> For the complete documentation index, see [llms.txt](https://support.hivo.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.hivo.co/client-profile/client-profile-settings/asset-and-metadata-management/version-settings.md).

# Version Settings

Control Asset versions to ensure users always access the appropriate digital asset version when needed.

## What are "Version Settings"?

The **Version Settings** feature allows Client Admins to manage how Asset Versions are displayed, accessed, notified, and automatically created across the account.

With Version Settings, you can:

* Select the **default version** displayed when users open an Asset.
* Configure notifications for **Version Access Requests**.
* Configure **Automated Versions** and their output settings.
* Set specific Custom Versions to be **hidden by default** from users without permission to view hidden versions, while maintaining access where required through connectors and CDN URLs.

<details>

<summary>Benefits of using Version Settings </summary>

* **Effective Access Control:** You can ensure that users always view the asset version that is appropriate for their work needs (e.g., the newest version instead of an older one).
* **Improved Collaboration:** It helps ensure that Admins do not miss version access requests, especially those nearing their required date, thereby ensuring a smooth workflow.
* **Workflow Optimization:** Automatically creating asset versions (such as web and thumbnail versions) helps save time and ensures consistency for all uploaded files.

</details>

## How to use Version Settings? <a href="#how-to-use-uploader-settings" id="how-to-use-uploader-settings"></a>

⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**

* Go to: **Client Profile** → **Settings** **tab** → **Version Settings**

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FPMNmHegcTCvGlvV1Enx6%2FGroup%20961.png?alt=media&amp;token=52e2cc19-94a1-49dc-b6e2-1c0c1ab77cfd" alt=""><figcaption></figcaption></figure>

### 1. Default Versions

This setting allows Client Admins to select which version will open by default when a user accesses an Asset through the **Asset Detail** page.

* In the **Preferred Version** section, choose one of the following options: ***Original, Web, Last Created Version, Last Modified Version.***
* The selected option will be used as the default version when users open Assets.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FYuwXtIaJCSdjiDc7Qesp%2FGroup%20865.png?alt=media&amp;token=01c68894-4d94-4b11-8774-421bcc19b18d" alt=""><figcaption></figcaption></figure>

### **2. Version Access Notifications**

This section helps keep your Admin team informed about [**Version Access Requests**](https://support.hivo.co/approvals/version-access-requests) approaching or passing their required date.

You can configure the following notifications:

* **Notify Admins when Version Access Requests are past their required date:** Enable this option to notify Administrators when an access request has passed its required date and remains unprocessed.
* **Notify Admins prior to Version Access Requests required date:** Enable this option and specify how far in advance the notification should be sent. The timeframe can be configured in **hours, days, weeks, months, or years**.

This helps Administrators keep track of pending Version Access Requests and take action before or after their required dates.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2Fea9splXrcNst12v7hu9i%2FGroup%20868.png?alt=media&amp;token=b9863138-0f05-4721-99e2-1e83d880d1ea" alt=""><figcaption></figcaption></figure>

### **3. Automated Versions**

This section allows you to configure how Asset versions are automatically created upon upload within your account. You can read more about [**how to Upload Assets**](https://support.hivo.co/upload/uploading-new-assets) here including choosing which versions you would like automatically created in the [**Automations**](https://support.hivo.co/upload/uploading-new-assets#automations) section.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FYz9Qd5EhptgFW2oXVZA2%2FGroup%20870.png?alt=media&amp;token=aa944823-00a2-44cc-9f33-40760bcd7706" alt=""><figcaption></figcaption></figure>

In addition to defining the output format, dimensions, quality, and other processing options, you can also configure the default visibility of **Custom Versions**.

> **Note:** The default **Web** and **Thumbnail** versions use HIVO's default settings and are not affected by the **Hide this version by default** setting.

#### 🔹 Step 1: Add New Version

In addition to the default **Web** and **Thumbnail** versions, you can create additional Custom Versions.

* Select **Add Version +**
* Select **Custom**
* Enter and configure the new Version as required.

