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1 Table of Contents Administrator Reference Guide... 2 Introduction... 2 Topics... 2 Folders... 3 Manage Folders... 3 Edit Folder... 3 Edit Folder Properties... 3 Assign Folder Permissions (Viewer, Author, Folder Admin)... 3 Add a Folder... 4 Remove a Folder... 5 Users... 6 Introduction... 6 Edit a User... 6 Remove a User... 6 Add a User Manually... 7 Groups... 9 Introduction... 9 Edit Groups... 9 Add a Group... 9 Remove a Group Content Introduction Adding Topics Storage Summary Manage Presentations Change the Status of a Presentation Filters Adding Custom Filters Add a Filter Add Sub-Filter Values Edit or Delete Filters Tags Introduction Enable or Disable Tags Add a Tag Edit or Delete a Tag Storage Summary Introduction Quick Access Quick Access Top 10 Users Quick Access Top 10 Folders Resources Additional Resources

2 Administrator Reference Guide Introduction This guide will assist you as Company Administrator in creating and managing the Folders, Groups, Users, and Content in your site. You will find links to related tutorials and process documents where appropriate, so that everything you need can be accessed from this document. And remember if you re a new Administrator and haven t yet earned your Brainshark Administrator Certificate, you can do so at any time. For future reference, all tutorial and process document links in this document can be found on Brainshark s Help & Training site. Topics 2

3 Folders Manage Folders Whether you re setting up your site for the first time, or modifying it, you ll want to think about how and where content creators (authors) will be storing their presentations. All presentations are stored in folders and you can create as many folders as your need or want on your site. You may want to provide each author with a Personal Authoring folder, where he or she can store content until it s ready to share. Then the content can be moved to a folder that s shared with all group, team, or department members. Or, if your authors collaborate on presentations, you can provide them with access to a shared folder and a common login. Some customers organize folders by geography or by job function, but you can choose your own structure. Refer to the Manage Folders & Groups tutorial for more information. Edit Folder Your Brainshark site includes several folders to get you started. The top folder is titled with your Company name. All of the folders you add will display beneath the top level folder. You will be able to modify the names of the folders, except the top folder, that display in your site, add or change the permissions people have for viewing and/or authoring content, and designate users as Folder Administrators. See the Brainshark Roles and Permissions document for more information. Edit Folder Properties Follow these steps to edit folder properties. 1 Click Properties to the right of the folder you want to modify. 2 Modify the folder properties. 3 Click Submit to save changes. Assign Folder Permissions (Viewer, Author, Folder Admin) Follow these steps to assign folder permissions. 1 Click Permissions to the right of the folder, or select Set Permissions from the Corporate Admin Tools menu. 2 Select any or all of the View, Author, and Administrator boxes to grant permissions to each user. 3 Click Submit. NOTE: If you are granting permissions to users to Folders on multiple pages, click Submit on each page. 3

4 Add a Folder Follow these steps to add a folder. 1 Click Add Folder. Select the Parent Folder to Contain the New Folder from the 2 Folder drop down. 3 Enter the Folder name and Description. Optional Settings: 4 a. Ignore this company s IP Restrictions if your Company is using IP restrictions, selecting this option will allow you to have content stored in this folder exempt from that option. IP restrictions enable you to restrict viewing access to only those viewers within certain IP address ranges. You can stipulate that potential users must have clicked on a Brainshark URL from one of a specific set of IPs ( ). Your IT department will be able to provide you with the IP address ranges for your company. b. Content in this folder requires approval if your Company is using Content Approval, selecting this checkbox means that all content in this Folder would go through the approval process. An Author would upload the content and on the Presentation Properties page see: The content of this presentation has not yet been approved and it cannot be distributed. Click Request Approval to submit this presentation for review. The approval request would be sent to Company and Folder Administrators who could approve and disallow changes, or reject with comments. i. If the content is approved, the author can then share it, but would not be able to modify it in any way unless additional approval is requested. ii. If the content is rejected, the author would have the opportunity to edit the presentation and resubmit for approval when ready. c. Public content in this folder will be available if your Company is using the Public Content Portal, selecting this checkbox displays all the folder s content to any person with access to your company URL Public Content Portals do not require the viewer to have Brainshark username and password. Our Brainshark Customer Gallery is an example of a public Content 4

5 5 Click Continue. Portal. If you would like to have this feature enabled, please contact Brainshark Support. Remove a Folder You can remove Folders when you no longer have a need for them. Folders must be empty to be deleted. If the Folder you want to remove contains content, you can move the content to another Folder or delete it prior to removing the Folder. 1 Select Remove Folder from the Corporate Admin Tools menu. 2 Select the Remove check box. 3 Click Submit. 5

