# Introduction
Welcome to HIVO's support guide!
## What Is HIVO?
HIVO (pronounced 'high-voh') is a complete software solution for digital asset management, proofing, approvals and content automation.
## What Do HIVO's Products Do?
[**Digital Asset Management Software**](https://hivo.co/digital-asset-management)**:** is your central hub for storing, finding, and using all your digital files - like photos, videos, and documents. Makes them easy to find and share!
[**Approval Workflow Software:** ](https://hivo.co/approval-workflow-software)simplifies and automates the approval process, making it efficient and error-free.
[**Content Automation Software:**](https://hivo.co/content-automation-software) streamlines and automates content creation and distribution processes, freeing up time for content professionals.
[**Digital Brand Guideline Tools:** ](https://hivo.co/digital-brand-guidelines) empowers brand managers to maintain control of your brand identity, streamline workflows, and create brand equity.
**Ready to get the most out of your HIVO account? Explore HIVO's support guide today! 🚀**
## Scope of the Guide and Support
This online support guide is **generic** and focuses on explaining how the features within the HIVO system work. The guide is designed to help users understand and correctly use the functionalities of the HIVO.
### 🔹 Scope of coverage of online support guide
This document is designed to:
* Explain how the standard features of the HIVO system work.
* Guide users on how to use the platform’s functionalities.
* Provide general (generic) system-level information.
This guide is **not intended to describe business-specific configurations for individual organizations**.
### 🔹 Out of the scope of online support guide
This guide **does not include organization-specific information**. Specifically, it does not contain:
* **Asset-specific information**
* The storage location of your organization’s assets
* Specific file names
* Internal folder structures
* **Metadata-specific information**
* The list of tags used by your organization
* Custom metadata fields configured for your business
* Internal metadata naming conventions
* **User-specific information**
* User lists
* Specific permission settings
* Internal role structures
* **Business configuration**
* Customized templates
* Internal workflows
* Organization-specific approval processes
* Account-specific system configurations
👉 **Please contact your Internal System Admins (or Implementation Consultant)** for further support on the information listed below:
* Organization-specific account configuration
* Internal folder structures
* Naming conventions
* Custom metadata fields
* User permissions
* Customized templates or workflows
#### 👉 Example
* This guide may explain: How to search for assets using metadata?
* However, it does not include information about:
* How your organization names assets?
* Which tags are used in my system?
* Which folders contain my assets?
* What metadata has been configured for my account?
If you have any questions, don't hesitate to ask, we're always here to help!
# Client Profile
The Client Profile is where the settings and configurations for your HIVO account are made, typically this is done by admin users.
## Learn more about:
# Client Profile Page
The Client profile page can be accessed by clicking the image avatar in the top right of your account and then selecting Client Profile:
#### **1. Accessing the Client Profile Page**
* Click on the **avatar image** in the top right corner of your account.
* Select **Client Profile** to open the client profile page.
Access to Client Profile
#### **2. Editing Client Profile Information**
On the **Client Profile** page, client admins can set up and update the following details:
* **Company Name**
* **Website**
* **Account Contact**
* **Account Phone Number**
* **Account Email Address**
* **Location**
* **Social Media Links**: Facebook, Instagram, LinkedIn, Twitter, YouTube, etc.
Editing Client Profile Information
#### **3. Customizing Account Theme and Dashboard Settings**
* Users can customize the [**Account Theme**](https://support.hivo.co/manage-theme) and configure [**Dashboard Settings**](https://support.hivo.co/client-profile/client-profile-settings/dashboard-settings) directly from the [**Client Profile**](https://support.hivo.co/client-profile) page.
If you have any questions, don't hesitate to ask, we're always here to help!
# Client Profile Settings
The settings page in the Client Profile is where all account configuration takes place.
External ExterUsers with the **permission to access and edit the Client Profile** can access the settings page by clicking your user profile icon in the top right-hand side of your account and then clicking Client Profile.
* Once you have opened the Client Profile, click on the **Settings** tab. The entire Settings tab include main categories:
* **Asset & Metadata Management:** Manages digital assets and their associated information, including upload, metadata, versioning, tagging, recognition, and duplicate control.
* **Organisation & Storage:** Manages folder structures, collections, default libraries, storage settings, archiving, and the recycle bin.
* **Workflow & Collaboration:** Manages workflows and team collaboration such as approvals, tasks, sharing, and brief templates.
* **Access, Rights & Security:** Controls user access, security settings, global permissions, sensitive data, license expiry, and access requests.
* **Branding & Appearance:** Configures visual and brand-related settings such as watermarking and dashboard appearance.
* **System & Integration:** Handles system-wide notifications, integrations, and external system connections.
* **Reporting & Data:** Manages reporting dashboards, and supports importing/exporting data via CSV.
### More details on how each setting works are available here:
# Asset & Metadata Management
Focuses on how assets are handled and described
Allows you to manage rules for uploads, file naming, versioning, and metadata fields, ensuring all content remains consistent and easily searchable.
# Upload/Download Settings
Manage how assets are uploaded, downloaded, and tracked within your organization.
The **Upload/Download Settings** feature allows Admin to manage how digital assets are **uploaded** and **downloaded** within the HIVO system, ensuring **quality control, security, and copyright compliance** across the organization.
You should enable the Upload/Download Settings if you want to:
* ***Control the quality** of uploaded assets before they appear in the main library.*
* ***Notify users** about copyright, license, or usage restrictions before downloading.*
* ***Track how users utilize assets** after downloading them.*
### How to use Upload/Download Settings?
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
#### 🔹 Step 1: Navigate to Upload/Download Settings
* Go to: **Client Profile** → **Settings** **tab** → **Upload/Download Settings**
#### 🔹 Step 2: Configure Upload Options
* Use the toggle switches to enable or disable the following option.
* **New Assets are added to Upload Approvals** (Quality Control): Mandates that new assets must be reviewed by an approver before being added to the main library.
#### 🔹 Step 3: Configure Download and Compliance Options
Use the toggle switches to enable or disable the following options:
* **Users can download Assets with HIVO metadata:** When enabled, users are allowed to download a version of the asset where some of the original metadata of the file is replaced with corresponding metadata values from HIVO.
* **Warn Users before downloading Assets:** When enabled, the system displays a warning to users before they download if the asset contains sensitive metadata (such as copyright, license, or usage restrictions).
* **Warn Users before downloading Assets via shared links:** When enabled, the system displays a warning dialog to non-admin users before they complete the asset download process, provided the asset contains sensitive metadata (such as copyright, license, or usage restrictions).
* **Users must enter Asset usage in the warning dialog:** Requires users to briefly describe how they plan to use the assets before downloading, helping the organization track usage intent.
* **Exclude Admin users from Asset download warnings:** When enabled, users with Admin permissions will not see the download warning dialog, even if the general warning settings are active.
#### 🔹 Step 4: Apply Warning Option to Target Metadata
If the **"Warn Users before downloading Assets"** or "**Warn Users before downloading Assets via shared links"** option is enabled, you can specify the exact metadata fields that will trigger the warning:
* **Enter Metadata Names:** Enter the names of the metadata fields (tags) you want to warn users about (e.g., Collection, Product...)
* After entering each name, **press Enter to add the next metadata field** (If left blank, the system will use the default fields: *copyright, license, and usage*).
* Click "Save changes" to officially apply the settings.
By effectively utilizing these settings, you can optimize your asset management process and ensure compliance within your organization
# Uploader Settings
Uploader Setting allows you to manage how users upload assets to their accounts
The **Uploader Settings** feature allows you to configure default settings when users upload files to the system. This includes ***default permissions, blocked MIME types, and automation options.***
Benefits of using Uploader Settings
* ***Time-saving**: Predefined permissions and automation options eliminate the need for manual configuration during each upload.*
* ***Enhanced security**: Block unsafe file types at the point of upload to minimize security risks.*
* ***Consistency**: Ensure uploaded files comply with established content management rules and standards.*
* ***Automation**: Apply automated processes such as tagging and categorization to improve asset management efficiency.*
### How to use Uploader Settings?
* ⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
* Navigate to Uploader Settings: **Client Profile** → **Settings** **tab** → **Uploader Settings.**
#### 🔹 Step 1: Configure **Default Permissions**
* Set default asset permissions that will apply to a particular user or group, which will appear as being preselected in the upload tool when a user goes to complete an upload.
* In the **Default Permissions** section, you will see a list of entities in the system (e.g., *HIVO Demo Account*).
* For each entity, you can select a default permission level such as: **can view, can share, can edit, add version, full access.**
#### 🔹 Step 2: **Blocked MIME Types**
* Prevent users from uploading files with specific MIME types.
* Click the **Blocked MIME Types** field to select the file types you want to block, e.g., .exe, .bat, .js, etc.
* Files with these formats will be blocked from uploading.
* **Note:** This is a general check and should not be relied upon as a complete security solution.
#### 🔹 Step 3: **Set up Automation**
* Allows you to choose what automation tasks should run on the uploaded assets during the Asset Details step in the Uploader.
* **Visible Default Enabled:** You can select which default automation actions will be preselected to be performed when uploading files.
* These preselected options include:
Type
Description
Tag Prediction
Run the auto tagger using image and video recognition technology. Tags will be auto generated on the uploads based on what is actually in the image or video.
Caption Prediction
Allows the system to automatically analyze and generate descriptions for digital assets as soon as they are uploaded.
These captions are stored and managed directly within the Metadata section of the asset.
You can review and edit these results in the Asset Information section on the Asset Detail page.
Scan Asset Text Content
Automatically read and extract text content from digital asset files, such as images, PDFs, or documents, allowing users to search for keywords that appear within the asset's content, even if the word is not in the file name or metadata.
Face Detection
Run the facial recognition detection technology on images and videos to detect faces.
Generate Transcript for video/audio assets
Automatically generates written transcripts from your video or audio assets using AI-powered speech recognition.
Run Governance Risk & Compliance Checks
Configuration rules uses to determine whether an asset violates policies, laws, or brand regulations
Run Check Asset Readiness
Checks and evaluates digital assets (images, videos, data) against predefined standards.
Create thumbnails
Automatically create a default thumbnail version of the assets being uploaded.
Create web version
Automatically create a default web version of the assets being uploaded.
Create watermark version
Automatically create a watermarked version of the assets being uploaded. These Automation tools will be automatically displayed in the step of adding Asset details during the process of uploading assets to the system.
Create custom version (image only)
Automatically create a specified custom version (size, dimensions, file type etc) of the assets being uploaded.
These **Automation tools** will be automatically displayed in the step of adding Asset details during the process of uploading assets to the system.
If you have any questions, don't hesitate to ask, we're always here to help!
# Metadata Settings
Metadata is structured information attached to assets (such as images, videos, documents...) that describes or categorizes them.
### What are Metadata Settings?
Metadata Settings provide a comprehensive framework to **organize, manage, and automate the lifecycle** of your digital assets through three core components:
A centralized hub to maintain the integrity of your existing metadata, include: Rename, merge, or delete metadata keys & metadata values across your entire library
Acts as a reference point for retention before specific Retention & Disposal Rules are applied
### How to configure Metadata?
* **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
* Navigate to Metaadata Settings: **Client Profile** → **Settings** **tab** → **Metadata Settings**
#### 🔹 Step 1: Add a New Metadata Entry
* Click the Add Metadata options button. A new entry will appear (e.g., Entry 1).
* Enter the field name in the title box (e.g., type Author).
#### 🔹 Step 2: Configure Data Type and Options
You will need to define the type of data users will input into this field:
* **Select Type:** Click the dropdown menu next to the field name (currently showing Type) to select the appropriate data type:
* **Text:** Allows the entry of letters, numbers, and free-form characters (e.g., Used for Author Name, Short Description).
* **Date:** Allows the user to input or select a date value from a calendar (e.g., Used for Release Date, Copyright Expiry Date).
* **Enter Description:** (Optional) Enter a brief description of the field's purpose to guide users.
* **Set Default Value:** (Optional) This value will automatically populate the field if the user does not enter any information.
* **Selectable Options:** (Only applicable for Text fields) Enter your optional values, then press Enter after each value. This action will convert the field into a dropdown menu, allowing users to select only predefined values.
#### 🔹 Step 3: **Set Mandatory Rules and Add Conditional Metadata Setting**
**1. Set Mandatory Rules**
Use the two checkboxes at the end of the section to **control how this field behaves in the Uploader:**
* **Include in Uploader:**
* Enable this to show the field in the upload interface.
* If you disable this option, the field will not appear in the Uploader; however, the Metadata field will be retained in the system's configuration. You can easily re-enable it at any time without having to recreate the field from scratch.
* **Is Required:** Enable this to make the field mandatory during upload.
**2. Show metadata entry in Uploader when 1+ metadata value are entered in any of the following entries**
* Select one or more related entries (e.g: Platform).
* When uploading, if the user selects a metadata value from Plaform, the current entry will automatically appear (expand) for further metadata value selection.
* Leave it empty → the entry will **always** be displayed.
**3. Require dependent metadata from another entry**
In the section **“Optionally require certain metadata value are entered from the dependent entry list”**
* Select a dependent entry (e.g: Platform).
* If specific metadata value from this dependent list are chosen, the system may require the user to also select at least one metadata value from the current entry.
* Leave it empty → the system will by default require **at least one metadata value** from any dependent entry (if the rule is enabled).
The entries will appear as headings in "**Asset Details step**" of the Uploader for all Users in the Account.
#### **🔹 Step 4: Organize Metadata entries**
Group tags into **organized categories** to guide users in applying accurate and relevant tags.
**1. Add or remove metadata value**
* Enter the **metadata value** in the field **“Type option and hit Enter”**
* To remove a metadata value, click the **“x”** icon next to it.
**2. Arrange entries order**
* Use the **up (↑)** and **down (↓)** arrows to move entry up or down according to your preferred order.
* The **×** icon deletes a entry
### Metadata Management
The **Metadata Management** feature allows you to manage all metadata keys and values applied to assets in the system. You can **search, view usage statistics, rename, or delete them**.
#### 1. View Metadata usage statistics
* **Search Metadata**: Enter a keyword in the **Search metadata** box to quickly filter and locate metadata fields in the list.
* **Usage Statistics and Sorting:**
* The Assets Column shows the number of assets that contain each piece of metadata.
* The list is sorted by descending usage frequency. This sorting helps you quickly identify which metadata is most important or frequently used, making it easier to manage, review, or clean up your data structure.
* **View all assets of a specific Metadata Key:**
* Click on the **Metadata Key name.**
* A new wind will open, directing you to the Asset Library and automatically displaying **all assets that contain any Metadata Value belonging to Key.**
#### 2. Rename Metadata Key
* Click the pencil icon in the Actions column.
* Enter the new name for the **Metadata Key**: You can import a completely new metadata key that has never existed in the system, or a metadata key that already exists.
**👉 Note:** After entering the 'New Metadata Key name', the following option will appear: **"Overwrite existing values of 'A' with 'B' values"** (This applies to assets that may hold both keys simultaneously with different values).
* **If this option is checked**: By selecting this option, you are prioritizing the Metadata Values of the key being renamed (these act as the 'new' values for the overwrite).
* In the event of a data conflict - where an asset already possesses values for both keys - the existing data will be overwritten.
* For example, if you rename the key 'title' to 'heading' and enable the overwrite option, the system will completely wipe the original content of 'heading' and replace it with the content from 'title'."
* **If this option is unchecked:** The system will protect the existing data in the destination key, and you will need to:
* **Manually resolve conflicts:** The system will not automatically delete existing data. Once the renaming process is complete, if there is an overlap, you must manually review and decide which value to retain for each asset.
* **Prevent data loss:** This helps avoid accidentally losing important information already entered in the new Metadata entry.
#### 3. Delete Metadata Key
* Click the trash icon. Once confirmed, the system will:
* Remove that **Metadata Key** from all assets using it.
* This action cannot be undone.
#### 4. Manage Metadata Values
* Click the expand icon in the Actions column to expand and display the list of associated Metadata Values. This allows you to manage specific sub-classifications within a larger data field.
👉 For each specific value within a Metadata Key, you have the following capabilities:
* **View assets associated with a Metadata Value:**
* Click directly on the Metadata Value name.
* A new window will open in the Asset Library, displaying all assets assigned that specific value.
* **Update Metadata Value:** Allows you to update the content of the value. This change applies immediately to all assets containing this value.
* **Delete Metadata Value:** Removes the specific value from the list. Assets that previously contained this value will no longer display this information and this action cannot be undone.
### **Metadata Disposal System Defaults**
* **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
* Go to: **Client Profile** → **Settings** **tab** → **Metadata Settings** and scroll down to the **Metadata Disposal System Defaults** section.
#### 1. What is Metadata Disposal System Defaults used for?
Metadata Disposal System Defaults are system-level configurations designed to provide default values for fields related to [**Disposal & Retention Settings**](https://support.hivo.co/client-profile/client-profile-settings/organisation-and-storage/disposal-and-retention-settings). This ensures that every asset always has a scheduled disposal date, even when no specific rules have been configured.
⚠️ Important Note: This feature DOES NOT perform retention policy calculations.
You should enable the Metadata Disposal System Defaults if you want to:
* **Ensure Compliance:** Meet legal and regulatory requirements regarding Data Retention Policies.
* **Automate Lifecycle Management:** Streamline the asset lifecycle process and reduce manual intervention.
* **Establish System Defaults:** Ensure that every asset always has a "tentative" disposal date, preventing data from being left without a scheduled review or action.
#### 2. How to use Metadata Disposal System Defaults?
Metadata Disposal System Defaults are system-level configurations that allow you to define:
* **Disposal Trigger Date:** It serves as the default milestone used to initiate the retention lifecycle if no Rules are active. Distinction from "Date Trigger" in Rules:
* **Default Trigger**: Acts only as an initial reference value or placeholder.
* **Rule Trigger:** The official factor used to calculate and execute the actual retention period.
* **Disposal Action Date:** The scheduled date for executing the disposal action.
* **Acts as a placeholder value if no Rules are active** (Define Rules in the [*Disposal & Retention Settings*](https://support.hivo.co/client-profile/client-profile-settings/organisation-and-storage/disposal-and-retention-settings)).
* **Will be overwritten once a Retention Rule is applied**
* **Date-based Metadata Fields:** Standard fields used for retention and default disposal milestones, including:
* Termination Date
* Incident Date
* Date Superseded
* Inspection Date.
If you have any questions, don't hesitate to ask, we're always here to help!
# Tag Settings
Tagging improves the ability to search, filter, organize, and manage assets efficiently.
### **What are Tag Settings?**
**Tag Settings** is a configuration section that allows you to control how users assign **tags** to assets during the upload process through two core components:
* [**Tag Configuration & Control**](https://support.hivo.co/client-profile/client-profile-settings/asset-and-metadata-management/tag-settings#how-to-cofigure-tag): allows you to manage the tagging experience during the upload process and within the asset library.
* [**Tag Management:**](https://support.hivo.co/client-profile/client-profile-settings/asset-and-metadata-management/tag-settings#tag-management) A centralized dashboard to oversee and refine the entire vocabulary of your system.
Purpose of Tag Settings
* ***Standardize tagging practices** across the organization to ensure consistency.*
* ***Enhance search accuracy** by enabling structured tagging.*
* ***Automate content classification** by campaign, department, content type, etc.*
* ***Prevent untagged or poorly tagged assets**, which can hinder long-term asset management*.
* **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
* Navigate to Tag Settings: **Client Profile** → **Settings** **tab** → **Tag** **Settings**
### 1. How to set the required **Number of Tags (Asset Uploader)**
* Set the **minimum number of tags** users must assign when uploading an asset.
* **Options:**
* Set to **0** to allow uploads without any required tags.
* Set to **1** or more to require at least that many tags per upload.
### 2. How to restrict users from creating custom tags (Asset Uploader)
(Manual Tagging Options)
The Manual Tagging option controls whether the User is allowed to create new Tags when manually tagging an Asset or can only select from existing Tags when uploading a new asset.
* **Allow New Manual Tags when Tagging (toggle OFF - Default):** Users cannot create new tags (Your tags) when tagging assets. They can only select from the list of existing tags in the system.
* **Limit to Existing Tags when Tagging (toggle ON):** Users are allowed to create new tags by typing into the tag field in the uploader or asset detail view.
### 3. Automated Tagging Control
(Minimum Confidence for Tag Recognition option)
Manage how **AI-generated tags (Automated Tags)**are applied to new assets by defining accuracy thresholds and excluding unwanted terms.
* Enter a value to specify the minimum confidence percentage required for an **Automatic Tag** to be accepted.
* Only **Automatic Tags** with a confidence score equal to or higher than the specified value will be applied.
* Enter **0** to use the system's default confidence threshold of **70%**.
### 4. Blacklist Tags
Use the **Blacklisted Tags** list to prevent specific tags from being added by the **Automated Tags** feature, even if they meet the minimum confidence threshold.
* Enter the tags you want to remove from the automation, separated by commas (e.g. "medicine", "pill").
* Click the (X) icon on a tag to remove it from the blacklist.
* Then, **save changes** so the Blacklist takes effect for future uploaded documents.
### 5. How add & manage Tag Categories
#### **5.1. How to add & arrange Tag Categories**
Group tags into **organized categories** to guide users in applying accurate and relevant tags.
* **Add or remove Tags**
* Enter the tag name in the field **“Type Tag and hit Enter”**
* To remove a tag, click the **“x”** icon next to it.
* **Arrange Tag**
* Use the **up (↑)** and **down (↓)** arrows to move tags up or down according to your preferred order.
* The **×** icon deletes a tag; the **↔** icon may move tags between groups (depending on the UI).
#### 5.2. How to set Mandatory Rules and Add Conditional Tag Setting
#### 🔹 **Set display and Mandatory Rules**
Use the three checkboxes at the end of the section to **control how this field behaves:**
* **Is Required**: If checked, users must choose at least one tag from this category before uploading.
* **Include in Library Tag Filter Panel**: If checked, the category appears in the asset library’s filter panel, helping users filter content by tag groups.
* **Use Text Input with Autocomplete**: determines how users enter tags for this category during the upload process.
* **When it is NOT enabled (default):** Users select tags by clicking from the list of predefined tags in the category.
* **When the “Use Text Input with Autocomplete” option is ENABLED:** Users can type tags directly into the input field, and the system will **suggest existing tags (autocomplete)** as they begin typing.
#### 🔹 **Display category in the Uploader when related categories are selected**
In the section **“Show category in Uploader when 1+ tags are selected in any of the following categories:”**
* Select one or more related categories (e.g: *Media assets*).
* When uploading, if the user selects a tag from *Media assets*, the current category will automatically appear (expand) for further tag selection.
* Leave it empty → the category will **always** be displayed.
#### 🔹 **Require dependent tags from another category**
In the section **“Optionally require certain tags to be selected from the dependent category list”**
* Select a dependent category (e.g: *social media posts*).
* If specific tags from this dependent list are chosen, the system may require the user to also select at least one tag from the current category.
* Leave it empty → the system will by default require **at least one tag** from any dependent category (if the rule is enabled).
The categories will appear as headings in "**The Asset Tagging step**" of the Uploader for all Users in the Account.
***
### **How to manage all Tags (Tags Management)**
The **Tag Management** feature allows you to manage all tags applied to assets in the system. You can **search, view usage statistics, rename tags, or delete them.**
#### **1. View tag usage statistics**
* **Search tags:** Enter a keyword in the '**Search tag'** box to quickly filter and locate tags in the list.
* **Usage Statistics and Sorting:**
* The Assets column shows the number of assets that contain each tag.
* The list is sorted by descending usage frequency of the tags. This sorting helps you quickly understand which tags are most important or frequently used, making it easier to manage, review, or clean up your tagging structure.
* **View assets associated with a tag**
* Click on the **tag name** (e.g., *person*, *head*, *face*).
* A new tab will open, directing you to the Asset Library and automatically displaying **all assets that contain that tag**.
#### **2. Rename tag**
* Click the **edit icon** in the Actions column.
* Enter the new tag name.
* Save changes to update the tag name across all assets using that tag.
#### **3. Delete tag**
* **Delete tag:** Click the **trash icon,** when confirmed, the system will:
* Remove the tag from all assets that use it.
* **This action cannot be undone.**
If you have any questions, don't hesitate to ask, we're always here to help!
# Filename Settings
Using filename templates simplifies file naming, making asset organization efficient and consistent.
## What are Filename Settings?
The "Filename Settings" feature allows you to create automatic file naming rules when using the **Uploader** or the **Rename** action in the Library, helping you manage files consistently and save time.
Benefits of using Filename Settings
* **Organize Files Efficiently:** Files are named according to a common rule, making them easy to find and manage.
* **Save Time:** No need to name each file manually, especially when handling large quantities.
* **Ensure Consistency:** All files follow a standardized naming format, adding professionalism
* The system supports **two types of Patterns**:
* **System Pattern** (Built-in, cannot be removed) includes: **Duplicate Suffix**, **Today Date**, **Production Date** and **File Information.**
* **Custom Pattern** (Admin-created, can be added/removed)
* Note: Some patterns like **Production Date**, **Asset ID**, **SKU ID** and **SKU Code** are only available in the Library since they require file data that is only available after upload. These patterns cannot be used in the Uploader.
## How to configure Filename Templates
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
### 🔹 Step 1: **Navigate to Filename Settings**
* Go to: **Client Profile** → **Settings** → **Filename Settings**
### 🔹 Step 2: How to Configure a System Pattern (Built-in, cannot be removed)
The system provides **five built-in Patterns:**
* **Duplicate Suffix**: Automatically adds an index when file names are duplicated. Make sure each file has a unique name, especially when uploading multiple versions or copies of the same asset.
* Manually edit/enter the number of characters in the suffix, & add new suffix pattern.
* Select to include brackets or not in the suffix by adding or removing the bracket on the rename pop up If left blank, default to 1.
* **Today Date** : Adds the current date/ production date to the file name. Users to edit or add new format.
* **Production Date**: Adds the production date to the file name. Users to edit or add new format.
* **File Information**: Adds built-in file properties or metadata tags (such as Original Name, Asset ID, SKU ID, or SKU Code) to the file name. Users to customize the sequence of information patterns.
* **Address**: Adds the asset's location address label to the file name when available. Users to customize or add new address formats.
#### **👉 How to configure:**
* **Define custom system patterns** using the corresponding **hint provided** below each system pattern.
* **Leave the system pattern field** empty to hide it from the Uploader or 'Rename' action in the Library.
### 🔹 Step 3: How to Configure a Custom Pattern (User-created, can be added/removed)
You can create custom Patterns according to your workflow and file naming rules.
* Click **“Add Pattern”** to create a new Pattern.
* Name and define the structure of the Pattern as needed (e.g., adding project prefixes, campaign codes).
* For each Pattern, you can:
* **Move Up / Move Down / Reorder** values to arrange the file name structure.
* **Delete** any unnecessary values from the Pattern to keep file names clean and standardized.
## How to Use Filename Templates
By using filename templates, you can quickly rename files **during upload or asset in your Library**, helping keep your files organized and consistent.
### 1. Rename file when uploading assets
* **Select the Filename Template**: During the upload process, choose the desired filename template from the available list.
* **Apply the Template**: Once selected, click **Apply Pattern** to rename the uploaded files according to your chosen template.
This will automatically rename your files upon upload, following the template structure you set.
### **2. Rename file in Library**
* Choose the files to rename and open the **"Library Action"** menu.
* From the menu, select "Rename" options.
* Choose the appropriate **filename template** from the list.
* Click "**Apply Pattern"** to rename the files according to your selected template.
Rename files in Library
If you have any questions about “Filename Settings" or other features, don't hesitate to ask, we're always here to help!
# 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 you to manage and configure how asset versions are displayed, notified, and automatically created in the system. Specifically, you can:
* Select the default version that users will open when accessing an asset.
* Set up automated notifications for Admins regarding version access requests.
* Configure automated asset versions for the entire account.
Benefits of using Version Settings
* **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.
## How to use Version Settings?
⚠️ **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**
### 1. Default Versions
* This setting allows Admins to select the default version that will open whenever 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.***
### **2. Version Access Notifications**
This section helps to keep your admin team informed about expiring Version Access Requests. You can read more about [**Version Access Requests**](https://support.hivo.co/approvals/version-access-requests) feature here. You can configure notifications to be sent:
* **When the expiry date has passed:** Enable the "***Notify Admins when Version Access Requests are past their required date***" option so that Administrators will be notified and stay updated on unprocessed access requests and their past due dates.
* **Prior to the expiry date:** Enable the **"*****Notify Admins prior to Version Access Requests required date*****"** and choose a timeframe (hours, days, weeks, months, or years) before the access request expires to ensure admins receive a notification.
### **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.
#### 🔹 Step 1: Add New Version
* **Add new version:** In addition to the default *web* and *thumbnail* options, you can create a custom version by selecting "**ADD VERSION +"** and then choosing **Custom**
#### 🔹 Step 2: Configuration for **"new version"**
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:**
* Set the quality level for the output file.
* 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.
* **Background:** Select a background color to fill any empty areas (when resizing or exporting to a non-transparent format).
* **Colour Space:**
* 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.
#### 🔹 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.
If you have any questions, don't hesitate to ask, we're always here to help!
# Recognition Settings
Configure the facial recognition settings in your account to control the accuracy of who is detected by HIVO's facial recongition technology
## What are Recognition Settings?
The **Recognition Settings** feature allows you to configure how the system **detects, groups, and recognizes faces** across your account. This is useful for tracking important faces, helping you manage the data, usage rights and [**consent**](/consent) that relate to the people that appear in your company's photos and videos more effectively.
{% hint style="info" %}
**Setting up " Settings" in HIVO will help:** *Using Recognition Settings, you can fine-tune the HIVO system to focus only on important faces, helping you manage your data efficiently and save time.*
{% endhint %}
## How to use Recognition Settings
* ⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
* Navigate to **Recognition Settings: Client Profile** → **Settings** → **Recognition Settings**
### 🔹 Step 1: Choose Main Option
#### 👉 Option 1: Disable Recognition Vectors
If this setting is **turned ON,** it means that the creation of vector data for new images uploaded to the Library will be disabled.
* **Detection Still Works:** The system will still scan and identify faces in your images, and the bounding boxes (the frames around faces) will still be visible.
* **Manual Assignment is Possible:** You can still manually select these detected appearances and assign them to a HIVO Recognition Profile.
#### How to completely Disable Recognition for the Account
To effectively shut down vector-based recognition for your entire account, you must complete two steps:
* Enable the **"Disable Recognition Vectors" setting**: This stops the creation of recognition data for all future uploads.
* Enable the “[**Remove Untagged Faces**](https://support.hivo.co/client-profile/client-profile-settings/asset-and-metadata-management/recognition-settings#step-3-additional-actions-remove-untagged-faces)” action: This will wipe any existing vector data from past images that haven't been tagged yet.
After these two steps, your account will no longer have any vector data available to perform automated face comparisons.
#### 👉 Option 2: Only Track Known Faces
* When this option is enabled:
* Detected faces will **only be assigned to known people** on the **Recognition** page.
* Unknown faces will: **Not** be grouped into **Anonymous** profiles and **Not** have **Vector Data** stored
* **When to use:**
* When you only need to track **known individuals**
* When you want to **enhance privacy** and avoid storing unnecessary face data
#### 👉 Option 3: Manual Confirmation Required for Known Faces
When this setting is turned ON, people detected in assets won’t be automatically assigned to existing profiles when a match is found.
* Instead, a suggested match is made for the detection, which may be optionally confirmed or ignored.
* The suggested matches can be found on the [**Approvals - People page**](https://support.hivo.co/approvals/recognition-approval#how-to-manage-recognition-suggestion-approvals), or on the Assets themselves as inline suggestions.
* A person in the Asset Library will not come up in searches until the suggested match is confirmed.
### 🔹 Step 2: Face Grouping & Detection Settings
#### 1. Minimum Number of Faces to Group
* Specify the **minimum number of similar faces** required to save the face as an **Anonymous person.** Once a face appears enough times, it will save as an **Anonymous person**, making it easier to identify the person later from the **Recognition page.**
* **Default value:**
* Leave blank to use the default value of **4**
* Suitable for **small to medium** numbers of uploads
* **Recommendations:** If uploading **a large number of images or faces**:
* Increase the value to **10 or more**
* Ensures only frequently appearing faces are saved as Anonymous profiles
#### 2. Minimum Face Matching Size (%)
Specify the **minimum size a face needs to be** in order to be detected. Very small faces may not be useful to keep track of.
* **Default value:** Leave blank to use the default value of **0%**
* **Recommendations: 2%** is useful for **ignoring very small faces** in crowd or wide-angle images
#### 3. Minimum Face Confidence (%)
Specify the **minimum confidence level** required for a face to be detected.
* **Default value:** Leave blank to use the default value of **99%**
* **Recommendations:**
* **99% or higher** is recommended
* Helps prevent **false positives**
#### 4. Minimum Face Similarity (%)
Specify the **minimum similarity level** required for two faces to be matched as the **same person**. High similarity ensures that similar faces always belong to the same person.
* **Default value:** Leave blank to use the default value of **97%**
* **Recommendations:**
* **97%** works well in most cases
* **95%** may work better when uploading **a very small number of faces**, improving match rates
### 🔹 Step 3: Additional Actions - **Remove Untagged Faces**
This tool is designed to purge legacy data, making it especially useful if the system captured anonymous faces **before "Only Track Known Faces" was enabled** or during periods when the setting was toggled.
* Users must explicitly check the box **"I Understand, Remove Untagged"** to confirm the action.
* The system will delete all Vector data associated with untagged faces. Please note that this action is irreversible.
**Additional Cleanup Options:**
* **Remove Anonymous Faces:** Completely wipes anonymous face profiles from the Recognition page.
* **Remove Bounding Boxes:** Eliminates face detection frames for unidentified individuals when viewing photos or videos.
* If **UNCHECKED**: The system deletes the recognition data but still retain the bounding boxes on the image (acting as a placeholder for you to tag later).
* If **CHECKED**: The system will wipe all traces. The bounding boxes surrounding all untagged faces will be completely removed from the Asset.
Then, save the changes so this takes effect for future Recognition. [You can read more about **People feature here**](https://support.hivo.co/recognition)**.**
If you have any questions, don't hesitate to ask, we're always here to help!
