User manual MACROMEDIA BREEZE - USING THE MACROMEDIA BREEZE MANAGER

Using the Macromedia Breeze Manager Trademarks Add Life to the Web, Afterburner, Aftershock, Andromedia, Allaire, Animation PowerPack, Aria, Attain, Authorware, Authorware Star, Backstage, Bright Tiger, Clustercats, ColdFusion, Design In Motion, Director, Dream Templates, Dreamweaver, Drumbeat 2000, EDJE, EJIPT, Extreme 3D, Fireworks, Flash, Fontographer, FreeHand, Generator, HomeSite, JFusion, JRun, Kawa, Know Your Site, Knowledge Objects, Knowledge Stream, Knowledge Track, LikeMinds, Lingo, Live Effects, MacRecorder Logo and Design, Macromedia, Macromedia Action!, Macromedia Breeze, Macromedia Flash, Macromedia M Logo and Design, Macromedia Spectra, Macromedia xRes Logo and Design, MacroModel, Made with Macromedia, Made with Macromedia Logo and Design, MAGIC Logo and Design, Mediamaker, Movie Critic, Open Sesame! , Roundtrip, Roundtrip HTML, Shockwave, Sitespring, SoundEdit, Titlemaker, UltraDev, Web Design 101, what the web can be, Xtra are either registered trademarks or trademarks of Macromedia, Inc. and may be registered in the United States or in other jurisdictions including internationally. Other product names, logos, designs, titles, words or phrases mentioned within this publication may be trademarks, servicemarks, or tradenames of Macromedia, Inc. or other entities and may be registered in certain jurisdictions including internationally. This guide contains links to third-party Web sites that are not under the control of Macromedia, and Macromedia is not responsible for the content on any linked site. If you access a third-party Web site mentioned in this guide, then you do so at your own risk. Macromedia provides these links only as a convenience, and the inclusion of the link does not imply that Macromedia endorses or accepts any responsibility for the content on those third-party sites. Copyright Notice Copyright © 2004 Macromedia, Inc. All rights reserved. This manual may not be copied, photocopied, reproduced, translated, or converted to any electronic or machine-readable form in whole or in part without prior written approval of Macromedia, Inc. Acknowledgments Director: Erick Vera Project Management: Stephanie Gowin Writing: Leigh Valentine Editing: Linda Adler, Shawn Jackson, Barbara Milligan Production and Editing Management: Patrice O'Neill Production: Adam Barnett First Edition: May 2004 Macromedia, Inc. 600 Townsend St. San Francisco, CA 94103 CONTENTS INTRODUCTION: Using Breeze Manager ............................... 5 Overview of Macromedia Breeze . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Integration with learning management systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Intended audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 What's new in Breeze Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Accessing Breeze Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 The Breeze Manager home page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Key features of Breeze Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Integration with learning management systems . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 About Breeze documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Additional Macromedia resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 CHAPTER 1: About Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 13 16 18 19 20 Permission types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Permissions for built-in groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting permissions for custom groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting permissions for a file or folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About multiple permissions precedence. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 2: Managing Users and Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 24 24 26 30 Navigating users and group lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing your account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 3: Managing the Content Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Types of files in the Content Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Structure of the Content Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Content Library permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Navigating the Content Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Searching the Content Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Viewing content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Adding new content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Managing content files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Managing content folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 3 CHAPTER 4: Managing the Course Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Structure of the Course Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Course Library permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Navigating the Course Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Viewing course information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Creating a new course . