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Setting Up New Users in the ContentDepot^®

A Quick Start Guide for PRSS® ContentDepot® Administrators

The PRSS^® ContentDepot^® is public radio's national program distribution system. The ContentDepot uses a combination of Internet and satellite technologies to offer services that automate the delivery of content to public radio stations. The ContentDepot service includes a vast, searchable digital catalog of all public radio content delivered through the system, a public radio messaging system for sending important program notifications, and ContentDepot-provided satellite receivers at interconnected stations that enable them to automate the receipt of the programming.

About This Guide

It is easy to use the PRSS ContentDepot to set up other users for your organization. Follow the simple steps in this guide to use the ContentDepot portal to give others access to ContentDepot features.

Separate guides are also available for program distributors, station operations, and Content Exchanges. Please refer to http://www.prss.org/ for additional materials.

Who Should Read This

This guide is written for ContentDepot administrators who will manage other users for their organizations and have access to all ContentDepot portal features. You are the local ContentDepot administrator for your organization.

Getting Help

This guide gives you a general overview of the process for using the ContentDepot to set up user accounts. Detailed information for the ContentDepot portal is available via the "Help" link in the upper right of the portal pages.

If you still have questions after reading this guide and referring to the online help, please contact the PRSS Help Desk.

Website: http://www.prss.org/
Email: prsshelp@npr.org
Telephone: 800.971.7677

Creating ContentDepot Users

The ContentDepot gives you the ability to manage individual access to the portal based on your unique operational needs and workflows. As a ContentDepot administrator, you have responsibility for maintaining the ContentDepot records for your organization's contacts. Contacts are individual people who work for your organization that need to interact with the ContentDepot portal. You can create two types of contacts:

When your administrator account is created, two emails are sent to your email address. One email contains your username; the other is a randomly generated password. When you log into the system for the first time, the ContentDepot will guide you through the steps required to change the assigned password to one of your choosing. The new password must be at least eight characters long.

tip: You and any contact that you create must have a unique email address. If someone at your organization does not have a unique address or a personal email account that can be used, there are many sources for free email accounts, including Yahoo, Hotmail, and Google (gmail).

The ContentDepot can be accessed by going to www.prss.org and following the link to the ContentDepot login.

To create a new contact, log into the ContentDepot and follow these instructions. The ContentDepot will walk you through the necessary steps.

1. Under the "Profile" section in the left navigation, click on the link for "Customer Information."

2. When your customer profile appears, select the "Contact Management" tab.

   tip: If you do not have links to the ContentDepot areas described above, your account does not have administrator permissions. Please contact your Public Radio Services Representative if you were designated as an administrator by your organization.

3. Click the "Add a new contact" link.
4. Fill in the contact information, and, if necessary, update the address information. Be sure to complete all of the required fields, which are marked with an asterisk.
5. When you have finished, click the "Continue" button.

6. On the "Contact Permissions" page, check the checkbox for the role this person should have.

   tip: Be careful when assigning roles (e.g., producer or station administrator) which allow a person to manage customer profile and contact information. It is probably best to limit these privileges to one or two people at any organization.

7. When you finish assigning roles, click the "Next" button.
8. If there are optional privileges associated with the roles you selected, you will see a list of them. Select the privileges you would like to assign to this contact and click the "Next" button. The following sections will give you more detail on these optional permissions.
9. If your organization creates programs that are in the ContentDepot, you may see a list of them. Select the programs this contact will have access to and click the "Next" button. The section on "Program Permissions — Producers" will give you more information on these options.
10. Your selections will be displayed for confirmation. To save the selections you made, click the "Create Contact Profile" button. To go back and make changes before saving, click the "Previous" button.

Important: The contact profile is not saved until you click the "Create Contact Profile" button.

tip: If your organization is both a station and a program producer, you will have options to create both types of contact accounts. When you and your contacts access the ContentDepot, your home page will display both the information about the programs to which you have subscribed (station view) and the producer view of the programs your organization produces.

Optional Permissions - Stations

Once you determine a contact's station role ("station user," in most cases), you can give the person access to specific ContentDepot functions via the "Optional Permissions" screen. This screen will automatically appear as part of the user setup process. Optional permissions include:

• Add Users (and associate with Customer)
  Gives a contact the ability to create other contact accounts for your organization.
• Download Content if subscribed (all programs)
  Enables a contact to download files for programs to which your station is subscribed.
• Edit Customer Profile
  Allows a contact to edit your organization's address and profile information.
• Edit User Profile
  Gives a contact the ability to modify other user profiles for your organization.
• Send Mail
  Enables the contact to send messages via the ContentDepot messaging system.
• Subscribe to Content (all programs)
  Gives the contact permission to subscribe to programs on behalf of your station. Thereafter, programs will automatically be delivered to your station, and this subscription information will be reported to the program distributor.
• View Customer Profile
  Enables a contact to view the customer profile information for your organization.
• View Customer Reports
  Enables a contact to view reports for your organization, including user account reports that identify other users and their permissions.
• View Station Reports
  Enables a contact to generate reports for your station, including station schedule, station usage, and station subscription reports. For more information on reports, refer to the station guide.

