Managing users and groups

Because different users of Acquia DAM require different levels of access to your stored assets, you can control access through the use of roles, which can be assigned to individual users, or to a group of users with similar needs.

Role types

Role types are used to control access in Acquia DAM, making different features and asset items available to those users who require access to them. There are four types of roles with varying access and permissions:

  • End users
    • Brand Portal - Can view and download assets in Brand Connect
    • Regular User - Can view and download assets in both Acquia DAM and Brand Connect
  • Power users
    • Contributor - Can view, download, upload, edit, move, and delete assets in both Acquia DAM and Brand Connect
    • Admin - Full asset and folder permissions in both Acquia DAM and Brand Connect
      These users can also configure the system preferences, metadata schema, Brand Connect, user permissions, and group permissions.
Feature Brand Portal Regular User Contributor Admin
Access to Acquia DAM No Yes Yes Yes
Access to Brand Connect Yes Yes Yes Yes
View and download assets Yes Yes Yes Yes
Collaborate Yes Yes Yes Yes
Asset/Folder management No No Yes Yes
Edit permissions and configure metadata No No No Yes

Groups

To help you manage the distribution of role types to your users, Acquia DAM includes the ability to group collections of users, which can then be assigned a role type.

Group types

Acquia DAM includes two default groups for your use, but you can also create custom groups for your specific needs.

Default groups

There are two groups included with Acquia DAM that all users belong to, by default:

  • Guest - Use the Guest group to control access for a user that is not currently signed in or lacks sign-in credentials. Any folders that can be viewed or downloaded by the general public can be configured using the Guest group.
  • Logged In - Use the Logged In group to control access for a user with login credentials. Any folders that can be viewed and downloaded by any signed-in user can be configured using the Logged In group.

Custom groups

Acquia DAM supports the creation of custom groups that you can use to organize your users for role assignments. To create a custom group, complete the following steps:

  1. Sign in to Acquia DAM, click Teams in the top navigation, and then click Groups.
  2. Click the plus icon ( + ) on the actions toolbar.
  3. In the Role (Type), click the role that you want to use for the group, from the following list:
    • Brand Portal
    • Regular User
    • Contributor
  4. Enter the option group name. The name is visible only to users with the Admin role.
  5. Specify which image and video download presets the group will have access to.
  6. Click Save.
    Acquia DAM will display the permissions grid dialog box.
  7. Edit the permissions of the group.
  8. Click Save.

Editing a group's folder permissions

  1. Sign in to Acquia DAM, click Teams in the top navigation, and then click Groups.
  2. Click the wrench icon Wrench icon in the Actions column for the group that you want to update, and then click Permissions.

    Selecting Permissions for a group

  3. Specify which folders and nested folders the group should have permission to access. For a group to have access to a nested folder, they need view permission to the parent folder.
    • View column - Select the box to allow the group to view a folder.
    • Download column - Click the list, and then click the appropriate download option from the following list:
      • Allow - The group can download the original asset as well as predefined image and video download presets.
      • Download presets - The group can download a preset file version, but not the original version.
      • Do not allow - Disables the group from downloading.
        When this option is selected, the Admin can allow users in the group to request a download by enabling download requests globally in system preferences or at a folder level in the folder’s advanced options.
    • Contributor groups will have additional options to upload, edit, move and delete assets and folders. Select the check box in each appropriate column.

    You can update the permissions for multiple folders at once by selecting the check boxes in the orange column, and then specifying the permission access in the top orange row.

    Editing a folder's permissions

  4. To apply permissions to nested folders, in the Apply to Nested column, set the value for the parent folder to Yes.
  5. Click Save.

Editing a group

Depending on a group's type, you can modify an existing group's configuration:

  • Custom groups - The role type, name, description, image download presets, and video download presets can be edited.
  • Default groups - The image and download presets can be edited for the Logged In group, but the Guest group cannot be edited.

To modify a group's configuration, complete the following steps:

  1. Sign in to Acquia DAM, click Teams in the top navigation, and then click Groups.
  2. Click the group name. You can also click the wrench icon Wrench icon in the row of the group you want to edit, and then click Edit group.
  3. Edit the group's settings, based on the following fields:
    • Role (Type)
    • Name
    • Description
    • Image Download Presets
      • Allow users to
    • Video Download Presets
      • Allow users to
  4. Click Save.