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Managing courses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Managing course folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 CHAPTER 5: Managing the Meeting Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 About Breeze meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Structure of the Meeting Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Meeting Library permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Navigating the Meeting Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Searching Meeting Library archives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Viewing meeting information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Creating a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Managing meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Managing meeting folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 CHAPTER 6: Creating Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Course reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 Meeting reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Content reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 User reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126 List reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Download data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 CHAPTER 7: Managing and Customizing Accounts . . . . . . . . . . . . . . . . . . . . . . 135 About your account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 Customizing Breeze . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Viewing your account reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 4 Contents INTRODUCTION Using Breeze Manager Macromedia Breeze is a rich web communication system that eliminates the time and cost of travel and unnecessary meetings. It enables organizations to easily share important information over the Internet by connecting people to people, and people to information. The underlying Breeze platform provides a flexible central library, administration tools and more. Breeze offers flexibility in deployment: a hosted service for enabling web communications with zero setup time, and a licensed server for deploying within corporate firewalls for complete control and security. You access and control all functionality of the Breeze Presentation platform through the Macromedia Breeze Manager web application. This guide gives step-by-step procedures for using Breeze Manager to create and manage users, learning content, courses, and meetings, and to view reports for each of these. Overview of Macromedia Breeze Macromedia Breeze includes a set of components that provide an integrated solution for your communication, collaboration, and training needs. Breeze can be deployed with either some or all of these components: Breeze Presentation Personalize presentations with your own voice-over, and easily deliver them to standard web browsers by using Macromedia Flash Player. Breeze Training Rapidly create content and build complete online training systems, including integrated surveys, tracking, analysis, and course management. 5 Breeze Live Meet and collaborate instantly with colleagues over the Internet. Breeze Presentation platform The Breeze Presentation platform lets you create, deploy, and view multimedia content through a web browser. This content can include the following: Breeze presentations Multimedia presentations containing slides, streaming audio, synchronized animation, navigation controls, and interactive quizzes (optional). Macromedia Flash movies Images (SWFs) (JPGs) (FLVs) Flash videos Breeze presentations You create Breeze presentations by converting your PowerPoint presentations to multimedia presentations with the use of the Macromedia Breeze Publish Wizard web application and the Macromedia Breeze Plug-In for Microsoft PowerPoint. Each Breeze presentation has a unique URL for viewing. You can share the URL with others for direct viewing, or you can use the Breeze presentation in a course or in a Breeze meeting. The steps for creating a Breeze presentation are as follows: Create a PowerPoint presentation to provide the basis for your presentation. Use the Breeze Plug-In for PowerPoint to add audio and synchronized animation to your PowerPoint presentation. For more information, see the Macromedia Breeze Plug-in for PowerPoint guide. Publish your presentation to the Breeze server by using the Breeze Publish Wizard web application. Your PowerPoint presentation and associated audio file are uploaded to the Breeze server and are then converted into a multimedia web presentation. When the conversion process is complete, you receive an e-mail containing the URL for the website where you can view your new Breeze presentation. For more information, see the Using the Breeze Publish Wizard guide. 