Share a Repository

Sharing a repository is similar to sharing a file or folder. You can share with individuals or with groups. However, you can also add custom editorial roles to use in the repository and refine access with granular permissions.

Even if the repository is shared, some of the individual features within it are not.

  • Non-administrative users will be able to see all associated asset types in the filter pane on the asset page, and they can view and edit assets of those types without explicit sharing. To be able create a new asset, the user must have at least the contributor role on the repository, or an editorial role or granular permissions that grant them Create permission for the asset type.
  • Non-administrators will be able to categorize assets based on the taxonomies associated with a repository.
  • For digital asset repositories, non-administrative users will be able to see all channels associated with a repository and they can target assets to those channels. But the channel must be shared with a user with a minimum of contributor rights in order to publish or unpublish assets to the channel.

To share the repository, select it, click Members, and then perform any of the following tasks:

Add Custom Roles to a Repository

To add a custom role to a repository:

  1. Click the Add Roles tab.
  2. Choose a role from the list.

    You can see the permissions granted by the role by clicking Preview icon. Permissions that don't apply to the repository (because the asset type or taxonomy isn't associated with the repository) are grayed out. To apply the disabled permissions, add the asset type or taxonomy to the repository.

  3. Click Add.

Add Members to a Repository

To add a member to a repository:

  1. If necessary, click the Add Members tab.
  2. Enter part of the user or group name, display name, or email address, and then choose the user or group from the results.
  3. Choose the role you want them to have.
  4. Click Add.

If you assign someone a Manager role, make sure that person also has a content administrator or site administrator role. That will allow the user to fully manage the repository, including adding other users, managing the channels, and doing other administrative tasks.

Refine Permissions

When you add a member and choose an out-of-the-box role, they're given the selected access to all asset types and taxonomies added to the repository. When you choose a custom role, they're given the access specified in the role definition. Either way, you can refine access through granular permissions.

Note:

You can't refine the repository owner's permissions or the permissions of a manager.

To view detailed permissions for a member, click Expand icon next to the member's avatar.

To change or refine member permissions:

  1. If necessary, click the Add Members tab.
  2. Click Edit icon next to the member whose permissions you want to change.
  3. Select the assets types and taxonomy categories for which you want to refine permissions:
    • To refine access to specific asset types, in the Assets column click Add, select asset types, then click Save.
    • To refine access to specific taxonomy categories, in the Taxonomies column click Add, select categories, then click Save.
  4. Select the appropriate permissions for each asset type and category.
  5. When you're done refining access, click Save, then click Done.

Save Custom Permissions as an Editorial Role

After refining permissions, you can save the permission set as an editorial role.

To save custom permissions as an editorial role:

  1. If necessary, click the Add Members tab.
  2. Next to the custom permission set you want to save as an editorial role, click Save as editorial role icon .
  3. Enter a name and, optionally, a description for the editorial role.
  4. Click Save.

    The new editorial role is saved, added to the repository, and applied to the user or group.

View Membership and Permission History

To view the history of membership and permission changes for the repository, click the additional properties pane.

This pane is divided into tabs:

  • General—displays the repository name, repository description, when the repository was created, and when it was last updated.
  • Activity—details specific activities such as changes in repository membership; changes in user or group editorial permissions; and changes in asset types, taxonomies, or taxonomy categories that impact permissions granted to users in the asset repository.