# Duplicate Manager Settings
Manage and handle duplicate files efficiently
## What are Duplicate Manager Settings?
**Duplicate Manager Settings** is the configuration section that allows user to **manage and handle duplicate files during the upload process**. This helps users control storage, reduce data clutter, and maintain consistency in their digital asset library
Benefits of using Duplicate Manager Settings
* ***Reduce data clutter & save storage space**: Prevent unnecessary duplicate uploads, helping you optimize storage capacity.*
* ***Easier search & management**: Each piece of content has only one “master” copy, minimizing confusion.*
* ***Maintain consistency**: Avoid situations where different teams work on different copies of the same file.*
#### 👉 Duplicate Manager Settings include:
Find, manage, and process duplicate or similar assset
## 1. How to set up Duplicate Scanner for uploading assets
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”**
#### 🔹 Step 1: **Enable Duplicate Scanner**
* *Go to* **Duplicate Manager Settings***:* **Client Profile → Settings → Duplicate Manager Settings**
* When enabled, the system automatically checks the files being uploaded and compares them to existing files to avoid redundant storage and lets user decide how to handle them.
#### 🔹 Step 2: Duplicate Comparison Method
This section allows you to choose how the system compares and determines whether files match each other. Select one of the three following methods:
* **Filename:** The system checks based solely on the file name. If a newly uploaded file shares the exact same name as an existing file, the system considers it a duplicate.
* **Filename and Size:** The system cross-references both the file name and the file size simultaneously. A file is only flagged as a duplicate if it matches both criteria.
* **File Hash:** The system checks the unique identification string (Hash code) of the file's content.
#### 🔹 Step 3: **Resolve Duplicates in Uploader (**choose how duplicates are handled during upload)
In **Resolve Duplicates in Uploader**, choose one of the three modes:
* **Allow duplicates** – Allow uploading even if duplicates exist.
* **Automatically discard duplicates** – Automatically skip duplicate files and do not upload them.
* **Show modal to allow manual resolution** – Display a dialog so you can manually decide how to handle each case.
When this option "**Show modal to allow manual resolution"** is selected, the system grants full control to the user by prompting an interactive warning dialog (Modal) rather than taking automated actions.
**How it works:**
* When duplicates are detected, the system shows a modal with comparison details (e.g., file name, existing uploader, etc.).
* Workflow Enforcement - Require a decision before closing duplicate warning: When this box is checked, users **must choose how to resolve detected duplicates** (make an explicit choice) before they can dismiss or close the warning dialog. Users cannot simply click away or close the modal to ignore the warning.
* In the modal, users can choose actions either for **individual assets** or for **all uploading assets** at once:
* *Keep Duplicate Asset/ Keep All*
* *Discard Duplicate Asset/ Clear All*
* *Add as new version to the existing asset/ Add as new version for all*
* *Replace the existing asset with the incoming file/ Replace all*
## 2. How to Use Duplicate Manager
Duplicate Manager is a tool that helps you find, manage, and process **duplicate or similar assset** in your digital asset library.
#### 🔹 **Step 1: Access the Duplicate Manager page**
*Client Profile → Settings → Duplicate Manager Settings →* **Duplicate Manager**
#### 🔹 **Step 2: View the List of Duplicates**
On the screen, you'll see two main tabs:
* **EXACT DUPLICATES:** Displays assets that are technically identical (same size, same content).
* **SIMILAR IMAGES**: Shows images with high visual similarity, even if they differ in size or format.
#### 🔹 **Step 3: Review and Choose a Resolution Option**
In the EXACT DUPLICATES tab (do the same with Similar Images): Open each item detail to compare and choose how to resolve, including the following actions: **Accept, Merge, Remove**.
* **MERGE:** Combines the duplicate assets into a single one. The system will keep one original version and delete the rest, which helps you save storage space.
* **REMOVE:** Permanently deletes the selected assets from your library.
* **ACCEPT:** Keeps all the selected assets. Assets marked as **Accepted** will be managed under **Accepted Duplicates** (*These Assets have been marked as unique and won't be flagged in future duplicate scans).* Click Accepted Duplicates to view assets marked as duplicates
If you encounter any issues, contact the support team for assistance.
# Image Editor Settings
Provide predefined data sources and fonts when editing templates in the Editor
## Image Editor Settings Overview
Image Editor Settings allow administrators to configure standardized resources within the image editing tool, which is particularly useful for managing designs for user groups required to work with templates (These are users whose settings are configured as **SETTING. Must use Image Editor Templates.**)
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
The core components include:
* **Data Source Management:** This feature allows you to provide predefined data sources for the entire account. It enables users to quickly apply consistent and accurate values when editing templates, eliminating the need for manual data entry.
* **Font Asset Integration:** Linked font assets are made available to all users with permission to access the Image Editor.
* **Font Weight Customization**: Using the "Font Weight" slider, admins can assign specific weights to each font file or URL based on the selected font family.
* **Smart Auto-matching:** To ensure a seamless design experience, the editor automatically matches fonts to the closest available weight if an exact match is not found.
You should enable the Image Editor Settings, if you want to:
* Enable admins to **standardize data and fonts used** within templates.
* Reduce display errors (e.g., missing fonts, incorrect content).
* Accelerate the design process for users.
* Help admins maintain easier control over content.
## How to use Data Source
### What is a Data Source?
The **Data Source** feature allows you to provide predefined **data sources for the entire Account,** helping users apply consistent values quickly when editing templates in the Editor. **Data Sources** provide predefined values to:
* Use in **Text Layers** with dropdown type.
* Use in **Image Layers** with dropdown type.
👉 This allows:
* Users to **select values from a predefined list,** avoiding manual entry errors.
* **Consistent values across all templates in the Account.**
### How to add a Data Source
#### **🔹 Step 1:** Navigate to **Image Editor Settings**
* Go to **Client Profile → Settings** → **Image Editor Settings** (previously known as Template Settings)
* Inside this section, you will find: **Data Source**
#### **🔹 Step 2:** **Add Data Source**
* Click **“Add Data Source”** to create a new data source.
* Enter the following information
* **Data Source Name**: to identify it easily when using in templates.
* **Values**: list of values you want to provide for the dropdown.
* You can create multiple data sources as needed (e.g., branch locations, brand names, brand guideline colors, contact lists, etc.).
### How to use Data Sources in the Editor
When editing a Template:
**🔹 Step 1: Open the Template in the HIVO Editor**
* Select the template you wish to modify.
**🔹 Step 2: Select the data input Type (Data Source)**
* Go to **Design tab ->** For **Text Layers** or **Image Layers ->** Select **Type: Data Source**.
* When you click on a Text Layer or Image Layer that is linked to a Data Source, instead of a regular input field, you'll see a dropdown menu.
* This list will display all the values defined in the relevant Data Source.
**🔹 Step 3: Select the desired value**
* Simply click the dropdown arrow and choose the appropriate value from the list.
* The content of the text or image layer will automatically update with your selected value.
## How to set up Available Fonts
**Available Fonts** is a feature that allows administrators to centrally manage all fonts used in the Image Editor at the Client level.
* With **Available Fonts**, all fonts are now managed in one dedicated location. This removes the dependency on Brand Fonts, simplifies setup, reduces rendering issues, and gives administrators better visibility when fonts are missing or incorrectly configured.
* This feature becomes the **single source of truth** for all fonts used in the Image Editor.
The **Font Family** name must exactly match the font used in the original design file, including imported Adobe files and existing templates.
Any font asset linked inside *Available Fonts becomes **available to all users who have permission to access the Image Editor.***
### **Where to Find It**
* Go to: **Client Profile → Settings → Image Editor Settings** (previously known as Template Settings)
* Inside this section, you will find: **Available Fonts**
### Font Configuration
Available Fonts is built as a list of font entries, where each entry represents a font family used in the Image Editor.
For every font entry, administrators must configure:
* **Font Family** (required)
* **Font Source** (required)
* **Font Weight** (required, default is 400)
### 1. Font Family
This is the main font name used by the Image Editor and must exactly match the font family used in the original design file, such as Adobe templates or imported assets. If the Font Family does not match exactly, the font may not render correctly. For examples:
* Outfit
* Helvetica Neue
* Montserrat
Adding font families supports three main methods (see details below):
Manually adding new fonts
Importing existing fonts from Brands
Loading missing fonts detected from templates
### 2. Font Source
Each font must have a source so the system knows where to load the font from. There are two supported source types:
* **HIVO Asset** - a font file uploaded and stored inside HIVO
* **Font URL** - an externally hosted font link, such as Google Fonts or a company CDN
In the Font Source section, users can turn the toggle on or off to switch between font source options.
#### **🔹** Add Fonts Using HIVO Assets
You can upload font files directly into HIVO and link them inside Available Fonts.
* This is the recommended approach when you want centralized font management, stronger access control, and better consistency across templates.
* This is especially useful for proprietary fonts, internal brand fonts, or any font files your team wants to manage directly within the system.
#### **🔹** Add Fonts Using Font URL
* You can also link fonts using externally hosted Font URLs. This is useful when fonts are already managed outside of HIVO through platforms such as Google Fonts, CDNs, internal servers, or enterprise font libraries.
* Even when using a URL, you still need to define the Font Family and Font Weight so the system can properly map the font to imported templates.
### 3. Font Weight
Font Weight is used to distinguish multiple font files under the same Font Family.
* This is especially important when one font family has several variations such as Light, Regular, Medium, or Bold. The default Font Weight is **400**.
* In the Font Weight section, users can drag the dot on the Font Weight slider to adjust the font thickness.
⚠️ ***If the same font has the same font weights, the system will notify.***
### Three methods to add Font Family
#### **🔹** Method 1: Manually Adding new Font
#### ⚠️ **Avoiding Duplicate Font Entries**
If you add a font and the same **Font Family** already exists in Available Fonts, the system will not create a duplicate entry.
Instead, it will automatically switch to **Add Source for Another Weight Range**.
For example:
* if **Outfit** already exists with: Outfit Regular → weight 400
* and if you're trying to enter the new font family name as outfit
* Then, the system will automatically treat this as another source under the existing Outfit family rather than creating a second separate entry.
This keeps font management cleaner and improves rendering consistency.
#### **🔹** Method 2: Import fonts from Brands
To support migration from the previous Brand Font setup, administrators can import fonts directly from existing Brand Fonts into Available Fonts.
Admins can manually re-import fonts from Brands whenever needed, such as when:
* new fonts are added to a Brand later
* older fonts need to be re-synced
* admins want to reduce manual configuration work
> This is not a continuous automatic sync. Changes made to Brand Fonts after migration will not automatically update Available Fonts unless manually imported.
#### **🔹 Method 3: Load** Missing Fonts from Templates
If a template contains a font that does not yet exist in Available Fonts, administrators can use the **Import Missing Fonts** tool.
* This tool scans all templates and detects font families that are missing from Available Fonts.
* Instead of fully configuring the font automatically, the system only creates placeholder entries for those missing fonts.
* At this stage, the fonts are not yet ready for use. Admins must manually complete the setup by assigning **a HIVO Asset or a Font URL,** and reviewing it before saving:
* Font Family
* Font Weight
⚠️ If no source is assigned, the font will not be linked and the template may continue showing rendering issues.
#### **🔹** Warning Banner for Missing Fonts (Admin Only)
If a template contains fonts that do not have a linked asset or Font URL, administrators will see a yellow warning banner inside the Image Editor.
The warning will display:
* **the list of affected fonts**
* **a shortcut** to open **Available Fonts settings**
👉 This helps admins quickly identify missing fonts and resolve rendering issues before they affect other users.
If you have any questions, don't hesitate to ask, we're always here to help!
# Image Editor Settings
Provide predefined data sources and fonts when editing templates in the Editor
## Image Editor Settings Overview
Image Editor Settings allow administrators to configure standardized resources within the image editing tool, which is particularly useful for managing designs for user groups required to work with templates (These are users whose settings are configured as **SETTING. Must use Image Editor Templates.**)
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
The core components include:
* [**Data Source Management**](https://support.hivo.co/client-profile/client-profile-settings/asset-and-metadata-management/image-editor-settings-1#how-to-use-data-source)**:** This feature allows you to provide predefined data sources for the entire account. It enables users to quickly apply consistent and accurate values when editing templates, eliminating the need for manual data entry.
* [**Font Asset Integration**](https://support.hivo.co/client-profile/client-profile-settings/asset-and-metadata-management/image-editor-settings-1#overview-available-fonts)**:** Linked font assets are made available to all users with permission to access the Image Editor.
* **Font Weight Customization**: Using the "Font Weight" slider, admins can assign specific weights to each font file or URL based on the selected font family.
* **Smart Auto-matching:** To ensure a seamless design experience, the editor automatically matches fonts to the closest available weight if an exact match is not found.
***
## How to use Data Source
### What is a Data Source?
The **Data Source** feature allows you to provide predefined **data sources for the entire Account,** helping users apply consistent values quickly when editing templates in the Editor. **Data Sources** provide predefined values to:
* Use in **Text Layers** with dropdown type.
* Use in **Image Layers** with dropdown type.
👉 This allows:
* Users to **select values from a predefined list,** avoiding manual entry errors.
* **Consistent values across all templates in the Account.**
### How to add a Data Source
#### **🔹 Step 1:** Navigate to **Image Editor Settings**
* Go to **Client Profile → Settings** → **Image Editor Settings** (previously known as Template Settings)
* Inside this section, you will find: **Data Source**
#### **🔹 Step 2:** **Add Data Source**
* Click **“Add Data Source”** to create a new data source.
* Enter the following information
* **Data Source Name**: to identify it easily when using in templates.
* **Values**: list of values you want to provide for the dropdown.
* You can create multiple data sources as needed (e.g., branch locations, brand names, brand guideline colors, contact lists, etc.).
### How to use Data Sources in the Editor
When editing a Template:
**🔹 Step 1: Open the Template in the HIVO Editor**
* Select the template you wish to modify.
**🔹 Step 2: Select the data input Type (Data Source)**
* Go to **Design tab ->** For **Text Layers** or **Image Layers ->** Select **Type: Data Source**.
* When you click on a Text Layer or Image Layer that is linked to a Data Source, instead of a regular input field, you'll see a dropdown menu.
* This list will display all the values defined in the relevant Data Source.
**🔹 Step 3: Select the desired value**
* Simply click the dropdown arrow and choose the appropriate value from the list.
* The content of the text or image layer will automatically update with your selected value.
***
## Overview Available Fonts
**Available Fonts** is a feature that allows Admins to centrally manage all fonts used in the Image Editor at the Client level.
* With **Available Fonts**, all fonts are now managed in one dedicated location. This removes the dependency on Brand Fonts, simplifies setup, reduces rendering issues, and gives administrators better visibility when fonts are missing or incorrectly configured.
* This feature becomes the **single source of truth** for all fonts used in the Image Editor.
* Any font asset linked inside *Available Fonts becomes **available to all users who have permission to access the Image Editor.***
* Ensuring every font is properly configured with the correct **Font Family, Font Source, and Font Weight** before use.
👉 Available Fonts supports three ways to add fonts for the Image Editor:
### 1. How to Manually Add a New Font Family
Admins can manually create a new font family inside **Available Fonts** to ensure fonts are properly rendered in the Image Editor.
👉 Go to: **Client Profile → Settings → Image Editor Settings → Available Fonts tab.** Then follow these steps:
#### **🔹** Step 1: Click “Add Font Family” & enter the Font Family Name
* Select **Add Font Family** at the bottom of the page to create a new font entry. A new font configuration block will appear.
* In the **Font Family** field, enter the exact font name used in your original design files (such as Adobe templates or imported assets).
Examples:
* Outfit
* Helvetica Neue
* Montserrat
> The Font Family name must match exactly. If the name is different, the font may not render correctly in the Image Editor.
#### **🔹** Step 2: Configure the Font Source
Inside **Source**, choose how the system should load the font. Under **Font Source (HIVO Asset or Font URL)**, you can select one of two options:
* If using **HIVO Asset**, choose the font file from the asset selector
* If using **Font URL**, paste the external font URL into the input field, such as Google Fonts or a company CDN
By default, the toggle is set to **Select Asset**. Users can turn the toggle on or off to switch between font source options.
#### **🔹** Step 3: Set the Font Weight
Font Weight helps the system distinguish multiple font files under the same Font Family. In the **Font Weight** section, use the slider to define the font weight.
* Users can drag the dot on the Font Weight slider to adjust the font thickness. The default value is **400 (Normal)**.
* For example:
* Light → 300
* Regular → 400
* Bold → 700
#### **🔹** Step 4: Add Another Weight Range (Optional)
If the same Font Family has multiple variations (such as Light, Regular, and Bold):
* Click to **Add source for another weight range**
* This allows you to add another source under the same Font Family instead of creating a duplicate font entry.
#### **🔹** Step 5: Save Changes
After completing the configuration, save the settings. The new font family will now be available in the Image Editor.
#### ⚠️ Important Note:
**1. Avoiding Duplicate Font Entries**
* If you attempt to create a new font using a Font Family that already exists, the system will automatically prevent duplication and switch to **Add Source for Another Weight Range** instead.
* This helps keep font management clean and ensures more accurate font rendering across templates.
⚠️ ***If the same font has the same font weights, the system will notify.***
***
### 2. How to Import Fonts from Brands
To support migration from the previous Brand Font setup, Admins can import fonts directly from existing Brand Fonts into Available Fonts.
Admins can manually re-import fonts from Brands whenever needed, such as when:
* new fonts are added to a Brand later
* older fonts need to be re-synced
* admins want to reduce manual configuration work
👉 Go to: **Client Profile → Settings → Image Editor Settings → Available Fonts tab.** Then follow these steps:
#### **🔹** Step 1: Click “Import Fonts from Brands”
Select **Import Fonts from Brands** at the bottom of the page. A pop-up window will inform you what information the system will scan all Brand Guideline font sections for client, to:
* Leave existing configured Font Families unchanged
* Only add missing Font Families that do not already exist
* Existing configured font families will not be overwritten
#### **🔹** Step 2: Confirm font import from brands
Select **Import** to begin the process.
* The system will scan all Brand Fonts and automatically add missing font families into Available Fonts.
* This is a one-time import action and not a continuous sync.
> Changes made later inside Brand Fonts will not automatically update Available Fonts unless you manually run the import again.
#### **🔹** Step 3: Review Imported Fonts
After the import is completed, review the newly added font entries inside Available Fonts. Although the system imports available font sources, Admins should still verify:
* **Font Family**
* **Font Source**
* **Font Weight -** drag the dot on the Font Weight slider to adjust the font thickness.
This is important because imported fonts may still require adjustments to ensure they match the original design files correctly.
👉 For example:
* the Font Family name may need to be updated
* the correct Font Weight may need to be assigned
* an alternative font source may need to be selected
#### **🔹** Step 4: Add Another Weight Range (Optional)
If the same Font Family requires multiple variations, such as Light and Bold, click: **Add source for another weight range.**
***
### 3. How to Load Missing Fonts from Templates
If a template contains a font that does not yet exist in Available Fonts, Admins can use the **Import Missing Fonts** tool to scans all templates and detects font families that are missing from Available Fonts.
* Instead of fully configuring the font automatically, the system only creates placeholder entries for those missing fonts.
* At this stage, the fonts are not yet ready for use. Admins must manually complete the setup by assigning **a HIVO Asset or a Font URL,** and reviewing it before saving:
* Font Family
* Font Weight
⚠️ If no source is assigned, the font will not be linked and the template may continue showing rendering issues.
Go to: **Client Profile → Settings → Image Editor Settings → Available Fonts tab.** Then follow these steps:
#### **🔹** Step 1: Click “Load Missing Fonts from Templates”
Select **Load Missing Fonts from Templates** at the bottom of the page.
* The system will automatically scan all templates across the client and detect font families that are currently missing from Available Fonts.
* These are fonts that exist inside templates but do not yet have a linked HIVO Asset or Font URL.
#### **🔹** Step 2: Review the Automatically Created Font Entries
After the scan is completed, the system will create placeholder font entries for each missing font family.
* These entries are not fully configured yet.
* At the top of each entry, you will see a blue notification panel showing: **Currently missing from templates**
Example:
* *catalogue\_sample.indd*
* *catalogue\_sample\_2.indd*
#### **🔹** Step 3: Review the Font Family Name
The system will automatically detect and populate the **Font Family** field based on the template.
* You should review this value and confirm that it exactly matches the original font used in the design files.
* If needed, manually edit the Font Family name to ensure correct rendering.
#### **🔹** Step 4: Assign a Font Source
Under **Font Source (HIVO Asset or Font URL)**, choose how the system should load the font. You can select one of two options:
* **HIVO Asset** - choose a font file stored inside HIVO
* **Font URL** - use an externally hosted font link such as Google Fonts or a company CDN
Users can turn the toggle on or off to switch between font source options.
⚠️ If no source is assigned, the font will not be linked and the template may continue showing rendering issues.
#### **🔹** Step 5: Set the Font Weight
In the **Font Weight** section, use the slider to define the correct font weight.
* Users can drag the dot on the slider to adjust the font thickness.
* Font Weight helps the system correctly distinguish multiple font variations under the same Font Family.
Add Another Weight Range (Optional): If the same Font Family requires multiple variations, such as Light and Bold, click: **Add source for another weight range**
#### **🔹** Step 6: Save Changes
After assigning a valid Font Source and confirming the correct Font Weight, save the settings.
#### ⚠️ Warning Banner for Missing Fonts (Admin Only)
If a template contains fonts that do not have a linked asset or Font URL, administrators will see a yellow warning banner inside the Image Editor.
The warning will display:
* **the list of affected fonts**
* **a shortcut** to open **Available Fonts settings**
👉 This helps admins quickly identify missing fonts and resolve rendering issues before they affect other users.
If you have any questions, don't hesitate to ask, we're always here to help!
# Blacklist Settings
### Say goodbye to "junk" tags with Blacklist - A powerful tool for data management!
Are you struggling with dozens of digital assets and tagging them:sweat\_smile:? Sometimes, the default auto-tagging feature, although convenient, suggests unnecessary tags, making finding information later complicated. Don't worry :hugging:, because Blacklist Setting is your saviour!
### What is Blacklist?
Blacklist is a useful feature that helps you remove "disruptive" tags from the auto-tagging process.
{% hint style="info" %}
### Why should you use Blacklist?
*"Blacklist Setting" helps you remove unnecessary tags and maintain a uniform tag structure for all digital assets in your Library. At the same time, you save time because you get rid of unwanted tags right from the beginning and don't need to waste time removing them after automation.*
{% endhint %}
### How to use Blacklist Settings
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
Using “Blacklist Setting" is extremely simple, just a few basic steps:
#### **🔹 Step 1: Navigate to Blacklisted Tag**
* Go to: **Client Profile** → **Settings** **tab** → **Blacklisted Tag**
#### **🔹 Step 2: Add tags to Blacklist**
* Enter the tags you want to remove from the automation, separated by commas (e.g. "medicine", "pill").
* Then, **save changes** so the Blacklist takes effect for future uploaded documents.
{% hint style="info" %}
**Note:** Blacklist feature is optional. You can turn it on or off depending on your needs or add more tags to the Blacklist for more effective filtering.
{% endhint %}
If you have any questions about “Blacklist Settings" or other features, don't hesitate to ask, we're always here to help!
# Organisation & Storage
Includes settings to define the system’s storage structure.
Helps you set up rules and default configurations for folders, collections, and repositories, ensuring all assets are organized neatly and systematically.
# Product Settings
## **What are Product Settings?**
**Product Settings** allows you to configure and customize product-related settings in the system, including:
* **Status Settings**: Manage and set product statuses.
* **List View Settings**: Customize the display of the product list.
## How to use Product Settings?
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
### 🔹 Step 1: Navigate to Product Settings
* Go to: **Client Profile** → **Settings** **tab** → **Product** **Settings**
### 🔹 Step 2: Product Settings
#### **1. Setting up Status Settings**
* **Add Status Options:** Enter a new status name (e.g., *Draft, In Progress, In Review*, ).
* **Select Default Status for new products:** In the **Default Status** section, select a status to be automatically applied to newly created products (e.g., *Draft*).
* When creating a Product, the default status will be automatically applied. However, you can still customize the status to suit your needs when [**adding or editing a Product**](/products/add-new-product-and-edit-information).
#### **2. Customizing List View Settings**
* Check the columns you want to display in the product list (e.g., Product Name, Price, Created Date, etc.).
* **Reorder columns**: Click and drag to arrange the columns in your preferred order.
{% hint style="info" %}
* Keep only the columns you frequently use to make the interface cleaner and easier to follow.
* Use the **Draft** status to save products that are still being finalized without making them public.
{% endhint %}
* Preview example: Product list displayed according to settings
If you have any questions, don't hesitate to ask, we're always here to help!
# Default Library Settings
Set default viewing settings for the Library. This can be used to set a consistent view for new users who have not re-configured their Library view.
### What are Default Library Settings?
HIVO's Default Library Settings allows admins to set the default interface that new users will see when accessing the Library for the first time. This helps ensure consistency and ease of using the library and performing [Library Actions ](https://support.hivo.co/library/library-actions)for all team members.
Setting up "Default Library Settings" in HIVO will help:
👉 *Create a consistent Library viewing experience for new users:*
* *Allows admins to set up the Library interface to suit their group's overall needs.*
* *Ensure the Library is organized and displayed scientifically, helping users easily find and access information.*
### How to use Default Library Settings?
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
#### 🔹 Step 1: Navigate to **Default Library Settings**
* Go to: **Client Profile** → **Settings** **tab** → **Default Library Settings**
#### 🔹 **Step 2. Configuration options**
* All of the above settings only affect **how assets are displayed in the interface**, and **do not change the content of the assets**. Users can still modify these settings according to their personal preferences after logging in.
| Type of options | Description |
| ----------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Browsing Mode** |
• Infinite Scroll: Automatically loads more assets as the user scrolls down. • Pagination: Displays assets page by page with navigation buttons.
|
| **View Mode** |
• Asset View: Displays detailed information of each asset. • Folder View: Displays a list of folders. • Tree View: Displays the folder structure in a hierarchical tree format.
|
| **Display Mode** |
• Set the number of assets displayed per page. • Default value is 48. • This can be customized to suit user preferences and screen size.
|
| **Display Size** |
• There are four asset display size options: Small, Medium, Large, Extra Large • Choose the size that fits the user's detailed viewing needs.
|
| **Sort Results** |
• Choose the default sorting criteria for assets in the Library. • Options include: Date Added, Production Date, Name. • You can sort in ascending (↑) or descending (↓) order.
|
| **Grouping** |
• Select the default grouping method for assets in the Library. • Options include: – No Grouping – Group by Creation Date – Group by Production Date – Group by Batch
|
#### 🔹 Preview of Library display modes
List View
Grid View
Gallery View
**Note**: that if a user changes their library settings from within the library feature itself, HIVO will remember the users display preferences. [You can read more about the Library feature and view modes here.](/library/library-settings)
If you have any questions about “Default Library Settings" or other features, don't hesitate to ask, we're always here to help!
# Default Collection Settings
Set default viewing settings for Collections. This can be used to set a consistent view for new users who have not re-configured their Collection view.
### **What are Default Collection Settings?**
**Default Collection Settings** allow you to configure the default viewing options for **Collections** in the system. These settings will apply to users who have not yet customized their own Collection view.
Setting up "Default Collectinon Settings" in HIVO will help:
* **Ensure a consistent experience**: New users will see a unified and organized view when accessing Collections for the first time.
* **Save configuration time**: Users do not need to manually adjust viewing preferences.
### How to use Default Library Settings?
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
#### 🔹 Step 1: Navigate to **Default Collection Settings**
* Go to: **Client Profile** → **Settings** **tab** → **Default Collection Settings**
#### 🔹 **Step 2. Configuration options**
👉 **Note: Update Existing Users With These Settings**
* Enable this option if you want to apply the new settings to **all existing users**, not just new ones.
* Users can still customize their personal view settings if they prefer. These settings **do not affect the actual asset data**, only how assets are displayed in the Collection interface.
| Type of options | Description |
| ------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Browsing Mode** |
• Infinite Scroll: Automatically loads more assets as the user scrolls down. • Pagination: Displays assets page by page with navigation buttons.
|
| **View Mode** |
• Asset View: Displays detailed information of each asset. • Folder View: Displays a list of folders. • Tree View: Displays the folder structure in a hierarchical tree format.
|
| **Display Mode** |
• Set the number of assets displayed per page. • Default value is 16. • This can be customized to suit user preferences and screen size.
|
| **Display Size** |
• There are four asset display size options: Small, Medium, Large, Extra Large • Choose the size that fits the user's detailed viewing needs.
|
| **Sort Results** |
• Choose the default sorting criteria for assets in the Library. • Options include: Date Added, Production Date, Name. • You can sort in ascending (↑) or descending (↓) order.
|
| **Grouping** |
• Select the default grouping method for assets in the Collectio. • Options include: – No Grouping – Group by Creation Date – Group by Production Date – Group by Batch
|
| **Tag Filter Side Panel** | Show or hide the side panel that allows filtering by tag |
| **Category View** |
• Off: Disable category-based folder view. • On: Enable viewing folders by category (if categories are defined).
|
# Archive Settings
Archive Settings allows you to configure what happens when you mark assets with an Archive status
Worried that your entire team is seeing outdated and unused assets — and looking for a way to hide or remove them from circulation? Don’t worry — the **Archive Settings** feature is here to help 👏!
### **What are Archive Settings?**
**Archive Settings** is a smart feature that helps manage and clean up the Digital Asset Library efficiently, allowing users to focus only on assets that are actively in use.
Why should you use Archive Settings?
* ***Effective Asset Library Management**: Keep your library tidy by archiving outdated assets, so users can focus on what's actively being used.*
* ***Reduce Storage Usage**: Free up space by moving old, unused assets to archive.*
* ***Data Security**: Archived assets remain in your system and can be retrieved later if needed.*
### How to configure Archive Settings
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”**
#### 🔹 Step 1: Navigate to Archive Settings
* Go to: **Client Profile** → **Settings** **tab** → **Archive Settings**
#### 🔹 Step 2: Archive Settings
**1. Enable default Archive date**
* Set a default duration from upload date after which assets are automatically archived. Archived assets cannot be shared and can only be viewed by users with the appropriate permissions.
**2. Notify Admins when Assets are archived**
* Enable notifications to inform admins when assets are archived.
**3. Notify Admins prior to Assets being archived**
* Receive alerts before assets are auto-archived, giving admins a chance to review and intervene if necessary.
Archive Settings
Once installed, "**Default archive date**" will become the default value for uploaded assets.
Default archive date
**4. Asset visibility management in extensions, plugins and connectors**
To enhance the user experience and ensure appropriate use of assets, we’ve improved how assets are displayed in external **extensions, plugins and connectors.** Depending on your organization’s preferences, **archived assets** can now be set to **either show or be hidden** in external extensions, plugins and connectors.
Show/ hidden archived assets in Canva Plugin
***
### How to manually set an Archive date on an Asset
Users can also edit the **"Archive date"** after uploading the asset to the system. To do this, follow these steps:
* **Access the Asset Library -> Select the asset to edit**
* **Click “View Detail”**: Open the asset's detailed information page.
* **Go to the “Permission” tab**: In the detail view, navigate to the tab or section related to permissions and advanced settings.
* **Find the “Archive date” field**: Here, you can adjust or reset the date when the asset should be moved to archived status.
This allows users to proactively manage when each asset should be archived, in accordance with its intended usage and lifecycle.
Edit manually Archive Date
If you have any questions, don't hesitate to ask, we're always here to help!
# Recycle Bin Settings
Using the Recycle Bin to Restore Deleted Assets
The Recycle Bin feature in HIVO allows users to recover deleted assets within a limited time period, ensuring that accidentally removed files can be restored quickly and easily.
Benefits of the Recycle Bin
The Recycle Bin provides a safeguard for your assets, allowing you to:
* *Retrieve accidentally deleted assets without needing to re-upload or recreate content.*
* *Reduce the risk of data loss and ensure that important assets can be restored promptly.*
### Who can Restore Assets
* Access to restore assets from the Recycle Bin is controlled by admin permissions.
* Admins can enable or restrict restore access for individual users or user groups, based on your organization’s needs.
Set user permission to restore assets
### How to use the Recycle Bin Settings
#### 🔹 Step 1: Navigate to the Recycle Bin Settings
* Go to **Client Profile Setting > Setting > Recycle Sitting.**
#### 🔹 Step 2: Search for Assets to Restore
Locate the asset you need to restore by using the search and filter tools. HIVO provides several filters to help you find deleted assets quickly:
* **By User Deleted :** Filter by the name of the person who deleted the asset.
* **By Deleted Date:** Filter by the deletion date.
* **By File Name:** Search for the asset by name.
You can combine these filters for more efficient searching to locate specific assets.
Filter asset by condition
Filter asset
#### 🔹 Step 3: **Select the Asset and Restore**
* Once you’ve located the asset, select it and click the **Restore** button to recover it.
* The asset will be restored to its original folder path where it was located before deletion.
{% hint style="info" %}
**Note**: Restoration applies only to assets, not to specific versions within an asset.
{% endhint %}
Restore asset
{% hint style="info" %}
**Note:**
* ***Asset Retention:*** Deleted assets are stored in the Recycle Bin for 30 days from the deletion date.
* ***After this 30-day period***, assets are permanently deleted from the Recycle Bin. For recovery requests beyond 30 days, please contact our support team at for assistance.
{% endhint %}
If you have any questions, don't hesitate to ask, we're always here to help!
# Disposal & Retention Settings
### What is Disposal & Retention Settings?
**Disposal & Retention Settings** enable automated asset disposal rules after a set duration. This feature is vital for meeting legal requirements and ensuring internal policy compliance by allowing users to configure:
* **Date Trigger:** Define when the retention period begins.
* **Retention Period:** Specify how long assets must be retained.
* **Action After Trigger (Automated Actions):** Set actions to be executed upon expiry (Archive, Delete, or Move Folder).
### How to use Disposal & Retention Settings
* **User Right Required:** User must have the permission: *“Is Client Admin - User can manage the Client Profile”.*
* Access Path: **Client Profile** → **Settings** → **Disposal & Retention Settings**
#### 🔹 Step 1: Create a New Rule
* **Add new Rule:** At the top of the page, click the "Add Rule" button.
* **Select an Action**: This defines what the system will do once the deadline is reached. Currently, HIVO supports the following actions: ***Archive, Delete, and Move Folder.***
* **To Remove a Rule**: Click the “x” icon next to the rule name.