6 Introduction: Using Breeze Manager Integration with learning management systems Enterprises can integrate Breeze content with their learning management systems (LMS's). Breeze supports the two standard LMS communication protocols: · Aviation Industry CBT Committee (AICC) with HTTP AICC Communication Protocol (HACP), versions 2.0 through 3.5 · Sharable Content Object Reference Model (SCORM), version 1.2 The default Breeze implementation uses a Macromedia Flash 5 component for communication with an AICC-based LMS system. For organizations that require Flash 4 support, Breeze accounts can be configured with an alternative Flash 4 component that uses a proxy on the Breeze server to communicate with your LMS. For more information, see the Technical Note at www.macromedia.com/go/breeze_lms. Intended audience This guide is for Breeze Manager users who are doing any of the following: · · · · Creating and managing users Uploading and managing learning content Creating and managing courses Creating and managing meetings System requirements To use Breeze Manager you need the following: · · · · An Internet connection One of the supported operating systems listed at www.macromedia.com/go/breeze_sysreqs One of the supported browsers listed at www.macromedia.com/go/breeze_sysreqs Macromedia Flash Player 6 (6.0.65) or later as a browser plug-in Note: Macromedia Flash Player is standard in most browsers. You can find out what version of Flash Player you have at the Test Macromedia Web Players page at www.macromedia.com/ software/flash/about/ · A sound card and speakers for listening to audio accompanying presentations or broadcasts by other meeting participants · (Optional) A microphone to broadcast audio to other meeting participants · (Optional) A web camera to broadcast video to other meeting participants For complete Breeze system requirements and recommendations, see www.macromedia.com/go/ breeze_sysreqs. What's new in Breeze Manager The new features in Breeze Manager provide new or improved functionality specifically designed for Breeze administrators, presenters, or trainers. What's new in Breeze Manager 7 New features for Breeze administrators Breeze Manager now includes the following features designed for Breeze administrators: Supports report data in CSV formatted files All report data is now available to download in standard CSV formatted files. Also, seven new, download-only CSV reports are available. Offers features to customize your Breeze installation Breeze administrators can customize the look of their Breeze installation by adding a logo and background color. Breeze Manager fully supports SSL, which increases the security of the Provides SSL support Breeze platform. Provides an Account tab Breeze Manager includes an Account tab that facilitates easy Breeze account review, customization, or account report access. Provides log bandwidth and HD space-usage data The new Account tab in the Breeze Manager interface includes information about bandwidth and hard-disk-space usage, making Breeze administration easier. Includes self-registration for Breeze Live You can use Breeze Manager to configure meetings for self-registration, similar to self-registration for courses. New features for Breeze presenters Breeze Manager now includes the following features designed for Breeze presenters: Supports the FlashPaper format Breeze Manager supports the FlashPaper format, which makes it easier to print presentations based on Macromedia Flash, or to print documents that are hosted in a Flash environment. Supports archive searches Breeze Manager supports searches of documents from Breeze meeting archives and other breeze content. Breeze Manager completely supports synchronized presentations that are based on Macromedia Flash. Supports synchronized Macromedia Flash presentations New features for Breeze trainers Breeze Manager now includes the following features designed for Breeze trainers: Provides LMS integration Breeze Manager allows organizations to provide custom LMS components, not just the standard SCORM-based or AICC-based LMS applications. Supports custom field management You can now use Breeze Manager to add custom user registrations fields, making the tracking of Breeze users easier. Accessing Breeze Manager You access Breeze Manager by typing the Breeze Manager URL in a browser window. If you have the Breeze Plug-In for PowerPoint installed, you can also select Manage Account from the Breeze menu to start Breeze Manager. 8 Introduction: Using Breeze Manager To access Breeze Manager: 1. Do one of the following: In a browser window, go to the following URL: http://yourcompany.breezecentral.macromedia.com where yourcompany is a version of your company's name assigned for use in the URL when the company's Breeze account was created. Open PowerPoint and select Breeze > Manage Account. 2. On the Login page, enter your Breeze user name and password. Note: You should have received your user name and password in an e-mail or from your Breeze account administrator. Contact your Breeze account administrator if you have any questions. 3. Click the Submit button. The main page of Breeze Manager appears. The Breeze Manager home page The Breeze Manager home page is the page that you see when you first log in to Breeze. From the home page you can do the following: Review scheduled meetings Enter or review your scheduled meetings, including your role in the meeting, and the meeting start time. Review courses that you are enrolled in Open or review courses that you are enrolled in, including their opening and closing dates. Create a new Breeze meeting Change your information Access useful links Create a new Breeze meeting. Change your password or time zone. Access Breeze documentation and resources. Search your Breeze installation Perform keyword searches of individual meeting archives or presentations, or do a complete search of all your Breeze content. Access Breeze content, courses, meetings, users, reports, or accounts. Access other Breeze key features Key features