How To Launch an Internal Video Portal

00:36:35 | November 20, 2014

Matt Childs presents on how to launch an internal video portal using Vidcaster. He gives an industry overview and talks best practices when setting up an internal video site for your organization.

Join me and the Vidcaster video strategy team for a 45 minute session and discussion on building an internal video portal for your company. Internal video websites for communication with employees, partners, and customers are unbelievably effective for training and internal communication initiatives. Launching an internal video portal should not be an arduous task and we are here to show you why it isn’t.

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OK. Well, let's go ahead and get started. This is going to be about a 30-minute presentation as I mentioned, and you guys join us because we're going to talk today about launching internal video portals for your company. A little bit about me before we get started. I run our strategies specifically video strategy here at Vidcaster. I've been working in the video space for about 10 years. I've been both on the production side and the deployment side of video, so producing video content for B2B enterprises for use in different campaigns in marketing and training, and then also customer onboarding. And then also here at Vidcaster on the software deployment side, working with customers deploy our video technology into all kinds of different processes. I'm also joined-- sitting next to me is Erik Ducker. He's one of our video strategists here at Vidcaster. He is going to be moderating comments. He'll be running our poll question we'll have here in a second. And he's happy to answer any questions you have, so you can type them into the question box on the right side at any time during this presentation and we welcome that. Let's talk a little bit about our agenda today. We're going to be moving very quickly, and the idea of this presentation is really an intro to Vidcaster on our private site technology, so we'll start off with the state of online video and just kind of recap where we at. We've come a long way with online video. If we're on this call today, you're probably doing some amazing stuff or about to do amazing stuff with online videos. So we'll talk a little bit about the state of that. We'll talk about video site security options. Obviously, that's why we're here today. We're going to talk about private video sites, so I'll give you kind of an intro to what's out there, and again, this is really high level, but we'll go through that. Then we'll go into some best practices. So over the years of experience that I've had and we've had as a company, we can kind of give you a guidance of, hey, this is what you should or shouldn't do with video as it relates to protected video content. Then I'll bring in Vidcaster and we'll talk for a few minutes about what Vidcaster does. I'll give you an overview of the platform, how it rolls out as it relates to private videos, and then we'll go into a couple of examples of successful private video sites. And then we'll wrap up at the end with a demo. We'll do a live demo. In five minutes or less, we're going to launch a private video site. And so I've done that. We pre-record that right before our call here all narrated, and by the end of the call, we're going to be live with a private video site from scratch. So I'm very excited to do that. We've never done that before in a call. So let's get started and before we go into the state of the online video, Erik is going to pop up a poll here. So you'll see a poll question pop up. It's a simple yes or no. Are you currently hosting video content in a private site environment? Meaning, do you have secure content out there? So it looks like a lot of folks are answering no. Well, looks like 25% yes, 80% no. It's changing. So some of us do have experience. Looks like 20% of the attendees here have experience with protected video, and then about 80% don't, which is good. So let's continue. It's good to know that. Let's talk about the state of online video. So if you're on this call, as I mentioned, you are probably doing some stuff with video. And there's a lot of changes in the online video space in the last couple of years. When online video first came about in the early '90s, it was as simple as hosting a video file and then trying to get it to play in a Flash object on the web. We've come a long way from those early days and bandwidth rates are expanding, and video is now becoming very accessible mode of content for companies. It's being integrated more and more into our marketing training scenarios. And so just a couple of stats here. I'll let my stats come up here. So I took a look out on the web and I said, OK, what are some things going on with video that are making it more valuable. And so I looked at Forbes and it says that 75% of executives watch business-related videos. That's crazy. I mean, we send out emails all day to executives to try to get their attention. We send them white papers and blog posts and we're trying to get these folks' attention because for us here at Vidcaster, we're trying to sell to all these folks, right? But if we don't eat dog food and we use video, it looks like it's more effective than just sending regional content, what we consider written content or static content. So things have definitely changed, and it's a reason to get into video, whether it's hyper production value video or it's just tutorial-based screen recordings, it's definitely worth it. And we know that now looking at Social Media Examiner that about 76% of the companies that they interviewed in the last study are planning to put video on their website. So that either means a dedicated portion of their website for video, or it also means integrating video into different blogs or messaging and even nurture tracks. And it's becoming more and more important than some of the traditional social media out there. So it's becoming