6 Users Introduction You can edit, remove, and/or add users manually from your site. For more information on adding and managing users, view the Manage Users tutorial and document. Edit a User Follow these steps to edit an existing user. Search for the user by selecting First Name, Last Name, User 1 Name or Status from the drop down. 2 Select Include deleted or inactive users. 3 Enter the search criteria. 4 Click Go. 5 Click the user s Last Name. Select Edit Profile, Edit Groups, Edit Permissions or Delete 6 User. 7 Make changes as needed. 8 Click Submit. Remove a User You can include the deleted user in your reports or searches by selecting the box to include inactive or deleted users. Follow these steps to remove an existing user. 1 Select Manage Users on the Corporate Admin Tools menu. 2 Click the Last Name of the user you would like to remove. 3 Select Delete User. If the user is an author, a warning will display with the titles of the presentations he or she has created. You can either change the author to another or delete the presentations. a. To change the author b. Select the presentations the author has 4 created c. Click Change Author d. Click Next e. Search for the name of the new author f. Click OK to change the author for the selected presentation Continued on the next page 6

7 Remove a User, continued When you have deleted the presentation or changed the author, 5 you can select Delete User to remove the user 6 Click OK to permanently delete the user. Add a User Manually There are multiple ways to add users to your site, but when you want to add just one or two, you can add them manually. Refer to the Guide to Preparing a Bulk User Upload document or the Self Registration document for information on adding a large numbers of users to your site. 1 Select Manage Users on the Corporate Admin Tools menu. 2 Select Add User. The following fields are required and must be completed: 3 User Name Password Verify Password First Name Last Name Primary 4 Complete additional fields at your discretion. Based on the profile you wish to create, adjust the settings in each of the following sections at the bottom of the page: User properties User privileges 5 Communication preferences NOTE: If you do not select a communication preference for new authors, they will be prompted, when they login to Brainshark, to select whether to receive or decline customer news and updates 6 Click Continue. Continued on next page 7

8 Users, Continued Add a User Manually, continued 7 Based on the profile you wish to create, set the permissions for this user: a. Select the Viewer checkbox to enable the user to view all presentations in the Folder. b. Select the Author checkbox to enable the user to create presentations in the Folder. c. Select the Administrator checkbox to enable the user to add and edit sub-folders in the Folder. NOTE: if your site has Content Approval enabled, selecting the Administrator checkbox will give the user approval rights for any content in that folder. 8 Click Submit. Set the Groups to which this user belongs. NOTE: Placing a checkmark in any Group makes that 9 user a member of that Group. Any permission changes granted at the Group level will be given to all members of that Group). 10 Click Submit. 8

9 Groups Introduction Groups are used to add and manage permissions for the users in your site. You can assign permissions to groups of users so that each time a user is added to a group, he or she inherits all of those permissions. When you access your site the first time you will see 2 groups: Administrators and All Company Users. When you create Brainshark profiles for users, each person will be assigned to the group you select and automatically assigned to the All Company Users Group. For more information view the Develop your Group Strategy tutorial and the Manage Folders and Groups tutorial. Edit Groups Follow these steps to edit an existing group. 1 Click Settings to the right of the group name. Select Profile where you can change the name of the group and add a description. If you share Administrator duties, we 2 recommend that you add a description to explain why the group was created. 3 Select Members to add or remove people from the group. Select Parents. NOTE: You can have 3 levels of groups for reporting purposes: Child, Parent, & Grandparent. A report run on 4 the grandparent could show all data for the 3 levels. A report run on the parent would show only the parent and child. A report run on the child would show only the information on the child. Add a Group You can add as many groups as your work flow demands. Groups can be organized by geography, territory, function, or in any way that makes sense for your business. Company administrators may find it easier to assign permissions to groups. When users are added to the groups they inherit the permissions set for the group. Follow these steps to add a group: Select Add Groups under Manage Groups on the Corporate 1 Admin Tools menu. 2 Enter the Group name. Enter a Description. The description field is optional however, it is good practice to note why and when you created the group 3 both for future company administrators and as a reminder to yourself. Continued on next page 9

10 Groups, Continued Add a Group, continued 4 Click Continue. 5 Set the Permissions for the group by folder. 6 Click Continue. 7 Select the members of the Group. 8 Click Submit. Remove a Group You can remove groups at any time and for any reason. Perhaps you created groups and then decided you d rather have a different naming convention. Or you created groups by Territory and later thought you d rather have the groups by Region. Follow these steps to remove an existing group: Select Remove Groups under Manage Groups on the 1 Corporate Admin Tools menu. 2 Select the checkbox for each Group to be removed. 3 Click Submit. Click OK or Cancel to confirm the deletion. 4 NOTE: Deleted groups cannot be restored. 10

