Managing users in scoopa is designed to be easy to understand and managed.
The access control to all assets is managed by assigning rights to users and usergroups.
In addition to explaning users and usergroups, this section will explain the user concept as well as the password processes.
Understanding the user concept
One of scoopas main intent is to minimize work and effort around managing your data and userbase.
A core concept for achieving this, is to create usergroups for grouping users with the same content needs. Next step is to manage the usergroups by assigning folder rights to these usergroups and lastly assign the appropriate users to one or more usergroups.
Of course not every usecase can be mapped like this. That's why you can also assign folder rights on a user basis. It is even possible to combine both concepts. For example you could assign 95% of the users rights by adding him to several usergroups which you keep a bit loose and assign the last 5% only to this user.
As an example, let's look at the following user:
Example usergroup
Example user
The user "John Doe" is a member of the usergroup "International Takers" and inherits read, low-res and high-res rights by this group for folder "Subfolder 2" and its children.
He also has read, low-res and high-res rights assigned directly to him (and not the group) to folder "Subfolder 4". In addition to that he has managing rights to "Subfolder 5".
Users
In the following articles we will explain how to add, edit, delete and search users as well as handling passwort resets.
Import & Export
If you need to export or import a large userbase, be sure to read our article about imports & exports.
Add User
To create a user go to "Users" and select "Add User".
You must at least provide a last name and the e-mail address. To better identify a user, it is best to add his company details. The "Notes" field is intended for internal reference and is not visible to users.
Add user dialogue
You can assign a role to each user. A user can have one of the following roles:
User
Admin –can manage files and users, but has no access to owner settings and invoices
Platformowner –access to everything in one platform (Enterprise only)
Owner – access to everything
Hint
Roles: You can only assign user roles that are equal or lower as your own role. Example: an admin can only create users or other admins.
Folderadmin: If you want a normal user to have manage permissions for just a few folders, you don't need to give him the admin role but rather assign the permissions needed for that folders. Read more.
You can select form the following permissions:
User gets Notification-Mails – activated by default. If deactivated, the user will not receive mails
User can edit his Profile – activated by default. If deactivated, the user cannot edit his profile, but – most important – cannot change his password. This is especially useful for shared user-accounts that many people are using.
User can upload to his Mailbox – deactivated by default. If activated, the user will see a mailbox folder to which he can upload files. Read more about the mailbox-feature.
User can restore a File from Archive – deactivated by default. If activated, the user can restore files from archive. Because restoring files from archive will incurr costs, be mindful to grant this permission.
User can move his Files – deactivated by default. If activated, the user can move his uploaded files. This is useful if a user first uploads to a general folder and then needs to organize his uploads into the target folders.
User can rename his Files – deactivated by default. Let's the user rename his uploaded files.
User can create Direct-Links – deactivated by default. The user can create direct-links for files that he has access to. Useful if your user should be able to redistribute files outside of scoopa to unkown recipients. Read more about direct-links.
User has Auto-Login enabled – deactivated by default. If you activate this, the user does not need to login to the platform when he receives notifications for new files. This is useful for users that share accounts or only login sporadically and are prone to "forget" their password. In such cases auto-login lowers the bar to get access to scoopa. Read more about auto-login.
Edit User
To edit a user, click the edit icon or the e-mail adress in the user list.
The edit view is split into 4 parts:
Access Control
General Settings
Associated User Groups
User History
Let's begin with the general settings.
Besides the contact data of the user and the user role, you can manage the user permissions:
User gets Notification-Mails – activated by default. If deactivated, the user will not receive mails
User can edit his Profile – activated by default. If deactivated, the user cannot edit his profile, but – most important –cannot change his password. This is especially useful for shared user accounts that many people are using.
User can upload to his Mailbox – deactivated by default. If activated, the user will see a mailbox folder to which he can upload files. Read more about the mailbox-feature.
