Permissions are associated with user roles and determine a user’s level of interaction with assets in the Widen Collective, including whether or not they can view or order assets that are released, unreleased, or expired, and the conversion formats that are available. Admin approval may be required before certain users download assets in certain conversion format


As a site admin, you can enable, edit, and disable permissions on the Roles page in the Admin app. User permissions, app permissions for the Collective, finding assets and analytics, and asset group permissions are available and can be customized on the Roles page.


Definitions for permissions are listed in the tables below. When you create roles using role templates, some permissions will be automatically enabled. Permissions that will be automatically enabled are indicated below. Also indicated are permissions that must be enabled by global admins and those that cannot be enabled for a role template.


Key

✓= Enabled automatically for the role template
Optional = Must be enabled by global admins for the role template
N/A = Cannot be enabled for the role template
* = Fee-based feature
^ = Contact the Widen Central Support team to enable this feature



Permission

Definition

Collective Admin Role

User Admin Role

Asset Admin Role

General User Role

User Permissions
Create a New Role
Create new user roles.

Optional

 N/A

 N/A

Administrate Registration Info
Create or select registration information required from users to complete the site registration process.

Optional

 N/A

 N/A

Administrate Users Without Roles

View a list of users who have not been assigned a role, and select a role and user and password settings for users.

Optional

 N/A

 N/A

Administrate EULAs

Create new end-user license agreements or modify existing EULAs, including EULA locations.

Optional

 N/A

 N/A

Administrate Role
Edit existing roles and permissions applied to those roles.

Optional

 N/A

 N/A

Create/Add/Remove Users and Approve Registration Requests for Users in this Role
Create, add, or remove users from roles and approve registration requests for users assigned to a role.

Optional

 N/A

 N/A

Edit Account Settings for Users in Role
Edit personal account information for users in a role, including updating user contact information, roles, and account settings.

Optional

 N/A

 N/A

Edit User Address in Role

Edit user contact information, including name and email address, for a role.

Optional

 N/A

 N/A

Edit User Preferences for Users in Role
Edit user preferences and alert and email notification preferences.

Optional

 N/A

 N/A

Delete Users in Role
Delete users in a role.

Optional

 N/A

 N/A

Administrate Orders for Users in Role
Search for and review past orders, export order data for further analysis and reporting, and extend or expire orders for users in a role.

Optional

 N/A

 N/A

Reset Passwords for Users in Role
Reset passwords for users in a role.

Optional

 N/A

 N/A

Change Own Password
Allow users to update their passwords.

 N/A

Edit Own Address
Allow users to update their contact information.

 N/A

Edit Own Preferences
Allow users to update their preferences, including how assets display (i.e., as thumbnails or in a list), their most-used apps, and alert and email notification preferences.

 N/A

 

 

Permission
Definition

Collective Admin Role

User Admin Role

Asset Admin Role

General User Role

Application Permissions: Collective

Access Admin Tools
Access the Admin app to manage sitewide configurations.

Optional

Optional

Administrate Metadata Types

Create, view, and edit existing metadata types and fields.

Optional

Optional

Optional

Administrate System Messages

Create, view, and edit dashboard system messages posted for users.

Optional

Optional

Optional

WordPress Plugin*
Place assets from the Collective into WordPress websites.

Optional

Optional

Optional

Drupal Module*
Place assets from the Collective into Drupal websites.

Optional

Optional

Optional

Single Sign-On Administrator
Administrate the site's SSO. 
 
Optional
Optional
Optional

 

 

Permission
Definition

Collective Admin Role

User Admin Role

Asset Admin Role

General User Role

Application Permissions: Assets

Access Assets
Access the Assets app in the Collective.

Optional

Access Category Search^
Browse assets using categories.

Optional


Access Advanced Search
Launch searches for assets and filter results by date ranges, file formats, and metadata. Save searches and export results.

Optional


Access All Assets Search
Search all assets you have permission to view.

Optional


Access Asset Versions^
Allow users to retain previous asset versions, add new versions, and access, download, and share previous versions.

Optional


Access Assets with Empty Required Metadata
See assets with required metadata fields that have not been completed, even if assets have been released.

Optional


Access Attached Documents
View and download documents attached to assets.

Optional


Access Multiple Asset Search
Allow users to indicate a list of specific criteria to search for, such as filenames or metadata.