* **To Arrange Rule:** Arrange the order of rules using the arrows (↑/↓). If multiple rules are met simultaneously, the system will check the sequence and execute the first matching rule
#### 🔹 Step 2: Configure Conditions
The Condition section allows you to define exactly which assets the rule will apply to.
* **Combining Conditions:** You can combine multiple conditions by clicking the plus (+) icon on the same row as the Rule name.
* **To remove a condition:** Click the “x” icon next to it.
* Example: *Condition Type:* Metadata | *Key:* Author | *Value:* HIVO
*-> This means the rule only applies to assets where the Metadata Key "Author" is set to "HIVO".*
#### 🔹 Step 3: Select the Date Trigger & Action After Trigger (Retention Period)
* **Date Trigger:** Select a date-based metadata key.
* The Date Trigger must be configured within the [**Metadata Disposal System Defaults**](https://support.hivo.co/client-profile/client-profile-settings/asset-and-metadata-management/metadata-settings#metadata-disposal-system-defaults-1).
* Otherwise, the system cannot calculate the retention period when the Date Trigger is Termination Date/ Date Superseded/ Expiry Date/ Incident Date/ Inspection Date.
* Example: *Select Production Date -> The system will start the retention countdown from the asset's specific Production Date.*
* **Action After Trigger (Retention Period)**: Choose the **duration for the retention period.**
* Example: *Select One Year -> This means the Disposal Action will occur exactly 1 year after the Date Trigger.*
* Select 'On' to execute the action immediately on the Date Trigger.
* **Disposal Action Date** = Date Trigger + Retention Period
* The Disposal Action Date is the date the HIVO system will perform the asset disposal action (Archive / Delete / Move Folder).
#### 🔹 Step 4: Configure Notifications
Monitor the process and receive alerts.
* **Admin Alerts:** Only Admin users will receive these notifications.
* **Timing:** Alerts can be sent either **before or after an action takes place.**
* **Notify prior to action:** You can enter the number of days in advance that you would like to receive a notification before the action takes place.
* This notification is for warning purposes only and does not automatically cancel the action.
* If you need to prevent the action from occurring, you must modify or disable the rule before the Disposal Action Date.
* It is strongly recommended to enable this feature when the action is **Delete** to avoid unintended data loss.
* **Notify when Action is complete:** After the system completes the action, a confirmation notification will be sent.
If you have any questions, don't hesitate to ask, we're always here to help!
# Workflow & Automation
Streamlines and automates work processes
Simplifies and automates tasks from approvals and assignments to content sharing, providing tools that help teams work more efficiently and seamlessly.
# Approval Settings
Configure the settings relevant to HIVO's Approvals feature
Are you having difficulty managing the approval process for your digital assets? Are you worried about digital assets not being approved on time or content quality being inconsistent 😵? Approval settings help admins to configure HIVO's approvals features and approval workflows to work the way your business needs them to! 😍
## What are Approval Settings?
Approval Settings allows setting deadlines for each approval stage to keep everything on schedule, while tracking each asset's approval progress and getting notified when action is needed.
Why should you use Approval Settings?
* ***Enhanced efficiency:** Automate the entire approval process, eliminating time-consuming email chains and manual follow-ups.*
* ***Superior quality control:** Establish a clearly defined approval process with designated reviewers.*
* ***Seamless Collaboration**: Share assets easily with internal and external stakeholders for feedback and approvals.*
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
### 1. How to access to Approval Settings?
* Navigate to **Client Profile => Setting => Approval Settings**
### **2. What settings are included in Approval Settings?**
* **Asset Approval:** Approval setting for updated or edited versions of existing assets. *For example:* Approving the poster set for the Summer 2025 campaign.
* **Template Approval:** Approval setting for design templates created from the Editor. For e*xample:* A poster design template needs to be approved by the Brand Manager before branches can use it.
* **Approval Checklist:** A checklist created for reviewers to use when reviewing assets or templates. For e*xample:* An asset approval checklist may include: checking the logo, checking image quality, and checking text content.
## Asset Approval Setting & Template Approval Settings
👉 Asset Approval Setting and Template Approval Setting have similar configuration methods.
### 1. Customize Approval Statuses
You can edit the names of approval statuses to suit your organization’s internal workflow. Clear and meaningful names help your team easily track the progress of asset approvals.
* **Customize Display Names:** You can change the display name of each status such as "Pending", "Approved", "Changes Requested", etc., to reflect your team’s specific approval process.
* **Trigger Condition:** This is the condition or automated action that moves an asset to a specific approval status. The system uses this condition to automatically update the approval status of the asset.
* **Example:** Trigger Condition for the **Changes Requested** status:\
*An approver has commented and converted the comment into a “Changes Requested” status within 24 hours.*
> ⚠️ **Note:** Trigger conditions are actions developed by the HIVO team and cannot be added or edited by users.
### 2. Reset to Default
Select **Reset to Default** if you want to revert the approval status labels back to the system defaults.
### 3. Configure Due Date Settings
* Admins can set up reminders for users before an asset approval is due.
* You can configure **email notifications** or **in-app notifications** based on each user’s profile.
* For more details on how to set up notifications, please refer to the **Notification** section in the user guide
***
## Approval Checklist Settings
### 1. What is Approval Checklists?
The Approval Checklists feature allows Admin to create and manage clearly structured checklists to ensure that assets are approved according to procedures and standards. Each checklist is organized by Category → Checklist → Checklist Item.
* Basic structure of Approval Checklists:
* Category: Group of checklists by topic (e.g. Brand, Legal, Marketing...).
* Checklist: A list of points to be checked in each category.
* Checklist Item: Each specific sub-item to be evaluated in a checklist.
* **The Approval Checklist feature supports automatic data synchronization**. This means:
* The checklist will always **reflect the latest data configured** in the settings.
* If a user has **not yet approved** an asset using that checklist, the system will **automatically display the most recent checklist updates** from the settings.
### 2. How to configure Approval Checklists
#### **🔹** Step 1: Navigate to **Approval Checklists**
* Client Profile -> Settings tab **-> Approval Settings -> Approval Checklists tab**
#### **🔹** Step 2: Select your appropriate settings:
* Approval Checklists are organized into Categories, which can contain multiple Checklists, each with its own Checklist Items.
* **Adding a Category Template**
* Click the **‘+ ADD CATEGORY TEMPLATE’** button.
* A new "Category" section will appear.
* Enter a descriptive name for your category in the Category field (e.g., "Brand").
* Optionally, add a brief description for the category in the field below the category name (e.g., "Brand compliance settings").
* To remove a category, click the 'x' icon next to its name.
* **Add a checklist**
* Within the desired Category, click the + button next to the Category name field
* Enter a name for your checklist (e.g., "Brand Guidelines”, etc )
* To remove a checklist, click the 'x' icon next to its name.
* **Add a checklist item**
* Within the desired Checklist, click the + button next to the Checklist Item name field.
* Enter the name of the checklist item (e.g., "Correct logo usage").
* Add a detailed description for the checklist item in the field below its name, which is optional. This description should clarify what the reviewer needs to verify (e.g., "Logo usage is correct and all instances adhere to guidelines.").
* To remove a checklist item, click the 'x' icon next to its name.
#### **🔹** Step 3: Click **‘Save Changes’** to save the checklist.
* Once your checklists are created/ updated here, you will then be able to apply it within the approval template settings.
### 3. Using Approval Checklist in Asset Approval/ Approval Template
In the Approval Template creation or editing section, users can select and apply previously created Checklists from the Approval Checklists section.
If you have any questions about “Approval Settings" or other features, don't hesitate to ask the HIVO Support team, we're always here to help!
# Task Settings
Admins can configure the settings for the Tasks feature
## What are Task Settings?
**Task Settings** allow **Client Admins** to configure the statuses used within the Task Module, which includes:
* [**Adding and arranging**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings#id-1.-adding-and-arranging-task-statuses) task statuses
* [**Customizing colors**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings#id-2.-customize-status-colors) for each status
* Setting [**default statuses**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings#id-3.-setting-the-default-status-for-new-tasks) when creating new tasks
* Configuring [**reminder notifications**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings#id-4.-configuring-task-due-date-reminder-notifications) when tasks are nearing their due dates
* [**Custom Statuses**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings#id-5.-using-custom-statuses-for-individual-tasks) for Individual Tasks
* Managing[ **Sample Briefs**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings#id-6.-configuring-task-request-templates-optionally-limit-the-sample-briefs) for task requests
Why use Task Settings?
* ***Standardize workflows**: Ensure all tasks are categorized and assigned statuses that align with your company’s workflow, making it easier to track and report progress.*
* ***Improve visual clarity**: Status colors allow users to quickly recognize the state of a task.*
* ***Save time**: Default statuses and sample briefs shorten the process of creating new tasks*
## How to configure Task Settings?
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
Navigate to Task Settings: **Client Profile** → **Settings** **tab** → **Task** **Settings**
### 1. Adding and Arranging Task Statuses
In Task Settings, Client Admins can:
* **Add task statuses**:
* Enter the desired status names for tasks on the **Tasks** page or select a status from the status list..
* If left blank, the system will use the default statuses.
* **Reorder statuses**: Click and drag (drag & drop) statuses to arrange them in the desired order.
The status order set here also determines the order of columns in the **Kanban view** of the Task Module. For **List View,** it will prioritize displaying by the **last modified time.**
* For example:
* Task Statuses: Draft → On Going → Completed → On → Canceled
* In Kanban View, the columns will also be displayed in the corresponding order.
### **2. Customize status colors**
* Select the status you wish
* And choose a new color to make that state visually distinctive
### 3. Setting the Default Status for New Tasks
Client Admins can select a status as the Default Status. When a new task is created, the system will automatically apply this status to the task if the user does not choose another status.
### 4. Configuring Task Due Date Reminder Notifications
You can configure reminder notifications for a specific task status.
* When a task is in the configured status and is nearing its due date, the system will send a reminder notification so users can track and handle the task promptly.
* This is especially useful for statuses that require progress control, such as In Progress, Waiting for Review, or other important statuses in the workflow.
### 5. Using Custom Statuses for Individual Tasks
In addition to the statuses configured by Client Admins in Task Settings, HIVO also provides a Custom Status option. Custom Status allows users to create a unique status for an individual task to fit specific work requirements without requiring the Client Admin to add that status to the general status list.
**How to create a Custom Status after creating a task**
* Open the task that needs to be updated.
* Select the Edit icon next to the task name.
* Open the Status Dialog -> Select Custom.
* Enter the desired status name and save the changes.
* The task will then display with the newly entered custom status.
👉 *Note: The statuses in Task Settings are general statuses configured by the Client Admin for use in the organization's workflow. Custom Statuses are used when users need a distinct status tailored to the requirements of a specific task.*
### 6. Configuring Task Request Templates (Optionally limit the Sample Briefs)
#### **6.1. Limit sample briefs**
* Limits the list of sample briefs that users can select when creating a new Brief on the Briefs Page.
* To do this, check the Limit Sample Briefs box and select the corresponding briefs that will be used.
#### **6.2. How users use sample briefs**
When creating a new task request on the **Brief** page, users can select from the predefined templates to save time and ensure standardized content.
For example, only selecting ***'Marketing Campaign'*** and then clicking 'Save Changes' will limit the available briefs that are selectable and useable in the [Briefs feature](/briefs) to only the marketing campaign template brief.
If you have any questions, don't hesitate to ask, we're always here to help!
# Readiness Settings
Define and apply technical standards for digital assets
### **What are Readiness Settings?**
* **Asset Readiness Settings** are the configuration rules within HIVO system that determine the readiness status of assets based on **defined technical and operational standards.**
* For rexamples: Accepted file formats (JPG, PNG, MP4, PDF, etc.) and minimum resolution or aspect ratio (e.g., images ≥ 300dpi, videos ≥ 1080p)
👉 HIVO system supports setting standards for 3 Asset Types: **Image, Video, Data**
### How to set up Readiness Settings
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
* Go to**: Client Profile** → **Settings** **tab** → **Readiness Settings**
### 🔹 **Step 1: Enable Asset Readiness and Add New Form**
* In the settings, enable the option "**Flag Active: Asset Readiness Enabled"** to activate the feature.
* When Asset Readiness is enabled, you can:
* **Add readiness rules** to your account.
* Create **one or multiple readiness forms** for different asset groups.
### 🔹 **Step 2: Add Asset Type Readiness**
* **Select the asset type readiness:** Image, Video, or Data
* Click the button corresponding to the asset type you want to set rules for.
* **Change Selected Asset Type** by clicking the dropdown menu and choosing the asset type to which you want to apply the rule.
* Each asset type will have different **Conditions**, **Attributes**, and **Values** for you to configure the rule.
### 🔹 **Step 3: Add readiness Rules**
👉 **Combine multiple Rules to define Quality Standards**: You can create multiple separate rules and apply them simultaneously to ensure assets meet all quality criteria.
👉 Configuration details are as follows:
#### 1. Configure Condition and Attribute
* **Set Condition:**
* Select a condition from the dropdown menu.
* Examples: **Asset must be; Asset must not be**, etc.
* **Set Attribute:**
* Select an attribute related to the chosen asset type.
* Examples for **Image**: File Type, DPI, Color Profile, etc.
Attribute
Purpose in Readiness Rule Setup
DPI
(Check for Print Quality)
Ensures the image has sufficiently high resolution for printing purposes (typically requires DPI > 300)
Clipping Path (Check for Design Readiness)
Ensures the provided image already includes a clipping path, streamlining the design process.
Color Profile (Check for Color Consistency)
Ensures all assets use the required color space according to brand guidelines (e.g., CMYK for print, sRGB for web).
Pixel Size (Check for Screen Resolution/Size)
Ensures the image is large enough for display on various platforms.
File Type (Check for Compatibility)
Ensures users only upload approved file formats (e.g., File Type must be JPEG and PNG)
File Size (Check for Performance)
Ensures the file size is within limits to optimize website loading speed or conserve storage space.
Longest Side (Check for Relative Size)
Ensures the image meets minimum or maximum size requirements along one dimension.
AI Detection (Check Content Automatically)
Ensures the asset contains mandatory content elements or excludes prohibited content (e.g., does not contain children's faces).
Production Date (Check for Timeliness)
Ensures the asset is not too old or too new relative to the current campaign (e.g., Production date < 1 year)
#### 2. Define the Value for the Rule
* After selecting an attribute, enter or select the corresponding value. Example: For the **File Type** attribute, you can enter values such as **JPEG, JPG, PNG**, etc.
* You can choose **multiple values** for a single attribute, for example **JPEG** and **JPG**.
#### 3. Add Multiple Conditions to a Rule (Optional)
To create a more complex rule, you can combine multiple conditions.
* Click the **plus (+)** icon next to the rule to add another condition line.
* Example: You can add one condition requiring “File Type must be JPG” and another requiring “File Size must be greater than 1MB.”
#### 4. Add an Error Prompt
* At the end of each rule, you can add a custom error message. Example: *Please make sure all images are jpg or jpeg.*
* This message will be displayed when the asset fails to meet the rule, helping users easily understand the issue and make corrections.
#### 👉 See more: [How to use and check Asset Readiness](https://support.hivo.co/assets/asset-readiness) here.
If you have any questions, don't hesitate to ask, we're always here to help!
# Access, Rights & Security
Manages access permissions and security
You can control who can view, use, or share assets, protect sensitive content, manage copyright terms, and ensure compliance with security regulations.
# Login Settings
Ensure the security of your system and digital asset data with the Login Settings feature
The **Login Settings** feature allows Admin to configure login-related policies to enhance security and manage user session control.
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”**
## **How to use "Login Settings"**
### 🔹 **Step 1: Access to Login Settings**
* Navigate to: **Client Profile => Settings => Login Settings**
### 🔹 **Step 2:** Set options in Login Settings
### **1. Enforce MFA Login**
Turn on the "Enforce MFA Login" toggle to activate
* When this option is enabled, all users who log in using the email/password method will be required to set up **Multi-Factor Authentication (MFA)** on their next login.
* MFA enhances security by requiring an additional verification step (e.g., OTP code, authenticator app, etc.).
Enforce MFA Login
### **2. End Inactive Sessions**
When enabled, the system will automatically log out users who have been inactive for a certain period (this time can be configured). This reduces the risk of unauthorized access if users forget to log out from their devices.
* **Session Duration (minutes):**
* Define the maximum duration for each login session.
* After the session expires, users will be required to log in again to continue using the system.
* **Example:** If set to **30**, the login session will automatically end after 30 minutes of inactivity.
End Inactive Sessions
If you have any questions, don't hesitate to ask, we're always here to help!
# Sensitive Settings
Configure the settings for what happens when users mark assets with a Sensitive status
Does your organization store important information like **employee records, financial reports, or customer data**? If so, **Sensitive Settings** is the perfect tool to help you protect and control access to these sensitive digital assets.
### What are Sensitive Settings?
Sensitivity settings are features that allow you to **manage and restrict access to stored sensitive digital assets.** This feature ensures that only authorized users can view or handle these assets.
Why should you use Sensitive Settings?
* ***Maximum data protection**: Automatically flag and manage sensitive assets.*
* ***Prevent unauthorized access**: Ensure only permitted users can view or share sensitive files.*
* ***Efficient departmental access control**: For example, the HR department can restrict access to candidate records, preventing the admissions team or others from viewing them.*
### How to configure Sensitive Settings
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”**
#### 🔹 Step 1: Navigate to Sensitive Settings
* Go to: **Client Profile** → **Settings tab** → **Sensitive Settings**
#### 🔹 Step 2: Sensitive Settings
**1, Enable Default Sensitive Date**
* Automatically mark uploaded assets as “sensitive” after a set number of days.
* This is useful for time-sensitive content such as financial statements or personal data. After the specified time, assets are restricted from being accessed unless the user has the correct permission.
**2, Notify Admins When Assets Are Marked as Sensitive**
* Automatically sends notifications to administrators whenever an asset is flagged as sensitive.
* Helps administrators monitor sensitive content and take action such as reviewing access permissions or applying added protection.
**3, Notify Admins Prior to Assets Being Marked as Sensitive**
* Sends alerts to administrators a certain number of days before an asset is scheduled to be marked as sensitive.
* Allows time for review and adjustments before the asset is restricted, such as changing the setting or excluding the asset from the rule.
Sensitive Settings
Once you're done configuring, click **Save** to apply the changes. From now on, the **Default Sensitive Date** will be automatically applied to all newly uploaded assets.
Sensitive Settings
**4, Asset visibility management in Extensions, connectors and plugins**
Depending on your organization's preferences, assets **marked as sensitive** can now be optionally set to **either show or be hidden** in external extensions, connectors and plugins.
Show/hidden sensitive assets in Canva Plugin
### How to manually adjust Sensitive Date for an Asset
Users can also edit the **"Archive date"** after uploading the asset to the system. To do this, follow these steps:
* **Access the Asset Library -> Select the asset to edit**
* **Click “View Detail”**: Open the asset's detailed information page.
* **Go to the “Permission” tab**: In the detail view, navigate to the tab or section related to permissions and advanced settings.
* **Find the “Sensitive date” field**: Here, you can adjust or reset the date when the asset should be moved to sensitive status.
Edit manually Sensitive Date
If you have any questions, don't hesitate to ask, we're always here to help!
# License Expiry Settings
Effectively manage any licences on your digital assets with License Expiry Settings!
*Are you using a lot of licensed assets in your work*:question:*Tracking the validity of each license can take a lot of time and effort. Luckily the License Expiration feature is your great assistant!*
### **What are License Expiry Settings?**
**License Expiry Settings** is a useful feature that helps **automatically track and manage the license validity of assets** used within your organization. It allows Admin to set up rules that automatically mark assets as **"License Expired"** after a specified period of time, ensuring that the organization always complies with copyright and licensing terms :relaxed:.
Why should you use License Expiry Settings?
* *Easily track the license expiration date of each asset.*
* *Automatically mark assets that have expired.*
* *Notify administrators to take appropriate action (renew, replace, etc.).*
* *Avoid using expired assets, ensuring compliance with regulations and business reputation.*
### **How to** configure **License Expiry Settings?**
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
### 🔹 Step 1: Navigate to **License Expiry** Settings
* Go to: **Client Profile** → **Settings** **tab** → **License Expiry Settings**
### 🔹 Step 2: **License Expiry** Settings
#### **1. Enable default license expiration date**
* Set a default time period for assets to automatically be marked as expired from the upload date.
* This ensures that assets are only used within their legal timeframe and helps prevent accidental copyright violations.
#### **2. Notify Admins when Assets are marked as License Expired**
* Sends a notification to Admin when an asset becomes expired.
* Keeps Admins informed so they can take appropriate actions, such as removing the asset or renewing the license.
#### **3. Notify Admins before Assets are marked as License Expired**
* Sends an advance notice to Admin (days/weeks/months/years before expiry).
* Allows admins to **proactively renew** or replace assets before the expiration date.
License Expiry Settings
Once installed, "**Default License Expiry date**" will become the default value for uploaded assets.
License Expiry Settings
#### **4. Asset visibility management in Extensions and Connectors**
To enhance the user experience and ensure appropriate use of assets, we’ve improved how assets are displayed in external extensions, plugins and connectors. Depending on your organization’s preferences, **licence expired assets** can now be set to **either show or be hidden** in external extensions, plugins and connectors.
Show/ hidden License Expired assets in Canva Plugin
***
### How to manually adjust **License Expiry** Date for an Asset
Users can also edit the **"License Expiry** after uploading the asset to the system. To do this, follow these steps:
* **Access the Asset Library -> Select the asset to edit**
* **Click “View Detail”**: Open the asset's detailed information page.
* **Go to the “Information” tab**
* **Find the “Archive date” field**: Here, you can adjust or reset the date when the asset should be moved to archived status.
This allows users to proactively manage when each asset should be **License Expired** in accordance with its intended usage and lifecycle.
Edit manually License Expiry Date
If you have any questions, don't hesitate to ask, we're always here to help!
# Consent Settings
With HIVO's Consent feature, you will no longer have to worry about digital assets being shared without consent. Here you can learn how to configure the settings for HIVO's consent features.
🤔 Imagine your company uses a photo or video in a large marketing campaign and you didn't have consent from the people in the photo or video for it to be shared outside the organisation. This can leave your company open to legal action and in breach of privacy laws.
### What are Consent Settings?
Consent Settings helps admins customize the settings regarding consent and permitted usage rights of people who appear in your organizations photos and videos. They help admins determine and setup controls and notifications for the correct use and distribution of assets and ensure assets are only used for a specific purpose that a company has consent for. [You can read more about using the Consent module and features here.](/consent)
{% hint style="info" %}
**Why should you configure Consent Settings?**
*This module ensures transparency and compliance with relevant data protection regulations, such as Privacy Acts, GDPR, CCPA, and others, to protect users' rights and provide a seamless experience.*
{% endhint %}
### How to configure Consent Settings?
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”**
#### 🔹 Step 1: Navigate to Consent Settings
* Go to: **Client Profile -> Settings tab -> Consent Settings**
#### 🔹 Step 2: **Configure the options as appropriate**
**Turn on/off consent management:** This toggle turns the entire consent feature on or off in the account and will make consent statuses appear on images and videos that have people appear in them. Consent statuses are represented by a little shield on the thumbnail of an asset. [You can read more about the Consent module and features here.](/consent)
When you enable the consent management feature, you then need to configure the following settings:
#### **1. Set Consent Expiry Settings**
* Define when Admins should be notified regarding assets that have an expiry date set on the consent validity.
* **Configuration Guide:**
* Selecting 'Notify Admins when Consent expires' will send Admins a notification at the time the expiry date set on the consent record expires.
* Selecting 'Notify Amins prior to Consent expiring' will send Admins a notification at a set time before expiry date set on the consent record expires (e.g. 30 days, 6 months, 1 year, etc.).
* **Note:** Assets that have expired due to a consent expiry date can be viewed in the .
Consent Settings
#### **2. Consent Usage Term**
* Provide specific data usage terms for users to select when granting consent.
* **Configuration Guide:**
* Add at least one data usage term.
* These terms will appear as selectable options in the consent request form.
* **Examples:** "For research purposes only", "For marketing purposes", etc.
Consent Usage Term
#### **3. Consent Terms and Conditions**
* Customize the content of terms and conditions that appear in the consent request form.
* **Configuration Guide:**
* Draft detailed terms that describe how the data will be used.
* Ensure users understand their rights and responsibilities when providing data.
* **Note:** The content should be clear, transparent, and easy to understand.
Consent Terms and Conditions
#### **4. Consent Confirmation**
* Require users to complete confirmation steps before submitting the consent form.
* Create a list of confirmation actions such as:
* “I have read and understood the terms”
* “I agree to the data usage terms and conditions”
* Users must check all confirmation boxes before submitting the form.
**Benefit:** Ensures that users genuinely understand and voluntarily give their consent.
Consent Confirmation
#### **5. Multiple Consent Forms**
* Allows you to create multiple different consent forms, tailored to different data usage purposes or user groups.
Multiple Consent Forms
{% hint style="info" %}
**Note:** Edit notifications received from Consent module within the user profile notify options. [Read more about setting user notifications here.](/notifications)
{% endhint %}
Status Notification
If you have any questions about “Consent Settings" or other features, don't hesitate to ask, we're always here to help!
# Risk & Compliance Settings
Set up risk flags to automatically detect potential legal, brand, communication, etc
**What are Risk & Compliance Settings?**
**Risk & Compliance Setting**s are the configuration rules that HIVO uses to determine whether an **asset violates policies, laws, or brand regulations.**
👉 HIVO provides the following types of flags:
* **Legal Risk Flag** - detects phrases/statements that may pose legal risks (e.g., “Corporate Income Tax”, “Free”, etc.).
* **Brand Flag** - controls the use of brand elements such as Logo, Tagline, Product name, Brand colors, Brand assets. Used to ensure content adheres to the Brand Guideline, avoids misuse of slogans, and does not reuse outdated assets.
* **Communications Flag** - alerts about statements or claims that are not aligned with communication policies.
* **Spelling Flag** - checks for spelling errors or brand-specific spelling rules. There may be a **Flag Active** toggle to enable or disable all risk checks.
When an Asset violates a configured rule, HIVO will generate a Flag & Callout in the document's comments or reviews. You can interact directly with these callouts to:
* **Reply**
* **Request changes**
* **Remove**
* **Mark as resolved**
### How to set up **Risk & Compliance** Settings
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
* Go to**: Client Profile** → **Settings** **tab** → **Risk & Compliance Settings**
### 🔹 **Step 1: Add Risk Flag**
* **Click** the button of the corresponding **risk flag** you want to add.
* **An important note on using the "Spelling flag":**
* The "Spelling flag" is a specific type of risk flag used to check for spelling errors in assets. However, it does not operate independently like other flags (Legal, Brand, etc.).
* To be able to activate and use the Spelling flag, you need:
* **Enable the "Check spelling"** toggle: Right below the "Flag Active" option, you will see a toggle for "Check spelling." You must turn ON this option.
* When the "Check spelling" toggle is enabled, the system can then perform the spelling check within your documents and allow you to **add conditions based on it.**
### 🔹 **Step 2: Add Condition for Risk Flag**
Each **flag** is configured based on the **Flag Structure** as follows:
1. **Type** - Select the type of data to check (for example: Text, Image, Color…). Change type by clicking the dropdown (next to the type name) to select a new type.
2. **IF Asset Includes** - the word or phrase to check.
3. **AND** - add an additional required condition.\
This means the asset must contain both the **IF** term and the **AND** term to be flagged.
4. **OR** - add an alternative condition.\
If the asset contains any value in **IF** or **OR**, it will be flagged.
5. **THEN Prompt** - the message shown when a flag is triggered.
6. **Action Icons** (Add row **+**, reorder **▲▼**, delete **✖**)
### Usage and differences between each Flag Type
#### 1. Overview: Flag Types Comparison
*(Quick reference for usage and differences between each type)*
Flag Type
Purpose
How it Works
Best For
Text
To check for specific keywords or text content within an asset.
The system scans text in PDF, or uses OCR on images to find pre-configured words/phrases.
Legal review, brand wording, spelling rules.
Image
To check for visual elements or specific objects within an asset.
The Image feature now scans images inside documents to detect the correct ones based on the configuration in settings.
Brand governance, creative review.
Colour
To ensure colors used in the asset align with brand guidelines.
The system compares colors extracted from the asset against the brand palette or an approved color list. Note: Currently, HIVO does not support OCR-based color detection within images.
Brand compliance, design governance.
Syntax
To check sentence structure or content formatting.
The system checks language patterns such as excessive punctuation, or non-compliant formatting.
Editorial review, tone of voice enforcement.
Regex
To check content using Regular Expressions for complex patterns.
The system detects specific patterns like emails, phone numbers, or sensitive data strings.
Best for phone numbers, emails, IDs, or structured data patterns.
#### 2. Detailed Flag Examples
*(How to configure logic for each Flag Type)*
#### 2.1 Text Flag
Purpose: To check for specific keywords or text content within an asset via direct text or OCR.
* **IF Asset Includes:** Corporate income Tax
* **AND:** Free
*And must also contain this phrase - meaning the asset must contain both “Corporate Income Tax” and “Free” to be flagged*
* **OR**: Tax-Free
*Or if the asset contains this phrase, it will also be flagged - meaning meeting IF or OR is enough*
* **THEN Prompt**: *This asset may contain legally risky terms. Please review and remove if necessary.*
#### 2.2 Image Flag
Purpose: Used for detecting approved/unapproved logos or visuals.
* **IF Asset Includes:** logo.v1
* **THEN Prompt:** *This visual element is outdated. Please replace it.*
#### 2.3 Colour
Purpose: To ensure the colors used in the design comply with the brand palette. Note: Colour checks only apply to supported design/text elements depending on file type.
* **IF Asset Includes:** #FF0000
* **THEN Prompt:** *This color is not part of the approved brand palette. Please adjust to match brand guidelines.*
#### 2.4 Syntax
Purpose: To check for formatting rules, capitalization, or excessive punctuation. Note: Advanced language understanding or grammar analysis is limited.
* **IF Asset Includes:** !!!
* **THEN Prompt:** *Avoid using full uppercase titles or excessive punctuation in marketing content.*
#### 2.5 Regex (Regular Expression)
Purpose: To detect complex data patterns like phone numbers, emails, or IDs.
* **IF Asset Includes:**
* **AND:** \[A-Za-z0-9.\_%+-]+@\[A-Za-z0-9.-]+.\[A-Za-z]{2,}
* **OR:** \d{10}
* **THEN Prompt:** Email addresses should not be shared in public assets or Phone numbers should not be included in public assets.
#### 👉 See more: [How to use and check Asset Risk & Compliance](/assets/risk-and-compliance) here.
If you have any questions, don't hesitate to ask, we're always here to help!
# Global Rights
Ensure all account users have the access to common features, rights and permissions!
## What are Global Rights
Global Rights helps you manage and set global user rights to all users in the account on mass, saving the need to set user rights at a group or user level if you want common user rights across all who login to your HIVO acccount.
**Note:** This setting is only for setting default global user rights. To set user rights for a particular [User Profile](/client-profile/users/edit-user-rights) or [User Group](/client-profile/groups), please access the user rights page via those features.
{% hint style="info" %}
**Setting up "Global Rights" in HIVO will help:**
*Make it easy to quickly assign blanket and global user rights and permissions to all users in the account when it is appropriate that every user has a common set of rights and permissions turned on.*
{% endhint %}
## How to use Global Settings
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”**
#### 🔹 Step 1: Navigate to Global Settings
* Go to: **Client Profile -> Setting tab -> Global Rights**
1. Select **user classification and customize user rights** accordingly.
HIVO categorizes users into three groups based on their assigned permissions: Light Users, Regular Users, and Heavy Users [(with reference to the “List of User Rights”):](https://support.hivo.co/client-profile/users/list-of-user-rights)
Global Rights
| Light (Level 1.) | Regular (Level 2.) | Heavy (Level 3.) |
| ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| The Right grants weak permissions. | The Right grants regular permissions. | The Right grants strong permissions. |
| Users typically require basic access for viewing, uploading, and downloading assets and collections. | Users often require more than basic access and can update assets, collections, metadata, and utilize other features beyond basic viewing and downloading. | Users typically require full platform access and have the ability to add new users, define user roles, and manage access to platform features. |
|
For example:
Company Staff (limited access)
Suppliers (viewing assets)
Creative Agencies (viewing/downloading assets)
Freelancers (limited project access)
Media Outlets (viewing assets for publication)
|
For example:
Company Staff (more involved users)
Creative Agencies/Suppliers (needing to update assets/collections)
|
For example:
HIVO Account Administrators
Company Staff (Marketing/Communications departments) requiring full access and user management
|
Then, **save changes** so this takes effect for future uploaded Assets.
For example, belonging to the same organization but two user accounts with different permissions will have different access rights to assets, such as the right to view sensitive assets, the authorized account will be able to view it and the unlicensed account permissions will not be able to view it.
You can learn more here to install and effectively use Users, including: User Types, List of User Rights and User Profile. [You can read more about Users here.](https://support.hivo.co/client-profile/users)
{% hint style="info" %}
**Note:** Understanding these user groups helps you assign appropriate permissions within your HIVO account, ensuring users can perform their tasks effectively while maintaining data security.
{% endhint %}
If you have any questions about “Global Rights" or other features, don't hesitate to ask, we're always here to help!
# Request Access Settings
On this page, you can set up the Request Access form for your account. Admins can create a link to a form that people external to your company can use to request access to your HIVO account. When Admins approve someone through this link, the user requesting access will automatically get the permissions configured by the Admin.
After setting, your form may look like this
1. **Share Settings:**
Control how the Request Access Form is reachable by external members:
* Disabled: The form is not accessible.
* Public - Accessible via Link: External users can access the form via a public link.
* Private - Accessible via Secret Link: External users can access the form via a secret link.
2. **Title and Description:**
* Title: Text displayed underneath the logo (defaults to your account name).
* Description: Set the description underneath the title.
3. **Link to Terms and Conditions:**
Optionally include a link to terms and conditions that users must agree to at the end of the form. Remember to paste your link of Terms and Conditions into the box.
4. **Request Byline:**
* Optionally change the “Reason for your Request” placeholder text to know the purpose of this request.
5. **Default Groups:**
* Specify User Groups for the request access form. These groups will pre-populate during the approval step when an Admin is reviewing a request through this form.
* Select the User Group in the dropdown then "Enter" or "Space" to select the next group. Multiple User Groups can optionally be added.
6. **User-specified Group:**
* Optionally allow users to select their own group from preselected options when filling out the request access form.
