From the "Admin > Groups page", click the 'Folder Permissions' link next to one of the groups to view and modify the folder permissions for that group. (If your system is set up to use access levels and categories, this option may instead be labelled 'Access Level Permissions'.)

This takes you to a page displaying the current permissions configuration for that group relating to all folders in the system.

The various permissions you can set are defined as follows:

View and download:

• Cannot view: users in this group cannot view any assets in this folder.

• View: users in this group will have view only permission of assets within this folder.

• Download requiring approval: users in this group can request approval to download assets in this folder. If approval is granted, by an admin user or approver, they can then download the assets.

• Download: users in this group can download assets in this folder without requesting approval. Selecting this option will automatically select the 'Download copies of original files' option from the Advanced Permissions section. You can uncheck that option if you don't want your users to be able to download copies of the original files.

• Download and approve others: users in this group will be able to approve downloads for assets in the relevant folders. If these users also have 'Receives Alerts' ticked in their profile, then they will receive an email alert when approval is needed. Note, if you do not have any groups configured to approve downloads or uploads, then Admin users will fulfil this role. If you set up a group to handle this, then Admin users will not be notified via email.

Upload, edit and delete:

• Upload requiring approval: users in this group can add assets to this folder, however the items have to be checked and approved by an admin or approver before they go live (and become visible to non-admins).

• Upload without approval: users in this group can upload assets to this folder, without the need for approval, i.e. the asset will be live immediately.

• Edit requiring approval: users in this group can edit (but not delete) assets in this folder. This creates a new version that needs to be approved by the relevant admin or approver before it replaces the existing asset and changes are live for all to see.

• Edit without approval: users in this group can edit (but not delete) assets in this folder without the need for approval.

• Delete: users in this group can delete assets in this folder.

• Upload, Edit, Delete, Approve: users in this group can upload, edit and delete without the need for approval. They can also approve assets that have been uploaded, edited or have been requested for download (in this folder). This permission is useful if you want to have users that can approve assets but to whom you do not want to grant full administrator rights.

Example

In the example below, there are 6 folders in the system.

In this example we want any assets in the 'Stock Images' folder to be downloadable by any logged in user as long as it is approved by an admin user. To achieve this we simply set the download permission for that folder to 'download with approval'.

Opening your Asset Bank up to the public

If you want users to be able to access your Asset Bank without having to register and log in then you will need to change the permissions of the *Public group:

If you the *Public group has permission to view at least one folder then users coming to the site will see the home page without having to log in. You cannot set upload permissions for the *Public group because a user must be registered to be able to add an asset to the system.

Controlling asset privacy

Setting appropriate access permissions to the different Folders in your Asset Bank is a key way of controlling the privacy of your assets. Other Group-based permission options such as Attribute Exclusions can provide an additional level of control where necessary. For example, you may choose to set an automatic expiry date for all of your images that contain people, either as a flat date (e.g. "3 years from upload" or as a specified value based on a consent form).