Optional





Optional
Access Quick Insights Detail
See asset-level data at a glance.

Optional

Optional
Send Order Emails to Me
Allow users to disable an order delivery email notification when sending assets to themselves.

Optional

Optional
Favorite Assets
Choose preferred assets as favorites by selecting the heart icon on search results thumbnails and the Asset Details page.

Optional

Optional

Rate Assets
Choose a rating from one to five stars on search results thumbnails and the Asset Details page.

Optional

Optional

Publish to Social Networks
Share assets to popular social networks, like Facebook, Twitter, and YouTube.

Optional

Optional

Create Video Clips^

Cut, save, download, and share video clips from full-length videos.

Optional

Optional

Comment on Assets
View, make, and reply to public comments.

Optional

Optional

Administrate Comments
Edit and delete comments, in addition to viewing, making, and replying to them.

Optional

Optional

Upload Attached Documents

Upload attached documents such as release or rights management information.

Optional

Optional

Administrate Asset Categories

Create, view, edit, arrange, and delete existing asset categories.

Optional

Optional

Administrate Asset Upload Profiles

Create, view, and edit upload profiles, and add or set default metadata.

Optional

Optional

Search Download Receipts*^

Search for receipts that confirm users have received orders and downloaded assets ordered with a Digimarc watermark.

Optional

Optional

Download to File Sharing Tools
Download assets to file sharing tools like Box or Dropbox.

Optional

Optional

Access Archived Assets*^

View all assets that have been archived, and search for, download, and share archived assets.

Optional

Optional

Administrate Archived Assets*^

Set assets to be archived, view all assets that have been archived, and search for, download, and share archived assets.

Optional

Optional

Access Adobe CC Connector*^

Access the Adobe CC Connector to drag and drop assets from search results into InDesign, Illustrator, and Photoshop pages.

Optional

Optional

Administrate Refine SearchConfigure how the refine search displays.




Optional





Optional
Administrate Share Links
Create, edit, and delete share links and embed codes.

Optional

Optional

Administrate Spotlight Search
Create, edit, and save spotlight searches.

Optional

Optional

Administrate Attached Documents
Upload, edit, and delete attached documents, and view the asset(s) documents are attached to.

Optional

Optional

Optional

Administrate Deleted Assets

View, delete, or restore assets that have been deleted by users.

Optional

Optional

Optional

Administrate Asset Conversion Formats

Edit conversion formats and reorganize how conversion formats display for users.

Optional

Optional

Optional

Administrate Asset Delivery Methods
Edit delivery methods for orders.

Optional

Optional

Optional

Administrate Assets without Asset Groups
Assign assets without an asset group to one.

Optional

Optional

Optional

Administrate Assets Never Ordered
View by asset group assets that have never been ordered.

Optional

Optional

Optional

Administrate Global Collections
Make a personal collection a global collection and view global collections. Remove any global collection and view the Collection Details page.

Optional

Optional

Optional

Edit Collection Share Page
Create and edit collection share pages.

Optional

Optional

Optional

Access Portals    
Access the Portals app in the Collective.




Optional




Optional




Optional
Administrate all Portals
See all portals that have been created on your site - including portals users have created - and view, edit, share, duplicate, and delete those portals.




Optional
Optional
Optional
Create Asset Groups
Create asset groups.

Optional

Optional

Optional

Export Asset Search Reports
Export data about assets, including asset groups, file formats, and metadata, from search results.

Optional

Optional

Optional

Export Analytics Reports

Export asset reports, including Quick Insights and Insights reports, and access the Exports page.

Optional

Optional

Optional

Export Order Reports

Export information about downloads and orders from the Admin app.

Optional

Optional

Optional

Export User Reports
Export information about other users from the Admin app.

Optional

Optional

Optional

Export Upload Reports
Export information about uploads to your site from the Admin app.

Optional

Optional

Optional

Access Deleted Assets
Search for deleted assets by date deleted, deletion type (i.e., deleted or pending delete), filename, or by the asset group assets were in.

Optional

Optional

Optional

Access Deleted Users
Search for deleted users by date deleted or user email address.

Optional

Optional

Optional

 

Permission
Definition

Collective Admin Role

User Admin Role

Asset Admin Role

General User Role

Application Permissions: Insights

Access Insights
Access Insights data. Allows users to access and view Insights dashboards. If users have permission only to access Insights, when on an Insights dashboard, they will not be able to add charts to or edit dashboards.
 
