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Access Rights in Studio Server

Updated

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
Listed in Search Results

Allows a user to view files in Studio for InDesign and InCopy, or in Studio.

Note: The 'Listed in Search Results' and 'Read' Access Rights can be confusing at first. Normally users have 'Listed in Search Results' and 'Read' access rights if they are allowed to open a file for reading. When only 'Listed in Search Results' is set, users are allowed to see files and their status without having the ability to open those files for reading.

When a placed InCopy file is opened in InCopy, the user not only needs access rights to the InCopy file, but also 'Read' access rights to the InDesign file in order to enable Write to Fit. Here the separation between 'Listed in Search Results' and 'Read' comes in handy: for InCopy users you can set not to have 'Listed in Search Results' access rights, but do grant 'Read' access rights to the InDesign file. This way, InCopy users will not see the InDesign files in their list but they can open InCopy files and see them on the layout that they are placed on.

Because of this, it is good practice to grant everybody working within a Brand 'Read' access rights to every file to make sure that the system can access files if needed. The 'Listed in Search Results' access can subsequently be used to determine which files are shown to the user. Without the 'Listed in Search Results' access, the user does not see a file and thus cannot open the file.
Read

Allows a user to view files in Studio for InDesign and InCopy, or in Studio.

Note: The 'Listed in Search Results' and 'Read' Access Rights can be confusing at first. Normally users have 'Listed in Search Results' and 'Read' access rights if they are allowed to open a file for reading. When only 'Listed in Search Results' is set, users are allowed to see files and their status without having the ability to open those files for reading.

When a placed InCopy file is opened in InCopy, the user not only needs access rights to the InCopy file, but also 'Read' access rights to the InDesign file in order to enable Write to Fit. Here the separation between 'Listed in Search Results' and 'Read' comes in handy: for InCopy users you can set not to have 'Listed in Search Results' access rights, but do grant 'Read' access rights to the InDesign file. This way, InCopy users will not see the InDesign files in their list but they can open InCopy files and see them on the layout that they are placed on.

Because of this, it is good practice to grant everybody working within a Brand 'Read' access rights to every file to make sure that the system can access files if needed. The 'Listed in Search Results' access can subsequently be used to determine which files are shown to the user. Without the 'Listed in Search Results' access, the user does not see a file and thus cannot open the file.
Listed in Publication Overview Allows a user to view files in the Publication Overview application in Studio.
Open for Edit

Allows a user to:

  • Open files for editing
  • Change the Workflow Status when used in combination with 'Change Status' or 'Change Status Forward'. It then also requires 'Write' Access Right.
  • Take files offline (only available to the user if Take Offline has also been set)

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.
Open for Edit (unplaced)

Allows a user to:

  • Open files for editing that are not placed on a layout.
  • Change the Workflow Status of a file that is not placed on a layout when used in combination with 'Change Status' or 'Change Status Forward'. It then also requires 'Write' Access Right.

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.
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.

Also requires the Access Right 'Open for Edit’, ‘Write’, or ‘Open for Edit (Unplaced)’.
Change Status

Allows a user to change the status of the file to the next or previous status in the workflow.

Also requires the Access Right 'Open for Edit’, ‘Write’, or ‘Open for Edit (Unplaced)’.
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:

  • Allows a Studio user to download the preview of a file.
  • Allows users of Studio for InDesign and InCopy to open a layout or article. (Note that this also requires the Access Rights in Studio Server option to be enabled.)
Download Original

Enables the following functionality:

  • Allows a Studio user to download the current version of a file.
  • Ensures that when an image is uploaded, a preview is generated.

Applications

Rules for controlling applications in Studio.

Access Right Notes
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
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
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
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
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
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
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
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
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.)
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
  • Allows users of Studio or Studio for InDesign and InCopy to unlock a checked-out file that cannot be checked-in.
  • Allows users of Studio to unlock a checked-out file of another user that cannot be checked-in (requires that user to have admin rights).

Examples: Typical scenarios are:

  • A file that is required for processing is checked-out by a user who cannot be contacted to check-in the file.
  • A checked-out file cannot be recovered after an InDesign or InCopy crash.

When the Access Right is enabled:

  • Users can right-click a file and choose Abort Checkout.

When the Access Right is disabled:

  • The 'Abort Checkout' command is removed from the context menu of a file.

Notes:

  • For files that are checked-out by another user: any changes that the user has made but has not yet saved to Studio Server are lost.
  • This Access Right does not apply to abort checking-out opened files such as by choosing WoodWing Studio > Abort Checkout in InDesign or InCopy.
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
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:

  • Dragging components between panes
  • Drag & drop components inside the panel
  • Checking-in or checking-out all articles
  • Creating new articles from unassigned components

Annotations

Rules for controlling the use of Sticky Notes in Studio or Studio for InDesign.

Access Right Notes
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

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:

  • Editing tools:
  • Drop shadow
  • Font size
  • Font color

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.

  • Component properties:
  • Character spacing
  • Line spacing
  • Drop cap
  • Text alignment
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.

Revisions

  • 2 February 2026: Updated section 'File access' with information about the Access Rights needed for changing the Workflow Status.

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Comments

2 comments

Date Votes
  • Oliver Chou

    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.

    0
  • Maarten van Kleinwee
    • Documentation team

    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 

    0

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