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Organizing SlideRocket Libraries

SlideRocket Libraries can hold thousands of rich media assets, such as image, swf, flash, video and audio files. Tools such as tags, searches, filters and folders can help users find and organize these assets quickly and easily.

Tags

Tags allow users to quickly find an asset, slide or presentation.

To add a new tag:

1. Click the Slides or Assets Properties Panel
2. Select the slide or asset in which to add the tag(s)
3. On the right-hand side of the screen, select Edit Tags...
4. Click on the plus [+] button and type the tag(s) or keyword(s) to help you identify that slide or asset
5. Click Ok

To delete a tag:

1. Click the Slides or Assets Properties Panel
2. Select the slide or asset in which to remove the tag(s)
3. On the right-hand side of the screen, select Edit Tags...
4. Select the tag you want to erase and click on the minus [-] button
5. Click Ok

Searches

There are two ways to use the Searches feature. First, a user can find any item by typing part or all of the item’s title or tag into the Search box on the upper right-hand side of the screen. Second, users can also find items by selecting from preset Searches such as All Items, Owned by me, Shared with me and Most Recent.

Filters

SlideRocket Filters allow users to specify the type of items shown in a library. Below is a list of filters found under each section.

Folders

SlideRocket offers two main types of folders to organize presentations, slides, assets and themes. My Folders allows you to organize personal items, while Shared Folders allows you and all SlideRocket users you choose access to the presentation materials.

My Folder

The My Folders section allows you to organize items that are not being shared with others for editing.

[My Presentations] Folder

The [My Presentations] folder is found under My Folders. Users can either choose to store all presentation items in this folder or create new folders. Please note that the [My Presentations] folder cannot be deleted or renamed.

Adding New Folders

To add new folders:

1. Click on the plus [+] button or right-click in the My Folders section and select New Folder
2. Enter a name for the folder
3. Click OK

To create a subfolder:

1. Click on any folder
2. Click on the plus [+] button or right-click on the folder and select New Folder
3. Enter a name for the folder
4. Click OK

To delete a folder:

1. To delete a folder, right-click on it and select Delete Folder

ADVANCED NOTES:

• The [My Items] folder cannot be deleted or renamed
• Folders can easily be organized by dragging them to new locations. For example, drag and drop a folder onto another folder to create a subfolder

Shared Folders

To share an item with another user in your SlideRocket company or any other SlideRocket user the item must be put into a shared folder. Users will only be able to see or access Shared Folders if they have been given View or Edit permissions.

[My Shared Items] and [User Shared Folders]

Under Shared Folders, libraries contain two default folders: [My Shared Items] and [User Shared Folders]. The user can simply drag and drop items to be shared into this folder. The recipient user, who has been given permission to view or edit these items, can find the contents in a subfolder under [User Shared Folders]. This subfolder will automatically be named after the creator who shared the item so users can differentiate between various folders.

Sharing by [My Shared Items]

To share an item, move it from the My Folders area into the [My Shared Items] folder. Once moved, the Sharing and Permissions dialogue automatically opens, allowing you to set permissions for that specific item.

To share an item using [My Shared Items]:

1. Select a presentation from the My Folders section
2. Drag and drop the item into the My Shared Items folder
3. Enter the Sharing and Permissions information. For more information on setting Sharing and Permissions see below
4. Click Ok

To find an item shared with you from within the [My Shared Items]:

1. Click on the folder name [User Shared Folders]
2. Under the drop-down list find the name of the user sharing the item
3. Clicking on the user’s name (creator) will display all presentations the user directly shared with you

ADVANCED NOTES:

• Users cannot drag a shared presentation that has been created by another user
• Users cannot add subfolders to [My Shared Items] or [User Shared Folders]
• Dragging an item (presentation, slide, asset or theme) from the Shared Folders section into the My Folders section will remove all the permissions that previously existed on that item

Sharing by Folder

Shared Folders can act as a hub between multiple users, allowing groups to collaborate efficiently on a set of items. Permissions defined on a shared folder are applied to all items contained in that folder.

Adding New Shared Folders

To add new shared folders:

1. Click on the plus [+] button or right-click in the Shared Folders section and select New Folder
2. Enter a name for the folder
3. Click OK
4. Enter the Sharing and Permissions information. For more information on setting Sharing and Permissions, below
5. Click Ok

To create a shared subfolder:

1. Click on the folder
2. Click on the plus [+] button or right-click on the folder and select New Folder
3. Enter a name for the folder
4. Click OK
5. Enter the Sharing and Permissions information. For more information on setting Sharing and Permissions see below
6. 6. Click Ok

ADVANCED NOTES:

• All items added to a shared folder automatically inherit the folder’s permissions
• To unselect a folder, use Control-Click (Windows) or Command-Click (Mac)
• Shared Folders can only be deleted if the folder does not contain any items or subfolders
• Shared Folders can easily be organized by dragging them to new locations. For example, a folder can be dragged and dropped onto another folder to make a subfolder

Setting Permissions

There are two options to set permissions for individual users and groups: Basic and Advanced.

