Getting Started
The purpose of this guide is to quickly bring you up to speed with the User Management extension. To do so, we will cover three key sections:
Section 1: Creating Groups
Within the User Management extension is the ability to define user groups. A group is a shared identity and is a collection of different users. A group will typically have at least one role defined/assigned, of which all users within that group will inherit said role(s). In addition to the common group role, a user will still have the ability to be assigned additional specific roles.
User groups are typically created and defined to separate users with different responsibilities. Organizations may differ greatly with respect to the way they choose to organize their users. Some may choose to have only one or two main groups defined, while others may choose to separate their users out into many several groups based on their exact duties or job titles – each with different roles and levels of accessibility.
Note
Each user may only belong (be assigned to) one user group.
Step 1
From within the User Management extension, select the Users tab. From the left-hand column, click the + (Add group) icon.
Note
User groups cannot be nested within each other. There is only one common level on the group hierarchy (all groups are created under the AppSpace level).
Step 2
On the Add Group page, give the group a name and description. Click on the + icon to assign one or more roles from the drop-down menu to be applied to all users within this group. Repeat and add as many roles to the group as you would like. Click Save when finished.
Note
You may choose to not immediately assign any roles while creating groups. You have the option to come back and add/edit roles to the group at any time.
Step 3
You should be returned to the main Users tab where your newly created group should appear in the group listings. You can verify the group details by simply clicking on the group name to view the summary.
Note
The “Admin” user group is a system defined group and cannot be deleted. However, you may choose to edit the name and description of this group to best fit your organization needs.
Section 2: Adding Users
Every individual user on the Appspace server is defined by their own set of login credentials, profile information (name, phone number, e-mail address), and subject to the roles that they inherit according to the user group that they belong to. The quickest and simplest method of adding users to your Appspace server is through manual creation.
Note
There are additional methods of importing users as well as more advanced integration (i.e. utilizing LDAP and Active Directory). Please visit the Knowledge Center for articles and guides for more information.
Step 1
From the Users tab, begin by clicking on the Members sub-tab to gain access to the quick-launch icons. Click on the + (Create user) icon to begin adding a user.
Hint
You may choose to select a group before clicking on the Members sub-tab and clicking the Create user icon. By doing so, the user will automatically be placed into the selected group once created.
Step 2
On the Create a New User page, complete all of the fields on the Profile sub-tab. Fill in the Profile Details as well as the Login Details. When you are finished, click on the Group & Role Settings sub-tab – do not click Save yet.
Step 3
On the Group & Role Settings sub-tab, select the desired group to place this new user. You should notice that the defined role(s) should appear listed as “inherited roles from this group”. You may choose to assign additional roles to this user by using the + icon and the drop-down menu. When finished, click Save to complete the user creation process.
Step 4
You may confirm the new user has been created by checking in both the main AppSpace member listings page as well as in the specific user group in which you placed the user into. Their user name, role(s), and other information should populate in the Members listings sub-tab.
Section 3: User Roles
By default, the Appspace server comes with a collection of user roles that encapsulate the common activities that are applied to specific workflows (e.g. managing applications, content administration, network administration). The follow is a list of the system defined roles with a quick definition:
- Portal Administrator: owner and administrator of the Appspace portal/server
- Account Administrator: manages all accounts within the Appspace portal/server
- Network Administrator: administers all areas within a network
- Content Administrator: administers all content assets within a network
- Content Producer: manages all assets within the Content Library
- Account Owner: owner of a specific account
- User: default role for new users
Extension Visibility
As long as a user is given visibility to an extension, it’s automatically implied that the user will also be given full access to everything within that extension, with the only exception of application permissions.
