Custom User Roles

We’re rolling out Custom User Roles for added flexibility.
We know from experience that each of our customers has a different approach to how and who they share their assets with. While we can design and code any number of User Roles, it’s near impossible to consider every possibility.

So we’ve developed the ability to configure Custom User Roles for each account and to give each Role a set of Abilities.

This gives customers maximum flexibility without having to configure permissions for each user.

Custom User Roles

As part of our discovery process for each customer, we’ll write a set of business rules around user roles and the Abilities assigned to each role. (e.g. Role-A can Download Assets, whereas Role-B must Request Assets).

The system has 4 standard roles built-in. All other roles are custom roles configured for each account. Standard roles are listed below:

• Public user - This is the public - anyone (including registered users) not logged in.
• Standard - This is a registered and logged-in user.
• Admin - This is a registered and logged-in user with Admin privileges. An admin can view the Admin area, upload and organize assets, etc.
• Owner - This is a registered and logged-in user with Super Admin privileges. An Owner has all the usual Admin priveledges plus can invite Admins and access Account settings reserved to Owners.

This screenshot shows clearly how this concept works. In the image, you can see that a user with the Owner role has all rights, while a Public user has d=far fewer.

Download or Request (not both)

After much internal discussion and taking the lead from our client, Tourism New Zealand, we’ve decided that Standard Users will be able to Download by default, provided they are registered and confirm they agree to the terms of use and will abide by any Licence restrictions or Usage instructions.

If an asset is then used in a way that breaches that agreement, the principle is that the lie will have been recorded, and legal action can be taken if appropriate, based on the records we keep of the download transaction.

If that doesn’t suit a particular customer (i.e. they want a more locked-down approach), then we can configure a custom Registered User role that opts for Request rights (instead of Download).

However, it’s not possible to give a User Role both Download Asset and Request Assets abilities at the same time.

Visibility

In order for an Account to control which assets users with a particular role can Download (or Request), we’ve created a configurable visibility setting for each Vault (Learn more about vaults here)

For each role, we can then configure which Assets are visible by turning visibility on or off for each Vault.

This will allow scenarios like these:

• Role A: Can find and download all images but cannot view or find brand identity assets and infographics.
• Role B: Can find and request all assets including images, brand identity assets, and infographics.
• Role C: Can find and download all assets including images, brand identity assets, but can only Request infographics.
• etc.

Available now.

Happy branding!