Asset groups, along with roles, are the primary mechanism for securing assets in Acquia DAM. All users are assigned to one or more roles, and all assets are assigned to one or more asset groups. DAM admins assign users to roles and assets to asset groups. You can limit user access to assets by requiring that every asset be assigned to an asset group.

Assets are permissioned by asset group. If an asset is assigned to more than one asset group, asset group permissions are cumulative.

When you set up roles for asset groups, you can select actions those roles may have to apply to an asset group and customize asset group permissions.

Create asset groups

Create new asset groups when new groups of assets are added to your DAM that don't fit into the asset groups you currently have. To create a new asset group:

1. Go to the Admin app.
2. Click Asset groups under Permission Settings in the left navigation.
3. Click Create asset group.
4. Name the asset group and select an asset group flag color and priority, if applicable, then give the flag a title and description.
5. Click Create.

Asset group flags

Flags can be applied to asset groups to alert users about the group's use, and you can choose to display them below asset thumbnails in search results.. Add flags for EMEA assets or those that can be used within different schools at universities. Flag asset groups that are approved for certain users, like sales or creative services, or assets that require download approval.

Choose any color flag from the available dropdown when creating or editing asset groups and select a flag priority from two to nine or highest and lowest. You can give the flag a title and description as well.

Edit asset groups

If you need to update existing asset group information, including flag titles and descriptions:

1. Go to the Admin app.
2. Click Asset groups under Permission Settings in the left navigation.
3. Click Edit and edit the asset group's name, flag color, priority, flag title, or description.
4. Click Update or Update and Edit Permissions to edit the asset group's permissions and access to the group.

Edit permissions

Sometimes, you'll want to change what roles can do with an asset group without editing the group information. To do that, you'll edit permissions for an asset group.

1. Go to the Admin app.
2. Click Asset groups under Permission Settings in the left navigation.
3. Click Edit Permissions.
4. Select what the roles listed should be able to do to access the asset group (view, view+, order, order+, edit, or delete); if order approval is required, or customize the asset group permissions for the role.
5. Click Return to Asset Groups or Create Associated Asset Upload Profile to add an upload profile for the asset group.

Customize asset group permissions

In the DAM, you can customize the permissions user roles have for an asset group. For instance, select if users can add and remove assets, view expired or unreleased assets, or the administrate asset group. Click the pencil icon in the Customize column, then select the applicable permissions for assets in the asset group.

Structuring asset groups

Deciding how to structure asset groups depends on a number of factors and needs that are unique to each organization. For instance, it might make sense to permission assets based on a specific user attribute, such as department. Or, you might want to group assets based on type of asset (e.g. branding assets go into a Branding Assets group). Some site admins have sensitive assets, so they create asset groups for restricted material so that certain users cannot see that material. 

What are asset groups and how do I create them?

Asset groups, along with roles, are the primary mechanism for securing assets in Acquia DAM. All users are assigned to one or more roles, and all assets are assigned to one or more asset groups. DAM admins assign users to roles and assets to asset groups. You can limit user access to assets by requiring that every asset be assigned to an asset group.

Assets are permissioned by asset group. If an asset is assigned to more than one asset group, asset group permissions are cumulative.

When you set up roles for asset groups, you can select actions those roles may have to apply to an asset group and customize asset group permissions.

 

Create asset groups

Create new asset groups when new groups of assets are added to your DAM that don't fit into the asset groups you currently have. To create a new asset group:

1. Go to the Admin app.
2. Click Asset groups under Permission Settings in the left navigation.
3. Click Create asset group.
4. Name the asset group and select an asset group flag color and priority, if applicable, then give the flag a title and description.
5. Click Create.

 

Asset group flags

Flags can be applied to asset groups to alert users about the group's use, and you can choose to display them below asset thumbnails in search results.. Add flags for EMEA assets or those that can be used within different schools at universities. Flag asset groups that are approved for certain users, like sales or creative services, or assets that require download approval.

Choose any color flag from the available dropdown when creating or editing asset groups and select a flag priority from two to nine or highest and lowest. You can give the flag a title and description as well.

 

Edit asset groups

If you need to update existing asset group information, including flag titles and descriptions:

1. Go to the Admin app.
2. Click Asset groups under Permission Settings in the left navigation.
3. Click Edit and edit the asset group's name, flag color, priority, flag title, or description.
4. Click Update or Update and Edit Permissions to edit the asset group's permissions and access to the group.

 

Edit permissions

Sometimes, you'll want to change what roles can do with an asset group without editing the group information. To do that, you'll edit permissions for an asset group.

1. Go to the Admin app.
2. Click Asset groups under Permission Settings in the left navigation.
3. Click Edit Permissions.
4. Select what the roles listed should be able to do to access the asset group (view, view+, order, order+, edit, or delete); if order approval is required, or customize the asset group permissions for the role.
5. Click Return to Asset Groups or Create Associated Asset Upload Profile to add an upload profile for the asset group.

 

Customize asset group permissions

In the DAM, you can customize the permissions user roles have for an asset group. For instance, select if users can add and remove assets, view expired or unreleased assets, or the administrate asset group. Click the pencil icon in the Customize column, then select the applicable permissions for assets in the asset group.

 

Structuring asset groups

Deciding how to structure asset groups depends on a number of factors and needs that are unique to each organization. For instance, it might make sense to permission assets based on a specific user attribute, such as department. Or, you might want to group assets based on type of asset (e.g. branding assets go into a Branding Assets group). Some site admins have sensitive assets, so they create asset groups for restricted material so that certain users cannot see that material.