This article explains the custom permissions available when creating a Custom Permission Group in MediaValet and provides recommendations for assigning access.
Best Practices
We recommend using Custom Permission Groups instead of the default system groups in your library. This gives you the flexibility to update permissions as your library grows and new features are added. Default system groups can’t be changed, which may limit you over time.
When creating custom groups, follow the principle of least privilege—give users only the permissions they need to perform their role.
We also recommend:
Review custom groups and user permissions quarterly.
Suspend accounts that no longer require access.
Review new MediaValet features periodically to determine whether additional permissions are appropriate.
Defining what categories your users can see
Once you’ve set up the actions for the group, you can choose which asset categories they should have access to in your library.
Users will only see content within the categories you select. Any new assets added to those categories will automatically be available to them. Content added outside of those categories won’t be visible unless you update their permission group.
A Guide to individual Permissions
Below you will find a description of the main decisions and options when creating your custom group.
View
Permission
Description
View all approved assets and own assets
Users can view all approved assets plus any assets they uploaded regardless of status.
View all assets
Users can view all assets, including approved, pending, and rejected assets.
View Versions
Allows users to view previous asset versions.
View History
Allows users to view the asset history, including views, downloads, and updates.
View Related Assets
Displays related assets associated with an asset.
View Users
Allows users to browse the user list when sharing assets. Without this permission, they must enter the recipient's email address manually.
Upload
Permission
Description
Upload assets as approved
Uploads are immediately available without approval.
Upload assets as pending approval
Uploads require approval before becoming available.
Cannot upload
Prevents users from uploading assets.
Edit
Permission
Description
Categorize Assets
Add or remove categories from assets.
Edit Assets
Check assets out and upload new versions.
Link Assets
Create relationships between assets.
Delete Assets
Permanently delete assets. Recommended for administrators only.
Add Asset Comments
Add comments to assets. Without this permission, users can only view comments.
Edit Metadata
Edit attributes and keywords.
Submit Keywords for Approval
New keywords require administrator approval before becoming available.
Share
Permission
Description
Share originals or renditions
Share original files or renditions.
Share renditions only
Share renditions only; original files cannot be shared.
Cannot share
Removes all sharing functionality.
CDN Linking (External links for website use)
Permission
Description
Generate CDN for originals
Generate CDN links with original files or renditions.
Generate CDN for renditions
Generate CDN links for renditions only; original files cannot be used.
Cannot generate CDN links
Hides this feature for the user
Download
Permission
Description
Download originals or renditions
Download original files or renditions.
Download renditions only
Download renditions only. Renditions are smaller lower quality versions of the original.
Cannot download
Prevents downloads.
Crop
(does not impact the original file – it will download a cropped version to the users desktop)
Permission
Description
Crop Images
Access the Crop tool.
Template Cropping
Use predefined crop templates.
Freeform and Ratio Cropping
Create custom crops using freeform or aspect ratios.
Create, edit and delete crop templates
Manage custom crop templates.
Video Trim
(does not impact the original file – it will download a trimmed version to the user’s desktop)
Permission
Description
Trim Video
Access the video trimming feature
Collections
Permission
Description
Add to Collection
User can create and add assets to collections.
Share Collections
Controls how collections can be shared (originals, renditions, internal only, or not at all).
Portals
Permission
Description
Create, edit and manage Portals
Create and manage portals.
View Portals
Can view the portal list but cannot edit or create
Approval
Permission
Description
Approve Assets
Approve or reject pending assets.
Approve Keywords
Approve or reject submitted keywords.
Approve Users
Approve or reject user registration requests.
Templates
Permission
Description
Manage Templates
Admin access to the template feature
Use Templates
General user access
No Template access
Feature is hidden
Asset Metadata
Permission
Description
Create Categories
Create categories.
Delete Categories
Delete categories.
Manage Attributes
Create, edit, and delete attributes.
Manage Keywords
Create, edit, and delete keywords.
Audio/Video Intelligence
Permission
Description
View Audio/Video Intelligence
Able to view AVI content
View and Edit Audio/Video Intelligence
Permission to make changes to the AVI data
View, Edit and Index assets with Audio/Video Intelligence
As above but also able to run AVI on new assets (AVI is limited so this may incur a cost)
Cannot view Audio/Video Intelligence
No access to AVI
Face Recognition
Permission
Description
Name People
The ability to be able to add new tags/names to faces
Administration
Permission
Description
Administer Library
Access library administration, including Categories, Attributes, Keywords, and Settings. Users and Groups are hidden.
Administer Users and Groups
Manage users and groups only. Library administration settings are hidden.
Administer System
Full administrative access to all Admin menu sections.
Reporting
Permission
Description
Run Reports
Access the Reports section.
Should you have any further questions regarding permissions within MediaValet, please don't hesitate to contact MediaValet Support (support@mediavalet.com)