Roles Section

Administrators can create roles, set Reach Engine access, and manage the permissions assigned to a group of users. For example, an editor may be assigned create, modify, view and delete permissions; a reviewer may be assigned only modify and view permissions; and a producer may be assigned only create, modify and view permissions.

Each role can be associated with one or more categories. Roles can also be associated with one or more metadata groups.

Note: When modifying Roles, a Modify Asset Categories checkbox allows Administrators to control which Roles can modify asset categories.

Display and Search Roles

Click Users in the left menu, then click Roles.

Select a role. You can:

Click the Edit icon in the Action column to edit roles.

Click the Add icon at the top left to add new roles.

Click the Delete icon in the Action column to remove a role. You can multi-select (CTRL+Click or Command+Click) and click the Delete icon at the top left to delete multiple roles.

To search for roles, click in the Search box and enter your search term.

Create a Role

Click Users in the left menu, then click Roles.

Click the Add icon at the top left to open the Add Role panel.

Enter a name for the role.

Choose metadata groups and permissions.

Choose the category permissions:
- Choose View Uncategorized Assets to give non-admin users access to view assets that do not have categories. The following scenarios occur if a user's role does not have "View Uncategorized Assets" set:
  - When a clip is created, the clip inherits the parent video's categories.
  - When a new collection is created, setting a category is mandatory.
  - When a new project is imported, setting a category is mandatory.
- Choose Edit Asset Categories to allow users in the role to modify asset categories.

Choose the Role(s) for which the categories are visible.

Choose the default categories applied when a clip is created. The list of default clip categories can only be populated from the list of defined categories on the role. If a default clip category has not been created on the role, then the default Reach Engine operation of parent asset category inheritance still occurs. Categories on parent asset are pre-populated in the metadata panel on the right for both timeline and video clips. For users that have multiple roles, default categories are set on all roles and all default categories are applied to the timeline and video clips. For users that have multiple roles, but only one role has default categories and the others do not, parent asset category inheritance still occurs.

Choose the asset permissions.
- Choose Edit Assets to allow users in the role to edit asset details, including:
  - Asset name.
  - Asset metadata.
  - Clip mark in/out points.
  - This option does not include editing asset categories.
- Choose Delete Assets to allow the user in the role to delete assets.
- Choose Create Collections to allow users in the role to create collections.
- Choose Add/Remove from Collections to allow users in the role to add and remove from the contents in a collection.
  - For further insight on what Create/Add/Remove permission does on collections view this page.

Choose the download & export permissions.
- Choose Download Proxy to allow the user to download proxies. If a user has multiple roles, the user can download proxies if at least one role permits it.
- Choose Download Source & Mezzanine to allow the user to download high-resolution source files. This option is useful if the user wants to work on the files when not connected to a network. This option is not for Clips or Collections.

Choose the Collaborate tasks & permissions.
- Choose Share Assets Externally if the role can download assets (Shared tasks) in Collaborate.
- Choose Request Assets Externally to define if the role can create tasks in Collaborate to request assets (Request tasks).

Choose the workflows started by these roles to allow a role to view additional workflows.
- Users that are assigned one or more roles will have access to all workflows run by any users assigned to those role(s) on the workflow status screen, not just their own workflows.
- Archived roles do not display in the list.
By default, the roles are allows to Take Action on Workflows Started by the Above Roles. Move the slider to change this option.

Choose Use RQL to refine permissions to allow the user to use RQL search queries. Note that a role with RQL permission that grants access to content:
- Allows users with that role to see thumbnails of those assets.
- Allows users with that role to see metadata if their Role also grants view metadata access and/or edit metadata if their Role also grants edit metadata access.

Enter the RQL Permissions.

Click Add. The new role displays in the list.

Notes:

When a user has multiple roles, the user can perform an action if at least one role permits it.

The Roles panel allows an administrator to define read-only (view) permissions for specific metadata groups within the Role.

Users assigned multiple roles should have optimistic viewing/editing permissions:

If one user's Role has view and another Role does not, the user can view.

If one user's Role has edit and another Role has view, the user can edit.

A metadata group cannot be both view and edit at the same time.

If a user has access to an Asset and that Asset has a metadata group, then if one of the user's Roles has either view or edit access, the user can see the metadata group's fields.

If Edit is selected for a metadata group, it is assumed that the user has view as well.

Collection Permissions Explained