Controlling user access to metadata fields in Assets Server

Users access the files that are stored in Assets Server by making use of any of the client applications such as Assets, the Brand portal or the Assets for InDesign.

Before they can do this, they need to be given access to these clients and the stored files. This is done by adding the users or user groups to Assets Server and subsequently defining Permissions for these users or user groups. Such Permissions control access to:

1. Client applications and their features
2. Folders and files in Assets Server
3. Metadata fields
4. Presets for downloading images

This article describes how to control access to metadata fields.

Viewing and editing metadata

Access to metadata fields is split into permission for viewing these fields and permission for editing these fields.

This is done in 2 separate steps:

1. Define which metadata fields a user can see and edit
2. Define for which assets editing these metadata fields is allowed

Managing metadata permissions

Managing metadata permissions is done on the User page or the User Groups pages of the Management Console.

Step 1. Access the Management Console by doing one of the following;

• Access the following URL and log in using system administrator credentials (a 'Super user' account):

<Assets Server URL>/console

• In Assets, access the Avatar menu and choose Management Console.

Step 2. In the menu on the left of the page, choose Permissions followed by User Groups or Users.

Figure: The Users page in the Management Console.

Controlling which metadata fields a user can see and edit

View and Edit rights are assigned to users and user groups as part of assigning Permissions.

Note: The settings made here apply to all assets that the user or user group has got access to. A typical workflow is therefore to set up various groups and assign specific settings to each group. A photographers group for example would need access to all Dimension fields whereas such fields are of no interest to a copy writer.

Assigning rights can be done manually or as part of copying Permissions from an existing user or user group.

Assigning rights manually

Step 1. On the Users page or on the User Groups page, select a user or user group to which you want to assign View and Edit rights for metadata fields.

Tip: Use the Filter to quickly find a user or user group.

Step 2. Select Metadata from the menu.

Step 3. Select the check box for each field for which View and Edit rights need to be given.

Tip: Hover the mouse over a name to see a short description of that field.

Copying Permissions

Copying Permissions is an efficient way of quickly assigning an existing set of Permissions to a user or group.

Warning: When copying, all existing Permissions for that user or user group will be replaced.

Step 1. From the list of users or user groups, choose the user or group from which you want to copy the assigned Permissions.

Step 2. At the bottom of the list, click the Copy button.

The 'Copy Permissions To' window appears.

Step 3. From the list of users or groups, choose the user or group to which you want to copy the Permissions.

Step 4. In the list of Permissions, select which type of Permissions should be copied.

Step 5. Click Copy.

The Permissions are copied.

Controlling for which assets metadata fields can be edited

Now that Edit rights are set for specific fields (see above), the next step is to specify which assets can be edited this way.

This is done when assigning a Rule to a user or user group and enabling the 'Edit metadata' permission of that Rule,

Such rules basically define access to a group of assets, such as those in a specific folder. By enabling the 'Edit metadata' option of that rule, you are basically saying: "for these assets allow the user to edit metadata fields, but only for the fields that have been selected in the Metadata fields tab".

Example: A user is given permission to view and edit the Rating field. Next, a Rule is assigned to the user that provides access to the Demo Zone folder. Within the Rule, the permission to edit metadata fields is enabled. As a result the user can edit the Rating field, but only for the assets within the Demo Zone folder.

Assigning Rules is described in Controlling user access to folders and files in Assets Server.