Best Practices for Organizing Teams and Reviewers in MediaSilo
When you’re managing video review workflows across multiple projects, the way you structure access to your content matters just as much as the content itself.
Too often, creative teams wrestle with outdated permission systems that force them to duplicate users, manually reassign roles, or rely on blanket access levels that don’t reflect the nuances of their team. That’s why in MediaSilo, flexible user management isn’t just a feature, it’s foundational.
Here’s how to organize your workspace and projects for clarity, security, and efficiency.
Step 1: Understand the Difference Between User Types and Roles
MediaSilo uses a two-tier system for managing people:
- User Type controls what a person can do at the workspace level
- User Role defines their permissions within a specific project
There are three user types in MediaSilo:
- Administrator: Full workspace access: user creation, security settings, billing, etc.
- Manager: Can create/manage their own projects and invite users to the projects they manage (but not edit workspace settings or create new custom roles).
- User: Can only access projects they’ve been assigned to and can only take actions defined by their project role.
Best Practice: Assign workspace-level roles conservatively. Most collaborators only need project-level access.
Step 2: Use Project Roles to Tailor Access
Once a user is added to a project, you can choose from predefined roles or create custom roles with granular permissions. This lets you match access to the actual work someone needs to do.
Built-in project roles include:
- Uploader: Can upload and view folders, nothing else
- Asset Manager: Can manage, upload, edit, delete, and internally share content
- Internal Collaborator: Can view and share content internally, but not edit or delete
- Public Collaborator: Can share externally and manage content, but cannot delete
Custom roles let you go even further, allowing you to cherry-pick the permissions that user can have based on:
- Asset permissions: View, Upload, Edit, Delete, Download, Comment
- Sharing permissions: Internal, External
Best Practice: For external vendors or freelancers, start with a limited built-in role like Uploader, then build a custom role if they need more access over time.
Step 3: Assign One User, Multiple Roles – Without Duplicates
One of MediaSilo’s most powerful and unique features is that a single user can be assigned different roles across multiple projects, without being re-invited or duplicated.
That means:
- A PR rep can be a Public Collaborator on your finished marketing campaign project
- The same person can be a view-only User on an in-progress sizzle reel
- Your video editor can be an Asset Manager on one series and a Uploader on another, depending on their level of involvement
Best Practice: Take advantage of this flexibility to avoid over-permissioning. No need to clone or re-invite the same user across projects – just assign the right role per project.
Step 4: Group Your Projects by Function or Campaign
Whether you’re managing episodic content, branded campaigns, or FYC rollouts, it helps to mirror your real-world workflow inside MediaSilo. Organize projects based on:
- Client
- Production phase
- Distribution window (e.g. “Internal Cuts,” “For Review,” “Press Screeners”)
Then assign reviewers only to the projects relevant to them.
Best Practice: Resist the urge to dump everything into one project with a long access list. Smaller, clearly scoped projects make permissioning cleaner and reduce confusion for collaborators.
Step 5: Audit Access and Adjust As Needed
As projects evolve, so do roles. MediaSilo makes it easy to:
- Promote a viewer to a collaborator
- Revoke external sharing
- Grant download rights temporarily
- Restrict access without removing someone entirely
Best Practice: Set recurring calendar reminders to audit access for active projects – especially when screeners are shared externally.
Final Thought
Your MediaSilo workspace is more than just a holding pen for content; it’s the foundation of your review and approval pipeline. When your teams and reviewers are organized with the right level of access at every stage, you can move faster, collaborate better, and reduce risk across the board.
With MediaSilo’s flexible user types, project-specific roles, and customizable permissions, you can fine-tune access without the hassle, so the right people always have the right permissions, right when they need them.