Getting Started Guide

Transcription

1 Getting Started Guide for education accounts Setup Manual Edition 7 Last updated: September 15th, 2016 Note: Click on File and select Make a copy to save this to your Google Drive, or select Print, to save or print the PDF.

2 TABLE OF CONTENTS ABOUT THIS GUIDE ABOUT WEVIDEO MULTI-USER ACCOUNTS SYSTEM REQUIREMENTS ACCOUNT SET-UP DASHBOARD AND ADMIN TAB ADDING MEMBERS MEMBER ROLES PERMISSIONS AND SETTINGS GROUPS REPORTS COLLABORATION AND SHARING CREATING PROJECTS MEDIA MANAGEMENT EDITOR OVERVIEW CREATING AND EDITING VIDEOS EDITING MODES & LAYOUT PUBLISHING VIDEOS SHARING, PLAYLISTS & GALLERY GALLERY PREFERENCES CREATING PLAYLISTS SENDING A VIDEO TO THE GALLERY SHARING A PLAYLIST VIDEO PAGE HELP RESOURCES

3 ABOUT THIS GUIDE This document is specially designed to help Administrators set up and manage their WeVideo for Education account. This solution is in active development, and new features are being added monthly. This guide will be updated as part of the release process. If you are not in charge of managing the account and instead are a teacher looking for tips to create projects and manage your classroom's videos check out the teacher guide to get started. Check out the basic setup video tutorial. ABOUT WEVIDEO FOR EDUCATION ACCOUNTS Compared to the features in other WeVideo plans, WeVideo for Education has the following benefits: Private and secure Walled Garden - There is increased awareness in both private and public sectors about the sharing of content - concerns about safety, privacy, and appropriate content. In the Multi-User account, the default behavior is that users can share timelines only with other members. Administrators can further control the collaboration by restricting sharing to designated groups. Easy collaboration - Users in a Multi-User account can easily invite other users to collaborate on video projects. Flexible sharing of media files - In a Multi-User account, media files can be shared with members of a specific project, or with all members of the multi-user account through shared folders. Central capacities - Video publish time and media storage space is pooled for the entire multi-user account. SYSTEM REQUIREMENTS One of the benefits of being in the cloud is that WeVideo is supported on a vast majority of platforms. However, even cloud apps have minimum system requirements for the optimal experience. WeVideo typically relies on cutting-edge technology and having the most up to date software is strongly recommended. Windows XP/Vista/7/8/8.1/10 is supported. Chromebooks and ChromeOS are supported Mac OS X Yosemite (10.10) is the optimal Mac version to use. Limited support provided for Linux distributions with chrome installed Note: Some older versions (10.6 and below) of Mac OS X restrict Google Chrome and Flash to old versions that are not compatible with WeVideo. INTERNET SPEED Due to the nature of cloud apps, WeVideo relies on a stable Internet connection. Please keep internet provider speeds in mind when uploading large or multiple assets at once. If you have multiple simultaneous users on the same network, it is recommended to have enough bandwidth to provide each user with at least 1MB/s upstream and downstream speeds to prevent a slow editing experience.

4 INTERNET BROWSER Google Chrome will provide the optimal experience with WeVideo because it keeps the client updated to the latest version of Flash at all times. Firefox works well in general but if the Flash version is not up to date it could cause problems with audio/video sync. Safari and Internet Explorer 10+ are supported as well. Note: Please, avoid IE6, 7, 8, or 9. These browsers are not officially supported and are known to have issues. Keep Adobe Flash updated to the latest version when you are using a browser that is not Chrome.

5 ACCOUNT SET-UP Log in to your WeVideo account at If you signed up for a WeVideo trial account using a social login, click on the correct one to sign-in (no username or password needed) otherwise type in your username and password to sign in. Note: If you have not yet signed up for a trial account visit and select the one that best fits your needs. Please note only Education accounts include the collaboration and management features that will be explained in this manual. DASHBOARD AND ADMIN TAB Once you re logged in, you'll see the DASHBOARD. Click on the ADMIN tab on the top blue header to begin the set-up (contact WeVideo Support if you do NOT see the ADMIN tab).