of Breeze Manager Using Breeze Manager, you can do the following: Create and manage Breeze users You can create, delete, edit, and assign permissions for specific users and groups of users. Create and manage content All content is contained and organized in a Content Library. You can view, organize, search, add, delete, download, or deploy content and content folders in the Content Library. You can also set View, Publish, and Manage permissions for each content file and folder. You can view content reports containing information about how often content files have been viewed and, if appropriate, view slide summary information and answer summary information. Key features of Breeze Manager 9 Create and manage courses for the Training module All courses are contained and organized in a Course Library. You can create, organize, manage, add, delete, or edit courses, as well as enroll students and track their progress. You can view course reports that provide information about the number of students who have taken courses and how well they performed, including detailed usage information about slide views, question responses, and answer breakdown. Create and manage meetings for Breeze Live All meetings are contained and organized in a Meeting Library. You can create, organize, manage, add, delete, or edit meetings, as well as invite and track meeting participants and assign permissions to them. You can view meeting reports that provide information about a meeting room and individual meeting room sessions, including the number of attendees, invitees, invitees who attended, invitees who were absent, time in and time out, and participant roles during the meeting. Customize or review Breeze accounts You can review your account, including your general account information, your account features, and your account quotas. You can customize your Breeze installation with a special logo, substitute a special LMS component, and allow users to enter unique identification information appropriate to your organization. You can view account reports containing detailed information about your presentation and training, Breeze Live usage, and active meetings. Integration with learning management systems Enterprises can integrate Breeze content with their learning management systems (LMS's). The Breeze platform supports the two standard LMS communication protocols: · Aviation Industry CBT Committee (AICC) with HTTP AICC Communication Protocol (HACP), versions 2.0 through 3.5 · Sharable Content Object Reference Model (SCORM), version 1.2 For more information about LMS integration, see the Breeze TechNote at http:// www.macromedia.com/support/breeze/ts/documents/brz_lms_adpter_solutions.htm. Breeze also allows you to use a custom LMS component if your organization requires it. For more information, see "Adding a custom LMS component" on page 137. About Breeze documentation The entire set of Breeze documentation consists of the four guides described in this section. The relevance of these guides to you depends on the modules that are installed on the Breeze platform, and on your Breeze account permissions. Using the Breeze Plug-In for PowerPoint This guide is for Breeze users who are publishing Breeze presentations from PowerPoint. You can access this guide from within PowerPoint by selecting Breeze > Help. Using the Breeze Publish Wizard This guide is also for Breeze users who are publishing Breeze presentations from PowerPoint. You can access this guide from a help link within the Breeze Publish Wizard web application. 10 Introduction: Using Breeze Manager Using Breeze Manager This guide is for Breeze users who have permission to manage or administer users, content, courses, or meetings. You can access this guide from a help link within the Breeze Manager web application. This guide is for participants and presenters in a Breeze meeting. There are two versions: Breeze Live User Guide for Meeting Presenters and Breeze Live User Guide for Meeting Participants. You can access these guides from within a Breeze meeting by selecting Meeting > Help. Breeze Live User Guide Note: If you purchase just the Breeze Live module of the Breeze Presentation platform, only Breeze Live User Guide applies to you. Additional Macromedia resources More information is available at the Breeze Product Center and Breeze Support Center websites. Breeze Product Center The Breeze Product Center is updated regularly with the latest information on Breeze, including FAQs, white papers, testimonials, and tips. The Breeze Product Center's URL is www.macromedia.com/software/breeze. Breeze Support Center The Breeze Support Center contains the latest support information, including TechNotes, Breeze presentation tutorials, and support program details. Check the website often for the latest Breeze support information at www.macromedia.com/support/breeze. Additional Macromedia resources 11 12 Introduction: Using Breeze Manager CHAPTER 1 About Permissions Macromedia Breeze is a permissions-based system. You control what features a Breeze user can access for a particular file or folder by assigning permissions for that file or folder. Permissions for a folder or file can be assigned to a group or to an individual. For user-defined groups, if a member of a group with a certain permission type is also assigned an individual permission type, the permission type assigned