Loom for Admins: Administering your Enterprise Loom Workspace (on-demand webinar)

one of these tabs and every single toggle together so you have a full understanding of how to set things up for your organization.

At the top here, go ahead and set your workspace name. This is also going to update your workspace name right here as well as the name as well as the name of your all-hand space.

You can upload your company logo to add some nice branding to your workspace. Now, some of these settings I'm going to cover on the general tab.

You are actually going to override when you add SSO and scam on your security tab. Let me walk you through how to use these on the general tab before you configure your SSO or if you are going to be configuring SSO at a later stage.

First thing you can do is design, do you want people to invite in creators? Those are paid license types that can record in your workspace or do you only want people to be able to invite in viewers.

Viewers are free and unlimited, they will not consume a license. So typically you'll be setting the viewer only option so that you don't kind of run up your license count within LIM.

You can also indicate how LUMATE, how your employees, we call ourselves LUMATES here internally, how your employees can find your workspace.

You'll indicate the different domains and what the default rule will be when they go to LUM.com, they type in their email address, is it going to pop open this workspace for them, can they instantly access it or do they have to request Admin approval, and are they added as a creator, again a paid recorder

or a viewer, which is an unlimited license type that cannot record within the tool. Now we're going to set some privacy setting that will apply throughout our workspace.

Now the first one here pertains to how previews appear in Slack. Now previously if you were to paste a non-public video in Slack, say something that was set to work space only, and you posted it in Slack using our Slack integration.

Since the private video, it would just show a private embed thumbnail, which isn't very appealing. It wouldn't show the title.

It wouldn't show the thumbnail wasn't super enticing to click into, but typically you're just in Slack with your company, so you do want the ability to see that preview.

So, this is a new setting that will allow a user to post a private video in Slack. It will display the title as well as the thumbnail preview.

But if somebody clicks on it to watch it, they will not actually be able to watch the video unless they have access to it, aka they're in the workspace or they're one of the users that it was shared with.

So, it's just the title and the preview it's to make the Slack sharing experience a lot better and a lot nicer looking.

So I do recommend turning that one on. You're now going to indicate what you want to happen with private links.

Now this is a setting that when you do turn on SSO at a later stage, which we're going to talk about in a couple of minutes, this setting will become moot.

But before you have it on, you can indicate for a private link, do you want it to be private to any user within your email domain, or only somebody that is specifically a part of this workspace, and this will change what that private link setting looks like.

Now let's talk about some advanced privacy and the ability to create public links. Now when you record a loom, you're going to have three different options for the privacy level on it.

The loosest option being a public link, which is called anyone with a link can view. Anyone who clicks on it can open that loom and watch it.

That's called a public link. Your private link, which is either going to be only users within your email domain or only users within your workspace, and the most restricted, which is only specific people added can access.

Now sometimes in organizations, we want to allow some teams to create public links, but others not. And you have the ability to do this within your enterprise workspace.

First you can indicate can everyone create the public link, or can only exempted groups create public links. For example, you may create an exempted group for anyone on your go-to-market teams, sales, support, success, allow them to create those public links, but you might not add legal or HR or finance

to an exempted group. They will not have that third option of a public link. They will only have the ability to either share a private link with people in your domain or workspace or that anyone added can access option.

So that is all about public links and exempted groups. You can create the groups within your skin instance if you're using something like an Octa.

So we'll talk about that a little bit more later. Now just because people can create private public links, you also have the option to choose what the default is.

And here's what we do here internally at Loom. Everyone does have the ability to create a public link, but our default is set to a private link, only people in our company.

This means in customer success, when I go to send a loom with a customer, I physically have to take the step to change the privacy setting to a public.

So it's a good little safeguard to say, hey, are you sure you want to make this anyone with the link can view outside of your organization?

Yes, okay, go ahead and all is well. That's the general tab. Let's move on to the plan and billing tab.

Now I am in a demo workspace here. So this might show all kinds of funky stuff that's not super relevant to you.

But this is the tab where you can see your current plan type, the price you are paying per month, how many seats you're paying for, and how many of those you are consuming.

So let's say you are paying for 43 seats, but you only have 20 of them assigned. It will tell you you're using 20 out of 43 of them.