6 The ADMIN tab is divided into sections. The MEMBERS section is where you can invite and manage users. The SETTINGS section is where you can set permissions for all the users and define them by role. GROUPS is where you can set up and manage groups. The REPORTS section displays monthly and yearly reports for the multi-user account. ADDING MEMBERS On the Admin tab click on MEMBERS to open the member dashboard. Then click on the plus icon bottom right to open the options. on the There are a number of ways to invite members to your multi-user account: You can manually invite members by sending them your unique account code or link. You can sync selected members from your Google Domain or Office 365 domain OR You can import a CSV file with the member details. If you choose the Google Domain, Office 365 or CSV option, WeVideo accounts will be automatically created with the information provided. More on this later.

7 Manually Inviting users via code or link If you are inviting a member that has a free personal account into your multi-user account, the easiest way is to provide them with your unique account code. The code can be added on their "manage account" page. You can also choose to provide a link. Users will be directed to a process to log in with an existing account or create a new account. This will register new members directly into your account. You can automatically accept new members by pre-selecting the box next to Automatically accept users. If you want to add them to pre-created groups for easy organization, select the group from the drop-down. The Registration link changes depending on the choices selected. Once you finish setting them copy the link and provide this link to new members. New members will go to the following process to join your multi-user account: when new members click on the link you provide, they ll see a page like this:

8 Every member is required to have an individual free account before they join your multi-user account. If a member does not already have a free WeVideo account, then the NEW USER button should be clicked. New members clicking NEW USER will be directed to sign up for a WeVideo account. If a member does already have a WeVideo account, then the EXISTING USER button should be clicked. When a member joins they occupy a license. Their account gets converted into a sub-account of the main education account. If you run out of available user licenses, invited members will be in the "Pending" section of your user page until additional licenses are purchased or until another member occupying the license has been removed. Adding members via Google Domain available to Owners only If your school is using Google Domain and already has all students and faculty organized in groups with specific roles, then this is the best method to invite your users to your WeVideo education account. Simply configure your Google Account in the prompt and sync your domain. With sync on, whenever someone in your domain clicks "Log in with Google when signing in to WeVideo the first time, an account will automatically be created and added to your organization. If that user already has an existing WeVideo account, the account tied to that will be moved to the organization. Please note that the accounts are only created when a user clicks on the "Log in with Google button the first time and can not be created before. If you need all of the accounts to be created already, you can use the CSV option outlined below. If you match the address, "Log in with Google will access the same account created by CSV. Learn more. Adding members via CSV available to Owners only If you prefer to add members all at once and automatically create WeVideo accounts for them, the easiest method is to upload a CSV file. Once you select this option, you'll see the guidelines and a link to download the CSV template. You will need to create a password for all members. This password can be updated by each of them upon their first login. Note: The /username has to be unique (not taken) in WeVideo.

9 MEMBER ROLES WeVideo has a different set of ROLES than can be assigned to the members. Once a user joins your account, you can assign a specific role to each of them. You can change this role if needed at any time. Each role has a specific set of rights: Owner. Full administrative and payment rights. Admin. Full administrative rights except payment options. This role is usually reserved for Tech coordinators. Lead. Limited rights. Settings and user invitations are disabled. This role is usually reserved for Teachers. User. Restricted rights set by the Owner/Admin. This is the default role and is usually reserved for students. Note: All members automatically join as a User until a new role is assigned. The Owner role is assigned to the person who signed up for the multi-user account. There can only be one Owner per account. Advanced tip: Custom roles can be created in addition to the 4 mentioned above. These roles can have specific permissions that cater to your needs. More details can be found in the permissions and settings section. PERMISSIONS AND SETTINGS Next, set up permissions/settings for the users in your multi-user account. Switch back to the ADMIN tab and click on the SETTINGS button. There are two types of settings/permissions. User-Role settings and Global settings that apply to all members regardless of their role. Global Settings Global settings apply to all members of the account regardless of their role. These can only be accessed and changed by the Owner of the account.

