Download Rules

Download Rules give Enterprise Webdam admins control over which assets can be downloaded by configuring rules based on metadata, download-request form responses and groups of users. This makes it easy for approved users to access assets and keeps restricted assets out of the hands of unapproved users.

Where to Find Download Rules

• Log in to the core application and click  in the top navigation panel. Select System Preferences.
  
  
• Click Download Rules in the left panel.

Create a Download Rule 

1. Click the  icon underneath the top navigation panel.
   
   
2. Create a name for your rule.
   
   
3. Select in the rule conditions from the dropdown menus. (Be sure to select from left to right, as dropdown menu options will change depending on what was previously selected.)
   
   
4. You can create multiple conditions for the rule using the OR and AND buttons. Note: OR options make the rule apply to more criteria, while AND options make the rule apply to less.
   
   
5. To remove a condition, hover the mouse pointer over the condition’s dropdown menus and click the  icon that appears to the right of the menus.
   
   
6. Select the rule action under Run this action.
   
   
7. Click the Save button.

Edit Download Rules

• Drag and drop rules by the icon to change the hierarchy of rules.
  
  
• Click the icon under Actions to edit or delete a rule.

Additional Information on Download Rules

• Rules are applied in order from top to bottom.
  
  
• Once conditions in a rule are met and the rule is applied, all subsequent rules are ignored.
  
  
• If no rules apply, the group and folder download permissions will be used.

Example Download Rules

Let’s say that you have a folder with images from a photoshoot. All of these may be downloaded freely except for two images featuring a particular person. These two images require approval prior to download.

A download rule makes it simple. First, you will need to distinguish which assets require approval from those that may be freely downloaded. You may manage this through a metadata field – in this case, I have created a metadata field called “Download Rules” and tagged the two restricted images with “Requires Approval” and the rest of the images with “May Be Downloaded.”

Here’s what the download rule could look like:

Let’s change the scenario a bit: Now the two restricted images may be automatically downloaded and used for editorial purposes only by the Superfly Employees group. If a user from this group needs to download it for anything other than editorial purposes, they must still get approval.

You can set up this approval process by asking how the asset will be used in a Download Request form. After creating a custom field titled “How will this asset be used,” you may give the user the option to choose Editorial, Marketing or Other. Get more information on creating custom fields and configuring forms.

Here is what the download rule could look like:

Lastly, using the scenario above, let’s say that the Agency group may not download the two restricted assets at all, regardless of their response on the download-request form. 

Here is what the download rule could look like:

Feature is only available in Enterprise subscription plans.

Updated November 10, 2023 16:55