11 Content Introduction The Manage Content option is where you can search for presentations by Folder, add and edit Topics, and review your Storage Summary. If you need to make changes to a presentation created by one of your authors, simply locate and select the presentation in Manage Content and click edit to make the changes. You can also change the author of any presentation if the original author is no longer with the Company or no longer associated with the presentation. Adding Topics Adding Topics to your presentations will make them easily searchable in the Content Portal. If you add the topic Product A to all of the presentations you have on Product A, people coming into your Content Portal can select Product A from the Topics dropdown and find all presentations associated with that Topic. Storage Summary The Storage Summary will give you a quick view of the hours of content you have stored in your site, with a separate count for content without audio or video. You will be able to see the top 10 presentations, users, and folders along with the same view into your archived content. For more information on managing your content view the Manage Content tutorial and document. Manage Presentations To edit a presentation, change a presentation author or change the status from active to inactive or vice versa, select the Manage Content feature. You will be able to search through all of the folders to find presentations created by all authors. Follow these steps to edit or change the presentation author: 1 Select Manage Content on the Corporate Admin Tools menu. Locate the presentation in one of two ways: 1. Select a Folder that contains the presentation from the dropdown. 2. Click Go. OR 2 1. In Search for, enter the name or presentation id (PID). 2. Select Include inactive or deleted presentations to include all presentations in your site or deselect to search only current content. 3. Click Search Click the presentation title and select Edit Presentation or 3 Change Author. 11

12 Change the Status of a Presentation Follow these steps to change the status of a presentation: 1 Click the Status. 2 Click OK to confirm your selection. 3 12

13 Filters Adding Custom Filters In order for people to find what they re looking for in your Brainshark Content Portal, the right filter values need to be created and applied to content. NOTE: The Sales Accelerator also requires these filters in order for content to appear in context of a sale, which appears in the Brainshark Content section in Salesforce. As the Administrator you determine if authors are required to apply a filter value or multiple filter values to a presentation; if the filter values will be displayed or hidden in the portal; and if the filters are alphabetized. Add a Filter Follow these steps to add a filter: 1 Select Edit Custom Filters under Manage Content. 2 Click the New Filter button. 3 Name the NEW FILTER (click the pencil to edit). Select the filter options: (settings apply to all filters). a. Hide from Portal 4 b. Required when Authoring c. Single or Multiple values d. Alphabetize list & disable reordering 13

14 Add Sub- Filter Values Follow these steps to add sub-filter values: 1 In the Add a value box and enter the filter name. 2 Click add. 3 Repeat to add additional sub-filter. Edit or Delete Filters Follow these steps to edit or delete existing filters: 1 Click the Filter Name to highlight. 2 Set the order using the up/down arrows. 3 Edit the name, click pencil icon. 4 Delete the sub-filter, click trash can icon. 5 Delete the Filter and sub-filters, click Delete. 14

15 Tags Introduction You can manage the tags used by authors, at the presentation level, that serve as a way for viewers to search content. You can enable or disable the option for authors to assign tags, hide existing tags and remove filtering on tags in the portal. The count next to the tag represents how many presentations use a given tag. NOTE: Authors can apply multiple tags to a presentation. Enable or Disable Tags Follow these steps to enable or disable tags: 1 Under Manage Content, choose Edit Tags. 2 Click Enabled or Disabled. Add a Tag Follow these steps to add a new tag: 1 Enter the title of the tag in the Add a New Tag box. 2 Click Submit. 15

16 Edit or Delete a Tag Follow these steps to edit or delete an existing tag: 1 Click the Tag Name to highlight. 2 Click Edit to edit the name. 3 Click Delete to remove. 16

17 Storage Summary Introduction The Storage Summary provides an on-screen summary of your Brainshark utilization for storage and usage by the top ten presentations, users and folders. You will also see the same information for the content that you have archived. Quick Access Top 10 Presentations Click on the Presentation Title to: Edit View Copy to (select folder) Move to (select folder) Delete Archive Quick Report (Viewing Details by Presentation Report) Change Author Quick Access Top 10 Users Click the Users Name to: Edit Profile Edit Group Edit Permissions Delete User Show all presentation for this user 17

18 Quick Access Top 10 Folders Click Folder Name to: View Contents Edit Resources Additional Resources Brainshark s Help and Training site resources to learn Brainshark - whether it's how to create content or drive adoption at your company. Training Series programs On-Demand Learning - tutorials and process documents Live Training on-line instructor-led Support telephone, live chat and (Monday Friday 8:00 AM 9:00 PM Eastern) 18