How to share and manage content with Groups

This feature requires an Enterprise plan.

You can share folders, videos, and events with groups that you’ve created and control those permissions for specific groups. This article discusses how to share folders and videos with those groups and the different permissions available to assign them.

For Enterprise accounts with Workspaces: To use this feature, the content must be located in the same Workspace where you are performing this action. You will need to move Live Events and videos to the appropriate workspace before sharing with your groups.

In this article:

• How to share folders with groups
• How to share videos with groups
• Group and individual content-level permission comparison

How to share folders with groups

Once you have created groups within your IdP to push them to Vimeo or use the custom groups feature, you can give those groups permission to access specific folders and subfolders with either Can view, Can comment, Can edit, or Can manage access. Folders can include multiple groups with different access permissions. Like individuals, groups can be given access to a folder by either the Owner, Admins, or a Contributor with “Can manage” access. 

To add a group to a folder: 

1. Navigate to the Library, select the folder, and select Share in the upper-right corner. 
2. Search the group name and select what level of permissions you’d like the group to have:
   • If a group is given Can view or Can comment access on a folder, all users in the group will be given Viewer permissions, which allows them to watch or comment on all content in that folder.
   • If a group is given Can edit access on a folder, all users in the group can edit and adjust settings for videos in that folder.
   • If a group is given Can manage access on a folder, all users in the group will receive the appropriate Contributor permissions with Can manage rights, allowing them to create subfolders, move content, and manage video settings within that folder.
3. After you’ve selected the group permission, select Share. If you would like to notify the Group via email, you can check the “Send an email notification” check box. 
4. Once you invite the group to a folder, it will appear within the Share modal alongside its permissions.

When a team member logs into the home page, they can see the folders and groups they have access to, along with other folders they have access to via individual permissions and folders shared to the "All" group, which is created by default. 

How to share videos with groups

You can also share individual videos with your created groups with the ‘Can view’, ‘Can comment’, ‘Can edit’, or 'Can manage' permissions.

1.  Select the Share button on the desired video
2. Search for your group name.
3. Once the group appears, you will see a permission drop-down next to the group name. Select the appropriate group permission level.
4. Select the Share button to share your videos

Group and individual content-level permission comparison

If a user is granted access to a folder or video through a group but also as an individual, their permissions will behave as follows:

• Team Owners and Admins will automatically have Can manage access to each folder; being added through a Group will not affect their permissions.
• If a Group is added to a folder, all of the subfolders within that folder will inherit the same Group permissions. 
  • You can always give higher permissions in a subfolder than in the parent folder, but you cannot lower or remove permissions in a subfolder that are inherited from the parent folder.
• As a Team or Workspace/Organization Account Owner or Administrator, you can also revoke a group's permission from a folder. This is also true from an IdP standpoint. 
  • In other words, if a group assigned to a folder has been removed from the IdP, the users in that group lose access to that folder as soon as the IdP is synced up with Vimeo, unless they had also been added individually.
• If a team member uses the search bar in the video library or homepage, they will only see content to which they have view or edit permissions in the results. Videos and folders are hidden from search results if the team member does not have access to the folder they live in.