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Administrator Manual

Administrator Manual

MediaBeacon Administrator Manual

(DRAFT 1 - 2018-06-28)

MediaBeacon Admin Interface Introduction

When a global admin logs into MediaBeacon, they will arrive on a homepage that is similar to what a user will see when they login. The [cart], [group name], [username], [help icon], and [logout icon] will be displayed on the top right. There are action items across the top left to [Navigate], [Create], [Select], or [Manage]. To get the admin interface, click on Manage and select [System] from the resulting dropdown menu.

The other section that is used by the global admin and other users with specific permissions is the [System Status] section, which can also be accessed from the Manage dropdown menu.




Global Admin Login > Manage > System



The System area, or the admin interface, is the area of MediaBeacon that only Global Admins have access to. On the top right of the page, the username of the Global Admin is displayed. Click on the question mark icon in the upper right corner to reveal a dropdown menu of helpful links, including [MediaBeacon University], [Documentation], [Release Notes], [Knowledge Base], [Videos], [Submit an Idea], [Manage Customer Care Tickets], and [Keyboard Shortcuts].

Clicking on the left-facing arrow in the upper left hand corner of the page will bring the admin back to the MediaBeacon homepage. The top menu items allow the Global Admin to perform actions by selecting from the dropdown menu of the [Navigate], [Create], [Selection], or [Manage] buttons.

Admins can search by typing a search string into the search bar, and/or by selecting from the search filter options underneath the search bar. Click on the arrow to the left of the filter option to spin down the filter values.

The area to the right of the search filter section is where the results are displayed after performing the search and/or filtering. The total number of results will be displayed on the right side of the page above the search results.

Clicking on the arrow to the right of Username, User Type, Group Membership, First Name, Last Name, or Email will open a menu of items for options on how to display the assets in the search result. Options include [Sort Ascending], [Sort Descending], [Size to Fit], [Text Wraps], and [Alignment]. The [Filter Terms] will also be available in the dropdown.

To search for assets within the current selection based on filter terms, click on the checkbox(es) of Filter Term(s) and click Search to return the results.




Use the Navigate dropdown to navigate to a specific workspace by selecting it from the dropdown menu. The workspace options are Users, Groups, Fields, Metaforms, and Loading Dock Types. The workspace that is highlighted when you click on Navigate is the current workspace that you are in. Selecting a different option than the highlighted one will open the workspace of the option selected.




The create dropdown will vary depending on what workspace you are in. If you are in the Users workspace, you will have the option to go to User or Invitation. The User option will open a form to create a new user. Fill out the form and click the [Create] button on the bottom right of the form to create the new user. The [Invitation] option will allow the admin to create invitations for users by sending an Activation Code.




Choose Select All from the Selection dropdown to select all of the assets that are to the right of the folder hierarchy at the time of performing the select all action.



After performing the select all action, admins can choose from the new dropdown menu to Duplicate, Delete, or Bulk Edit the selection.




From the Manage button, Admins who are in the Users workspace can select Invitations or System Status.



Selecting Invitations will open the Invitation User Summary, which provides the Invitation Name, Activation Code, Invited Users (who have used the activation code), and Remaining Users (who have not used the activation code). Admins can delete an invitation by clicking on the X on the right side of the row of the invitation that they would like to delete.



Selecting System Status from the Manage option will bring the admin to the [System Status] page.

System Status




Use this section to run tests that return the health results of your [Database], [Disk I/O], [Remote Systems], [XMP], and [Antivirus Software Detection].




Use this section to monitor workflows by viewing Workflow Name, Start Time, Running Time, Date Completed User, Trigger Type, and Worker for each workflow.



File Action Queue

Use this section to view files that are awaiting actions. File Action, File Name, Username, Current Status, Date Added, Date Completed, Priority, and Change Priority can be viewed in this section. It is possible to sort by ascending or descending on File Action, Current Status, Date Added, Date Completed, and Priority. To sort, click on the title of the desired sorting criteria and click on the arrow to the left of the title to choose your sort.
Click on the arrow on the left side of File Action to Select all, Clear Section Section, Increase Priority, Decrease Priority, or Stop Selected Actions.


Preview Queue

Use this section to view files that are awaiting previews. There is an option to search by File Name or Record ID, and a checkbox that will show only Video Assets if selected. File Name, Process Status, Record ID, Priority, and Change Priority can be viewed in this section.

Admins can sort by ascending or descending on File Name, Process Status, Record ID, and Priority. To sort, click on the title of the desired sorting criteria and click on the arrow to the left of the title to choose the sorting criteria.


