Roles, along with asset groups, are the primary mechanism for securing assets in the Widen Collective. All users are assigned to one or more roles, and all assets are assigned into one or more asset groups. When you create asset groups and roles, you'll assign users to roles and assets to asset groups. Users in a role share common permissions.


When you enable features on the Features page, some features have permissions that must be enabled at the role level. You'll receive notification of that when enabling those features.


Users can be assigned to multiple roles. If you've assigned someone to more than one role, they will be able to see assets in search results if at least one of the roles they're assigned to has asset group permission to view the assets. Permissions are cumulative.


Check out our brief video to learn more.




Create new roles

You can create new roles for a user or group of users anytime you need.

  1. Go to the Admin app.
  2. Click Roles under Permission Settings in the left navigation.
  3. Click Create new role.
  4. Indicate a name and, if applicable, a description. Check if you want users to be removed from the role by an expiration date and select the role template, which allow certain permissions to be enabled for the role by default. The general user role will be selected by default. (Note that role templates can be selected only when you're creating new roles.)
  5. On the Available Applications page, choose the apps the role can access and customize the app permissions for the selected roles.
  6. On the Available Asset Groups page, choose the asset groups the role can access. If the asset group you want to assign the role to isn't listed, click Create asset group.
  7. On the Available Upload Profiles page, choose the upload profiles the role can upload to and review. If the upload profile you want to assign the role to isn't listed, click Create upload profile.
  8. On the Available Order Profile Options page, choose the order profile options, the asset limit per order, and the asset limit per user for the role.
  9. On the Available Order Options page, choose the conversion formats and delivery methods the role can use. If the conversion format or delivery method you want to assign the role to isn't listed, click Create Conversion Format or Create Delivery Method.
  10. On the Registration Codes & System Messages page, choose the registration code that will assign users to the role and select the system messages the role can view. If the registration code or Dashboard message isn't listed, click Create System Message or Create Registration Code.
  11. Click Finish & Review.

Duplicate roles

When you're creating roles, we recommend duplicating a role with similar base permissions as the role you want to create. From there it's easy to make adjustments to the permissions. When you create duplicates of existing roles, current user and app permissions, registration codes, and access to Dashboard messages are applied. This simplifies the process of creating new roles since existing permissions and access are similar.


To duplicate a role:

  1. Go to the Admin app.
  2. Click Roles under Permission Settings in the left navigation.
  3. Click Duplicate for the role you want to copy. A copy with the role name followed by "copy" displays below the existing role in the table.
  4. Click View, Edit, or Edit Permissions to see information about the role that has been applied, to edit the role name or description, and to edit permissions for the role.


View current roles

Click View on the Roles page in the Admin app to see and edit the current permissions for an existing role and to edit the role.


Edit roles

If you need to update role names or descriptions, or if you need to remove users from a role by an expiration date or if the role should automatically inherit new permission, you'll want to edit the role. To do that:

  1. Go to the Admin app.
  2. Click Roles under Permission Settings in the left navigation.
  3. Click Edit.
  4. Edit the role name and description. Check if users should be removed from the role by an expiration date and check whether or not the role should automatically inherit new permissions.
  5. Click Update or Update and Edit Permissions to update permissions for the role.


Edit permissions for roles

You may need to update or remove the permissions that apply to each role from time to time. To edit permissions for existing roles:

  1. Go to the Admin app.
  2. Click Roles under Permission Settings in the left navigation.
  3. Click Edit Permissions for a role. Click the appropriate tab to edit the permissions.
  4. Click Return to Roles.