If you (an Admin or Editor) would like to grant a stakeholder the ability to view (and potentially download) files from the Portal using their own login (their email address plus a password they set for themselves), you will want to make them an Invited User.
Invited Users will never see your Library; they can only see the Portal (which is typically found at a URL like https://yourorganization.photoshelter.com). You control what an Invited User can see on the Portal what you edit the permission settings of the Collections and Galleries in the portal, granting them permission to view/download when they are logged in via the Portal site.
Invited Users are stored in an address book called the Invited User list, which can be accessed by clicking Admin and Invited User. Invited Users will not be notified when you add or remove them from the Invited User list. The notification stage comes much later.
Read below to find out how to add Invited Users to your account and how to add Invited Users to User Groups to simplify the process of setting permissions.
Click Admin and Invited Users from the top navigation on the backend.
Add Invited Users
Click the green button in the center pane to add an individual Invited User.
Enter the person’s information and click Submit.
Import Contacts from Google or Yahoo!
You can expedite the creation of your user list by importing names/emails from your Google or Yahoo! account.
- From the Admin menu, select Invited Users.
- From the middle pane, click Import and select the appropriate service (disable any ad-block plug-ins).
- Enter your login information.
All your address book information will be imported into your Libris account. The import process can take a while, depending on the number of entries you have.
If you have a CSV file of contacts, you can easily import them into Google Contacts provided you have access to a GMail account. This method works best when you have an account with no existing contacts, so that you're not picking and choosing professional contacts between personal contacts.
Go to Contacts and click More > Import...
Choose the file for import and click Import. Then, follow the directions above.
You can add a company reference to the Invited User, or change their name (but not their email). After you have added the name, select the user in the center pane and click the edit icon (the pencil) in the right pane.
Above: After an Invited User has been added, their company name can be added, and their name can be changed, but their email can not be changed.
Create Invited User Groups
Rather than managing the same visibility and download permissions for each individual Invited User, it's easier to manage user permissions by bundling multiple Invited Users into a group. Some organizations group stakeholders by company or department.Perhaps your sales or marketing team would be a group, or your heads of department, alumni, or any bunch of people in your organization that all need to see the same things and have the same rights and privileges. However you decide to group them, it's a good idea to group stakeholders around their need to have the same visibility and download permissions because everyone in the group will see the same thing.
Here are the steps:
- Click the green button at the top of the left pane to create a new User Group. Name the group in the dialog box that pops up.
Above: To create a new group, just click on the left green button.
Now that you have a group, you can add Invited Users to it. Drag and drop Invited Users from the center pane into the groups in the left pane.
When you select the group in the left pane, you can see all its members in the center pane.
When you highlight a person’s name in the center pane, you can see all groups she belongs to at the bottom of the right pane. (If you have just added the person to a new User Group, it might need a few minutes for your system to update.) Click the edit icon to easily remove them from any group.
Above: When an Invited User's name is clicked in the center pane, a list of all the groups they are part of appears in the lower right pane. Click 'edit' and you can quickly remove them from any of those groups.
Edit a User Group
You can later delete a group, and can change its users, but you cannot change its name. To put all the users into a renamed group, simply create the new user group, go back to the existing user group, select all of the invited users by using the Select: All link in the top of the center pane, and click Actions "Move to another group". Once the users have moved, delete the existing user group that you no longer want. Then, follow the link below for advice on how to grant this group permissions in the Library.
Remove Invited Users
To revoke an Invited User's access to the Collections and Galleries they have been granted permission to see (and potentially download from) on your Portal altogether, delete them from the Invited User list. Select their name under All Contacts and click Actions > Delete.
Next, find out more about inviting users to view a Gallery or Collection.