API Keys

Use this section to view and/or delete current API Keys. User Name, Name, Expiration Date, and API Key can be viewed in this section. To delete an API key, hover the cursor over the Key that you would like to delete and click the X that appears on the far right side of the row.


External Links

The external links section is used to view the status of links that have been shared for individuals to download assets by clicking a link without the need to login. User Name, Shared With, Expiration Date, resolve, and Downloads Available can be viewed in this section. To delete an external link, hover the cursor over the external link that you would like to delete and click the "x" that appears on the far right side of the row.


Asset Feeds

The asset feeds section is used to view the status of all current feeds. 



The Statistics section provides statistics for Assets, Users, and System. The assets statistics include: asset count, average asset size, total asset size, and a graph of file type rankings.



The users statistics include: average groups/user, active users, total ACLs, total users, and average ACLs/group.

The System statistics include average number of assets found, number of search misses, a graph with type of actions, and a graph with hot search terms.

Active users - not users logged in, users that have active accounts (that are not disabled)



There are buttons to view the different types of logs, including Preview System Log, Remote Log, Global Log, Request Log, Web Server Log, Workflow Log, and Research Log.



Click on the desired log button to see the logs. Admins can search based on a dropdown of the type of logs and filter based on a search term. The types of logs are: All, Finest, Finer, Fine, Config, Info, Warning, Severe.

Admins can Load All or Download Logs by using the corresponding button on the top right. The Download Logs option will download the logs into a zip file.

Admins can click on the arrow to the left of the log to spin down and show faults, where applicable.

Download Configuration

The Download Configuration option downloads the configuration in a zipped file. The configuration will include all the logs.

MediaBeacon Administrator Interface


Create New User

Global Admin Login > Manage > System > Navigate > Users > Create > User



Fill out the form to create a new user.



Username: The username that the user will use to login.

Password: The given password that the user will use to login.

Active? Checkbox: Select this box of if the user is going to have an active account.

Change password on next login? Checkbox: Select this box to force the user to change the password when they login.

Note: Both of the Active and Change password checkboxes can be checked at the same time, or one or the other.

User Type: Choose the user type based on access and permissions for the different types of users.

Primary Group: This is the primary group that the user will belong to.

Group Membership: This should include the full list of groups the user will belong to. It should include the primary group and any additional groups, if applicable.

The rest of the information on the form is optional.

To complete the process, click on the Create button in the lower right corner of the form and the new user will be created.

Invite a New User

Global Admin Login > Manage > System > Navigate > Users > Create > Invitation



The activation code is what the user will input to get access to MediaBeacon. Insert the number of users you would like to invite in the Number of Users box and select the default group that they should be added to.



Click on the Create Invites button in the lower right corner of the form to create the invites and generate a link. Send the link and activation code to the individuals to invite them as new users.


Create a New Group

Global Admin Login > Manage > System > Navigate > Groups > Create > Group





Name: The name of the group that the admin would like to create.

Hidden? Checkbox: Admins should check this box to keep the group hidden, or leave it blank to keep the group available to view.

LDAP DN: LDAP Domain Name

Description: Admins can choose to create a description of the group they are creating.

Login Message: Admins can create a message they would like users in the group to see when they login.

Users: Admins can add the users to the group in this section.

Loading Dock Type: Admins can specify the type of loading dock.

Loading Dock Quota: Admins can set a loading dock quota.


Default Language: Admins can set the default language.

Edit Level: The edit level for specific fields, with 0 being the lowest level and 9 being the highest level.

View Level: The view level for specific fields, with 0 being the lowest level and 9 being the highest level.

Priority: 1-20, A ranking system to determine which group users get logged into first.

Default ACL: if you have more than 1 ACL in a group, this will be the one a user is logged into by default. As a note, if a group has no default ACL configured, the Priority will be reduced by 20 ranks.

[ACLs]: Click on the Add button to add additional ACLs.



Name: Name of the ACL that the admin would like to add.

Default ACL checkbox: Designates this ACL as its group's default ACL.

Description: A note area to describe the ACL, only shows up in the ACL component.

Root Path: This designates the ACL's base access to the directory structure of the Shared Files Directory. The directory chosen here will be listed as "Index" in the ACL's Directory Browser, allowing access to all subdirectories therein.

Hide Checkbox: This option allows an ACL to be hidden from the ACL menu. It's most often used in for groups imported from an IdP, that are mandatory for all users managed by that IdP, but unused by MediaBeacon.

Icon: The icon shown in the ACL menu for this ACL.

Workspaces: Workspaces that are attached to this ACL should be listed here.

Search Filter: A saved search can be applied to an ACL, limiting the set of assets they have access to. A saved search will need to be predefined in order to be used in an ACL.