User can restore a File from Archive – deactivated by default. If activated, the user can restore files from archive. Because restoring files from archive will incurr costs, be mindful to grant this permission.
User can move his Files – deactivated by default. If activated, the user can move the files he uploaded. This is useful if a user first uploads to a general folder and then needs to organize his uploads into the target folders.
User can rename his Files – deactivated by default. Allows the user to rename his uploaded files.
User can create Direct-Links – deactivated by default. The user can create direct-links for files that he has access to. Useful if your user should be able to redistribute files outside of scoopa to unkown recipients. Read more about direct-links.
User has Auto-Login enabled – deactivated by default. If activated, the user does not need to login to the platform when he receives notifications for new files. This is useful for users that share accounts or only login sporadically and are prone to "forget" their password. In such cases auto-login lowers the bar to get access to scoopa. Read more about auto-login.
Next section is access control. You can fine tune the folder rights for the current user.
Access control in scoopa
There are 5 different rights that can be assigned:
Read –the user can view the folder and its contents as well as watch previews
High-Res – the user can download the high-res (original) version of the file
Low-Res – the user can download the low-res version
Manage – the user can manage the folder
Upload – the user can upload new files to this folder
Click the respective rights buttons for a specific folder (or the buttons above the column to select all). Selecting a right will automatically applied to all the leafes in the folder tree below the selected folder.
You can collapse or expand the folder tree as needed by clicking the folder icon in front. This is especially useful for large folder trees.
Rights & Inheritance
You can read more about user and folder-rights as well as rights-inheritance here.
In the third section you can manage the associated usergroups.
You can select one or multiple usergroups in which the user should be a member. You can also jump to the edit view of each usergroup by clicking the edit icon behind the usergroup name.
Lastly you can see all the activities a user has performed inside your platform. From login to up- or downloads, archives and restores.
User History
Please note that this section is only visible if the user has activity.
Delete User
You can delete a user by clicking the delete icon when hovering over an user in the user listing.
User listing with hovered user and action icons
As with all delete actions deleting a user must be confirmed.
Search user
You can search for users using the input fields at the top. You can search for name, company, e-mail as well as notes. You can also filter the userlist by user role using the dropdown.
User listing showing search and filter box
Passwords
If a user has problems with his password or you need to support your user in a password related matter, you may send a new password to your user.
Edit a user and click the "Send new Password" button. This will trigger an e-mail to the user in which he is asked to set a new password.
Edit user view with "Send new Passwort" button
User Groups
In the following articles we will explain how to add, edit, delete and search user groups.
Import
You can use the import feature to also import usergroups in one go. Read more about imports & exports.
Add user group
To add a user group navigate to "User Groups" and click "Add User Group". Then enter a name and optionally a note for internal reference.
Edit user group
To edit a user group, click the edit icon or the group name in the user group listing.
The edit view is split into 3 parts:
access control
general settings
associated users
Let's begin with the general settings.
Edit user group - general settings
You can edit the "Group Name" as well as the "Notes" field.
The next section is access control. You can fine tune the folder rights for the current user group. This is the same rights matrix as in edit user.
Access control inside a usergroup
There are 5 different rights that can be assigned:
Read –the user group can view the folder and its contents as well as watch previews
High-Res – the user group can download the high-res/original version of the file
Low-Res – the user group can download the low-res version
Manage – the user group can manage the folder
Upload – the user group can upload new files to this folder
Click the respective rights buttons for a specific folder (or the buttons above the column to select all). Selecting a right will automatically applied to all the leafes in the folder tree below the selected folder.
You can collapse or expand the folder tree as needed by clicking the folder icon in front. This is especially useful for large folder trees.
Rights & Inheritance
You can read more about user- and folder rights as well as rights inheritance here.
The third section is the inverse view of the edit user section. Here you can manage the associated users for this group.
Associated users to a user group
You can see all the associated users as well as search in your userbase or select all.
Search user group
You can search for user groups by entering your query in the search field at the top of the user group listing.
