Welcome to CORE
Hi and welcome to 5th Kind CORE, your best-in-class DAM and WIP pipeline tool for media development. This start guide is about setting up your system in a way that's going to best work for you, your IT admins, your business stakeholders, and your users.
In this guide, we'll cover:
- What's a CORE Admin
- System Setup Decisions
- Add Your Users
- Internal Admin Support for Your Users - What You Need to Know
- Additional Learning Resources
What's a CORE Admin
A 5th Kind CORE Admin is the system super user. An Admin is given any and all capabilities within the application, from creating user roles and users, to viewing any file in the system in order to organize assets, help users, or troubleshoot issues. Any other level of admin, from project to team level, must be created through user roles, CORE's permissions infrastructure. For these additional types of roles, the onboarding team will work with you during setup to outline those key roles and create templates for you to quickly and easily replicate.
System Setup Decisions
When you first receive your new environment, there are certain areas that you can customize or have customized to fit your security, branding, and workflow needs.
- Technical Configurations for Your Content
- Login security requirements
- Login page welcome message
- New user email notification message
- System Branding
- Decide on and add tag schemas and metadata
- Add basic system data, such as productions, companies and departments
- Decide on base user permissions, add user roles, and users
1. Technical Set Up
When you first begin with 5th Kind, one of the onboarding meetings will include a technical discovery to review any requirements you may have.
Your CORE application can be set up using 5th Kind's AWS S3 storage or it can be set up on your own S3 bucket.
You can transfer your files from their existing locations to CORE by using https://github.com/5thkind/migrate. Files will be imported in a generic nested folder structure (Folder 1>>Folder 2>>Folder 3>>etc.) based on the structure of the source. Files can then be recategorized or retagged.
If you desire SSO to be applied to your system, please see the section below. A technical rep on the client side will be required to work with our engineering team.
Other technical considerations can be answered in more detail with your account team. Reach out with your questions and we'll set up a meeting.
2. Login Security Requirements - SSO, MFA, or None of the Above
If you're setting up your CORE system with SSO, this will need to be set up along with your other technical configurations. See 5th Kind CORE SSO SAML Setup Process & FAQs for details on setting this up.
A technical rep on your client side will need to be connected to your 5th Kind technical account manager (TAM) to move this process forward.
If you intend to have a hybrid SSO set up where internal users login via SSO and external users, such as vendors, login via your client url with normal login or MFA requirements, please alert your 5th Kind TAM about this, as well.
Setting up MFA requirements for users are done through user roles. For more information about user roles, go to Creating User Roles below.
3. Customize Login Page Welcome Message
Add some friendly details to your digital front door, by customizing the message on your login page.
4. Customize the New User Welcome Email
All non-SSO users will receive a welcome email to CORE. Customize it to fit your branding and corporate messaging.
5. System Branding
Your business logo appears in the top left corner of your CORE system. Provide a version of your company logo that will appear on a black background.
If your company has multiple businesses with their own logos, and it's necessary to enable a specific logo per business for that subset of users, submit those logos per the specs above to your technical account manager or send them to firstname.lastname@example.org.
Specs for the logos:
- Images needs to fit within a 200x80 px area or have 2.5:1 ratio for resizing
- File size: No larger that 1MB
- Image types: png, jpg, jpeg, eps
When submitting multiple logos, the file names should be clearly named for the business, because these are the names that will appear in your logo menu when creating user permissions via user roles.
6. Your Tag Schemas and Capturable Metadata
Your team will work closely with your sales rep and onboarding team to determine what's needed for your new system. CORE offers a few out-of-the-box tagging schemas, which the onboarding team will help to refine with you during set up.
If you're interested in creating customized taxonomies for your system, the 5th Kind team will work with you to build out this metadata infrastructure as well as teach your admins how to create ones for your business(es), as you need.
When starting with 5th Kind, you'll receive a taxonomy worksheet to help guide you as you evaluate the metadata infrastructure you want to use. Likewise, there are a few learning resources to guide your teams on how to update and manage existing tag structures, or create new ones.
