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:
- Client applications and their features
- Folders and files in Assets Server
- Metadata fields
- Presets for downloading images
This article describes how to control user access to the client applications and their features.
Controlling access to a client and its features is done by setting up 'Capabilities'. In it, the following aspects are defined:
- The role of the user or user group and the clients that can be accessed.
- Which features within a client the user or user group can use.
Capabilities are assigned to users and user groups as part of assigning Permissions. This is done in the Management Console.
Step 1. Access the Management Console.
Figure: The Users page in the Management Console.
Step 2. In the menu on the left of the page, choose Permissions followed by User Groups or Users.
Step 3. Use the search options to search for users and/or user groups.
In certain scenarios, the following error can appear:
LDAP search failed: The number of search results exceeds the Active Directory limit. Modify your search to limit the number of results.
For more information, see "LDAP search failed" error when searching for users in Elvis 5.
Step 4. Select the user or user group to which you want to assign a Capability.
Step 5. Set up Capabilities (see below).
1. Setting the user role and client access
The first step is to define the role of the user and the clients that can be accessed.
Both are done by assigning a specific user license.
|Unspecified user||Unspecified; the license is inherited from the user group that the user is added to.||
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.
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).
|Basic user||Basic||Use this role for asset consumers who only need to search, download and share assets.|
|Standard user||Standard||Use this role for asset contributors who mainly need to import and edit assets.|
Use this role when connecting to Assets Server through an API.
In Assets 6.49 or higher, an API license can be combined with a super user role. This makes it possible to automate tasks for which a regular API user does not have sufficient permissions.
Use this role for users who perform multiple roles.
Optionally combine it with a super user role.
For Assets Server 6.49 or higher:
In combination with a Pro license:
In combination with an API license:
For Assets Server 6.48:
Can only be used in combination with a Pro license:
2. Setting access to the client features
The next 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.
Features can be assigned manually or as part of copying Permissions from another user or group.
Step 1. Access the Users page or User groups page (see above).
Step 2. From the list of user groups, select the user group to which a feature needs to be assigned.
Tip: Use the Filter to narrow down the results in the list by typing any part of a name.
Step 3. From the list of features (see below), select the features that need to be assigned to the group.
Copying Permissions is an efficient way of quickly assigning an existing set 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.
List of features
The following table shows the list of default Capabilities in Assets Server. Shown are the name as it appears in the Management Console as well as the internal name used for configuring the requiredRole setting of a plug-in (where applicable).
Note: The list in the Management Console can also contain custom Capabilities as defined in Action plug-ins or Panel plug-ins. If such a plug-in is made active therefore, you might see more Capabilities listed in the Management Console than shown in the table.
(Formerly known as 'Create upload requests')
Allows users to create a Share Link to which a user can upload files.
Also requires the Share feature to be enabled (see below).
Allows users to use plug-ins in Assets.
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.
A preview can only be downloaded for images for which the View Preview rule is set.
Allows users to create a Share Link, used for sharing assets with others.
Allows users to rotate or flip images in Assets without having to open the image in an external editor.
Requires 'View' and 'Edit metadata' Permission types to be assigned.
Allows users to download assets in the following ways:
An asset can only be downloaded when the Use original permission is set for the user. Previews can only be downloaded when the View Preview permission for the user.
|Assets||Makes the 'Used in Studio' panel available which allows users to see where in the Studio workflow a file is used.|
|Assets||Allows a user to create and manage Collections.|
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.
Files can only be imported into folders for which the user has Create permission.
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.
All users that have access to Assets will automatically have a private folder available.
Share Rendition presets
(Formerly known as 'Share Download presets')
When enabled, any Download Presets are shared with all users within the group(s) that the user is a member of.
Also required when using the 'Share upload' feature (see above).
Makes the 'Regenerate thumbnail' command available in the context menu of an asset.
Allows the user to regenerate the thumbnail and preview of an asset.
Allows users to open files for editing by checking-out the file, editing it in some way and checking-in the file again.
The user can only check out assets for which they have Edit permission.
Allows users to view and restore versions of an asset.
This feature is not needed to create a version. Version creation happens automatically when a file is checked in.
Allows the user to create a Share link, used for letting another user approve or reject assets.
Also requires the Share feature to be enabled.
|-||Deprecated, not used.|
|API||Allows the user to send e-mails by using the E-mail API.|
- 10 June 2020: Added information about combining an API license with a super user role.