Configuring Users and Groups

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This article reviews the following topics:

 

ROLE TYPES

Role types are used to control access and are referenced often in the group and user configuration instructions throughout this article. There are four types of roles with varying access and permissions:

  • Brand Portal: End users who can view and download assets in Brand Connect.
  • Regular User: End users who can view and download assets in both the core Webdam application and Brand Connect.
  • Contributor: Power users who have view, download, upload, edit, move and delete permissions in both the core Webdam application and Brand Connect.
  • Admin: Power users with full asset and folder permissions in both the core Webdam application and Brand Connect. In addition, these users may configure the system preferences, metadata schema, Brand Connect, user permissions and group permissions.

 

GROUPS

Default groups:

There are two system groups that all users belong to by default: the Guest group and the Logged In group. This is automatic, so you don’t need to manually add users to these groups.

  • Guest: Use the Guest group to control access for a user that’s not currently logged in or lacks login credentials. Any folders that can be viewed or downloaded by the general public can be configured using the Guest group.  

  • Logged In: Use the Logged In group to control access for a user with login credentials. Any folders that can be viewed and downloaded by any user logged in to your DAM may be configured using the Logged In group.

 

Edit the folder permissions of a group:

  1. Log in to the core application, click Teams in the top navigation and select Groups.

  2. Click the configure-users_wrench.png icon in the Actions column for the group that you would like to update, then select Permissions.



  3. Specify which folders and nested folders the group should have permission to access.
    • For a group to have access to a nested folder, they need view permission to the parent folder. 
    • View column: Check the box to allow the group to view a folder.
    • Download column: Click the dropdown menu and select the download options.
      • Allow: The group can download the original asset as well as predefined image and video download presets.

      • Download presets: The group can download a preset file version, but not the original version. (Read more about download presets.)

      • Do not allow: Disables the group from downloading.
        • When Do not allow is set, the admin can allow users in the group to request a download by enabling download requests globally in system preferences or at a folder level in the folder’s advanced options.
    • Contributor groups will have additional options to upload, edit, move and delete assets and folders. Check the box under each appropriate column.
  4. Batch permission: Update the permission for multiple folders at once by clicking the checkboxes in the orange column then specifying the permission access in the top orange row.

    configure-users_batch-allow.png

  5. To apply permissions to nested folders, switch the Apply to Nested toggle for the parent folder to Yes.

    (Note: The toggle will always default to No. The toggle can be updated when changing the permissions for a specific folder.)

    configure-users_batch-nested.png


  6. The Default row can be used to automatically set permissions for new parent-level folders.

    By default, new nested folders obtain the permissions of the parent folder.

  7. Click Save.

 

Create a custom group:

  1. Log in to the core application, click Teams in the top navigation and select Groups.

  2. Click the configure-users_plus-sign.png icon on the actions toolbar.

  3. Choose the Role (Type), from the dropdown box.
    • Brand Portal: These users are only allowed to view and download assets in Brand Connect.

    • Regular User: These users are allowed to view and download assets in both Brand Connect and the core Webdam application.

    • Contributor: These users are allowed to view, download, upload, edit, move and delete assets and folders in both Brand Connect and the core Webdam application. 
  4. Enter the group name. (Only admins can see the group name.) The description is optional.

  5. Specify which image and video download presets the group will have access to.

  6. Click Save. The permissions grid pop-up will display.

  7. Edit the permissions of the group. (See the section above for instructions.) 

  8. Click Save.

 

Edit group:

  1. Log in to the core application, click Teams in the top navigation and select Groups.

  2. Click the group name. You can also click the configure-users_wrench.png icon in the row of the group you want to edit, then select Edit group.

  3. Edit the group.
    • Custom groups: The role type, name, description, image download presets and video download presets can be edited.

    • Default groups: The image and download presets can be edited for the Logged In group, but the Guest group cannot be edited.

      configure-users_custom.png

  4. Click Save.

 

Delete group:

  1. Log in to the core application, click Teams in the top navigation and select Groups.

  2. Click the configure-users_plus-sign.png icon then select Delete group. Default groups cannot be deleted.

  3. Click Yes to confirm.

 

Send messages to groups:

  • Click the configure-users_mail-icon.png  icon to send a message to specific groups or all the groups. Users will receive an email and an in-system notification.

 

Edit the group permissions of a folder:

You may also configure which groups have permission to specific folders at the folder level.

  1. Log in to the core application.

  2. Select the folder that you want to change Hover over the folder thumbnail you want to change, then click the configure-users_pencil.png icon. Select Permissions.

  3. Edit the permissions of the folder. (See the section above for instructions.) 

    configure-users_folder-permission.png
  4. To apply permissions to nested folders, click the box next to Apply changes to all nested folders.

  5. Click Save.

 

USERS

Create user:

  1. Log in to the core application, click Teams in the top navigation and select Users.

  2. Click the configure-users_plus-sign.png icon on the actions toolbar.

  3. Enter the account information for the user. Username, email, first name and last name are required.

    (If you leave the Send user an email with account details box unchecked, you will need to alert the user that an account has been created for them.) 

  4. Click Save.

Notes:

  • Users are automatically created with Brand Portal role types and Guest and Logged In group permissions.

  • Users may belong to multiple groups and receive the combined permissions of all groups they belong to.

  • Users may be added to groups under either the Users or Groups section.

  • Users must have an active  status to log into the DAM.

  • You may need to update a user’s role to add him or her to a group.

Add or remove group affiliation from a user:

  1. Log in to the core application, click Teams in the top navigation and select Users.

  2. Hover over the Groups column entries and click the one you want to edit. Add groups or click the X on groups you want to remove.

    (You may have to change a user’s role to add him or her to a group.)


  3. To batch add users to groups, check the boxes next to the users you would like to update. Click the icon on the actions toolbar and choose Add to group.


  4. Click Save. Changes will automatically be saved while editing in the main interface.

 

Add or remove a user from a group:

  1. Log in to the core application, click Teams in the top navigation and select Groups.

  2. Click the number in the Members column of the group.

  3. Update the users:
    • Add: Click the field under Add Users to this Group and search for users(s). Click the ones you want to add.

      (You may need to update a user’s role to add him or her to the group. Click Teams and select Users to change roles.)

    • Remove: Click the  icon next to the user(s) you would like to remove.
  4. Click Save.

 

Edit users:

  1. Log in to the core application, click Teams in the top navigation and select Users.

  2. Click the username. You can also click the configure-users_wrench.png  icon in the row of the user you want to edit, then select Edit user. Edit their information.

  3. Click Save.

 

Delete users:

  1. Log in to the core application, click Teams in the top navigation and select Users.

  2. Click theconfigure-users_wrench.pngicon in the row of the user you want to delete and select Delete user.

  3. To batch delete users, click the boxes next to the users you want to delete. Click theconfigure-users_wrench.pngicon on the actions toolbar and choose Delete.

  4. Click Yes to confirm.

 

Update user status:

  1. Log in to the core application, click Teams in the top navigation and select Users.

  2. Click the active or   inactive icon to update the status of the user.

  3. To batch change user statuses, click the boxes next to the users you want to change. Click theconfigure-users_wrench.png icon on the actions toolbar and choose activate or deactivate.

    (Users must be active to log in. Inactive users will be unable to log in to the system.)

Additional user section options:

  • Click the configure-users_export-icon.png icon on the actions toolbar to export a .CSV of all user's account information.

  • Click the configure-users_column-icon.png icon next to the search box to customize the columns displayed. These columns will always default back to the original when you navigate from the Users section.
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