Basic Permissions

1. Who can use this folder:
• Only me: Only the creator of the folder can use these items. This folder will not be visible to other users in this company
• Everyone in my company: All users in the company can use the items in this folder. This folder will now be visible to all users
2. Who can edit this folder:
• Only me: All users in this SlideRocket company can use items in this folder, but cannot edit the items. This is also called Read Only
• Everyone in my company :All users in the company can use and make edits to items in this folder

Advanced Permissions

The Advanced tab allows permissions to be set for any number of users or groups

1. Click the plus [+] button to add individual users or groups
2. Select a user or group from within your organization, or click Share with Email and enter the email address of another SlideRocket subscriber. This person must have a valid SlideRocket Trial or Business level account
3. Once you have added a user or group, click the permissions pull-down menu and choose an option:
• Edit: This user or group may edit items in this folder, the folder name and Sharing and Permissions
• Read Only: This user or group may use items in this folder, but cannot make any edits to the items nor edit the permissions set on the folder
4. To save changes, click Ok

Custom Sharing with Shared Folders

In addition to setting folder permissions, individual items within a folder can also have set permissions. Custom Sharing allows for more specific permissions to be set on an item so that the permissions of a folder can be narrowed down.

Example: The V.P. of Marketing can use and make edits on a folder named “Strategic Partners,” but the marketing team has Read Only access.

Sharing a Presentation within a Shared Folder

1. Drag and drop a presentation into any shared folder
2. Select the presentation
3. Click on Share
4. Set Sharing and Permissions for the item
5. Click Ok

Sharing a Slide within a Shared Folder

1. Sharing slides already in the Slide Library:
• Drag and drop a slide into [My Shared Items] or another shared folder
• Select the slide within the folder. This should bring up the slide and the Slides Properties Panel
• Under Shared with, select Edit permissions
• Set Sharing and Permissions for this slide
• Click Ok
2. Sharing a library slide from within a presentation:
• Open the presentation in editor
• Select the slide to add to the library
• Click on Add slide to library in Slides Properties Panel
• Enter name, tags and select the folder in which to add the slide
  • If this is a shared folder, the permissions from the folder will automatically be applied
3. Click Ok
4. To continue to set permissions by slide:
• Open the Slide Library and click on the slide
• Under Shared with, click on Edit permissions
• Set Sharing and Permissions for the item
• Click Ok

Sharing an Asset or Theme within a Shared Folder

1. Drag and drop an asset into [My Shared Items] or another shared folder
2. Select the asset to show it in the Assets Properties Panel
3. Under Share with, click on Edit permissions
4. Set Sharing and Permissions
5. Click Ok

ADVANCED NOTES

• Right-click on an item in any library to show the Share button
• For items found in Shared Folders, the Sharing and Permissions screen will show both the folder permissions and the item permissions
• If a shared presentation has library slides, those slides will appear locked for editing unless the creator shared permissions with you
• If a presentation, slide, asset or theme is shared by item in a shared folder other than [My Shared Items], that folder will not be visible to the recipient. To find the shared item, the recipient will need to search for the item by name or tag

Determining Who Can Set Permissions

This is a breakdown of how different users interact with the different folder types:

This is a breakdown of how different users interact with all of the different items shared by folder:

Dealing with Conflicting Permissions

Given all the sharing options (users and groups, folders and items), there are times when permissions may conflict. The following examples may serve to resolve confusion surrounding potential conflicts. Please note that the examples reflect the creator’s point-of-view of the folder or presentation.

• When the user’s permissions conflict with group permissions (of which the user is part of), then the user’s permissions override the group permissions

  Example: John Smith is in the Sales group. John Smith was given Edit permissions on a folder, but the Sales group had Read Only on that same folder. John Smith would then retain his Edit permissions for the folder.

  
• When a user’s permission conflicts with the Everyone group, then the user’s permissions are maintained over the Everyone group restrictions

  Example: John Smith was given Edit permissions on a presentation, but the Everyone group had Read Only on that same presentation. John Smith would then have Edit permissions for the items within that presentation.

  
• When a user in two different groups has conflicting permissions, the most restrictive permissions apply to the overlapping item or folder

  Example: John Smith is in both the Sales group and the Marketing group. The Sales group has Read Only permissions for the folder, but the Marketing group had Edit permissions on the same folder. Then John Smith would have Read Only permissions on that folder.

• When a group and the Everyone group have conflicting permissions, the group permissions apply to the overlapping item or folder

  Example: John Smith is in both the Sales group and the Everyone group. The Sales group has Edit permissions on an item, but the Marketing group has Read Only permissions to that same item. Then John Smith would have Edit permissions that item.

• When folder and item permissions conflict for a user, group, or Everyone group, the most restrictive permissions apply

  Example: John Smith was given Read Only permissions to the Sales folder. In the Sales folder is the “Pricing” Presentation, which he was given Edit permissions to on the item level. When John goes to edit the “Pricing” Presentation, he will be limited by the Sales folder Read Only restrictions.