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Manage the rights to download assets

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Normally, users have rights to download media. However, for original files or archived or watermarked assets you might want to limit this right and grant it to selected users only. When users do not have the right to download specific assets, they see the Available upon request button on the Asset detail page and they need to request the permission to download and provide the reason for downloading. The request is then displayed in the Notification center and in the Waiting Room of the approver.

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  1. Go to settings_menu.pngSettings > Users & rights > Permission Management.

  2. Do one of the following:

    • If you want users to be able to download original files as well as derivatives, enable the Download orginal assets right. Users that do not have this right will only have the right to download derivatives, and will not be able to download any originals ( including the originals of documents, audio and video files). We recommend not to grant this right to light users.

      Note

      • If users do not have the Download orginal assets right enabled, they cannot see previews of documents.

      • If you want users to be able to download the originals of specific files (for example, only audio files), we can help you set this up. Contact your Customer Success Manager and provide the extensions you want to exempt.

    • If you want users to be able to download archived assets, enable the Download archived assets right.

      Note

      If you enable this right, you need to enable the View archived assets right as well for users to be able to see the archived assets.

    • If you want your users to be able to download non-public derivatives but not originals, enable the Download non-public asset derivatives right.

      Note

      If you want users to be able to download public derivatives as well, make sure to select the Download public asset derivatives as well.

    • If you want users to be able to download the assets marked as Limited Usage, enable the Download limited usage assetsright.

      Note

      If you enable this right, you need to enable the View limited usage assets right as well.

    • If you want users to be able to download watermarked assets, enable the Download watermarked assets directly right.

  3. (Optional) You can also mark assets as downloadable or non-downloadable on the asset level. This can be useful, if, for example, you have a new assets that should be previewed to all users of the portal, but nobody should have access to download the files. A watermark will be placed over the asset when you mark an asset as non-downloadable. Users who don't have the permission to download non-downloadable material will not be able to download the asset and cannot submit a download request.

    Follow the steps below to mark an asset as (non-)downloadable. Is this feature not available for your portal? Click here for more information.

    Who can download assets marked as non-downloadable?

    Users with the following right can download assets that are not marked as downloadable:

    • Download non-downloadable assets

    How to mark an asset as non-downloadable

    1. Open the asset that you want to mark as downloadable or non-downloadable.

    2. Open the Edit tab.

    3. Go to the Advanced Rights section.

    4. Untick the Downloadable check box.

    5. Click Save.

    Users who don't have the permission to download assets that are marked as non-downloadable will now get to see a watermark, cannot download the asset and will not be able to submit a download request.

    Note

    There is no video preview available for videos that are marked as non-downloadable. If you want to offer video playback, make use of the limited usage feature instead.

    How to mark an asset as downloadable

    1. Open the asset that you want to mark as downloadable.

    2. Open the Edit tab.

    3. Go to the Advanced Rights section.

    4. Tick the Downloadable check box.

    5. Click Save.

    If no other restrictions are in place users will no longer see a watermark and can download the asset.

    How to enable the downloadable feature

    1. Contact your Customer Success Manager, who would be happy to assist you in setting this up.

    2. Once the feature has been enabled, no user will be able to download assets that are not marked as downloadable. This includes administrator profiles.

    3. Go to settings_menu.pngSettings > Users & rights >Permission Management and enable the permission Download non-downloadable assets for the permission profiles that should be able to download assets that are marked as non-downloadable. Make sure to click the Save button after enabling the permission for a profile before selecting another permission profile.

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