Upload Metaform: Allows a predefined metaform to be used as the default upload metaform for this ACL. Note: Component and workspace setting override this setting.

Javascript on Download: Client-side Javascript may be executed by default on any download for this ACL. Note: Component and workspace setting override this setting.

Permission Restrictions: This field allows specific functionalities to be suppressed for users of this ACL. If a named permission is listed, it is disabled in the ACL.

The "Add All" button adds all functionalities to the list. Individual permissions restriction tags may be removed (enabling the function), by clicking the "x" button on each.

See the Permission Restriction section for a detailed list of the exact function each tag suppresses.

Visible Metaforms: This field defines metaform tabs that users of the ACL are able to see. Any metaform not on this list is not listed in the Bulk Edit or Asset View interfaces. As a benefit, any metaform that is created is not automatically added to all ACLs in the system, metaforms are always opt-in within the ACL configuration.

Permission Restriction Tags

Global Admin Login > Manage > System > Navigate > Groups > Create > Group > Add ACL



  • Add Annotations: Allows the user to add or delete items in the Discussions metaform tab, visible in the Asset View. Note: This is Overridden by View Annotations.
  • Add Placeholders: Allows the user to create new placeholder assets on the MediaBeacon server. Note: This is overridden by File Action.
  • Administer Bundles: Allows users to create and edit bundles.
  • Administer Dictionaries: Allows user to edit all dictionaries.
  • Administer Enterprise File Sync & Share: Allows users to make administrative changes to enterprise file sync & share. 
  • Allow Quick Download: Allows users to perform Quick Downloads, which bypass the Loading Dock and download the original asset directly. Note: This is overridden by Download Hi-Res.
  • Archive / Restore: Allows use of the Archive / Restore widget.
  • Change Password: Allows users that have Local accounts to change their passwords, address, and email settings.
  • Check Out: Allows users to use the checkout functionality via the Contextual Menu.
  • Check Out Admin: Allows Global Administrators the ability to use "Check In" and "Cancel Check Out" and to download any checked out asset
  • Configure Widgets: Allows users to adjust widget properties.
  • Contact Sheet: Allows users to create contact sheets.
  • Content Pools Filter: 
  • Custom Download: Allows the user to see the “Custom” tab in the Conversions dialog. Note: This is overridden by Hi-Res.
  • Delete Access: Allows the user to permanently delete assets from MediaBeacon. Note: This is overriden by File Action.
  • Delete Discussion Items (Legacy): Allows the user to delete items that are in the discussions tab.
  • Desktop Drag and Drop: Allows users to drag-and-drop assets to the desktop from the browser. 
  • Displays global keywords: Enables display of the “Frequently Used Keywords” spin down panel in the Keyword Search Widget and in the Advanced Search Dialog’s Keyword Search tab.
  • Distribute Selection: 
  • Download FPO: Allows the user to download the low-res (FPO) version of an asset. Supported file types are JPEG, TIFF, PDF, and EPS.
  • Download Hi-Res: Allows the user to download the hi-res (original) files. Note: This overrides Allow Quick Download and Custom Download.
  • Drag Path: 
  • Edit Metadata: Allows the user to edit metadata. Note: This overrides the ACL's Group's "Edit" Setting.
  • Enable Contextual Menus: Contextual menus appear when a user right clicks. Enabling them allows the user to select from various options within the menu. 
    • "No" overrides: The user will have no access to the following Contextual Menu Commands. Commands that may be accessed elsewhere in the interface are marked with an asterisk (*).
      • Check Out
      • Copy Link to Asset
      • Crop
      • Download*
      • Drag and Drop
      • E-mail*
      • Find Like Assets*
      • History*
      • New Version
      • Open in New Window
      • Pinpoint Text*
      • QuickDownload*
      • Replace
      • Selection*
      • View Original*
      • Views
  • File Action: Allows the user to Move, Copy or Delete assets. Note: This overrides Add Placeholder (Data Assets), Delete Access, Rename Access.
  • File Upload: Allows the user to upload assets through a web browser. 
  • Folder Action: Allows the user to access the following commands in the Directory Browser and Places Tree Directory Place Contextual Menus.
    • "Yes" Setting Allows:
      • New
      • Rename
      • Delete
      • Move/Copy
      • Duplicate Folder
      • Import
    • "No" Overrides:
      • RSS Feed Create
      • Attach RSS Feed
  • FTP Delivery: Allows users to send assets via FTP from the Loading Dock Status widget.
  • Generate External Links: Allows the user to generate external links to share assets.
  • Import Assets: Allows users to import assets or folders and regenerate web previews.
  • Link Assets: Allows users to link assets, either individually or a whole selection of assets.
  • Manage Workspaces: Allows users to manage the layout and components of their workspaces.
  • Maximize/Minimize Components: This option allows users to maximize or minimize individual components.
  • Rename Assets: Allows the user to rename assets on the MediaBeacon server.
  • Replace Assets: Allows the use of the Replace functionality.
  • RSS: This privilege allows the Global Administrators to have access to the following RSS functionalities:
    • Manage > "Feeds"
    • Directory Browser "Create RSS Feed" and "Attach RSS Feed"
  • Send E-mail: Allows users to use MediaBeacon functions that involve sending e-mail.
  • Simple Download: Allows users to use the simple download function.
  • Trigger Workflow: Allows users to trigger workflows. Visual Workflows (VWFE) and Advanced Workflows require this privilege to be enabled to operate in a given ACL.
  • Upload Anywhere: Allows the user to upload to any location within the current ACL's Root Folder. If set to "No", the user will only be allowed to upload to the Standard Directory (<rootpath>/upload/<username>/<timestamp>/).
  • Version: 
  • Video Original: Allows access to the original video (as opposed to renditions with lower frame rates, more compact formats, etc.)
  • View Annotations: Allows the user to view items in Discussions.
    • Overrides Add Annotations
    • Global Administrator users may always use this function, regardless of setting.
  • View Global Asset Log: Allows users to view the History for individual assets.