7. **Theme and Branding:**
Edit the appearance of the request access form.
9. **Additional Fields:**
* Optionally add any additional fields above the “Reason for your Request” field.
Choose "ADD FIELD"
Write your questions and Type of the Answer then Click "DONE' to save
10. **Skip Approval:**
* Allows requests to bypass the approval process.
# System & Integration
Manages platform configurations and external service integrations
Offers advanced administrative tools to ensure system stability and smooth integration with other applications, automating asset ingestion processes and saving time.
# Global Notification Settings
Manage email and in-app notifications more easily with Global Notification Settings!
With Global Notification Settings, you can keep everyone on the same page and easily manage and set default notifications for all users in your organization 😍.
## What is Global Notification Settings
**Global Notification Settings** allows set notification defaults for new users as well as update notifications for existing users.
Setting up "Global Notification Settings" in HIVO will help:
* *Minimize distractions and focus on important work by receiving only relevant notifications.*
* *Receive timely notifications about important activities and events within the organization.*
* *Manage notifications for all users easily and effectively.*
## How to use Global Notification Settings?
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
### 🔹 Step 1: Navigate to **Global Notification Settings**
* Go to: **Client Profile** → **Settings** **tab** → **Global Notification Settings**
### 🔹 Step 2: Select notifications that are relevant to all users
* **Select which notifications** are suitable for all users globally in your account, the types of notifications are displayed in a list, including:
{% hint style="info" %}
**Note:**
* Although all notification options are visible here, some users may not receive notifications if they do not have the necessary permissions for the action.
* Users need to verify their email address to receive email notifications.
{% endhint %}
Global Notification Settings
#### Global notification settings configuration will include:
| Type of Notifications | Description |
| --------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **General Notifications** |
New user registered
Someone else uploaded the file
Someone else uploads a new version
My instance access request has expired
Request access to new version from user
Request to access an expired or expired version
Someone remind me (nudges)
Someone replied/mentioned me in the comments
Guests leave feedback on Shared Collections
|
| **Status Notifications** |
Assets that have been archived or are about to be archived
Assets have been or are about to be marked as Sensitive
The property license has expired or is about to expire
|
| **Consent Notifications** |
Property rights have expired or are about to expire
The consent request was approved or denied
Contact Support message from request for consent
|
| **Approval Notifications** |
My unapproved uploads are approved or rejected
Asset approvals are due or have expired
When approval is launched
When the new approval period is launched
Once the approval stage has been approved
I was assigned a task on the property approval to-do list
When the final stage of approval is approved
When the approval period has X hours remaining
When approval is prompted manually
|
| **Collection Notifications** |
Someone adds assets to collections
|
| **Brand Guideline Notifications** |
Someone edits a Brand Guideline
|
| **Task Notifications** |
Someone adds me to a Task
Someone comments on a Quest
An unfinished task has 48 hours left until the due date
User creates Task or Summary
|
{% hint style="info" %}
**Note:** You can update the notifications for all current users, by swiping the selection bar to the right (swiping left to disable does not apply to the current user).
{% endhint %}
* Then, **save changes** so this takes effect for future uploaded Assets and actions in the account.
If you have any questions about “Global Notification Settings" or other features, don't hesitate to ask, we're always here to help!
# External Connections
Connect and sync folders from external storage services (such as Google Drive) into the system
The **External Connections** feature allows you to connect and sync folders from external storage services into the system, automating asset import workflows and saving time when managing content across platforms.
👉 Currently, the external storage services, Admin can connect and sync assets to include:
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
### How to Connect and Sync Folders from Google Drive
### **🔹** Step 1: Accessing External Connections
* Go to **Client Profile ->** **Settings -> External Connections**.
* In the **"View Connections for Service"**: Click **Dropdown** menu and select the **Google Drive** service.
### **🔹** Step 2: Adding a New Google Drive Connection
* Click **“ADD CONNECTION”** and **follow the instructions to connect** to your Google account.
* After successful connection, **select the folder on Google Drive** you want to sync with the system and onfirm access permissions if prompted.
### **🔹** Step 3: Managing Google Drive Folder Connections
In the management table, you will see:
* **Folder Name:** The name of the connected folder.
* **Last Synced:** The last sync time.
* **Synced by:** The user who performed the sync connection.
* **Auto sync:** Toggle to enable/disable automatic syncing:
* Toggle **ON (black)** to enable auto sync: The system will automatically sync new files from the Google Drive folder into the system, saving you from manual uploads.
* Toggle **OFF (grey)** to disable auto sync.
* **Actions:**
* **Link icon:** View connection details.
* **Trash icon:** Delete the connection from the system.
* **Refesh Items**: Refresh the latest status of files and folders from **Google Drive**. This action only works when Auto sync is enabled.
***
## **How to Connect and Sync Folders from SharePoint**
### **🔹** Step 1: Accessing External Connections
* Go to **Client Profile ->** **Settings -> External Connections**.
* In the **"View Connections for Service"**: Click **Dropdown menu** and select the **SharePoint** service.
### **🔹** Step 2: Adding a New SharePoint Connection
* Click **“ADD CONNECTION”** and **follow the instructions to connect** to your **SharePoint** account.
* After successful connection, **select the folder on SharePoint** you want to sync with the system and Confirm access permissions if prompted.
### **🔹** Step 3: Managing SharePoint Folder Connections
In the management table, you will see:
* **Folder Name:** The name of the connected folder.
* **Last Synced:** The last sync time.
* **Synced by:** The user who performed the sync connection.
* **Auto sync:** Toggle to enable/disable automatic syncing:
* Toggle **ON (black)** to enable auto sync: The system will automatically sync new files from the **SharePoin**t folder into the system, saving you from manual uploads.
* Toggle **OFF (grey)** to disable auto sync.
* **Actions:**
* **Link icon:** View connection details.
* **Trash icon:** Delete the connection from the system.
* **Refesh Items**: Refresh the latest status of files and folders from **SharePoint**. This action only works when **Auto sync is enabled.**
***
## **How to Connect and Sync Folders from Dropbox**
### **🔹** Step 1: Accessing External Connections
* Go to **Client Profile ->** **Settings -> External Connections**.
* In the **"View Connections for Service"**: Click **Dropdown menu** and select the **Dropbox** service.
### **🔹** Step 2: Adding a New **Dropbox** Connection
* Click **“ADD CONNECTION”** and **follow the instructions to connect** to your **Dropbox** account.
* After successful connection, **select the folder on Dropbox** you want to sync with the system.
* Then, click **"Add Connection"** button and Confirm access permissions if prompted.
### **🔹** Step 3: Managing **Dropbox** Folder Connections
In the management table, you will see:
* **Folder Name:** The name of the connected folder.
* **Last Synced:** The last sync time.
* **Synced by:** The user who performed the sync connection.
* **Auto sync:** Toggle to enable/disable automatic syncing:
* Toggle **ON (black)** to enable auto sync: The system will automatically sync new files from the **Dropbox** folder into the system, saving you from manual uploads.
* Toggle **OFF (grey)** to disable auto sync.
* **Actions:**
* **Link icon:** View connection details.
* **Trash icon:** Delete the connection from the system.
* **Refesh Items**: Refresh the latest status of files and folders from **Dropbox**. This action only works when **Auto sync is enabled.**
If you have any questions, don't hesitate to ask, we're always here to help!
# Branding & Appearance
Includes settings to customize the platform's look and brand identity.
You can control visual elements of the platform, such as watermarks, to ensure brand consistency.
# Watermark Settings
Protect your work in just a few easy clicks with HIVO's watermarking features!
What is Watermark?
A watermark is a faint image or text inserted into a digital asset that becomes part of the background. It can be used to identify the owner of the asset, add copyright information, or prevent unauthorized copying.
Have you ever created a photo and are worried about someone else miss using it without your permission? or maybe you don't want them to download the original? Worry no more! HIVO lets you can apply a watermark in just a few clicks via library Actions.
## HIVO offers several watermarking features to customize your assets:
Follow these steps to configure the watermark settings. You can learn how to use the [Watermark feature in the app here.](/assets/watermarking)
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”**
#### 🔹 **Step 1: Access to Watermark Settings**
* Navigate to: **Client Profile -> Settings tab -> Watermark Settings**
#### 🔹 **Step 2:** Select the Asset you use as your default watermark:
With the expanded asset picker search, the assets will appear more clearly and easily for you to choose.
Or enter the tag name of the asset on Search bar to insert your target watermark
#### 🔹 **Step 3:** Personalize the Watermark style and how the watermark will look on photos.
* **Position:** You can choose where you want your watermark to appear on the photo, such as in the corner, center, or background.
* **Opacity, size, blend mode:** You can adjust the opacity and size of your watermark to make it more or less visible:
* **Tiled:** Your watermark would be arranged like tiles on a grid:
How Tiled works
* **Overlay Scale:** You can define the overlay size:
Overlay Scale
* **Content zoom:** You can change the size of the watermark you inserted.
Content Zoom changes the size of the logo, images,... you inserted as a watermark
* **Overlay Opacity:** You can customize the transparent level from completely solid to semi-transparent or completely invisible, allowing full visibility of the underlying element. It's like the overlay isn't even there.
Adjust the Transparent level witj Overlay Opacity
#### 🔹 **Step 4: Save Changes**
After customizing, don't forget to press "Save" on the right bottom to retain all the changes.
# Dashboard Settings
Admin has the right to set up dashboard for each User or Group.
**What are Dashboard Settings?**
The [dashboard on HIVO](https://support.hivo.co/dashboard) gives you a quick overview of key features and important information. **Admin users can complete all customization through the "Dashboard Settings" feature in the Client Profile.**
{% hint style="info" %}
**By taking advantage of the Dashboard Customization feature, you can:**
* *Show the information that matters most to you right on the dashboard.*
* *Organize your dashboard layout in a scientific and logical way, making it easy to track metrics and data.*
* *Add custom images or charts to make your dashboard more intuitive and easy to understand.*
{% endhint %}
## How to set up **Default Dashboard**
Default Dashboard
### **🔹** Step 1: Access to Dashboard Settings
* Navigate to **Client Profile => Settings => Dashboard Settings**
### **🔹** Step 2: Turn OFF toggle "Edit Default Dashboard"
Default Dashboard settings
### **🔹** Step 3: Set up "Default Dashboard"
Default Dashboard include:
1. **FAQ:**
* Displays basic and frequently asked information about HIVO, helping users quickly understand the system.
2. **iFrame**
* Embed an external webpage directly into the Dashboard using an iFrame. Useful for embedding reports, internal pages, or user guides.
3. **Links**
* Add a list of internal or external links. Each link can have a custom label, making it easy for users to identify the destination.
4. **Text**
* Allows the input of a custom title and description. Ideal for displaying introductions, guidance, or highlighting important information.
5. **Notifications**
* Shows several of the most recent notifications in HIVO, helping users stay informed about updates or required actions.
6. **Statistics**\
Provides usage statistics for account assets, such as asset storage and access.
⚠️ **Note:** Users need the **"Can view reporting"** permission to see this section. For more detailed analytics, go to the **Reporting** section.
7. **Recent Places**\
Displays the last 20 locations a user has visited within HIVO, such as Users, Assets, and Collections. Click on any item to quickly return to that location.
8. **Active Users**\
Shows a list of users within your client who have recently been active, including the time of their last activity. **Permission Required:** Users must have the **"Can View Other Users"** user right to access this list.
## How to set up Custom Dashboard
### **🔹** Step 1: Access to Dashboard Settings
* Navigate to **Client Profile => Settings => Dashboard Settings**
Dashboard Settings
### **🔹** Step 2: Assigning Dashboards to Users/Groups
Once you have clicked into Dashboard Settings you will see the following screen **(note: Turn ON Edit Default Dashboard"):**
* In the "Users/Groups" section, you can specify which HIVO [Users](/client-profile/users) or [User Groups](/client-profile/groups) will see a particular fullscreen dashboard.
Add Dashboard
* Users assigned to multiple dashboards will see the one with the highest level of specificity first.
* Individual user assignments take priority over group assignments, which take priority over applying the dashboard to everyone.
* Users not assigned to any fullscreen dashboard will see the default non-fullscreen dashboard.
* Select "Apply to All Users" if admin want everyone to see this dashboard.
Apply User
### **🔹** Step 3: Search Bar configuration
The "Search Bar" section lets you choose between using the Library search bar or the Collection search bar for the fullscreen dashboard.
* If a user lacks Library access, the Collection search bar will be displayed.
* If they have access to neither, the default non-fullscreen dashboard will be shown.
Search Bar
### **🔹 Step 4:** Branding Your Dashboard
* **Logo**: Upload a logo (light colors recommended) in the "Branding" section. If no logo is uploaded, the default HIVO logo will be used.
* **Background Image:** Select one or more high-resolution images to use as the dashboard background. Selecting multiple images will result in a random selection upon viewing the dashboard.
* **Background Color:** Define a backup background color in case no background image is set or if it fails to load.
Branding Dashboard
### **🔹** Step 5: Customize Dashboard content display
Add and configure specific content elements to display directly on the Dashboard interface:
#### **1. Description**
Enter a description that will appear at the top of the dashboard. (Example: "Welcome to the HIVO Brand Portal")
Description Dashboard
#### 2. Adding Quick Links
The "Quick Links" section allows you to create links to external websites.
* Include a label and URL for each link.
* Optionally, you can upload a thumbnail image for each link.
* Quick Links to resources users don't have view access to will be hidden, excluding external websites.
Add other information in Dashboard
3. **Adding Collections**
* In the "Collections" section, you can include specific collections within the dashboard. Optionally, use the "Alt.
* Collection Thumbnail" field to set a custom thumbnail for each collection within this dashboard.
4. **Adding Tags**
* List relevant tags (e.g., "surfing," "brand," "logo") to categorize your dashboard content.
5. **Adding Faces**
* The "Faces" section allows you to display specific faces within the dashboard.
Example: Select the faces you want to include (e.g., "David," "Jane Smith," "Ben").
6. **Adding Brands**
* In the "Brands" section, you can showcase specific brands within the dashboard.
Example: Select the brands you want to display (e.g., "HIVO Brand Guidelines")
{% hint style="info" %}
**Note:** The following images will bypass access checks for users when viewing this dashboard:
* *Dashboard Background Image(s)*
* *Dashboard Logo*
* *Manually set Collection thumbnails*
* *Quick link thumbnails*
{% endhint %}
Once you've completed your customizations, click the **"SUBMIT"** button to save your new dashboard.
By creating specific dashboards with relevant functionalities and branding elements, Admins can provide a branded working interface, tailored to each specific user group.
# Groups
Organize users by role to manage and assign access permissions quickly and synchronously
Groups allow you to logically organize users based on their role within your organization (e.g., a "Marketing" group) or their specific **access level**. This structure streamlines administration and ensures consistent permission management.
### 1. Permissions and Inheritance
Group-based management eliminates the need to manually configure settings for every individual.
* **Automatic Inheritance:** All users in a group **automatically inherit the permissions assigned to that group.** You can save time by adding users to a baseline group (such as "Staff") to grant them standard access immediately.
* **Multiple Group Membership:** You may optionally assign users to any number of groups.
* **Combined Permissions:** If a user belongs to multiple groups, they will inherit the combined permissions of all those groups.
* **Revoking Access:** When a user is removed from a group, they lose those specific group permissions.
👉 Note: ***They will only retain access if the same permission is granted through another group or via their individual User Rights.***
### 2. Allocating Assets and Collections
Groups make the allocation of access permissions to digital assets effortless:
* **Bulk Allocation:** When assigning permissions to Assets or Collections, you can select an **entire Group in the permission selector**. This automatically grants access to everyone currently in that group.
* **Streamlined Workflow:** This centralized approach ensures that the right teams always have the right access to the necessary assets without manual overhead.
👉 See [**User Rights**](https://support.hivo.co/client-profile/users/list-of-user-rights) for information on the permissions and user rights that can be set at a group level.
### 3. Adding New Group
You can manage all groups directly within the Client Profile section.
* **To add a new group**: Click the **Plus (+) Icon** and enter your desired group name.
### 4. View Group & Group Actions (Settings, Permissions, Deletion)
Admins can configure information and flexibly manage member lists. This includes setting up inherited privileges such as asset access rights, system notification settings... ensure that all group members remain synchronized regarding their permissions and can operate efficiently according to their specific roles within the organization.
* **To view or modify**: Click the **3-dots icon** next to a group to see detailed information or further modify its specific settings.
👉 **See more about "Group Actions" here**:
# Group Details
Overview page displaying static group information
### Viewing Groups
* **To view or modify**: Click the **3-dots icon** next to a group to see detailed information or further modify its specific settings.
### Group Details
An overview page that displays static group information, including:
* Group Name
* Last created/modified date
* A summary of the number of existing permissions, a short description, and a complete list of current members.
# Edit Group
Modify group identity and personnel configurations
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
#### 1. Configure Group information
* Basic Information
* Update the group name, description, and select a Group Icon for easy identification.
#### 2. Member Management
* Use the search bar to filter and add new members.
* Click the (X) icon next to a member's name to remove them, or the CLEAR button to remove the entire current list.
#### 3. Advanced Settings
* **Group Members Can Skip** [**Upload Approvals**](https://support.hivo.co/approvals/upload-approvals)**:** Allows members to bypass upload approval steps.
* [**Limit Access to Asset Versions**](https://support.hivo.co/approvals/version-access-requests): Restricts specific asset versions (such as thumbnails or originals) that the group is permitted to view or download.
* [**Single Sign On**](https://support.hivo.co/client-profile/users/signing-in): An option to add Single Sign-On users to the group.
If you have any questions, don't hesitate to ask, we're always here to help!
# Edit User Rights for Group
Configures the permission inheritance mechanism
Assigning permissions by group is the most effective management method, eliminating the need for manual configuration for each individual. Instead, you only need to assign rights once to the entire group, and all members of that group will automatically inherit these permissions.
#### 1. User Rights Categories
The system divides permissions into three levels based on their influence on user control:
* **1. Light User:** This is the most basic level, intended for general users. These rights typically include viewing assets, folders, and collections, basic downloads, and interactions that do not deeply affect the system.
* **2. Regular User:** An intermediate level for those requiring higher permissions, such as editing/removing assets, adding assets to folders, editing Asset Permissions, and the ability to create/edit Approval Templates.
* **3. Heavy User:** The highest level, usually reserved for system administrators or those with the authority to modify core settings.
#### 2. How to Edit User Rights for Group
* Access the Group management section you wish to edit -> Navigate to the **Edit User Rights** section.
* **Activate Rights:** Check the boxes corresponding to the rights categories (Light, Regular, Heavy) you wish to grant to the group.
* **Customization:** You can further customize by adding or removing specific permissions for each group based on your organization's operational needs.
👉 Note: To ensure settings take effect correctly, double-check the specific number of permissions selected in each category.
If you have any questions, don't hesitate to ask, we're always here to help!
# Uploader Settings for Group
Focuses on controlling permissions for incoming data
This feature allows Admins to customize what group members see when **uploading assets** to the HIVO. These settings help streamline the interface and ensure users only provide the necessary information.
👉 To configure and activate any of the sections below, you must switch the **toggle to "On"(blacked out**). If the **toggle is "Off" (greyed out)**, the settings for that section will not be applied to the group, and the system will use genneral settings instead.
#### 1. Uploader Fields
This option allows you to override the default information fields shown to **users during the asset upload process.**
* **Configurable fields include:** Asset descriptions (such as Name, Asset Tags, Folder Path, Production Date, Sensitive Date, etc.), Asset Permissions, and Asset Approval.
* **Precedence Rule:** If a user belongs to multiple groups, the system prioritizes fields set as Visible and Non-required.
#### 2. Metadata Fields
You can control which **custom metadata fields appear when a user uploads files**, such as Description, Copyright, License,etc. To ensure accurate asset categorization from the very first step.
* In addition to system Metadata Fields, Admins can create custom Metadata Fields within the [**Metadata Settings**](https://support.hivo.co/client-profile/client-profile-settings/asset-and-metadata-management/metadata-settings)**.**
* **Precedence Rule:** Similar to Uploader Fields, Visible and Non-required fields take precedence if a user is in multiple groups with conflicting settings.
#### 3. Automation
This feature allows you to override the Automation Options for a specific User Group.
* **Available Options:** Examples include Caption Prediction, Generate Transcript for video/audio assets, Face Detection, etc.
* **Precedence Rule:** If there are multiple settings across different Groups, values set to Visible and Default Enabled take precedence.
If you have any questions, don't hesitate to ask, we're always here to help!
# Notification Settings for Group
Establishes notification rules for the group
This feature allows administrators to set default notification configurations for new users and provides the option to update settings for all existing users.
The system provides two delivery methods **In-App and Email** for the following categories:
* **General Notifications:** Notifications for events such as a new user signing up, or someone uploading files or new versions.
* **Collection Notifications:** Alerts when someone adds assets to collections.
* **Task Notifications:** Updates on work status, deadlines, or when you are assigned a new task.
* **Template Approval Notifications:** Notifications regarding the Template Approval process.
* **Approval Notifications:** Notifications for events relevant Approval such as When an asset or asset version has been approved.
* **Consent Notifications:** Alerts when a consent expires, or when a consent request has been approved or rejected.
* **Status Notifications:** Updates when an asset's status changes (e.g., archived, marked as sensitive, etc.).
### How to set up notifications for groups
🔹 **Step 1: Select General Configuration Options**
* **Update Existing Users With These Settings:** By checking this box, all changes you make will be applied immediately to all current active users in the group.
* **Disable users from overriding these settings:** If selected, users will be unable to change their personal notification settings. You will have sole control over these configurations.
🔹 **Step 2: Choose Delivery Method**
* Check the corresponding **In-App or Email** column for each event description you wish to trigger a notification.
* **Note: Verify Permissions and Requirements**
* **Permissions:** Note that some users may not receive a notification if they lack the required permissions for that specific action, even if the notification is enabled.
* **Email Verification:** To receive email notifications, a user's email address must be verified.
🔹 **Step 3: Save Changes**
* Once configured, these actions will be recorded in the Group History section to ensure full transparency.
If you have any questions, don't hesitate to ask, we're always here to help!
# Group History
Provides a group activity log
The Group History feature allows Admins to track all changes related to a specific group, ensuring full transparency in the management process.
The history log consists of three essential columns:
* **Time:** Displays the exact date and time the action was performed (e.g., 1/29/2026 8:57 AM).
* **User**: The name of the account that made the change (e.g., Demo Account).
* **Action:** A detailed description of what was modified. For examples:
* **Edit Uploader Settings:** The user has modified settings related to data uploads.
* **Edit: Skip Approvals**: Changes made to the "Skip Approvals" configuration.
If you have any questions, don't hesitate to ask, we're always here to help!
# Users
HIVO Users are classified as people that have a HIVO account and login to the platform via a username and password.
# Types of Users
HIVO categorises users into three groups; Light, Regular, and Heavy Users.
A User will be placed in one of the three groups according to the following rules ([**with reference to the ‘List of User Rights’**](/client-profile/users/list-of-user-rights)*)*:
* **Light User**
* **Regular User**
* **Heavy User**
{% hint style="info" %}
The maximum number of Light, Regular, and Heavy users that you have at your disposal is specified in your Contract. To help you monitor how many active users there are in each profile across your entire Client, you can verify the numbers with HIVO Support.
{% endhint %}
👉 Below are some typical categorisations or applications of **Light, Regular and Heavy users** within an organization:
#### **1. Light Users**
* A User is a **Light User** if they are **active** and have only Light Rights.
* Typically only need baseline access to view, upload and download assets and collections
* Company staff
* Suppliers.
* Creative Agencies.
* Freelancers.
* Media Outlets.
#### **2. Regular Users**
* A User is a **Regular User** if they have **at least one** Regular Right, and **no** Heavy Rights.
* Typically need more than baseline access to update assets, collections, metadata and other features
* Company staff.
* Creative Agencies and Suppliers requiring higher access.
#### **3. Heavy Users**
* A User is a **Heavy User** if they have **at least one** Heavy Right.
* Typically need full platform access to all features and the ability to add new users, define roles and users access to platform features:
* Administrators of the HIVO account.
* Company staff inside Marketing or Communications departments with Heavy user Rights.
If you have any questions, don't hesitate to ask, we're always here to help!
# List of User Rights
HIVO provides a range of User Rights that can be issued to Users of the system. The User Rights a User has determines what the User can and cannot do.
Please note that each User Right comes under one of three categories, depending on how influential the User Right is:
**Light (Level 1.)** - The Right grants weak permissions.
**Regular (Level 2.)** - The Right grants regular permissions.
**Heavy (Level 3.)** - The Right grants strong permissions.
A complete list of the User Rights that exist in HIVO are as follows:
#### **Accounts General**
Active.
User can Login to HIVO.
Can see Client Profile.
User can view the "Client Profile" page.
Is Client Admin.
User can manage the Client Profile.
Can Manage Partners.
User can manage Partners under Client Profile
Can view Reports page.
User can view Reports for the Account.
#### **Assets General**
|
Can View Assets.
| User has access to Assets, and can view Assets they have permission to see. |
| ------------------------------------------------------------------ | --------------------------------------------------------------------------------------------------------------- |
|
Can View Library.
| User has access to the Library Page. |
|
Can View Image Editor.
| User has access to the Image editor. |
|
Not restricted to Approved-Only Versions.
| Users are not restricted to viewing approved-only versions. |
|
Can View Image Original Versions.
| User can view/download Original Versions on image Assets. |
|
Can Upload Assets.
| User can upload new Assets, or upload Versions to Assets they have permission for. |
|
Can Edit Assets.
| User can Edit Information for Assets they have "Edit" permission on. |
|
Can Share Assets.
| User can create Shared Links for assets they have "Full Access" to. |
|
Can add Assets to Collections.
| User can add/remove Assets from Collections, if they have "Full Access" on both the Assets and the Collections. |
|
Can add Assets to Tasks.
| User can add/remove Assets from Tasks, if they have "Full Access" on the Assets. |
|
Can predict Captions on Assets.
| User run the "Predict Caption" action on Assets they have "Edit" permission on. |
|
Can edit Asset Permissions.
| User can edit an Asset's Permissions, if they have "Full Access" on the Asset. |
|
Can select Group Permissions.
| User can select Groups when editing an Asset's Permissions. |
|
Can Remove Assets.
| User can remove Assets from the Library, if they have "Full Access" on the Assets. |
|
Can Remove Asset Versions.
| User can remove Versions from Assets, if they have "Full Access" on the Assets. |
|
Can view Archived Assets.
| User can view Assets with the Archived status, if they have permission to see them. |
|
Can Archive Assets.
| User can Archive Assets, if they have "Full Access" on the Assets. |
|
Can Make Assets Sensitive.
| User can make Assets Sensitive, if they have "Full Access" on the Assets. |
|
Can view Sensitive Assets.
| User can view Assets with the Sensitive status, if they have permission to see them. |
|
Can Approve Assets.
| Can approve Assets, if they have "Full Access" on the Assets. |
|
Can view License Expired Assets.
| User can view Assets with the License Expired status, if they have permission to see them. |
|
Can Change Asset's License Expiry Date
| User can set the date for the License Expired status, if they have "Full Access" on the Assets. |
|
Can select Account Permissions.
| User can select the whole Account when editing an Asset's Permissions. This gives the permission to everyone. |
|
Can Make Assets Public
| Can make Assets Publicly available via CDN. |
| SETTING. Can Makes Shared Links have Unlimited Expiry. | User can select the 'never' expiry option when creating/editing shared links. |
#### **Assets Admin**
|
Can View All Assets.
| Can view all assets in the library. |
| ---------------------------------------------------------------------------------- | ---------------------------------------------------------------- |
|
Can add Versions to All Assets.
| Can insert versions for any asset in the library. |
|
Can Edit All Assets.
| Can edit information for any asset in the library. |
|
Can edit All Asset Permissions.
| Can edit permissions for any asset in the library. |
|
Can assign Any Assets to Collections.
| Can attach a collection to any asset in the library. |
|
Can assign Any Assets to Tasks.
| Can attach Assets to any Task in the Account. |
|
Can Remove All Asset Versions.
| Can remove any asset version from the library. |
|
Can Remove All Assets.
| Can remove any asset from the library. |
|
Can Archive All Assets.
| Can archive any asset in the library. |
|
Can Make All Assets Sensitive.
| Can make any asset in the library sensitive. |
|
Can Change Asset's License Expiry Date for All Assets.
| Can set the 'License Expired' date for any asset in the library. |
|
Can Share All Visible Assets.
| Can share any asset visible to the user, via shared links. |
|
Can Approve All Assets.
| Can approve any asset in the library. |
|
Can Make All Assets Public
| Can make any asset Publicly available in the library, via CDN. |
#### Asset Editor
|
1. Can View Image Editor.
| User has access to the Image editor. |
| --------------------------------------------------------------- | -------------------------------------------------------------------------- |
|
Can Edit Image Editor InDesign Templates.
| User can edit InDesign Templates using the Edit button. |
|
Can View & Select All Elements.
| User has access to all elements inside the Image editor. |
|
Can Create Templates.
| User can create and modify Draft Templates. |
|
Can Create & Delete Saved Elements.
| User can save new elements, or delete existing ones if they can view them. |
|
Can View All Templates.
| User can view all Templates in My Templates section. |
|
Can Publish Templates.
| User can create Published Templates, publish Draft Templates. |
|
Can Approve Templates.
| User can approve Template Approvals. |
|
Can Update Any Templates.
| User can edit, duplicate any Templates. |
|
Can Delete Any Templates.
| User can delete any Templates. |
| SETTING. Must use Image Editor Templates. | User can only select & edit from saved templates in the Image Editor. |
#### **Pinned Folders**
|
Can View Pinned Folders.
| User can see all pinned Folders within the Library and Collections. |
| ---------------------------------------------------- | ------------------------------------------------------------------- |
|
Can Edit Pinned Folders.
| User can create new pinned Folders, or pin existing Folders. |
#### **Collections General**
|
1. Can View Collections.
| User has access to the Collections page, and can view Collections they have permission to see. |
| ------------------------------------------------------------ | -------------------------------------------------------------------------------------------------------------- |
|
Can Create Collections.
| User can create new Collections from the Collections page. |
|
Can Edit Collections.
| User can edit basic information on Collections (Name, Description, etc.). |
|
Can Edit Collection Contents.
| User can add/remove Assets for Collections, if they have "Full Access" on both the Collections and the Assets. |
|
Can Share Collections.
| User can create Shared Links for Collections, if they have "Full Access" on the Collections. |
|
Can Edit Collection Permissions.
| User can edit Permissions on Collections, if they have "Full Access" on the Collections. |
|
Can Remove Collections.
| User can remove Collections, if they have "Full Access" on the Collections. |
|
Can Make Collections Public.
| User can make Collections Public, if they have "Full Access" on the Collections. |
| SETTING. Must upload to Collection. | User must select a Collection when uploading new Assets to the Library. |
## **Collections Admin**
|
Can View All Collections.
| Can view all Collections in the Account. |
| ----------------------------------------------------------------- | ------------------------------------------------------------- |
|
Can Edit All Collections.
| Can edit any Collection in the Account. |
|
Can Edit All Collection Contents.
| User can add/remove Assets for any Collection in the Account. |
|
Can Edit All Collections Permissions.
| User can edit Permissions on any Collections in the Account. |
|
Can Remove All Collections.
| Can remove any Collection in the Account. |
|
Can Share All Collections.
| Can share any Collection in the Account. |
|
Can make All Collections Public.
| Can make any Collection public in the Account. |
**Collection Categories**
|
Can View All Empty Collection Categories.
| User can see all Collection Categories that have a thumbnail. |
| -------------------------------------------------------------------- | --------------------------------------------------------------------------------------- |
|
Can Edit Collection Category Thumbnails.
| Can update the thumbnail image for any Collection Category they can see in the Account. |
**Client Users**
|
Can see Other Users.
| User can Nudge and Mention other users in the Account. |
| -------------------------------------------------- | --------------------------------------------------------------- |
|
Can Edit Other Users.
| User can edit information on other Users. |
|
Can Create New Users.
| User can create new Users in the Account. |
|
Can Invite Users.
| User can invite any existing user via Email or invite URLs. |
|
Can Edit User Emails.
| User can edit Email Addresses of existing Users. |
|
Can Edit User Rights.
| User can edit User Rights of other Users. |
|
Can Remove Any User.
| User can Remove any User in the Account. |
|
Can Impersonate Users.
| User can Impersonate other Users with the "Impersonate" action. |
**Groups General**
|
Can View All Groups.
| User can see all Groups in the Account. |
| ------------------------------------------------------- | ------------------------------------------------------ |
|
Can Create Groups.
| User can add new Groups to the Account. |
|
Can Edit All Groups.
| User can edit any Group in the Account. |
|
Can Remove All Groups.
| User can Remove any group in the Account. |
|
Can Assign Users to Groups.
| User can Add/Remove other Users from Groups. |
|
Can Edit Group Rights.
| User can edit the Rights for any Group in the Account. |
#### **Tasks General**
|
Can View Tasks.
| User has access to the "Tasks" page, and can view Tasks they have been assigned. |
| --------------------------------------------------------- | -------------------------------------------------------------------------------- |
|
Can Create Tasks.
| User can create new Tasks. |
|
Can Modify Tasks.
| User can modify existing Tasks they have been assigned. |
|
Can Archive/Remove Tasks.
| User can archive/remove existing Tasks they have been assigned. |
|
Can Receive Offers on Tasks.
| User can receive and accept role offers for a Task. |
|
Can Edit Offers on Tasks.
| User can offer roles in a Task to other Users. |
|
Can Create Tasks from Briefs.
| User can create new Tasks using the Briefs page. |
#### **Tasks Admin**
|
Full Access to Tasks.
| User has full access to all Tasks in the Account. |
| ------------------------------------------------- | ------------------------------------------------- |
#### **Asset Facial Recognition**
|
Can Run Face Detection on Assets.
| User can run Face Detection on Assets they have "Full Access" on. |
| ------------------------------------------------------------ | ------------------------------------------------------------------------------- |
|
Can Tag Faces on Assets.
| User can tag faces on Assets they have "Full Access" on. |
|
Can Run Dectection on Any Asset.
| User can run face detection on any Asset, even without permission on the Asset. |
|
Can Tag Faces in Any Asset.
| User can tag faces on any Asset, even without permission on the Asset. |
#### **Brands**
|
Can View Brand Guidelines.
| User can view Brand guidelines that they have "Can View" permission on. |
| ------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------- |
|
Can Edit Brand Guidelines.
| User can edit Brand guidelines that they have the "Can Edit Sections" or "Full Access" permission. |
|
Can Create Brand Guidelines.
| User can create new Brand guidelines. |
|
Can Archive & View Archived Brand Guidelines.
| User can archive brand guidelines that they have 'full access' on, and view archived guidelines that they have at least view access on. |
|
Can Remove Brand Guidelines.
| User can remove Brand guidelines that they have "Full Access" permission on. |
#### **Brands Admin**
|
Can View All Brand Guidelines.
| User can view all Brand guidelines. |
| ------------------------------------------------------------ | ------------------------------------ |
|
Can Edit All Brand Guidelines.
| User can edit any Brand guideline. |
|
Can Remove All Brand Guidelines.
| User can remove any Brand guideline. |
#### **Projects General**
|
Can view Projects.
| User can view Projects under Object Recognition. |
| ------------------------------------------------ | -------------------------------------------------- |
|
Can Create Projects.
| User can create Projects under Object Recognition. |
|
Can Edit Projects.
| User can edit Projects under Object Recognition. |
|
Can Remove Projects.
| User can remove Projects under Object Recognition. |
#### **Consents General**
|
Can View Consented Assets.
| User can view Assets that have a Consent status of approved or partially approved. |
| ------------------------------------------------------------------------ | ---------------------------------------------------------------------------------- |
|
Can View Consented and Non-Consented Assets.
| User can view Assets of all Consent status. |
|
Can Request Consent.
| User can send request for Consent. |
#### **Consents Admin**
|
Can Edit Consent.
| User can update Consent of any Asset. |
| ----------------------------------------------------------- | ------------------------------------------ |
|
Can View All Consent Approvals.
| User can view the Consent approvals table. |
#### **Approval Templates**
|
Can View Approval Templates.
| User can view Templates in Approvals, and can select Templates for Asset Approvals. |
| ---------------------------------------------------------------- | ----------------------------------------------------------------------------------- |
|
Can Create Approval Templates.
| User can create new Templates in Approvals, or from an Asset Approval. |
|
Can Update Approval Templates.
| User can update existing Templates in Approvals. |
|
Can Remove Asset Approval Templates.
| User can remove existing Templates in Approvals. |
# Edit User Rights
Admind can flexibly control access by setting unique **configurations for individuals or assigning rights collectively to a Group for automatic inheritance**. These permissions are clearly categorized by impact levels—Light (1), Regular (2), and Heavy (3)—to optimize the management process.
