Controlling user access in Assets 10 by setting up Rules

Controlling the access that users have to the files in Assets is done by setting up one or more Rules.

This article explains how this is done.

Before you start

Note that setting up rules can be a complex process.

You might benefit from first creating an overview (on paper or in a spreadsheet) of all users and user groups and which type of access you want to grant them.

Keep the following in mind:

• Rules can only be assigned to groups. When a rule is applied to a group, it affects all users assigned to that group. When ‘individual’ user permissions are needed, a group with the same rules and permissions should be created so that the individual users can then be added to this group.

• Applying Rules affects the time it takes to perform searches and retrieve search results. The higher the number of Rules assigned and the more complex they are, the more the search performance is affected.

Setting up a Rule

Rules are created in the Management Console on the Group permissions page.

Info: See also this Example of setting up Permissions and Rules in Assets 10.

Step 1. In the Management Console, access the Group permissions page.

Step 2. Select the group you would like to create a rule for.

Step 3. On the Group type tab, choose the type of group that should be created:

• Content Consumer
• Content Manager
• Admin

Note: These groups are established within the WoodWing Identity Service. Adding or removing groups can be managed there.

Step 4. Access the Rules tab and at the bottom of the list of Rules, click the +-button.

Figure: The Rules tab on the Groups page (1) and the +-icon for adding a Rule (2).

The New Rule dialog appears.

Step 5. Make sure that the Rule information tab is selected.

Step 6. Set up your Rule by entering a descriptive name, setting up a folder restriction, setting up a query restriction, or setting up a combined folder and query restriction.

Step 6a. Click the + sign.

The Folder browser appears.

Step 6b. Do one of the following:

• Browse to an existing folder that you want to give access to.

• Create a new folder by doing one of the following:
• Select a folder in which you want to create the new folder (or select no folder to make it the root folder), click New folder at the top and enter the name of the folder.
• In the Folder path field at the bottom of the dialog, enter the full path to the new folder, optionally by using wild cards.

About using wild cards It is possible to create a Rule containing a wildcard that matches all folders on a certain level. This can be done by replacing a folder in the selected folder path with an asterisk *. Example: Assume that the following folder structure exists with the same structure except for one folder: /My Brand/Production/2024/Images/ /My Brand/Production/2025/Images/ The repeating folder can then be replaced by an asterisk: /My Brand/Production/*/Images/ This also makes sure that any future folder such as 2026 is automatically captured by this rule. Notes: The easiest way to set up the wildcard path is by selecting one of the affected folders and then replacing the repeating section with an asterisk in the folder path field. Only use the wildcard for situations where otherwise you would require to match many folders. Be aware that all folders deeper into the structure get the same permissions assigned as the folder that is defined in the folder path field. Carefully check the structure to see if all folders should be affected. A wildcard at the end of the path will apply all permissions one level deeper; in general setups would not require a wildcard at the end of the path.

Step 6c. Click Select to close the Folder browser.

Step 6d. (Optional) Add additional folder locations.

Step 6e. Enter your query in the Metadata query box.

Note: The Metadata query section is not available when setting up a Folder rule.

Tip: Quickly locate metadata fields to include by searching for them in the Fields overview list. Clicking a found field will automatically add it to the Query box.

For information about constructing queries, see Fine-tuning your searches in Assets 10 by using queries.

Note: Using wildcard queries in a query restriction is not supported; these slow down searches too much and will affect every search done on the system.

Example: To restrict access only to files that have a status of 'production', add the following query: status:production

Step 7. (Optional) Test your Rule by clicking Test query.

Step 8. Click Next to go to the Permissions tab.

Step 9. Do the following:

• Click the +-sign to add users or groups to the Rule, click the – -sign to remove them.

• For each user or group, select a check box to assign a permission or clear a selected check box to remove a permission. For more information, see Assets 10 file permission types explained.

Tips: Hover the mouse pointer over permission icons to see what they mean. Quickly select or clear all permissions by clicking the check box to the far right.

Step 10. Click Save to save your rule.