to the individual user takes precedence over that of the group. However, this is not always the case with built-in groups. For more information, see "Permissions for built-in groups" on page 16. To simplify account management, it is best to assign users to groups and then assign permissions only at the group level, not at the individual level, whenever possible. Within Breeze, permissions are used as follows: Permission types Permission types are assigned to a user or a group for a particular file or folder. Possible values are Manage, Publish, View, and Access Denied. For more information, see "Permission types" on page 13. This is a list of all groups and/or users and their corresponding permission types for a specific folder or file. Permission profile Built-in group permissions These are the default permissions for the built-in groups. These permissions cannot be changed. For more information, see "Permissions for built-in groups" on page 16. Permission types There are four types of permissions: Manage Users or groups with a Manage permission setting for a folder or file can view, delete, move, and edit the file or folder, view reports for files in that folder, set permissions for the file or folder, and create new folders. Publish Users or groups with a Publish permission setting for a folder or presentation can publish, update, and view presentations, as well as view reports. Users with Publish permissions for a folder cannot create new folders within it or set permissions for it. 13 View Users or groups with a View permission setting for a folder can view any content in that folder. A View permission for an individual file allows view access for that particular file. Access Denied Users or groups with Access Denied for a folder or file cannot view it, access it, or manage it in any way. Content Library A summary of Content Library functionalities allowed for each permission type is shown in the following table. Functionality Navigate/ search content folders View content file information View content files Publish/update presentations Add SWFs, FLVs, or JPGs Move content files Delete content files Edit content file information Send e-mail messages containing links that send return receipts Download content Set content file permissions Create content folders Move content folders Delete content folders Set content folder permissions View reports View My Content View Users Content* Access Denied X X X X X X X X X View Publish Manage X X X X X X X X X * Must be a member of the Account Administrators group. 14 Chapter 1: About Permissions Course Library A summary of Course Library functionalities allowed for each permission type is shown in the following table. Feature Navigate course folders View course summary information View course enrollee list Create new courses Move courses Delete courses Edit course information Change course content Change course enrollees Send/ change settings for course notifications Send/ change settings for course reminders Set up course self-enrollment Create course folders Move course folders Delete course folders Set course folder permissions View course reports Access Denied X X X X X X X X X X X X X X X X X Manage Meeting Library A summary of Meeting Library functionalities allowed for each permission type are shown in the following table. Feature Navigate meeting folders View meeting summary View and edit meeting participants list View and manage meeting uploaded content list View and manage meeting recordings list Create new meeting Move meetings Delete meetings Access Denied X X X X X X X X Manage Permission types 15 Feature Edit meeting information Change meeting participants Send meeting notifications Move uploaded content to the Content Library Delete uploaded content Move meeting recordings to the Content Library Delete meeting recordings Set up course self-enrollment Create meeting folders Move meeting folders Delete meeting folders Set meeting folder permissions View meeting reports Access Denied X X X X X X X X X X X X X Manage Permissions for built-in groups There are four built-in groups: Account Administrator, Account Author, Course Manager, and Account Meeting Administrator. Note: You may or may not see all these groups, depending on your type of Breeze account. The permissions for each group are shown in the following table. Group Content Library permissions Course Library permissions Meeting Library permissions Manage Additional permissions Manage users, groups, and accounts/ view all users' content folders None None None Account Administrator Everything but Manage Publish Account Author Course Manager Account Meeting Administrator Publish Manage None None Manage None None None Manage Account administrators Account administrators have complete control of the Breeze account. You can make any user an account administrator by adding them to the Account Administrator group. For information on adding users to groups, see "Assigning a user to groups" on page 28 or "Adding members to a group" on page 32. 