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
#### 🔹 **Step 1: Accessing to User Profile**
Admins can find other users under the **Client Profile** in the **‘Users’ tab.** Then, click on the Username you want to view/edit and Admins will be taken to that User Profile (user's information page).
#### **🔹 Step 2: Editing User Rights (**Admins can set permissions using two primary methods)
#### 👉 **Method 1:** Edit permissions at a **Per-User Level**
* In the User Profile (user's information page), find and **click "Edit User Rights".**
* You can toggle each right on/off and click SAVE at the bottom or top right. **This method is recommended for users needing a specific configuration.**
#### 👉 **Method 2:** Assign Users to Groups for inherited permissions
* You may option to assign User Rights to an entire group. All users inside a Group will inherit the Group's allocated rights, serving as a useful way to provide a baseline level of access.
* You can see more about [**Edit User Rights for Group**](https://support.hivo.co/client-profile/groups/edit-user-rights-for-group) here.
If you have any questions, don't hesitate to ask, we're always here to help!
# Impersonate User
Access the system as another user to view the interface and perform actions from their perspective
The Impersonate User feature allows Admins to access the system as another user to view the interface and perform actions from their perspective. This helps administrators verify permissions or troubleshoot issues directly without needing the user's personal password.
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**
🔹 **Step 1: Accessing to User Profile**
* Admins can find other users under the **Client Profile** in the **‘Users’ tab.**
* Then, click on the Username you want to view/edit and Admins will be taken to that User Profile (user's information page).
🔹 **Step 2: Impersonate User**
* Admin accounts can use the **‘Impersonate User’** option in the User Profile page of other users to view HIVO from their perspective.
* While impersonating a user, any action taken will be from the impersonated user and reloading the browser will return you to your own profile.
If you have any questions, don't hesitate to ask, we're always here to help!
# Signing in
Users can sign in either with an email and password, or through Single Sign On with an external service. Currently, Single Sign On is supported with Google and Microsoft Azure AD.
### New User Signing In
* When a new User receives an invitation ([***see ‘Inviting a User***](/client-profile/users/edit-user-rights#inviting-a-user)***’)***, they will be sent an email with a link to the HIVO login screen.
* The invitation will take the User to the following dialog, where they must set their password.
***
### Returning User Signing In Via Custom URL
If your company has setup a custom URL for it's HIVO accoount, you will need to sign into HIVO via this custom URL.
* If the custom URL is utilising your companies own domain, the URL convention will be: \[something].yourcompanyURL.
* Please check with an Admin user of your HIVO account, if you are unsure whether your company has a custom URL setup for your account.
### Returning User Signing In via app.hivo.com.au
* A returning User can sign into HIVO by navigating to the login page at: [app.hivo.com.au](http://app.hivo.com.au), or the custom URL setup for your account, if your company has a custom URL setup for it's HIVO account (see the Returning User Signing In Via Custom URL option above).
* Once you are accessing HIVO through the correct URL, the User should enter their email and password, then hit **Submit** to login (or use the Single Sign On option below if this has been configured for your companies account).
* Note: If the User logs in while they are **inactive**, the User will reach a *“your account is awaiting activation”* message. [See: Editing User Rights](/client-profile/users/edit-user-rights#editing-user-rights) for steps on how to activate a User, or contact an account Admin at your company.
***
### Single Sign On
This section applies if your company has activated **Single Sign On** for it's HIVO account.
* When logging in from the appropriate login page, the User should click **“*****SINGLE SIGN ON”*** on the login screen where they can click one of the available Single Sign On procedures. Currently, **Google** and **Microsoft Azure AD** are supported. If you would like Single Sign on to be implemented within your organisation, please contact HIVO Support to arrange setup and configuration.
* Selecting either **GOOGLE** or **AZURE AD** will display a popup where the User can login to HIVO via their external account. You will need to enable popups from HIVO in your browser.
### Enable Single Sign-on
Single sign-on (SSO) is a property of access control of multiple related, independent software systems. With this property you can log in with a single ID to gain access to a connected system or systems without being prompted for login credentials.
* Single Sign On (SSO) capability allows organisations to make use of existing business wide SAAS solutions like Microsoft Azure AD and Google Apps. HIVO requires SSO integration to be activated by your organisation’s IT department to allow HIVO access at a system administration level, who in turn provide HIVO with your secure and unique tenant ID. It is a quick process and formally recognises HIVO as a safe and admissible web application that removes any blocking by the firewall or email notifications going to spam. Once SSO is connected via HIVO technical support team, the HIVO instance will be detected in the browser by your SSO tenant ID and prompt a login screen, consistent with all other connected applications (same email and password) to your organization's SSO provider.
* Benefits of SSO include saving time on login processes, instantly being able to recognise all users across an organisation, and system security compliance.
#### Azure AD
* Azure Active Directory (Azure AD) is a fully managed multi-tenant service from Microsoft that offers identity and access capabilities for applications running in Microsoft Azure and for applications running in an on-premises environment.
* As Azure AD is an integral component for Office 365, Azure and Enterprise Mobility + Security and used by companies/organisations on a huge scale worldwide, it’s a convenient and secure option for our Clients to login to the platform using their Azure AD if they wish.
If you have any questions, don't hesitate to ask, we're always here to help!
# Removing, Deactivating a User
⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”**
### Removing a User
🔹 **Step 1: Accessing to User Profile**
* Admins can find other users under the **Client Profile** in the **‘Users’ tab.**
* Then, click on the Username you want to view/edit and Admins will be taken to that User Profile (user's information page).
🔹 **Step 2: Delete User**
* In the User Profile (user's information page), select **Delete User** option and confirm the deletion to complete the process.
***
### Deactivating a User
Instead of deleting, you can deactivate a user to prevent them from logging in.
🔹 **Step 1: Accessing to User Profile**
* Admins can find other users under the **Client Profile** in the **‘Users’ tab.**
* Then, click on the Username you want to view/edit and Admins will be taken to that User Profile (user's information page).
🔹 **Step 2: Choose Edit User Rights**
* In the User Profile (user's information page), find and **click "Edit User Rights".**
🔹 **Step 3: Uncheck the Active checkbox and click Submit.**
* Deactivated users will see a screen saying “Your account is awaiting activation” and will have an icon displayed next to their account.
* The deactivated user account will appear with the  icon next to it.
If you have any questions, don't hesitate to ask, we're always here to help!
# How to add a New User
Add an account, activate it, and invite the user
### How to add a New User
Enables Admins to maintain strict control over the onboarding of new members through a centralized process of profile creation, security permission assignment, and user authentication. Follow the detailed guide below:
#### 🔹 **Step 1: Accessing to User Profile**
* Admins can find other users under the **Client Profile** in the **‘Users’ tab.**
#### 🔹 Step 2: Adding a User
* **Create a New Account:** Navigate to the Users tab of the Client Profile and click the plus icon next to the search bar.
* **Fill Details information**: Click the user to fill out additional details such as email, phone, and avatar.
* **Assign Group (Should):** Once the name and email fields are populated, assign the user to the relevant User Group.
* **Activation:** By default, new users are not Active (unable to login).
* You must either add them to a Group with the "User is Active" right switched on (That means if you add a new user to an active group, the Active privilege will be inherited).
* Or Edit their individual profile to ensure this right is CHEKCK box "Active".
#### 🔹 Step 3: Inviting a User
Once the user is created and the "Active" right is enabled, you can send an invitation:
* **Email Invitation:** Under the User Profile, click More and select Invite User via Email to send automatic instructions.
* **Or Invite URL:** Alternatively, click Generate Invite URL to create a unique link that can be manually copied and sent.
👉 The user will be asked to set a password upon receiving the invitation. You may re-invite a user as many times as needed.
If you have any questions, don't hesitate to ask, we're always here to help!
# Profile
In the Profile Settings, users can manage and customize their personal information and preferences.
Below are the main features commonly available in this section:
* **Personal Information:** View and edit basic user details such as: Name, Email, Phone number, etc.
* **Reset Password:** Allows users to change their current password. Requires entering the old password and confirming the new password for security purposes.
* **MFA Configuration (Multi-Factor Authentication):** Enable or disable **Multi-Factor Authentication** to enhance account security.
* **Notification Settings:** Configure how you receive notifications: **Email** notifications, **In-app** notifications.
* **View Upload:** Review assets uploaded by the user on **HIVO**.
* **External Account (Third-Party Integrations):** Manage and configure linked third-party applications or tools (if applicable).
* **Dashboard Settings:** Options related to the interface: The **HIVO dashboard** provides a quick overview of key features and important information.
* **Logout on Other Devices:** A button to log out of the account on other devices to ensure safety when not in use.
If you have any questions, don't hesitate to ask, we're always here to help!
# MFA Configuration
Ensure that only you can access your account, even if your password is compromised
**MFA (Multi-Factor Authentication)** is a security method that requires users to verify their identity through multiple steps, providing enhanced protection for your account.
Benefits of Using MFA
* ***Enhanced Security:** MFA adds an extra layer of protection, safeguarding your account from password-guessing attacks.*
* ***Prevents Unauthorized Access:** Even if someone has your password, they cannot access your account without the OTP (One-Time Password).*
* ***Data Safety:** Protects personal data and sensitive information from being leaked or compromised.*
### How to set up MFA configuration
🔹 **Step 1: Access Your Profile**
* Click the **Avatar** icon located at the top-right corner of the interface and select **"Profile"** option.
* **Profile Information:** Includes personal details such as your name, email, and security options.
Access to Profile
🔹 **Step 2: Select “MFA Configuration”**
* In the Profile menu, choose the **MFA Configuration** option.
MFA Configure
* A pop-up window titled **Configure MFA Options** will appear.
Configure MFA options
🔹 **Step 3: Enable Two-Factor Authentication (2FA)**
* **Scan the QR Code:**
* Use an authenticator app (e.g., Google Authenticator, 1Password) to scan the displayed QR code.
* If you don’t have an authenticator app, download one from the Google Play Store or Apple App Store.
* **Enter the Verification Code:**
* Once the QR code is scanned, the app will generate a One-Time Password (OTP).
* Enter the OTP into the provided input field.
Configure 2FA
**Step 4: Click “Submit” to Save**
* After entering the OTP, click the **Submit** button to complete the configuration process
* When logging into the system, in addition to entering your **account password**, you will be required to input an **OTP** from your authenticator app (e.g., Google Authenticator, 1Password).
Request one-time verification code
Authentication code is sent to the authentication app
### How to set up MFA configuration for another user (Admin user only)
If you are an Administrator of your account, you can set up **MFA** for the users in the system by following these steps:
#### 🔹 **Step 1: Access the Client Profile**
* Click on the **Client Profile** icon located in the top-right corner of the screen.
Access to Client Profile
#### 🔹 **Step 2: Switch to the User Tab**
* Within the **Client Profile**, navigate to the **User** tab. Here, a list of users in the system will be displayed.
* Select the **User** for whom you want to set up MFA.
Select User
#### 🔹 **Step 3: Select “Impersonate User”**
* Click on the **Impersonate User** option to act on behalf of that user.
* **Note:**
* **Impersonate User** allows you to view the interface exactly as the user would see it.
* This mode is only active for the current tab.
* To stop impersonation, simply refresh the page.
Impersonate User
#### 🔹 **Step 4: Configure MFA**
* While in impersonation mode, set up MFA for the user by following the standard steps:
1. Inccess to **Profile** and to to the **MFA Configuration** option.
2. Scan the QR code using an authenticator app (e.g., Google Authenticator, 1Password).
3. Enter the OTP and click **Submit** to complete the setup.
Enable MFA today to ensure the highest level of protection for your account! 🎉
If you encounter any issues, contact the support team for assistance.
# Reset Password
Helps you better control and protect your account
The **Reset Password** feature allows users to change their current password to ensure the safety and security of their account.
### **When Should You Use the Reset Password Feature?**
* When you want to enhance security by regularly updating your password.
* When you suspect that your account may have been accessed without your permission.
* When you need to update to a stronger password.
### **How to Use the Reset Password Feature**
**Step 1: Access the Profile Settings**
* Click the **Avatar icon** at the top-right corner of the interface.
* Select **Profile** to open the settings page.
Access to Profile Setting
**Step 2: Select Reset Password**
* In the **Profile Settings** page, find and click the **Reset Password** option.
Select "reset password" options
**Step 3: Enter Password Information**
* Enter your **current password** and your **new password**.
* **Note:** Your new password should include letters, numbers, and special characters for maximum strength.
* Click the **Reset Password** button to confirm the change.
Change Password
{% hint style="info" %}
* After changing your password, you must use the new password to log in.
* If you encounter any issues while changing your password, contact the support team for assistance.
{% endhint %}
The Reset Password feature helps you better control and protect your account—use it whenever necessary! 🎉
# Manage Theme
With manage theme, Account Administrator can set and update account theme
Account administrators can set up and update account themes in just a few simple steps.
#### **1. Accessing Account Theme Settings**
Account administrators can set and update the account theme by:
* Opening the **Client Profile** page.
* Clicking **"Manage Theme"** to access theme settings.
Navigate to edit Manage theme
#### **2. Configuring Account Theme Colors**
* **Monochrome Theme**: This option keeps the platform clean and white, using the default **black and white** colors.
* **Primary Color & Secondary Color**: If you want to add more color to your account, you can customize the primary and secondary colors.
Configuring Account Theme Colors
#### **3. Setting the Avatar Image (Avatar Image URL)**
* The **Client Profile Avatar Image** appears next to the client name on the **Client Profile** page.
Avatar Image
* To set the avatar, you can use 1 of 2 following ways:
* Copy and paste a **publicly accessible link** to an image or logo. Ensure the URL is publicly accessible so that all users in the account can view the image.
Set avatar by URL
* Or **select an image from HIVO's library** by toggling the Select Asset toggle on and off, and selecting the desired image stored on HIVO.
Set avatar by selecting assets in HIVO library
#### **4. Setting the Banner Image (Banner Image URL)**
* The **Banner Image** appears in the top left-hand corner of your account, typically displaying your company's logo or the **HIVO logo**.
Banner Image
* To set the banner, you can use 1 of 2 following ways:
* Copy and paste a **publicly accessible link** to an image or logo. Ensure the URL is publicly accessible so that all users in the account can view the image.
Set banner by URL
* Or **select an image from HIVO's library** by toggling the Select Asset toggle on and off, and selecting the desired image stored on HIVO.
Set banner by selecting assets in HIVO library
#### **5. Configuring Font Settings (Font Family & Font URL)**
* **System Fonts**: Users can select a font for their account by clicking the **Font Family** dropdown and choosing from a list of common system fonts.
* **Custom Google Font (Google Font URL)**:
* If you want to use a **custom Google Font**, copy and paste the **font URL** into the designated section.
* You can browse and find font URLs on [**Google Fonts**](https://fonts.google.com/).
Font Setiings
If you encounter any issues, contact the support team for assistance.
# Dashboard
When you login to your HIVO account, you will be taken to the HIVO Dashboard.
The Dashboard in HIVO is a customizable interface made up of **multiple configurable sections**, providing users with quick and intuitive access to key information. Admins can adjust the components of the Dashboard to suit specific management, monitoring, and navigation needs within the system.
HIVO offers **two dashboard formats** for users to select and customize their working interface:
* **Default Dashboard**
This is the default interface displayed when users are not assigned to any customized dashboard. It provides basic components for quick access to key system features.
Default Dashboard
* **Custom Dashboard**
This is a personalized dashboard **configured by Admins** to suit the specific needs of individual users or user groups.
### How to Access and Configure Dashboards
**Admin users can access and configure dashboards** in one of the following ways:
* Go to **Client Profile** → **Settings** → **Dashboard Settings or**
* Go to **Profile** → **Dashboard Settings**
👉 From here, admin can:
* Define display content for specific users or user groups.
* Customize layout, background images, logos, and other interface elements.
* Assign appropriate dashboards to individual users or groups.
Dashboard Settings
#### 👉 Read more about [**customizing your Dashboard**](https://support.hivo.co/client-profile/client-profile-settings/dashboard-settings) here.
By customizing and organizing the components of the Dashboard, users can benefit from a personalized workspace that enhances efficiency and clarity in digital asset management.
# Upload
The Upload tool is a core feature of the HIVO platform.
Uploading Assets to your library is the first step for you to start managing your assets more easily 😘. And here are some important things to keep in mind when you upload new assets on HIVO:
{% tabs %}
{% tab title="Before uploading" %}
* Make sure you have the 'Can Upload Assets' permission. This permission is granted by the HIVO administrator.
* Prepare your asset files: HIVO supports many different file formats, including images, videos, audio and documents.
* Identify the metadata information you want to add to your asset. Metadata information will help you easily search and manage assets later.
{% endtab %}
{% tab title="While uploading" %}
* Can upload multiple assets at once (called batch) and perform a series of actions on those uploads, such as adding new metadata fields or running facial recognition on people detected in images or adding stickers to make it easier to find.
* You can add detailed information about your assets, such as description, copyright, and license.
* You can automate some tasks, such as creating thumbnails and detecting faces.
* You can track your upload progress in Upload Queue.
{% endtab %}
{% tab title="After upload" %}
* Your assets will be added to the Library or Collection or both
* You can bulk edit asset metadata information via Library Action or individual assets in the Asset Detail Page.
* You can share your assets with other users even if they are not internal, such as customers
* You can approve, create briefs and assign tasks associated with that asset and more!
{% endtab %}
{% endtabs %}
### Explore Upload Asset's features right here
# Uploading New Assets
To upload Assets to HIVO, a user will need to be Active and have the light user right "Can Upload Assets" turned on.
The **HIVO Upload Process** consists of **3 main steps**:\
1️⃣ **Add Assets** - Select assets, manage duplicate files, and rename files.\
2️⃣ **Tagging Assets** - Manually add tags to better organize data.\
3️⃣ **Asset Details** - Provide additional information such as copyright, license, permissions, and running automations etc.
### Step 1: Add Assets
📌 In this step, you can:
* **Drag & drop files/folders** into the browser, or
* Click the **"Add Files"** or **"Add Folder"** button to select the assets you want to upload.
💡 **Note:** If you upload a **folder**, its **structure will be retained** in HIVO unless you modify the path in the '[Asset Details](#step-3-asset-details)' step.
Add Assets
#### **🔍 Check & Manage Duplicate Assets**
HIVO automatically **detects duplicate files** by comparing **file names, sizes, etc.**\
If duplicates are found, you will see a **"View Duplicates"** button. Click it to check details and remove duplicates if needed.
👉 To rename assets during upload [See Renaming Assets During Upload section](/upload/renaming-assets-on-upload).
👉 To remove assets during upload [See Remove Duplicates on Upload section.](/upload/remove-duplicates-during-upload-view-duplicate)
View Duplicates
***
### Step 2: Tag Assets
📌 After selecting assets to upload, click **"Next"** to proceed to the **tagging step**. The next step is 'Tag Assets', where you can add labels to all selected Assets.
* **Tags** help you organize assets more efficiently, such as by **event name, department, etc.**
* Adding as many related labels as possible will make it easier for you to search for Assets by those label values later, see more '[Tagging Asset](https://support.hivo.co/~/changes/eaCuYFhybbREuBouwZp6/assets/tagging-assets)'.
#### How to add tags?
✅ Select from a **pre-configured** list of tags set by the Admin, or\
✅ Enter tags manually in the **"Your Tags"** free-text field.
💡 **Notes:**
* An asset can have multiple tags.
* You can tag **only a selection of assets** instead of all.
* Click the question mark (?) icon in the top right corner to learn more about adding tags, including how to only tag a selection of Assets.
Tagging Assets
⚙ Admin users can customize the default available manual tags in the [Uploader Settings](https://support.hivo.co/~/changes/eaCuYFhybbREuBouwZp6/client-profile/client-profile-settings/uploader-settings) (Client Profile => Settings => Uploader Settings).
***
### Step 3: Asset Details
📌 In this step, you can **add additional details** for the selected assets.
💡 **Note:**
* Settings in this step apply to **all selected assets**.
* The more detailed the asset information the easier it will be to find your assets later.
👉 **It’s recommended to keep** ✅ **"Create Thumbnail"** and **"Create Web Version"** enabled for optimal display.a
Asset Detail Page
There’s a number of input fields here:
Types
Discription
Description
A short description for the Assets. This will be added to each Asset’s metadata.
Copyright
Add property owner. This will be added to each Asset’s metadata.
License
What is the license for the Assets? This will be added to each Asset’s metadata.
License Expiry Date
Optionally set a Date on which the Asset's license will Expire.
Attached Asset
Select a related Asset such as a release form. You will be able to see related assets under the ‘Related’ section of the Asset Detail page. The ‘+’ icon on the selector will allow you to attach a new asset that doesn't exist on HIVO.
Task
Add the Assets to a given Task.
Collections
Add the Assets to a given Collection.
Folder Path
Enter in a new folder path for the Assets. This will overwrite any existing folder structures on the Assets if set.
Production Date
Optionally add when the Asset was created. You will be able to search for these Assets by production time range in the Library and elsewhere if this has been set.
Location
Add a location for where the Assets were created (which later can be searched by).
Permissions
Assign permissions to Users for the Asset selection.
Archive Date
Set a date at which the Assets will automatically expire and become archived.
Sensitive
Mark the Assets as being sensitive.
Asset Approval
Optionally set an Approval Request form. Asset Approval(s) will be launched based on this form after the Asset(s) are successfully uploaded, see more Asset Approval.
#### Automations
HIVO offers automation tools to **save time and effort**. Some key automation features include:
Additional Automations
Specifically, the automation tasks are as follows:
Types
Discription
Tag Prediction
Automatic tags will be added to the Assets, see more 'Tagging Asset'.
Face Detection
Automatically detect faces appearing in assets, see more 'Recognition'.
Image Caption Prediction
This feature allows you to generate captions for images automatically.
Create Thumbnail
A ‘thumbnail’ version will be added to each asset. This version is a 450x450 .jpeg with a small (~15kb) file size, which will be used as a small preview within HIVO (e.g. in the Library).
Create Web Version
A ‘web’ version will be added to image Assets. This version will retain the image aspect ratio, but be scaled down to have a maximum width/height of 2048px in order to reduce the file size and load faster.
A 'square' version will be added to image assets. This version is a size of 1048px.
Create "edm header" Version
A 'edm header' version will be added to image assets. This version is a size of 800x200 .jpeg.
Create Custom
For image Assets, create a ‘custom’ version. Clicking the checkbox will open a list of properties for this version, such as the image type or height/width.
Skip Approval Step for Uploads
Only for users with approval rights or users in a group that allows skipping approval of uploaded assets, see more 'Upload Approval'.
Admins can add additional metadata fields and set the default value given to the permissions field by going to the Client Profile => settings tab => uploader settings.
Note: The '[Blacklisted Tags](https://support.hivo.co/~/changes/eaCuYFhybbREuBouwZp6/client-profile/client-profile-settings/blacklist-settings)' setting is a way to prevent specific listed auto tags from being automatically added to asset tags.
# Remove Duplicates During Upload (View Duplicate)
This page explains how users can remove duplicates when uploading new assets into HIVO via the Upload tool
When uploading multiple **Assets** to HIVO at once, you may accidentally upload files that are duplicates of **existing Assets in the Library** or **Assets pending approval**. The **"View Duplicate"** feature helps you easily detect and manage these duplicates before uploading, preventing unnecessary storage of duplicate Assets 😍.
### 1. Add Assets to Upload
* Use the **Upload** tool to add the Assets you want to upload to HIVO.
* You can add individual files or select an **entire folder** containing the Assets.
### 2. Check for duplicates
After adding files or folders, click on the **"View Duplicate"** button to check for any duplicate files.
View Duplicates
### 3. View duplicate information
When you click **"View Duplicate"**, a pop-up window will display comparison information between:\
✅ **The Assets being uploaded** and\
✅ **The existing Assets in the Library**
The pop-up includes:
* **The number of duplicate Assets found**
* **Details of existing Assets** (Name, creation date, size, etc.)
Compare asset information
### 4. View details of existing Assets (optional)
You can view more details about existing Assets before deciding whether to delete an Uploaded Asset or not. Simply click on the Asset name in the pop-up window to go to the corresponding Asset Detail Page.
View Asset Detail Page
### 5. Handle Duplicate Assets
Based on the comparison information, you can decide to:\
✅ **Keep and upload new Assets** (if the content is different from the existing Assets).\
🗑 **Delete the uploaded Assets** (if the content is exactly the same).
Select between or delete duplicate assets
Remove duplicate assets
**👉 Example Scenario:**\
You are uploading **10 product images**. After checking for duplicates, the system notifies you that **2 images are duplicates** of those already in the Library. You can:
* Click on the duplicate image name to view details on the **Asset Detail Page**.
* If the new image has a different angle or updated content, you can **keep and upload it**.
* If the new image is identical to the old one, you can **delete the new upload** to avoid duplication.
If you have any questions, don't hesitate to ask, we're always here to help!
# Renaming Assets on Upload
This page explains how users can bulk rename assets or file names when uploading new assets into HIVO via the Upload tool
HIVO allows you to **rename assets (Assets) during the upload process**. You can:
* **Batch rename** multiple assets at once.
* **Individually rename** each asset as needed.
👉 **Note:** Admin can set **default naming conventions** for your account at: **Client Profile > Settings >** [**File Name Settings.**](https://support.hivo.co/client-profile/client-profile-settings/filename-setting)
### **Rename according to pattern**
📌 In the **Asset Name** box:
* **Enter the desired pattern name:** You can combine custom text (e.g., HIVO) with the {original name} pattern to create a new name, such as HIVO {original name}.
* **Automatic Pattern Application:** Instead of having to manually click the "**Apply pattern"** button as before, the system now **automatically applies naming rules** the moment you make a change. When you switch from one pattern to another (e.g., from {HIVO} to {Original name}), the names of all related assets will be instantly updated to the new format.
### Change individual names
During the upload process, if you want to give a unique name to one or more specific assets, follow these steps:
* Enter the new name directly into the Name field corresponding to the specific asset you wish to modify.
* If you delete the name and leave it blank, the default asset name will be original name.
👉 Note: If you use the "Rename according to pattern" feature after manually renaming an asset, that manual name will be overwritten to match the selected pattern logic.
### **Sort Assets**
Change the display order of your files before the naming rules are applied:
* **Default Order**: The original sequence based on the order in which you selected the files for upload.
* **Name (Up/Down Arrow)**: Sorts files alphabetically from A-Z or in reverse from Z-A.
If you have any questions, don't hesitate to ask, we're always here to help!
# Upload Queue and Errors
The upload queue is where you can view the progress of your upload
### Upload queue
After starting an upload, you will be directed to the **Upload Queue**, where you can:\
✅ **Manage the upload process**.\
✅ **Track the upload status of each file**.
💡 **Note:**
* You **don’t need to stay on this page**, but **HIVO must remain open in your browser tab** until the upload is complete.
* You can access the **Upload Queue** by **clicking the progress indicator** next to your company logo in the top left corner.
How to navigate Upload Queue
#### 'Queue' Tab
* Under the ‘Queue’ tab, you’ll see sections for ‘In Progress’ and ‘Queue’. You can **pause/resume the upload** by clicking the icon next to the ‘In Progress’ heading.
* **‘Queue’ Section**: Displays **files waiting to be uploaded.**
👉 You can **remove Assets from the upload** by clicking the ‘X’ icon - use the icon next to an Asset name for just that Asset, or next to the ‘Queue’ heading for all remaining Assets.
Upload Queue
👉 The ‘Queue’ section will show the order in which Assets will start uploading (Assets at the top of the queue will be added to ‘In Progress’ next). You can click the up arrow next to Assets to **push them to the front of the queue**.
Push asset to the front of the queue
### Upload Errors
* The **‘Errored’ Tab** lists **files that failed to upload**. Common reasons include:\
❌ **Empty files** (0-byte size).\
❌ **Weak internet connection**.
* You can **add these Assets back to the Upload Queue** by clicking the ‘**Retry**’ arrow icon.
### Upload Successful
* In the **‘Successful’ Tab**, you will find a list of **files that have been added to the Library**. Click the Asset name to navigate to that [Asset’s detail page](https://support.hivo.co/assets/asset-detail-page).
💡 **Note:** Some properties, such as **auto-tagging and facial recognition**, may take **a few minutes to process** after upload.
Upload Successful Tab
If you have any questions, don't hesitate to ask, we're always here to help!
# Assets
All digital files (eg. documents, photos, videos and audio files) stored within HIVO are named Assets.
The **Asset Page** is where all digital assets uploaded by users or user groups to the HIVO system are stored and displayed. It serves as a central hub for viewing, managing, editing, setting permissions, and utilizing assets for communication, internal, or commercial purposes.
### 1. Accessing the Asset Page
You can access the Asset Page by:
* Navigating to **Library**, selecting any asset, then double-clicking the thumbnail image or clicking the **down arrow icon** → selecting **View Details**.
* Alternatively, after uploading, select the asset from the list and click **View Asset**.
### 2. Key Information displayed on the Asset Page
On the Asset Detail Page, you will see:
* [**Asset Preview**](https://support.hivo.co/assets/asset-preview-page): A visual preview or image of the asset.
* **Name & Description**: The asset’s name and content description (if available).
* [**Metadata**](https://support.hivo.co/assets/asset-metadata): Detailed information such as creation date, uploader, file size, format type, copyright, license, etc.
* [**Tags**:](https://support.hivo.co/assets/tagging-assets) Keywords associated with the asset to support searchability.
* [**Versions**](https://support.hivo.co/assets/assets-permission): Different versions of the asset, such as the original file, web version, thumbnail, or watermarked version.
* **Related Assets**: Assets linked to the current one (e.g., attached contracts, edited versions).
* [**Collections**](https://support.hivo.co/collections) **/** [**Tasks**](#id-1.-accessing-the-asset-page): Indicates if the asset belongs to any collection or task.
* [**Permissions**:](https://support.hivo.co/assets/assets-permission) List of users allowed to access, edit, or download the asset.
* **History**: A log of actions such as updates, downloads, shares, or approval workflows.
* **Comments**: A section for leaving feedback or internal notes related to the asset.
Asset Detail page
### 3. Actions you can Perform
* [**Download**:](https://support.hivo.co/assets/download-assets) Download the asset in available versions (original, thumbnail, web, etc.).
* [**Edit Metadata**:](https://support.hivo.co/assets/asset-metadata#how-to-edit-metadata-on-the-asset-detail-page) Update descriptions, keywords, copyright info, location, etc.
* [**Add Tags**](https://support.hivo.co/assets/tagging-assets): Insert keywords to enhance search performance.
* **Link Related Assets**: Attach relevant assets such as approval forms or copyright documents.
* [**Set Permissions**:](#id-1.-accessing-the-asset-page) Edit access rights (view, edit, approve, etc.).
* [**Add to Collection**](https://support.hivo.co/collections/add-asset-to-the-collection): Organize the asset into folders or collections.
* [**Approve / Reject**:](https://support.hivo.co/approvals/asset-approvals) Approve or reject the asset in a review workflow (if enabled).
* [**Share Asset**:](https://support.hivo.co/assets/sharing-assets-via-url-link)
* Generate a shareable link (with expiration or download settings if needed).
* Choose whether to allow download or preview only.
* Share directly with specific users or external collaborators.
* [**Comment**:](https://support.hivo.co/assets/commenting-on-assets)
* Leave comments or feedback for other users.
* Reply to or resolve comments (great for internal reviews or collaboration).
* [**Archive Asset**:](https://support.hivo.co/assets/archiving-assets)
* Move the asset into archive state for long-term storage.
* Archived assets are not shown in the default Library view unless filtered.
* [**Mark as Sensitive**:](https://support.hivo.co/assets/archiving-assets)
* Restrict asset access to specific roles or teams.
* Helps control internal usage of confidential materials.
* [**Version Actions**:](https://support.hivo.co/assets/asset-versions)
* View, download, or compare different versions of the asset.
* Upload a new version to replace or update the current file.
* Restore a previous version if needed.
