Version Access Requests
Ensure that only authorized individuals can access specific versions
This workflow exists when General Staff (Light users) do not have access to all versions of an asset (usually only have access to a watermarked and thumbnail version). In this case, they need to submit a Request Access to Admins to obtain other versions.
This guide helps you master the features and workflow for asset version access, including:
How to configure version access limitations for specific user groups
The process for Light Users to request access to versions other than those currently authorized
Reviewing and processing access requests, including adding/removing assets or versions and setting access expiration dates
Tracking, managing, and bulk-processing all requests within the Approval section
How to Admins limit access request for groups?
👉 For this access request process to work, Admins needs to 'Limit Access to Asset Versions' and Asset/Folder access permission needs to be set to 'Can View' for the General Staff (Light Users) group:
Version Access Limitation: The setting 'Limit Access to Asset Versions' must be enabled within their User Group. This will not affect Users viewing an Asset:
If they have a permission level of at least Share on the Asset.
If they have the User Right Can View Image Original Versions - when viewing an original image version.
Asset/Folder Access Permission: The Asset/Folder access permission needs to be set to 'Can View'. Any higher permissions (e.g., Can Share, Can Edit, Full Access) will disable this version access limitation feature.
How to Light Users (General Staff) send Access Requests
When General Staff users need to access other versions of an asset, they should follow these steps:
🔹 Step 1: Select Asset(s)
Select one or more images from the library.
🔹 Step 2: Request Access via Actions Menu
Click on Actions and select 'Request Version Access'.
🔹 Step 3: Submit Request
A pop-up window will appear, allowing you to:
Add/ Remove asset: Add or remove previously selected assets.
Select Versions: Select the specific version(s) you need access to.
Date Required: Specify the time period during which the asset is needed for your work.
Reason Description: Enter a brief and clear explanation of why you need access to this version (e.g., "Use for Q3 Email Campaign").
Submit Request: Click Submit (or Apply) to send the request to the Admin.
👉 See the detailed step-by-step instructions below:
⚠️ Note: You can also request version access for individual assets directly from the Asset Preview Page or the Asset Detail Page.
How to Admin handle Access Requests
After receiving an in-app or email notification about a new request, the Admin follows these steps to review and process it:
🔹 Step 1: Access and Open the Request
Click directly on the request name from the notification or the approval list to open the "Version Access Request" pop-up.
🔹 Step 2: Review and Modify Information
Within this pop-up, the Admin can:
Edit Asset Owners: Change or update the asset owners if necessary.
View General Information: Review the overview provided by the user (Reason, Date Required) as a basis for approval.
Edit Version Access Request: Click the pencil icon to customize the request details before approving:
Add/Remove Asset: Add or remove assets from the request list.
Add/Remove Version: Specify exactly which versions the user is permitted to access.
Change Date Required: Adjust the date the user needs the asset.
Set Date Expires: Set a specific expiration date so the system automatically revokes access after this period.
🔹 Step 3: Interaction and Notification
Comments: The Admin can leave comments to communicate with the requester or for internal notes.
Notification: By default, a notification is sent to the requester when the request is updated. Admin can change this by unchecking the checkbox.
🔹 Step 4: Approval completed
The Admin selects one of the three action buttons at the bottom of the pop-up to complete the process:
Approve: Grant access based on the configured settings.
Reject: Deny the access request.
Delete: Remove the request from the system.
Track and manage asset instance access requests
In addition to direct notifications, all version access requests are stored and centrally managed in the Version Access Request tab within the Approval section.
Tracking & Monitoring: From this tab, Admins can track the status of all requests—whether pending, approved, or rejected—providing a comprehensive overview of asset usage needs across the organization.
Quick Actions: Admins can directly select requests from this list to perform actions such as Approve, Reject, or Delete quickly and efficiently.
👉 The approval process is as instructed above.
If you have any questions, don't hesitate to ask, we're always here to help!
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