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User Management Made Easy

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Too often, creative teams wrestle with outdated permission systems that force them to duplicate users, manually reassign roles, or rely on blanket access levels that don’t reflect the nuances of their team.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:

There are three user types in MediaSilo:

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:

Custom roles let you go even further, allowing you to cherry-pick the permissions that user can have based on:

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:

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:

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:

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.

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