Security and permissions in Elvis 5

Users access the assets that are stored in Elvis by making use of any of the client applications such as the Desktop client, the Pro client, the Brand portal or the InDesign client.

Before they can do this, they need to be given access to these clients and the stored assets. This is done by adding the users or user groups to Elvis and subsequently defining Permissions for these users or user groups.

Such Permissions control the following:

1. Which client applications and their features users can make use of. This is done by setting up 'Capabilities'.
2. Which folders and assets in Elvis users can access. This is done by setting up 'Rules'.
3. Which metadata fields users can view and edit.

See this process demonstrated in this short video:

Private folder

For each user a folder is created for private use. This folder is located in the Users folder on Elvis and the user account name is used as the folder name.

Assigning Permissions to users or to user groups?

Permissions can be assigned to either a user or a user group. They can best be managed as much as possible on group level; this makes it easier to control and manage Permissions that need to be the same between end users.

When a user needs specific Permissions (such as a Team Lead that needs to be able to delete assets), manage these on user level.

Note: When a user is a member of multiple groups with different user license settings, the most feature-rich license will be used. When no user license type is set for a user or one of its groups, the least feature-rich license will be used (a Basic license if available, else a Standard license or else a Pro license).

Complexity

Permissions can become very complex and it is important to keep an eye on how different permissions affect each other.

Example: It is possible to give users the capability to download assets but when these assets are stored in a folder for which they only have Preview rights, they will not be able to download these assets.

Preparation

As the first step in setting up your authorizations, we strongly advise to analyze your workflow, user groups, and the required access control on paper before implementing this in Elvis.

Managing Permissions

Permissions are managed in the Desktop client through the Manage Permissions tab (choose System > Manage Permissions).

Figure: The Permissions tab in the Desktop client.

For more information about setting up each part of a Permission, see the following articles:

• Controlling user access to clients and client features
• Controlling user access to folders and assets
• Controlling user access to metadata fields