a big, big deal. So the reason video is being adopted the way it is, is it's being aligned with key business processes. So before we shot video, we uploaded it to YouTube, and we got really excited because we got view counts. Today we realize that video is much more valuable than that. We realize that video can be used in the top of the funnel for marketing to get people in and understand a certain topic and rein them in and build a brand at an early stage in the process using video. So it's valuable for content marketing. It also gives us intelligence now with the technology out there, what people are doing with that video. In the early days, we would allow folks to just view blog posts and white papers as I mentioned. We wouldn't know specifically what paragraph they read in that blog post or in that white paper, so we couldn't directly communicate back to them and give them more relevant content or have meaningful discussions. Today we can understand specifically what part of a video someone watched, what topic they care about what's in a video, and that's big at the top of the funnel. That can help us direct content and also lead someone down a very clear buying process. Customer success and customer onboarding, this is becoming bigger and bigger, right? We know that most companies have high cost and support in bringing customers on even retaining those customers. And so video is being used in those processes is a big deal. So these are support videos, tutorials, anything that would be related to making that onboarding process a lot smoother and more efficient. Internal communications with employees, partners, any folks out on the web that would need to be roped into a secure viewing experience. Maybe it's content that you don't want exposed to everyone across the web, but your network of partners and customers need to see it. So it could be training content. It could be internal messages. It's maybe an address from the CEO. These are great business processes for internal video, and this will dive into some of things we'll look at here a little bit later in the call. And then research and development. So we're seeing companies out there that are using video and even mobile video to do survey and research and getting data based on what a specific user or a customer is saying. So we call it user-generated content. And we're seeing a lot of folks using videos specifically for that. It's very meaningful. It's a different way to get feedback from survey or market research because you actually can view the person that's giving that feedback and try to feel the emotions of what they're seeing and what they're saying. So the other thing is, we knew that early on YouTube is great for getting started. And we're finding that as we try to do more complicated things with video, it's no longer accurate. So we know that because at YouTube, we have no control over the viewing experience. Early on that didn't matter, because we were just trying to understand what video is all about, so it didn't really matter whether we control that experience. And as time has gone on and we've integrated video in our business process. That's now a big deal. Security is limited. If you want to secure a video that's on YouTube, the easiest way to do that is what I call the poor man's security method, is to unlist the video. So you unlist that video from YouTube and you have that URL, then you can embed that video and it's not searchable on Google or YouTube. But if someone gets a hold of that URL where that video is, where it's listed, they're going to have your content. So it's about 10% of the way to being secure and that's why people moved away from that. And then a big one that's even growing and becoming more important is there's no analytics and tracking for context. You may be sending people to these videos that you have unlisted on YouTube and you may have them embedded in their environment, but you don't really know what they're doing with that video content. And the point of bringing them into that environment in the first place is to really understand how they're interacting with your video content and with your brand or your company in the life cycle or life stage that they're at as it relates to the organization. So YouTube is definitely good for some purposes, but for our more sophisticated folks of video, it is no longer adequate. So let's talk about video site security options. And this is just a high-level introduction to this. So we won't go into extreme detail, and we'll tailor it more specifically to what Vidcaster can provide today. So there's a number of different options for video security depending on time, budget, and ongoing management. What that means is, time, how long do you want to spend putting this environment together, and then budget, how much money do you want to spend doing this, and I think the two can be tied together. And then management, building an environment whether it's a website or application or whatever it may be, it has to be managed, and with video technology over time, things change. So one of the ways you can do that is by creating a private video embed unprotected pages and that could be done using Vimeo. It can be done using YouTube or other providers out there. So there is free solutions for it. There is also page solutions like Vidcaster and other folks in the premium space, and what you're doing there is, you're just marking up a video as private meaning it's not accessible to the folks on the web and you're embedding it on a protected page on your website. So that might be a page within your application. If you're a software provider, there might be a page on your website that has a shared password or some sort of security level. Also could be gated content where you have a form and your reports want to fill out the information to access that. And there's a lot of CMS providers out there that have pages that can be automatically generated or plug-ins that would go and do to create these