Image access permissions can be applied “globally” across the entire Photo library or “individually” when bulk uploading or editing images.
Please note that the functionality outlined on this page will not be “live” until 1 December 2024. Though the information is described in the present tense, assume the backoffice functionality is inoperable until that date.
On 1 December 2024, we will introduce new functionality to the image permissions mechanism to improve and better align with the Asset library workflow. The information below introduces the new mechanism and will allow you to ask any questions before we switch over to the new functionality.
Previously, there were two ways to restrict image access:
These have now been combined into a single image access mechanism, allowing Administrators to set whether a particular member group is allowed to access an image and which sizes they’re allowed to download.
It is important to note that “Categories” will no longer be used as a way to restrict access to an image (or group of images). However, the actual categories or subcategories can still be hidden, if desired.
The new mechanism has four permission options:
No access
Cannot VIEW or DOWNLOAD the image.
These image access permissions can be applied “globally” across the entire Photo library or “individually” when bulk uploading or editing images.
^ Only member groups given access to Download High Res images will be able to create and export Custom size images. To see a list of the pre-configured image size options that ship with Brand Toolbox, view Export custom image sizes & formats.
If a member group “Can Download Watermarked only”, members of that group will only be able to VIEW and DOWNLOAD a low resolution, Small (630px) Watermarked image. They will see the options for Small (non-watermarked), Medium, Large, Original and Custom size (see red exclamation symbols below), however, they cannot DOWNLOAD the images until their request for higher resolution images is granted.
Requests for high resolution images can be made via the online Image Request Form linked to each download button. The form is sent to the Image Administrator^^ as an email for approval. Once approved, the member will then be allowed to download the high resolution image for the approved images only.
^^ Find out how to “Configure Administrators to approve the image requests”.
Image access permissions must first be set on the “Image library” root node. Once set, these options will filter (cascade) through to all images contained in the library unless overridden down the node tree (see “Image inheritance” below).
To set global permissions:
^^^^ Note that the first time the global settings are added or if they are changed down the track (and depending on the quantity of images in the library), it might take some time for the settings to filter through to all images in the library. Please be patient before expecting the frontend results to reflect the new permissions.
“Disable all access” toggle
The “Disable all access” toggle allows you to configure access for the property BUT prevents the permissions being applied. This is useful when first setting up a new library and you aren’t ready to grant the permissions until a later date.
We’ve introduced a new image access inheritance model.
Base level permissions added to the Media [section] > Image library [root node] > Permissions [tab] will now inherit (cascade) down the media tree into both image folders and individual images.
This means that you don’t need to apply permissions to folders (or groups of images) if the settings are identical to the parent folder(s) up the media tree. You only set an “override” on underlying folders or images when you want them to differ.
Here’s how it works...
Inherited member groups display as grey text with a green link symbol.
Overridden groups display as black text with a broken link symbol.
The new mechanism allows you to apply common member group permissions across multiple image folders and separately apply different access to different images.
“Public access” restrictions allow you to define which member groups are allowed to view (access) the Photo library.
When applied, the entire Photo library (and menu links to it) will be hidden from view.
By default, the Photo library inherits permissions from the site’s root node (e.g. the “Home” node in the “Content” section). If no public access permissions are applied to the “Photo library” node, then members who are able to log into the site can also access the Photo library.
You may decide to make the Photo library available to ‘Employee’ members only. For example, you may own internal images and wish to exclude 3rd party or external suppliers (e.g. Non-employees) from viewing the library.
To restrict access to the ‘Employee’ member group only, follow the steps below:
If desired, categories and/or subcategories in the frontend category menu can be hidden from view. For example, you may decide to hide a particular image category so it is viewable by ‘Employee’ member groups only.
Why? You may have internal comms images assigned to a particular category that 3rd party or external suppliers cannot access. Though the images will not be accessible, the category in the menu will still be visible. In this case, it’s best to hide the category rather than a user selecting the category only to return “0” results.
Note: Hiding the category will not hide the images within the category – just the category name itself.
To allow only the ‘Employee’ member group to view the category in the menu:
For guidance on how to share images with external (general public) users, visit the ‘Creating permanent and shareable links’ section.
Next page: Photo consent forms
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