This article will outline and define the various Custom Permissions available when creating a Custom Group in MediaValet - best practices surrounding access will also be provided.
Best Practices
To ensure the long-term success and safety of your MediaValet library, please consider the following guidelines:
- Not more, not less, just right - Provide users with only as much access as needed. This will allow your team to do the tasks required, without making a mess.
- Periodically review your custom groups for any new features they could benefit from. We recommend reviewing your user list every quarter. Should a user no longer require access to MediaValet, we recommend suspending their account. To learn more about user management, please click here
Permission Glossary
Note: The glossary below can be used when creating a Custom Group. To better understand which permissions are available for MediaValet's default system groups (Administrator, member, guest, etc), simply Create a new group, select "Custom" permissions, and Copy Permissions from your desired system group.
View:
- "View all approved assets as well as own assets" vs "View all assets": The former only allows users to view assets in approved status, excluding pending and rejected assets, with the exception of all assets by the user themself. Meanwhile, "View all assets" allows users to view all assets, regardless of their status.
- View Versions: Provides access to the "Versions" tab in the asset panel. To learn more about versioning, click here.
- View History: Allows users access to the "History" tab in the asset panel, allowing users to see when assets were viewed, downloaded, or updated.
- View Related Assets: Allows users access to the "Related Assets" tab in the asset panel. To learn more about relating assets, please click here.
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View Users: If the user has share permissions, allows them to view a list of users when attempting to share an asset. If disabled, the user must type the correct user's email prior to sharing.
Upload
- Upload assets as approved: Will allow the user to upload assets to categories they have access to, without requiring review from an Admin or Approver.
- Upload assets as pending approval: Willl upload assets in pending status, requiring assets to be approved by an administrator before they are marked as approved (Click here to learn more about the Admin asset approval process).
- Cannot upload: Blocks user uploads entirely.
Edit
- Categorize Assets: Allows user to add/remove/change the categories an asset belongs to
- Edit Assets: Allows the user to check out (lock) or check in (unlock) assets to update them to a new version To learn more about versioning, click here.
- Link Assets: Allows user to add a related asset under the "Related Assets" tab found in the asset panel. If unchecked, but given access to the related assets tab, the user will be able to see related assets, but not add new ones. To learn more about relating assets, please click here.
- Delete Assets: Allows the user to delete assets from the library - This should be reserved only for a small number of users.
- Add Asset Comments: Allows users to add comments to the "Comments" tab found in the asset panel. If unselected, users will be able to view comments, but not add new ones.
- Edit Metadata: Allows the user to edit attributes and add/remove keywords for assets. If unselected, users will be able to view this information, but not make any changes.
- Submit Keywords for Approval: If selected, keywords not previously used in the library must be submitted for Admin approval. Admins can view keywords pending approval by navigating to the Approve tab, followed by "New keywords"
Share
- 'Share originals or renditions' vs 'Share renditions only' vs 'Cannot share': 'Share originals or renditions' allows the user full flexibility in sharing the asset - the user is allowed to share the asset as it was uploaded, or a rendition (smaller/larger size, different file format from the original). 'Share renditions only' does not allow the user to share the file as originally uploaded, limiting them to renditions (click here to view how asset renditions can be used when sharing assets as a Zipped file). 'Cannot share' removes all asset sharing functionality.
Download
- 'Download originals or renditions' vs Download renditions only' vs 'Cannot download': Similar to sharing permissions, 'Download originals or renditions' allows the user full flexibility in how they wish to download the asset - allowing them to download the asset as it was uploaded, or a rendition (smaller/larger size, different file format from the original). 'Download renditions only' does not allow the user to download the file as originally uploaded, limiting them to renditions (For an example of how renditions can be used when downloading assets, click here) 'Cannot download' removes all asset download functionality.
Trim
- Trim videos: Allows users access to the Trimming tab in New MediaValet. To learn more about this feature, click here
Crop
- Crop Images: Allows the user access to the "Crop" tab in the asset panel.
- Template Cropping: Allows the user to choose from a range of cropping templates when cropping an asset
- Freeform and Ratio Cropping: Allows the user the ability to crop to a specified dimension (Freeform), and to a specified aspect ratio (Ratio)
- Create, edit and delete crop templates: Allows the user to create a new cropping template, edit previously created ones (not system default templates), and delete templates (including system default templates).
Lightbox
- Add to Lightbox: Allows users to add assets to a lightbox/collection. To learn more about collections, please click here.
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Share Lightbox: Selecting 'Share lightbox assets as originals or renditions' allows users to share lightboxes containing both the original asset, as well as pre-defined renditions. Selecting 'Share lightbox assets as renditions only' allows the user to share a lightbox containing pre-defined renditions of assets
(Do note that the user's sharing permissions must also be set to renditions only). 'Share lightbox assets to internal users only' removes the share icon found next to the lightbox/collection's name, but the user can individually select assets within the lightbox to be shared in accordance to their share permissions. Finally, 'Cannot share lightbox assets' must be selected alongside 'Cannot share' permissions in order to limit the user's ability to share assets.
Branded Portals
- Create, edit and manage Branded Portals: Can create, edit and manage Branded Portals. This allows the user access to the "Branded Portal" tab within their MediaValet portal, allowing to publish, create, and delete branded portals. Please note that this requires the user to also have share permissions.
Approval
- Approve Assets: Allows the user to approve/reject assets pending approval. To learn more, please click here
- Approve Keywords: Allows the user to approve/reject keywords pending approval.
- Approve Users: Allows the user to approve/reject newly submitted user registration requests.
Asset Meta-Data
- Create Categories: Allows the user to create new categories in the MediaValet library
- Delete Categories: Allows the user to delete pre-existing categories in the MediaValet library
- Manage Attributes: Allows the user to create, edit and delete attributes, including custom attributes. Without this permission, the attributes section of the Admin Menu would not be active
- Manage Keywords: Allows the user to create, edit, and delete keywords. Without this permission, the Keywords action on the Admin Menu would not be active. If the user does not have this permission, only existing keywords can be added to an asset (unless submit new keywords as pending approval is also selected).
Administration
- 'Administer library (not users)' vs 'Administer Users and Groups (not library)' vs 'Administer System (incl. users, groups and library)': By selecting 'Administer library' the Admin menu is visible, but the "Users" and "Groups" sections are hidden. By selecting 'Administer Users and Groups' the "Users" and "Groups" sections of the Admin menu are visible, but "Categories", "Attributes", "Keywords" and "Settings" are hidden. By selecting 'Administer System', all sections of the Admin menu are visible.
Reporting
- Run Reports: Allows the user to access the "Reports" tab. To learn more about report types, please click here
Should you have any further questions regarding permissions within MediaValet, please don't hesitate to contact MediaValet Support (support@mediavalet.com)