Users¶

Accounts¶

The Accounts page lists everyone in your organization with their email, role, admin status and groups. Use Search users... to find someone by name, email, role or group. A no sign-in badge means the person has been added but has not signed in for the first time yet.

Adding a user¶

Click Add User.
Enter the person's Email. This is the address they sign in with.
Choose a Role. Roles marked "(admin: can use this console)" give access to Picsha Admin.
Select their Groups. Hold Ctrl (Windows) or Cmd (Mac) to select more than one.
Under Social posting, tick any social media accounts they may post to from Picsha DAM.
Optionally enter First Name, Last Name and Mobile Phone, then click Add User.

The person is added immediately and receives a welcome email with a single-use sign-in link that is valid for 7 days. After signing in, they set a password from their profile. If the link expires, open the user and click Resend welcome email; each resend creates a new 7-day link. The Welcome email card on the user's page shows every email sent and its delivery status.

Editing and removing users¶

Click Edit on a user to change their role, groups, social posting accounts or name. A user's email can't be changed. Click Remove User, or tick several users and click Remove Selected, to remove people from the organization; they lose access immediately. You can't remove yourself or take away your own admin access. An email address that already belongs to a user in another organization can't be added.
Group membership is set on each user's page, not on the group.

Groups¶

Groups represent offices, committees and teams. They are used as audiences when assets are shared: in Picsha DAM a group is referred to by its name as an @mention, for example @Communications. @all is built in and means every member, so "all" and "everyone" can't be used as group names.
To create a group, click Add New Group, enter a Group Name and optional Description, and click Create Group.
Requires approval (off by default): when this is on, members of the group see an asset shared with the group only after it has been approved. Members with the Approve permission, and the person who uploaded the asset, see it straight away. Assets that are already approved are not affected. Use the Only groups that require approval toggle on the list to see which groups have this turned on.
Deleting a group removes everyone's membership in it. System groups can't be deleted.

Roles¶

A role is a set of permissions. Each person has one role. Your organization starts with three roles: Admin, Member and User.
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 the organization's add-only fields; 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.
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.
Metadata: Read only	Can't change any metadata.
Metadata: Add only	Can add to the add-only fields chosen on the Asset Visibility page (by default keywords, description and caption), but can't change or remove what is already there or touch other fields.
Metadata: Edit	Can change or clear any field, including rating and asset status.
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 recycle bin.
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.
Change only what their own people ingested	Limits Edit, Version, Delete, metadata Edit 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.
Manage dashboards	Add, change and delete dashboards, tiles, reports and schedules in the console. Without it, administrators can view reports but not change them.
Admin: Access	Opens this console and grants every other permission except Manage dashboards. Whether their uploads are approved automatically still follows Approval of their uploads.

The Roles list summarizes each role's permissions as letter badges; hover over a badge to see what it means.

An identity is a set of social media accounts that Picsha DAM can post on behalf of, for example an office's Facebook page and Instagram account. Its owner is the person who holds those logins.

Click New Identity. Enter a Title (shown to users when they pick where to post), choose the Owner, and optionally limit the Networks offered on the linking page (leave all unticked to offer every network).
The owner links the accounts from Picsha DAM under Settings, Social accounts. You can also click Link URL on the identity to get a linking page link that is valid for 5 minutes, and send it to the owner.
On the Accounts page, tick the linked accounts each user may post to under Social posting. Owning an identity doesn't by itself allow someone to post.

Status badges show whether each identity is linked, unlinked, needs relink or unassigned (no owner). Click Refresh to re-read the linked accounts. Deleting an identity removes its linked accounts so nobody can post through it any more; past posts are kept.