types of security layers. So like WordPress and Drupal or some of these other folks out there, they have to plug-ins that you can get out of the box to protect video content. So you're worrying about two things in those cases. You're worrying about the video itself, the player, making sure that's protected, and then you're also worried about the page-level experience and how that's protected. The other way you can protect video is by using internal corporate portal. So if you have something like SharePoint or you have a learning management system already in place, you can embed video into these authenticated experiences and create that private video site. So a lot of those solutions are limited. A corporate portal is not designed for video, but you can embed video in there. LMS may be designed for video and may have its own video hosting application built into it or it may not. But those are kind of out-of-the-box ways or the options that enterprises have today to create a secure or internal video sites. So there's a couple out there, somewhat limited, and it takes a lot of manual work. So let's talk about some best practices now that we know what's possible. So one of the best practices that we have with creating video security specifically on a video site is you want to host videos on a premium video platform with some sort of basic player-level security and control. So what does that mean? That means that you can control whether someone can access that video or not. If they can't access it, maybe it's an IP white-listing scenario. They're going to see that this video doesn't play. If someone outside of that environment gets that, they're not going to be able to share that. The other thing you want to take into consideration is that although you may have that video embedded in that environment, you want to make sure that you can't find the video file in the code base. So a lot of video solutions out there, you look at the video player, you right click and view the page source and somewhere in that code, you're going to find the original file. That's very common. Now, if that exists, then you don't really have a secure video scenario, do you? So you need to make sure that that doesn't exist there and a lot of premium providers, including Vidcaster provide that level of security, encrypt the video, encrypt the code so that it doesn't present itself. The other thing is, now we just talked about the raw file, so that's the ability to find the MP4, the .mov file. What about the video player itself? It's one thing to protect a file, it's another to go and grab that video player object, which is the player the component and go and embed it or iframe it into another website or into a blog. And imagine if you have unprotected content and you haven't thought through that. All of a sudden, your training video is on someone else's blog or a competitor has it because they were able to pull that object, share it with someone, and it's just either an iframe or JavaScript snippets that does that, so definitely think about that. The next thing is you want to have solid page-level security. So combination, video player and page level, you've got to think about both of them together. So no shared password. So solutions like Vimeo and WordPress and others will likely create articles or pages and require a password for access. That is not best practice. That means someone can share that password. They can have access to your video content. --the organization, you would use something called a Single Sign On. So you have authentication systems. You might have an application that your customers are logging into with a set of password and credentials. If you're an employee use case, you might have an employee portal or an outlook or Microsoft-based account that employees are logging into, and you need to have that same authentication tied to your video site so that your employees or whoever is accessing your private site doesn't have to create a new set of credentials to log in. Very important. And that's where you find the most success and adopts your own video posting can just get into that environment and access that video content. So let's talk a little bit about Vidcaster so you know how this all fits together. We play a big role in private video sites, and this is a big area for our business, and it's been driven mainly by our customers. And some of the folks that have driven this are on the call today. So thanks for being with us, guys. Your feedback and experience has brought a lot to our platform. So for those folks that are just joining us, a little bit on the background of Vidcaster and what we do, so Vidcaster provides a solution that's offered on demand out of the box that allows you to create a video site. Now, the video site can be either public facing or private facing, and what we've done differently than any solution out on the market is we paired together that video hosting with the video site technology. So you don't have to worry about embedding video or trying to link video into that secure environment in this example. We've already done that. So we allow you to create that video site, choose a template-- let me show you this in our demo here coming up very quickly-- upload and manage content. We transcode that content and optimize it for different screens and playback. You can enrich that content, so adding quizzes, chapters, and links, buttons, subscription forms, lead forms to the system. You can then distribute that content. So if that's via email or it's through SEO, if it's public facing, that's not really talking about that today or internally. Vidcaster has tools and APIs that connect into different systems, so Single Sign On is a good example of that. Integrations with solutions like Marketo, Hubspot, Pardot, that's another example of an integration. Where you need a message out your video content to employees and other folks and you need a very seamless way to do that. Vidcaster has integrations with that. And