Keeping your assets organised and consistent is key to maintaining a manageable Asset Library. Without clear guidelines, your library can quickly become bloated with duplicated or irrelavent media, making it difficult to find what you need.
One importart aspect of asset library management strategy is restricting the ability to add new assets to a handful of users. This user group could be a brand management team, a certain type or tier of author, or even just Administrators.
Restricting the upload permissions of your users can help you manage your brand and media more effectively.
There are two ways to apply these restrictions.
- Using Advanced User Management to create custom roles with and without asset management restrictions and assigning the roles to users
- Assigning a pre-made user role with asset restrictions to a user
| Note: Advanced User Management is only available on certain account tiers. If you'd like to discussing adding Advanced User Management to your subscription, contact your Customer Success Manager or Account Manager. |
Creating custom roles with asset management restrictions
You can use Advanced User Management to edit or create new user role with asset management restrictions.
You can learn how to do this in the following articles:
There are three separate permissions that allow you to restrict how a user can interact with and upload assets to the Asset Library.
- Asset Library Maintenance: Allows users to add, replace, and delete assets inside the Asset Library.
- Edit page content: Allows users to add, edit, and remove any text and assets from the pages of a Project. Users can add existing media from the Asset Library into their Project but are not able to directly upload assets themselves
- Upload assets: Allows users to upload new assets to a Project. Assets uploaded directly to a Project will automatically be added to the Asset Library.
| Note: Only users with the ability to manage other users can assign roles and change permissions. If you would like your permissions or role to be changed, contact your organisation's Administrator. |
Finding the asset management permissions in the user role configuration
Here is a quick reference guide to where you can find each permission.
Brand
Under the Brand section of the user role permissions is the option to assign the Asset Library Maintenance permission:
Disabling this permission does not prevent users from uploading assets to a Project if Upload assets is enabled.
Project
Under the Project section of the user role permissions there are two permissions that can be assigned to users:
- Edit page content
- Upload assets
Using pre-made user roles
Only the Analytics user role has all three of the asset permissions disabled. All other default user roles have all three permissions enabled.
Assigning a user the Analytics role will restrict them from uploading assets, but it will also prevent them from carrying out other actions like creating and editing Projects. You can find out how to apply user roles in Assigning a role to a user.