Preset Accounts

Third Light IMS includes five Presets for user accounts. When you create a new User, one of the Presets is used as a base. Each Preset specifies a range of permissions which you can then modify if you require.

Preset Accounts Summary

The Presets are designed to support increasing levels of access, starting with Normal User (with the fewest permissions) through to Administrator, with the most permissions. Presets are set from the following screen:

Configuration > Presets

Group Preset

Groups help you avoid having too many individual User accounts that become time-consuming to manage. The Groups Preset includes more permissions than the Normal User Preset but many of them are unset. This way you have the ability to add permissions normally associated with a Super User or Administrator, and can create a Group of Administrators, as well as a Group of Users.

Auto User Preset

This Preset is for use with the Automatic Sign-Up feature that enables those who complete a Registration form to login immediately without any administrative intervention. Users creating their own accounts in this way are automatically assigned the permissions specified in the Auto Registration Preset. The permissions are similar to those in the Normal User preset but it is recommended you review this Preset in detail before using the Automatic Sign-Up process so you understand the permissions Users will receive when they register.
Externally authenticated users who login via LDAP and are not associated with an IMS group via a mapping on the Configuration > System Administration > LDAP page

To review the permissions included in this Preset refer to Default Settings below.

Normal User Preset

Most Users start with this Preset. This Preset is designed for a standard end user: someone who needs to search the IMS Library looking for assets, download files and possibly upload files also.

By default, a Normal User can upload using the Desktop Upload Tool and can make Download requests (which must be approved by an Administrator). You can allocate the Normal User a folder under which they can create sub-folders and in which they can edit files and associated metadata. Folders and Files that the User can access may be viewed and files can be opened with the File Console.

Power User Preset

As the name suggests, this Preset assigns more permissions than the Normal User Preset. The Power User Preset is designed for someone who is more deeply involved in the use of the IMS Library and management, ownership or processing of your digital assets.

By default, a Power User can upload using the DeskTop Upload Tool and can download any file to which they have access. Power Users can also create folders and sub-folders.

Administrator Preset

The Administrator Preset includes the same options as the Power user and Groups Presets but many more of the options are enabled by default, including the ability to create other Users and to approve upload and download requests from other users.

Many organisations have several Administrators for the IMS Library who share the work involved - one approving uploads and downloads, another managing User accounts and so on. We recommend you create at least one additional Administrator account in addition to the one issued to you with your IMS Library and allocate it to a suitable member of staff, in case anything goes wrong with the original Administrators account or that Administrator's is away.

Preset Accounts - Default Settings

Each Preset specifies a selection of permissions that are assigned when an account is created. The following table describes all the permissions that control access to functionality in an IMS Library, the available options and the default settings in the supplied Presets.

All new accounts are created using one of these five Preset account types. However, Users can only delegate permissions that they themselves already hold. If some options in the table are not displayed, this may be because your User account does not have permission to use those options and cannot delegate them to other Users.

	All Options	Supplied Auto User, Group and Normal User Presets	Supplied Power User Preset	Supplied Administrator Preset	Notes