then obviously the analytics. We need to measure what's going on, so being able to track user engagement graphically represent what a specific contact or employee that's doing with video. That's what Vidcaster provides. So we put all these pieces together and we thought through all the manual work that goes into it to making this work and efficiently and smoothly, and we've automated it. And that's what Vidcaster does. So I'm going to talk through two case studies and then after that we're going to get into the good, fun stuff. So the first case study that it'll bring up is VMware. VMware is one of Vidcaster's largest customers, and they've helped us innovate on a number of levels. VMware came to us looking for a way to piece together all their training content. They really like the idea of creating an environment like Netflix because that's the way we consume videos today. Us as consumers of video content have a specific way and layout that speaks to us that drives us in so were engaged. And so that's what VMware really wanted to do. And so what they did with the Vidcaster platform as they pulled all their video content into a single location or a single account and created something called VMware Learning. Now, VMware Learning is a way to train a worldwide channel sales team using video and VMware created it using the Vidcaster platform. So they organized all that video, uploaded all that video content into our system, assigned the different categories and courses based on product, and deployed it and they're deployed in 10 languages. And they don't only use it as a training solution now. They also use it as a solution for regeneration. Number 2 is Uber. And Uber needed to train a global team of drivers, so these are folks that are driving up the Uber platform, and if you know Uber, Uber is a ridesharing application, and it's very quickly growing. And what Uber needed to do is roll out a centralized web portal for each city that has a set of driver training videos, and they use the Vidcaster system to do that. So they shot those videos, they quickly organize them into a playlist, and assigned interactivity and quizzes to those videos to build a training scenario. And now they have over 10 cities using the Vidcaster platform and almost 200,000 drivers that have accessed the system. And we're excited to be working with a very innovative organization. So now we're getting to the fun part. I see a lot of questions coming in. We'll get to those shortly after here, but on the lay of the land, what we're about to do is we're going to go into a demo. I'm going to show you how to launch a Vidcaster private site, but before we do that, I want to show you a little bit about the backend and tell you what we can do with Vidcaster because we're going to move really quickly once we get into demo. So Vidcaster as I mentioned is video site technology. It allows you to deploy a video site on demand out of the box, and you can customize white label or brand this and bring it into your existing web property or domain. And so the idea is to very quickly deploy this without the need for IT. Although you can bring IT in the mix, it's designed so that you can independently launch a site. And so really what it is, it's a protected video portal, and it gives employees and customers, partners, folks that you want to get in there a very specialized brand of environment for consuming content. And so we thought through different layouts, and as I mentioned, we have a number of templates you can choose from that show related video content and also have interactivities so you can lead folks through a logical process to consume video. If there's a playlist of videos and those are designed or laid onto a course, you can very quickly layout that course and guide people through that with analytics, and that's what you're seeing here. Based on certain dealerships, you can give them another or more relative piece of video content. You can also roll out certification and exams. So you can train folks using this environment. And Vidcaster has tool sets, quizzes, surveys in the system to allow for that. And chapters kind of play into that interactivity and the analytics that we collect behind that is big. It will tell us, hey, someone clicked on this chapter. They watched an entire video and they have answered these questions, and then we can even give it right or wrong logic. If someone doesn't get that question right, then we can have them re-watch the video. So this is what we call the enrich layer that sits in that environment, that makes it really easy to create a training resource center using video. And behind the scenes, we make it really easy for you to manage all aspects of the video and interactivity and this whole experience, and that's the Vidcaster dashboard. So these are just some screenshots, but you'll see it live here in a second streaming notifications of contacts as those contacts are accessing video interacting with it, we're going to stream that information to you. That's important. If it's a marketing use case, it's important. If it's training, it's important. You want to know when people engage it. And then we'll actually build a contact profile that's related to each of these contacts. You can drill down, build reports, and get the data that you need. So the organization of videos is a big part of our system, so you're going to choose that template and then you're going to organize the video content into categories. And then you can publish it out to emails, embeds, or just the internal portal if you want. And so we make it really easy to do that in a very smooth way in the Vidcaster's system. And then I mentioned the interactivity, very easy to add chapters, quizzes, into the video using the drag and drop feature set. We're not going to go into depth in the demo today on this, but I want to show it to you and if you have questions, and you can see at the bottom of the screen-- I should bring this up now-- So if you see something