Managing users and groups
The information on this documentation page applies only to users that have
Admin
role-type permissions.
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 groups of users with similar needs.
Role types
Acquia DAM uses role types to control access, making different features and
asset items available to 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.
Note
Users’ Acquia DAM Workstream user roles and capabilities are determined by their assigned Acquia DAM
roles. For example, an Admin in Acquia DAM is also an Admin for
Workstream.
Feature |
Brand Portal |
Regular User |
Contributor |
Admin |
Access to Acquia DAM |
 |
 |
 |
 |
Access to Brand Connect |
 |
 |
 |
 |
View and download assets |
 |
 |
 |
 |
Collaborate |
 |
 |
 |
 |
Asset/Folder management |
 |
 |
 |
 |
Edit permissions and configure metadata |
 |
 |
 |
 |
Groups
To help you manage the distribution of role types to your users, Acquia DAM
can 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
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.
Note
Acquia DAM handles user membership assignment for each default group. You
must not manually add users to these groups.
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:
- Sign in to Acquia DAM, click Teams in the
top navigation, and then click Groups.
- Click the plus icon ( + ) on the actions toolbar.
- In the Role (Type), click the role that you want to use for the
group, from the following list:
- Brand Portal
- Regular User
- Contributor
- Enter the optional group name. The name is visible only to users with
the Admin role.
- Specify which image and video download
presets the group will have access to.
- Click Save.
Acquia DAM will display the permissions grid dialog.
- Edit the permissions of the group.
- Click Save.
Editing the folder permissions of a group
Sign in to Acquia DAM, click Teams in the
top navigation, and then click Groups.
Click the wrench icon
in the Actions column for the
group that you want to update, and then click Permissions.

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 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. 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.
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.

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.
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:
- Sign in to Acquia DAM, click Teams in the
top navigation, and then click Groups.
- Click the group name. You can also click the wrench icon
in the row of the group you want to edit, and then click Edit
group.
- Edit the group’s settings based on the following fields:
- Role (Type)
- Name
- Description
- Image Download Presets
- Video Download Presets
- 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:
- Sign in to Acquia DAM, click Teams in the
top navigation, and then click Groups.
- Click the plus icon ( + ), and then click Delete group.
- 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:
- Sign in to Acquia DAM.
- Select the folder you want to change, click the pencil icon
, and then click Permissions.
- Edit the permissions of the group.
- To apply permissions to nested folders, select the Apply changes to all
nested folders check box.
- 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
- Sign in to Acquia DAM, click Teams in the
top navigation, and then click Users.
- Click the plus icon ( + ) on the actions toolbar.
- 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.
- Click Save.
Note
- Acquia DAM assigns new users the Brand Portal role type and Guest and
Logged In group memberships.
- Users can belong to several groups and will receive the permissions of
all the groups they belong to.
- You can add users to groups under the Users or Groups section.
- Users must have an active status to sign in to Acquia DAM.
- You must update a user’s role to add the user to a group.
Adding or removing a group affiliation from a user
Sign in to Acquia DAM, click Teams in the
top navigation, and then click Users.
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.

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 then click Add to group.
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:
- Sign in to Acquia DAM, click Teams in the
top navigation, and then click Groups.
- Click the number in the Members column of the group.
- 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 then click Users.
- Removing users – Click the minus icon ( - ) next to the users
that you want to remove from the group.
- Click Save.
Editing users
To edit a user’s account information, complete the following steps:
- Sign in to Acquia DAM, click Teams in the
top navigation, and then click Users.
- 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 then click Edit user.
- Edit the user’s information.
- Click Save.
Deleting users
To delete a user’s account from Acquia DAM, complete the following steps:
Note
Acquia does not recommend deleting user accounts from Acquia DAM. Instead,
deactivate user accounts that no longer require access. See Updating a
user’s status to deactivate a user.
- Sign in to Acquia DAM, click Teams in the top
navigation, and then click Users.
- Click the wrench icon
in the row of the user that you
want to delete, and then 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 then click Delete.
- 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:
- Sign in to Acquia DAM, click Teams in the top navigation, and then
click Users.
- 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 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
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.