Managing Template Access in Amplify

Overview

Template access control lets template creators decide which Amplify contributors can use a given template. Access is set per template, so each template can be made available to everyone, to specific groups, or to individual users. This article explains how to set and change template access. To manage the groups you assign, see Managing Users and Groups in Account Settings.

Key Points

• Access is set on a template-by-template basis.
• Selecting who can use a template is a required step when creating a template.
• You can grant access to all contributors, to one or more groups, to individual users, or to a mix of users and groups.
• Changes to individual or group assignments on a template take effect only after you republish the template.
• Group membership changes cascade to template access automatically, without republishing.
• Internal users are not restricted by access control and can see all templates. External users do not see internal users or internal-only options.

Setting Access When Creating a Template

When you create a template, you must choose who can use it in Amplify. This is a mandatory field.

1. Create your template as usual.
2. In the access field, choose one of the following:
   • All contributors — every contributor in your account can use the template.
   • A group — only members of the selected group or groups can use the template.
   • Individual users — only the users you select can use the template.
3. Finish creating the template.

The users and groups you select form a whitelist of who can access the template in Amplify once it is published.

Note: Where a user has entered a first and last name, that name is shown; where only an email is on file, the email is shown. You may therefore see a mix of names and emails when selecting users.

Viewing Who Has Access

Who can use a template is shown on the template page in a dedicated box, and is also available from the three-dots menu where the template details are shown. Both display the groups and individual users that have access.

You can open the access settings for editing from the template page or from the three-dots menu. Both open the same dialog.

Changing Access and Republishing

You can change template access at any time — add or remove individuals or groups, or default back to all contributors.

1. Open the access settings from the template page or the three-dots menu.
2. Add or remove the users or groups you want.
3. Publish the template again so the changes take effect in Amplify.

When you have unpublished access changes, the republish flow shows a change to the template details and Amplify access. Before republishing, you can review the changes you made, edit the Amplify access, cancel, or continue with republishing.

Important Note: Access changes to individual users or groups on a template become active in Amplify only after you republish. Once you republish, a newly added user sees the template in their available templates, and a removed user no longer sees it.

Note: When you add a group to a template, changes to that group's membership afterward cascade to the template's access automatically, without republishing. Republishing is needed when you change which users or groups are assigned to the template.

Mixing Users and Groups

You can assign both individual users and groups to the same template, and you can select users who have Create roles or Amplify (contributor) roles.

Note: If a group includes members who do not have Amplify access (no contributor role), the template creator is notified. Those members will not be able to use the template, because they cannot access Amplify at all — regardless of the access granted through the group. This notice is informational, so you are aware of why a member might not see the template.

Internal Users

Internal users are above access control. Any internal user who is a contributor in an account has access to all templates, regardless of the access control set on a template. External users do not see this behavior. If you are added as a contributor in an account, you continue to have access to everything and do not need to manage access controls for yourself.

Access Revocation Edge Cases

• A user is removed from a group: If a user's only access to a template came through a group, removing them from the group revokes their access to that template automatically, because they are no longer part of the group.
• A user is deleted from the account: A user can be deleted from the platform even if they had access. In the access details, that user is highlighted in red to indicate they are no longer a member and can no longer enter the template.
• Access is revoked after a video was already created: Videos the contributor already created in Amplify remain available, along with their analytics. However, the template no longer appears for that contributor, and the option to duplicate a video that was created from that template is disabled, with a note that they no longer have access to the template.