# Sharing and External Access ### 1. Sharing Asset Assets can be shared with internal users (existing users in the system) or external users (users without a full account). Sharing allows controlled collaboration while maintaining security and permission control. **To share an asset:** 1. Select the asset you want to share. 2. Click the vertical three-dot menu (⋮). 3. Select **Share**. 4. Enter the email address of the recipient. 5. Select the appropriate **permission level or group permission** (if available). 6. Click **Share**. The recipient will receive a secure link that provides access based on the assigned permissions. ### 2. Internal vs External Users **Internal Users** Internal users are members of the system and are assigned a role within a space, such as: * Viewer * Member * Admin * Owner Their access is controlled by their assigned role and space permissions. Examples of internal user permissions include: * View assets * Download assets * Upload or create assets * Edit asset metadata * Share assets (Member, Admin, Owner only) * Delete or move assets (depending on role) * Manage members and roles (Admin and Owner only) **External Users** External users do not have full system accounts. They access assets through a secure share link. External users can be granted specific permissions such as: * View assets * View asset details * Download assets (if enabled) * Add comments (if enabled) * Upload or edit assets (if contribution is enabled) External user permissions are controlled through **group permissions or individual share settings**, not full system roles. External users cannot: * Access the full space * Manage members * Assign roles * Delete spaces * Perform administrative functions ### 3. Group Permissions (Share Permission Groups) When sharing assets or spaces, predefined permission groups can be assigned to control what the recipient can do. **Asset Share Permission Groups** Common group permission levels include: **View Only** * View assets * View asset details **View + Download** * View assets * View asset details * Download assets **Contributor** * View assets * Download assets * Upload assets * Edit assets * Rename assets * Copy assets * Move assets * View activity **Full Access / Editor** * All contributor permissions * Delete assets (if enabled) These permission groups are combinations of system permissions such as: * VIEW\_ASSETS * VIEW\_ASSET\_DETAILS * DOWNLOAD\_ASSETS * CREATE\_ASSETS * UPDATE\_ASSETS * MOVE\_ASSETS * COPY\_ASSETS * DELETE\_ASSETS * VIEW\_ASSET\_ACTIVITY ### 4. Space Permissions vs Asset Permissions Permissions exist at two levels: **Space-Level Permissions** These permissions apply to the entire space and are controlled by roles. Examples include: * View space and assets * Create assets * Share assets * Manage members (Admin and Owner only) * Assign roles (Owner only) * Delete space (Owner only) **Asset-Level Permissions** These permissions apply only to specific shared assets. Examples include: * View asset * Download asset * Edit asset * Comment on asset * Delete asset (if allowed) *** ### 5. Security Controls When sharing an asset, you can configure detailed access permissions to control what external users are allowed to do. To configure security settings: 1. Click the vertical three-dot (⋮) menu on the asset. 2. Select **Share**. 3. Enter the recipient’s email address. 4. Review and configure the available permissions: * **Comments** — Allow or restrict commenting * **Approval** — Allow or restrict approval actions * **Download** — Allow or restrict asset downloads * **Contribution** — Allow or restrict uploads or additional input 5. (Optional) Enable **Set Password for Protection** and define a password. 6. (Optional) Enable **Set Expiration Date** and choose the desired expiration date. 7. Click **Share** to generate the secure link. These controls ensure that external access is limited, secure, and time-bound when required.

Configure security settings and permissions when sharing an asset

*** ### 6. Feedback Integration * Comments appear directly on the asset. * Time-coded comments and annotations are preserved. * Team members can view and respond. This ensures that all review feedback remains centralized and traceable in one place.