Introduction to Viewers, Creators and Admins

At A Glance:
  • Article purpose: This article outlines the new user license types Appspace is introducing, and how these user types are used in an organization. 
  • Business problem: Organizations may not have a clear understanding of how to best assign roles and permissions to achieve different tasks, or how they are mapped to specific activities that reflect the core responsibilities of team leads and team members using Appspace. 
  • Solution: The new user licenses make it easier for organizations to identify the roles their users should have in the Appspace console, and how to best utilize the user licenses. 
  • Conclusion: Understanding how the three user license types operate helps admins, managers and team leads plan how user licenses are best utilized based on roles and permissions. 

WHAT’s IN THIS ARTICLE: 

Introduction

As Appspace moves towards a user-based pricing model and expands the functionality provided to users, there is a need for a mechanism that allows organizations or departments to manage what a specific user has paid for and is allowed to do. To date, any Appspace user could have any permission by changing their role or permissions in the system. Going forward, for a user to have a specific permission, the user must have a license type that includes the permission.

To help organizations better track what users are allowed to do, Appspace is introducing three user license types that reflect the primary user activity: Viewer, Creator, and Admin. Creators and Admins will have licenses that are automatically utilized whenever user roles or permissions linked to these user license types are activated. Activation is based on the permissions or roles that are assigned to the user in the Appspace console.

Licenses, Permissions, and Roles

The following describes the distinction between user licenses, user roles, and user permissions, as used in Appspace: 

  • Licenses: User licenses grant digital rights for a user to use specific features in Appspace. The three user licenses introduced are: Viewer, Creator, and Admin.
  • Roles: User roles contain a collection of permissions that are commonly used together and reflect the activity that needs to be done by specific user personas, such as IT administrators or content publishers in an organization. We have various user roles in the Appspace console that must be assigned to any new user invited to use the console, such as the Account Owner, Network Administrator, or Content Administrator
  • Permissions: Permissions are assigned at the feature level in the Appspace console such as in Channels or the Library. A user with an administrator role will be able to control user permissions to specific features, such as assigning publishing rights for a channel.

IT administrators can continue to manage roles and permissions as they do today through the Users module in the Appspace console. Appspace will automatically manage licenses when roles and permissions are granted or removed from a user. The number of licenses will be shown on the dashboard in the Account Management Portal.

User Licenses

Description

The three new user licenses that grant certain permissions to user roles created in the console are the Viewer, Creator, and Admin. Users who fall under the Creator and Admin categories will require a license for their specific permissions. Although a Viewer is also an Appspace registered user, the viewer does not utilize any licenses. Thus, while Creator and Admin licenses are paid, the Viewer license is completely free.

Viewer

Viewers are categorized as employees in an organization who can view Appspace content such as business updates that are shared with them and the whole company. Viewers can:

Creator

Creators can create, edit, and view content as well as viewer analytics. A Creator can do everything a Viewer does, plus:

Admin

Admins can access all areas of the console for administration. There will be several types of administrators, allowing for fine-grained control over which users are allowed administrative access. An admin can do everything a viewer does, plus:

User License Utilization

The user licenses for Creator and Admin are automatically activated when one or more specific permissions are granted to a user in the Appspace console. The following list outlines the permissions that utilize the Creator and Admin licenses.

Creator License

The Creator license is utilized by any of the following permissions:

Appspace Content Portal

  • Add and manage content in channels.

Appspace console

  • Add and manage content in the Library.
  • Add and manage content in Channels.
  • Add and manage channels.
  • Access viewer analytics.

Admin License

The Admin license is utilized by any of the following permissions:

Appspace console

  • Add and manage devices.
  • Add and manage networks.
  • Add and manage users.

Appspace Account Management Portal

  • Create and track support cases.
  • Manage subscription plan.
  • Manage payment options.
Note
A user can utilize more than one license since multiple roles and permissions can be granted for a single user. See next section.

Roles and Licenses

User roles are a collection of permissions that makes it easier for IT admins or managers to assign a group of permissions to users. A user can belong to one or more roles. 

Appspace has several predefined roles, each with a predefined set of permissions. An Appspace role grants a group of specific permissions that relate to the role’s primary activities, such as managing devices across local or global locations, or publishing and authoring content for channels. Certain Appspace roles contain permissions that span across multiple areas that utilize both Creator and Admin licenses, while other roles only utilize one or the other.

The following Appspace roles utilize both Creator and Admin licenses:

  • Portal Administrator
  • Account Administrator
  • Account Owner

The following Appspace roles utilize only the Creator license:

  • Publisher
  • Author

The following Appspace role utilizes only the Admin license:

  • Network Administrator
Note
To learn more about specific roles and permissions, please read our guide to User Roles and Permissions in Appspace.

Managing License Usage

The first user of an Appspace account will have the Account Owner role. This is a super user role that utilizes both Creator and Admin licenses. All other users that get invited into the account will be Viewers unless specific roles or permissions are granted, in the console.

When the Account Owner assigns a role or grants specific permissions to other users in the account, license management is done automatically based on the permissions that are added or removed.

Automatic License Utilization

There are three general rules when it comes to license utilization:

  1. All users registered in Appspace are viewers if no specific permissions are granted. This is free and does not require the utilization of licenses. 
  2. Any user that has been granted permissions to create, manage, or share content requires a Creator license.

Any user that manages technical, brand, or account aspects requires an Admin license.

Note
A user can be any or all of these.

The following example outlines how licenses are automatically utilized in an account when an IT manager and several other team leads invite and assign permissions to members of their organization.

USER ACTIVITY

LICENSES USED

IT Manager starts as the first Account Owner in the account.

Admin

Creator

IT Manager invites everyone in all departments into the Appspace console. They are considered as viewers.

None – Free

IT Manager assigns Network Administrator role to two of his IT administrators.

Admin +2

IT administrator assigns Publisher role to one Department manager.

Creator +1

Department manager assigns Editor permissions to 2 team leads.

Creator +2

Department manager assigns Author role to 1 team member.

Creator +1

Total licenses used

3 Admin licenses

5 Creator licenses

Note
Licenses are automatically tracked like other entitlements are today. The Account Management Portal will show purchased-used-available metrics for these licenses.

Pricing

Pricing is simple. A subscription plan includes a base number of Creator and Admin licenses. You only pay for additional Creator licenses, while additional Admin licenses can be requested for free.

Creator licenses

  • Express and Omni plans include 5 Creators.
  • Additional Creator licenses can be purchased for $20/user/month.

Admin licenses

  • Express plan includes 5 Admins.
  • Omni plans include 25 Admins.
  • Additional Admin licenses can be requested for free.

For more information on pricing, please visit the pricing page on our website.

Conclusion

With the introduction of these three primary user license types, an organization will be able to better plan how the department heads, managers, team leads and team members can utilize Appspace.

To ensure that content and messaging comes from trusted sources, only a handful of people should be Creators and Admins in an organization. These people will be the ones responsible for creating and publishing content, or managing devices and account aspects in the Appspace account. Everyone else in the organization will be viewers that can browse public channels and content through the Appspace Content Portal.

To learn more about specific roles and permissions, please read our guide to users roles and permissions in Appspace.

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