Access Rights are individual rules that together form an Access Profile. They are used for allowing or denying users from doing the following:
- Using specific features in Studio or Studio for InDesign and InCopy.
- Performing specific tasks on files.
The following shows an overview of all available Access Rights, listed by the group in which they appear on the Profile Maintenance page.
File access
Rules for controlling access to files in a Brand, Issue, Category, or Workflow Status.
Access Right | Notes | |
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Listed in Search Results |
Allows a user to view files in Studio for InDesign and InCopy, or in Studio.
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Read |
Allows a user to view files in Studio for InDesign and InCopy, or in Studio.
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Listed in Publication Overview | Allows a user to view files in the Publication Overview application in Studio. | |
Open for Edit |
Allows a user to:
1 This option allows a user to edit files that are placed as well as files that are not placed. If users should be prevented from editing files that are placed, use the 'Open for Edit (unplaced) option. |
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Open for Edit (unplaced) |
Allows a user to open files for editing, but only when the files are not placed on a layout. Note: When users need to be able to edit files that are placed as well as files that are not placed, use the 'Open for Edit' option. This option is typically used in a workflow in which an external contributor provides a file such as a Word document and where that contributor should not be allowed to edit the source file once it has been placed. |
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Write | Allows a user to create or save files. | |
Delete | Allows a user to move files to the Trash Can in Studio. | |
Delete Permanently | Allows a user to delete files permanently from the system by using the Trash Can application in Studio. | |
Change Status Forward | Allows a user to send a file to the next status in the workflow. | |
Change Status | Allows a user to change the status of the file to the next or previous status in the workflow. | |
Restore Version | Studio Server can save intermediate versions of a file. With the Restore Version feature enabled, a user can restore a file to a previous version. | |
Take Offline | Allows InDesign and InCopy users to take files offline. This stores the file locally so that the user can work on the file without being connected to Studio Server. | |
Download Preview |
Enables the following functionality:
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Download Original |
Enables the following functionality:
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Applications
Rules for controlling applications in Studio.
Access Right | Notes |
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Search | Allows the user to browse the content stored in the Studio Server database and running searches on that content. |
Publication Overview | Allows a Studio user to use the Publication Overview application. |
Upload | Allows a Studio user to use the Upload feature, for uploading files to the Studio Server database. |
Reporting | Allows a Studio user to use the Reporting feature, for running various types of reports. |
My Profile | Allows a Studio user to use the My Profile feature, for changing the language or password settings. |
Planning | Allows a Studio user to use the Issue Manager. |
Content Station Pro - Edition |
Note: This Access Right is not available in Studio Server 10.11.2 or higher. Support for Content Station has been dropped and cannot be used in combination with Studio Server. Allows a Content Station user to log in to the Content Station - Pro Edition. |
Smart Caching |
Allows a user to use the Smart Caching feature which automatically downloads a file onto a user's system when the file is routed to that user. Note: Enabling this Access Right and assigning it as part of an Access Profile to one Brand makes Smart Caching available for use in ALL Brands that the user has access to on that server. For more information, see: |
Text Styles
Rules for controlling the use of paragraph and/or character styles in the Print editor of Studio, or in InDesign and InCopy.
Access Right | Notes |
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Apply Paragraph Styles |
Allows InDesign and InCopy users to apply paragraph styles. Allows Studio users to apply paragraph styles using the Styles panel in the Print editor. |
Edit Paragraph Styles |
Allows InDesign and InCopy users to create, duplicate, delete and edit paragraph styles, as well as use the Load Paragraph Styles, Load All Styles and Break Link to Style commands. |
Apply Character Styles |
Allows InDesign and InCopy users to apply character styles. Allows Studio users to apply character styles using the Styles panel in the Print editor. |
Edit Character Styles | Allows InDesign or InCopy users to create, duplicate, delete and edit character styles, as well as use the Load Character Styles, Load All Styles and Break Link to Style commands. |
Typography
Rules for controlling the use of typography options to a section of text the Print editor of Studio, or in InDesign and InCopy.
Access Right | Notes |
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Apply Paragraph Formatting |
Allows InDesign and InCopy users to use the Paragraph panel. Allows Studio users to use the Styles panel in the Print editor: |
Select Font Family | Allows users to change the font family. |
Set Font Style | Allows users to set a font style such as bold or italic. |
Set Basic Formats | Allows users to apply basic formatting: underline, strikethrough, all caps, small caps, superscript, subscript, bold or italic. |
Set Advanced Formats | Allows users of Studio for InDesign and InCopy to set features such as type size, kerning, leading, as well as use all Story and all Character panel options not covered in the other typography features. |
Composition | Allows users of Studio for InDesign and InCopy to set preferences that influence composition: advanced type, character settings, grids, and text wrap. |
Track Changes
Rules for controlling the use of the track change features in InDesign and InCopy.
