Bynder Support

Our support team is here for you.

Submit a request Return to overview page
Bynder Support

Is it possible to limit the usage of an asset?

Follow Print

In situations where you need to have certain files hidden from certain users, you can use our 'Limited usage' feature. Find out below how you can use this feature.

What is ‘limited usage’?

‘Limited usage’ is an option that you can enable for your digital assets, which will hide them for users who do not have the permission to access these type of files. In case you want to make a file hidden for a limited time only, you can set up a duration date. When this date expires, the ‘Limited usage’ option will automatically be removed, which makes the asset available for everyone who has sufficient rights to the asset bank. Additionally, you can also modify the settings in the permission management whether certain user groups should be able to download the 'limited usage' assets.

How to enable ‘limited usage for an asset?

You can enable ‘limited usage’ in two ways: during the upload process or later when editing an asset.

You can easily upload a new asset and immediately enable the ‘limited usage’ for it. Within the upload screen click on 'Advanced Rights' and then tick the box 'Limited usage’. If applicable, insert the expiration date and time of the limited usage restriction in the field below. To save the asset, click on 'Store selected files'. If you set the time, it displays in the time zone of the user.

If the user does not have the time zone set up for his/her account, the portal time zone is taken into account.

How to enable ‘limited usage’ on an existing asset?

Open the asset of which you want to apply the 'limited usage' option. A screen will open in the info tab. Click on the 'Edit' tab in the right top corner of the screen. Then click on 'Advanced Rights' and tick the box 'Limited usage’. If applicable, insert the expiration date of the ‘limited usage’ restriction in the field below. Don't forget to click on the 'Save' button. Please be aware that sometimes it can take a few moments before the changes are visible.

How to remove ‘limited usage’ from an asset?

Open the asset of which you want to remove the ‘limited usage’ from. The screen will open in the info tab. Click on the 'Edit' tab in the right top corner of the screen. Click on 'Advanced Rights' and un-tick the box 'Limited usage’. Don't forget to click on the 'Save' button. Please be aware that sometimes it can take a few moments before the changes are visible. 

How to modify the expiration date of a limited usage asset?

Open the asset from which you want to modify the limited usage expiration date. The screen will open in the info tab. Click on the 'Edit' tab in the right top corner of the screen. Click on 'Advanced Rights' and click on the date field below ‘Limited usage’. Change the date using the date picker. Don't forget to click on the 'Save' button. Please be aware that sometimes it can take some time before the changes are visible.

How to set up the user rights for viewing and downloading limited usage assets?

In the Permissions Management you can set up which user groups should have the right to access and or download ‘limited usage’ assets. We advise giving this authorization to specific heavy user groups only, such as account administrators or people in charge of the content management, which could be content or marketing managers.

To specify these rights, first go to Settings → User & rights → User management. Select the specific user group and below the 'Media' settings, tick the 'Access to media with limited usage’ box. This will enable viewing rights for the corresponding user group. If the users group is also allowed to download the ‘limited usage’ files, tick the ‘Limited usage download’ option. Don't forget to click the 'Save' button at the bottom right corner of the page.

If the user group should no longer have the right to view or download ‘limited usage’ assets, simply un-tick the corresponding boxes and click on the 'Save' button.

####

Was this article helpful?

0 out of 0 found this helpful
Have more questions? Submit a request

Comments