For most of our enterprise contracts, you're probably on a true-up model, meaning if you go over that high watermark of your contract in about, say, 43 seats, you will get build a monthly true-up invoice for those, and you're going to be able to track those here.

You'll also see your renewal date. You can see the number of admins, creators, and viewers, and just a reminder on the license types your admins and creators will consume one of these 43 payzies and your viewers will not.

Those are free and unlimited and admin does. They are essentially a creator with superpowers in order to set these settings.

Let's take a look at our members tab. This is how you can invite people into the workspace. You can of course set up, skim, provisioning and manage your access and provisioning through a tool like Octa as well.

On the members tab, you can invite in new members as either creators, admins or viewers. You can type in a series of email addresses here, separated by a space.

You can also create a link and share this in something like Slack in order to invite people in in mass.

Here's where you can look at all the users in your workspace. You can see their rule type. And if you wanted to upgrade somebody or downgrade somebody, you can click on the checkmark here.

I can see that any here is currently a creator. If I wanted to upgrade her to an admin, I can simply do that here.

I could downgrade her to a viewer as well. You can feel free to move your licenses around and you know assign those creators to different folks as you please You can also reset their password here If somebody has left your organization and you're not managing your users and through a scam provider You

can deactivate them using this button right here When you first deactivate a user all They're no longer going to be able to access the workspace or log in or record of course However, all of their videos are going to remain under their name within the workspace if they're embedded on websites, wherever

they are, everything's just going to stay put. Following the deactivation of somebody, you are going to get an additional option in order to delete somebody.

Deleting a user, post deactivation, you're not going to see that option beforehand, is going to allow you to decide to either keep their videos or transfer the videos to yourself as the admin.

When you do this it's going to create a folder within your library with that user's name on it and all of the videos will be housed there.

It will not break the links of any of these videos that were shared or embedded elsewhere or simply changing the owner and putting them in your name.

Now, question I get often from admins is how can I see all of the videos in my workspace and everything that everyone is recording?

So the short answer to that is there's not necessarily a super admin view where you can go into everybody's libraries and see everything that it is that people are recording.

You are going to be able to do things like run audit logs, activity logs, and see engagement insights. But in order to actually see all of somebody's videos, you can do that when you deactivate a user.

You'll be able to take all of those private videos from somebody's library. So let's go ahead and look at a list of deactivated users here and if we look at ICO here, what I could do is I could choose to permanently delete her profile and this is what's going to walk me through that deactivation flow

. I will type in ICO's email, choose what I want to do with the content and similarly I could just reactivate her account as well.

Okay. That's the members tab. Moving on. Spaces in loom. So spaces, let's think about how we can think about spaces within our workspace.

Your workspace is right here. Think of this kind of like an office building. You're inviting in all of your employees into this office building to do their work.

That's the workspace. It's kind of like the global level. Within the workspace, you can create these smaller groups of spaces often organized by team, by department, perhaps by a specific project, or something, a theme, something of that nature.

So it's groups of individuals within the workspace. You can think of this kind of like a conference room within the office building.

Some of these are open, meaning anyone who walks into the building can go into one of those conference rooms and see all the videos that are posted within them, such as this.

Let's see. The PDE space is an open space. It's got 27 videos. I could choose to join that space, see all the videos in here.

You can also create closed spaces. It's kind of like an invitation only, special meeting conference room, which means that individuals in my workspace cannot just stumble upon these and join them.

They need to actually be invited in. USC admin will be able to see all of the workspaces open and closed from this admin view, and you are going to be able to make edits accordingly, such as archiving them, converting them to a closed space and inviting a new members or deleting them.

I highly recommend setting up spaces for each team or department at your organization that's going to be using Loom and training your team that when they record something that they want to share with their whole team.

They should share it to that space, and then all of those space team members will get notified that a video has been posted there.

Now speaking of notifications, the only difference is the all hand space does not receive notifications. The all hand space is automatically added to your workspace.

You can see I can't make any edits or changes to it here. It takes the name from your workspace, which you remember you set on the general tab.

All members are automatically added to the space when they join the workspace, your viewers, your creators, and your admins. You share something to this space when you want it to be visible to everyone in the office building or in the workspace, and the difference with this space is users do not receive

a notification for this space. So basically, if you share something with the whole workspace, you're not going to get emails every time, so that saves a lot of notifications and cluttered inboxes.

