ADMINS, USERS, AND GROUPS
What is the difference between users and admins?
All users can:
- View and download from all folders they have been given access to
- Create their own folders and share them with existing users
- Change the language settings to English, Danish or German
- Change their password
- Activate or deactivate two-factor authentication
- Import files directly from Dropbox
- Edit their names in the Settings
- Get an overview of all folders and the amount of data used
Admins can also:
- Create, edit and delete users
- Create, edit and delete groups
- Give themselves full access to any folder
- Lock folders
- Change settings for shared links and get an overview of all active links
- Enable and disable auto-tagging
- Change settings for the Download Tracker
- Start up the Public Media Gallery
- Decide if all users should have access to the Edit Tool
- Add predefined cropping sizes to the Edit Tool
- Add a notification text that goes out to all users
- Set up settings for CDN Links
- Start up the AD integration
- Look up the billing history
- Upload, edit, link, and delete photo consents in the consent overview
Who can add users to our account?
Only admin(s) can add new users to the account and decide whether the new user should have admin rights or not.
Users will only be able to see the folders that they have been given access to.
How to create a new user?
Only admin can add users to the account. It can be done in 3 different ways:
From the “Users” overview
- Go to Settings
- Select “Users” in the Admin menu
- Click the “Add new user” button in the top right corner
- Enter the new user’s email address and name
- Next to the email address, you find “Skyfish”. Click the small arrow next to “None” and decide if the person needs user rights or administrator rights
(if you have a Colourbox plan, you can give the user access to Colourbox at the same time) - The folder list now appears. Select the folders that the user needs access to and decide on the folder rights. (What can you do with the different folder rights?)
- Click the “Save” button
- The user will now receive a welcoming email with a password
Directly from a folder
If a new user needs access to just one folder (for now), here’s a short-cut:
- Mark the folder
- Select “Share folder” in the folder options menu at the top (the menu is also found by right-clicking the folder)
- Click the “Add new user” button
- Write the new user’s name and email address
- Click the “Add new user” button again
- The new user now appears at the top of the list below and has been given “View” access to the folder. The user has also received a welcoming email with a password
- If needed, change the user’s folder rights by clicking the small arrow next to “View” and selecting one of the other rights
- Click the “Done” button
Quick access by using Groups
By grouping your users, it is so much easier to give new users the same folder access and folder rights as others in the group.
- Go to Settings
- Select “Groups” in the admin menu
- Find the relevant group on the list
(If you need to create a new group, just click “Add a new group” and click the pencil icon afterward to add folder access to the group. For further info about groups, click here) - Click the group icon on the right
- Click “Add user to this group” at the top right
- Click “Add new user”
- Enter the new user’s email address and name
- Next to the email address, you find “Skyfish”. Click the small arrow next to “None” and decide if the person needs user rights or administrator rights
(if you have a Colourbox plan, you can give the user access to Colourbox at the same time) - If the user needs access to other folders than the rest of the group, you can add them here.
If not, just click the “Save” button to add the user to the group - You have now created a new user and given access to several folders in one go
If a user has been given both individual and group access to a folder and they are with two different folder rights, the highest right will prevail
How to grant administrator rights to a user?
Only an administrator can give administrator rights to another user. This can be done when creating a new user or it can easily be changed later:
- Go to Settings
- Select “Users” in the Admin menu
- Find the relevant user on the list
- Click the three dots on the right and select “Edit” in the menu
- Find “Skyfish” on the right and click the small arrow next to “User”
- Select “Administrator”
- Click the “Save” button
We recommend adding as few admins as possible but as many as necessary. Make sure that there are always at least two admins – then they can cover each other in case of absence.
How to edit a user’s name or email address?
Any user can change their own name:
- Go to Settings
- Select “Profile” in the Account menu.
- Overwrite the existing name
- Click the Save button
For Admins:
To change a user’s email address, an admin needs to send an email to info@skyfish.com. Please write the user’s name, the old as well as the new email address in order to avoid mistakes. The request will be handled within 24 working hours.
How to delete a user?
- Go to Settings
- Select “Users” in the Admin menu
- Find the relevant user on the list
- Click the three dots on the right and select “Delete” in the menu
- Click the “Delete user” button
- Check your Skyfish drive for a folder called “Deleted_[number]_[date for deletion]” If you don’t find such a folder, your task is done
- If you do find such a folder, it will contain folders that only the deleted user had “Edit & Upload” rights to. All settings in the folder(s) remain the same, but you have become the new owner and you must decide what should happen with the folder(s):
- Mark the folder and see who has access to the folder, by checking Folder Info at the right
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- If you do not find other users, decide if the folder should be deleted or kept
- In case you want to keep it, move it from the Deleted folder to your Skyfish drive or to another folder
- If you do find other users on the list, move the folder to your Skyfish drive (the other users won’t notice this)
- If the folder is not relevant to you, you can decide to give “Edit & Upload” rights to one of the users on the list and then remove your own access to the folder via Folder management. This will make the folder disappear from your Skyfish Drive.
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What happens to our files and folders when a user is deleted?
Only admin(s) can delete users. No matter what you do, nothing is deleted from Skyfish unless you decide to do so.
The administrator who deletes a user will automatically take ownership of folders that were owned by the deleted user (meaning that the deleted user was the only one with “Edit & Upload” rights). All folder settings, including security and sharing settings, will remain the same.
These folders will appear in a new folder in the administrator’s Skyfish drive, called “Deleted_[number]_[date for deletion]” and the administrator must decide what should happen to these folders.
