Overview

User roles and permissions are key control components of your account’s security. 

These work together to help you:

• control the visibility of and access to different assets and information in your account
• control the capabilities and features available to different users of the account
• control the behavior of the platform in response to some activities and features
• influence the native workflow of the platform to align with your preferred workflow

While both provide you security controls over your account, ROLES provide a higher level of control to the users on your account, whereas PERMISSIONS are asset-specific controls applied to both users and jobs on the platform.

---

Roles

ROLES is a user access control and security layer you can apply on the user-level only. 

Only admins have the capability to manage roles of the account’s users; that is:

• add or designate ROLES per user
• change, promote, or demote users using roles

 

The User Management Page

 

Typically, each user will only need to have one role. 

A user may have multiple roles assigned to them depending on what function they will perform on the platform. 

However, some role assignments may conflict with others.
i.e. If a user is given both ADMIN and CART PARTICIPANT roles, the user loses the ability to see jobs on the platform

In contrast, users with no role assignment can still log in to your account, but will have zero visibility and will have fully restricted activity on the platform.

Lastly, some roles can be exclusively available depending on the products you are subscribed to. 
i.e. Deposition-related roles are only available if you have LIVE DEPOSITIONS

In other words, our platform will display only the roles that may be relevant to your account and automatically hides irrelevant roles.

Types of Roles

There are currently 8 roles available on our platform:

The Admin Role

The Admin role allows your users to have full access to the account.
Account admins have exclusive access to and generally responsible for the following: 

• User Management
• Billing and invoice
• Linked Accounts and integrations
• Full Account Information
• Usage Dashboard

The Admin role supersedes all other roles, with the ability to manage the roles of other users through the User Management page.

Consequently, account admins inherit most generic capabilities of other roles; such as:

• Upload media files
• Review and edit finished files
• Export finished files
• Book and manage Live Sessions
• Book and manage Live Depositions

Files uploaded by admins are still subject for approval if the profile used has a designated approver.
Although unlike content managers, admins can readily set themselves as a temporary approver of the profile and approve the upload.

Admin vs Approver

 

If your account has FILE SHARING enabled, you will be prompted if you want to share access to the guest editor during upload.

NOTE: You can invite up to 10 guest editors on a job.

Sharing a file to a guest editor during upload

 

Admins are also responsible for managing sessions of any real-time transcriptioning service the account has; that is, live CART for students or live depositions for legal services.
The Admin role gives your users the following capabilities: 

• Book new CART or live deposition sessions
• Cancel CART or live deposition sessions
• Order full transcription for a CART session

Admins vs CART Participants

 

The Editor Role

The Editor role gives your users the following capabilities:

• Review and make final edits on finished jobs
• Leave comments on jobs
• Send the job back to our production queue using the REQUEST REVIEW button (if available)
• Export finished jobs in all available formats for your use

The Guest Editor Role

The Guest Editor role has the same permissions as editors, but is only limited to files shared to them.

 

Editor vs Guest Editor

 

If a guest editor is switched to an editor (and vice versa), the platform will prompt you about the effects of the change and confirm if you want to proceed. 

 

A sample confirmation dialog box triggered when switching user roles

 

The Content Manager Role

The Content Manager role, not only inherits all capabilities of the Editor role, but also has the capability to manage jobs on your account; that is: 

• Upload new jobs from all available media sources using the +-sign widget
• Archive or delete jobs in your HOME page using the x button to the right of the jobs

 

Content Manager Capabilities

 

Files uploaded by content managers are still subject for approval if the profile used has a designated approver.

If your account has FILE SHARING enabled, you will be prompted if you want to share access to the guest editor during upload.

NOTE: You can invite up to 10 guest editors on a job.

Sharing a file to a guest editor during upload

 

The Approver Role

The Approver role gives you another layer of security and control over media uploads done on your account.
This role is linked to the profiles on your account; wherein you can set a user as an approver for all your uploads (i.e. all profiles) or just selectively (i.e. selected profiles only).

 

How to Set an Approver for a Profile

 

All media files uploaded using any profile with a designated approver will stay in the PENDING APPROVAL status until it gets acted on by the approver.

