In this article:
Structuring your Slidebank Site
Slidebank supports a useful hierarchy for Users, where several Users, typically doing similar jobs, can be grouped together into a Role. Any number of Roles can sit underneath your (sometimes many) Departments, which tend to be broader organizational functions like Marketing and Sales. It can be useful to group users into Roles this way so that the same permissions can be applied to large groups of users at once, as we'll explain below.
A typical arrangement might look like this organization chart...
At the top level is the organization or enterprise itself, which is your overall site (e.g. acme.slidebank.com) and within that exist the number of 'Departments' you need; such as 'Sales' and 'Marketing'.
Departments are a useful way of dividing up an organization for management purposes and often mirror the way an organization is structured. They can help to provide extra layers of security within your site, for example if you need to ensure access to content remains segregated.
However, you can choose to split up your own Slidebank site in different ways: perhaps by using the 'Departments' for different regions, markets, or product families. You may choose to keep things super simple by having all users under just one Department.
Adding & Removing Departments:
If you are a Slidebank Super Admin, you can add a new Department as follows:-
Click on 'Setup', then 'Manage Users' then click the '+' sign as shown here...
... to create a new Department called 'New Department1' which must then be re-named.
To re-name it just hold down your mouse over the 'New Department1' text until it highlights then type over it. Any changes you make will happen immediately.
Alternatively, you can hover over the new Department name and click the 'dots' menu on the right, then select 'Rename Department' instead.
Removing a Department
To remove a Department, click on the 'dots' menu as above, but this time choose 'Remove Department.
This can remove a Department immediately but ONLY IF IT CONTAINS NO ROLES.
Adding & Removing Roles
Adding a Role
Slidebank Admins can add new Roles to their own Department(s) as follows:-
Click on 'Setup', then 'Manage Users' and click on a Department to see the Roles it contains.
Next click the '+' sign shown here to create a new Role called 'New Role1' (note the yellow tool tip to the right). This new Role can then be re-named in the same way as renaming a Department - see above.
Removing a Role
Roles are removed by clicking the 'dots' menu to the right of a Role, then clicking 'Remove role' in just the same way as removing a Department (see above).
This will remove a Role immediately but ONLY IF IT CONTAINS NO USERS. To remove a Role that contains users, the users will first need to be moved to other Role(s) or removed from Slidebank.
Adding & Removing Users
Adding a User
Slidebank Admins can add a new User to a Role in their own Department(s) as follows:
Click on 'Setup', then 'Manage Users' and click on a Department to open it up and see the Roles it contains.
Click on the desired Role to see any existing users in there. Next click the '+' sign shown here to create a new User profile.
This will open the form shown here:
Complete each of the fields on this form in turn to build the new User profile. Be sure to get the email address right since it is used for important user communications - in case of a forgotten password, for example. It is also one of the unique identifiers for authenticating your users.
Note: many Admins choose to use the email address as the User Login Name, simply because users are more likely to remember their own email address than a different login ID.
Administrator Rights
Here you determine whether your new user is a 'Normal User' (recommended), an 'Admin' or a 'Super Admin'.
Admins have administrative powers (e.g. adding new users, setting permissions) only within the Departments to which they belong; Super Admins can control the whole Slidebank site, including adding and removing Departments.
Only Admins or Super Admins have access to the 'Metrics' and 'Setup' tabs shown on the left of the screen above, from which all Slidebank settings can be changed (with potentially 'inconvenient' results). Admin rights should therefore be granted carefully and only to those who have been trained and understand the implications of the changes they might make.
As a rule of thumb, and to avoid potential chaos, we recommend designating only a handful of responsible senior people as Departmental Admins, then no more than 2-3 as Super Admins. Between them, the Admins carry responsibility for successful operation of your Slidebank site, Slidebank being an entirely customer-managed solution. Super Admins should also be responsible for training and onboarding new users (Admins and normal users alike).
Choose the new User's Abilities
This is where you can designate a pre-defined set of user abilities. You can choose from 'Normal Abilities' (recommended), which allows for the kind of tasks a typical end user would be able to do, including saving new slide selections, sharing links to files etc.
The so-called 'Abilities' in Slidebank are simply features that can be switched on and off for different users (or for entire Roles or Departments) and provide great flexibility. For example, by letting each user (or Role or Department) see and use a different set of features from another user.
Although Abilities can be tailored right down to each individual user (under the 'Abilities' part of Setup), this section lets you choose from 3 pre-defined abilities sets:
'Inherit Abilities from Role' (the default) means you can have the new user 'inherit' the set of Abilities currently being enjoyed by existing users in the Role(s) he or she is about to join. This only works well if all users in that Role have exactly the same abilities switched on.
'Minimal Abilities' will grant a new user just the minimum number of Abilities and is a useful fallback until Users gain experience and can be trusted. This can create quite a restricted User experience.
'Normal Abilities' creates a User environment that allows all the features that a typical end user might want to use within Slidebank.
A few things to note:
Admins can tailor Abilities for whole Departments, Roles or individual Users under Setup > Abilities
The precise mix of Abilities shared by everyone in a Role will determine the Abilities that are applied under Option 1 above.
To test out Abilities, Admins can experience Slidebank through a particular user's eyes by impersonating a user.
You can read more about abilities here.
Roles
This last section is where you can determine which Role and Department the new user belongs to. As you can see, a user can be added to more than one Role and Department if necessary simply by checking the appropriate boxes. However, most users belong to a single Role and Department and the simpler you make this, the easier it will be to maintain the User's rights and permissions later on.
Removing a User:
To remove a user, you'll need to firstly find their user profile under Setup > Manage Users.
Navigate through the Department and Role hierarchy to find the user you want to remove, or search for the user by name.
Click on the options menu next to the user name (the three dots) and select 'Remove User'. This will remove the user's access to the Slidebank platform with immediate effect.
Please note:
If a user owns files within Slidebank, you will be prompted to reassign ownership of these before the User's access is removed.
A user profile will remain billable until the following month.
You can read more about adding new users to Slidebank here.