User Management, Invitations and Messaging

 

Distributing your brand's content is now easier than ever through Brandfolders User Management. Administrators have the ability to invite, manage, message, and remove users through the users modal on the Organization level and the Users Page on the Brandfolder and Collection level.

Organization Level User Management Modal

As an owner or administrator of your Brandfolder account, you are able to manage your users through User Management. The User Management area can be found at the organization level by selecting Settings then Manage Users.

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At the organization level there are a few important capabilities to note:

  1. If you want to invite a user to have access at the Organization level their invitation will need to come from the Organization level user management modal. You can’t invite users to the Organization level within the Brandfolder User Management page. Do note that when you invite users at the Organization level their permissions will automatically trickle down to all Brandfolders and Collections within your organization. 
  2. Owners of an account are able to download a CSV of all users associated with their Organization. This CSV is found below the invitations area in the download area next to # {Your Organizations Name} Users. 
  3. If you are looking to remove a user from all resources across the organization, it will need to be done on the Organization level Manager Users modal. Once you locate the user at one of the resource levels you will want to select the All button under the Remove All column. 
  4. SSO Presets are managed at the Organization level through the Default Permission Level drop-down in the top right-hand corner. 

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    1. The Default Permission Level drop-down grants general access to users. This means that if "guest" is selected in the drop-down then if any user logs in through SAML they will automatically be given access to that specific resource as a guest. Before enabling this setting be sure that you want all of your SAML users to have this Default Permission Level. 
    2. Be sure to navigate to the Brandfolder or Collection level that you would like to set the Default Permissions at otherwise users will be granted default permissions at the Organization level.
    3. To learn more about SAML options for user access visit the SAML and SSO Knowledge Base

Brandfolder Level User Management Page

The day-to-day management of individual users will be done at the Brandfolder level. At the Brandfolder level, you will want to select Users in the top right corner of a Brandfolder or Collection. From there, the User Management page will populate. 

On the left-hand side, you will find an all-encompassing list of your resources including  Brandfolder(s), Collection(s), Brandguide(s), Portal(s), and Workspace(s).

Access Request

At the top of the page, you will find an area for Access Requests. 

To approve requests, select the check box next to the user's email, select their permission level from the dropdown, and select the Grant access button

To deny requests select the red button to the right of their email address. 

Plan Limits

Below access requests, you will find an area for Plan Limits. This is a quick overview of the number of Owners, Administrators, and Collaborators you have included in your plan and how many of those seats you have used. 

Sending Invitations

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  1. To send invitations, navigate to the Invite Users area. 
  2. Fill out the following fields:
    1. Email addresses

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        • Adding
          • If you are sending invitations for the first time you will need to input their full email. Multiple emails will need to be separated with a comma. 
          • If the user is already in the system and is a part of your organization, you simply can start typing their email and it will populate. 
          • Use the arrow keys to locate the right user and select enter, or you can also click on their email in the list to select the user. 
          • Once a pre-existing user is selected for an invite, you can hover over their name to reveal their entire email.
        • Removing 
          • To remove an email from the invite list users can click “x” next to their name or select backspace.
          • Navigation: You can Tab (forwards) or Shift + Tab (backwards) to select different users for removal. Or you can also do the same by using the left and right arrow keys.
        • Do note: Users in pending user invites, and access requests will not appear in the dropdown list of pre-existing users.
    1. Resource. Here you will choose what Brandfolders, Collections, Subcollections, Workspaces, Brandguides, and Portals you would like to invite the user to have access to. There is a drop-down for you to quickly select the resource(s).
    2. Permission level. Your options include Admin, Collaborator, and Guest. To learn more about each user type visit the User Management Knowledge Base. 
    3. Personal message. This is an optional field but is a good way to quickly introduce the content that the user now has access to. 
  1. Select whether or not you want the invitation to be sent via email. Do note: this can be done at every level except for the Organization level. 
  2. Select Send invitations.  

Do note: User permissions are cascading. Inviting a user to the Brandfolder level will grant them access to the entire Brandfolder and its Collections. Users who are invited to individual collections will only be able to see the individual Collection. 

Sending Messages

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  1. Select the message option above the Invite Users area. 
  2. Fill out the following fields:
    1. Resource: Select the resource(s) that you want your users to be associated with in order to receive the message.
    2. Recipients: Select the type of user within that resource that you would like to receive the message (Guest, Collaborator, or Admin). 
    3. Message: Type the message that you would like to send to the specific type of user on the specific resource that you designated. 
  3. Select, Send message
  4. Messages will be sent in the application to the designated user. They will appear in their notification center. 

Managing Users

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Within User Management there is an area that lists all of the users associated with a certain resource. Here you can make the following adjustments to the user:

  1. Adjust their permission level by selecting a new level of access from the dropdown. 
  2. Remove from this Brandfolder (Collection, Workspace, Brandguide, Portal) will remove the access of the individual user on the selected resource.
  3. Remove from all, will remove access to the current resource and its nested resources ie. Collections that are nested under Brandfolders. Do note: You will also want to make sure that they do not have access at the organization level.
  4. View user Insights data. This will bring you to a new page where you can see the user's Asset Views, Asset Downloads, Asset Shares, and Activity.

Reusable Invite Link

If you would like to create a link to hyperlink in an email or be able to distribute universally to invite users to your Brandfolder or Collection you can do so as an Admin by taking the following steps:

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  1. In the User Management Page, select the resource where you would like to invite users to and put an * in the invite box, select what user permissions the link will grant, and select Send invitations.
  2. You will then see the invite link show up in the gray area where your pending invites normally show.
  3. Select the copy invitation link button to grab the link you can distribute to other users.

 

If you have any questions about this feature or if you have users having issues with accepting invites please contact support@brandfolder.com.

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