* [**Delete Asset**:](https://support.hivo.co/assets/removing-and-deleting-assets)
* Permanently delete the asset (only available to authorized users).
If you have any questions, don't hesitate to ask, we're always here to help!
# Asset Detail Page
The Asset Detail Page is the page that displays all information about an Asset, including the ability to comment and share the Asset with other users.
### How to access the Asset Detail page
To view the details of an asset on the HIVO system, you can do one of the following two ways:
#### **🔹** **Method 1: Open via** [**Asset Preview** ](https://support.hivo.co/assets/asset-preview-page)**window**
* Double-click the thumbnail of the asset in the Library.
* The Asset Preview window will open.
* Click the asset title at the top of the window to open the Detail Page.
Open via Asset Preview window
#### **🔹** Method 2: **Access directly from the thumbnail**
* In the Library view, hover over the asset’s thumbnail.
* Click the down arrow in the bottom-right corner of the thumbnail.
* Select **“View Details”** from the dropdown menu
Access directly from the thumbnail
### Asset Detail Page
Asset Detail Page can be seen below:
1. **Asset Viewer**
* View different versions of the asset (Original, Thumbnail, Web, Cropped, etc.).
* Download the asset (arrow icon next to the asset name).
2. **Annotation Toolbar**
* Helps users draw, highlight, insert symbols, and undo/redo actions directly on the asset image.
* Commonly used for providing feedback or annotations on the image.
3. **Asset Action Toolbar**
* Includes icons such as info, tags, settings, editing tools, link, comments, notifications, updates, etc., allowing quick interactions with the digital asset.
Asset Detail Page
If you have any questions, don't hesitate to ask, we're always here to help!
# Asset Full Screen mode
Asset-focused mode, which helps users monitor and manage the collaboration process
HIVO's Full Screen View is designed for **detailed checking, marking locations and requesting adjustments, and focused tracking of the approval process** on a specific asset.
* To navigate Full Screen mode, from the Asset Detail page, select the full-screen icon (next to the version name).
* To exit Full Screen mode, use the **"ESC" shortcut key** or click the **"X" icon** in the top left corner (next to the asset name).
👉 The Full Screen mode is organized into key areas, each serving a specific function:
#### **🔹 Asset Preview**
* Asset Preview: Allows for the inspection of the asset's quality, color, and detailed content (e.g., checking for spelling errors in images or videos).
* Version Dropdown (e.g., "web"): Allows you to select between different versions of the asset (e.g., the original version, a resized version, a print version).
* [**SMART COMPARE**](https://support.hivo.co/approvals/smart-compare)**:** Compares the current version with another version, enabling users to evaluate the changes between the two versions (e.g., comparing the original version with the color-corrected version)
#### **🔹** Left Sidebar Toolbar
This toolbar supports annotation and provides tools including:
* **Hide Existing** (Eye icon): Hides all previously added annotations.
* **Annotation Tools**: Provides tools for drawing, highlighting, adding text directly onto the image, and a measure tool. This feature allows users to precisely indicate the location requiring edits or points of attention on the asset before submitting feedback.
* **Rotate**: Allows the asset to be rotated 90 degrees clockwise (to the right).
* **Undo**: Allows undoing or redoing the recently performed annotation actions.
* **Clear** (X icon): Deletes the markings and comments currently being made/in progress.
#### **🔹** Request and Approval management area
The right section supports communication and approval workflow management:
* **Comment management:** Click on the marked location on the asset to view the corresponding comment.
* **Approval Workflow Management:** Track and manage the approval process, including requests for adjustments/edits.
If you have any questions, don't hesitate to ask, we're always here to help!
# Asset Preview Page
Quickly view details about an Asset
The Asset Previews feature in HIVO allows you to quickly see details about an asset without having to open the full details page. This guide will explain how to use the Asset Previews feature effectively.
#### How to Open & Close Preview Asset
* **Open Assets Preview**
* Simply double-click the asset thumbnail.
* Or Select any asset you want to preview by clicking on it. Then, press the **Space Bar** once.
* **Quick Navigation:**
* When the preview window is open, you can use the **left/right arrows or keyboard** arrows to navigate between assets.
* You can quickly browse through a series of images (or selected assets) without having to go back to the Library to select the next asset you want to preview.
* **Close Assets Preview**
* Press the **Space Bar** again
* Or click anywhere outside the preview to close it and return to the main library view.
Cycle between Assets
### **Information available on the Asset Preview Page**
When you open an asset preview, you can see the following information:
**1. Name & Versions**
View and download different versions of the asset that are available.
**2. Properties**
View all detailed information about the selected asset, include:
* **Asset Added:** The date when the asset was added to the system, along with the uploader’s name.
* **Version Added:** The date when the current version of the asset was created.
* **License Expiry Date:** The date when the asset’s usage license expires.
* **Sensitive Date:** The date when the asset is marked as sensitive (if applicable).
* **Archive Date:** The date when the asset is moved to the archive state.
* **Asset ID:** The unique identifier assigned to the asset in the system.
* **Type:** The file format of the asset (e.g., `image/jpeg`, `video/mp4`, etc.).
👉 Click on the Type to search for assets of the same type.
* **Size:** The file size (in KB or MB).
* **Dimensions:** The image dimensions (width × height, in pixels).
* **Views:** The number of times the asset has been viewed, along with the last viewed time.
* **Batch:** The upload batch to which the asset belongs.
👉 Click **“Filter by Batch”** to view all assets uploaded in the same batch.
**3. Tags**
The **Tags** section displays descriptive keywords assigned to the asset, helping users easily **search, categorize, and manage** their assets.
👉 Click a specific tag to search for assets containing that tag.
By utilizing the Asset Previews feature in HIVO, you can efficiently manage and review your assets without the need to open each one fully.
If you have any questions, don't hesitate to ask, we're always here to help!
# Asset Versions
An Asset Version is a derivative of a file that is based on the original source.
An Asset on HIVO can have many different versions, such as original, web, thumbnail, watermarked and any other version, etc. Each version of an Asset represents a separate file with different sizes and properties. The metadat on Asset versions, however, is kept the same to avoid duplication of assets stored in your account.
## Viewing Different Versions on Asset Detail Page
In the example image, there are multiple versions of the same Asset (eg. original, thumbnail, web versions). You can click on the different versions to view, comment or perform actions on them.
See Different Version
## Adding New Versions on Asset Detail Page
To upload a new versions of an Asset, click the plus sign (+) next to existing versions of Assets. A dialog box will appear asking you to enter the version name and choose file from your computer to upload.
* Enter a name for the new Version
* Select the new Version from your computer.
* Click 'Start Upload'. The file will be added to the '[Upload Queue](https://support.hivo.co/upload/upload-queue-and-errors)'.
Add New Version of an Asset
Upload and Name a New Version
## Automated Versioning
HIVO will automatically generate **web**, **thumbnail, super-resolution and watermarked** **versions** of Assets. This can be done while uploading by ticking the respective options under the ‘Automations’ section of the [‘Asset Details’ step](/assets/asset-detail-page), or using the ‘Automations’ option in [Library Actions](/library/library-actions).
Note: Admins can configure the settings for automated versions from the [Version Settings page](/client-profile/client-profile-settings/asset-and-metadata-management/version-settings) in the Client Profile.
Create Automated Version when uploading Assets
## Create a Super Resolution Image
Users can up-res, or increasae the quality, of an image from the Asset Detail page. The ‘Generate super-resolution’ may be used on small (< 16 MB) .jpeg or .jpeg images. This option will use AI to generate a larger version with increased resolution.
How to create Generate super-resolution image:
* Navigate to the Asset Detail page
* Select the Asset version you would like to improve the resolution for
* Click on the spanner customisations icon
* The click the Actions button
* Then click 'Create Super Resolution Version'
👉 **See more:** [Watermarking](https://support.hivo.co/assets/watermarking) for more details on watermarked Versions.
# Tagging Assets
Tags greatly enhance the ability to find particular Assets in the Library via improving the general search and tag filters.
## What is Tag? 🤔
Tags are keywords that help you easily search for specific resources in HIVO's library. By using tags in **combination with comprehensive search and filtering by tags**, you can save significant time when you need to find resources.
What are tags used for?
Tags help you easily search for specific assets using the search bar and tag filters. Instead of having to remember the exact name or description of the asset, you can simply enter the relevant tag for a quick search. Categorization Categorizing assets by topic, content type or project helps narrow your search and save time.
👉 In HIVO there are 2 types of Tags: **Manual tags and Automatic tags**
## Manual tags
* Manual tags are those that have been inputted by a User or are taken from basic Asset information such as the filetype or Asset name.
* You can create a list of tags by categories in [Uploader Settings](https://support.hivo.co/client-profile/client-profile-settings/uploader-settings) (Client Profile => Settings => Uploader Settings) and when uploading assets, you just need to select the tag from the created list. Or **enter directly into the 'Tag' box before pressing 'Upload'.**
Uploader Settings
Manual Tags
## Automatic tags
Automatic tags are created using AI to detect a wide range of subject matter within Assets (e.g. tree, horse, mountain). This significantly reduces the amount of tags that would have to be added manually.
### 👉 To create automatic tags on Uploading Asset
When Uploading assets, in the '**Asset Detail**' step, you can tick or untick '**Tag Prediction**' to enable/disable automatic tag creation status (you can also set the default in the [Uploader Settings](https://support.hivo.co/client-profile/client-profile-settings/uploader-settings) section). HIVO will automatically suggest tags based on the content of the photo based on analysis of objects contained in the asset. See more '[Uploading New Assets](https://support.hivo.co/upload/uploading-new-assets)' here.
Tag Predition
### 👉 To create automatic tags on existing Assets
Either click the ‘**Suggest Tags**’ option inside an Asset Detail page. This may take some time to complete, particularly for video Assets, and is currently supported for most image and video file types.
Create automatic tags on exiting assets
### 👉 To create automatic tags on Video
* When videos are automatically tagged by HIVO, a timeline is saved to the video Version. The timeline can be viewed by clicking the Show Tags icon on the video player (*Automatically tagging videos may take longer than photos*).
Create automatic tags on Video
* Upon clicking the tag icon, the video player drops down to reveal all tags predicted by Amazon's Rekognition Technology. Each tag exists on the graph as colored line, where the X-axis is the position of the tag in the video, and the Y-axis is the confidence score of the tag (from 60% to 99%). Click a tag to view the timeline for the particular tag.
## How to Edit Tags
You can edit tags for individual resources or for multiple resources at once. HIVO offers two methods to do this:
### Edit Tag directly on Asset Detail Page
{% hint style="info" %}
**Note:** *Only applicable to individual resources, because you are actually acting on an asset.*
{% endhint %}
* [Select Asset](https://support.hivo.co/library/selecting-assets) => Select View Detail. From here, you'll see all the tags (including manual and automatic tags) in your Content selection.
* Click tags to modify their status
* Click on the '**Type and hit Enter**' box to select a tag from the pre-created list and click on the X (next to the tag name) to delete the tag.
* For the Automatic Tag section, click the X (next to the tag name) to delete the corresponding tag (these tags are completely automatically created by Amazon's Rekognition technology so you can only delete them without adding new ones). If you want to remove them all, click the X next to Automatic Tags.
Edit directly on Asset Detail Page
### Edit Tag through Folder Action
{% hint style="info" %}
**Note:** *Edit in bulk and apply to all Assets contained in that Folder*
{% endhint %}
**For example**, if you tag folder 2022 with Brand, all assets contained in folder 2022 will have the tag Brand, the same goes for deleting the tag.
* In Library, select Folder => [Folder Action](https://support.hivo.co/library/folder-actions) => Edit Tags.
* At this time, the Edit window will appear, Click '**Add New Tags**' to add new tags, and '**Remove Existing Tags**' to delete the attached tags.
Edit tag through Folder Action
### Edit Tag through Library Action
{% hint style="info" %}
**Note:** *Applies to multiple assets at the same time; when you want to customize a tag corresponding to a group of assets.*
{% endhint %}
[Select Asset ](https://support.hivo.co/library/selecting-assets)whose tags you want to edit (You can hold shift and move the mouse to select multiple assets). In the Library Actions window, select ‘**Edit Tags**’
Edit Tag through Library Action
You'll get to where you can edit tags for selected content. This section displays a list of all tags currently associated with the selected asset.
#### View Mode Edit Tag
* individual mode Edit tag: displays an asset and tags related to that asset.
Individual mode Edit tag
* View all Edit tag: display all assets and all tags tags include: Tags contained in all assets and tags contained in only some assets (The number of assets with tags is displayed in parentheses).
View all Edit tag
#### Tag Actions
* Add Tag allows you to add new tags to all selected content. You can enter tag names manually or select them from a list of pre-installed tags.
* Delete tags (click the X next to the tag name) allows you to remove selected tags from all selected content.
Tag Action
#### Select Asset
* Number of currently selected assets is displayed at the top of the page.
* Filter assets: This button allows you to filter the asset display list by specific criteria (default) such as Name, Production Date...
* Currently selected asset: Click on the asset to select, click again to deselect.
Tag display status of the selected asset
#### Navigate page
Previous and Next buttons: These buttons allow you to navigate between pages of content if there is more content than can fit on one page.
Navigate page
Using tags makes it easy to track and access necessary assets when needed. So, don't ignore this feature.
If you have any questions, don't hesitate to ask, we're always here to help!
# Commenting on Assets
The Asset Detail Page is the page that displays all information about an Asset, including the ability to leave comments on the asset.
The Comments feature allows users to add **feedback directly on a specific version of an asset,** comments can be added to **different types of assets**, **manage comment threads**, and collaborate with teammates using replies and **@mentions.**
👉 Users can comment on:
* **Images** - Add annotations directly on specific areas of an image.
* **PDF/ Documents** - Add comments and markups across pages.\
This includes **Multi-Page Markup Support**, allowing users to place annotations on multiple pages within a single comment thread.
* **Videos** - Add comments tied to a specific **timestamp** in the video.
This feature helps teams discuss feedback, suggest edits, and collaborate directly on the asset being reviewed.
### How to Comment on Asset Versions
The following steps describe the **general process for adding comments to assets**. For certain asset types such as [**PDF documents**](https://support.hivo.co/assets/commenting-on-assets#id-1.-document-comments) **and** [**videos**](https://support.hivo.co/assets/commenting-on-assets#id-2.-video-comments), HIVO provides additional commenting capabilities. You can refer to the sections below for more details.
🔹 **Step 1: Open the Asset Version**
* Open the [**Asset Detail page** ](https://support.hivo.co/assets/asset-detail-page)and select the **specific version** of the asset you want to review.
🔹 **Step 2:** Open the **Comments Tab**
* The comments tab is located to the right of the and accessible by clicking on the speech bubble icon.
🔹 **Step 3: Comment on Asset**
* **Viewing existing comments:** You can view all comments that have been created by other users. These comments will be visible when you click on the Comments icon if any exist.
* **Create a new comment**: Use the "New Comment" box to write your comment. You can use text formatting options (markdown) if needed.
* **@ Mention another user:** Use the @ icon or type @FirstName to mention another user in your account in the comment.
🔹 **Step 4: Managing Comments**
* **Editing Comments:** Users with permission can edit their own comments. To edit a comment, a user should click on the comment they posted, look for an edit option (pencil icon), make the necessary changes, and then save them.
* **Deleting Comments:** To delete a comment, a user should click on it and look for a trash bin icon or a 'Delete' option. The user may need to confirm the deletion if prompted.
* **Filtering Comments:** Users can filter comments by user or date. This helps in keeping track of specific conversations.
* **Searching:** Users can use the search box to find specific keywords or phrases within the comment threads.
👉 Note: the "Request Changes" and "Resolved" functions are linked to Asset Approvals. Read more about [**how to review and approve versions** ](https://support.hivo.co/approvals/asset-approvals#reviewing-commenting-on-and-approving-asset-versions)of assets here.
### Asset Comment Tools
Comment tools allow users to add clear and precise feedback directly on assets.
Available tools include:
* **Select Tool:** Allows users to click and select specific areas of an asset for precision commenting.
* **Pen Tool**: Enables users to draw freehand annotations directly on the asset.
* **Line Tool:** Helps in adding straight lines to underline or point to specific sections.
* **Highlight Tool:** Allows users to highlight text or areas to emphasize important parts of an asset.
* **Rectangle Tool:** Lets users draw rectangles around areas to isolate and comment on specific portions.
* **Text Tool:** Provides the ability to type comments or annotations directly onto the asset.
* **Undo:** Offers a way to reverse the last action if a mistake is made.
* **Clear:** Allows users to remove all annotations and start over.
These tools help make feedback **clear, visual, and actionable**.
### Commenting on Different Asset Types
#### 1. Document Comments
For **PDF and document assets**, users can add annotations on **multiple pages within a single comment**, helping consolidate related feedback.
**How to add multi-page comments on PDFs or documents:**
1. **Select a markup tool** (Select, Pen, Rectangle, Highlight, etc.).
2. **Mark the location** on the page where a change or feedback is required.
3. Use the **page navigation buttons** to move to another page.
4. **Mark additional locations** on other pages that also need feedback.
5. After marking all required locations, **add a comment describing the changes needed** for those marked points.
This allows reviewers to **identify multiple issues across different pages while keeping all feedback organized in a single comment thread.**
#### **2. Video Comments**
Comments on videos are attached to a **specific timestamp**. When a comment is added:
* A **comment marker** appears on the video timeline.
* The comment remains visible for a few seconds after the timestamp.
* Clicking the marker on the timeline will **jump directly to that comment**.
Each user has a **unique color indicator** for their comment markers.
### **Notifications and Mentions**
* **Instant Notifications:**
* Notifications can be enabled to alert users when comments are made or replies are posted.
* These notifications can be configured to be sent via email or as in-app notifications.
* **Mentioning Users:**
* Users can mention team members in comments by using the "@" symbol followed by their username.
* This sends a direct notification to the mentioned user.
By using advanced comment features and best practices, teams can significantly enhance the effectiveness of comment management, leading to better collaboration, increased efficiency, and clearer communication.
# Assets Permission
The Asset Detail Page is the page that displays all information about an Asset, including the ability to comment and share the Asset with other users.
Asset permissions in HIVO are essential for controlling who can view and modify assets and to what extent. This guide will help you understand and manage asset permissions effectively.
### **Overview of Asset Permissions**
Permissions determine user access to assets and their versions. When a user has access to an asset, they generally have access to all versions within that asset. However, if the user’s ‘***Can View Image Original Versions***’ right is toggled off, they will only see non-original, watermarked versions. This setting is often used alongside watermarking to restrict access. For more information on watermarking, see the relevant section. See more "[Edit User Rights](https://support.hivo.co/client-profile/users/list-of-user-rights)" here.
Asset Permission
### **Viewing and Editing Permissions**
You can view and edit asset permissions on the ‘Permissions’ tab of the Asset Detail page, accessed via the gear icon.
* This tab shows the access levels of all users, including those with inherited permissions from Collections.
* To modify permissions, click the ‘Permissions’ heading to open a popup.
Edit Asset Permission
👉 **Note that:** *Permissions inherited from Collections must be changed within the Collection itself.*
### **Permission Tiers Explained**
All permission tiers grant viewing permissions for the asset. Here’s a breakdown of the additional permissions each tier provides:
* **Can View**: Users can view the asset and its versions.
* **Can Share**: Users can share the asset with others.
* **Can Edit**: Users can make changes to the asset.
* **Add Versions**: Users can add new versions to the asset.
* **Full Access**: Users have all permissions, including viewing, sharing, editing, and adding versions.
### **Modifying Permissions for Multiple Assets**
To change permissions for multiple assets simultaneously, use Library Actions. This feature allows for bulk editing, saving time and ensuring consistency across your assets.
Edit Permission for Multiple Assets
**Key Points to Remember**
* Users with access to an asset can view all versions unless restricted by the ‘Can View Originals’ right.
* Permissions can be viewed and edited on the Asset Detail page under the ‘Permissions’ tab.
* To modify permissions for multiple assets, use Library Actions.
* Different permission tiers provide varying levels of access, with ‘Full Access’ granting complete control.
By managing asset permissions in HIVO, you can ensure that your assets are secure and accessible to the right users.
# Resize Asset
Quickly resize assets to the desired size
The **Resize Asset** feature allows you to **create a new version of an image** with different dimensions from the original file — ideal for social media, web banners, or optimizing storage size.
With the feature, you can:
* Choose from **preset sizes** or enter **custom dimensions**.
* **Add background colors** for transparent PNGs.
* **Select output file format** and adjust **compression quality**.
* Save the resized file as either a **new version** or open iamge editor for further advanced editing.
### How to use Resize asset
### 🔹 **Step 1: Open the Resize Asset Window**
* Go to the **Asset Detail Page** of the image you want to resize.
* Click the **“+” icon** (next to the asset name).
* Select **Resize** to open the resizing interface.
### 🔹 **Step 2: Enable and Select Size**
* After clicking **RESIZE**, the resize configuration panel will appear.
* You can choose from the following options:
* **Preset Sizes:** Choose one of the standard size templates: Small ($$512×auto$$), Medium ($$1024×auto$$), Large ($$2048×auto$$), or a Template (e.g., $$2048×2048$$).
* **Custom Size:** Select Custom to manually enter your precise desired values on the right panel:
* Width: The desired width (in pixels).
* Height: The desired height (in pixels).
* **Allow Enlargement to Fit** (Optional) **:** Enable this option if you want the image to be enlarged to fit the new size, even if it may slightly reduce image quality.
#### 🔹 Step 3: Advanced Customization
Expand the **ADVANCED** section to fine-tune the output file:
* **Add Background (for PNGs)**: Applies a background color (using Hex code) to transparent PNG files. Click the pencil icon to enter the Hex code (e.g., `#ff0000`).
* **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.
* **Tyepe:** Select the output file format ass **JPEG** or **PNG or WEBP or TIFF**
* **Quality:** Set compression quality for the output file (for JPEG). Value ranges from **1 to 100** (100 = highest quality).
* **Anchor Point:** Specify the focal point to retain when using **Fit: Cover** (e.g., Center, Top, Bottom, Left, Right)
#### 🔹 **Step 4: Start Resize asset**
Once all settings are configured, besides the basic (default) save option, HIVO offers an additional powerful choice to continue your workflow:
* Basic Option (default): **START RESIZE**
* Saves the asset immediately as a new version with the selected dimensions.
* Advanced Option: **OPEN IMAGE EDITOR**
* Opens the resized version in the dedicated Image Editor for further advanced editing (e.g., adding text, applying complex effects).
If you have any questions, don't hesitate to ask, we're always here to help!
# Editing Warning Indicator
Show editing warning on asset
The Editing Warning Indicator feature allows you to notify team members when an asset is actively being edited. This prevents duplicate work, data overwrites, and the accidental use of assets before they are ready.
👉 Note: Editing Warning Indicator is an **Additional Feature** and must be enabled by a Client Admin: **Additional Features → Other → Enable editing status indicator in assets**.
If your organization is unable to enable it, please contact the HIVO Support team.
### 1. How to enable the asset editing warning
* This feature syncs seamlessly across the Library and Connectors (plugins integrated with working tools like InDesign, Figma, etc.).
* The warning status must be manually turned on and off by users and does not automatically detect when an asset is being edited.
#### 🔹 **Step 1: Turn on the editing warning**
* Access the Library or open the Connector in your active application.
* Select the asset -> click View Detail to open the **Asset Detail Page.**
* Locate the toggle switch directly below the asset: ***"Warn others that this asset is being edited."*** And switch the **toggle to On**.
Display changes after turning on:
* For you: The toggle shows in the On state.
* For teammates: A notification badge displays on the asset detail page with the text: ***This is being edited by \[User Name].***
* In Library view: Assets with an active editing warning display a pencil icon in the top-left corner to notify other users.
#### 🔹 **Step 2: Edit Asset & Upload new version**
👉 Note: The warning is **informational only**. It does not prevent other users from accessing or editing the asset. The warning status remains active until manually turned off, even if you close your browser or exit the application.
Once the editing warning is turned on, carry out your asset edits as usual. This may include updating **metadata, tags, asset information, or editing the asset.**
* Editing directly on HIVO using the **Editor feature:**
* On the asset detail page, switch to **Customize** tab -> select **Open Image Editor** and make your changes.
* Once finished, select **Export** and **Save as new version.**
* Simply enter a version name, and the system will automatically save the new version for that asset.
* Editing via a third-party application (not editing directly on HIVO). After completing your edits, **click the plus icon (+) to upload a new version.**
#### 🔹 **Step 3: Turn off the warning upon completion**
Once editing is finished and the latest version of the asset is uploaded:
* Switch the ***"Warn others that this asset is being edited"*** toggle back to Off.
* The warning badge visible to other users disappears immediately, signaling that the asset is ready for use.
### 2. Who can do what? (User Permissions)
Permissions for this feature are defined based on your role and access rights for each asset:
| **Permission** | **Asset Owner** | **User with Edit Access** | **User with View Access** |
| -------------------------------- | :-------------: | :-----------------------: | :-----------------------: |
| Turn on asset warning | YES | YES | No |
| Turn off warning set by yourself | YES | YES | No |
| Turn off warning set by others | YES | No | No |
| View warning indicator | YES | YES | YES |
👉 Note: Users with View-only permission will only see the warning badge when an asset is being edited; the toggle control is completely hidden from them.
If you have any questions, don't hesitate to ask, we're always here to help!
# Download Assets
You can download various versions of the Assets, such as original, thumbnail, web version, etc., to suit your usage needs.
## Download Assets in the Library
* Navigate to your Library
* [Selecting the Assets](https://support.hivo.co/library/selecting-assets) you would like to download and then clicking the **download icon.**
You will be presented with a **list of available** [**Asset Versions**](/assets/asset-versions) for selection. Click the Version that you wish to download. The ‘All’ option will download all versions that exist on all selected assets.
Download Assets in the Library
You can use the ‘Custom’ option on image Assets to be able to download assets based on custom size, file type and other output options. Click ‘Advanced’ on the popup to see additional settings, such as the file type that the image will be created in, image quality etc.
‘Custom’ option on image Assets
## Download Assets in a Collection
Similar to downloading assets from the library, users can download a selection of assets that are in Collections. Simply select the assets you would like to download and then clicking the **download icon.**
You can also select the Download button (right below the collection name) to download all assets in the entire collection, see more here: '[Collection](https://support.hivo.co/collections)'.
Download Collection
## Download Assets from the Asset Detail Page
Navigate to the [Asset Detail page](/assets/asset-detail-page), you will see a download button next to the Asset name. This also includes options and customizations such as downloading from the library.
Download Asset by Asset Detail Page
# Removing and Deleting Assets
Assets can be removed from the Library, Collections or the Asset detail page.
Remove Assets allows you to delete unnecessary Assets from a Library or Collection and you can choose to delete all versions of the Asset(s), or only certain versions of the Asset(s) you are deleting.
{% hint style="info" %}
**Note:** *Once an Asset is deleted, it is permanently removed from your Library or Collection. You will not be able to restore deleted Assets.*
{% endhint %}
To be able to 'Remove Asset or Version', you need to be an active user. Only users with the following [User Rights](/client-profile/users/list-of-user-rights) can remove or delete Assets or Versions from HIVO:
* **Can Remove Assets:** User can remove Assets from the Library, if they have "Full Access" on the Assets.
* **Can Remove Asset Versions:** User can remove Versions from Assets, if they have "Full Access" on the Assets.
## Remove Asset by Library/Collection
To remove or delete Assets and Versions complete the following:
1. In Library or Collection, select the Asset you want to delete.
2. Click the '**Actions'** (icon in the top right corner) => select the '**Remove**' option.
3. A dialog box appears with 2 options: Remove Assets and Remove Versions. You should consider carefully before making your choice and select 'Remove Assets/ Remove Versions'
* **Remove Asset**: this options allows users with permission to delete all versions of the Asset(s) you have selected will be deleted from HIVO.
* **Remove Versions**: this options allows users with permission to delete a selection of the Assets Versions (eg. thumbnail, web, original, watermark or any other version that exists on the selected Assets).
Remove assets from Library/Collection
## Remove Assets from the Asset Detail Page
1. Go to the [Asset Details page](https://support.hivo.co/assets/asset-detail-page)
2. On the toolbar, select 'Customization' (wrench icon) => '**Remove All**' to delete Asset.
3. If you want to delete a version, you first need to select the version you want to delete => Select '**Remove version**
Remove assets from Detail Page
**Note**: if you or a user in your HIVO account accidently removes or deletes an asset from HIVO and wishes to restore and recover the Asset or Version of an Asset, please contact HIVO Support.
If you have any questions, don't hesitate to ask, we're always here to help!
# Risk & Compliance
## What is Risk & Compliance?
* **Risk & Compliance** refers to the **assessment and control** of digital assets based on risks and compliance levels with regulations (legal, brand, organizational policies, and spelling) **to detect violations.**
* This ensures that assets are used in accordance with the law, organizational policies, and brand standards, while helping businesses avoid risks related to legal issues, reputation, and finances.
👉 Admin can set flags in [**Risk & Compliance Settings**](/client-profile/client-profile-settings/access-rights-and-security/risk-and-compliance-settings)**.**
* The rules are created **in the form of flags**. When a violation is detected, the system generates a **callout** in the asset’s **Comments** section. This callout can be **replied to, requested for changes, removed, or marked as resolved**.
## How to check Risk & Compliance
HIVO provides you to run Asset Risk & Compliance in **two ways:**
* **For assets already stored in the library:** You can also run checks on assets that have already been successfully uploaded to the library.
* **When uploading new assets:** You can configure the system to run the check as soon as you upload an asset.
👉 The feature can checks on **PDF and Image** content.
👉 **Note before running:** You need to run **“Scan PDF content/ Scan Image content”** (extract the entire file content) together with the **Risk & Compliance** command. If the file has not been OCR-scanned, the system will not be able to detect any violations.
### **1. Check for assets successfully uploaded to Library**
#### **🔹 Step 1:** Open Asset **Risk & Compliance** feature
* Go to the Asset Detail Page.
* On the Asset Action Toolbar, select **"Customization".**
* In the dropdown menu, select the action **"Automations for original/web/thumbnail"** (Note: choose the correct version to check).
#### **🔹 Step 2: Run the Risk & Compliance check**
* A new window will appeaappear, Select **“Run Governance Risk & Compliance Checks”** and then choose the appropriate **Scan option** based on your asset type:
* **Scan PDF contents** – if your asset is a PDF file
* **Scan Image contents** – if your asset is an image
* Click **“Submit”** to start the process. After running, the system will display a message confirming successful completion.
#### **🔹 Step 3:** View Results on the Asset Detail page
* After receiving a successful completion notification in the top-right corner of the screen, close the popup and switch to the **Comments Tab.**
* If any conditions in your configured risk flags are found, a **callout** will appear in the asset’s **Comments section.**
* This callout will contain the **"THEN Prompt"** you set, making it easy for you and your colleagues to identify and address issues.
* You can interact directly with these callouts to:
* **Reply**
* **Request changes**
* **Remove**
* **Mark as resolved**
### **2. Run a check During the Upload process**
* Run a check while uploading: In the **"Asset Detail"** step of the upload process, **scroll down** to the **"Additional Automations**" section.
* Here, you will tick the box for **“Run Governance Risk & Compliance Checks”** and then choose the appropriate **Scan option** based on your asset type:
* **Scan PDF contents** – if your asset is a PDF file
* **Scan Image contents** – if your asset is an image
* **Continue uploading as usual** — HIVO will automatically process it and you can **view the results once the asset has been successfully uploaded.** At this point, the asset is stored in the library, and the viewing method is similar to the above.
👉 **👉 Note**: **For assets in the Approval stage** (The Assets need to be reviewed and approved by Users with ***'Can Approve'*** permission before being added to the Library):
* Results will not be displayed immediately.
* Once the asset is approved and officially stored on the HIVO Library, go to the **Asset Detail Page** and navigate to the "**Comments** **tab"** to see the results.
If you have any questions, don't hesitate to ask, we're always here to help!
# Asset Readiness
Checks and evaluates digital assets (images, videos, data) against predefined standards
## What is Asset Readiness?
**Asset Readiness** helps evaluate the level of “readiness” of a digital asset to be used, shared, or published based on defined **technical and operational standards**.
👉 Admins can set up one or multiple Asset Readiness forms to apply to different asset types. See more in [**Asset Readiness Settings**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/readiness-settings) here.
## How to check Asset Readiness
HIVO provides you to run Asset Readiness in **two ways:**
* **For assets already stored in the library** : You can also run checks on assets that have already been successfully uploaded to the library.
* **When uploading new assets:** You can configure the system to run the check as soon as you upload an asset.
### **1. Check for assets successfully uploaded to Library**
#### **🔹 Step 1:** Open Asset Readiness feature
* Go to the Asset Detail Page.
* On the Asset Action Toolbar, select **"Customization".**
* In the dropdown menu, select the action **"Automations for original/web/thumbnail"** (Note: choose the correct version to check).
#### **🔹 Step 2: Run the Asset Readiness check**
* A new window will appear, **select "Run Check Asset Readiness".**
* Select the **Asset Readiness Form** you want to apply and the **Asset Version** to check.
* Click "Submit" to start.
* After running, the system will display a successful running message.
#### **🔹 Step 3:** View Results on the Asset Detail page
* After receiving a successful completion notification in the top-right corner of the screen, close the popup and switch to the **Approval tab** (the thumbs-up icon).
* Make sure you have **selected the correct version** that you ran the readiness check on.
* **Results:**
* The system will check the asset's compliance against the established rules.
* The results will show a detailed breakdown of each criterion as pass or fail, along with a score based on the results.
#### **🔹 Step 4:** Handling Failed Asset Readiness Checks
1. **View Failed Rules Summary**
* Clicking on the 3 dots (next to the failed rule), the Triage interface appears, requiring the user to decide on the next course of action.
2. **Select the Appropriate Action (Choose Action)**
* Open the Action Dropdown Menu: Click on the dropdown menu under the "Action" heading to view the available processing options.
* Choose the action that best fits your current asset management objective (e.g., Select "Mark As Archived").
* Then, click the **EXECUTE ACTION** button to apply the status change immediately.
#### ⭐ **Common actions include:**
Action
Change to the Asset
Purpose of Use
Delete
The asset and all its versions are permanently removed from the DAM system.
Used to eliminate assets that are no longer valuable, corrupt, or in serious violation of company policies.
Send to Upload Approval
Changes the asset's status to Pending Approval according to the upload workflow.
