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Capabilities in Elvis 5


Controlling user access to clients and client features 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 access to:

  1. Client applications and their features
  2. Folders and assets in Elvis
  3. Metadata fields

This article describes how to control user access to the client applications and their features.

Note: See the full process demonstrated in this short video:


Controlling access to a client and its features is done by setting up 'Capabilities'. In it, the following aspects are defined:

  1. The role of the user or user group
  2. Which clients the user or user group can access
  3. Which features within a client the user or user group can use

Managing Capabilities

Capabilities are assigned to users and user groups as part of assigning Permissions. This is done in the Manage Permissions tab.

Step 1. In the Elvis Desktop client, choose System > Manage Permissions.

Step 2. Use the search options to search for users and/or user groups.

Step 3. Select the user or user group to which you want to assign a Capability.

Step 4. Set up Capabilities (see below) and click Save.

The Manage Permissions tab

Figure: Setting Capabilities on the Manage Permissions tab in the Desktop client.

1. Setting the role of the user

The first step is to define the role of the user. Each role requires a specific user license.

Note: For an overview of the available features per user license, see Elvis 5 license types.

User role settings

  • Super user. The Super user has access to all clients and all of their features, can access all assets and can use all metadata fields. Because such a user has full access, no further settings have to be set (all options are grayed-out). This role is usually only granted to the general ‘admin’ user.

Required license: Pro.

  • Basic user. Use this role for asset consumers who only need to search, download and share assets.

Required license: Basic.

  • Pro user. Use this role for assets managers who need all functionality.

Required license: Pro.

  • Standard user. Use this role for asset contributors who mainly need to import and edit assets.

Required license: Standard.

  • Unspecified user. In a typical workflow, a user will have the Unspecified role assigned and will be added to one or more groups. With the Unspecified role, a user will inherit the user license that is set for the group that they are added to.

Required license: Unspecified; the license is inherited from the user group that the user is added to.

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).

2. Setting access to clients

Client type settings

The second step is to define which clients the user can use. This is directly related to the selected user license.

Note: For users with the role of 'Super user', all options are grayed-out. Such users already have full access to the system.

  • Desktop client. Allows the user to access Elvis using the Desktop client.
  • Content Station client. Allows the user to access Elvis within Content Station.
  • Web client. Allows the user to access Elvis using the Pro Client, the Brand portal and the Web client.
  • iPad client. Allows the user to access Elvis using the iPad client.
  • InDesign client. Allows the user to access Elvis using the InDesign client.

3. Setting access to the client features

Client features

The last step is to define the client features that the user can use. Be aware that features may be grayed-out when:

  • The user has the role of 'Super user'. Such users have full access to the system.
  • The chosen license does not allow access to the feature.

Create Upload Request

Allows users to create a Share Link to which a user can upload files.

  • Available in: Desktop client and Pro Client.
  • Notes: Also requires the Share feature to be enabled (see below).

Desktop client plug-ins

Allows users to use plug-ins for the Desktop client.

Share download presets

When enabled, any Download Presets are shared with all users within the group(s) that the user is a member of.

Download as

Allows users to:

  • Choose the format in which to download the preview of an asset in (JPG, PNG or TIFF format) and specify settings for the size, resolution and metadata of that downloaded preview.

'Download as' presets

Allows users to:

  • Create presets for quickly downloading a preview without having to manually specify the download settings.


Allows users to create a Share Link, used for sharing assets with others.

Image manipulation

Allows the user to rotate and flip images.

  • Available in: Desktop client.
  • Notes: The user can only manipulate images for which the Edit rule is set.


Allows users to download assets in the following ways:

  • Download the original asset
  • Download a preview of the asset
  • Download a custom preview of the asset

Create approval request

Allows the user to create a Share link, used for letting another user approve or reject assets.

  • Available in: Desktop client, Pro client and Brand portal.
  • Notes: Also requires the Share feature to be enabled.

Used In

Info: This option requires Elvis 5.18 or higher.

Makes the 'Used in Enterprise' panel available in the Pro client which allows users to see where in Enterprise an asset is used.


Allows the user to create and manage Collections.

User zone

Grants the user access to a private user folder to which they have full access. This folder is located in the /Users folder and the user account name is used as the folder name.

  • Available in: Desktop client, Pro Client and Brand portal.
  • Notes: All users that have access to the Desktop client will automatically have a private folder available.

Note: Creating a default private folder can be disabled by setting allAirClientUsersHaveUserZone=false in the cluster-config.properties.txt file.


Allows users to create and manage locations stored as Favorites.

Export to Enterprise

Allows the user to export content to WoodWing Enterprise.

Regenerate thumbnail

Allows the user to regenerate thumbnails and previews.

  • Available in: Desktop client.


Allows users to open files for editing by checking-out the file, editing it in some way and checking-in the file again.


Allows users to view and restore versions of an asset.

Note: This feature is not needed to create a version. Version creation happens automatically when a file is checked in.

Saved searches

Allows users to create and manage Saved Searches in the Desktop client.


Allows the user to query the statistics database through the REST API.

  • Available in: Desktop client.
  • Notes: This feature is required by the Statistics plug-in.


Allows the user to use the Taxonomy panel to easily add metadata from configured taxonomies.


Allows the user to import assets, for example by using the Bulk Import feature.

The user can only import assets into folders for which they have "CREATE" permissions.

  • Available in: Desktop client.
  • Notes: Files can only be imported into folders for which the user has Create permission.

Document history

  • 13 December 2016: Added the Permission 'Used in'.
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