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Content Pools in 2018.1

An implementation of the content pools function, which has been in previous versions of MediaBeacon, is reworked in version 2018.1. "Content pools" are extra parameters in user accounts that generate dynamic search criteria called search substitutions.

Search Substitutions Overview

Outside the content pools function, search substitutions are used to substitute values from the current user's Account Fields when used in an advanced search.

For example, if a user whose username is "patr257" is logged in, they can perform an advanced search for the value "$username". The search will return results as if the string "patr257" was entered. Another user entering the same search will return results for their specific username. Most search substitutions are derived from the Account Fields of the current user performing the search.. See the Search Substitutions article for more special "$" keywords that can be used in this way.

contentpool-advancedsearch-searchsub.png 

[image: contentpool-advancedsearch-searchsub]

Content Pool Search Substitutions

The content pools function expands this concept to allow administrators to implement arbitrary Account Fields, and assign values to them

For example, a content pool named "License" would be used as a search substitution using this construction: "$user:pool:License". The value in the current user's "License" pool will be substituted.

As such, content pools are a very flexible way to search and filter for per-user results.

Configuring Content Pools

To correctly implement content pools, the following areas need to be configured:

Content Pool Data Block

Located in the Admin Core, each user account has a "Content Pools" section at the bottom of the configuration panel.

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[image: contentpool-section-empty]

Click "Add" to create a content pool.

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[image: contentpool-newblock]

Each content pool block has a Name and Value, and both must be filled out to be valid.

  • Name: Defines the name of the content pool. Content pools with the same names across multiple users are considered the same content pool.
  • Value: Defines the value that identifies this user with respect to this content pool. This value can be unique per user, but does not need to be.

Multiple content pools may be added by clicking "Add" to include additional blocks.

Users with defined data blocks are able to use the $user:pool: construction in advanced search, but that user will only be able to see the content pools to which they are assigned.

Content pools do not have a "management panel" that display all content pools in the system. This is by design, allowing the maximum of exclusivity if required.

Tagging Assets for Inclusion in Content Pools

Content pools are not metadata fields themselves, instead they are used to find a per-user value in any given field. Using the examples above, we can include an asset in a user's content pool by adding that user's content pool value, not the content pool name, to an asset.

Searches Using Content Pools

Content pool searching is limited to the Advanced Search, as content pools are inherently search substitutions. The following can be added to the search term field in an advanced search.

$user:pool:<poolname>

If the user entering this string is part of a content pool it would automatically show as a typeahead value when entering $, but this is not required as long as the <poolname>  is the exact name of the pool.

When such a search is saved, it is a powerful filter that can be applied to:

  • An ACL's Search Filter field
  • A View component's Default Search Filter
  • A View component's Mandatory Search Filter
  • A Places Browser component's Saved Search place

Managing Content Pools

  • There is no "master list" of content pools, they are by nature per-user. For this reason, it is advisable to maintain a list of current content pools so that search filters can be created.
  • Another approach is to have a global administrator account that contains an entry for all content pools in other accounts. This allows a Global Admin to see all available content pools as a pretype value in the Advanced Search Dialog. A content pool search may still be entered manually, even if it does not appear in pretype.
    • The Admin user, in this case, would not need to have a content pool for each "Name"/"Value" pair a user may have, only an entry for each different "Name". A "Value" for each could contain a non-represented value like "Admin".

Bulk Editing Content Pools

Bulk Edit can be used to edit the content pools of multiple users, but care must be taken due to the nature of how Data Blocks interact with Bulk Edit. Bulk edit cannot alter the parameters of a data block, but can manipulate entire data blocks.

Adding Content Pools with Bulk Edit

Note: this method will not add unique (per-user) content pools, all pools added will be identical.

  1. In Admin Core, select user account assets.
  2. Choose Selection > "Bulk Edit" from Menubar.
  3. IMPORTANT: Ensure all other fields are set to the "No Action" modifier, as fields that share configuration may be erroneously selected.
  4. In the Edit User Dialog, click "Add" under Content Pools.
  5. Enter "Name" and "Value".
  6. Ensure field action is set to "Add" (circled plus icon).
  7. Click "Update User".

Removing Specific Content Pools with Bulk Edit

Note: This method can only remove identical content pools that are an exact match to both Name and Value.

  1. In Admin Core, select user account assets.
  2. Choose Selection > "Bulk Edit" from Menubar.
  3. IMPORTANT: Ensure all other fields are set to the "No Action" modifier, as fields that share configuration may be erroneously selected.
  4. In the Edit User Dialog, click "Add" under Content Pools. This is to define the content pool to remove.
  5. Enter "Name" and "Value".
  6. Ensure field action is set to "Delete" (minus icon).
  7. Click "Update User".

Replacing Content Pools with Bulk Edit

Note: This method can only remove identical content pools that are an exact match to both Name and Value.

  1. In Admin Core, select user account assets.
  2. Choose Selection > "Bulk Edit" from Menu bar.
  3. IMPORTANT: Ensure all other fields are set to the "No Action" modifier, as fields that share configuration may be erroneously selected.
  4. In the Edit User Dialog, click "Add" under Content Pools. This is to define the new content pool.
  5. Enter "Name" and "Value".
  6. Ensure field action is set to "Replace" (arrows icon).
  7. Click "Update User".

Removing all Content Pools with Bulk Edit

  1. In Admin Core, select user account assets.
  2. Choose Selection > "Bulk Edit" from Menu bar.
  3. IMPORTANT: Ensure all other fields are set to the "No Action" modifier, as fields that share configuration may be erroneously selected.
  4. Ensure field action is set to "Clear Fields" ("x" icon).
  5. Click "Update User".

Controlling Asset Access with Content Pools

Content pools can control asset visibility and the ability to download on a per-user basis when a saved search uses a content pool as a search criteria ($user:pool:)

  • ACL Search Filter: A content pool search used here would restrict visibility of assets to only those that matched the user's content pool(s).
  • ACL Conditional Download: A content pool search used here would restrict a user's ability to download to only those assets that matched the user's content pool(s).

In the above scenario, a single content pool could restrict both visibility and download. These restrictions do not need to be coupled, as multiple content pools can be used. One possibility is to have a content pool define visibility restrictions and another define download restrictions.

Content Pool Permission Restrictions

The "Content Pools Filter" permission restriction is deprecated and has no bearing on this functionality.

Using Content Pools Use Models

Each combination of "Name" and "Value" can be seen as a separate content pool. There will be instances where unique values are or are not the best approach.

Assignments Model

  • Content pools used to "assign" assets to users. In this case, there may be less diversity in content pool names.
    • Example:
      • Content Pool Name: "Assigned".
      • Content Pool Values: A unique string for each user.
      • ACL filtering would prevent users from viewing assets to which they were not assigned.

Collections Model

  • Content Pools used to assign users to curated collections of assets that they may or may not have permission to download. For example, headshots of specific television show characters to be used for merchandising. This might also be referred to as a "license".
  • Content Pools Names:
    • Two content pools would be defined:"View Only" and "View and Download".
  • Content Pool Values:
    • Each collection or license would be given a unique code (e.g. "SK254") to identify it.
  • Tagging:
    • Assets will be tagged with just the unique codes. This method keeps tagging of assets to a minimum of terms.
  • User Account Content Pools
    • Users can have multiple content pool entries that have similar "Name" entries, but different "Value" entries. For Example, a single user could have all the following pools:
    • Content Pool 1
      • Name: "View Only"
      • Value: "SK2545"
    • Content Pool 2
      • Name: "View Only"
      • Value: "SK225"
    • Content Pool 3
      • Name: "View and Download"
      • Value: "BV225"
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