The Data Management tool within the Admin Panel allows Administrators to create data policies to bulk manage content based on views, type, user, and date of upload.
Creating a New Data Policy in the Video Platform
You must be logged in as an admin to manage your institution's data policies on the video platform.
- Click the Main Menu icon and select Admin Panel.
- Hover over to the left-side navbar and select Data Management.
- Click Actions. Then select Create New Policy from the drop-down menu.
- Within the Policy Creator, enter the policy name in the Policy Name field.
- Select your desired data policy from the templates in the drop-down menu. Available rule templates include:
- Added before _____ date: This rule will display a calendar to summarize all content added to the Video Platform prior to a certain date.
- Added before _____ days ago: This rule will ask for a value to summarize content added to the Video Platform prior to a specific amount of days.
- Added by users _____: This rule will ask for a selection of specific users from the Roster. The Data Policy will then provide results based on the selected users.
- Exclude users_____: This rule will also ask for a selection of specific users from the Roster. The Data Policy will provide results that do not include these specified users.
- Content Type_____: This rule will ask for specifications between Video, Non-Video, Test Proctoring Sessions, Mobile Upload, Video Platform Upload, Software Capture (PC), Software Capture (Apple), Auto-Scheduled Session, Zoom Import, Cisco Webex Import, Microsoft Teams Import, Class Collaborate Import, Ad-Hoc Hardware Hub Capture, Watch Point Ingestion, Browser Capture.
- Audio/Video not viewed for ______days: This rule will ask for a value to summarize content that is not viewed within the Video Platform within a specified amount of days.
- User inactive since ______ date: This rule will ask for a date and collect all users who have not logged in to the Video Platform since that date.
- Role: This rule will ask for specifications between Student, Instructor, or Administrator.
- Video Tag: This rule will ask you to input video tags. The Data Policy will then provide results based on the provided tags.
- Video Without Tag: This rule will ask you to input video tags. The Data Policy will exclude results based on the tags provided.
- Video Length: This rule will ask for a length of time and will ask to specify if videos are Less Than, Greater Than, or Equal to a value.
- File Size: This rule will ask for a value and will ask to specify units of memory between KB, MG, or GB.
- Locked Videos: This rule will display all videos that are Locked.
- Enter the custom value(s) for the selected data rule.
- Click Add Rule to add a rule to your policy.
Note: You can add multiple rules and create multiple actions to a policy. - Click Save.
Content created using YuJa Software Capture may take 24 hours to be available for Policy Results.
Creating a Recurring Policy Action in the Video Platform
An Administrator can use the Policy Creator to run policies on a predefined schedule.
- Click the Main Menu icon and select Admin Panel.
- Hover over to the left-side navigation panel and select Data Management.
- Click Actions. Then select Create New Policy from the drop-down menu.
- Within the Policy Creator, enter the policy name in the Policy Name field.
- Click Create Action.
- Select your desired recurring policy action from the templates in the drop-down menu. Available rule templates include:
- Email Report: Send the data policy report to a specific email.
- Delete Transcodes: Deletes transcodes for videos that are at least 30 days old or have not received any views in the last 30 days.
- Archive To EVP: Archive media to an administrator's archive media folder.
- Cold Archive To Himalayas Platform: Archive the data directly to Himalayas.
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Archive content and delete users: Remove a user and archive all video content associated with the user in Himalayas. Other media will be archived in the administrator's archive media folder before the user is deleted.
Note: For institutions without access to Himalayas, all media content will be archived in the administrator's archive media folder. - Move Files into Owner's Recycle Bin: Move the selected files into the media owner's recycle bin.
- Delete Users: Delete specific users according to the data policy.
- Select an Action Interval to set the desired frequency for running the policy, and fill in additional information when required.
- Click Save.
Running a Data Policy within the Video Platform
Once a new Data Policy is created, the Administrator can run the policy to retrieve data.
- Click the Main Menu icon and select Admin Panel.
- Hover over to the left-side navigation panel and select Data Management.
- Select a policy in the Selected Policy drop-down menu.
- Click Run Policy to view all items that match the criteria of your selected data policy.
- (Optional) Within the Data Policy, select the checkboxes for the desired content, then click the following buttons for additional actions:
- Bulk Exclude: Exclude selected content from the policy.
- Export Table: Export the results of the policy as a CSV file and get a downloadable link by email. The downloadable link will expire after 24 hours.
- Undo Archive: Undo files being archived on the Video Platform.
- Bulk Archive: Archive selected folders and media.
- Download ZIP: Download media as a ZIP folder.
- Bulk Tag: Add tags for the selected media.
Bulk Archiving Data
Once the data is retrieved, admins can select multiple items from the results to bulk archive.
- Select the items that you want to archive.
Note: To select all items, click Select All That Match Policy. - Click Bulk Archive.
- Check the checkbox to confirm archiving the selected files. Then click Yes.
- Select whether you want to archive the content in the Video Platform or the Himalayas Platform in the Select Archive drop-down menu.
- (Optional) If you selected to archive on the Video Platform, select the user that the archive folder will be created in.
Note: Only administrator accounts can be selected to archive the folder. After archiving, the selected administrator can perform multiple actions, including:- Play, Delete, and Restore the file.
- Delete the archived folder.
- Download the content outside of the Video Platform.
- Enter the Archive Folder Name for your bulk archived files.
- Click the checkbox to confirm, then click Bulk Archive.
Learn more about other Bulk Media Management options.