You only get these get notifications for the other spaces outside of the all hand space Groups. All right. We were talking about the ability to create Exempted groups or certain groups that you want to allow to create those Public links or share a video externally Outside of your domain or outside of

your loom workspace. If you're not setting those up in your skim instance You can set those up right here in loom on the groups tab You'll click on create group, give it a name, you can assign a group to a particular space and you can invite in the team members.

And remember these exempted groups will be able to create that public link if that's how you set it in the general tab.

Your insights dashboard is going to give you some really cool added glance information about how your loom usage is going over time.

So how many videos are getting viewed, the users who are active in your organization and your top creators, your top viewers.

So this is more high-level information that bubbles up kind of top users and top activity in the workspace. If you want some more granular data, you're going to go to the data tab for that.

So I'm actually going to skip ahead to the data tab so that I can keep on this train of thought here.

You can pull a user report, and this is going to show you information about who is in your workspace. If you need to share this information with IT or something finance of that nature, you can pull a workspace membership report to show all of the individuals and their roles.

You have the ability to change your data retention and deletion here and we're coming out with a custom data retention policy as well.

Your audit logs are what's going to show you all the activity within your workspace. You are going to see every link and information for every loom that has been recorded.

You're not actually going to be able to watch that video unless it is shared with you. So it's going to look kind of like this where you can see the link, you can see the name of it, you can see the creator, you can see the privacy settings, but you can't actually to watch that video unless it's shared

with you or it's a user who you are deactivating, deleting, and then assuming their content. You can also pull their port on engagement insights, and this is gonna show you the engagement on the video.

So who's watching them? How many people are clicking through to the call to action? Is there a call to action on the loom?

Is it getting comments, reactions, downloads, how many viewers, and things like that? So that is your data tab. Hopping back over to our Parents tab, you'll definitely want to make sure to come in here to brand your workspace with your company's hex colors.

You can also upload your logo here. And as an Enterprise admin, you can hide our Loom branding, which can just kind of polish up your videos when you are sharing them out externally.

Now the Security tab. This is probably where you're going to be spending the most time as the Enterprise admin when it's time to configure your SSO and your SCIM to make your provisioning and deprovisioning automated and much easier to manage.

Step one is going to be to authorize your domain. You're gonna come in here, type in your domain name and select your verification method.

If you type an email, it's going to pop open all of the hostmaster or postmaster emails. Now this is important.

Once you get this email, you have 72 hours in order to verify it. So if you kind of wait and leave it in your inbox and come back after four days, you're going to have to redo it.

So 72 hours, or you can also select the DNS text record in order to do that. And if you need more help, you can click on this Learn More button, and it will take you to a great help article that will help you with all of this.

Once you choose to add your domain and once you verify your domain, you're then going to be able to configure your SSO and your directory If you've ever set up SSO or a directory sink before, you should feel very familiar with this, but do click into our help article to see the actual details for how

you need to code this and make it work. You will set your default role for newly provisioned users, and remember there was an option for this on the general tab.

I mentioned that would be moot once you enable things on the security tab. So once you kind of do things here, it will override the settings that you had initially put on the general tab.

Those are settings that our business plan or started free plans leverage, but you guys are overriding that with your enterprise security SSO.

Okay, I've been talking a lot here. I'm getting a little out of breath. Next setting here is enforcing SSO. So I recommend turning on SSO, testing it out first and then enforcing it.

This will require all of your users within your domain to now access their Loom workspace with the SSO login. If you leave it off, people have the ability to choose between logging in with SSO or logging in with their username or password.

So enforce it once you've tested it and you ensure that everything is working correctly. Domain Capture. So this is a setting where you are going to indicate whether or not people can create other workspaces with this domain outside of this enterprise workspace.

We have a great video on workspace consolidation. I'm actually going to link the workspace consolidation in the called action button as a next step to watch and get familiar with because this is something that's probably very top of mind for you as an enterprise admin.

Let me give you like a brief synopsis of what that That means and how it pertains to this particular setting.

