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  • How to create, edit and delete access policy templates
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 Overview

An access policy template is a combination of settings that define and control which users or groups can access recorded content in what way. An access template does the following:

  • Sets the groups and/or users to which the policy applies.
  • Sets the type of permissions (read, write, or both) that each group or user is granted for any course or recording to which the policy is applied.

Administrators can create, edit, rename, delete or apply access policy templates. The templates created and listed in the Access Templates page contain the policies that can be applied to recordings or courses as initial settings that can be customized for that item.

 


Changes made to access policy templates are not applied retroactively to a recording or course. An access template is not bound to a recording or course, so changes made to a template after it has been applied to a recording or course, does not affect the access policy of the recordings or course.

 

 

Step By Step Guide

Creating Access Policy Templates

To create (add) an access policy template:

  1. Select Main MenuThe Main Menu button > OrganizationThe Organization (Users) menu icon. The Users page opens.
  2. Click the Access Templates tab in the main navigation bar. The Access Templates page opens, displaying a list of templates in a table, along with actions available for each template.
  3. Click the + Add Access Template button on the right side of the main navigation bar. The Add Access Template modal window opens showing the Metadata view.

    The Add Access Template modal window Metadata view, before configuration

  4. Enter a name for the new policy in the Name field.

    An access policy template name is limited to 128 characters.

  5. Click the Next button. The window displays the Access Policy view. In this view a pre-configured set of Access Templates can be selected, or a custom policy can be created.

    The Add Access Template modal window Access view, before configuration

  6. To select an existing access policy template to use as a starting point for the new one, click the Access Templates drop-down menu and select one of the existing access templates.

    The New Access Policy Select a template drop-down menu

    The permissions that are included in that template appear in a table within the Access Templates panel.

     

    Ad hoc recordings receive the public access policy by default when published. This can be changed later.

     

    Click Apply.

    The system then fills in the Details section of the Access Policy with the Groups, Users, and Permissions from the template.

    When an Access Template is applied, it overwrites (replaces) any items in the Details section. Multiple templates can not be selected to build upon each other.

    Add Access Template, policy stage

  7. To add Groups or Users in the Details pane:
    1. Click the Select Groups drop-down, select a Group and click Add. A row in the Added Groups and Users table now displays the added Group. In the table, Groups will have an icon to denote that they are groups.Repeat this step as necessary until all desired groups have been added to the Added Groups and Users table.
    The Select a right drop-down menu

    b. Click the Select User(s) drop-down, select a User and click Add. A row in the Added Groups and Users table now displays the added User. In the table, Users from a connected Active Directory or LDAP system will have an icon to denote that they are directory users. Local users will have no icon.
    Repeat this step as necessary until all desired users have been added to the Added Groups and Users table.
    The Add Recording window Access Policy page after configuration
    c. In the Added Groups and Users table, each row has two checkboxes: Read and Write. The Read checkbox is checked by default, and cannot be un-checked. This means that any group or user added to the Access Policy will automatically have "Read" permission to view (in VideoLounge) the content to which this Access Template is applied.

 

By default, the Write checkbox is un-checked. Checking this box grants the user or group "Edit" permission (in Admin UI) for the content to which this template is applied.

     8. Click Next. The view changes to the read-only Summary page.

     9. Use the Create button to create the new access policy. The modal window closes, and the Access template page shows the new policy template. A notification that the access template has been successfully created is briefly displayed.


Editing Access Templates

To edit an access policy template:

  1. Select Main Menu The Main Menu button > Organization. The Users page opens.
  2. Click the Access Templates tab in the main navigation bar. The Access Templates page opens, displaying a list of templates in a table, along with actions available for each policy.
  3. Locate and click on the Name of the desired template in the Access Templates list. The Access Policy Details modal window for that template opens, showing the Metadata view.

  4. Click the name field and change the name as desired, then click Save. A pop-up indicates the access template name change is successful.

    Access Policy renaming success window
  5. Click the Access Policy tab to change to the Access Policy view.
    In this view, Access Templates can be changed, and Groups and Users can be added or deleted.
  6. Change the Access Templates, Groups, and Users as desired and then click Save. A notification that the access policies have been successfully updated is briefly displayed.
  7. Click the X to close the Access Policy Details modal window.


Deleting Access Templates

To delete an access policy template in its entirety:

  1. Select Main Menu The Main Menu button > Organization. The Users page opens.
  2. Click the Access Templates tab in the main navigation bar. The Access Templates page opens.
  3. Locate the desired template in the list and click the Remove button The Remove button in the Actions column in the same row. A confirmation dialog box opens asking whether you want to continue.

    The Delete Acess Policy confirmation box
  4. Click Delete to remove the access policy. The policy is deleted and is removed from the table, and a notice appears in the main window indicating that the access policy was deleted.
    Alternatively, click Cancel to stop the process and leave it in the table. 
    The dialog box closes after you select either option.


Applying Access Policies

You can apply an access policy template while uploading or scheduling a recording and creating a course, or when you edit a recording or course.

 

  • Changes to the access policy for a recording cannot be saved while the recording is being processed.
  • Newly created recordings automatically inherit access policies from the course to which they belong. However, changes made to an Access Policy of a course are not automatically propagated down to existing recordings within that course.

 

To apply an access policy to an existing or already scheduled recording:

  1. Select Main Menu > Recordings. The Recordings page opens.
  2. Locate the desired recording in the Recordings list and click on the name of the recording. The Recording Details modal window opens.
  3. Click on the Access policy tab. The Access policy page opens.

    The Recording details - Access policy page before applying a template

  4. If desired, apply an access policy template.
    1. Select an option from the Access Templates drop-down menu.

      Selecting an access template to apply

      The permissions that are included in that template appear in a table within the Access Templates panel.

       

      This information in the table is read-only and cannot be edited. Changes to access policy templates must be made in the Access Template Details modal windows (reached via Main Menu > Organization > Access Templates > detail view link).

       

    2. Click Apply to apply the access policy template settings to the recording. This will replace or update the existing permissions previously assigned to the recording. When an Access Template is applied, it overwrites (replaces) any items in the Details section. Multiple templates can not be selected to build upon each other.

      Or...

      Click Cancel if you do not want to apply the template settings. The template details are no longer shown and the settings remain unchanged.

  5. If desired, add Groups and Users by selecting from the drop-down menus in the Details panel.
  6. If desired, remove any Groups or Users from the Added Groups and User table.

  7.  Click Save and close the Recording Details window.

 

These changes do not take affect for recordings that have already been processed and published in that published channel. After these or any changes are completed, the recording would need to be re-processed and re-published in order for the changes to take affect in the published channels.