Folders & Groups to set Permissions and Access Controls
Controlling which CMS User have access to specific content and players
Written By Ed Kinne
Last updated 11 months ago
The system for controlling access to content in Korbyt uses a combination of three different settings
Users Groups for identifying specific users who are in a certain category
Groups can be based on Location, Role, or any other factor for separating users
An individual User can be in multiple groups
Folders for Media, Playlists, Layouts, and Launchpads to organize and isolate specific content
By locking a folder, you control which User Groups see the folder and its content
Player Groups for controlling which users see which players
Being able to see a player in Korbyt enables Approval Level users and higher to edit and create playlists for those players
This document is an example flowing through those three main sections to create folders and groups for a Local only user style restriction.
Creating User Group
To create new User Groups you need to be a Tenant Administrator level user.
The Korbyt System automatically creates and manages groups based on the User’s Role
An Author’s Group, an Approvers Group
You do not need to create groups by hand for these criteria
For a detailed review see How To Manage CMS Users And User Groups
In the Korbty CMS, hover your mouse over the user Outline (or photo) in the upper right corner
When the menu appears, click Manage Users
On the Manage User Screen, click Manage User Groups
Click Add Group in the upper right
If the group already exists, you can click the pencil icon to edit the members
In the Add New User Group screen
Name the Group
Provide an Optional Description
Select Users as members
You can create the group in advance, and add the users later when they are created
Click Create
You now have a Custom User Group
Folder and Permission
In Korbyt, folder structures can be created for most sections of the service, including
Media Manager
Layouts
Messages
Launchpads
Playlists
Some sections will require you to click the Folder View button to show that areas folder structure
These folder structures can be used to organize your content, and as a mechanism to control access to the content.
When creating your folder structure, it can be built to match your needs.
Usual strategies for folder structures include
Company Wide vs Specific Use
Specific Use based on different geographies
With different folders for different regions, cities, buildings …
Specific Use for different use-cases
HR, Employee Recognition …
Or any structure that might match your organization’s needs
Creating New Folders
In any Folder View, click the Three Dots for the Folder where you want to create a new sub folder
In this example, I want to add a Syracuse Folder inside of NY State, so I click the three Dots for NY State
With the menu open, click the +Folder icon
This will create a new folder, enter the name for the new folder
Hit Enter
Locking a Folder to Limit Access
I need to create a new folder in the Media Manager for my local users
Click the Mega Menu in the upper left, in the Content Column, click Media Manager
Select the Parent Folder that holds the folder you want to restrict
In this Case, the NY State Folder, so I can see the folders that are inside it
Click the Padlock Icon for the Folder you want to Lock
In the User Group Access menu, uncheck Global Access
This will automatically check Tenant Administrator Digital Signature, because Tenant Admins always have access to every folder
You can now add any other group you want to have access to this folder
I search for Syracuse in the upper right and add them
I have no other groups to add, so I click OK
I will be asked if I want the permission to apply to all subfolders under the one I am editing
Now the Syracuse folder is restricted so only Tenant Administrators and members of my Syracuse User Group can see the folder exists.
I would need to repeat this process to create and lock any folders I needed for Layouts, Playlists, Launchpads
I would also need to lock the other locations’ folders similarly, if only those local users should have access
Player Groups to Limit Access to Players
Similar to Users, I create a Player Group to identify my Syracuse Players
For full options on Player and Group settings see Player Settings - Controlling and Configuring Media Players in the CMS and Player Groups and Access Permissions
I need to create a Player Group for my Syracuse Players
Click the Mega Menu in the upper left, in the Device Management column, click Player Group
On the Player Group screen, click Add Player Group
Configure your player group, I am using the Player Metadata for State and City
Expand the Permissions section to the right
Uncheck Global Access and select the User Groups that should have access
you will see that Tenant Administrator checks itself, ensuring they have access
I have added my Syracuse User group as well as the group of Administrator level users, in my case, they also handle all players
Click Save
Now you have a Player Group that controls who sees the players that are members
In my case, a Player Group for Syracuse Players so that only System Administrators and Syracuse Local users see those players. Users who are not in those groups do not see the Syracuse Players.
Players can be in multiple groups, and if at least 1 Player Group Permission lets a user see a player it won’t mater that other Groups restrict is
In my exmaple, the Syracuse players could be in a Northeast Group and if a user has access to the Northeast Groups player they would then have access to the Syrcause Players through that Northeast group
This Document was a walk through a specific use case
Full Details on the controls can be found in the following documents
Content Managers (CMS Users) Roles And Abilities
How To Manage CMS Users And User Groups
Player Settings - Controlling and Configuring Media Players in the CMS