As an enterprise admin, you probably purchased Loom because many people have gone to Loom.com with their work email address and they've clicked get started for free and there's probably a lot of people using Loom within your domain in these free and starter work spaces that you don't have visibility

into as an admin yet, nor do you have control over their security and privacy, what's being shared, those engagement insights.

It's all just taking place out here. You purchase enterprise for the ability of controlling all of this, and you're probably going to want to work with your onboarding team to conduct a workspace consolidation in order to migrate all of those users and all of those videos those into the enterprise workspace

, hide all those old workspaces, turn on SSO, and if you have domain capture on, anytime somebody in the future goes to loom.com with their work email address in the domain that you've claimed, they're only gonna have the option to request access to this workspace.

No longer can they create an outside workspace. Now that is often the case, but sometimes people just purchase loom enterprise so they can have all of these great paid features and SSO, and no recording restrictions and the enterprise security settings, but you're just purchasing it for a particular

department or subset of people in your org. When this is the case, you want to leave domain capture off. This is going to allow people within your domain to continue creating other workspaces outside of the enterprise workspace.

So maybe you have the enterprise workspace is just being paid for by one cost center. Let's say sales and you know we don't want other users kind of coming in and consuming these paid licenses.

We're going to leave domain capture off. When your SSO is enforced on your domain, SSO will apply to all of the work spaces.

The starter free work spaces, the business work spaces. You claim it on this domain, it's going to apply to all of the work spaces.

So you do need to make sure to provision all users via SSO in order for them to access any of their loom work spaces.

The way to do this, if it is a departmental rollout, is to invite everyone in your org to your enterprise workspace as a viewer.

You're going to set them up in your SKIM provider as having a viewer license in the Enterprise account, those free and unlimited license types.

That will turn allow them to log in with SSO, but they can continue operating and recording in their own starter free or business workspace.

Other option is you can turn SSO enforcement off, which will allow people to continue logging in with a username and a password.

I know that was a lot of information, so feel free to rewind this and rewatch a couple of times. You can also click on our great help articles that are linked here, or feel free to reach out to your onboarding lead.

Okay, now moving on to member deprovisioning. You can choose when you deprovision somebody via skim, are you just deactivating them?

Remember we walked through deactivation verse deletion, so you can choose which of those options takes place when you deprovision somebody via skin.

Last tab here is your integrations tab. This is where you can set up your connections globally for your count, such as Salesforce, Zoom, Google, and Slack.

I highly, highly recommend setting up the Zoom integration. And what this is going to allow you to do is automatically have Zoom recordings turned into Loom recordings, which is super helpful.

So feel free to check out the Learn More button here. If you need any additional help in Loom, let me point you to some great resources.

You can always click on this little question mark button in Loom and this is going to allow you to access our help center.

It's a really helpful. You can type in anything you're searching for looking for in there and you should be able to find the answer.

You can also get technical support by contacting our support team right here and feel free to give us feedback if there are any particular settings or features that you're looking for.

As a reminder, you can always reach out to your onboarding team. I'm going to link that workspace consolidation loom in the call to action button if you want to watch that next.

Thank you so much for being a loom enterprise customer. We're so happy you're here and happy to help you with anything you need during your setup.

Take care.

Hi there, my name is Brittany and I lead our onboarding team here at Loom. In this video, I want to walk you through all of the settings, buttons, and toggles you have access to as an enterprise admin in Loom.

To access these settings, you're going to click on these settings button on the left hand side and into your workspace settings, which brings us to our first tab here, the general tab.

I want to walk through each of these with you today and make some recommendations for how to configure your workspace to work best for your organization.

Let's get started out the top here by indicating your workspace name. This is going to update the name of your whole workspace for all of your users.

You're going to see that reflected here in the workspace picker, as well as as the name of your all-hand space right here.

Make this something obvious, such as your company name or your company name's loom enterprise workspace. You can also upload your company's logo.

Here you're going to indicate your workspace access and whether or not existing members of the workspace can invite additional members.

Now, this brings me to a great caveat that some of the settings on this general tab are no longer going to be applicable once you get to your security tab and do things such as authorize the domain and configure SSO and directory sync.

The settings here in terms of provisioning and access are going to trump some of the settings on the general tab.