Deleting a group

You can delete any custom group that you no longer require. Default groups cannot be deleted. To delete a custom group, complete the following steps:

  1. Sign in to Acquia DAM, click Teams in the top navigation, and then click Groups.
  2. Click the plus icon ( + ), and then click Delete group.
  3. Click Yes to confirm.

Sending messages to groups

Click the email icon Email icon to send a message to specific groups or all the groups. Users will receive an email and an in-system notification.

Editing the group permissions of a folder

You can also configure which groups have permission to specific folders at the folder level. To do this, complete the following steps:

  1. Sign in to Acquia DAM.
  2. Select the folder that you want to change, click the pencil icon Pencil icon, and then click Permissions.
  3. Edit the permissions of the folder.
  4. To apply permissions to nested folders, select the Apply changes to all nested folders check box.
  5. Click Save.

Users

To access Acquia DAM users must have associated user accounts, which can then be assigned to role types and associated with groups.

Creating a user

  1. Sign in to Acquia DAM, click Teams in the top navigation, and then click Users.
  2. Click the plus icon ( + ) on the actions toolbar.
  3. Enter the account information for the new user account. The Username, Email, First Name, and Last Name fields are required.
    If you do not select the Send user an email with account details check box, you will need to alert the user that an account has been created for them.
  4. Click Save.

Adding or removing a group affiliation from a user

  1. Sign in to Acquia DAM, click Teams in the top navigation, and then click Users.
  2. In the Groups column, select the item that you want to edit. Either add groups or click X for the groups that you want to remove.
    You may have to change a user’s role to add the user to a group.

    Selecting a group

  3. To batch add users to groups, check the check boxes for the users that you want to update. Click the wrench icon Wrench icon on the actions toolbar, and then click Add to group.
  4. Click Save. Changes will be saved for you while editing in the main interface.

Adding or removing users from groups

To add or remove users from a group, complete the following steps:

  1. Sign in to Acquia DAM, click Teams in the top navigation, and then click Groups.
  2. Click the number in the Members column of the group.
  3. Update the users, depending on your needs for the group:
    • Adding users - Click the field under Add Users to this Group, and then search for one or more users. Click the ones you want to add.
      You may need to update a user’s role to add the user to a group. To change roles, click Teams, and then click Users.
    • Removing users - Click the minus icon ( - ) next to the users that you want to remove from the group.
  4. Click Save.

Editing users

To edit a user's account information, complete the following steps:

  1. Sign in to Acquia DAM, click Teams in the top navigation, and then click Users.
  2. Click the username whose details you want to edit. You can also click the wrench icon Wrench icon in the row of the user that you want to edit, and then click Edit user.
  3. Edit the user's information.
  4. Click Save.

Deleting users

To delete a user account from Acquia DAM, complete the following steps:

  1. Sign in to Acquia DAM, click Teams in the top navigation, and then click Users.
  2. Click the wrench icon Wrench icon in the row of the user that you want to delete, and then click Delete user.

    To batch delete users, click the check boxes for the users that you want to delete, click the wrench icon Wrench icon on the actions toolbar, and then click Delete.
  3. Click Yes to confirm.

Updating a user's status

To be able to sign in to Acquia DAM, a user's account must be active. If you deactivate a user's account,
their account information will continue to be tracked by Acquia DAM, but the user will not be allowed to sign in. To modify a user's status, complete the following steps:

  1. Sign in to Acquia DAM, click Teams in the top navigation, and then click Users.
  2. Find the user you want to modify, and in the Status column, click the icon to activate or deactivate the user's account, based on the following:
    • Active user icon - User account is active
    • Inactive user icon - User account is inactive

    To batch change user statuses, click the check boxes for the users that you want to change, click the wrench icon Wrench icon on the actions toolbar, and then click Activate or Deactivate.

Additional user management options

To export all of your Acquia DAM users' account information to a .CSV file, click the export icon Export icon on the actions toolbar.

To customize the columns displayed on the Users page, click the columns icon Columns iconnext to the search box. The columns on the Users page will revert back to their default organization when you navigate away from the page.

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