We looked at Content permission levels in an earlier post that provides permissions to read, write, or manage folders and content. Shufflrr also provides another permission level—Functional permissions—which we will explore in this post.
Functional permissions are set for Groups, in the Admin | Groups portal on your Shufflrr site (they are not for folders like Content permissions are). Functional permissions determine whether you can upload files, create presentations, manage other users, view reports, and more.
What is a Group?
A group is, of course, a group of Users in a Shufflrr site. Functional permission levels may be set to the entire group. For example, the Urban Sales group may have permissions to create new presentations. And the New Interns group may not have permissions to create presentations, although they can still download and view the presentations.
So, what happens if Susan’s user account is part of both groups? Will she be allowed to create presentations? Yes, she can, because Shufflrr always defaults to the maximum permissions, when permission levels differ on multiple groups that you are part of.
To access functional permissions for groups and change them, follow these steps:
- Log into your Shufflrr account.
- Select the Admin option in the top navigation bar, highlighted in red within Figure 1, below. This will launch the Admin module with the Users tab activated by default, highlighted in blue.
Figure 1: Admin tab in Shufflrr
Admin Grayed Out?
Is the Admin option in the top navigation bar grayed out, as shown in Figure 2, below?
Figure 2: Admin grayed out?
That means you don’t have Admin access within your Shufflrr site. You don’t have the Functional permission. Therefore, you cannot access the Admin area or set Functional permissions. For any questions, please contact the Admin person for your Shufflrr site.
- Click the Groups tab, highlighted in green within Figure 1, above.
- You will see the Groups interface, as can be seen in Figure 3, below.
Figure 3: Groups in Shufflrr
- There are three main areas within this interface, as marked in Figure 3:
A. Group List
This area provides a button to add a new group. And you can also search for a group. The search option is very helpful if your Shufflrr site has a large number of groups. You can also click any of the alphabet buttons to view all groups that are named, starting with that particular alphabet.
You will see all your groups here. Click on the group name to edit that group. If you have many groups, you can scroll up and down to find the group you are looking for.
C. Edit Group
In this area, you can choose the Functional permissions for each group. Notice that there are two tabs: Roles and Group members. In the Roles tab, you will find a comprehensive list of functional permissions that you can allow or now. To allow those permissions, just check the box. To deny that permission, uncheck the box or leave it empty (see Figure 4, below).
Figure 4: Functional permissions for Groups
List of Functional Permissions in Shufflrr
Here is a list of Functional permissions. These permissions are set by group, and not by the individual user accounts. All permissions are set in two categories, General and Download. We first look at permissions within the General category.
Allow groups of users to upload content to Shufflrr. They will only be allowed to upload content to folders where they have Write or Full Control permissions. You can learn more about these permissions in our Content permission levels. Such users will still be denied the ability to upload content files where they only have Read permissions. Therefore, you can control the quality of the content in Shufflrr.
Allows groups of users to select slides and files to create their own presentation.
This is typically an Administrative function, where you give individual users access to Shufflrr, and to Groups (Note: Anyone who is reading this blog post should have this permission). This option adds the ability to:
– Add and remove users from Shufflrr
– Create and delete Groups
– Grant functional permissions (the ones we are discussing in this post)
– Edit a user profile
– Assign mandatory tags to a user
This gives access to the Billing module where you can change your billing plan, input a credit card, review past invoices and other payment issues. A lot of our clients restrict access to this page to someone in Accounting.
Access Shufflrr’s Reporting module, where they can then configure and download their custom reports.
Create and Edit Builders
Builders are Presentation Wizards where content is locked down. Users merely select a topic(s) and the presentation will be assembled for them. It restricts the free form drag-and-drop-slides flexibility. Builders are very popular in highly regulated industries like Pharma and Finance.
Site Administrators have access to the Settings module, which is where you can make universal changes to the technical and network settings for Shufflrr. Settings include where and how to sign on, Home Page messaging, default messages and universal notifications, etc. Site Administration access is typically limited to tech support and a few, very well versed Shufflrr Admins.
External File Sharing
Allow groups to use Shufflrr’s Share feature, or not.
In the Download category, Functional permissions pertain to download policies that you can implement for Groups.
For example, you can determine what kind of files Groups are allowed to download. Some clients don’t allow any files to leave Shufflrr, so they leave all of these boxes unchecked (see Figure 5, below).
Figure 5: Download category, all boxes unchecked
Others like to limit what users can edit. You can limit Groups ability to edit files by unchecking Original File. For example in PowerPoint, uncheck Original File for PPTX, which is a regular, editable PowerPoint file, and check PPSX which is a slide show or PDF (see Figure 6, below). If you want your users to edit their presentations, then check PPTX.
See Also: PPTX vs. PPSX (or PPT vs. PPS)
Figure 6: Download category, PPTX option unchecked