We'll get to those a little bit later but wanted to make that important distinction as we go along here. Next, we're going to configure our settings around workspace content and video preview privacy.

In order to do this, I'm going to actually show you on one of my loom videos the different options that somebody has when sharing a video.

Here's a video that I previously recorded, I'm going to go ahead and click on my share button and show you the options that I currently have access to.

Now, there are typically three options and you can configure who has access to these different options in your enterprise workspace.

The first is what we call a public link. Anyone with a link can view. I can share this off in a campaign and an email on my social channels.

Anyone's gonna be able to watch that video. It's not gated whatsoever. The next is called a private link or people in my company can view.

Once you turn on SSO for your account and if you are enforcing a SSO login, people will actually need to be provisioned a license in the workspace in order to watch that video.

That's called a private link. And lastly, only people added can access. If I were to type in a specific email address, for example, only that individual would be able to watch my video.

So let's go ahead and go back into our workspace settings here and talk about how to configure your different options as an enterprise admin.

You can do things such as restrict who can share externally outside of the workspace under this advanced privacy area right here.

You may say everyone in the workspace can create public links, or you may choose to create certain exempted groups who can create public links.

If you want to turn off public sharing of any kind, you will select this option here, only exempted groups can create public links and then you simply won't create an exempted group and you won't add anyone to it.

Thus, no one will be able to share externally. If you've done that, they will only see two options when they go to share a video, which will be only people added can access or a private link.

Let's talk just a bit more about those private link settings. This particular setting here is more relevant for our business work spaces that do not have the option to turn on SSO for their workspace.

And this is basically saying, if I share a private link, does it mean somebody simply needs to have my email domain in order to watch that video, or do they need to be a workspace member?

This actually becomes a moot point and setting here once you have enforced SSO, somebody with your domain is going to be required to have a license in order to watch that video once that SSO enforcement is turned on.

Lastly down here at the bottom you can set your default privacy setting. You might be allowing people to share externally but it's a good best practice to set your default privacy to a private link.

And this ensures when I go to share video externally such as this one that I'm recording right here I need to actually physically take a step to convert it and change it to that public link in order to share it externally.

This tab is going to show you everything pertaining to your billing, the current number of licenses that you have purchased, and the current number of seats that you have actually assigned.

If you are on a true up model here at Loom, this is also where you are going to see your true up invoices reflected.

If you have any questions pertaining to your particular billing terms, please refer to your Loom contract for more information and specifics on that.

Let's move on over to our members tab here. This is where you can see all of the members in your workspace and do things such as change the members role type, perhaps you want to change this individual from a member to an admin or vice versa, and we can also deactivate delete members from this page.

Now, if you are going to be using a directory sync provider such as Octa, you're likely going to be handling your provisioning and deprovisioning from that tool rather than from within this members tab, but this is another way you can do that.

You can also invite your members directly from this page. Let's talk quickly about deactivating members in the workspace and how to retain their content.

This is something also that is unique to our enterprise workspace. Is you have the ability as an enterprise admin to retain content from members who are deactivated and deleted.

In order to do this, I'm going to toggle over to our deactivated list here. So the first thing you need to do is deactivate that user and then you can delete them and choose what to do with their content.

I'm going to take Aaron here. I'm going to go ahead and click on his name here and click permanently delete profile.

When I do this, I will see this pop-up that will allow me to either transfer or delete his content. You can actually handle all of this on the back end through your directory provider as well versus doing it from within this Loom portal.

Moving on to the Spaces tab. You can think of spaces and workspace kind of like a shared group folder. If I wanna share a video, for example, with my CSM team, I will share a video to that space.

It's gonna notify all the members of that space that I've shared a video with them, and it's gonna make it easy for those individuals to find that video.

As an admin in the workspace, you're going to have a view of all of the different spaces in the workspace.

You can see some are closed, meaning they are by invitation only, and some of them are open, meaning that members of the workspace would be able to click browse and browse through them.

Now, as an admin, you're not actually going to be able to join a closed space or have visibility into the videos in here, unless you were too deactivated and delete those members.

That's the only time where you will gain access to content that is not shared with you, but you can do things in here such as Delete the Space, Archive the Space, add or remove members, convert it to a closed space and set unique data retention policies at a space level.