Optional Permissions - Producers

Once you determine a contact's producer role ("producer user," in most cases), you can give the person access to specific ContentDepot functions via the "Optional Permissions" screen. This screen will automatically appear as part of the contact setup process.

Important: Assign optional permissions if you want to give your producers the ability to perform these functions for all programs that your organization distributes. If you wish to assign permissions only for a specific program, do not add those permissions at this level. A separate screen will enable you to assign permissions by program.

Optional permissions include:

• Add Users (and associate with Customer)
  Gives a contact the ability to create other user accounts for your organization.
• Create Program
  Enables a contact to create new program pages for your organization.
• Download Content not Subscribed
  Enables a contact to download content for your organization's programs for quality-control or other purposes.
• Edit Customer Profile
  Allows a contact to edit your organization's address and profile information.
• Edit Program
  Enables a contact to edit existing program pages for your organization.
• Edit Subscription List
  Allows a contact to create and edit an authorized subscriber list for your programs or episodes.
• Edit User Profile
  Gives a contact the ability to modify other user profiles for your organization.
• Send Alert Program Mail
  Enables a contact to send alert messages via the ContentDepot messaging system.
• Send Mail
  Enables a contact to send general messages via the ContentDepot messaging system.
• Send Program Mail
  Enables a contact to send messages on behalf of a program via the ContentDepot message system.
• Upload Content
  Gives a contact general permissions to upload content on behalf of your programs. (Refer to program-specific permissions for upload privileges to specific programs.)
• View Customer Profile
  Enables a contact to view the customer profile information for your organization.
• View Customer Reports
  Enables a contact to view reports for your organization, including user account reports that identify other users and their permissions.
• View Program Reports
  Enables a contact to generate reports for your station, including distributor usage, distributor storage usage, and distributor content expiration reports. For more information on reports, refer to the program distributor's guide.
• View Subscription List
  Enables a contact to view authorized subscriber lists for your programs.

Program Permissions - Producers

The last step in creating a producer user is assigning specific program-level permissions. Use this feature if you want to restrict the functions an individual can access for a specific program or programs. To access the program-level permissions, click the "+" button next to the program name.

Important: If you have assigned program-related optional permissions on the previous "Optional Permissions" page, it will override this program-specific access. Make sure you have not assigned optional permissions if you want to establish access on a program-by-program basis.

Program permissions include:

• Download Content not Subscribed Enables a contact to download content for this program for quality-control or other purposes.
• Edit Program Enables a contact to edit the existing program information page.
• Edit Subscription List Allows a contact to create and edit an authorized subscriber list for this program or its episodes.
• Send Alert Program Mail Enables the contact to send alert messages for this program via the ContentDepot messaging system.
• Send Program Mail Enables a contact to send messages on behalf of this program via the ContentDepot message system.
• Upload Content Gives a contact the ability to upload content on behalf of this program.
• View Subscription List Enables a contact to view the authorized subscriber list for this program.

Updating Contact Information

It is easy for you to update a contact profile at any time as things change at your organization. To update a contact profile, log into the ContentDepot and follow these steps:

1. Under "Profile" in the left navigation, click on the link for "Customer Information."
2. When your customer profile appears, select the "Contact Management" tab.
3. Click on the link that displays the name of the contact you want.
4. Use the "Update" buttons to edit the sections of the profile you want to change. Please note that there are separate buttons to update basic contact information, address information, roles, and permissions.
5. When you are finished updating an individual section, click the "Save Updates" button to return to the contact's "Profile" page.

To inactivate a contact account for someone that has left your organization:

1. Navigate to the "Contact Management" tab.
2. Look for the appropriate individual in the "Modify Existing Contacts" list.
3. Click the link to "Remove Access." This will automatically render the account inactive.

Reactivating Contact Accounts

The ContentDepot will inactivate a user account if an individual attempts to enter an incorrect username and/or password three times in a row. If this occurs, you can reset the user's account by navigating to the Contact Management page, locating the individual on the list of contacts, and reactivating their account by clicking the link to "Grant Access." You also have access to the individual's profile page where you can reset the contact's password, as necessary.

Congratulations! You are ready to use the PRSS ContentDepot to manage new contacts for your organization. For more detailed information on creating, updating, reactivating, and inactivating contacts, please refer to the online help system.

If you still have questions after reading this guide and referring to the online help, please contact the PRSS Help Desk.

Website: http://www.prss.org/
Email: prsshelp@npr.org
Telephone: 800.971.7677