16 Chapter 1: About Permissions An account administrator can perform the following actions: · Manage users and groups, including creating, deleting, and editing them · Manage the Content Library, including creating, deleting, and organizing folders and setting content file and folder permissions · Manage the Course Library, including creating courses, enrolling users, sending enrollee notifications, and setting up course reminders · Manage the Meeting Library, including creating, deleting, adding participants, and organizing meeting rooms · View reports for the account, users, content, courses, and meetings · View your account information, account features, account quotas, and account reports, and customize the look of Breeze for your organization Users who are members of the Account Administrators group have permission to do everything except publish. A user must be a member of the Account Author group in addition to the Account Administrator group to both manage and publish. Permissions for users who are members of the Account Administrator group cannot be overridden with individual or other group permissions. For more information, see "About multiple permissions precedence" on page 20. Account authors Account authors can publish Breeze presentations. A user must be a member of the Account Author group to publish presentations. To publish presentations to a specific folder, a user must be a member of the Account Author group and have Publish permissions for that folder. By default, a member of the Account Author group has Publish permissions only for their individual My Content folder. Note: Your Breeze account has a limit on the number of users you can add to the Account Author group. To view your Account Author limit, see "Reviewing your account information" on page 135. Members of the Account Author group can perform all of the following operations if they have Publish permissions on the specified folder: · View content and content folders · Publish and update content · Send e-mail messages containing links that send a notification back to the sender as soon as the recipient accesses the link Course Managers Course managers can manage the Course Library. You can make any user a course manager by adding the user to the Course Manager group. For information on adding users to groups, see "Assigning a user to groups" on page 28 or "Adding members to a group" on page 32. A course manager can perform the following actions: · Manage the Course Library, including creating courses, enrolling users, sending enrollee notifications, and setting up course reminders Permissions for built-in groups 17 · View content and course reports If a user belongs to the Course Manager group but you do not want the user to have all the permissions that go with that group, an account administrator can place more restrictive permissions either on the individual user or on a group to which the user belongs. Account meeting administrators Account meeting administrators can manage the Meeting Library. You can make any user an account meeting administrator by adding them to the Account Meeting Administrator group. For information on adding users to groups, see "Assigning a user to groups" on page 28 or "Adding members to a group" on page 32. For more information on the structure of the Meeting Library, see "Structure of the Meeting Library" on page 90. An account meeting administrator can perform the following actions: · Manage the Meeting Library, including creating, deleting, adding participants, and organizing meeting rooms. To edit a meeting or change the participant list for a meeting, the account meeting administrator must also be a presenter for the meeting in addition to having Manage permissions for the folder. · View meeting reports. If a user belongs to the Account Meeting Administrators group but you do not want the user to have all the permissions that go with that group, an account administrator can place more restrictive permissions either on the individual user or on a group to which the user belongs. Setting permissions for custom groups Assigning individual permissions for content files or folders greatly complicates account and asset management. To simplify account management, you should create your own groups in addition to the built-in groups. You can set the permissions for a custom group in one of two ways: When creating a group When you create a group, you can set the group's permission type for the Shared Content folder of the Content Library and the Shared Courses folder of the Course Library. For more information, see "Creating a new group" on page 31. By assigning the group to the permissions profile of a file or folder You can change permissions for a group after it has been created by changing permissions on an individual file or folder. For more information, see "Setting custom permissions for content files" on page 54, "Setting content folder permissions" on page 58, "Setting course folder permissions" on page 84, or "Setting meeting folder permissions" on page 110. To change group permissions after a group is created: 1. Navigate to the main Content, Course, or Meeting Library folder, or to any subfolder. For more information, see "Navigating the Content Library" on page 39, "Navigating the Course Library" on page 63, or "Navigating the Meeting Library" on page 92. 2. Select the check boxes to the left of the groups whose permissions you want to change. 3. Click the Set Permissions button in the navigation bar. 18 Chapter 1: About Permissions Note: If you adjust the permissions for a folder, permissions for all files or subfolders contained in that folder are set to that permission level, unless you specifically change the permissions for the individual files or folders directly. 