Next, we have our Groups tab. Remember those exempted groups that we talked about if you want certain teams to be able to share externally and others not.

this brings me to the group tab. Now, you can see these were actually created within my skin instance rather than created from within this admin tool there, so you can actually manage your groups directly from your skin provider.

The Insights tab is going to give you some data and insights and analytics into your workspace. You can see here the number of meetings that you are saving by having your users use loom, how many looms have been recorded, how many years of looms have been watched, oh my goodness, we've been watching

a lot of videos shows over here and total interactions. You can see your loom usage at different cuts in time, such as all time last year or last 90 days.

You can also see information around your top recorders and the content that they are creating. If you want to see more detailed usage on your account and the videos and perhaps if they're being shared externally, for example, you're going to see more of that on our data tab right here.

This is where you can pull some more detailed reports. The user report here at the top is going to give you information from a security standpoint of who is accessing your workspace.

You can also indicate your data retention and deletion policies right here, export your workspace activity log, as well as the engagement insights.

This is a really handy report down here at the bottom to see as an admin. You can see the link to each video, you can see the video name, the creator, and whether or not it has public access.

Remember, you won't be able to actually watch a video if it's private and not shared with you directly, though you can see the name of it and you can see if it has been shared externally.

So this is a good thing to check out from time to time. If you would ever like a more detailed usage report to perhaps see more details on the number of recordings and the number of views your videos and your users are receiving, please feel free to reach out to a member of our sales or CS team.

and that's something that we can always pull for you from one of our data tools on the back end. I was jumping ahead here, so let's go ahead and hot back to our appearance tab.

This is where you can actually brand the workspace by changing your video player's color, adding a logo to the video player, as well as hiding the loom branding.

If you hide the loom branding, it will remove the watch with loom badge and sign up button that is typically on your videos those on our other plans that are not on enterprise.

Everyone's favorite tab, the security tab. Let's talk about how to authorize your domains and enable your SSO. First thing you need to do is authorize those domains.

You're going to click on add domain right here, enter in your domain name, and then select a verification method. It's going to let you select one of those email destinations, typically one of your hostmaster or admin emails.

You can also do this by DNS TXT record. Please note that you have 72 hours from the time you hit the Save button to actually complete that domain verification.

Once you've completed your domain verification, these other settings here which might currently be grayed out and unclickable in your workspace are going to light up and be accessible for you.

Now you can turn on your single sign-on and your directory sync. The instructions to do so are linked out right here.

If you need any technical assistance or run into any issues as you're configuring these, please click this question mark button right here and contact our support team.

This is going to get you in touch with our TSE team who will be able to assist you in setting things up correctly.

Now we can indicate if we'd like to enforce a single sign-on for logging into our account or if you want to continue allowing users to log in with a username and password that they have set.

Typically once you have completed your testing of your SSO, this is a button you're going to want to toggle on.

You're also going to want to turn on domain capture. And this is going to ensure that somebody within your domain cannot create another outside workspace such as their own personal or starter workspace using your company's domain.

And it's going to make sure that you as the admin have control over all of the content that is created under your domain.

Lastly, you can indicate down here if you deprovision a member VS skin? Are they simply deactivated or are they deleted?

Remember the flow we walked through on the members tab? When we deactivate a member, it simply cuts their login to the tool.

It leaves all of their private videos in their library. It leaves everything kind of just as is. They simply can't log in anymore.

If you select the deletion flow, it's not only going to deactivate the user, it's going to delete them and give you the option to transfer and retain that content.

This is the way you will get access to all of their videos, even those private videos that were not shared with you and might just be living in their library.

Lastly, we have our Integration tab, and this is where you can configure some of our fantastic integrations from an administrative level, such as our Salesforce integration, our Zoom integration, as well as Slack.

If you want to learn more about these, definitely click on these Learn More buttons that are going to take you to our Help Center.

Speaking of our Help Center, I want to make sure you know how to access that. You can do that again by clicking on this Help button right here and accessing our Help Center.

This is a really great place to learn not only about our features, but we also have some really good FAQs around those security pieces that we walked through today.

If you need any help along the way, Help is always just a click away by contacting our support team, which you can do right here.

Thank you so much for watching and thank you for your dedication to administering loom at your enterprise organization.