Admins can search fields by using the Quick Search bar and the Search Filters on the left side of the page. Click on a field to open the Edit Field dialog.



Edit Field Dialog

  • Schema (aka "namespace name", "namespace URI"): This defines a field's Namespace URI (Uniform Resource Identifier), which is the identifier that all fields in a schema share.
    • There is a strict naming convention:
      • Example:
      • Protocol: "http://ns." - identifies the URI as such, "ns" meaning "namespace".
      • Organization Name and top level domain: ""
      • Descriptors: "/en/packaging/descriptive" - This can be any list of descriptive identifiers that characterise the use of the schema as a whole, in this example "/en" identifies that the data is in english, "/packaging" identifies the fields are packaging related, and "/administrative"
      • Version "/1.0": a number that identifies the version of the schema, "1.0" is standard.
      • Ending slash: "/" this is mandatory on all schema names
      • Allowed characters: a-z, A-Z, 0-9 (as long as a number is not the first character in a string), hyphen "-", and underscore "_". Spaces are not allowed.
      • Internal Name (aka "local name"): This is the canonical name of the field, which is the data structure written into XMP.
        • Allowed characters: a-z, A-Z, 0-9 (as long as a number is not the first character in a string), hyphen "-", and underscore "_". Spaces are not allowed.
        • Display Name: Display name is the default string used to identify a field in the interface. It can contain any UTF-8 character.
        • Type (aka Type Validator): This defines a the type of data allowed in a field. See the [Field Types] section for more information on the settings available.
        • UI Element: This setting defines a field's presentation in the interface. See the [Field Types] section for more information on the settings available.
        • Required Edit Level: This setting controls a field's editability compared to a user's group's Edit setting. The group setting must be equal to or higher than a field's setting for a user of that group to edit it. Ranges from 0-9.
        • Required View Level: This setting controls a field's visibility compared to a user's group View setting. The group setting must be equal to or higher than a field's setting for a user of that group to view it. Ranges from 0-9.
        • Index SQL: This checkbox indexes the field as an SQL table. It's not needed as much as it used to be, the only benefit now being allowing the field to be used as a Highlight or as a Import/Export Key field. By default, MediaBeacon allows up to 29 'String,' 10 'Date,' and 10 'Integer'-type fields.
        • Index in Research: Allows the fields to be searchable in MediaBeacon. The setting here may be 100kb 0r 1024kb of metadata per file that is indexed.
        • Synchronization Strategy. Affects how a field's data is written to the SqL database and into Asset XMP.
        • Display Order: [Content TBD]
        • Locale Sorting: Changes rules for the alphanumeric sorting of a field's data in the Web UI, according to the sorting rules for the specified language.
        • Default Value: A value entered here will automatically be pre filled to the the field whenever it is blank in a metaform.
        • Substring Searching Allowed: This checkbox allows substrings within whole strings (strings in data that are separated by spaces) to be searched. For example, this would allow Quick Search to find the value "aubergine" if the user enters "berg".


This workspace lists metaforms defined in the system. In MediaBeacon 2018, there are no autogenerated metaforms for admin-created fields. These will need to be collected in a metaform before they can be used in configuration, notably Bulk Edit, Asset View, and Upload Metaforms.



Loading Dock Types


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