Once created, select the Version name to configure its settings.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FGEGE5lnFUIG0NEWMp6nv%2FGroup%20869.png?alt=media&amp;token=08b1786e-d258-45dc-9dfe-183bb38f45a9" alt=""><figcaption></figcaption></figure>

#### 🔹 Step 2: Configuration for **"new version"**&#x20;

Click on a version name (e.g., **web**) to open the detailed configuration section below:

* **Type**: You can choose the file type for the created version, for example: **JPEG, PNG, WEBP, TIFF**
* **Quality:**&#x20;
  * Set the quality level for the output file.&#x20;
  * Enter a value between **1 – 100** (100 represents the highest quality).
* **Dimensions (Width/Height):** Configure the width and height
* **Fit**: Define how the original image fits into the new dimensions:
  * **Cover**: Image will be scaled to cover the area with cropping, preserving aspect ratio.
  * **Contain:** Image will be scaled to fit inside the area with added letterboxing, preserving aspect ratio.
  * **Inside**: Image will be scaled to fit inside the area, preserving aspect ratio.
  * **Outside:** Image will be scaled to fit the area inside of it, preserving aspect ratio.
  * **Fill:** Image will be stretched to fill the area.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2F5JGr8WwVjiUqK1BFml4z%2FGroup%20933.png?alt=media&amp;token=85773daa-ae60-4a8c-b240-137054dcf267" alt=""><figcaption></figcaption></figure>

* **Background:** Select a background color to fill any empty areas (when resizing or exporting to a non-transparent format).
* **Colour Space:**&#x20;
  * If you want to use an ICC profile available in the software: ***Turn OFF toggle and select the appropriate ICC Profile.***
  * If you want to link to a specific color profile file stored in HIVO: ***Turn ON toggle and use the "Select Asset" function to choose that file.***
* **DPI:** apply to **JPEG/PNG**
  * Enter a value between **1 – 10,000** (dots per inch).
  * The DPI information will be included in the image metadata (for JPEG/PNG) but **will not change the physical size** of the image.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FNaxRl9tkK02ttyNEgj6z%2FGroup%20935.png?alt=media&amp;token=468fdfe9-1840-4f92-8be6-cdc665e926c6" alt=""><figcaption></figcaption></figure>

#### 🔹 Step 3: Advanced Options

* **Preserve Alpha**: When this option is enabled, the system will create a PNG version if the original asset is a JPEG containing an alpha channel.
* **Is Alias Version:** This option allows you to create a custom download option, but it will not appear in the Uploader.
* **Allow Enlargement to Fit**: The image will be enlarged to fit the area if requested, but with some loss of quality.
* **Watermark Feature:**
  * Enable Watermark: You can turn on the watermark feature.
  * Copy + Paste Link: Allows you to paste a link to the watermark image.
  * Watermark Settings: You can adjust the Blend Mode, Anchor Point, Scale, Opacity, and a Tile / Repeat option.

👉 Note: You can ignore configuring the web and thumbnail versions if you want to use the default HIVO settings.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FEHLliCuq3ByNI3o7dDU0%2FGroup%20872.png?alt=media&amp;token=63c88b6b-c9e4-4214-b7e0-408d419b7615" alt=""><figcaption></figcaption></figure>

#### 🔹 Step 4: Configure custom versions to be hidden from **General Users**

This option is configured by the **Client Admin** and applies to users who do not have the "**Can See Hidden Versions"** right.&#x20;

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FVEzwPwlsFrhbAWby2NOU%2FGroup%201128.png?alt=media&amp;token=79a17b94-9779-46ec-aee9-3ef364f13635" alt=""><figcaption></figcaption></figure>

In **Automated Versions**, two new options are available:

* **Hide this version by default:** Automatically hides newly created versions of this type from Genneral users.
* **Skip filtering hidden versions for connectors:** Keeps hidden versions available through supported connectors, while they remain hidden from general users in HIVO.

The default hidden setting is applied across the following version workflows:

* **Automatic version creation** when assets are uploaded.
* **Manual Custom/Resize**, including resizing through **Drupal and Salesforce**.
* **Creating or overwriting an existing version** by manually uploading a new version in the main HIVO app or through supported extensions/plugins.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FUrkUYVVmkI8fkQv0Ss6C%2FGroup%201129.png?alt=media&amp;token=f39cf1a2-ed8e-4645-9ad7-d4b5baf2bcb2" alt=""><figcaption></figcaption></figure>

This setting will apply to custom versions, but not to the current default versions (web and thumbnail). And Client Admin can also manually show or hide individual versions after they are created.

If you have any questions, don't hesitate to ask, we're always here to help!


---

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