Blog | April 12, 2011

Feature in Focus: Role-Based Permissions

by Leigh Ann Ledford in Digital Asset Management, Webdam Updates

DAM Micromanaging!

But in a good way…

Role-based permissions are one of the most customizable features in Webdam. Utilizing role-based permissions enables the administrator to set different permission levels for viewing, downloading, and even uploading, on a group-by-group basis. This means that you can have all of your digital assets accessible from the same database, but specify by user group – by folder, exactly which assets are available to which user groups!


So, let’s say you are in charge of a global marketing team with offices around the world. You want most assets available only to your internal team members. But, you also want to have some of those assets available to external vendors and media outlets. Role-based permissions allow you to have both, and it takes just a few minutes to setup.

The first step is to create user groups for the various roles they have within your database. For this scenario, we will use the following user groups: Corporate Marketing, External Vendors, Internal Team, and Media.

The next step is to set the permissions for a specific folder by user group and its respective roles. To get started, go to the admin homepage and select “permissions” from the Gallery Preferences menu.

From the Switch to permissions for: dropdown menu, select the folder within which you want to have unique permissions. In this scenario, we want to make assets in the CORPORATE IMAGES folder viewable and downloadable by the Media user group. We also want to make sure that the assets within the CORPORATE IMAGES folder are not viewable or downloadable by the Guest or External Vendor user groups. Simply check/uncheck the box under the view folder column and then choose allow/do not allow under the download column.

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In addition to setting permissions for what user groups can view and download, there are several administrative permission options, such as uploading assets and creating folders. Users with access to these functions are called Contributors.

Once you have the folder permissions setup, be sure to add users to the appropriate groups. To specify which users belong in which groups, select “manage group members” from the Users & Groups menu.

Want more flexibility, ok… In Webdam, you can create as many user groups as you want. And, users can belong to more than one user group. These settings can also be found under the Users & Groups menu.

For more tips on role-based permissions as they relate to your specific organization, contact your Customer Success Manager or Sales Representative.