10 Gallery settings. Your account comes with a Gallery. The Gallery is where you can showcase content internally or externally. Playlists can be created to group videos. In the global settings you can manage the Gallery name, global privacy of all videos and playlists in the gallery and choose the roles that can manage the contents of the Gallery. Password management. Each user can change their password but when the choice in the global settings page is selected, Owners and Admins will be able to change the passwords from Lead and User member roles. Role settings Under global settings you'll see the three member roles we discussed earlier. These roles come with a set or pre selected permissions that can be switched on/off depending on your needs. You can choose to allow or restrict different functionalities based on role. Enable or disable according to your specific school needs. All new account members join as a user since this is the most restricted user role. Leads are usually reserved for teachers. Admins are usually reserved for Tech coordinators since it is the role with the most access next to the account Owner. Notes: Only Owners and Admins can change settings and permissions. The options selected will not be changed until manually done so by one of them. Media destinations. Media can be imported from multiple locations. Each member will have the option to connect to their individual accounts out of the ones enabled from the list. Once they are signed in they will be able to pull media from any of those locations and use it to create their videos. Any media they import will be private to each member unless they share it with other members in the course of the video creation. Shared with everyone media folder. The education multi-user account comes with a shared media folder that is visible to all members regardless of the projects that they are working on. Management and permissions for this folder are managed here. Projects. "Projects" is a collection of video edits of the same topic or event. Video edits can be created by any project member, but the project can be pre-created by a teacher or administrator. This setting controls who can create new projects and the members that can be added to them. Sharing. Videos created can be shared outside of the education "walled-garden" if given the permission. The settings here provide the members the ability to download, share videos on social media accounts and change the privacy of their videos (and in the case of Leads and Admins videos they manage).

11 Sharing destinations. Videos can also be sent to external destinations once the video is finalized. Each member will have the option to connect to their individual accounts out of the ones enabled from the list. Once connected they will be able to send videos directly to those destinations. Creating custom roles You can rename the current base roles or create new roles to cater to your use case. New roles are technically duplicates of one of the three base roles explained in detail in the role section of the manual. Example: Create a duplicate of the "USER" role and provide more freedom on import and publish destinations. This role that has more freedom could be given to older students, for example, high school students that you trust. GROUPS Now switch to ADMIN and click on GROUPS. We have introduced a better way to manage and interact with your account members. When you import your members via CSV or Google Domain, you might have groups already created. Groups are commonly created to divide faculty and students as well as to break them up in classes or schools. Groups are also a great way for Teachers to manage their classrooms all in one place. There are a few things you can manage with the new group view: Monitor each member and their activity. Members with access will be able to click on a member and see their statistics and activity on WeVideo. View Group Projects. Projects that are shared in common by the group will be visible in this view. Start group projects. You can also start group projects from this page View final group videos. You can easily review the finished videos created by the group in the videos tab. Assign group manager. To help you manage a group, you can assign a manager for the group. This manager does not have to be a member of the group to monitor the items mentioned above.

12 Creating groups To create a new group click on the plus icon on the bottom right to open the options. Then click on the create group icon. Name your group and select the members from the different member views. You can select multiple users by pressing command/control on your keyboard. Once the group is created you'll see it in the section called "My Groups". In the same page you'll see a section called "All Groups" This is a list of all the groups created in your multi-user account. Other members may have created these. If you would like to keep an eye on one of them for moderation, for example, you can easily right-click on it and add it to your groups. REPORTS To keep track of shared resources (publish minutes and storage) click on REPORTS. The dashboard will display different metrics for usage. Filter them by month or year to get a complete snapshot of your account and evaluate the solution for your use case.

13 If you are interested in reviewing the usage on an individual level, switch back to Users and click on the name of a member. In this view, you'll be able to see the user's activity at any given month. You'll find the user's finished videos and their ongoing video drafts. You can also monitor and update some of the user's details like their role, and the groups they belong. Leads, Admins, and Owners have access to this view this details page.

14 COLLABORATION AND SHARING In WeVideo, you can collaborate in two different ways: (1) by sharing media files or (2) by joining or sharing a project and thus participating in collaborative video creation. To collaborate on a video project, you need to either create the project yourself and invite other members to work on the project with you, or be invited to join another project by the project s respective owner. More on this below. CREATING PROJECTS To start your first project click on the PROJECTS tab. You should see something like this: A Project is a collection of video edits that share a common theme or event. Depending on the way you have set your account permissions, most or all users have the ability to create a new project and invite other members to it. To create a project click on the plus icon on the bottom right and then click on the new project icon. Next, the project wizard will guide you through creating a project, selecting project media and inviting project members. STEP 1: Choose a project type There are three types of projects that can be created: Personal, Collaborative, and Shared. Personal Ideal for people that want to start and finish a project by themselves. No collaboration. Collaborative Ideal for videos that involve multiple creators. Teammates can work on one video and iterate until it is complete, or they can create their video with personal media or media they share with each other.

