In Mediaflow, you control user permissions by creating user groups. This ensures that each user has access to the functions and content most relevant to them. The functions available to a user group are configured in the user group's settings, while access to folders or files is set under each respective folder and file.
Managing User Groups
Pro users have access to Settings, and under the Groups tab, you can manage all user groups. Here, you can create new user groups and configure their permissions.
Mediaflow requires each user to log in with a unique username. Each account should be personal to facilitate permission management and ensure good traceability. A user can belong to one or multiple user groups, inheriting their permissions, which are configured per user.
All users in Mediaflow are automatically part of the All Users group, which cannot be removed. This is a predefined, locked group that governs basic permissions for all users.
Preset User Groups
All users in Mediaflow are automatically part of the All Users group, which cannot be removed. This is a preset, locked group that controls basic permissions for all users. To grant specific users more or fewer rights, additional groups can be created and assigned accordingly.
Another user group, Admis, is included by default. This group is intended to provide Pro- and Superadmin users with extended permissions. However, this group can be removed or modified just like any other custom group.
The permissions in the preset groups are designed so that All Users (Basic users) can work within the system, while only members of the Administrators group have administrative access. However, these recommended settings can be adjusted to better fit your workflows, and additional groups can be created as needed.
For example, you may want to further restrict permissions for the All Users group.
Permissions for User Groups
Under the section Permissions in group management, pro users can specify the fundamental permissions for members of a particular group. Examples of permissions include the ability to upload files, delete files, archive folders, add users and groups, etc.
For each function, you can choose either allow (a green checkmark), deny (a red cross), or leave it unset (an empty box). Clicking the same checkbox multiple times will cycle through these three options.
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A green checkmark means "yes," but a red cross in another group can override it.
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An empty box grants no permission in the selected group but allows a "yes" or "no" in another group.
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A red cross means "strong no" and always takes precedence in permission conflicts.
Since a single user can belong to multiple groups, their final permissions are determined by all the groups they are part of. At least one group must grant permission for a function to be allowed.
Be careful when using red crosses for user premissions
A red cross in one group overrides a green checkmark in another. Use red crosses carefully to avoid unintentionally restricting access.
A denial always takes precedence over an allowance. For example, if a user belongs to two groups - one that allows file uploads, and the other that denies it - the final result is that the user cannot upload files. However, if the second group changes from a red cross to an empty box, the user will be allowed.
In the different user groups, you can easily see which permissions a user already has via the All Users group or another group. This is indicated by a green user icon, as in the example below regarding GDPR functionality. Permissions that are not selected are gray and unchecked, while permissions added in this group are green with a green checkmark.
It is also possible to control which groups are visible to other groups. This allows you to hide groups from each other, for example, preventing external photographers or clients from seeing others in the system. This setting is found under "Access to Groups & Users" in group management.
Folder permissions
In Mediaflow, you can assign specific permissions to folders. This is useful when certain folders contain restricted files or when access should be limited to specific users. Folder permissions are configured under the Access and Security tabs, visible in the right panel when selecting a folder. Here, you can manage permissions for both the folder itself and the files within it.
By default, Update current and new subfolders is enabled. This means your permission settings will also apply to any subfolders, including those created in the future.
Be careful when using red crosses for folder premissions
You can deny access to yourself by setting a red cross for All Users on a folder. Instead, use an empty box to deny access to groups.
If you accidentally lock yourself out with a red cross, you can resolve this by enabling Super Admin mode, which overrides all restrictions and grants access to hidden folders.
File Permissions
You can also set permissions on individual files. This is useful for restricting file downloads or controlling which groups can download or delete specific files. There are three ways to manage file permissions:
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License Rights – Define license restrictions for the file and lock it from being downloaded.
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Color Marking – Use color coding to lock files for download and require groups to justify their usage.
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Security Tab – In the right panel under Security, specify which user groups can delete or move the file.