Waterloo Photos Organizational Unit Admin User Guide

Organizing users and assets within Waterloo Photos

Groups

One of the more sophisticated features of Waterloo Photos is its concept of user groups and permissions. The Super Admin will add users to the system via org units (groups) and will work with the org unit admin to define a number of permissions specific to that group.

As an org unit admin, you will have access to manage the Admin and User groups under your org unit.

Access levels

Access levels can be used to organize assets under your org unit, and permissions for these access levels can be set. For example, assets under one access level can be restricted so that they are visible to some users, but not others.

Access levels work in conjunction with Groups; each group has a certain permission level for each of the access levels.

1. Admin > Org Units > Access levels (under actions)

2. Under Add new sub-access level to “Org Unit Name” > Add new access level name

3. Click Add button

4. Click Edit button beside new access level

5. If this access level should have its own permissions, separate from its parent folder, check Has own permissions box

   • A reindex is required before these permissions are applied, speak to Super Admin

   • Note: by default, assets stored in the org unit root access level will be visible. Thus, assets should not be added to the root access level, but be organized in the appropriate sub access level(s) (i.e. open assets/restricted for the org unit, and restricted for Waterloo Photos users).

6. Recommend checking Always assignable box

7. Click Save button

Name picker and keywords

Name Picker

Use the ‘Keyword Chooser’ tool to select the name of a person, place, or organization that is the subject of the image. Terms specific to your org unit can be added if they are not already on the list. All users should reference the existing keyword list before adding additional terms. This list is reviewed by the Waterloo Photos Working Group on a regular basis and terms may be removed.

Keywords

Using the ‘Keywords’ field, users can associate terms (not included in the controlled keyword list) with an image to assist others in the search and identification of an asset.

Approving assets

The Approve Items page enables a user with 'Approval' permissions to review, approve and reject assets which have been submitted to them for approval by users who have "upload with approval" (UWA) permissions. When a UWA user uploads an asset it goes into a 'requires approval' state.

• the Org Unit admin users who have permission to approve the uploaded asset are notified by email that there is an asset awaiting approval.

• The UWA user sees the asset under “my uploads and edits” in the awaiting approval tab

The approver can then visit the Approve Items section and see a list of all the items that are waiting approval. Items are split out into separate tabs for uploads, edits, and downloads and within each section are organized by user. 

Approving uploaded assets

To approve the item(s):

• click the checkbox for each asset to act on before clicking one of the action buttons. The action buttons are:

• Approve

• Reject & Discard

• Reject for Resubmit-- Choosing the Reject for Resubmit action will give the approver the opportunity to enter an optional message that will be sent back to the original user.

Batch updating/approving

There is also the option of batch updating the assets pending approval.

• click on the link "start a new batch update" to view the items that are awaiting approval: you can then update, approve or delete each one in turn. Or, you can perform a bulk update on the assets to approve or edit.

Requesting support and reporting bug/technical issues

All requests related to Waterloo Photos (e.g. help, training & support, technical issues) should be submitted to the Waterloo Photos queue, https://uwaterloo.atlassian.net/servicedesk/customer/portal/2/group/412/create/1654.

Other important considerations

• It is time-consuming, but assets should be curated before being uploaded to the system

  • Apply approved naming convention

  • Do not upload blurry, duplicate/similar assets, or those that are not likely to be searched for or used in publications/campaigns

  • All applicable metadata should be uploaded with the asset

  • Metadata should not be the same for any assets but should be specific to the subject matter of the asset

• Metadata fields should be reviewed for accuracy and completeness on a regular basis

• Uploaded assets should be reviewed at regular intervals to ensure content is still relevant

  • Use the 'Review this asset' attribute to schedule a reminder to review the asset

  • Consider deleting (unpopular) assets from the system if not being searched for or used

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