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involve your teammates

April 13, 2006

Updated May 13, 2009, to reflect newly introduced features.

On fluxiom, sharing assets with your colleagues, and setting up a collaborative workflow is a snip. To add a new user to your account, simply log in and click on the “Users” tab: the “New user” button at the bottom of the window is what you are looking for.

As soon as you are through completing the initial profile, and have clicked on “Create,” fluxiom will send an email to the new user, letting him know about his new account and instructing him to activate it.

By default, new users can access your fluxiom account, as well as alter your assets — add, edit, share and delete them. Because accounts are typically opened for users within your company, or users you trust as if they were, we find this is the best starting point for new accounts.

To alter this setting, look no further than the bottom part of the user’s profile page, and the “Access and privileges“ section.

From there, you can turn an account into a read-only account, a tags manager or a full-blown administrator. You can alter these rights at any time by returning to the “Users” tab and clicking on the “Edit” link within a user’s profile card.

Here is some more information about the four access settings:

1. When an account is activated, the user is allowed to log in and preview your entire asset collection. However, the user cannot download assets, administer your asset collection or modify your account in any way. By enabling an account but not granting it any administrative rights, you effectively make it “read-only.“ Do note that asset previews are not watermarked, and can still be downloaded by read-only users. However, users are barred from accessing source files or high-resolution images, which severely limits the damage they could do.
2. Administer assets and stages is the default access level in fluxiom. It allows users to view all assets, download and edit them, as well as delete existing assets and add new ones. Users can also share assets from fluxiom. Generally speaking, this level of access allows users to “work with your files” in any way they please, but bars them from altering your account.
3. Administer tags allows the user to manage the tags in your account. The user can, therefore, reorganise your account and the way your data is sorted. (Learn more about tagging)
4. Administer users and privileges turns the user into an administrator. This enables the user to add new users, disable existing accounts and grant or remove access privileges across the board. This high level of access is to be used sparingly, and granted only to users you trust implictly. It is not required for everyday use and, in many cases, only the account owner will ever require such powers.

fluxiom’s privileges model is flexible. For example, you can allow someone to administer accounts, but prevent that same person from administering assets and tags. This could be useful if HR or your sysops want to manage fluxiom users as part of a company-wide account management scheme, but you do not want them interfering with the actual content of the account.

Changes to permissions are automatically saved as soon as a box is checked or unchecked. Look for a confirmation indicator in the upper-right corner of the “Access and privileges” area.

removing a user

Since fluxiom collects such a large amount of historical data, user accounts cannot be deleted per se. This allows you to go back in time, remembering who had access to what in the past. However, it is possible to disable accounts, which effectively bars users from logging in.

To disable a user account, simply uncheck “This account is activated.” By removing a user’s right to log into fluxiom, you effectively remove all the rights this account would have after having logged in. Note that you can still toy with the permissions of an account that has been disabled: they will simply take effect as soon as you re-enable the account. This can be useful if an administrator wishes to “lock everyone out” during maintenance, without altering their account permissions.

A de-activated user will no longer appear in your Users overview, unless you click on the “Show all” button at the top of the window. This keeps your user information clean and current, all the while allowing you to go back in time, and remember who had access to your fluxiom account.

You can always re-activate a de-activated user. For the safety of your data, we recommend you disable accounts whenever a user goes on an extended leave or holiday, thereby minimising the chances that an account could be broken into while its owner is away, and unable to respond.

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