• If approved, the job status will get forwarded to production and reflect the current job status.
  i.e. Work in Progress, Finished, Media Error, etc
• If declined, the job status will say DECLINED.
  NOTE: Declined jobs will stay visible in your HOME page. Please reach out to Verbit SUPPORT in case you want to archive/hide those.
  NOTE: Declined jobs cannot be reversed. In case the upload request was declined by mistake, please reupload the job and have the second attempt approved. 

 

Possible Job Statuses for the Approval Flow

 

Files uploaded by admins and content managers are still subject for approval if the profile used has a designated approver.
Although unlike content managers, admins can readily set themselves as a temporary approver of the profile and approve the upload.

Admin vs Approver

 

The CART Participant Role

The CART Participant role is a role exclusively available to accounts that have Live Transcriptioning.
This role limits your users to see only live sessions they are added as a participant on; either a speaker and/or an attendee.

Admin vs CART Participant

 

This role is typically given to hard-of-hearing students; which will let them: 

• Access the Speaker page
• Access the Verbitxt page (a.k.a. the Attendee page)
• Export the transcript after the session
• Login to the Live Room app

The link to the Speaker page and Verbitxt page are both available in the Live Dashboard.

 

The link to the Speaker page and Verbitxt page

 

The CART participant can also use his/her login credentials to launch LIVE ROOM.

 

Live Room Login Window

 

The Depo Viewer Role

The Depo Viewer role  is a role exclusively available to accounts that have Live Depositions.
This role limits your users to see only live depositions they are added as a viewer.

 

Depo viewers can see the real-time transcript

 

Typically, depo viewers are the lawyers and other relevant persons who need access to the real-time transcript and rough draft; that is, they have access to the session’s Viewer’s page where they can: 

• see the real-time production of the transcript
• leave comments and remarks on the transcript
• download the human-edited transcript once ready

 

The Depo Operator Role

The Depo Operator role is a role exclusively available to accounts that have Live Depositions.
This role limits your users to see only live depositions they are added as an operator.

 

Depo operators initiates the transcription process by clicking START

 

Typically, depo operators are the court reporters who are responsible for managing the recording during a live deposition; that is, they will  have access to the sessions Operator’s page where they can: 

• start/pause/resume the recording
• see the real-time production of the transcript
• leave comments and remarks on the transcript
• download the human-edited transcript once ready
• download the legal-formatted rough draft (available after 1 hour if it was pre-ordered)

Depo operators can also manage upcoming live depositions through the Deposition Dashboard; that is:

• update any relevant information on a session
• add new viewers on a session
• add special instructions and materials i.e. Notice of Deposition
• cancel upcoming live depositions

---

Important Remarks about Roles

Since we allow users to have multiple roles on your account, some roles may not be paired with others.

Here are some important notes to keep in mind when managing roles: 

• Although the Admin role has full control over all assets on the account, it may still be subject to and affected by other roles.
  NOTE: As admin, you can simply update your user roles to resolve any access-related issues - but be careful not to remove your Admin role
• Files uploaded by admins are still subject for approval if the profile used has a designated approver.
• Admins, approvers, content managers, and editors can edit finished jobs.
• Only admins and content managers can upload new files. Consequently, users with only the Approver role cannot upload new files.
• Guest editors cannot access Live and Live Deposition sessions.
• The Guest Editor role cannot combine with other roles.
  NOTE: If a user is given this role, the user will lose his original roles (even the Admin role) and vice versa.
• All roles, except for CART participants and guest editors, can access the Live page.
• All roles, except for CART participants and guest editors, can book new live sessions. Although only admins can edit or cancel existing bookings. 
• The CART Participant role is only available if your account is provisioned for Live CART.
• The CART Participant role denies access to post-production jobs for all other roles (including admins)
• The Depo Operator and Depo Viewer roles are only available if your account is provisioned for Live Depositions.
• The Depo Operator and Depo Viewer roles cannot combine with other roles.
  NOTE: If a user is given either these roles, the user will lose his original roles (even the Admin role) and vice versa.