User Options
Login Welcome message
Name or description					Unique to user so not included in the Templates themselves but added when you create a User
Email address
Password
Include user when running 'Prepare Emails' tool		Y	Y	Y	Cannot be disabled for Admin
Allow user to change password and options		Y	Y	Y	Cannot be disabled for Admin
Enable lightbox				Y	Cannot be disabled for Admin
Allow lightboxes to be shared	- No sharing allowed - With any user in the same group - With any registered user or group - With any email address			Y	Cannot be disabled for Admin
Allow lightboxes to be saved as collections				Y	Cannot be disabled for Admin
Expiry date	Unset <date>				User account is disabled on the expiry date. Subsequent logins will be denied. Not available for Admin – that is must remain unset
Display Options
Language	Use default: English	English	English	English
Filter mode	- Files and Folders - Files Only - Timeline - Picture Desk	Files and Folders	Files and Folders	Files and Folders	Admins must remain as Files and Folders
Folder sort order	- Folder name ascending - Folder name descending - Last modified date ascending (most recent last) - Last modified date descending (most recent first) - Folder date ascending - Folder date descending - Creation date ascending (most recent last) - Creation date descending (most recent first)	Folder name ascending	Folder name ascending	Folder name ascending
File view mode	- Basic mode, image and caption - Console mode, full metadata and tools	Console mode - full metadata and tools	Console mode - full metadata and tools	Console mode - full metadata and tools	Admins must remain Console mode - full metadata and tools
Default caption	- Reference number - Caption - File size - Filename - Filename and Reference number - Filename and Caption - Filename and File size - Object Name and Filename - Headline Field - Reference number and Caption - Media type and Reference number	Filename and Reference number	Filename and Reference number	Filename and Reference
View History Notes		Y	Y	Y
Timeline mode button				Y	Admins must remain enabled
Inhibit browser right-click menus		Y	Y	Y
Watermark previews
Watermark thumbnails
Watermark video streams
Uploads
Browser Uploads
FTP Uploads				Y
Desktop Upload Tool		Y	Y	Y
Upload Destination	- Folder specified below... - User can choose the upload destination	Folder specified below...	Folder specified below...
Folder	- Top Level of the Library - Create new... - Top Level of the Library - <list of Folders>	Top Level of the Library	Top Level of the Library	Top Level of the Library
Upload Mode	- Create folders beneath the destination - Merge files into the destination	Create folders beneath the destination	Create folders beneath the destination	Create folders beneath the destination
Approval required for uploads by this user
Can approve uploads for other users				Y
Upload Terms and Conditions
Metadata Requirements	- Disabled - Available - Required
Downloads
Download Wizard	- All download categories - Download requests - Restricted Download categories - Restricted Download categories, download requests and other categories - All download categories	All download categories	All download categories	All download categories
Advanced options: colour space, DPI selection, and custom sizes		Y	Y	Y
Single click download of originals		Y	Y	Y
Require agreement to T&Cs
Require a history note		Y	Y	Y
Watermark downloads
Monthly quota	Monthly Limit	Y (100)	Y (100)
Create published files
Create, edit and delete published files				Y	The user can manage published files and use the Reporting › Published Files menu
Approve downloads for other users				Y
Fileserver Access					File Server Module
Fileserver access	- Disabled - Read only - Full access	Disabled	Disabled	Disabled	Read and write access
Dropbox Access					Dropbox
Dropbox access	- Disabled - Allow export of files from IMS to Dropbox - Allow import and export of files	Disabled	Disabled	Disabled
Password Policy
Maximum time before passwords must be changed		Use default			As specified in Security Settings
Minimum changes before password reuse		Use default			As specified in Security Settings
Minimum time before password reuse		Use default			As specified in Security Settings
Editing Rights
Manage Files	- No editing allowed - Any files owned by the user - Any files accessible to the user		No editing allowed	Y
Manage folders, collections and Smart Folders	Unknown macro: {multi-excerpt} - No editing allowed - Creation of sub folders, management of all folders owned by the user - Creation of sub folders, management of all folders accessible to the user - Creation of sub and top level folders, management of all folders owned by the user - Creation of sub and top level folders, management of all folders accessible to the user		Creation of sub and top level folders, management of all folders accessible to the user	Y
Merge or reduce resolution of folders				Y
Manage all users' Recycle Bins				Y
Delegate Tools and Options to other users				Y	The user can assign to other users any features enabled for their own account
Manage other users' Editing Rights				Y
Manage users	- Disabled - Edit Users - Create, edit and delete users		Disabled	Y
Manage access	- Disabled - All Users
	Disabled	Y
Manage events	- Disabled - Edit Events - Edit event access Settings - Edit events and access settings - Create, edit and delete all event settings		Disabled	Y
Manage metadata	- Disabled - Edit controlled vocabularies - Add, edit and delete metadata fields		Edit controlled vocabularies	Y
Manage revisions	- Disabled - View revisions - View and delete revisions		View revisions	Y
Manage e-Commerce	- Disabled - Edit Events - Edit event access Settings - Edit events and access settings - Create, edit and delete all event settings		Disabled	Y
Tools and Options				Y
Ratings/scoring tool				Y
Email files as attachments			Y	Y
Uploads › Public Upload Forms				Y
Users › Gallery				Y
Tools › Find duplicates			Y	Y
Tools › Watermarks				Y
Tools › Outbound FTP				Y
Tools › Prepare Emails				Y
Tools › ZIP Archives				Y
Tools › Lightboxes				Y
Reporting Menu			Y	Y
Reporting › History Notes			Y	Y
Includes deleting notes				Y
Configuration › Site Options and Configuration › Search Preferences				Y
Configuration › Registration Forms				Y
Configuration › Themes	- Disabled - Assign Themes - Create, edit, delete and assign themes		Disabled	Y
Configuration › Download Categories				Y
Folder Access	- Assigned Folders - Folders created by user - All folders		Assigned Folders	Y
Edit Access					The Folders the User will have access to – additional Folders can be assigned to individual Users and Groups by editing the account once created

Modifying Presets

To modify a Preset, select Configuration > Presets from the main menu and then select the Preset you want to adjust. Editing a Preset is identical to editing a User.

Groups provide a way of applying a set of predefined permissions and access rights to Users. If you need to create new Presets rather than edit the existing presets, create a new Group.

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