Used to initiate the formal review and approval process for a newly uploaded asset (if the automatic process was bypassed or needs to be restarted).
Mark As Archived
Changes the asset's status to Archived. The asset remains in the system but is hidden from general searches and cannot be used/downloaded by general users.
Used for assets that are obsolete, have expired (e.g., copyright expiry), or are no longer needed for current work. This is a common action when a Readiness Check fails due to expiration.
Mark As Sensitive
Assigns a Sensitive tag or status to the asset.
Used to strictly restrict user access. Only users with special permissions can view or download it (e.g., personal information, trade secrets).
Mark As License Expired
Assigns a special status or tag of License Expired to the asset.
Used to ensure the asset is not used beyond its contract or copyright expiry date, preventing legal violations. This is a common reason for a Readiness Check failure.
Add Tags
Adds new tags to the asset's metadata.
Used to enhance the asset's searchability and categorization, especially if the asset is missing data upon upload.
Add to Collection
Assigns the asset to one or more existing Collections.
Used to organize assets by specific projects, campaigns, or themes, helping users access them in groups.
Add Permission
Adjusts the access rights for users or user groups regarding this specific asset.
Used to grant (or revoke) special access permissions to an individual or group for that asset.
Notify Uploader with summary
Sends a notification to the user who uploaded the asset, including a summary of the failure reason or the action taken.
Used to inform the asset creator about the file's issue, requesting them to fix or update it.
No Action
Bypasses the current alert interface and performs no automatic status change.
Used when the manager wants to conduct further investigation or handle the asset via a different external process at that moment.
### **2. Run a check During the Upload process**
* Run a check while uploading: In the **"Asset Detail"** step of the upload process, scroll down to the **"Additional Automations"** section.
* Here, you will tick the box for **"Run check Asset Readiness"** to start the process.
* **Continue uploading as usual** — HIVO will automatically process it and you can **view the results once the asset has been successfully uploaded**. At this point, the asset is stored in the library, and the viewing method is similar to the above.
👉 👉 **Note: For assets that are in the Upload Approval stage** (The Assets need to be reviewed and approved by Users with ***'Can Approve'*** permission before being added to the Library):
* Results will not be displayed immediately.
* Once the asset is approved and officially stored on the HIVO Library, go to the **Asset Detail Page** and navigate to the **Approval tab** to see the results.
If you have any questions, don't hesitate to ask, we're always here to help!
# Archiving Assets
Assets can be archived if you want to limit their visibility to users who do not have the 'Can view archived' User Right.
## Why Archive Assets?
* Archived assets won’t appear in normal search results, unless the ‘Archived’ search filter is on (click the down arrow on the Library search bar to open filter options). Note: only users with the 'Can view archived' User Right can search the archive.
* Archiving can be useful for managing old Assets that you still want to retain access to but want to remove from general circulation and being used by light users.
* When an Asset is Archived, it will no longer appear within Shared Links and new Shared Links cannot be created on archived assets.
Archived Filter
Note: Archiving assets still consumes storage, it just sets an archived status on the asset.
## Setting an Archive Date During the Upload Process
An archive date can be set on assets during the upload process. This date can be the date of upload or any future date. If a future date is set, HIVO will automatically archive the asset for you on that date.
Archive Date on upload Asset
👉 Default Account-wide Archive Settings:
In the Client Profile, you can set a default Account-wide archive date and the option to notify Admin when Stored assets. See [Archive Settings](/client-profile/client-profile-settings/organisation-and-storage/archive-settings) for more details.
Default settings Archive
## How to Archive Assets in the Library
When Archiving Assets in the Library, you can set a future date for the Archive status to be applied or archive the assets immediately. Archiving can be performed on a selection of multiple Assets at once via '[Library Actions](https://support.hivo.co/library/library-actions)' > Edit Archive Date:
Edit Archive Date though Library Actions
* Use the '**Now**' option of the Archive Date to immediately Archive that Asset.
Archive Selection of Assets from the Library
## How to Archive Assets on the Asset Detail Page
On the Asset Details page users can set and archive on an individual asset by clicking the 'permissions' gear icon and then clicking the 'Archive Date' text:
Edit Archive Date through Asset Detail Page
## How to Unarchive Assets on the Asset Detail Page
To unarchive Assets, perform the same steps as archiving but set the archive date to blank by pressing the Backspace key on each date field (i.e. leave the dd/mm/yyyy value blank).
Unarchive Assets
If you have any questions, don't hesitate to ask, we're always here to help!
# Sensitive Assets
This feature helps when you need to mark sensitive content such as children's content or local content that needs to be more restricted.
## What happens when an Asset is marked as Sensitive?
Sensitive assets will have a 'Sensitive' watermark on the thumbnail image in the Library. Users with the [User Right to be able to view sensitive assets](/client-profile/users/list-of-user-rights) will still be able to search for sensitive assets in the regular search results. You can use the Library's "sensitive" filter (click the down arrow in the search bar) to see only sensitive content:
### Who can mark Assets as sensitive?
Users with the [User Right to be able to view sensitive assets](/client-profile/users/list-of-user-rights) via the '**Can marked asset sensitive'** User Right will be able to mark Assets as sensitive:
### How to Mark Assets as Sensitive in the Library
You can mark Asset as sensitive in two ways:
* **In Library Actions**: [Select the Asset ](https://support.hivo.co/library/selecting-assets)you want to mark => Select 'Action' and select the '**Sensitive**' option from the action menu.
### How to Mark Assets as Sensitive from the Asset Detail Page
* **In the Asset Details Page**: Open the asset's details page, click on the '[**permissions**](/assets/asset-detail-page#asset-permissions)' gear icon => select the '**Sensitive**' option.
### How to Mark Assets as Sensitive During Upload
You can also mark assets as sensitive immediately upon upload in the '[Asset details](https://support.hivo.co/assets/asset-detail-page)' step during upload:
### Default Sensitive Settings in Client Profile
To set a blanket rule to mark all assets in the account as sensitive after a certain date, navigate to Client Profile => Settings tab => [Sensitive Settings](https://support.hivo.co/client-profile/client-profile-settings/sensitive-settings). Here you can set a Client-wide default sensitivity date and configure options to notify Admins when Assets are marked as sensitive.
# Watermarking
Watermarking is useful for limiting access to certain Asset Versions that may be public facing.
Watermark overlays used for all generated watermark versions can be set in the Client Profile => Settings tab => Watermark Settings. Optionally add a URL to an image or select an Asset within your HIVO Library, customize other settings such as opacity, then click ‘Save’. You can learn more about how to [configure Watermark settings here](/client-profile/client-profile-settings/branding-and-appearance/watermark-settings).
To generate a watermarked copy of an Asset Version, navigate to the Asset Detail page => customization tab (spanner icon) => 'Actions for Version' => toggle on 'Generate watermark Version' => submit.
You can also opt into setting all Asset versions with a given name to become automatically watermarked. E.g. All 'web' versions will be watermarked on upload. This can be used in combination with the 'Can View Originals' User Right to prevent select Users from viewing non-watermarked Assets (i.e. by watermarking all non-original versions and not giving a User the Right to view the non-watermarked original version). This setting can be found in the Client Profile => Version Settings => add a Version => toggle on the 'enable watermark' checkbox at the bottom.
# Asset Metadata
Metadata is optional information that may be attached to Assets.
### What is the Metadata Feature in HIVO?
Metadata in HIVO allows you to attach optional additional information to Assets, providing more detailed descriptions that go beyond basic attributes like Name, Tag, or Collection.
#### Features of Metadata
* **Structure**: Metadata consists of key-value pairs (e.g., Author: John Doe).
* **Searchability**: You can use Metadata to search for Assets in HIVO's library search.
#### Viewing Metadata on the Asset Preview Page and Asset Detail Page
* Metadata can be viewed in both the [Asset Preview](/assets/asset-preview-page) and the [Asset Detail](/assets/asset-detail-page) page.
* Note: Metadata is only displayed if it has been filled in.
View Metadata in Asset Detail Page
View Metadata in Asset Preview
#### How to Edit Metadata on the Asset Detail Page
1. **Navigate to the Asset Details Page**:
* Click on the Metadata section.
2. **Add Metadata**:
* Use the 'Add Entry' button to select from default metadata fields that are configured in the account.
* Use the 'Custom Entry' button to input any custom desired metadata field and information.
3. **Save Changes**:
* Click 'Submit' to save your changes.
Edit Metadata
#### Setting for Downloading Assets with Original Metadata or HIVO Metadata
Admin accounts can configure the account to ensure Assets are downloaded with HIVO metadata (this is metadata that gets created and added when assets are in HIVO, as opposed to metadata that exists on the Assets before they are uploaded. eg. data generated from a camera or editing software). If this option is selected this will download a version of the Asset with some of it's metadata replaced with metadata values created in HIVO.
In the Client Profile, go to **Settings** -> **Upload/Download Settings** -> **Toggle 'Users can download Assets with HIVO metadata' ON:**
Metadata Settings
#### Warn Users Before Downloading Assets
Admin accounts can set up warnings for users when downloading Assets that contain specific metadata fields, such as copyright, description, or license information. When a user goes to download an asset that has one of these fields, a warning dialogue will pop up asking the user to confirm and accept the relevant metadata fields:
In the Client Profile, go to **Settings** -> **Upload/Download Settings** -> **Toggle 'Warn Users before downloading Assets ON'.**
Then enter the metadata field names that you would like to display a warning for when there is an entry in one of the fields or leave blank to use the default fields (copyright / license / usage):
If you have any questions, don't hesitate to ask, we're always here to help!
# Favourite Assets
Assets can be Favourited for quick access.
## How to Use the Favourites Feature in the HIVO Library
The Favourites feature lets you bookmark and quickly access important assets in the HIVO Library. Favourited assets are unique to each individual HIVO user account. Here’s how to mark assets as favourites and find them easily.
## **Mark an Asset as a Favourite**
### **Using Library Actions (for a selection of assets):**
1. In the Library, select the asset(s).
2. Click the 'Action' button to open the options menu.
3. Select 'Favourite' from the menu.
Mark assets as favorites with library action
### **Using Drop Down Arrows on Thumbnails (for a single asset):**
1. In the Library, click the down arrow on the thumbnail of the asset.
2. Select 'Favourite' from the menu.
Mark assets as favorites to use Arrows on Thumbnails
### **Search Favourite Assets**
1. Click the down arrow on the search bar in the Library.
2. Select 'Favourite' from the filtering options.
Filter favorite assets
By marking assets as favourites, you can quickly find important assets without searching through the entire library, saving you time and effort, especially when working with many assets.
# Share Asset(s) via URL link
Create asset sharing links, and control detailed permissions for viewing, downloading, commenting, and securing those links
The Share Asset feature allows you to send assets to partners or clients outside the system securely and professionally. You can share directly from the Asset Detail page or from the Library.
### How to Create a Shared Link
#### **🔹 Method 1: From Asset Detail page**
* Select an asset -> Click the down arrow in the upper right corner -> select **'View Details'**.
* Asset Details page will open, go to **Share tab** -> select Share Links to open to open the **Create Share Link dialog**
#### **🔹 Method 2: Use Library Action menu**
* Select one or more assets > Click the **Actions** button > Select the **Share** option.
### Detailed Configuration of Options and Results
When creating a New Shared Link, you should pay attention to the following configuration steps to control the recipient's experience:
#### **🔹 Step 1:** Basic Steps
* **Usage:** Enter a brief description of why you are sharing the asset. This information helps you manage usage purposes in the Links tab later.
* **Expiry:** Set an expiration time for the link. After this time, recipients will no longer be able to access the content.
#### **🔹 Step 2:** Advanced Settings (Options)
After configuring the basic details (Usage and Expiry), the Options step allows you to define how recipients interact with your shared assets.
* [**Expose Asset Metadata**](#id-1.-how-can-i-allow-recipients-to-view-the-assets-detailed-information-expose-asset-metadata)**:** Enables recipients to view detailed asset information such as descriptions, copyright, and tags.
* [**Allow Approval/ Feedback**](#id-2.-how-can-i-allow-recipients-to-send-feedback-or-approve-the-asset)**:** Permits recipients to leave comments or provide formal approval directly on the asset. *Note: To submit/approve a comment, the recipient needs to provide their email address to ensure transparency and two-way interaction in the workflow.*
* [**Hide Download Buttons**](#id-3.-how-can-i-prevent-recipients-from-downloading-the-asset-s-view-only-mode)**:** Disables the download interface, setting the link to "Preview only" mode. *Note: This restricts casual downloading but does not technically block all browser-based saving methods.*
* **Expose Collection Description:** Displays the general description of the shared collection to the recipient.
* [**Shorten Shared Link**](#id-8.-how-can-i-create-a-shorter-and-more-professional-shared-url)**:** Generates a concise and professional URL, ideal for messaging or social media.
* [**Custom UI shared Link**](#id-4.-how-can-i-customise-the-ui-of-a-shared-link)**:** llows users to customize the interface of your shared asset page (Shared Link). This enhances professionalism and maintains brand consistency when sending materials to external recipients.
* [**Limit Versions**](#id-7.-how-can-i-limit-which-versions-the-recipient-is-allowed-to-see)**:** Restricts the specific file versions that recipients are allowed to view or download.
* **Version Permissions:** Sets specific access rules for guests regarding asset versions.
* [**Limit Access by Email List**](#id-5.-how-can-i-restrict-access-so-that-only-specific-individuals-can-open-the-link)**:** Restricts access to a predefined list of approved email addresses.
* [**Limit Access by Password**](#id-6.-how-can-i-protect-the-shared-link-with-a-password)**:** Secures the shared link with a mandatory password requirement.
#### **🔹 Step 3: Submit and Share**
* **Submit:** Once configurations are complete, click the **Submit button to generate the link.**
* **Version Links:** You also have the option to click **SHOW VERSION LINKS** to obtain individual URLs for **downloading or embedding** specific asset versions into **external websites.**
* **Copy/ Email:** Upon successful generation, a Created Link tab will appear. You can click the Copy icon next to the URL or select **EMAIL THIS LINK** to send it directly to your partners.
* Email Preview
### Multi-Asset Sharing Configuration
When sharing multiple assets simultaneously, they will be presented as a Collection within the shared link. This is a display-only format and does not create any additional collection entities within your system.
**Additional Embed Settings:** In the **Created Link tab**, beyond copying the URL or emailing it directly, you can configure how the content appears when embedded on external websites via an iframe:
* **Include Page Navbar:** Enable this to display the page's navigation bar within the embedded frame.
* **Include Page Padding:** Enable this to maintain page padding, ensuring a balanced and professional display layout.
👉 To preview how your asset will appear when integrated into another site, click on the **Embed Link text.** This will open the specific embed URL in a new tab, applying your selected settings such as Navbar or Padding
### **Viewing and Managing Shared Links**
After creating shared links, you can easily monitor and control them directly from the asset's interface. This feature allows you to track the validity of each URL, review configurations, or revoke access when necessary to ensure data security.
* **Access Shared Links:** To view the list of generated links, follow these steps:
* Navigate to the Asset Details page and select the **Share tab.**
* Select **Shared Links** to display all active links associated with that specific asset.
* **Manage Links:** Within the management interface, you can perform the following administrative actions:
* **View Details:** View comprehensive information for each link, including its description (usage), validity period, and other optional configurations.
* **Retrieve Links:** Click the ‘Show’ button to reveal the URL, allowing you to easily copy and re-share it with partners.
* **Revoke Access:** Click the ‘Remove’ button to delete the link immediately. Once a link is removed, anyone possessing that URL will no longer be able to access the asset.
***
## ✨ FAQs - Share Asset(s)
### 1. How can I allow recipients to view the asset's detailed information (Expose Asset Metadata)?
* **Configuration:** Select the asset(s) -> Click the **Actions** button > Select the **Share** option -> Then, the Share link dialog will open and in the Options step -> Enable the **Expose Asset Metadata** option.
* **Result:**
* The recipient will be able to view metadata such as description, copyright, and tags directly next to the asset.
* If this option is not enabled when sharing, the recipient will only receive basic information such as the name, type, size, and dimensions of the asset.
### 2. How can I allow recipients to send feedback or approve the asset?
* **Configuration:** Select the asset(s) -> Click the **Actions** button > Select the **Share** option -> Then, the Share link dialog will open and in the Options step-> Enable the **Allow Approval / Feedback** option.
* **Result:** A comment box will appear in the recipient's interface.
* *Note:* *To submit/approve a comment, the recipient needs to provide their email address to ensure transparency and two-way interaction in the workflow.*
* And the sender will receive notifications regarding the recipient's feedback or approval actions.
* If this option is not enabled, the recipient will only be able to "Preview only" and will not be able to comment or approve.
### 3. How can I prevent recipients from downloading the asset(s) (view-only mode)?
* **Configuration:** Select the asset(s) -> Click the **Actions** button > Select the **Share** option -> Then, the Share link dialog will open and in the Options step -> Enable the **Hide Download Buttons** option.
* **Result:** The download buttons will be hidden, switching the link to **"Preview only" mode.** This helps restrict recipients from obtaining the original file.
* If this option is not enabled, the recipient can choose the asset and version to download.
### 4. How can I customise the UI of a shared link?
Custom UI Shared Link option allows you to customize the interface of your shared asset page (Shared Link).
* **Configuration:** Select the asset(s) -> Click the **Actions** button > Select the **Share** option -> Then, the Share link dialog will open and in the Options step -> Enable the **Custom UI Shared Link**.
For both the Background Image and Logo Image, the system supports two flexible setup methods:
* **Select an image from the system library** (When the Select Asset switch is turned ON)
* The system allows you to select an existing image directly.
* Users can browse, search, and select images from the Asset Library, a Collection, or any Folder stored on the system.
* **Use an external image URL** (When the Select Asset switch is turned OFF):
* The system will display a URL input field.
* Users simply need to paste the direct image link from an external source (e.g., a CDN URL or a Public image URL).
* **Display As Full Screen option:**
* Turn this **toggle ON** to automatically open the shared link in **full-screen mode** for recipients, hiding unnecessary sidebar and interface elements to maximize viewing space.
* Turn this **toggle OFF** to display the shared link in the **standard HIVO layout.**
**🔹 Results:**
* **Before enabling Custom UI Shared Link:** The shared page utilizes the default system interface, which features no custom banner or distinct brand imagery.
* **After completing the configuration** (not enable 'Display as fullscreen)**:** The Shared Link page will be displayed with your own branded interface instead of the system's default layout.
* When **'Display As Full Screen**' option is enabled, the link recipient will see the following interface:
### 5. How can I restrict access so that only specific individuals can open the link?
* **Configuration:** Select the asset(s) -> Click the **Actions** button > Select the **Share** option -> Then, the Share link dialog will open and in the Options step -> Use the **Limit Access by Email List** option.
* You will create a list of approved emails. *Note: Only individuals who log in with an email address on this list will have permission to open the shared link.*
* Upon opening the link, the recipient will be required to enter their email for authentication.
* If the email entered by the recipient does not match the provided email list, they will receive a notification stating that they do not have permission to access the asset.
### 6. How can I protect the shared link with a password?
* **Configuration:** Select the asset(s) -> Click the **Actions** button > Select the **Share** option -> Then, the Share link dialog will open and in the Options step -> Enable the **Limit Access by Password** option.
*Note: Password must be 12 characters or longer and must contain a lowercase letter.*
* **Result:** To enhance security, the recipient will be required to enter a password (provided by the sender) for authentication before they can access the content of the shared asset link.
### 7. How can I limit which versions the recipient is allowed to see?
* **Configuration:** Select the asset(s) -> Click the **Actions** button > Select the **Share** option -> Then, the Share link dialog will open and in the Options step -> Enable the **Limit Versions or Version Permissions** option.
* **Result:** The recipient will be **restricted to viewing or downloading** only the specific versions you have permitted, rather than seeing the entire version history of the asset.
### 8. How can I create a shorter and more professional shared URL?
* **Configuration:** Select the asset(s) -> Share action -> Then, the Share link dialog will open and in the Options step -> Enable the **Shorten Shared Link** option.
* **Result:** The system will **generate a shortened version of the URL**, making it easier for you to send via messages or social media without taking up too much space.
If you have any questions, don't hesitate to ask, we're always here to help!
# Sharing Assets via URL Link
{% hint style="info" %}
**Key Features:**
* **Easy Sharing**: Share assets via a url without requiring recipients to log in.
* **Access Control**: Set expiration dates, allow comments, protect links with passwords and shared limit versions.
* **Tracking and Management**: Monitor and manage shared links.
{% endhint %}
## Creating Shared Links via Asset Detail Page
1. **Navigate to Asset Detail Page:**
* Go to **Library** > **Select Asset** > Click the down arrow in the upper right corner of the selected asset and click **View Details.**
View Detail Asset
2. **Share the Asset**:
* Click **Share** from the action menu.
* Configure the sharing options on the New Shared Link tab:
* **Description**: Briefly describe why you’re sharing the asset in the Usage step.
* **Validity Period**: Set an expiration time for the link in the Expiry step.
New Shared Link
* **Options**: Set the following configurations in the Options step:
* **Expose Metadata**: Choose whether to show asset metadata on the shared link.
* **Allow Approval/Feedback**: Permit viewers to approve or leave a comment on the asset.
* **Hide Download Buttons**: Make the link view-only with no download button visible.
* **Limit Versions**: Select which asset versions to share.
* **Version Permissions**: Set permissions for viewing/downloading versions.
* **Limit Access**: Restrict access to specific individuals.
3. **Submit and Share**:
* Click **Submit** to generate the link.
* Options include copying the link (by rick clicking on the text that says right click and copy and then copying the link url) or emailing it directly with the EMAIL THIS LINK button:
Created Link
Email Preview
**Note:** Recipients will see a view similar to the below Asset and can approve / feedback when they open the link if the approval / feedback option is turned on:
The recipient interface will open the share link
{% hint style="info" %}
***Note:** Any changes made to an Asset will affect all Shared Links containing that Asset.*
{% endhint %}
## **Viewing and Managing Shared Links from Asset Detail Page:**
1. **Access Shared Links**:
* Go to the **Share** tab in the asset details page.
* Select **Shared Links**.
2. **Manage Links**:
* View details of each link including description, validity period, and more.
* Click the ‘**Show**’ button to reveal the link to copy and share.
* Click the ‘**Remove**’ button to remove the link.
View Existing Links
## Creating Shared Links from the Library
You can create Shared Links for a selection of Asset(s) using Library Actions.
1. **Select Assets**:
* Open the library and [Select Asset](https://support.hivo.co/library/selecting-assets)(s) you want to share.
* Click the **Actions** button.
* Select the **Share** option.
2. **Configure and Share:**
* Configure the sharing options on the New Shared Link tab, similar to sharing via Asset Detail Page above.
3. **Submit and Share**:
* Click **Submit** to generate the url link.
* Sharing options include copying the link (by rick clicking on the text that says right click and copy and then copying the link url) or emailing it directly with the EMAIL THIS LINK button
Create Shared Links through Library Action
The recipient interface when a shared link it opened will look similar to this:
The recipient interface when a shared link it opened
If you have any questions, don't hesitate to ask, we're always here to help!
# Sharing Assets via Nudge
The Nudge feature in HIVO allows you to share selected Assets with other Users that have a HIVO account at your company.
## Nudge Asset
Other Users within HIVO can be [Notified](/notifications) about an Asset by Nudging it to them.
If you want to notify another User about an Asset, you can ‘Nudge’ it to them with an optional message.
Multiple Assets can be selected and Nudged at once using [Library Actions](/library/library-actions), or you can select the ‘Nudge Users’ option inside the sharing tab of the Asset Detail page.
Note: If a User is Nudged an Asset that they don’t have at least ‘Can View’ permission on, they won’t be able to view it.
Nudge Users
If you have any questions, don't hesitate to ask, we're always here to help!
# Upload Links
Upload Links allow external non-HIVO users to upload to your Library under restricted conditions, and can be created/modified by Client Admins.
## **Overview of Upload Links**
The Upload Links feature in HIVO enables external users to upload assets directly into a library under predefined settings. Client Admins can configure these links with specific conditions, such as:
* Expiration dates
* Maximum upload limits
* Approval requirements
* Set who will receive notifications
By setting these conditions, Admins ensure that uploaded content aligns with the library’s standards and security requirements.
## How can you create upload links
Upload Links can currently be found in the following areas: Library, Collection and Task.
#### **🔹** Method 1: Creating an Upload Link from the Library
* In the **Library** by clicking the cloud icon in the top right. Click **Add Assets** > **Create Upload Link**.
Create Upload link from Library
#### **🔹 Method 2:** Creating an Upload Link from the Collection
* In a **Collection** **detail page** using the create upload link icon seen below. This will pre-fill the Asset Settings step with the Collection pre-selected.
Create Upload link from Collection
* Or Go to Collections -> Click the **three-dot menu** at the bottom corner of the desired collection card to open the **Collection Menu** -> Select **Create Upload Link**.
#### **🔹** Method 3: Creating an Upload Link from the Task
In a **Task** by clicking the create upload link at the bottom of the Task. This will pre-fill the Asset Settings step in the Upload Link settings with the Task pre-selected.
Create Upload link from Task Page
## How to set up Asset upload link
### **🔹** Step 1: Link Settings
Like [Shared Links](https://support.hivo.co/assets/sharing-assets) (used to share Assets outside of HIVO), Upload Links also have an expiration date. Once the selected date arrives, the link will expire and will no longer be accessible.
* To limit unwanted access, Admins can also:
* Set a **maximum upload limit** to restrict the number of files that can be uploaded. Leaving this field blank allows unlimited uploads.
* Add a **description** that will appear at the top of the Upload window for end users before they start adding files.
👉 For example: If you set the limit to 20 files, the link will expire once 20 files have been uploaded.
Upload link dialog
### **🔹** Step 2: Asset Settings
The Asset Settings apply to all files uploaded through the link, include:
* **Permission Settings:** This setting defines specific permissions for each object after a user uploads an asset.
* **Folder Path:** Allows you to pre-select the folder where the uploaded asset will be stored.
* **Collection:** Allows you to automatically add uploaded assets to one or more existing Collections.
* **Archive Day:** Sets the number of days after upload before the asset is automatically moved to archive status.
Asset Setting when create upload asset
#### **2.1** Tags - Set tags for assets when uploaded through the link
* When you create an upload link, you can pre-assign one or more tags. All assets uploaded via that link will automatically be tagged with the selected tags.
Set tags for assets when uploaded through the link
* If you have set up rules to automatically add assets to collections based on tag, the system will check the assigned tags and place the assets into the corresponding collections — completely automatically, with no manual steps needed. See more [Automated Collections.](https://support.hivo.co/collections/automated-collections) This helps you manage and categorize assets quickly and accurately right from the moment they’re uploaded.
Set up rules to automatically add assets to collections
#### **2.2** Allow Guest to Add Tags
Settings to control how tags are applied to assets upon upload:
* **Allow Guest to Add New Tags:** Allows users to add new tags in addition to the pre-set tags.
* **Show Tag Categories:** Display tags by category (eg: Digital Content, Brand...).
👉 If you disable this option **Allow Guest to Add New Tags** (uncheck), users will not be able to add tags when uploading files — the tag assignment step will be hidden in the upload interface.
Disable this option Allow Guest to Add New Tags
👉 If the admin has configured it in the Uploader Settings section. If you disable option **Show Tag Categories**, tags will only display example tags, not by categories.
Disable option Show Tag Categories
#### **2.3** Upload Link Notification Setting
Notify users or groups when assets are added via an Upload Link. Only users with the **View All Assets** permission can receive notifications.
* **Approval Required**: If an upload link requires approval, only users with the **Approval** permission will receive a notification.
* **Custom Notifications**: Users added in the **Notification Field** during upload link creation will receive notifications if they have the **View All Assets** permission.
This ensures that only relevant users receive updates, reducing unnecessary notifications while maintaining workflow efficiency.
Upload Link Notification Setting
#### **2.4 Requires Approval**
One of the important settings recommended to be enabled is the "**Requires Approval**" checkbox - this feature will send all Assets to the Approvals area. This helps moderate incoming Assets and ensure they are tagged correctly, in the correct folder, etc.
Requires Approval
#### **2.5 Allow Guest to Edit Asset Details**
The recipients of the link will be able to input metadata in the guest uploader, such as a description or copyright, including any custom inputs that've been configured. This option may or may not include custom metadata.
## How to add assets to a Collection via Upload link
Guests/External users will receive a link created by a member of the HIVO system and be granted temporary permission to upload resources (images, videos, documents, etc.) to the organization's HIVO system.
Depending on the configurations set by the link creator, guests can tag assets or add detailed metadata following the simple 3-step process below:
### **🔹 Step 1: Add Assets**
On the initial interface, select the files or folders to upload:
* Method 1: Drag & drop files/folders directly from the computer into the dashed area labeled *"**Drag Files and Folders**"*.
* Method 2: Click the **ADD FILES** button (to select individual files) or the **ADD FOLDER** button (to select an entire folder).
👉 If a folder is uploaded, its original directory structure will be fully retained in HIVO. Once selection is complete, click **Next** to proceed.
### **🔹 Step 2: Tag Assets**
*(This step may appear or be skipped depending on whether the link creator has enabled the **"***[***Allow Guest to Add Tags***](https://support.hivo.co/assets/upload-links#allow-guest-to-add-tags)***"** option)*
Tagging helps organize assets more efficiently, making it easier to search for them later by event name, department, project, etc.
* How to add tags:
* **Select from a pre-configured list:** Check the relevant boxes under the Tag Categories defined by the Admin.
* **Enter tags manually:** Type custom keywords into the "Your Tags" free-text field.
👉 An asset can have multiple tags. Tagging can be applied globally to all assets or customized for only a selection of specific files.
### **🔹 Step 3: Asset Details**
On this screen, review the selected assets on the left column (file type, count, total size) and provide description metadata on the right column:
* **Description:** Enter a short description of the asset content.
* **Copyright:** State the individual or organization that owns the assets (Who owns the Assets?).
* **License:** Define the usage rights or license type for the assets.
* **Production Date**: Enter the date the asset(s) were created (Select using the dd/mm/yyyy format).
* **Location:** If applicable, enter the location or address where the asset(s) were created.
After verifying all details, click the **START UPLOAD** button in the bottom right corner to initiate the upload process. Please keep the browser window open until the upload successfully completes!
## View and Manage Upload Links
* To view your created upload links from within the Library, you can switch to the "**Existing Links**" tab after clicking the '**Add Assets**' button and then '**Create Upload Link**'. Here you will see all upload links created.
* You can also view more detailed Upload link information (including all other link types and the options you set when creating the link) via the [Links feature](/links).
View and manage Upload Link
## **Key Points to Remember**
* **Controlled Access**: Set expiration dates and upload limits to manage the content being uploaded.
* **Detailed Settings**: Configure asset settings to ensure uploaded files are correctly categorized and metadata is properly added.
* **Approval Workflow**: Use the "Requires Approval" feature to moderate assets.
* **Easy Management**: View, edit, and delete upload links from the "Existing Links" tab or the Links section.
If you have any questions, don't hesitate to ask, we're always here to help!
# Duplicate an Asset
Quickly create copies of assets while retaining essential information
The Duplicate Asset feature in HIVO allows users to quickly create copies of assets while retaining essential information, yet prevents unnecessary duplication.
{% hint style="info" %}
**Note:** *This feature is currently enabled for select clients, with options to activate it upon request.*
{% endhint %}
{% tabs %}
{% tab title="Benefits of the Duplicate Asset Feature" %}
* ***Easy Copy Creation**: Users can create a copy of an original asset for different uses without needing to re-upload or edit from scratch.*
* ***Retain Important Information**: Key data such as folder paths, metadata, status, and tags are retained in the new copy.*
* ***Flexible Content Management**: Allows you to create different versions of an asset for varied purposes without affecting the original, ensuring a smoother workflow.*
{% endtab %}
{% tab title="When to Use the Duplicate Feature" %}
* *When you need a duplicate of an asset to use in a different location, retaining the same structure and data.*
* *When building a new folder structure and want to copy all assets from an existing folder into the new one.*
* *When storing different versions of an asset for varied purposes without altering the original.*
{% endtab %}
{% endtabs %}
### How to Use the Duplicate Asset Feature
#### **Duplicate an Individual Asset**
* In the Library, **right-click the asset** you want to duplicate.
* Select **“Duplicate Asset”** from the menu.
Duplicate Asset
With these steps, you can make the most of the asset duplication feature in HIVO to effectively manage and reuse your resources. For additional assistance with this feature, please contact the HIVO support team, if you have any questions.
# Gennerate Create Thumbnail
A Thumbnail is a visual representation of an asset within the system. If an asset lacks a thumbnail version, no preview image will be displayed. This makes it difficult for users to quickly identify content, hindering efficient management and searching.
### **🔹** Method 1: Automatic Creation During Upload
This is the fastest way to ensure your asset has a thumbnail as soon as it enters the system.
* Proceed with the standard **Upload process.**
* **At Step 3 - Asset Details**, after filling in the metadata, scroll down to the **Generate section.**
* Check the **Create Thumbnail box.**
* Click **Upload button,** the system will automatically generate the thumbnail version while the asset is being stored.
#### ⚠️ Important **Note: Admin Configuration**
Before getting started, ensure you have Admin privileges to perform the following configurations:
**🔹 User-Level Settings**
To configure the visibility of the thumbnail option for a specific user during upload:
* Navigate to: Client Profile > **Settings tab.**
* Scroll down to [**Uploader Settings**](https://support.hivo.co/client-profile/client-profile-settings/asset-and-metadata-management/uploader-settings) > **Automation** section.
* Select your preferred option:
* **Visible:** Displays a checkbox allowing the user to manually choose during upload.
* **Default Enabled:** The thumbnail creation option is checked by default.
**🔹 Group-Level Settings**
To apply configurations to all members of a specific group:
* Navigate to: Client Profile > **Group tab.**
* Select the specific Group -> Go to [**Uploader Settings for Group**](https://support.hivo.co/client-profile/groups/uploader-settings-for-group) and switch on the **Automation toggle** (if it is currently off).
* Select your preferred option:
* **Visible:** Displays a checkbox allowing the user to manually choose during upload.
* **Default Enabled:** The thumbnail creation option is checked by default.
### **🔹** Method 2: Via "Run Automation" from Asset Detatail page (Single Asset)
Use this method to add a thumbnail to an asset that is already on the system.