- Taxonomy / Tag Structure Worksheet
- Tag Structure: Metadata Management and How to Manage Tags
- How to Build Your Tag Taxonomy: A Step-by-Step Guide
7. Add Productions, Companies, and Departments
Production Admin: Special Watermarks and Thumbnails for Your Apps and Dashboard
If you haven't done so already via the tag structure, add your productions to CORE along with the values of your top-most level tags of any customized domains. For example, if you've created a domain called Business Group and the top-most tag field for this is "Business Unit Name" and you have 5 business units listed, those 5 business units are equivalent to the names of your productions under the Film and TV domains.
If you've already added these values / names to CORE, go to the Production Admin feature to set up your Apple TV app and Dashboard feature.
Why This is Important
If you've opted to use the Dashboard feature or are using the Apple TV app, CORE populates these dashboards with thumbnails representing your productions and other top-most values, like the business groups.
To add images representing your productions and other top-most values, so that they appear in the Dashboard filter interface, go to Managing Productions and Settings Through Production Admin.
Add Companies and Departments
User Role access controls are based on such metadata as production, company, and department. Before you start on your user roles, in addition to your productions, you'll want to add your companies and departments.
8. Creating User Roles
CORE user roles give you an incredible set of access controls that not only secure the system and your assets, but give users the exact experience they need for their workflows by tailor what they have access to, who they can see, and how they can share within the system. To become a user role expert, review the following:
5th Kind's onboarding, support, and success teams are available to answer any questions or to provide some 1:1 walkthroughs.
CORE Systems With SSO
For CORE systems using SSO, you'll need to maintain at least one user account with a non-SSO login. New users invited from CORE, changes made to User Roles, and any major changes in the Admin features, such as updating tags, all require a reauthorization password (token) which does not work with SSO users.
Set Up New Users
Once your roles are set up, starting your new users is easy.
Add your users per the guidelines of your SSO.
Email invites are not autogenerated for SSO users, so the designated team on the client side will need to notify users that CORE is now available to them and encourage them to login.
Additionally, when launching a new system with just SSO enabled, Admin users should check the Manage Users daily for newly created SSO Default accounts. New users do not appear in CORE until after they login with their SSO account for the first time. Once users do login, the users default into an SSO Default role, which is an inbox-only role with no permissions.
Okta SCIM Option
For client accounts using SCIM, the Admins and IT teams can connect the SSO client and CORE user roles via SCIM prior to inviting users. When this is done, the SSO sets a user's role when they login to CORE the first time.
You can bulk add users into the system via CSV or add individuals as needed. Below are instructions for both. When added to the system through CORE, users will receive your welcome email inviting them to login to the system.
- How to add an individual user
- Add and Update Users with CSV
- Customizable Team or Department Guide to Adding New Users
Onboarding and Learning Resources for Your Users
In addition to the live training sessions, we're continuously adding new user resources to our Getting Started section including customizable user guides that clients can tailor and share with their teams.
Recordings from the live trainings will be provided to attendees, and we're continuously adding new resources to improve the CORE onboarding and learning experience.
If you have any specific requests, please contact your account manager and onboarding specialist or submit a request via email@example.com with Onboarding Request in the subject line.
Internal Admin Support for Your Users - What You Need to Know
5th Kind offers CORE clients 24/7 support. Support is targeted at client super users and internal client support teams who manage CORE for their larger organizations.
As a part of the onboarding process, 5th Kind works with client teams to become on-the-ground Tier 1 support for their own user base. 5th Kind will never turn away an inquiry, but our support is dedicated to more technical issues that Tier 1 know how can't resolve.
Many client create a dedicated CORE support email, such as firstname.lastname@example.org or via their IT help desk email.
Additional Learning Resources
- Help Section dedicated to Admins
- CORE Apps resources
- Customizable User Guides and Other Getting Started Resources