15 Project example: Teacher assigns a project to a team of 3. Student #1 creates a video and adds images. When done, student #2 can open the same project and continue editing. When finished the edit can be published to deliver to the teacher. Shared Ideal for teams working on multiple videos that share a common topic but will not involve multiple creators per video. Media can be shared between members to create the project but the videos they create are only visible to them and the project creator. Project example: A teacher asks for multiple videos for a film festival. Each student is assigned one video; but needs to use media from a common pool to create them (school logos and stock music). The teacher can see all the videos created by the school in one place, but each member works on the videos independently from start to finish. STEP 2: Add members The next step is to select members to work on this project. You have three options to invite members. You can select all the members in your multi-user account Hand-pick certain groups or members OR Copy a URL to send to them to invite them directly. The users will be automatically added to the project. When they log in again to their accounts they will see the new project on the Shared with me project section. STEP 3: Add media The wizard will show you a flat list of all your media files previously uploaded. Select one or more clips to add to this project. By selecting them, you are providing access to them to all the project members. Then can then use the media on their own videos.

16 You can choose to skip this step if you have not uploaded any media yet. You can add media to a project later on. More on this later. STEP 4: Finish and create video The last step in the project wizard gives you the choice to close or start a video edit. This is a great opportunity to jump straight to the editor and make a video template for other students, verify that all the media is displayed properly or simply have fun creating your video. Note: Learn more about personal, shared and collaborative projects in this video tutorial. MEDIA MANAGEMENT Media can be uploaded at any time for personal use, or for all to share. Each member can upload media for personal use and depending on the role settings, they may be able to share media with other members. Uploading private media To upload media to your WeVideo private library click on the MEDIA tab at the top:

17 Determine how you want to categorize your media. Options may include sorting by format (e.g., video, photo), type (e.g. landscape, people), location, etc. To add a new folder click on the green plus icon and select the new folder icon. Or click on the upload icon to upload media to your main library. You can also upload media from anywhere in the site by clicking on the UPLOAD tab at the top. Regardless of the method you choose you'll see a window like this one appear: WeVideo can connect to various social media and cloud storage services, as well as to your local device. Depending on the permissions you set members will be able to connect to their accounts and pull media from those locations. If you want to pull media from your local device, click on BROWSE FILES or drag the media straight to the window. Once you ve selected the files and if you are not in the root folder, you should see this:

18 Select the relevant folder and click the green UPLOAD button. Once the media is finished uploading it will be available in the media tab as well as in the editor. Sharing media with all members of your multi-user account To help streamline the process of creating videos, you could add some media for everyone to use (e.g. stock music, logos, clip art). This media will be available to all users at all times regardless of the project they are creating. Note: Visibility of the folder and curation can be selected in the permissions for each role. Follow the same process mentioned above but select the "Shared with everyone" media section in the left column before you start uploading. In your media tab it should look like this: Members with access will see that media folder in their media tab and the editor like this:

19 Sharing media to a project Media can also be shared on a project basis. You can make personal files available to members that are working on a specific project with you. To do this, select a file from your personal media and right click on your mouse. Select share to project. Then you ll be able to choose the project you d like to share this media to. Shared project media will not be visible in the media tab but will be available in the project media section in your project view and a folder inside the editor: Note: All shared project media will continue to be available to project members until unshared or removed from the Project Media Folder by the media's owner.

20 EDITOR OVERVIEW Below we will cover a simple overview of the different sections in the editor. For a more detailed look we recommend visiting our help resources. Tutorials and help articles could help you and your team navigate through creating beautiful stories in WeVideo. CREATING AND EDITING VIDEOS To create a new video draft, go to the PROJECTS tab and select the project you want to create a video in and DOUBLE CLICK on it to open it. Your project view should look like this: To create a new video draft click on the green NEW VIDEO EDIT button or the green plus icon on the bottom right. This will launch the WeVideo Editor. If you haven t launched the editor previously, you should see the option to launch the WeVideo Getting Started Tutorial. If you choose to skip this you can access it by clicking in the help icon in the top right corner. EDITING MODES & LAYOUT WeVideo has two editing modes, and the one best suited for you and your users depend on your experience with video editing tools. The storyboard mode is the simplest editing mode. It is meant to be used by beginners. The bottom editing area is where you'll create your story's sequence. Additional clip controls can be found by clicking on the edit button on each clip.

