> For the complete documentation index, see [llms.txt](https://support.hivo.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.hivo.co/~/changes/eaCuYFhybbREuBouwZp6/client-profile/client-profile-settings/upload-download-settings.md).

# Upload / Download Settings

* Are you concerned about maintaining consistent quality control for uploaded assets?
* Do you want to ensure users are aware of copyright and licensing restrictions before downloading assets?
* Do you need to track how users plan to utilize downloaded assets?

If you answered yes to any of these questions, then the Upload/Download Settings can be valuable tools for you.

{% hint style="info" %}

### **What are these settings used for?**

These settings allow you to manage how assets are uploaded, downloaded, and tracked within your organization.
{% endhint %}

## Benefits of Using These Settings:

* ***Improved Quality Control**:* Review new uploads before adding them to the main library to ensure they meet specific standards.
* ***Enhanced User Awareness:*** Inform users about copyright, licensing, and usage restrictions associated with assets.
* ***Responsible Asset Usage:*** Encourage users to consider how they will use assets before downloading.
* ***Streamlined Version Tracking:*** Manage and track different versions of the same asset effectively.

<details>

<summary>Accessing the Settings:</summary>

You come to the Client Profile => Settings => Upload/Download Settings

</details>

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FZWGqUBb3TxRkLRAjsdjl%2Faccess.gif?alt=media&amp;token=751c9b6c-52b0-4a54-952f-285aecc9756e" alt=""><figcaption></figcaption></figure>

## **How does this feature work?**

{% hint style="info" %}
**Note:**&#x20;

It depends on your purpose that you are able to turn on/off these settings. In case you don’t have mean as any of these descriptions below, you just need to turn them off.
{% endhint %}

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FEbPvY8s1Hsm4yyVAVBCS%2Fon_off.gif?alt=media&amp;token=7a46e8bb-3d7a-4e55-a6ea-c30d4839a31d" alt=""><figcaption></figcaption></figure>

#### **Users can download Assets with HIVO metadata.**

* This feature allows you to download a version of the asset where some of the original metadata is replaced with corresponding metadata values from HIVO. This can be useful for maintaining consistency or privacy when sharing assets.

#### **New Assets are added to Upload Approvals.**

* Enable this option to require review of new uploads by users with "Can Approve" permission before adding them to the main library. This helps maintain quality control and consistency.

#### **Warn Users before downloading Assets.**

* Enable this option to display a warning to users before downloading assets containing certain metadata (copyright, license, or usage). This raises awareness about usage restrictions.

#### **Users must enter Asset usage in the warning dialog.**

* Users are given a text field in the warning dialog, where they must enter a short description on how they will use the Asset(s) after downloading them. This helps you to Track and Manage Asset Usage within your organization.

{% hint style="info" %}

#### Additional Tips:

* Consider creating a clear and consistent naming convention for your assets.
* Communicate your upload and download policies to all users within your organization.
  {% endhint %}

#### Apply to target metadata.

* You can specify where this feature applied by entering the metadata names that you would like to display a warning for or leave blank to use the default fields (copyright / license / usage).

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FZFgaGRWXKm4Ne8DuTkIR%2Fimage.png?alt=media&amp;token=1eff34a5-ea12-4085-a1f5-c2d8a9ded9ae" alt=""><figcaption></figcaption></figure>

***By following these steps:***

1. *Enter the tags you want to display the warning for (e.g. "collection", "Product").*&#x20;
2. *Then, press “Enter” from your keyboard to add the next metadata (if needed).*&#x20;
3. *Finally, remember to choose “SAVE CHANGES” to officially apply it.*

<figure><img src="https://lh7-us.googleusercontent.com/TkVHa_TtfMM4ypJzNoYyOwM1_PaYT_c8y2eMShmDfXvYlCHCdnZXEJKOU5wET6bWH4ke3cf5o7DdqKSXfto4iKKiCcts577XJpylOmNUPNkkyY6cduZxTmBC4Ak65RwmUK_Y9Kn7-oMHg7OmfLkYhEc" alt=""><figcaption></figcaption></figure>

## **By effectively utilizing the Upload/Download Settings, you can optimize your asset management process within the HIVO App.**

### Manage Uploads and Downloads Efficiently with Upload/Download Settings in your account

Digital asset management (DAM) plays an important role in storing, organizing, and accessing digital files such as images, videos, documents, and more. However, effectively managing digital asset uploads and downloads can be challenging, especially for large organizations with many users :thinking:

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FcrtwvitkMxfd6bmgscPg%2FUpload%20-%20Download%20setting%20open.png?alt=media&amp;token=8814c526-ec52-4616-8c8a-a488feb2277e" alt=""><figcaption></figcaption></figure>

### What is the Upload/Download Setting?

The Upload/Download Settings allows admins to fine-tune the upload and download settings for the company account, ensuring security, compliance, and efficiency in your digital asset management and access by general staff:bulb:

{% hint style="info" %}

### Why should you use Upload/Download Setting?

**Enhanced data security**: Protect digital assets from unauthorized access and misuse.&#x20;

**Regulatory compliance**: Meet compliance requirements related to copyright, intellectual property rights, and data protection.&#x20;

**Effective management**: Monitor asset usage and ensure that assets are used for their intended purpose.&#x20;

**Improve efficiency**: Automate the upload approval process and reduce admin burden.
{% endhint %}

### How to use Upload/Download Settings?

Using “**Upload/Download Settings**" is extremely simple, just a few basic steps:

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FtrfTkWAKKTQZxh2vZ8nO%2Fupload%20-%20download%20setting.gif?alt=media&amp;token=a099d23b-c055-47a2-8afa-ebcef0f040ce" alt=""><figcaption></figcaption></figure>

1\. **Search for Sensitive Settings: Client Profile => Setting => Upload/Download Settings**

2. **Adjust Upload/Download Setting**: Select settings appropriate to your organization's digital assets and operations:

|                                                                                                                                                    | Funtionality                                                                                                                                     | Benefit                                                                                                                                                         |
| -------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Users can download Assets with HIVO metadata.**                                                                                                  | This setting allows users to download assets with HIVO metadata, a standard metadata format in the media and entertainment industry.             | Downloading with HIVO metadata increases asset compatibility and usability in other systems and supports workflow automation.                                   |
| **New Assets are added to Upload Approvals.**                                                                                                      | This setting requires users with "Can Approve" permission to review and approve newly uploaded assets before they are added to the main library. | This setting helps ensure the quality and appropriateness of uploaded assets and prevents the uploading of inappropriate or copyrighted content.                |
| **Warn Users before downloading Assets.**                                                                                                          | This setting displays a warning to users before they download assets that contain copyright, license, or usage metadata.                         | This warning helps raise users' awareness of the terms of use of the asset and encourages them to use the asset responsibly.                                    |
| **Users must enter Asset usage in the warning dialog.**                                                                                            | This setting asks users to briefly describe how they will use the asset after downloading it in an alert dialog box.                             | Collecting this information helps the organization track how assets are used and ensure that assets are being used for their intended purpose.                  |
| **Enter the metadata names that you would like to display a warning for, or leave blank to use the default fields (copyright / license / usage).** | This setting allows you to define specific metadata fields that will trigger warnings when downloading assets.                                   | This setting helps you focus on the types of metadata that are most important to your organization and ensures that users are alerted to essential information. |

3. **Save settings**: Save changes so this takes effect for future uploaded Assets.


---

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