This article looks at different options for the management of images with model release forms.
Often clients will have images that contain members of the public or other third parties that need a corresponding form that says they are happy for their image to be used. These documents (usually Word or PDF) need to be related to the relevant image(s) in Asset Bank.
We have a few options available and clients choose the one that suits them best.
In our experience we find the first option to give you the best user experience, however, to use this method you need to have Asset Types enabled. This is a 'Professional/Enterprise' license feature which allows you to have different 'types' of asset; meaning you can have customised relationships and attributes for each type of asset you use. Please contact us if you need to upgrade your licence.
1. Model Release as a separate Asset Type using a parent-child relationship
With Asset Types enabled, you can have parent-child relationships between images and the relevant model release forms. The asset type that you set up for your model release forms can have a different set of attributes (often less than the photograph) and also you can control whether these assets are returned in searches (i.e. you may only want these to be seen in relationship with the image they are connected with, rather than in search results).
Furthermore, you can set expiry dates for either the consent form (e.g. if the person in the image has only given consent for a certain period of time) or parent asset (e.g. the image). When either is reached it is possible to automatically expire both the both image and model release form - this is controlled in the [edit rules] section of the Expiration Date attribute.
What it looks like in practice:
A release form is a child asset that is a separate Asset Type
You can control whether parent/child assets are automatically expired when a date is met
- Easy to set up this new Asset Type and relationship between parent and child.
- Can have fewer metadata fields for the release form Asset Type, making it easier to attach (i.e. less data to input). This is especially relevant if you have lots of mandatory attributes.
- Can have multiple relationships between release forms and images (i.e. rather than just a one-to-one relationship).
- Can force the release form to be downloaded when the parent asset is downloaded.
- Can remove the release form Asset Type from search results (i.e. you only see them when you browse to or find the parent asset)
- If the release form has an expiry date, then this can be set at upload and when it is reached it will expire the parent asset also (i.e. the image that the person is in).
- You need a Professional Licence or the Asset Types add-on to use this functionality.
- You need to create the new Asset Type for Model Release forms before you upload your release forms as it is not possible to edit an Asset Type on files that have already been uploaded.
Understanding the Child / Parent relationship depending on your use case
2. Single Asset Type using a parent-child relationship
If you do not have Asset Types enabled then it is still possible to use parent-child relationships, however, you have less customisation between the different assets and relationships in the system. This can be set up through the Asset Types menu, under the Relationships option. Enable parent-child relationships by ticking "can have children of type" and then enter a relevant term, depending whether the photos or release forms will be the parent asset (see above image).
Creating parent-child relationship on single Asset Type
When this is set up you can start creating relationships between your files by using the 'Find existing children' link (or 'upload children' depending what is relevant) and selecting the relevant assets.
- Easy to set up
- Can have multiple relationships between release forms and images (i.e. rather than just a one-to-one relationship)
- Can optionally force the release form to be downloaded when the parent asset is downloaded
- If the Model Release Form has an expiry date, then this can be set at upload and when it is reached it will expire the parent asset also (i.e. the image that the person is in).
- As the form would be an asset itself, you would still have to add any mandatory metadata to this at upload and it will show up in search results.
3. Model Release as a File Attribute
This is a limited solution that is only viable with a small number of assets that needed to have the Model Release form made available from the image asset.
Add a 'file' attribute and call it 'Release Form'. Ensure this attribute is not mandatory ensure your uploaders have permission to edit this attribute.
What it looks like:
The release form is displayed alongside the other attributes, rather than as a related asset
- Simple to set up
- Can position this attribute at top of page as required (as shown here)
- Can click the model release link and it will immediately download
- As everything is in one asset (i.e. the release form is part of the metadata of the image), then if you have an expiry date relating to the form, you can set this as the expiry of the asset at point of upload and when it is reached it will mark it as ‘expired’ and hide this asset from normal users
- If you have multiple release forms that relate to one image (or vice versa), then you will have to combine these first or add multiple file attributes
- It is not possible to enforce the release form is downloaded when downloading the photo
- If a release form is associated with multiple photographs then the release form would need to be uploaded multiple times to each asset's file attribute
- It is not possible to view the release form within the application
- It is not possible to find the release form through search
- It is not possible to store metadata about the release form (e.g. expiry date)
For further details on these options or further advice on getting the best best release form solution for you, please get in touch with our team.