21 You can switch to any of the editing modes without leaving your current video. Click on the top left corner on the 3 bar icon to open the menu and choose Timeline Mode to switch. Watch the Storyboard Mode Tutorial The Timeline mode is where you can create complex multi-layer videos. This mode is meant to be used by intermediate and advanced users. Watch the Timeline Mode Tutorial While creating your videos you can exit the editor and open it as many times as you need. WeVideo automatically saves your work every minute but if you want to manually save your videos, click on the three-bar icon in the top left corner and click SAVE. PUBLISHING VIDEOS Once you finish building your video convert it into a shareable file by clicking on the FINISH button in the main editor bar. The finalize screen provides you with a few options: Rename your video and set the privacy. The privacy you select here will be the privacy the video will have inside your WeVideo walled garden and in external publish destinations. It is best to keep it private until you preview your final video.

22 Choose the quality for your final video. You can choose to export in basic quality (for projects that are meant to be internal) or in HD for videos you'll showcase. Remember that if the quality of your raw footage is low, even if you export in HD the footage will have the same quality as your raw files. Select the destination for the video. All videos are automatically published to WeVideo to finalize them but you can choose additional destinations as desired. The destinations available are based on the permissions and settings you selected per role in the Admin tab. Once all selections are complete, click FINISH VIDEO to publish the video. The process will take a few minutes but at this point you can close the editor. You'll get an once the video is ready. Note: Publishing takes up Publish time. These are shared resources. Always review the available time before you publish.

23 SHARING, PLAYLISTS, AND GALLERY To access your finalized videos, click on VIDEOS at the top navigation bar, and select any video. Each member can see their exports in the video tab, but Owner, Admins and Leads can see all of the member's final videos in the ALL VIDEOS section. You will see a section called EDIT GALLERY. WeVideo comes with a Gallery to showcase final videos. Depending on your preferences you can opt not to have a Gallery. If that is the case, you won't see this section. GALLERY PREFERENCES In the settings tab, you can rename the Gallery and set the privacy for any content in it. You can also select Gallery managers. Most Owners select Admins as Gallery Managers. This allows Owner and Admins to control the content that is added or removed from the Gallery. If you want your teachers to have management rights you can enable this, or you can create a custom role to provide this to only trusted members. If you chose to have a Gallery then you'll have the option to add videos to it and create playlists for easy viewing.

24 CREATING PLAYLISTS A playlist is a collection of videos created in WeVideo. Playlists live in the Gallery and can be shared with all the members of the multi-user account, with the Gallery managers or publicly to people outside the walled-garden. To make a playlist go to the EDIT GALLERY section and click on the green plus icon on the bottom right. The Gallery wizard will take you through the steps of creating a playlist. Step 1: Add name and privacy settings Choose your playlist's name and its privacy here. Step 2: Add videos to playlist Next, choose the videos you want to add to your playlist. In this window you'll see a flat list of the videos you have created or videos created by others that you can monitor. If the video you want to select is not here you can manually add it to the playlist later. Once the playlist is created you'll see it in the EDIT GALLERY section. If you want to see how the playlist looks to others you can click on the VIEW LIVE GALLERY button in the top menu bar.

25 SENDING A VIDEO TO THE GALLERY To send a video to a previously created playlist or the main Gallery as a standalone video RIGHT-CLICK on the video and choose ADD TO GALLERY. You can also click on the Add to Gallery icon in the video's page. Select the current playlist from the list and click DONE. You can also create a new playlist from this window or send the video to the main Gallery. SHARING A PLAYLIST Playlists are available in the live Gallery to all members that have access to the videos. Remember that the privacy of the videos was selected while creating the playlist. To check the current privacy settings click on the gear icon in the playlist view and edit it if needed. If you are happy with the privacy, click the sharing icon and copy the link to share to others. VIDEO PAGE Each video created on WeVideo has its video page. The video page is where you can download or share your video along with other actions like: Editing description Choosing a thumbnail Privacy Sending a video to the Gallery (available to some) Delete the video.

26 HELP RESOURCES WeVideo has help resources, support articles, and video tutorials to help you and your team navigate through the video creation process. To access relevant information click on the Help section anywhere on the tool or visit the WeVideo Academy ( ). If you need additional assistance with your account, please contact support@wevideo.com. If you have feedback on this guide or find any mistakes please feel free to reach us at marketing@wevideo.com