 Optional
 
 Optional
Administrate Insights Dashboards
Allows users to create new Insight dashboards, add charts to dashboards, edit existing dashboards and charts, and delete dashboards and charts.

 
 Optional
 Optional
 Optional

 

Permission
Definition
Collective Admin Role
User Admin Role


Asset Admin Role
General User Role
Application Permissions: Templates
Access Templates
Access the Templates app in the Collective.

Optional


Tier 1: Access Templates Category Search
Access the category search to find templates.

Optional


Create Template Groups
Create groups of templates.

Optional
Optional
Optional
Administrate Template Categories
Create, view, edit, arrange, and delete template categories.

Optional
Optional
Optional
Administrate Templates Conversion Formats

Edit template conversion formats and reorganize how conversion formats display.


Optional
Optional
Optional
Administrate Templates Delivery Methods
Edit delivery methods for template orders.

Optional
Optional
Optional
Administrate Orders
Search for and review past templates orders, export order data for further analysis and reporting, and extend or expire orders.



Optional
Optional
Optional
Export Templates Order Reports
Export information about downloads and orders of templates.

Optional
Optional
Optional

 

Permission

Definition

Collective Admin Role

User Admin Role

Asset Admin Role

General User Role

Application Permissions: Workflow
Administer Workflow application
Create and manage any project (including other people's projects) in Workflow, create and manage forms (including other people's forms), edit details for any project, see all projects and deliverables and edit details for those, and close all projects.





Optional



Optional



Optional



Use Workflow to review or provide proofs
Access the Workflow app and create and edit proofs.
 
 Optional
Optional
Optional
Create and manage projects

Start new Workflow projects, add deliverables and reviewers, and close or upload them to the Collective when they're complete.

 
 Optional
 Optional
 Optional

Create and update request forms and approve requests
Start Workflow project requests and review any requests that are submitted.

 ✓
 Optional
Optional 
Optional 
Submit project requests
Submit work requests to approvers in Workflow.
 ✓
 Optional
Optional 
 Optional



Permission
Definition

Collective Admin Role

User Admin Role

Asset Admin Role

General User Role

Assets: Asset Groups

View Active Assets
View active assets in an asset group. Active assets have been released and are approved for use.

Optional

Optional

Optional

View Expired Assets
View expired assets in an asset group.

Optional

Optional

Optional

View Unreleased Assets
View unreleased assets in an asset group.

Optional

Optional

Optional

Access Share Options for Asset Group
Access and share embed codes for assets in an asset group. Users must have the Access Share Options for Asset Group permission enabled for each asset group they have access to.

Optional

Optional

Optional

Order Active Assets
Order active assets in an asset group.

Optional

Optional

Optional

Order Expired Assets
Order expired assets in an asset group.

Optional

Optional

Optional

Order Unreleased Assets
Order unreleased assets in an asset group.

Optional

Optional

Optional

Require Order Approval
Require that users receive approval from an admin before they can receive ordered assets.

 

Optional

Optional

Optional

Administrate Asset Group
Edit, flag, and delete an asset group.

Optional

Optional

Optional

Assign Assets into Categories
Assign assets into categories and remove assets from categories.

Optional

Optional

Optional

Edit Assets’ Metadata, Type, and Preview
Edit asset metadata and metadata types, and add and remove alternate previews for assets in an asset group.

Optional

Optional

Optional

Add Assets

Allow users to add any asset they can view to the asset group associated with this permission. Users cannot edit assets unless the Edit Assets' Metadata, Type, and Preview permission is also enabled. If that permission is also enabled, can add any asset to the group and edit it.


This permission is not required to allow users to upload assets.


This permission is suggested for asset admins of multiple asset groups.

Optional

Optional

Optional

Remove Assets
Remove assets from an asset group. Users cannot edit assets unless the Edit Assets' Metadata, Type, and Preview permission is also enabled.

Optional

Optional

Optional

Expire Assets
Select a date to expire assets in an asset group.

Optional

Optional

Optional

Release Assets
Set release dates for assets in an assets group.

Optional

Optional

Optional

Delete Assets
Delete assets from an asset group.

Optional

Optional

Optional