Usermanagement

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 usergroup
Example user.
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 dialog.
Add user dialog

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.

Folder-Admin: 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 neede for that folders. Read more.

You can select form the following permissions:

User gets Notification-Mails: Active by default. If deactivated the user will not receive mails

User can edit his Profile: Active 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: Deactive 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: Deactive 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: Deactive 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: Deactive by default. Let's the user rename the files he uploaded.

User can create Direct-Links: Deactive by default. The user can create direct-links for files that he has access to. Useful if your user should be able to re-distribute files outside of scoopa to unkown recipients. Read more about direct-links.

User has Auto-Login enabled: Deactive 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 usefull for user 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 in the user-list.

The edit view is split into 4 parts. Access-Control, General Settings, Associated User Groups and the 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: Active by default. If deactivated the user will not receive mails

User can edit his Profile: Active 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: Deactive 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: Deactive 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: Deactive 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: Deactive by default. Let's the user rename the files he uploaded.

User can create Direct-Links: Deactive by default. The user can create direct-links for files that he has access to. Useful if your user should be able to re-distribute files outside of scoopa to unkown recipients. Read more about direct-links.

User has Auto-Login enabled: Deactive 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 usefull for user 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 soopa.
Access control in soopa

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 usergroup 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 as user has performed inside your platform. From login to up- or downloads, archives and restores.

User History.
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.
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-box and filter-box.
User listing showing search-box 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
Edit user view with "Send new Passwort" Button

User Groups

In the following articles we will explain how to add, edit, delete and search usergroups.

Import

You can use the import-user-feature to also import usergroups in one go. Read more about imports & exports.

Add user group

To add a usergroup got to "Usergroups" and click "Add Usergroup". Then enter a name and optionally a note for internal reference.

Edit user group

To edit a usergroup click the edit-icon or the group-name in the usergroup listing.

The edit view is split into 3 parts. Access-Control, General Settings, Associated Users

Let's begin with the general settings.

Edit usergroup - general settings.
Edit usergroup - 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 usergroup. This is the same rights-matrix as in edit-user.

Access Control inside a usergroup.
Access Control inside a usergroup

There are 5 different rights that can be assigned:

  • Read (the usergroup can view the folder and its contents as well as watch previews)

  • High-Res (the usergroup can download the high-res/original version of the file)

  • Low-Res (the usergroup can download the low-res version)

  • Manage (the usergroup can manage the folder)

  • Upload (the usergroup 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 user to a usergroup.
Associated user to a usergroup

You can see all the associated users as well as search in your userbase or select all.

Search user group

You can search for usergroups be entering your query in the search field at the top of the usergroup listing.

User Groups search input field.
User Groups search input field