Common Visibility & Access Settings

Visibility & Access (V&A) permissions can be set for any Collection/Gallery in your account. This article outlines some of the common settings you can use to control who has access to your content via your organization's Portal. For an in-depth description of each setting, please see Visibility & Access Settings.

Common Visibility settings

• Make a Collection/Gallery visible on your Portal (public visibility)
• Make a Collection/Gallery visible to only people you invite
• Hide a Collection/Gallery from your Portal

Common download Access settings

• Allow anyone to download from a Collection/Gallery on your Portal
• Allow only people you invite to download from a Collection/Gallery on your Portal
• Allow only people with a collection or gallery hyperlink plus a password to download from a Collection/Gallery on your Portal

Removing permissions

• Removing a "Any Portal visitor" permission
• Removing an individual's access
• Removing a Collection/Gallery from the Portal

Set permissions for a Collection/Gallery:

1. Log in as an Admin or Editor
2. Click on Library in the Media menu
3. Select a Collection/Gallery
4. Open the V&A dialog by clicking the icon that appears next to the Collection/Gallery title

Common Visibility settings

"Who can see this on the portal website?"

Make a Collection/Gallery visible on your Portal (public visibility)

Follow these steps to make sure that anyone who visits your Portal will be able to view (but not download from) a Collection/Gallery.

1. Open the V&A dialog
2. Set the Native Visibility to "Everyone"
3. Click Save

If you want this setting to apply to a Collection and some (or all) of the Collections/Galleries nested inside it, the nested Collections/Galleries need to Inherit Permissions:

1. Open the V&A dialog for a nested Collection/Gallery
2. Make sure that Inherit Permissions is checked
3. Set the Native Visibility to "Everyone"
4. Click Save

Make a Collection/Gallery visible to only people you invite

Follow these steps to make sure that only people you invite will be able to view (but not download from) a Collection/Gallery on the Portal. Before using these settings, it is a good idea to populate your Invited User List.

1. Open the V&A dialog
2. Set the Native Visibility to "Those with permission"
3. Click Add permission
4. Set the Permission type to "People/Group"
5. Enter the names of the individuals or groups from your Invited User List you want to invite
6. Set all DL types to "View only"
7. Click Save & Notify

If you want this setting to apply to a Collection and some (or all) of the Collections/Galleries nested inside it, the nested Collections/Galleries need to Inherit Permissions:

1. Open the V&A dialog for a nested Collection/Gallery
2. Make sure that Inherit Permissions is checked
3. Set the Native Visibility to "Those with permission"
4. Click Save

Hide a Collection/Gallery from your Portal

Follow these steps to completely remove all access to a Collection/Gallery via your organization's Portal. (It will still be visible to Admins, Editors, and Taggers in the Library.)

1. Open the V&A dialog
2. Set the Native Visibility to "No one but me"
3. Click Save

Note: Any permissions on a Collection/Gallery will be deleted when the visibility is changed to "No one but me"

If you want this setting to apply to a Collection and some (or all) of the Collections/Galleries nested inside it, the nested Collections/Galleries need to Inherit Permissions:

1. Open the V&A dialog for a nested Collection/Gallery
2. Make sure that Inherit Permissions is checked
3. Set the Native Visibility to "No one but me"
4. Click Save

Common Download Access Settings

Allow anyone to download from a Collection/Gallery on your Portal

Follow these steps to make sure that anyone who visits your Portal will be able to download files from a publicly visible Collection/Gallery.

1. Open the V&A dialog
2. Set the Native Visibility to "Everyone"
3. Click Add permission
4. Set the Permission type to "Any Portal visitor"
5. Set the files sizes and types that can be downloaded with this permission
6. Click Save

If you want this setting to apply to a Collection and some (or all) of the Collections/Galleries nested inside it, the nested Collections/Galleries need to Inherit Permissions:

1. Open the V&A dialog for a nested Collection/Gallery
2. Make sure that Inherit Permissions is checked
3. Set the Native Visibility to "Everyone"
4. Click Save

Allow only people you invite to download from a Collection/Gallery on your Portal

Follow these steps to make sure that only people you invite will be able to download from a Collection/Gallery on the Portal. Before using these settings, it is a good idea to populate your Invited User List.

1. Open the V&A dialog
2. Set the Native Visibility to "Those with permission"
3. Click Add permission
4. Set the Permission type to "People/Group"
5. Enter the individuals or groups from your Invited User List
6. Set the files sizes and types that can be downloaded with this permission
7. Click Save

If you want this setting to apply to a Collection and some (or all) of the Collections/Galleries nested inside it, the nested Collections/Galleries need to Inherit Permissions:

1. Open the V&A dialog for a nested Collection/Gallery
2. Make sure that Inherit Permissions is checked
3. Set the Native Visibility to "Those with permission"
4. Click Save

Allow only people with a collection or gallery hyperlink plus a password to download from a Collection/Gallery on your Portal

Follow these steps to make sure that only people with the correct link and password can download from a Collection/Gallery on the Portal.

1. Open the V&A dialog
2. Set the Native Visibility to "Those with permission"
3. Click Add permission
4. Set the Permission type to "Password"
5. Enter a password
6. Set the files sizes and types that can be downloaded with this permission
7. Click Save

If you want this setting to apply to a Collection and some (or all) of the Collections/Galleries nested inside it, the nested Collections/Galleries need to Inherit Permissions:

1. Open the V&A dialog for a nested Collection/Gallery
2. Make sure that Inherit Permissions is checked
3. Set the Native Visibility to "Those with permission"
4. Click Save

Removing permissions

There are several ways to remove previously created permissions:

Removing a "Any Portal visitor" permission

Once removed, visitors will not be able to download unless they have access via another permission on this Collection/Gallery.

1. Open the V&A dialog
2. Click the trash can icon next to the permission you want to delete
3. Click Save

Removing an individual's access

Once removed, an individual will not be able to download unless they have access via another permission on this Collection/Gallery.

If the individual has access via their email address:

1. Open the V&A dialog
2. Click the trash can icon next to the permission you want to delete
3. Click Save

If the individual is part of an Invited User Group that has access:

1. Open Invited Users in the Admin menu
2. Select the desired User Group
3. Select the individual you want to remove
4. Select "Remove from group" from the Actions menu

If the individual has access via a password:

1. Open the V&A dialog
2. Click the trash can icon next to the permission you want to delete
3. Click Save

Removing a Collection/Gallery from the Portal

Follow these steps to completely remove all access to a Collection/Gallery via your organization's Portal:

1. Open the V&A dialog
2. Set the Native Visibility to "No one but me"
3. Click Save
4. If necessary, repeat these steps for any nested Collections/Galleries

Note: Any permissions on a Collection/Gallery will be deleted when the visibility is changed to "No one but me"