Manage consent with confidence

Keep consent connected to the photos and videos it covers, automatically control assets when consent expires or is withdrawn, and see your organisation’s consent status at a glance.

The Consent Manager allows you to:

• Manage consent forms and related assets in one place 
• Prevent assets being accessed until consent is linked
• Easily link consent to the right assets
• Set expiry dates (that will auto-hide assets and send alerts when it is reached)
• Specify any additional restrictions (e.g. regions, or channels)
• Easily withdraw consent (which will restrict assets and send alerts)
• View the Consent Dashboard to see info, including:
  • Percentage of assets that require consent, with consent linked
  • Assets waiting for consent to be linked
  • Which users have uploaded assets that are awaiting consent
  • Assets that are nearing expiry
  • Assets that have expired recently
  • Assets that have had consent withdrawn
      

Contents

• Activation
• Uploading
• Assets that require consent
• Linking consent
• Consent dashboard
• Withdrawing consent
• Advanced configuration

Activation

To activate the Consent Manager feature, visit the Consent Manager page in the left hand menu and follow the instructions there. 

This will create two new asset types:

• Assets requiring consent
• Consent forms

It will also create a number of new metadata fields/attributes including Model Name, Shoot Name and Additional Restrictions.
 

Adding bespoke metadata

If you need to add any other bespoke metadata that you have created to these new asset types, then you can do this via: Config > Asset Types > Edit

Uploading

When uploading assets, you will now be able to select:

• Assets requiring consent (content that you know was part of a shoot that had models who signed consent forms)
• Consent forms (the completed model releases)

New upload options

These will include the relevant metadata that should be completed for each. 

E.g. Including metadata like ‘Model name’, ‘Shoot Name’ and ‘Expiry date’ for consent forms. 

Example consent form metadata

Assets that require consent, yet to be linked to consent

Assets that require consent will be hidden from normal users until consent is linked. Admins and other trusted users will be able to find these assets and will see the following message on the asset details page. From here they can link consent.

 Linking consent form the asset details page

Alternatively, when looking at search results, or browsing into folders, these users can see assets that require consent to be linked. 

Easily see assets that need consent

From here they can select them and click “Link consent”.

Select assets and click ‘Link consent’

Linking consent

The consent linker panel allows you to link ‘assets that require consent’, to consent forms.

Select assets and consent forms, then click ‘Link selected’

The left hand side always shows assets that require consent, the right hand side shows consent forms.

Both sides show either the assets you selected prior to clicking ‘link consent’ (on individual asset pages or search/browse pages), or they list all relevant assets, showing most recently added first.

You can also filter the assets on either side - e.g. entering the name of a person on the right to only see their consent form, or entering the name of a photo shoot to only see the assets related to that. You can even filter on the uploader name - e.g. to only view content you uploaded.

You can then select assets and link them to consent forms. Once done you can see how many are linked to each - which enables you to quickly cross-check your photos, ensuring the number on the panel matches the number of people in the shot. 

Easily see which consent forms are linked to which assets

When you are finished linking assets, you can close this window.
 

Consent dashboard

The consent dashboard gives admin users an overview of consent management in your organisation, putting you in control and giving you peace of mind. You can also review and link consent from here.

View the consent dashboard to stay in control
 

The Consent dashboard contains many information panels, including the following:

See who has uploaded assets that need consent linked
 

See assets expiring soon, and extend consent if required
 

See recently expired assets
 

See assets that have had consent withdrawn
 

See consent that has been withdrawn

See Consent Withdrawn Reason on the consent form
 

Withdrawing consent

If someone has contacted you to withdraw consent, then you can action this quickly in Asset Bank.

Visit the ‘Consent dashboard’ in the main navigation.

In the top right hand corner of the page click the “Withdraw consent” tab.

Withdraw consent
 

You will now see a list of all the “Consent forms” within your system.
 

 Find the consent form to be withdrawn

Use the filter in the top left hand to find a specific person using their name.

Select the “Consent form” for the person who has withdrawn consent.

Click the ‘Start withdrawal’ button.

The panel that appears will display key information about the “Consent form” and who it is for. It will also have links to the assets in the system it is linked to and a link to the consent form itself.

Ensure you are withdrawing the right consent and see photos that will be expired
 

Once you’ve reviewed which assets will expire, click the “Next” button.

This next screen outlines what happens once consent has been withdrawn from the system, you may also want to add in their reason for withdrawal too.

When you’re ready, click ‘Confirm withdrawal’ to finish the process.

Add the reason for withdrawal and confirm

What happens when consent is withdrawn?

All assets linked to a Consent form will be marked as ‘Expired’, and will also be marked as ‘Consent withdrawn’. Reason for withdrawal will also be recorded in the consent form asset metadata. 

These assets will no longer be visible to normal users.

Notifications will be sent out informing relevant parties.

Advanced configuration

Allowing non-admins to link consent

If you want trusted users to be able to upload and link consent then you can do this following these steps:

1 - Have those users in a group that can upload and edit assets (without approval) for folders you want them to have upload access to.

2 - Also add these users to the 'Can upload an link consent' user group.

Those combined permissions will then allow those trusted users to see the relevant asset types on upload and be able to upload and link consent.

Adding multiple asset types that require consent

By default there is only one type of asset that requires consent called “Assets requiring consent”, alongside “Consent forms”. There can only be one Consent form asset type, but you can choose to have additional types for assets that require consent.

This is typically used if you have different metadata fields for videos and photos, and you want each to be linked to consent forms. 

Using the left hand main navigation go to the “Asset types” page (underneath the config section of the menu).

Create a new asset type, e.g. for ‘Videos that require consent’.

Click the ‘Edit’ link next to this new asset type.

Scroll down and open the ‘Advanced options’ section.

Tick the checkbox for “Requires Consent”.

Click the ‘Save’ button.

You can then also choose to tweak the name of the original asset type - e.g. from “Assets requiring consent” to “Photos requiring consent”.

For more information on asset types please view this help article.