* In the Library interface, click the down arrow (bottom-right corner of the asset) and select **View Details.**
* Select the **Customize tab > Automation** to open the *Run Automation* dialog.
* Then, check **Create Thumbnail** and click **Submit.**
### **🔹** Method 3: Via "Run Automation" from Library Action Menu (Multiple Assets)
Use this for processing multiple assets simultaneously within the Library.
* [**Select the assets** ](https://support.hivo.co/library/select-assets)you wish to process in the Library page.
* Click the **Action button** in the top-right corner to open the menu -> Scroll down and select Run Automation.
* In the dialog box, check **Create Thumbnail** and click **Submit.**
If you have any questions, don't hesitate to ask, we're always here to help!
# Approvals
The Approval section of HIVO provides a comprehensive set of tools for managing and tracking the digital asset workflow. Its main function is to ensure quality, compliance, and consensus before an asset is published or used. It controls every stage, from when the asset is uploaded and edited, to the confirmation of usage rights and granting access to the version.
Upload Approvals
Manage all newly uploaded assets before they become visible in the Library
# Upload Approvals
The Assets need to be reviewed by Users with 'Can Approve' permission before being added to the main Library.
The upload approval feature in HIVO allows Admins to control the uploads of user assets before they are added to the main library to ensure quality and relevance of your content 😊. This is especially useful when you want to manage non-employee users (e.g. freelancers) who have [upload permissions](/client-profile/users/list-of-user-rights), or upload via an [upload link](/assets/upload-links).
👉 **For example:**
Let's say you're an Admin at a design agency and want to ensure that all images uploaded to the Library are high quality and on-brand. You can set up approval requirements for all image assets that a non Admin users uploads into HIVO first need to be checked by an Admin before the assets get committed to the Library.
What will the Upload Approval feature help you with?
* **Quality assurance:** *Helps remove inappropriate, low-quality, or non compiant assets before they are stored in the main library.*
* **Asset control:** *Helps you control the content uploaded to HIVO, ensuring it is consistent with the organization's brand and overall goals.*
## Enable the upload approval feature
👉 The upload approval feature is turned on and off by account Admins by actioning the following steps:
* Access ‘**Client Profile**’ => Select ‘**Settings**’.
* Go to ‘**Upload/Download Settings**’.
* Enable the '**New Assets are added to Upload Approvals**' option.
Add new assets to Upload Approvals
👉 Note: In the ‘Asset Detail' page, Users who have 'Can Approve' permission or belong to a group that ‘Can Approve’ have the ‘Skip Approval Step for Uploads’ option in the ‘Additional Automation’.
Skip Approval Step for Uploads
👉 If the upload approval feature has been enabled on the system, by default all new uploads will need to be approved. Note: the asset url still exists, which means you may see the below screen, although no assets will be displayed until the asset is approved:
The asset is moved to pending approval status
## Who has the authority to approve assets?
Only users with the ['Can Approve' User Right](/client-profile/users/list-of-user-rights) can approve uploaded assets. This permission can be granted by an account Admin to downstream users or user groups. Adding the user right to a particular group of users can be done as follows:
* Navigate to '**Client Profile'** => Click '**Groups**' tab => Select the group you want to update permissions
* In the '**Edit User Rights**' tab, in the '**Assets General**' section, find '**Can Approve Assets**' and *tick or uncheck* to update the permissions.
Edit User Rights
## View and approve assets in upload approvals
Assets awaiting approval will be stored under the '**Approvals**' feature (thumbs up icon on the left navigation bar), instead of directly in the Library. To view your upload approvals:
* Click ‘**Approvals**’ on the left navigation bar.
* In the ‘**Upload Approval**' tab, you will see a list of pending approvals. Each batch represents a group of assets that have been batch uploaded in the same session.
Upload Approval
* Click on any batch to view that assets and all associated metadata and asset details in that particular batch:
You can select one or more or all assets to approve
* Each asset will display the full information provided during the upload process and you can edit this information.
* To approve assets, click ‘**Approve Assets**’ for the selected assets you would like to approve and send to the Library. Alternatively, if you want to decline accepting the assets into the Library, select the assets you would like to reject and then click on the ‘**Reject Assets**’ button. Note that rejecting will remove the asset from HIVO.
Approve asset in Upload Approvals
{% hint style="info" %}
*The upload approval feature only applies to newly uploaded assets. Previously uploaded assets will not be affected. Additionally, you can combine the upload approval feature with the '*[*Version Approval'* ](https://support.hivo.co/approvals/version-access-requests)*feature to have tighter control over asset updates.*
{% endhint %}
If you have any questions, don't hesitate to ask, we're always here to help!
# Asset Approvals
Asset Approval is where versions of digital assets that exist in the Library can be taken through a structured approval process.
Asset Approval is an approval workflow specifically designed for assets already existing in the Library. Unlike Upload Approval (which manages newly uploaded assets), this feature focuses on quality control and the approval of updated or edited versions of existing assets.
Allows users to track and manage assets within the approval workflow using Table or Kanban view, helping monitor status, versions, and assigned approvers.
The system automatically generates approval links when sharing with external users, allowing Admins to edit or revoke them to ensure control and security.
Automatically sends notifications via Email or In-app to remind users of pending approvals or when a workflow is completed.
## How to manage Asset approval
⚠️ **User Right Required:** User need have the permission: "Can Approve Assets"
### 1. Viewing the list of assets that are in an approval workflow
Users with the [**'Can Approve Assets'**](/client-profile/users/list-of-user-rights) user right can navigate to '**Asset Approvals'** by clicking '**Approvals**' (the thumbs up icon) on the left main navigation bar and then selecting the Asset Approval tab. If there are any assets that have a live asset approval on them in the account, you will see a table of assets like the below. This table displays information, including:
* **Asset name** - file name of the asset
* **Requested** - user that requested an asset version to be approved
* **Versions -** the asset version which is being reviewed and approved
* **Assigned to** - The person responsible for approval
* **Status** - For example: In Review, Changes Request...
* **Your Task** - Only display the tasks that you have been assigned
You can also filter and sort the table by clicking on the headings Status, Versions, Requested etc.
Additionally, you can choose to display the Asset Approval table in kanban view:
### 2. Selecting assets that require approval
* Click on the Asset Name of a specific Asset in the list to access that Asset's detail page:
* The Asset detail page will display full information about the asset, including the Asset Name, Asset Versions and the stages of the Approval process (the thumbs up icon) as seen below. Note: Asset versions that are green denote that a particular version has been approved:
Asset Detail Page
### 3. Reviewing, commenting on and approving asset versions
Users can review, markup, comment on, proof and approve asset versions by clicking the '**APPROVE / REVIEW'** on button when an asset is in a live approval workflow and in the relevant approval stage. The stages of the approval workflow (eg. Brand, Communications and Legal in the below example) are set by the [Approval Templates](/approvals/workflows) that are configured in your account:
Perform approval action
{% @howdygo/embed url="" %}
Once the user has clicked the '**APPROVE / REVIEW**' button, they will be taken to the full screen review mode:
***
## External Approval Workflow
This feature allows you to invite partners, clients, or stakeholders who do not have a HIVO account to review, comment on, and approve assets through a professional and secure interface.
### 1. How to Add an External Approver
You can set up external approvers at two different stages:
#### 🔹 During new Asset Approval creation
In the Approvers setup step:
* Click the **"ADD EXTERNAL APPROVER @"** button located at the bottom right of the Approvers section.
* Type the Email address of your partner.
* Click the plus (+) icon to add them to the list.
* Repeat these steps if you wish to add multiple external approvers.
* To remove, click the three horizontal dots near the email address and select Remove.
#### 🔹 Editing an Existing Approval Process
If the process is already live (and the relevant stage has not yet been approved):
* In the approval process interface, click the **Gear icon (Settings)** next to the asset approval status.
* Select **"Edit Approval".**
* Navigate to the stage where you want to add an approver and follow the same steps (Type email > Click "+").
### 2. Sending Notifications (Email) to External Approvers
Once the external email has been added, you must send them the access link:
* In the approval detail panel, click the **"EMAIL EXTERNALS"** button.
* An "Email Externals with Link" dialog will open. Configure the following:
* **Asset Versions**: Select the specific versions you want to share for review.
* **Expiry time:** Set a deadline for the link (One Week, One Month, One Year, or a custom date).
* **Optional Note:** Add a personal message to provide context for the reviewer.
* **Allow Download** *(Optional)*: Enable this option to allow external reviewers to download the shared asset.
* **Allow Upload New Version** *(Optional)*: Enable this option to allow external reviewers to upload a revised version of the asset as part of the review process.
* Click **"SEND EMAIL WITH LINK"** to complete the process.
If **Allow Download** or **Allow Upload New Version** is enabled, the corresponding actions will be available to external reviewers on the External Approval page. Any uploaded revision is automatically saved as a new asset version with a unique version name, preserving the complete version history.
### 3. The External Reviewer’s Experience
The external partner will receive an automated email from HIVO containing a direct link to the shared asset. Upon clicking the link, the partner will be navigated to the approval page as a Guest.
### 4. How External Partners Review and Approve
The external interface is intuitive and equipped with a full suite of feedback tools:
* **Markup Tools:** Partners can use drawing, framing, and annotation tools (located in the toolbar below the asset) to pinpoint exact areas for feedback.
* **Leaving Comments:** Type feedback into the New Comment box and click Submit.
* **Managing Comment Status:**
* **Request Changes:** If mandatory revisions are needed, the partner can click the flag/circle icon and select "Request Changes." A prompt will appear to enter a message for the asset owner.
* **Resolved/Unmark:** Partners can mark comments as resolved once they are addressed.
* **Reply:** Partners can click "Reply" to engage in a discussion thread on existing comments.
* **Approving (Approve Stage):** Once satisfied with the current version, the partner can click "APPROVE STAGE" to finalize their part of the process.
#### 👉 Important Notes Before Accessing:
* Ensure they see their email address at the top right corner (e.g., `name@email.com (Guest)`).
* Ensure the partner is not logged in to any other HIVO account on the same browser to avoid session conflicts.
* Tip: If the partner experiences access issues, advise them to open the email link using their browser's Incognito/Private Mode.
***
## Managing and Editing External Approval links
Once you use the Email Externals feature, the system automatically generates a link under the **Links > Shared Assets tab**. Admins have full authority to edit or revoke this link to ensure security and accuracy.
⚠️ **User Right Required:** Only users granted the **"Can Share Assets"** permission can view and access the **SHARED ASSETS tab** within the Links
#### **1. Accessing the Editing Interface**
* Navigate to the Links menu on the main sidebar > select the **SHARED ASSETS** tab.
* The shareable link for asset approval will look like: '**Approval link for ...**' -> Locate the link corresponding to the asset currently under review.
* In the **Actions** column, click the **Pencil icon (Edit)** to start making changes.
#### **2. Detailed Customization Options**
The editing process consists of three steps:
**🔹 Step 1: Usage (Link Name)**
You can modify the name or the reason for sharing (e.g., *"Approval Link for Legal"*) for easier management within your list.
**🔹 Step 2: Expiry (Access Deadline)**
Update the link's expiration date. You can quickly select options like *Tomorrow, One Week, One Month*, or pick a specific date from the calendar.
* *Note: The link will expire at the start of the chosen day.*
**🔹 Step 3: Additional Options**
This is the most critical section for controlling partner permissions:
* **Allow Approval / Feedback:** Enable this so partners can leave comments and use the Approve button.
* **Hide Download Buttons:** "Preview only" mode. This prevents partners from downloading the asset (improving security for drafts).
* **Limit Versions:** Restrict the specific versions (e.g., only the *Web* or *Original* version) that the partner is allowed to access.
#### **3. Removing a Link (Remove Link)**
If you need to stop the approval process immediately or if a link was sent in error:
* In the Actions column, click the Trash/Delete icon.
* Result: When the external partner (External Approver) clicks the old link in their email, the system will display a "Not Found" message. This ensures the partner no longer has any access to that asset.
👉 Note: Any changes made in the Edit Shared Link section take effect immediately; there is no need to resend a new email to the partner.
***
## Asset Approval Notifications
Notifications can also be setup to update and remind users when assets are at key moments in an approval workflow or require an admin approval.
* To set notifications for your individual user account navigate to "[Profile](/client-profile/users/edit-user-rights)" > "[Notify Options](/notifications)":
* Then scroll down to the **Approval Notifications** section and turn on In-app and Email notifications that you wish HIVO to send to your account:
Approval Notifications
If you have any questions, don't hesitate to ask, we're always here to help!
# Combined Approval
Combine Multiple Assets in Approval Workflow
This feature allows users to **combine multiple compatible assets into a single approval request**, helping streamline review processes and ensure consistent feedback across related assets.
### 1. How to create new Combined Approval
#### 🔹 Step 1: Select Assets and Start Approval
* Go to **Library** and select the assets you want to include in the approval.
* Once assets are selected, click the **ACTIONS** button in the top-right corner.
* From the dropdown menu, scroll and select **Start Approval**.
In the **Start Approval for Selection** dialog:
* Enable the toggle **“Combine all compatible files into a single approval”.**
* Select the **Approval Template** to apply.
*Note: Only templates you created or those for which you have "Can View/Can Update" permissions will be visible here.*
#### 🔹 Step 2: Configure Combined Approval Request
The **Approval Request (Combined)** dialog will appear. You need to:
* **Enter a message** for Reviewers and Approvers.
* **Set the Due Date** for the approval.
* **Assign Owners** for the approval request.
#### 🔹 Step 3: Adjust Workflow Stages
Depending on your organization's workflow, you can choose one of the following two configurations to manage user flexibility:
👉 **Option 1: Restricted Mode (Standard Workflow)**
Use this setting if you want to ensure Light Users strictly follow the pre-defined process.
* **User Capability:** Light Users cannot modify the Approval Request structure.
* **Requirement:** Users **must have *****"Can View Approval Templates"*** permission.
* **Permitted Actions:** They can only enter a **Message and set a Due Date.**
* **Enforcement:** All other settings will follow the designated ***Approval Templates and cannot be changed.***
👉 **Option 2: Flexible Mode (Advanced Workflow)**
Use this setting if your organization trusts Light Users to manage the process or when a designated approver might be unavailable and requires a replacement.
* **User Capability:** Light Users can flexibly edit the approval process.
* **Requirement:** You **must grant Light Users the *****"Can Create Workflows"*** permission.
* **Warning:** Ensure your organization trusts these users, as they will have the power to delete or change mandatory stages and required approvers.
When granted this permission, Light Users can perform the following:
* **Set Information:**
* Enter a Message for the Reviewer/Approver.
* Set a Due Date.
* Add Checklist
* **Flexible Customization (If needed)**: HIVO allows Light Users to tailor the workflow to fit reality:
* Add/remove Owners.
* Change or add Approvers/Reviewers for specific stages.
* Add/remove Stages or add Checklists.
* **Send for Approval:** After click **"Request Approval"** button, the HIVO system will automatically update the status and send notifications to the designated approvers defined in the template.
### 2. Manage Combined Approval Requests
👉 Navigate to **Approvals** → **Combine Approvals** tab to manage approval requests.
⚠️ **User Permission Required:** Users must have **“Can View All Templates”** permission.
#### 🔹 Step 1: Search and Filter Requests
Use filters to quickly locate approval requests:
* **Date Filter (From/To):** Filter by request creation timeframe.
* **Search by Item:** Enter template or asset name.
* **Filter by Status:** Pending, In Review, Approved, or Rejected.
* **Filter by Label:** Categorize by labels (e.g., Content).
#### 🔹 Step 2: Review Key Information
Check important columns:
* **Requested:** Shows who created the request and when.
* **Assigned:** Displays all Approvers and Reviewers.
* **Status:** Shows the current stage of the approval process.
#### 🔹 Step 3: Take Action in Approval Workflow
Click the **Item Name** to open the approval workflow. Available actions:
* **Review & Comment:** Add feedback or request revisions.
* **Resolve Comments:** Mark feedback as resolved after updates.
* **Edit Approval:** Modify Owner, Due Date, or assigned Approvers.
* **Change Status:** Manually update approval progress.
This feature helps teams **manage approvals for multiple assets more efficiently**, maintain consistent feedback, and reduce repetitive approval steps.
If you have any questions, feel free to contact support.
# Smart Compare
With Smart Compare, you can review assets faster, detect changes more accurately, save time and effort in the approval workflow.
Full The **Smart Compare** feature in HIVO allows users to quickly and visually compare different versions of an asset, making the review and approval process more efficient.
### 🔹 **Step 1: Access the Asset Detail Page**
* Go to the **Library** in the system.
* Select the asset you want to review.
* Click the **down arrow** at the bottom-right corner of the asset.
* Choose **View Detail** to open the asset detail page.
### 🔹 **Step 2: Enter Full Screen Mode**
* Click the **Full Screen icon** (below the asset name and next to the list of versions on the Asset Detail page) to switch to full screen mode.
Full Sreen mode
### 🔹 **Step 3: Use Smart Compare**
* In full screen mode, go to the **Compare** tab.
* Select the **version you want to compare**.
* HIVO will **automatically analyze and highlight differences** between the two versions, including:
* **Text content**: changes in words, color, and size.
* **Overall color tone** of the asset.
* **Percentage of changes** between versions.
* You can also **customize highlight colors** to make changes easier to identify.
Smart Compare
Smart compare versions
### 🔹 Step 4: **Choose Your Comparison Mode**
* **Side-by-Side**: Displays both versions next to each other for detailed comparison.
Side-by-Side comparison mode
* **Overlay**: Displays both versions overlaid with a **slider**, allowing you to compare changes directly in the same frame.
Overlay comparison mode
If you have any questions, don't hesitate to ask, we're always here to help!
# Workflows
Create workflows to run a pre-defined approval process on digital assets amongst your team
### What are Workflows?
Workflows are where you create and manage workflows to run a pre-defined approval process on your team.
By using Workflows, you can:
* ***Save time:** Instead of setting up a new approval process for each asset, you can reuse pre-made workflow templates.*
* ***Ensure consistency:** Help ensure all assets of the same type go through the same standardized approval process.*
* ***Improve efficiency:** The approval process is automated and more efficient, helping assets get approved more quickly.*
### How to create the Workflow
⚠️ **User Right Required:** User must have '**Can Create Workflows**' permission.
When you click the '**CREATE +**' button (or the edit icon), a configuration window will appear.
Users can configure the workflow by following these steps:
#### **🔹** Step 1: Set up General Information for the Workflow
In the New Workflow window, fill in the baseline details:
* **Owners:** Select the owner or the person responsible for managing this specific workflow.
* **Permissions:** Define access rights (e.g., *Can View*) and click ADD to grant permissions to specific users or teams.
* **Workflow Name:** Enter a name for the approval workflow (e.g., *Marketing, Admin, etc.*) to easily identify it when applying it to digital assets.
#### **🔹** Step 2: Add and Configure Approval Stages
Use the '+' button to add a new approval stage. For each Approval Stage, configure the following details:
* **Stage Name:** Enter a name for this specific stage (e.g., *Draft Review Stage, Legal Approval Stage, etc.*).
* **Versions:** Choose the specific asset version that needs review. You can check Use Latest Version so the system always applies the newest update automatically, or select a specific version (such as *original*).
* **Add Checklist:** Toggle this switch on if you want to add a list of sub-tasks or criteria to be checked off during this stage.
* **Approvers:** Assign team members who are responsible for reviewing, leaving comments, and clicking "Approve" to progress the asset to the next stage.
* **Add External Approver:** If review is required from someone outside your organization (e.g., partners, clients), click here and enter their email addresses.
* **Stage Due Date:** Set a specific deadline by which this stage must be reviewed and processed.
* Options (Advanced Settings):
* ***This Stage requires Approval:*** Check this box to ensure the asset must be approved at this stage before it can move on to the next.
* ***Requires Internal Approval:*** Check this box if this stage strictly requires approval from an internal organization member.
#### **🔹** Step 3: Finalize the Workflow
* You can continue clicking the plus '**+**' sign at the bottom to add subsequent stages (Stage 2, Stage 3, etc.). You can also use the up/down arrows at the top right of each Stage to change their sequence.
* Once the configuration is fully set up, click **SUBMIT** to save and activate the Workflow, or click CANCEL to discard your changes.
### How to Manage Workflows
⚠️ **User Right Required:** User must have '***Can Update All Workflows***' permission.
To manage the approval processes, Admins can follow these instructions: Click on **Approvals** on the left navigation bar (thumbs up icon) -> Select the **WORKFLOWS** tab.
On this dashboard, Admins have full control to perform the following actions:
* **Create:** Click the '**CREATE +**' button to set up a brand new workflow.
* **View:** Track the list of existing workflows, including information on the number of stages (Stages), creator (User), and creation date (Date).
* **Edit:** Click the Pencil icon in the *Actions* column next to the respective workflow to modify its configuration.
* **Delete:** Click the Trash bin icon in the *Actions* column to remove a workflow that is no longer needed.
*If you have any questions during the setup process, please don't hesitate to reach out to us for timely support!*
# Template Approvals
Manages the approval process for templates before they are made available for use in the Editor
## What is Template Approval?
**Template Approva**l is a feature that allows for the approval of templates before they can be used within the Editor. This feature helps:
* *Control design quality before release.*
* *Ensure compliance with Brand Guidelines.*
* *Prevent users from accidentally using unauthorized or unfinished designs.*
Centralized management of Template Approval workflows
***
## Create directly within the HIVO Editor
#### 1. Preparing Workflows
To create and edit approval workflow templates, users require the following permissions:
* **Create/Edit your own:** ***"Can create Approval Template"*** and ***"Can edit Approval Template"*** permissions.
* **Edit others' templates:** In addition to the above, the creator (or Admin) **must grant** ***"Can Update"*** permission for that specific workflow.
#### 2. Create Template Approval for a Design
⚠️ **User Right Required:** User must have ***"Can create Templates"*** and ***"Can Publish Templates"*** permission to ensure the template can be published for Light Users to use after creation.
* After completing a design, **go to Settings -> Select the Workflow** you wish to apply.
* *Note: Only workflows you created or those for which you have "Can View/Can Update" permissions will be visible here.*
* Then, **go to Details** to **Save/Update template.** From here, you can:
* **Rename:** Enter a new name or edit the existing one.
* **Template Category:** Add or change the template category.
* **Export Format Restrictions:** Select specific export formats to restrict, or leave empty to allow all formats.
#### 3. Request Workflow for Light Users (Requestors)
⚠️ **User Right Required:** Requires ***"Must use Image Editor Templates"** setting.* This is for users required to use templates and submit approval requests.
Depending on your organization's workflow, you can choose one of the following two configurations to manage user flexibility:
#### 🔹 **Option 1: Restricted Mode (Standard Workflow)**
Use this setting if you want to ensure Light Users strictly follow the pre-defined process.
* **User Capability:** Light Users cannot modify the Approval Request structure.
* **Permitted Actions:** They can only enter a Message and set a Due Date.
* **Enforcement:** All other settings will follow the designated Approval Templates and cannot be changed.
#### 🔹 Option 2: Flexible Mode (Advanced Workflow)
Use this setting if your organization trusts Light Users to manage the process or when a designated approver might be unavailable and requires a replacement.
* **User Capability:** Light Users can flexibly edit the approval process.
* **Requirement:** You **must grant Light Users the *****"Can Create Workflows"*** permission.
* **Warning**: Ensure your organization trusts these users, as they will have the power to delete or change mandatory stages and required approvers.
When granted this permission, Light Users can perform the following:
* **Edit & Submit:** After editing the design, click **"Request Template Approval".**
* **Set Information:**
* Enter a Message for the Reviewer/Approver.
* Set a Due Date.
* Add Checklist
* **Flexible Customization (If needed)**: HIVO allows Light Users to tailor the workflow to fit reality:
* Add/remove Owners.
* Change or add Approvers/Reviewers for specific stages.
* Add/remove Stages or add Checklists.
* **Send for Approval:** After click **"Submit"** button, the HIVO system will automatically update the status and send notifications to the designated approvers defined in the template.
👉 Note: The HIVO system will not allow users to export the template (design) until the approval process has been fully completed.
#### 4. Approval Workflow for Reviewers/Approvers
⚠️ **User Right Required:** Approvers must have the permission: ***"Can Approve Templates"***
👉 Upon receiving a notification regarding a pending request, **Reviewers/Approvers should click on the template name to open the template approval workflow** (Additionally, [**Template Approvals**](https://support.hivo.co/approvals/template-approvals#how-to-manage-template-approval) can be managed within the Approval). From here, the Reviewers/Approvers can:
* **Feedback:** Leave comments with suggested edits, you can **@ mention another user** by clicking the **@ icon** or typing "Name user" in the comment box.
* **Mandatory Revision Request:** Click the circle icon next to a comment and select "Request changes."
* **Comment Management:** Click the three vertical dots (Options) to Edit/Delete.
* **Finalizing Approval (Owner Approve)**
* The Light User performs requested edits until the Approver is satisfied.
* **Any comments marked as "Request changes" must be set to Resolved** by the Approver before the process can move to the next Stage.
* Once all Stages are complete, the **Approval Owner will receive a notification and perform the final approval to authorize the design for use.**
***
## **Import Templates from app Design**
### **1. Importing InDesign Pages as Templates in HIVO**
HIVO assets exist as a linked HIVO url within InDesign, as opposed to the asset being stored on your desktop. If there are any missing links, please click **Download Missing links** in the **Document tab**.
Once the missing links have been reconnected, follow these steps:
**🔹 Step 1:** Click the **Save to HIVO as Template** button.
**🔹 Step 2: Configure image and color settings**
* Ensure you have selected the Rasterize images in places option.
* Select the appropriate Print export setting to preserve the CMYK color profile.
**🔹 Step 3:** Click **Save to New Template** to complete the upload process.
You'll have two main choices for how to save the template to HIVO:
* **Save to New Template:** Select this option if you want to save your current InDesign page as a completely new template in HIVO's template library.
* **Overwrite Existing Template:** Choose this option if you want to update an existing template in HIVO with the current version from your InDesign page.
**🔹 Step 4: View your Template in HIVO after Import**
* Once the processing is complete, click '**Click to View Template'** button.
* Click '**Allow'** to open the design template in your web browser.
### 2. Importing you current Figma Pages as Templates in HIVO
The **Import Figma Page as Template** feature allows you to export a **Figma page directly to HIVO** as a template, enabling you to manage, edit, and deploy designs quickly within the HIVO DAM and Editor system.
**🔹 Step 1:** **Navigate to the Document Tab in the HIVO Plugin**
* Open the Figma page you want to import
* Go to the **“Document” tab** in the HIVO Plugin.
**🔹 Step 2: Choose an Option to Save to HIVO**
You'll have two main choices for how to save the template to HIVO:
* **Save to New Template:** Select this option if you want to save your current Figma page as a completely new template in HIVO's template library.
* **Overwrite Existing Template:** Choose this option if you want to update an existing template in HIVO with the current version from your Figma page.
**🔹 Step 3:** (**Optional) Choose an Approval Template to Save to HIVO**
* This is an optional step. If the template you're importing needs to go through an internal approval process before it can be widely edited in the HIVO Editor, you can select an "**Approval Template"** here.
* Selecting an approval template will trigger the predefined approval workflow (by Admin), after you export the template.
***
## How to manage Template Approval
👉 To manage template approval requests, please navigate to **Approvals > Template Approvals tab**
⚠️ **User Right Required:** User need have the permission: "***Can View All Templates."***
#### **🔹 Step 1: Search and Filters**
Use the filtering tools to quickly locate the designs that need processing:
* **Date Filter (From/To):** Limit the list based on the timeframe the request was created.
* **Search by Item:** Enter the template name (e.g., "HIVO Flyer") to find a specific file.
* **Filter by Status:** Narrow down the list by statuses such as Pending, In Review, Approved, or Rejected.
* **Filter by Label**: Categorize requests based on attached pages or labels (e.g., Marketing).
#### 🔹 Step 2: Review Details Before taking action
Check these key information columns:
* **Requested:** Displays the timestamp and the user (Designer/Light User) who initiated the approval request.
* **Assigned:** Displays the full list of all Approvers and Reviewers currently assigned to the workflow stages for this request.
* **Status:** The current status of the process (e.g., In Review – currently undergoing revisions or review).
#### 🔹 Step 3: Take Action - Approval Workflow
👉 **Click on the Item Name** (the design name) to enter the template approval workflow:
* **Review & Comment:** View design details, leave feedback, or mandate revisions by selecting "Request changes" via the circle icons next to comments.
* **Resolve Comments**: Once the Light User has performed the requested edits, the Approver selects "Resolve" to finalize those points.
* **Edit Approval:** Modify the Approval Request details, such as the Owner, Due Date, or Approvers.
* **Change Status:** Manually update the progress of the approval.
If you have any questions, don't hesitate to ask, we're always here to help!
# Consent Approvals
### What is **Consent Approval?**
**Consent Approval** manages and monitors the process of obtaining permission from individuals to use their images and personal data in digital assets. It ensures compliance with the **specific purposes, scope, and expiration dates defined in the Terms & Conditions.**
👉 Benefits of Consent Approval
* **Legal Compliance:** *Stores evidence of consent to prevent potential disputes regarding privacy rights or image copyright.*
* **Risk Management:** *Prevents the unauthorized use of assets for which consent has been revoked by the subject or has expired.*
* **Process Transparency:** *Enables marketing and legal teams to identify exactly which assets are "cleared" and safe for use.*
### How to Manage Consent Approvals?
👉 To manage consent approval requests, **navigate to Approvals > Consent Approvals tab.**
#### **🔹 Step 1: Search and Filter**
* Use the date filters (From/To)
* Search by individual name (Face) and can filter one or more people at the same time.
* Or filter by Status to narrow down the list of requests to process.
#### **🔹 Step 2: Review Details**
Check the key information columns:
* **Last Modified:** The timestamp and the user who most recently updated the status.
* **Expiry:** The expiration date of the usage rights (a "No expiration" entry indicates the consent is valid indefinitely).
* **Requested:** The timestamp and the user who initiated the request.
#### **🔹 Step 3: Take Actions**
In the final column, you can perform the following operations:
* **See Consent's Asset**: View the specific digital asset associated with the consent.
* **Download Consent Form as PDF:** Save the legal documentation to your local device. *Note: This action is disabled for consents in Revoked, Expired, or Pending status.*
* **Re-Send Consent Request**: Send requests to relevant stakeholders. *Note: This action is only enabled when the status is Pending.*
* **Revoke Consent**: Change the status to Revoked. Once a consent has been revoked, only the "See Consent's Asset" action remains enabled.
👉 See more about [**"Consent Status"**](https://support.hivo.co/consent/consent-status) here.
If you have any questions, don't hesitate to ask, we're always here to help!
# People Approvals
Manual review process that allows an authorized user to review similar face detections and manually confirm or reject the match to a specific profile
When "**Manual Confirmation Required for Known Faces**" setting is **turned ON**, detected people will no longer be automatically linked to an existing profile when a match is found.Instead, the system creates a suggested match that can be reviewed, accepted, or ignored. The suggested matches can be found on the Approvals - People page, or on the Assets themselves as inline suggestions.
## How to enable the feature (Settings)
⚠️ **User Right Required:** User must have right: **“Is Client Admin - User can manage the Client Profile”.**
* Navigate to **Recognition Settings: Client Profile** → **Settings** → [**Recognition Settings**](https://support.hivo.co/client-profile/client-profile-settings/asset-and-metadata-management/recognition-settings)
* Enable the **"Manual Confirmation Required for Known Faces"** option to activate it.
* Once active, any person detected in a new asset that matches an existing profile will be marked as a Suggested Match rather than being automatically assigned.
* A person in the Asset Library will not appear in search results until the suggested match has been manually confirmed.
## How to manage People suggestion approvals?
⚠️ **User Right Required:** User must have the right "Can View Recognition Profiles on the People page" and "Can Tag Faces in Any Asset" OR **“Is Client Admin".**
👉 Note: When you perform the **Assign or Accept Suggestion action**, the system includes an additional compliance step: **Assign Consent Record**. This ensures legal usage rights are tracked.
### 1. Access the People Approvals Page
Navigate to the main menu and select Approvals, then select the **PEOPLE tab**. This page lists all detected people waiting for manual confirmation.
To review people approval suggestions, you will compare the Source Appearances (on the left) against the Proposed Target Profiles (on the right).
* **Appearances** (On the Left): Review the newly detected appearances from your recently uploaded assets.
* **Suggested Match** (On the Right): Displays the profile(s) the system suggests as a possible match.
* *Note:* There may be several suggested profiles if multiple individuals share similar features.
* This section displays profile details and a gallery of existing faces/images already linked to that profile for easy cross-referencing.
#### 🔹 Option 1: Detailed Review - Select & Adjust Appearances (The Left Side)
Best for manual intervention where you need to Select, View Assets, or Reassign specific appearances to a different person.
On the left, you will see a preview of newly detected faces (Appearances).
* **Open the Selection Dialog:** Click the **"+ More"** button on the Appearance card to open the detailed Selection window.
* **Select Specific Faces:** Click individual face thumbnails to select them. This is useful if you only want to approve specific angles or shots.
* **View Assets:** Click the **View Assets** button to see the full original photo or video for better context before making a decision. With an individual Asset (image or video), you can also:
* Look for inline prompts appearing directly on the asset.
* Confirm or ignore the match immediately while browsing.
* **Perform an Action:**
* **Assign:** If the faces match the suggested name (e.g., Jane Smith)*,* click **Assign.**
* **Reassign:** If they do not match, use the Assign to Person dropdown to search for and select the correct person, then click **Assign.**
* **Ignore:** Click **Ignore** if you do not want to link these specific appearances to any profile.
#### 🔹 Option 2: Quick Approval via Suggested Match (The Right Side)
Best for high-confidence matches where you can instantly Accept the suggestion.
👉 Cick the menu icon (three horizontal lines) on the suggested match card to choose one of the following actions:
* **Accept Suggestion:** Assigns the identity. The asset is now indexed and will show up in searches for this person.
* **Ignore Suggestion:** Dismisses the match. The asset remains unlinked and will not appear in searches for this person.
* **View Profile:** Allows you to verify details before confirming.
* **View Appearances:** Provides a visual reference to ensure the match is accurate.
### 2. (Alternative) Confirm Inline on Assets
You don't always need to visit the Approvals page. You can also:
* Open an individual Asset (image or video).
* Look for inline prompts appearing directly on the asset.
* Confirm or ignore the match immediately while browsing.
If you have any questions, don't hesitate to ask, we're always here to help!
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