on here that you like or you want to get started and kick off a demo, visit us at Erik will put it into the chat window here, and you could pick a time on our calendar, and we're happy to share you this in more detail. The other side is Contact Manager, and we're going to go into this in the demo here. So you can give access to thousands of contacts at once in Vidcaster, either in the bulk action or individual invites. So control the content that they see down to a category, send access end dates and begin dates. If you're using our subscription tools, you can charge for access and control based on payment, meaning if they don't pay, you can make their account expire. And then behind the scenes we're tracking analytics. So these are just some screenshots of the different analytics, conversions, engagement analytics. You can see the table of contents in the middle there. So in this specific video, all those different chapters can be tracked. We know what topics people care about and then quiz, data also is displayed into the system. Which now brings us to the most exciting part of today's presentation, and we'll finish today before we get into Q/A and that is to watch the demo. We're going to launch it's site right now in five minutes or less. As I mentioned, Erik and I, my lovely assistant here, he helped me configure this. We did this before our call, so we're going to run through quickly. I'm going to get started here. The first step in getting going is to launch your Vidcaster site. So that's what we're doing here. You see this on the screen. Once that launches, the next step is to pick your theme. And as I mentioned, we have a number of layouts depending on what your scenario is. So we look at different best practices for video, and we've added these layouts with themes in the system. And I'll render one real quick so we can take a look at what that looks like. We're adding new themes about once a quarter, and you can also do more advanced configuration using CSS and HTML. So we added a logo. In this case, we're not. We'll just go ahead to the dashboard. And the dashboard will load. This is a blank site, so there's no information yet. We don't have any notifications. But what we can do now is we can set our categories because the first step is, before we invite people to a private environment, we want to add some level organization. So I'll go ahead and add category, so we'll do just simple category1, category2 layout. Now, one thing to note is that categories create a page in the system, which makes it really easy for you to share a selection of videos or playlist of videos with a specific individual or a group of people that need to see those videos. So as an example, if it's marketing content, you could send a link that it would be YourVideoSites/marketing, or if it's training content, you can do something as training. And then to reorganize it, you just simply drag and drop the order, and that will change it on the front end of the template. Very easy to do. So now we've done that, we'll go ahead and we'll set the categories for the individual video. So I have some test content that comes out of the box here in the system. I'll go ahead and I'll move those to my first category, which is category1. So now I've assigned that and then I'll assign the next three to category2, and this can be done in bulk as you can see. So I'll go up and we'll move that to category2 here. So basically what I've done is, I've just organized my video content into two categories. So now that that's organized, the next step is I'll publish my videos. So I'm going to go ahead and hit Publish, and that will make my videos go live, and we can see it here on this site. So there's my site. There are the videos. I've got a scroller component. You can see them there. The next thing is now we need to set our site privacy because we want this to be a protected site. So I'll go ahead and go to Settings, I'll go to General, and from there, this will take me down to my Site Privacy options. So you see a number of options here. We're going to select the option that only authorize users with a login can access my site, meaning, you have to invite those users. And if we're in a Single Sign On scenario, you can actually hide or override some of these settings here. I'm not going to get into detail on that now. So we've gone ahead and updated that. The next step is now that we've set the privacy is to invite our first private site contact. So I'll go to Manage here under Contacts, and I'll invite that user. I'm just going to invite myself for now. So I'm going to go ahead and enter my name, my email address, and then I'll go ahead and set access end date, and then we can filter myself by category. If I only want to see a specific category, I can do that. So I'll go and check that, and I want to give myself category1, and I'll send the invitation. Now this will trigger the invite to go out, it's set, I'll get an email. We can take a look at what that looks like right now. Before we do that, I should also mention you can customize the emails that go out and also customize the main right there. So you want to set that before the email goes out. So you have your logo, your branding, and it looks like the email came from you and not Vidcaster. So this is it blank without it customized. You can see here that it's giving me that my access has been granted. There's a site name, and that can be customized. There's my email address and then I can click on the link to activate my account. So I'll give myself a new password, and I'll go ahead and submit, and that should give me access to the site. So I'm in. Now, I'm in the private site and I have a private site environment with user-generated accounts, and I can now invite more users either buy a spreadsheet by uploading a spreadsheet or individually or also connecting via Single Sign On. And so that's it. So this is the login page. I've come back to that. And you can brand this. It can be a different