Portal Administrator
The portal administrator is typically the system administrator and has full access to everything. The portal administrator is able to view the following extensions (if installed):
| Extension | Visibility |
|---|---|
| Advanced Device Management | ✔ |
| Campaign Manager | ✔ |
| Content Library | ✔ |
| Dashboard | ✔ |
| Language Manager | ✔ |
| Meeting Room | ✔ |
| Network Management | ✔ |
| Priority Messaging | ✔ |
| Reports | ✔ |
| Sign Manager | ✔ |
| User Management | ✔ |
| Video On-Demand | ✔ |
Account Owner
The account owner has access to everything within the account with the exception of configuring system settings. The account owner is able to view the following extensions (if installed):
| Extension | Visibility |
|---|---|
| Advanced Device Management | ✔ |
| Campaign Manager | ✔ |
| Content Library | ✔ |
| Dashboard | ✔ |
| Language Manager | ✔ |
| Meeting Room | ✔ |
| Network Management | ✔ |
| Priority Messaging | ✔ |
| Reports | ✔ |
| Sign Manager | ✔ |
| User Management | ✔ |
| Video On-Demand | ✔ |
Network Administrator
The network administrator is the person that runs the network and will have visibility to all network properties and sub-networks within their network. This role allows them to define the structure of their network, create and manage users and groups within the network, and register and manage player devices and player groups. The network administrator is able to view the following extensions (if installed):
| Extension | Visibility |
|---|---|
| Advanced Device Management | ✔ |
| Campaign Manager | ✔ |
| Content Library | ✘ |
| Dashboard | ✔ |
| Language Manager | ✘ |
| Meeting Room | ✔ |
| Network Management | ✔ |
| Priority Messaging | ✘ |
| Reports | ✔ |
| Sign Manager | ✔ |
| User Management | ✔ |
| Video On-Demand | ✔ |
Content Administrator
The content administrator will typically be the head of the app design team or marketing team and will have an overview to all apps and content within their current network. A content administrator will be able to access any app, widget or content that exists within the network. If a content widget requires approval in order for content to be updated, they will also have the ability to approve or reject content updates to widgets. In a typical workflow, a content manager can upload or allocate a new piece of content to a widget, but the update will only happen if it is approved by a content administrator. The content administrator is able to view the following extensions (if installed):
| Extension | Visibility |
|---|---|
| Advanced Device Management | ✘ |
| Campaign Manager | ✔ |
| Content Library | ✔ |
| Dashboard | ✔ |
| Language Manager | ✘ |
| Meeting Room | ✔ |
| Network Management | ✘ |
| Priority Messaging | ✘ |
| Reports | ✔ |
| Sign Manager | ✔ |
| User Management | ✘ |
| Video On-Demand | ✔ |
Content Producer
Content producers will be able to access the content library to upload and manage content items within the account. The content producer is able to view the following extensions:
| Extension | Visibility |
|---|---|
| Advanced Device Management | ✘ |
| Campaign Manager | ✘ |
| Content Library | ✔ |
| Dashboard | ✔ |
| Language Manager | ✘ |
| Meeting Room | ✘ |
| Network Management | ✘ |
| Priority Messaging | ✘ |
| Reports | ✘ |
| Sign Manager | ✘ |
| User Management | ✘ |
| Video On-Demand | ✘ |
User
Users that are new to Appspace will be initially registered as a standard user. A standard user will only have access to the dashboard.
| Extension | Visibility |
|---|---|
| Advanced Device Management | ✘ |
| Campaign Manager | ✘ |
| Content Library | ✘ |
| Dashboard | ✔ |
| Language Manager | ✘ |
| Meeting Room | ✘ |
| Network Management | ✘ |
| Priority Messaging | ✘ |
| Reports | ✘ |
| Sign Manager | ✘ |
| User Management | ✘ |
| Video On-Demand | ✘ |
Assigning Roles to Groups
As previously described, all roles that are assigned to a particular group will be applied to every user within that group. The group roles are defined during the group creation process (see Section 1 – Step 2 above).
Step 1
Once a group has already been created, you may edit (add/remove) roles attributed to a group by clicking on the pencil (Edit group) icon from the main group listings section.
Step 2
In the Group role field, click the + (add) icon to add a new role. Use the drop-down menu to select the desired role that all users of this group will inherit. You may add multiple roles to each group. When finished, click the Save button.
Assigning (Additional) Roles to Users
In addition to the group-inherited roles, users may be granted additional roles. This option is available during the user creation process (see Section 2 – Step 3 above).
Step 1
Once a user has already been created, you may edit (add/remove) roles attributed to a particular user by selecting the check box next to a user and clicking on the + (Assign role) quick-launch icon from the Members sub-tab.
Step 2
Under Edit User, select the Group & Role Settings sub-tab. In the Group section, you’ll see the roles that this user has already inherited from the group that they currently belong to. In the Role section, you’ll be given the option to add additional roles. Click the + (add) icon to add additional roles by using the drop-down menu. Click the Save button when finished adding or editing the user’s role(s).
Recap
You should now be familiar with the User Management extension and be able to:
- Create user groups
- Create and assign users to groups
- Understand the various available roles and how to assign them to groups and individual users