Managing users and groups¶

Group types¶

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

Default groups

Acquia DAM includes two groups that all users belong to, by default:

• Guest – Use this group to control access for a user that is not currently signed in or lacks sign-in credentials. You can configure any folder that the general public can view or download using the Guest group.
• Logged In – Use this group to control access for a user with sign-in credentials. You can configure any folder that signed-in users can view and download 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 bar and 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 optional 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.

7. Edit the permissions of the group.

8. Click Save.

Editing the folder permissions of a group¶

1. Sign in to Acquia DAM, click Teams in the top navigation bar and click Groups.

2. Click the wrench icon in the Actions column for the group that you want to update and click Permissions.

   

   Permissions can be applied to groups, limiting the actions that users can take based on the users group membership.

3. Specify the folders that 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.

   Note

   The Default row can set permissions for new parent-level folders. By default, new nested folders obtain the permissions of the parent folder.

   • View column - Select this box to allow the group to view a folder.
   • Download column - Click the list and 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. After 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.

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

   

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

   Note

   The option will always default to No. You can update the option when changing the permissions for a specific folder.

6. Click Save.

Editing a group¶

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

• Custom groups - You can edit the role type, name, description, image download presets, and video download presets.
• Default groups - You can edit the image and download presets for the Logged In group, but you can’t edit the Guest group.

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

1. Sign in to Acquia DAM, click Teams in the top navigation bar and click Groups.
2. Click the group name. You can also click the wrench icon in the row of the group you want to edit, and 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; however, you can’t delete Default groups. To delete a custom group, complete the following steps:

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

Sending messages to groups¶

Click the email icon to send a message to specific groups, or all groups. Active users will receive an email and an in-system notification. Inactive users will not receive notifications.

Editing the group permissions of a folder¶

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

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

Creating a user¶

1. Sign in to Acquia DAM, click Teams in the top navigation bar and 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 must 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 bar and 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 must change a user’s role to add the user to a group.

   

3. To add multiple users to groups, select the check boxes for the users that you want to update. Click the wrench icon on the actions toolbar and click Add to group.

4. Click Save. Acquia DAM will save changes 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 bar and 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 must update a user’s role to add the user to a group. To change roles, click Teams and 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 bar and click Users.

2. Click the user’s name of whose account information you want to edit. You can also click the wrench icon in the row of the user account you want to edit, and click Edit user.

3. Perform the following functions:

   • edit user details
   • log in as a teammate of the user
   • delete the user

   

   Note

   You can use this user interface to reset passwords and other key information.

4. Edit the user’s information.

5. Click Save.

Deleting users¶

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

1. Sign in to Acquia DAM, click Teams in the top navigation, and click Users.
2. Click the wrench icon in the row of the user that you want to delete, and click Delete user. To delete multiple users, select the check boxes for the users that you want to delete, click the wrench icon on the actions toolbar, and click Delete.
3. Click Yes to confirm.

Updating a user’s status¶

A user’s account must be active to sign in to Acquia DAM. If you deactivate a user’s account, the user will not be allowed to sign in; however, Acquia DAM will continue to track their account information. To update a user’s status, complete the following steps:

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

To change a group of users’ statuses, select the check boxes for the users you want to change, click the wrench icon on the actions toolbar, and 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 on the actions toolbar.

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