Overview

Media Viewing Access is governed primarily by your Portal's Settings, which makes it easy for users to set up access at Portal level so that they do not have to worry about security and privacy of their content. However, there may be occasions when you would prefer to define unique media accessibility permissions for each media in your Media Library. If you wish to allow viewing access to users outside your organization (customers, partners, or general public users) then you can use VIDIZMO's Limited Sharing option.


VIDZMO provides you with the functionality to assign:


1. License to internal Portal users to view media against the following options:
  • Unlimited access
  • Duration of allowed access
  • Number of allowed views

2. License to external users (non-members of the Portal who will be registered as public users and will only be able to view media specifically shared with them) to view media against the following options:

  • Unlimited access
  • Duration of allowed access
  • Number of allowed views

3. License to anyone using a unique link to view media against the following options:

  • Unlimited access


Prerequisites

  • In EVCM, you need to have a Moderators+ role to share media with specific users/groups or external viewers  
  • In DEMS, Admin is not able share the media, other roles may share media based on the permissions granted to them so make sure to have a Viewer+ role except Admin. 

 

Media Sharing Options

Using media settings, users can share media with specific Viewers and Groups in a Portal so that accessibility is limited to only those allowed to. Once specified, the Viewers and Groups receive an email message containing the link to playback the media.


Similarly, users can also share media with External Users who are not registered in any Portal with their personal email addresses. External Viewers are sent an invite to the portal, using which they can register as a Public user and use those credentials to log in and access the media they have been assigned the license of.


 Accessing Media Manager

  1. From the Portal’s homepage, click on the navigation menu on the top left of your screen. 
  2. Look for the "Admin" tab and click on it to expand the options. 
  3. Select “Media Manager” from the list, and you will be directed to the Media Manager page. 
  4. From Media Manager: 
  1.  Select a media file of your choice.


Note: You can also access Media Settings directly from the Playback Page using the overflow menu below the player. To learn more about it, see: Understanding Playback Page


ii. Choose Settings option from its overflowing menu. 



Customizing Access and Sharing 

1. In the settings page, five distinct tabs are available for user configuration: Basic Settings, Publish, Access and Sharing, Custom Attributes, and Timed Data. 

2. Navigate to the Access and Sharing tab. Within the Access and Sharing tab, users will encounter four sections: 

  1. Who can access it? 
  2. How To Access it 
  3. When will it be available 
  4. Limited Sharing 


3. Locate Limited Sharing section in the Access and Sharing tab: 

  1. Click on the Share link from that section. 

  2. Optionally, you can assign a password to the media you want to share as well. In this case, the users will be required to contact Portal Administrators for the password to access the video.



 
4.  A Limited Share modal will appear with two sharing options: 

i. Search users and groups search-box: Utilize the search-box feature to seamlessly share media with specific users or designated groups within your organization. This functionality extends to accommodating external viewers by inputting their email addresses. 

ii. Share with anyone using a link: Generate a shareable link to effortlessly distribute media beyond your organization. 




Sharing Media with specific users/groups 

  1. 1. To share with specific users or groups, follow these steps: 
  1. Access the "Search Users or Groups" box and commence by typing the names of the intended users/groups. 
  2. As you type, Vidizmo will provide relevant matches, choose the desired user or group for streamlined sharing. 




Note: If you select a group, all members of the selected group will have access to the video. 
 

c. Once a user or group is selected, their details will be shown in the list below. By utilizing the dropdown menu, you can precisely assign their access rights, such as editor or viewer. 

To gain deeper insights into limited sharing, refer to: How to perform Limited Share with Viewing & Editing Rights

d. Conclude the process by selecting "Save Changes" to save your configured settings.

 


2. Vidizmo will automatically notify the chosen users/groups via email about the shared content. 



Sharing Media with External Viewers 

  1. To share with external users, click Share with anyone using a link, this will generate a limited share license with a unique link. 
  2. Anyone with the link will be added to list, where you can define their copy, editing and deleting options. 
  3. Once you are done making your selection, click on the Save Changes button to save your settings.
  

 

4. Another way to grant access to external portal users is to simply type in their email address in the search box. External viewers receive a registration link. The link will lead the viewer to the Complete Registration page since the Viewer is not yet registered in the Portal, where they may then access the playback page. See How to Complete your VIDIZMO Registration for additional information, here: How to Complete your VIDIZMO Registration


Customizing “Who Can Access It” section 

Once you made the choice of sharing your media with either internal or external users within the limited Share modal: 

  1. Proceed to the "Who can access it?" Section. 
  2. Within this section, opt for the "Limited Sharing" option. This critical step triggers the sharing process exclusively with the specific users, groups, or even external individuals you have in mind. 
  3. Click Save or Save and Close to save the changes you made. 



In conclusion, VIDIZMO's media access controls offer a comprehensive solution for managing media viewing permissions. Whether you're concerned about maintaining the security and privacy of your content within your organization or extending access to external users, VIDIZMO's settings empower you to tailor access rights as needed.