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Viewer Seat Security Setup Task List

Your 25Live administrator working in the 25Live Administration Utility needs to perform the following security administrative tasks to set up the 25Live Viewer Seat:

Functional Security Settings of the View Only Security Group Template

Below are the pre-selected functional security settings for the View Only security group template which define the limited actions this type of user can perform. All other settings are set to “Can’t” perform action. Use this template as the basis for defining functional security for your 25Live Viewer Seat security group.The pre-selected functional security settings in the View Only security group template assume you want to give non-signed-in users “view only” access to events, locations, resources, contacts, and organizations. 

Event Settings

Event Access - Can view Events
Cabinets - Can view
Event Search - Can view, run, create, and save searches
Events - Can view
Folders - Can view
Location Information - Can view preferences and assignments
Resource Information - Can view preferences and assignments
Description and Confirmation Notes - Can view

Location Settings

Location Access - Can view; Locations tab appears in 25Live
Layout Views - Can view
Location Search - Can view, run, create, and save searches
Location Open/Close/Blackout Hours - Can view

Resource Settings

Resource Access - Can view, Resources tab appears in 25Live
Resource Search - Can view, run, create, and save searches

Contact Settings

Contact Access - Can view

Organization Settings

Organization Access - Can view; Organizations tab appears in 25Live
Organization Search - Can view, run, create, and save searches

Tasks, Reports, and Email Settings

Must at least be set to Can view for all applicable settings

Master Definitions Settings

Event, Location, Resource, Organization, Contact - Can view abridged list of active items managed in the Configuration Utility

To Create the Viewer Seat Security Group and Set Its Functional Security Permissions

The Viewer Seat Should Have Its Own Security Group

Because the 25Live Viewer Seat has special security needs, create a functional security group using the View Only security group template that has the Viewer Seat user as its only member, as described below.

You must copy a security group template—in this case the View Only template is recommended—to begin adding your own Viewer Seat security group.

  1. Sign into the 25Live Administration Utility as an administrator.
  2. Click the Security tab, then click the Add Functional Security Group task tab to open the initial Add Functional Security Group page which lists the security group templates you can copy.

    25Live administration View Only link
  3. Click the “View Only” template at the bottom of the list to open the Add Functional Security Group page where you create your Viewer Seat security group.

    25Live Admin Add Functional Security screen
  4. Enter a name for the group; for example, “25Live Viewer Seat,” and, optionally, a description.
  5. In the Rights area of the page, change any pre-selected functional security access permission as needed. You must scroll down to see all access settings. You can collapse and expand the various areas.

    Effects of Your Settings

    The general “Access” permission on the left (Event Access, Location Access, Resource Access, and so on) controls whether objects of that type can be viewed and/or acted upon in 25Live and any additional access settings that can be set. Grayed out settings should be ignored. Setting a general access permission to “Can’t view..." prevents users from seeing objects of that type in 25Live. For example, if you set Resource Access to “Can’t view; Resources tab doesn’t appear in 25Live” for your Viewer Seat security group, view only users won't see the Resources area of 25Live or any resources assigned to events.

    If you leave the Contact, Event, Organization, Resource, and/or Location Master Definitions access permissions set to “Can view abridged list of items managed in the Config Utility,” Viewers will see only the corresponding master list items that have been selected in the 25Live Configuration Utility. If you want to give viewers additional access to Master Definition items, select a different setting. (See the 25Live Configuration Utility documentation available HERE.)

  6. Click Add Security Group.

To "Hide" Specific Locations, Resources, and Organizations From 25Live Viewers

If the 25Live Viewer Seat has at least “Can view” Location Access, Resource Access, and Organization Access functional security, all locations, resources, and organizations stored in your Series25 database could potentially be displayed to Viewers. As mentioned above, to prevent Viewers from being able to see all objects of a particular type—resources, for example—you would simply set functional security access for resources to “Can’t view.”

Object security lets you prevent Viewers from seeing specific locations, resources, and/or organizations.To learn more about object security, see the 25Live Security Administration Guide available HERE.

Turn on Object Security!

Before you perform this procedure, be sure object security is turned on. On the Security tab in the 25Live Administration Utility, select “Object Security Status” in the left-hand column, and set the value to “Enable Object Security.”

Effect of Default Object Security

If your default object security for locations, resources, and/or organizations is set to “Not Visible” for the Viewer Seat security group, when new objects of these types are created they will not be viewable by Viewers in 25Live until you change the group’s default object security setting to, at minimum, “View Only.” For information on setting default object security, see the 25Live Security Administration Guide available HERE.

  1. Sign into the 25Live Administration Utility as an administrator.
  2. Click the Locations, Resources, or Organizations tab (location page examples are used in these instructions), then click the Manage task tab.
  3. Click EDIT to open the Edit <object> page.
  4. Find the location(s), resource(s), or organization(s) you want to hide from Viewers by first selecting from the “Find Locations by...” list of options.

    25Live Admin Edit Location screen
  5. Highlight the location(s), resource(s), or organization(s) to edit.

    To highlight multiple locations, resources, or organizations, hold down the Ctrl key and click each location, resource, or organization; or you can use Shift-click to highlight a range of contiguous locations, resources, or organizations after selecting the first.

    Effects of Changing Multiple Objects

    If you highlight multiple locations, resources, or organizations, be aware that all and only the object security access changes you make will take effect for all the locations, resources. or organizations you’ve selected.

  6. Click Edit.

    25Live Edit Location screen
  7. If you highlighted one location, resource, or organization, scroll down and click the Object Security “EDIT” link, then find your Viewer Seat security group in the top list, and set its access to the selected object to “Not Visible,” as shown here:

    25Live Admin location security settings
  8. If you highlighted multiple locations, resources. or organizations, check the Object Security box (you must scroll down to see it), find the Viewer Seat security group in the top list and check the box to the left of its name, then set access to “Not Visible."

  9. Click Save Changes.

To "Hide" Specific Events From 25Live Viewers

  1. Sign into the 25Live Administration Utility as an administrator.
  2. Click the Events tab, then click the Manage Events task tab.
  3. Find the event(s) you want to prevent Viewers from seeing by first selecting from the “Find Events by...” list of options.
  4. Check the events you want to hide and click Edit Security.
  5. Find and check the Viewer Seat security group in the list, and set its access to the selected event(s) to “Not Visible.”

    Effects of Changing Multiple Events

    If you select multiple events, be aware that all and only the object security access changes you make will take effect for all the events you’ve selected.

  6. Click Save Changes.