4. From the Set Permissions page, change the permission type assigned to each group and individual for this folder. Note: If your content, course, or meeting files are contained in multiple folders, you must change the permissions for all the folders for the content, course, or meeting. 5. Click Apply. 6. When you have finished changing group permissions, click the OK button. Setting permissions for a file or folder Account administrators, course managers, account meeting administrators, and users with Manage permissions can set permissions for the folders that they have permission to manage and for the files within those folders. By assigning groups or users certain permission types for a file or folder, you can control which users or groups can access certain features for that folder. For example, you can set a folder's permissions so that only certain users or groups can publish content to the folder. You can also set a folder to have the same permission as its parent folder. If the parent folder's permissions change, the underlying content that has been assigned to use the parent folder's permissions changes as well. To avoid listing and managing large numbers of users on the permission profile for a file or folder, you should use a group-based permission system. Create your system as follows: Design a folder and group system such that certain groups can be given permissions for parts of the system as appropriate. Create folders, using descriptive names that describe the folder's contents--for example, Human Resource Content, Product Support Content, and so on. For more information, see "Creating a content folder" on page 56, "Creating a course folder" on page 82, and"Creating a meeting folder" on page 109. Create groups, using descriptive names that describe the group's permissions--for example, Human Resource Content Managers, Shared Content Viewers, and so on. For more information, see "Creating a new group" on page 31. Assign permission types for your groups to specific folders or files For example, assign the Human Resource Content Managers group permission to manage the Human Resources folder in the Shared Content folder. For more information, see "Setting content folder permissions" on page 58, "Setting course folder permissions" on page 84, and "Setting meeting folder permissions" on page 110. Create users For more information, see "Creating a new user" on page 26. Add users to groups Add users to whichever groups are necessary for them to obtain appropriate permissions. For more information, see "Assigning a user to groups" on page 28. Setting permissions for a file or folder 19 If you need to set up exceptions such as denying access to certain folders for a specific user, you can assign a user-based permission setting that takes precedence over the group permission, ensuring that access is prevented. User-assigned permissions always take precedence over groupassigned permissions (except for members of the Account Administrators group). Note: To change permissions on a folder, you must open the folder before setting permissions. For detailed steps on setting permissions for files and folders in the Content Library, see "Setting custom permissions for content files" on page 54 and "Setting content folder permissions" on page 58. For detailed steps on setting permissions for folders in the Course Library, see "Setting course folder permissions" on page 84. For detailed steps on setting permissions for folders in the Meeting Library, see "Setting meeting folder permissions" on page 110. About multiple permissions precedence If a user belongs to one or more groups, it is possible that multiple permissions apply to a single file or folder. In such a case, the user's permissions are resolved as follows (higher-numbered steps take precedence): 1. If the user acquires View, Publish, or Manage permissions through group-acquired permissions, then the permission granting the greatest access to features applies. These three group permissions are additive. 2. If the user acquires any Access Denied permission through group-acquired permissions, then all group-acquired View, Publish, or Manage permissions are removed and the user is not allowed access. 3. If the user acquires View, Publish, or Manage permissions through user-specific permissions, these are additive to the corresponding group-acquired permissions. In addition, these override any group-acquired Access Denied permission. 4. If the user is specifically assigned the Access Denied permission setting through user-specific permissions, then the user is denied access regardless of any group-acquired permissions. 5. If the user is a member of the Account Administrator group, then the account administrators permission applies regardless of any other individual or group setting. 6. If there are no permissions applied by either user or group (and none is inherited from a parent folder), then the user cannot access or perform any actions on the folder or file. The following table illustrates the way that group and user permissions apply. Group G1 permissions View Manage Access Denied Group G2 permissions Publish None Publish Union (G1, G2) permissions Publish Manage Access Denied User permissions Manage Publish Manage Resulting permissions Publish+Manage Publish+Manage Manage 20 Chapter 1: About Permissions