How to share templates

You can share your video templates with other people in the same Vidyard account.

Sharing templates allows you and other users to benefit from each others' successes with video, and keeps best practices circulating amongst your team. Leaders can use templates to enable new employees and share standardized messaging for their teams' videos.

In this article, you'll learn:

• how to share templates
• how to limit what others are allowed to do with your template (view only or edit)
• how to manage your shared templates

Select the template you want to share

You can share any templates that you own, or templates where you've been made an Editor.

1. Sign in to your Vidyard account
2. Select Templates from the main menu to open your library
3. Hover over the template you want to share
4. Open the menu (3 dots) in the top-right corner, then select Share

Choose the people you want to share with

When you share a template with other people, you can choose whether to make it available to Anyone in your account or restricted to Only people added.

Change who has access to the template

Open the Share settings for your template to change who has access. Any changes to your template's access settings update immediately.

1. Select the menu (3 dots) of a template in your library, then click Share
   • If you're already editing the template, select Share at the top of the page
2. Open the General Access dropdown menu
3. Choose who can access the template
   • Anyone in the account: allows anyone in the same Vidyard account to see and use the template
   • Only people added: restricts access to specific people you share the template with

If you choose Anyone in your account, use the dropdown menu to decide what role people have in your template (Viewer or Editor). Learn more about roles in shared templates.

Share with specific people or teams

Whether you share with Anyone in your account or  Only people added, you can select specific users or teams to access your template, as well as their role. Remember you can only add people or teams who belong to the same Vidyard account.

1. Select the menu (3 dots) of a template in your library, then click Share
   • If you're already editing the template, select Share at the top of the page
2. Enter an email address, person, or team name into the box provided, then select from the list. Repeat this process to add multiple users/teams.
3. Select Share when finished
4. Use the dropdown menu next to each user/team in the list to select their role (Viewer or Editor)
   • Learn more about roles in shared templates

Once you share a template, people with access can find the template in the Shared with Me section of their library. Learn more about the template library.

Limit how a template is shared

When you share a template with a specific person or team, you can control what they are allowed to do by changing their role. You must be the template Owner or an Editor to change other peoples' roles.

1. Select the menu (3 dots) of a template in your library, then click Share
   • If you're already editing the template, select Share at the top of the page
2. Open the dropdown menu next to a person or team to change their role

The following table explains what each template role is allowed to do:

Conflicting template roles

Because there are multiple ways to share a template, the same person or team may have access to the template with more than one role. In all cases, the person or team maintains the highest level of access to the template.

Here are 2 example scenarios to illustrate:

Remove access to a template

If you no longer want a specific person or team to be able to view or use your template, you can choose to remove their access.

1. Select the menu (3 dots) of a template in your library, then click Share
   • If you're already editing the template, select Share at the top of the page
2. Open the dropdown menu next to a person or team, then select Remove Access

Copy the link to a template

Copying a link is the easiest way to share a template directly with other people in your account. Remember, the person will need access in order to see and use the template. Without access, people with a link will be directed to a "template not found" page.

1. Hover over a template in your library
2. Select the Copy Link icon
3. Paste the link anywhere to share the template with people in the same account

Disable template sharing

As an administrator, you may choose to disable template sharing for users on a team. You can control whether a team is able to share templates with others in a team's settings.

When you disable template sharing for a team, the following changes occur:

• Users on the team can no longer share templates, including templates that they have been added to as an Editor
• Any templates that users on the team previously shared are no longer visible to other people
• Users on the team can still be added to other people's templates as a Viewer or Editor (to use the template or make changes), but cannot share the template.

When you disable Share templates with other users, members of the team receive a notification in the template library indicating that their permission to share has been removed.

Manage your shared templates

In your templates library, you can see and manage the templates you've created and shared. The library is organized into 2-3 main sections:

• The Personal section shows templates you created
• The Shared with Me section includes templates that other people have shared with you
• The Shared with Others section is only viewable by Admins. This section gives administrators insight into the templates that people in the account have shared with each other (applies to Vidyard Business plans).

Within each section of library, certain templates are marked with a badge to indicate their status or the level of access you've been given.

Frequently asked questions

What happens if I change my own access level in a template?

Changing a user's role immediately changes their permissions. For example, if you change your role from Editor to Viewer, you would no longer be able to change it back to Editor, because you would not have the permission to do so.

If you've changed your role or removed your access by mistake, reach out to the template owner or another Editor on the template and have them restore you to the proper role.

Can I transfer my ownership of the template to another user?

No, at this time you cannot transfer ownership of a template to someone else.

Can I still copy a template's link if sharing is disabled?

Yes, you can still copy the link to a template even if sharing is disabled. When Share templates with others is disabled, you cannot give specific people access (Editors or Viewers), or change the template's general access ( Anyone in your account or Only people added).

Other people can only access a template with the link if they have been given direct access or the template is available to Anyone in the account.

Can I track my team's template usage?

Templates do not have their own dedicated analytics (for example, "how many times was this template used?"). However, you can report on videos that were recorded with a template to analyze their effectiveness.

When a user records a video with a template, a tag is added to the video with the template's name. You can then use tags to:

• easily search for videos in your library that were recorded with a specific template
• filter data in a report to contain analytics for videos that were recorded with any specific template(s)