How to Configure Access Rights for Metaproperty Options

Summary

Metaproperty option access rights let you control access to assets based on the values assigned to a metaproperty.

For example, if you have a "Region" metaproperty with the options "EMEA", "APAC", and "LATAM", you can control which users or user groups can view assets tagged with each region. You can also control who can assign those metaproperty options when uploading or editing assets.

A user's access to assets depends on their permission profile and the specific option's access rights. Metaproperty option rights can limit or extend access beyond the user's standard profile. Although this offers detailed control, excessive use can complicate portal management.

Although you can set access rights across multiple metaproperties, we recommend choosing just one, such as "Visibility" or "Access", to avoid conflicts and simplify management.

Who?

This feature/solution is enabled by a Bynder Admin.

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Users require the "Manage metaproperties" and "Manage metaproperty options" permissions to configure this feature. To view the asset metaproperty permissions viewer, users also need the "Manage metaproperties" permission. 

Why?

Metaproperty option access rights control the visibility of assets. This ensures assets are not shared where they should not be, and users only see the content that is relevant to them.

Watch the video below to dive deeper into understanding "What are metaproperty access rights?"

How?

Watch the video below to learn how to configure metaproperty option access rights. 

Key Principles of Metaproperty Option Access Rights

Before configuring access rights, keep these foundational rules in mind:

  • Best Practice for Portal Management: To keep your portal simple and easy to manage, we highly recommend matching option-level rights with the permissions already established in the user's permission profile. Only give users access if they can already perform the action globally.
  • Permission Profiles and User Types: Bynder categorizes users as light, regular, or heavy users. Enabling general audit rights at the permission profile level automatically assigns that user to a heavy user category. However, granting option-level audit rights gives the user limited access to the Waiting Room for that specific option only. This targeted access does not upgrade a light or regular user to a heavy user seat.
  • Elevated Rights Override Profile Restrictions: Metaproperty option access rights can extend or restrict capabilities beyond a user's standard security profile. You can grant full edit rights for specific sets of assets even if the user lacks the general edit permission in their profile. Conversely, you can restrict deletion rights for specific assets for users who otherwise have full delete permissions.
  • Choosing the Right Principal Type: We recommend assigning access rights to user groups. Best practice is to create user groups with names that directly correspond to the metaproperty option names (for example, assigning a "Region: EMEA" user group to the "EMEA" metaproperty option). Always ensure you add the Administrator permission profile to any options that are hidden by default.

Setting Access Rights For Metaproperty Options

  1. Navigate to Settings > Taxonomy > Metaproperties management.
  2. Navigate to or search for the metaproperty with the option you want to manage.
  3. Select the metaproperty, then either navigate to or search for the metaproperty option. 
  4. In the right sidebar, click Access Rights. 
  5. Select the security access available options.
  6. Click Save.

Available Metaproperty Options Access Rights

Show media: Grants visibility to assets tagged with this option. This only functions when paired with the "Hide by default" configuration. Administrators do not see hidden assets automatically; they must be explicitly given "Show media" access. This right only impacts visibility and does not dictate download capabilities.

Hide media: Explicitly hides assets tagged with this option from selected users. This takes priority over all other visibility rights. If an asset is tagged with multiple options and the user has "Hide media" for any one of them, they cannot view the asset.

Add & publish media: Bypasses the upload approval flow for assets tagged with this option. This permission only works for users who have the "Upload assets with mandatory approval" permission enabled in their permission profile. If users lack this permission, this option has no effect. Additionally, uploaders must have this option-level right for every option they select during upload. If even one tagged option lacks this right, the asset routes directly to the Waiting Room.

Edit media: Allows users to fully edit assets tagged with this option. If users have "edit media" access to just one of the options on an asset, they can edit the entire asset and all of its associated metaproperties.

Remove media: Represents an exceptional scenario where you can restrict delete rights for regular or heavy users who already have the general "Delete Assets" permission. For a user to delete an asset, they must have "Remove media" enabled for every access-controlled metaproperty option the asset is tagged with. If users lack global delete permissions, checking this box will not grant them delete capabilities.

Audit uploaded media: Allows users to access the Waiting Room to approve or reject uploads tagged with this option. Note: If a user does not have general audit permissions, approving the asset here only approves that specific metaproperty. An admin or user with general audit permissions must still fully approve the asset for it to display in the Asset Bank.

Audit download requests: Allows users to access the Waiting Room to approve or reject download requests for watermarked assets tagged with this option. Users only need access to one of the options to audit the request. Unlike uploading, users with this right can fully approve the download request even if they lack general audit permissions.

Disable option in upload & edit: Hides the option from the upload and edit screens. Users cannot tag assets with that option, but they can still view it on the asset detail view and while searching or filtering.

Product access (Legacy): Controls access to product-related assets for the tagged option.

Hide brandstore filter: Hides the metaproperty option from appearing in the Brandstore's filtering UI.

🛑 CRITICAL WARNING: Hide by Default - Total Portal Lockout

Enabling "Hide by default" on a metaproperty option without configuring at least one "Show media" access right results in a silent, total lockout. Always assign at least one "Show media" exception, including at least one admin profile for troubleshooting purposes.

⚠️ WARNING: Same-Option Show + Hide Conflict

Do not assign both "Show media" and "Hide media" to the same user, group, or profile on the same option. This misconfiguration causes "Hide media" to override "Show media", completely hiding the asset from the user.

⚠️ WARNING: The Remove Media Restrictor Behavior

If you configure any access rights for a user, profile, or group on an option, but do not select "Remove media", that user will lose the ability to delete assets tagged with that option. This restriction applies even if their security profile has the general "Delete Assets" permission.

Note: Use the Asset Permission Viewer to analyze the permissions applied to the specific asset. For more information, see Understanding The Asset Permission Viewer.

FAQs

If I have audit rights does that mean I have edit rights?

No, option-level audit rights do not automatically grant edit rights. For the metadata added by the uploader to appear on the asset after approval, option-level auditors must have either general "Edit assets" permission or "Edit media" access for every option the asset is tagged with. Without edit permission or access, the metadata will not display once the asset has been approved. Users with general "audit upload requests" permission do not need "Edit media" access for metadata to show.

Does "Show media" access mean users can also download the asset? 

No, the "Show media" access right only dictates visibility. A user's ability to download the asset depends on their permission profile and whether the asset contains a watermark. 

Related Articles

Understanding The Asset Permission Viewer

Bynder Academy: Access Rights

Level: Expert

Expert-level articles are for users who have significant prior Bynder knowledge. These articles require you to know a lot of Bynder information and may also require higher-level portal rights to accomplish the task outlined within the article. 

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