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)

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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

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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.