Users should always be the main focus when deploying a DAM system; or any IT-system for that matter. After successfully implementing an XMedia solution, the objective is to ensure that as many users as possible will experience it as the ideal source for all their assets needs.
Designing user permissions is always a balancing act between allowing users access to as much data as they need, without overwhelming them with possibilities they do not need, i.e. guiding the individual user to access data relevant for that specific user.
Spring XPress will be happy to assist you with designing the user permission configuration. Experience shows that spending time on designing the basic user rights setup saves a lot of time in the subsequent administration of users.
Once the user permissions have been set up, it is easy to maintain the user database in XMedia. It is easy to get an overview of all current users from the "User Administration" portfolio and to administrate their memberships of user groups etc.
Under "User Administration" you will also find a complete list of users awaiting approval for access, users that have been approved, and access applications that have been rejected.
Each user is given an XMedia user license. This can be nullified any time by resetting the user. Resetting means that the user will be deleted from the system (together with all material produced in Web-to-Print templates, all assets in the user's "My folder", etc.). This means, that when an employee leaves your company, access to XMedia is revoked by just a few clicks, and the user license is made available for a new user.
If you are granting access to a temporary user or any third party, you do not need to worry about revoking their access rights when these are no longer applicable. All you have to do is to set an expiry date and the access rights are automatically disabled when the time comes. If you should need to prolong the access period, this is as easy as changing the expiry date.
Passwords get mislaid and forgotten, that is a fact. With XMedia you do not need to worry about this, XMedia passwords are encrypted and irretrievable. Should a user lose or forget his or her password, you can easily issue a new (random generated) password from the "User Administration" menu. If for any reason required, a user can also be granted permission to change a password.
Managing XMedia users is as simple as locating assets in the system; straight forward and intuitive.