According to GDPR, the deleted user’s personal information is deleted from Skyfish. Hence, the name will be anonymized where it cannot be deleted. Therefore, you will see that a file was uploaded or downloaded by a user called “delted user”.
What can you do with the different folder rights?
A user can be provided with 4 types of rights in a folder:
- None
- View
- View & upload
- Edit & Upload
“None” means that the user doesn’t have any rights and can’t even see the folder.
Below is a list of the options offered in the folder and file menus. It shows what rights are required to use the different features:
Features | View | View & upload | Edit & Upload | Admin |
Download files | ✔️ | ✔️ | ✔️ | ✔️ |
Edit an image* | ✔️ | ✔️ | ✔️ | ✔️ |
Download folder | ✔️ | ✔️ | ✔️ | ✔️ |
Share link | ✔️ | ✔️ | ✔️ | ✔️ |
Share link with allowed upload* | ✔️ | ✔️ | ✔️ | |
Upload files | ✔️ | ✔️ | ✔️ | |
Move/Copy files | ✔️ | ✔️ | ||
Delete files | ✔️ | ✔️ | ||
Create subfolder | ✔️ | ✔️ | ||
Rename folder | ✔️ | ✔️ | ||
Move folder | ✔️ | ✔️ | ||
Share folder with other users | ✔️ | ✔️ | ||
Add tags | ✔️ | ✔️ | ||
Delete tags | ✔️ | ✔️ | ||
Add download notes | ✔️ | ✔️ | ||
Add an expiration date to files | ✔️ | ✔️ | ||
Create CDN-link | ✔️ | ✔️ | ||
Copy existing CDN-link | ✔️ | ✔️ | ✔️ | |
Create an embed-code for video streaming | ✔️ | ✔️ | ||
Copy existing embed-code for video streaming | ✔️ | ✔️ | ||
Lock folder | ✔️ | |||
See the download log |
*Admin can change/remove these options in the settings
How to edit a user’s folder rights?
Only administrators and users with the folder right “Edit & upload” can edit the folder rights of other users.
1. Go to Folder Management in the bottom left corner
2. Find the relevant folder in the overview, e.g. by sorting or using the search bar
3. Click “User Access”
(you can switch between users and groups by using the tabs at the top)
4. Use the small arrow(s) on the right to edit the folder rights for one or multiple users
5. Close the window in the bottom right corner
or
1. Right-click the folder
2. Select “Share folder” in the menu
3. Select users that need the same folder rights and click “Set folder rights”
4. Select the relevant folder right
5. Click “Share folder”
For Admins:
Edit a user’s folder rights in multiple folders:
- Go to Settings
- Select “Users” in the Admin menu
- Find the relevant user in the overview
- Click the 3 dots on the right
- Select “Edit”
- Edit the relevant folder rights
- Click “Save”
How can we benefit from using groups?
Do you have groups of users that need the same folder rights to the same folders? With this feature, you can easily share several folders with many users in one go.
When managing many users, this feature will help you to a better overview and save time.
Examples of groups could be marketing, management, the Swedish department, business unit X, etc.
When new users are added to a group, they immediately get the same folder access as the rest of the group.
A user can be a member of more than one group. If the user gets access to a folder from two groups with different folder rights, the highest right will prevail for the user.
If a folder has been shared with a group, but a member of the group needs more folder rights than the other members, just share the folder with both the group and the specific user and add the relevant rights to the user. The highest right will prevail for the user.
How to create a group?
Only admin(s) can create and edit groups.
1. Go to Settings
2. Select “Groups” in the Admin menu
3. Click the “Add new group” button
4. Name the group
5. Click the “Create group” button
Now you want to link the group to relevant folders:
1. Return to Skyfish Drive
2. Click “Folder Management” at the bottom left
3. For each relevant folder, go to “User Access”
4. Select “Groups” at the top left
5. Select the group from the list and add the relevant folder right
(for more info: “What can you do with the different folder rights?”)
or
1. Right-click the folder
2. Select “Share folder” in the menu
3. Select the group and click “Set folder rights”
4. Choose the relevant folder right
5. Click “Share folder”
Now you have matched group and folders. But there are no users in the group. Find the last instructions below.
How to add users to a group?
Existing Users
1. Go to Settings
2. Select “Users” in the Admin menu
3. Find the relevant user and click the group icon on the right
4. Select the relevant group(s) in the pop-up
5. Click anywhere on the screen to close the pop-up
o to Settings
When crating new Users
1. Create the user without giving access to any folders
(unless the user needs access to other folders than the group)
2. Go back to the user overview
3. Find the user and click the Group icon next to the three dots on the right
4. Select the relevant group
How do I identify inactive users and clean up?
If you are a Skyfish admin in a very large organization, the length of the user list may have reached a point where you feel a loss of control. You are not sure which users are still in the organization or if all the registered users still need access to Skyfish. Basically, you want to clean up and delete all inactive users.
You can sort the user list by “Last login” and then you can start deleting users that have not logged in for a long time.
You can also ask the users to verify that they still need access to Skyfish:
When you click “Verify all users” at the top of the user list, an email is sent out to all users and they will appear inactive on the user list until they click the link in the email.
Some admins have found that it is a good idea to warn people in the organization about the email so that they will not mistake it for being spam or miss it, if it ends up in their spam folder.
Admin can also manually reactivate users on the list after having sent out the email.
It is up to the account administrator to decide when users have been given a reasonable time to respond to the email. Then, the admin can delete inactive users. (How to delete a user from skyfish?)