'people' symbol appear next to the file icon. Where you don't see this symbol, it means the file is private.
You can go back and change these settings at any time by clicking on the three dots next to the file name.
File Privileges - Updating, Changing Settings etc.
NOTE: A File can have only one owner (to avoid accountability isues) and it is only that owner who is ordinarily allowed to update its content (using check-out, check-in etc).
However, aside from access settings, which determine whether your slides show up in users' searches and Content Libraries, you can grant privileges to other users too, allowing them to i) update a file, ii) change its metadata, iii) remove the file or iv) allow changes to its sharing (access settings).
This then determines who can update your file, change the metadata, remove the file or make sharing (file access) changes of their own.
To access these settings, click on the orange circle next to each Department / Role / User. You can create these settings at the Department, Group or individual User level.
Default Settings and Multi-File Updates
As an Administrator, you can adapt the default settings for new file uploads to 'Allow All', which means that every new file upload will automatically be shared with everybody. It's then a matter of deselection, rather than selection, of users when you get to this stage in the upload process.
To adapt this, Go to Setup > Abilities
Under 'Sharing' you'll find an Ability called "Security for New Files Defaults to Allow All". Make sure this is turned ON for any users / groups who you want to apply this to. Do proceed with caution with this ability, for obvious reasons!
Changing Settings for Multiple Files at the Same Time
If you've done a batch upload of files by dragging and dropping files into your Content Library, you'll need to retrospectively go back and update the File Access settings so Slidebank knows who else is allowed to see the files. To make this easy, you can update multiple files at once, as follows:
Just select one file in the Library, hold down the shift key and select any other files you want to apply your changes to. Still holding down shift, select 'file options' from the 'dots' menu on one of the files and the subsequent changes you make will be applied to all the files in your selection. This same principle can also be used for moving files in bulk, changing privileges and deleting files, so please be careful how you use it!
We hope this is a helpful guide to granting file access. If you're puzzled by anything, please be sure to let us know and we'll be happy to help.