Access Right | Notes |
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Force Track Changes |
When enabled, the Track Changes functionality will be turned on when the article is opened; it cannot be turned off by the user. When disabled, the state when the article was checked-in is used. |
Turn On/Off Track Changes |
When enabled, all Track Changes features can be used. When disabled, none of the features can be used, with the exception of navigating between changes and viewing/hiding the Track Changes. |
Linguistic
Rules for controlling the use of the dictionary in InDesign or InCopy.
Access Right | Notes |
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Change Language/Dictionary | Allows a user to change to a different language or dictionary. |
Edit Dictionary | Allows a user to edit the InDesign or InCopy dictionary. |
Studio
Rules for controlling functionality in Studio.
Access Right | Notes |
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Add/Remove Text Component | Allows the user to add or remove article components when editing an article in the Print editor of Studio. |
Insert Inline Image | Allows the user to insert an inline image when editing an article in Studio. |
InCopy Geometry
For controlling the resizing of text frames in InCopy.
Access Right | Notes |
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Resize Text Frames per Line | Allows a user to resize text frame depth by adding or removing lines to/from a text frame using the Resize TextFrame toolbar. |
Resize Text Frames per Coordinates | Allows a user to resize text frames using measurement values set in the Resize TextFrame toolbar. |
Color
Rules for using colors.
Access Right | Notes |
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Apply Swatches | Allows an InDesign or InCopy user to apply swatches from the Swatches panel. |
Edit Swatches | Allows an InDesign or InCopy user to create, duplicate, delete, and edit swatches. |
Workflow
Rules for controlling the use of certain workflow actions.
Access Right | Notes | ||
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Add image to article | Allows an InCopy user to place or edit images. | ||
Publish | Allows a Studio user to publish Digital articles from the Digital editor. | ||
Create Tasks | Allows a Studio user to create Tasks. | ||
Allow Multiple Article Placements | Allows an InDesign user to place articles multiple times or to use the Smart Jump feature. | ||
Change Edition |
Allows an InDesign or InCopy user to change Editions in a workflow dialog box such as the Check-in dialog box. Allows an InDesign user to change Editions in the Editions panel in InDesign. (Requires Smart Connection 14.2.4 for InDesign CC 2019 or any higher version of Smart Connection 14; for other versions, users can change Editions in the Editions panel regardless of how this Access Right is set.) |
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Create Dossiers | Allows users of Studio or Studio for InDesign and InCopy to create Dossiers. | ||
Create Article from Layer | Allows an InDesign user to create a new article containing all text frames of an active layer. | ||
Create Article from Document | Allows an InDesign user to create a new article containing all text frames in the document. | ||
Abort Checkout |
When the Access Right is enabled:
When the Access Right is disabled:
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Change Restricted Properties | Allows user to change a custom metadata property. | ||
Change Brand/Issue/Category | Allows users to change the Brand, Issue, and Category properties of a file. | ||
Create Digital article templates |
Info: This group is only visible when the 'WoodWing Studio' Server plug-in is enabled, as part of the installation of Studio. Allows a Studio user to create and edit Digital article templates. |
Configuration
Rules for controlling certain configuration options of InDesign or InCopy.
Access Right | Notes |
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Edit Tags and Element Labels | Allows an InDesign user to edit tags and Element labels in the Element Labels preferences. |
Modify Keyboard Shortcuts | Allows an InDesign or InCopy user to create and modify keyboard shortcuts. |
Edit Text Macros | Allows an InCopy user to create and edit text macros. |
Advanced Elements Panel |
Allows an InDesign user to use the advanced features of the Elements panel:
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Annotations
Rules for controlling the use of Sticky Notes in Studio or Studio for InDesign.
Access Right | Notes |
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Create and Reply To Sticky Notes | Allows a user to create Sticky Notes or reply to Sticky Notes. |
View Sticky Notes | Allows a user to view Sticky Notes. |
Delete Sticky Notes | Allows a user to delete Sticky Notes. |
Digital Styling
Info: This group is only visible when the 'WoodWing Studio' Server plug-in is enabled, as part of the installation of Studio.
Rules for controlling styling in the Digital editor of Studio.
Access Right | Notes |
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Local style overrides |
Allows a user to apply styling to text or clear styling from text by using the editing tools that appear when text is selected or by using the options in the Properties panel for a component. Tip: Disable this option when pure channel-neutral articles need to be created and users should be prevented from applying local styling. This affects the following styling:
Note: Bold, italic, strikethrough, underlined, uppercase and lower case are always allowed to be applied or cleared because these styles are used to for example emphasize text.
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Manage Styling | Allows a user to create a new Style or edit an existing Style. For more information, see Styling a Story by using Styles. |
Comment
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2 comments
I think this article is great!
It explains all the options, which I could only guess/test what each option did in the past when trying to set up any access profiles.
This article cleared up quite a lot of my misunderstandings for each option.
Hi Oliver Chou,
Many thanks for your positive feedback, it is great to hear that the article was of such use to you.
Best regards,
Maarten van Kleinwee
Senior Technical Writer, WoodWing Software
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