Asset groups, along with roles, 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 to one or more asset groups. Site admins assign users to roles and assets to asset groups. You can limit user access to assets by requiring that every asset be assigned to an asset group.


Assets are permissioned by asset group. If an asset is assigned to more than one asset group, asset group permissions are cumulative.


When you set up roles for asset groups, you can select actions those roles may have to apply to an asset group and customize asset group permissions.


Asset group flags

Flags can be applied to asset groups to alert users about the group's use. For instance, add a flag for EMEA assets or those that can be used within different schools at universities or even those that are approved for certain users, like sales or creative services. Choose any color flag from the available dropdown when creating or editing asset groups and select a flag priority from two to nine or highest and lowest. You can give the flag a title and description as well.


You can choose to have flags display for users below asset thumbnails in search results.


Create asset groups

Create new asset groups when new groups of assets are added to your Collective site that don't fit into the asset groups you currently have. To create a new asset group:

  1. Go to the Admin app.
  2. Click Asset Groups under Permission Settings in the left navigation.
  3. Click Create Asset Group.
  4. Name the asset group and select an asset group flag color and priority, if applicable. Give the flag a title and description.
  5. Click Create.


Edit asset groups

If you need to update existing asset group information, including flag titles and descriptions:

  1. Go to the Admin app.
  2. Click Asset Groups under Permission Settings in the left navigation.
  3. Click Edit and edit the asset group's name, flag color and priority, flag title, and description.
  4. Click Update or Update and Edit Permissions to edit the asset group's permissions and access to the group.
  5. Click Return to Asset Groups.


Edit permissions

Change what roles can do with an asset group without editing the group information:

  1. Go to the Admin app.
  2. Click Asset Groups under Permission Settings in the left navigation.
  3. Click Edit Permissions.
  4. Select what the roles listed can do with the asset group, if order approval is required, or customize the asset group permissions for the role.
  5. Click Return to Asset Groups or Create Associated Asset Upload Profile to add an upload profile for the asset group.

Customize asset group permissions

In the Collective, you can customize the permissions user roles have for an asset group. For instance, select if users can add and remove assets, view expired or unreleased assets, or the administrate asset group. Click the pencil icon in the Customize column, then select the applicable permissions for the asset group.