Roles and permissions¶
A role is a set of permissions. Each person has one role. Your organization starts with three roles: Admin, Member and User.
The Roles list shows each role with badges for its Lab and Admin access, its asset permissions (hover over a letter badge to see what it means), and a summary of its metadata access such as "3 overwrite · 2 append · 5 view".
To create or change a role, click Add New Role or Edit. The Start from buttons fill in the form with a typical setup, which you can adjust before saving:
- Legacy Admin: every permission, including this console. Their uploads wait for review.
- Legacy Member: uploads to their own groups, approved automatically; can't change the audience afterwards; may add to keywords, description and caption; Download and Order. Any further rights apply only to what their own office uploaded.
- Legacy User: views, downloads and orders. Can't upload or change metadata.
Important: people are linked to a role by its name. If you rename a role, or delete a role that people still have, those people lose their permissions, and administrators in that role lose access to the console. Move people to another role first.
Permissions reference¶
| Permission | What it allows in Picsha DAM |
|---|---|
| Upload assets | Upload files. |
| Who the uploader may share with | Only groups they belong to (the default): the uploader must pick at least one of their own groups; @all and other groups are refused. Any audience: any group, person or @all. Left blank, the organization's default audience applies (see Asset Visibility). |
| Approval of their uploads | Approved automatically: uploads are approved as soon as they arrive. Wait for a reviewer: uploads start as pending, and audiences that require approval don't see them until someone approves them. When the upload form asks for an Asset Status, a chosen Approved or To Be Reviewed overrides this. |
| Change who can see their own uploads | Change the audience of assets they uploaded. |
| Change who can see any asset | Change the audience of any asset. Intended for librarians and administrators. |
| Download | Download originals and renditions. |
| Order | Order prints and products. |
| Edit | Open the image or document editor. |
| Version | Save, promote and delete versions. |
| Delete | Move assets to the trash. |
| Share | Share assets with people or by link. |
| Approve | Approve or reject assets, and see assets waiting for approval. In a multi-step approval workflow, they decide only the steps they are an approver for. Approving is done by setting Asset Status, so the role also needs Overwrite on that field (below). |
| Change only what their own people ingested | Limits Edit, Version, Delete, metadata changes and audience changes to assets uploaded by this person or by someone in one of their groups. Viewing, downloading, ordering, sharing, approving and add-only metadata are never limited. Not available for admin roles. |
| Analytics | View dashboards and reports. |
| Creative Order | Enter creative-services requests. |
| Manage dashboards | Add, change and delete dashboards, tiles, reports and schedules in the console. Without it, administrators can view reports but not change them. |
| Lab: Access | Sign in to Picsha Lab. |
| Admin: Access | Opens this console and grants every other permission except Manage dashboards. |
Metadata access¶
What a role's members see and may change on each metadata field is set in the metadata table below the permissions on the role's page. Picsha DAM shows metadata in two places, and the table has a column for each:
- Popup: the metadata tooltip on a thumbnail in the grid. No access hides the row; View only shows it.
- Middle pane: the Details panel of the asset viewer and of bulk edit. No access hides the row; View only shows it; Append lets members add to the field (keywords and multi-value pick-lists gain values but lose none, text is only ever extended, a single value may be set only while empty); Overwrite lets them change, replace or clear it.
A field at View only is hidden while it has no value, so the table stays short. A field the member may change is always shown.
The Facet column decides whether the field is offered to this role as a search filter in Picsha DAM. Pick-lists, yes/no fields, dates, text and number fields can be facets; long-text fields can't; Asset Status always is.
Use the Order arrows to set the order fields appear in for this role. Changes in the table save immediately.
The same table is where fields themselves are added, edited, hidden and removed: those actions change the field for every role. See Metadata fields. A new field starts at No access for every role, including administrators, so grant it role by role. A new role starts at View only on every field.
A role limited to its own ingest origin has Overwrite lowered to Append on assets another office uploaded.