PhotoShelter MU Quick Start Guide

Overview

PhotoShelter MU is designed as a "single archive, multi-user" system for organizations that need to manage and distribute their image assets. A site administrator can add users and grant them various permissions within the system. This controlled access makes PhotoShelter useable by everyone within your organization, whether they are a photographer, editor or intern.

Users & Permissions

Because PhotoShelter MU allows multiple users within an organization to interact with the archive, it's necessary to first create users and permissions.

• Login to PhotoShelter MU
• Click the "Organization" tab
• Select "Users & Permissions"

User Types

There are three main types of users within MU:

1. Editors: The editor has the ability to access most aspects of MU. An administrator can grant different permission sets to each editor within their organization. he MU comes with five (5) Editor seats by default. Each additional seat is a paid seat.
2. Contributors: Contributors are photographers or image professionals that submit work to your organization. An MU can have an unlimited number of Contributor seats. Contributors can only upload images. They do not have access to the images once they have been submitted.
3. ClientPlus: The ClientPlus users are photo buyers that have special access to parts of the archive. The MU comes with one hundred (100) ClientPlus seats by default.

Permission Sets

Each editor needs to be granted a permission set to control what they can do within the system (Site administrators have full access regardless of what permission set they are granted). The site administrator can set up an unlimited number of Permission Sets depending on how many nuanced levels of access they want to create within their organization.

To create a Permission Set:

• Click "Organization -> Users & Permissions"
• Click the "Permission Sets" tab
• Click "Create a New Permission Set"
• Name the Set and checkmark the types of activities you want to grant.

To apply a permission set to a user:

• Click "Organization -> Users & Permissions"
• Click the "Editors" tab
• Click the "edit" link next to the appropriate user.
• Select the appropriate Permission Set from the select list.
• Click Submit

The user is now restricted to the permissions defined in the set.

Adding an Editor

• Click "Organization -> Users & Permissions"
• Click the "Editors" tab
• Click the "Add a new Editor" link
• Select a person from your address book, or enter their e-mail
• Then select a Permission set, grant administor rights/listed as photographer
• You can choose to send them an invitation e-mail at the moment the account is created, or send it later.

If you are configuring your account, and don't want to notify the users yet, do not send the e-mail.

Adding a Contributor

You need to define a contributor for anyone who will be uploading images into your archive. A contributor could be:

• a photographer
• an illustrator
• a retoucher
• a caption/keyword expert
• etc

Like Editors, Contributors can be "Listed as Photographer" which means their name appears in a select list when you want to attribute images to a specific user. For example, you might not list a retoucher as a photographer since they are doing work that wouldn't be credited as the primary creative.

When setting up your list of Contributors, you can also decide whether you want to notify the Contributor right away. When you add a contributor, PhotoShelter automatically creates a free account for them.

Contributors can upload images to your PhotoShelter account in the following ways:

• Using the "My PhotoShelter" web upload (from the public site, click "My PhotoShelter -> Upload to Organization")
• Downloading the PhotoShelter Uploader from the public "My PhotoShelter" area (from the public site, click "My PhotoShelter -> Upload to Organization" then click the "PhotoShelter Uploader" link.
• Using Photo Mechanic™ version 4.4.3 or greater
• Copying images from their own PhotoShelter account

Basic Concepts

All Editors can access the archive and galleries contained within the MU, although their permission set determines if they can alter and/or share information.

Contributors cannot access images once they have uploaded them into the system. If you want them to be able to access the images and alter IPTC (meta) data after upload, you need to grant them an Editor seat.

FAQ

If I have a photographer that I also want to grant editor access to, how should I define this?
If the user is going to have an Editor seat, they should simply be listed under the "Editors" and "Listed as Photog."