template. Template could look like your website. You decide, but in less than five minutes, I just went ahead and created a Vidcaster private site. And that will bring us to the end of the presentation, which is Q & A. And looking over Erik here, he's got a bunch of questions. So let me just go ahead and grab that list of questions here. Let's see here. Can someone pay once and have unlimited access to the video, or can they pay for just one video? The answer is yes to both of those questions. So you can set up video subscriptions. We didn't do that in this presentation today. That's a whole other tour in itself, and will probably be a webinar coming up on that. We do have a few our site, but the answer is yes. You can create multiple levels of subscription. One can be accessed for all videos. It could be unlimited for all time. It could be by month. It could be for just one video. You can set those levels of subscription and control that. So I showed you private site. And private site is just granting access to folks without subscriptions, and you can give them control by category. The subscription system will allow you to group specific videos into a subscription plan to do that. So we can give you more info after the call, Matt, or we can go ahead and set up a time on our calendar and we can talk more. There's another question. Can you explain more a bit more about advanced security options like Single Sign On. So if you're not familiar with Single Sign On, Single Sign On is a way to link authentication systems together. So it makes it really easy to use one set of credentials to access that environment. So instead of inviting users to access like we did in this presentation, you would tie the two systems together, and if they had access to the other system that we were tied to, they would automatically have access to this environment. So they wouldn't need to log in again. And you can control that access from that other system. So we have different connectors with Single Sign On providers out there. We've also got connectors with different environments that you might have like SharePoint is one. There's a number of these folks out there, and we connect that together. It's typically done as the one-time setup, and then once it's set up, you're good to go and you have that nice flow of security. To learn more about Single Sign On, definitely reach out to us. We can send you a pamphlet on that and what that's all about. We've got like a good questions here. The next one is, can you have a public and private site at the same time? This person says they have a public facing video page. They want to have a training site that is private. The answer is yes. You can have both. So the beauty of Vidcaster is you can tie both a public and private domain in multiple, actually, a limited amount of domains into one account and you can switch between the two. I won't show it to you today on the call, but you can also send the demo, we can go over that, but the answer is yes, you can have both environments and a lot of our customers do, in fact, have that. And you can even silo admins and users to specific use cases. You can segment analytics. That's up to you on how you set that up, but it is possible. Another question here is around-- well, someone says, what do I really needed to do to get started. Well, to get started, it's super easy. You have to pay us $100 million and then we will give you our software. No, I'm kidding. To get started, if you wanted to try this out, schedule a time on our calendar or email us at, and you can also email myself. I'm, and I'm happy to walk you through this. We can talk through your scenario and talk about what it takes to get started. Another question here, quiz functionality. I won't go too much into detail on that in this call. Quiz functionality, it's a full-baked quiz system that works in the video, and that can be tied to specific logic. It's got a whole set of reports on our dashboard. It even has an API. In the case of some of our customers, they are using it to trigger certifications, badges, and other events, and other systems. Let's see. Someone asked, will I still need input from IT. So as I mentioned earlier on in the presentations that Vidcaster is designed to run independent of IT. There is two areas where you may need their input or a light action on their part, the first is on the domain set up. So you need to create a CNAME record or a new arecord in your hosting-- sorry. Well, I guess it would be your hosting provider, that's controlling that domain. You need to point that at, and you can connect it in your account. So it's a simple task. You can put a request in through IT to do that, then that's all you really need on their part that. If you're going to go the Single Sign On route, then you will need IT to help with that. So just depending on what you're trying to do. It can either be lightweight or it can be pretty heavy. So that's it. We're going to rap it. There's a few other questions here, but I want to keep the short, and I thank everyone for joining us today. As you know, we do these webinars about once a month, and we would love for you guys to stay engaged, so follow our blog. We're also going to send-- Erik here, he's sitting next to me is going to send a link to more demo videos. So I know you guys have a lot of questions. These are great questions. We have videos that address these questions in an environment. So after this call, you're going to get a followup email with a recording of this presentation and then a link to access more specific demo videos related to private site. And out of that, we ask that if you have any questions to reach out to us and we're happy to answer those questions. So again, thank you for taking the time today. It's great to see some familiar names on the call, and we'll look forward to getting you up and running with Vidcaster, and if you're up and running, we look forward to expanding our relationship with you. So thank you for your time.