MM5.6 Profiles and settings

Owned by Mathias Mattson (MHM)
Last updated: Aug 31, 2022 by Gosia Creosteanu (Unlicensed)
8 min read

Types of users

A Digizuite™ DAM system has its own database of users that is created by the Digizuite™ DAM Center's administrators. Each user is set up with a username, a password and role-based access rights.

There are 5 main types of users within the Media Manager 5: Guest, Light User, Content Creator, Administrator and Super Administrator. These users are given a number of rights/roles by default, but the roles can be removed or added by the Administrator in the DAM Center's "System tools". New users with a customized set of roles can also be created.

More information on roles can be found here.

Guest

Media Manager 5 is available for guest users. Guest users are the users who are not logged in and can access the assets in a read-only mode. The guest users can only view assets that are made available for the public. It is a choice whether or not Media Manager 5 should have a Guest Area or require a log in to even access the home screen.

Guest users can search for public files, preview them, download them and share them on social media, if this is allowed. For the ability to add to favorites, they will be requested to log in, if they possess membership credentials.

Users who possess credentials to the system usually fall under one of these user types:

User name

By default roles, the user can:

User name

By default roles, the user can:

Light User

  • see other members of the portal

  • download assets in original and custom quality

  • view collections

  • share assets

  • create crops of assets

  • see workflow tasks assigned to oneself and transition them

  • see related assets

  • view comments

  • create, edit and delete own comments

  • save searches

Content Creator

  • upload new assets

  • use Cognitive Services

  • view Work In Progress stages of the assets and to edit the stages that are assigned to the user or which do not have an assignee

  • bypass all download rules

  • delete assets permanently

  • edit workflows

  • perform transitions in workflow tasks that have no user constraints on transition

  • view workflow tasks of other users, as well as assign and delete tasks

  • run automations with a manual trigger

  • see the status of automations

  • have access to the Creative Cloud Connector

  • see and edit catalog folders in DAM administration view

  • see the uploaded files related to workflows

Administrator

  • edit metadata

  • use metadata translation APIs

  • see and edit metadata definitions

  • view audit trail for assets

  • replace assets

  • create a new revision for assets

  • change the styling and theming when Brand portal is not enabled

  • edit users

  • edit Digizuite portals

  • edit automations

  • export assets, metadata as wells as assets with metadata

  • set up filters and free text searching

  • see generic job status - for instance elastic re-indexing 

  • access system monitoring

  • see system logs

  • edit and delete comments of other users

  • circumvent the copyright notification

  • configure download approval and bypass it once it is enabled

  • see and edit users and groups in DAM administration view

  • see files and secret files attached to workflow tasks as well as delete them

  • perform GDPR actions

  • see and edit integration endpoints

  • edit mail templates

  • edit the start screen in Media Manager

  • see all upload progress

  • use the embedded Media Manager UI

  • edit asset status they are not assigned to

  • configure YouTube integrations

Super Administrator

  • see the status for search administration in Media Manager

  • change job status, for example restart a failed job

  • create access keys for other users

  • can ignore all item security

  • access the product configuration, including searches, labels and configuration

  • see and edit destinations in DAM administration view

  • see and edit Digizuite constants in DAM administration view

  • edit Digizuite licenses

  • edit media format type setup

  • manage languages

  • see and edit profiles in DAM administration view

  • edit stopwords for Search2

  • see and edit transcodes in DAM administration view

  • edit SSO settings

  • access check-in and check-out

Profile administration

Settings related to profile administration can be accessed by clicking the profile picture in the upper left corner of the main screen, and then selecting My profile.

Profile administration gives access to the following actions:

  • changing user information, i.e. first name, last name and e-mail address,

  • changing password,

  • changing profile picture.

Settings

The cogwheel icon in the upper right corner of the home screen opens a menu with an array of settings in the system:

General settings

Language

The user can the system language in this section. For more methods of changing the language, see section "Introscreen".

Introscreen

The user can access the following settings in relation to the intro screen:

  • changing the background image, using one of the assets uploaded to the Media Manager 5,

  • changing language,

  • editing title and description in the selected language.

Integrations

This section allows the user to set up, edit and delete new integration endpoints as well as gives the possibility to access the status of existing integrations.

YouTube

This section allows the user to set up, edit and delete an integration for a YouTube channel as well as gives the possibility to access the status of the integration.

Cognitive services

This section contains additional settings related to Cognitive Services, such as training of facial recognition.

Download approval

This section is related to a specific workflow concerning download approval. If such a workflow has been previously set up by the administrative user, in this section the user can enable and disable the functionality of download request, select the correct workflow that should control it as well as configure a variety of options related to it.

SSO

This section allows the user to configure a single sign-on (SSO) authentication method.

Detailed information about configuring different types of SSO authentication can be found under Authentication.

Users

This section is related to a specific workflow concerning user approval. If such a workflow has been previously set up by the administrative user, in here it is possible to enable and disable this functionality.

Collections

This section contains additional configuration related to collections. In here, the administrative user can enable or disable external collection sharing as well as change which metadata fields are included with the shared asset by default. The default metadata field can then be modified by the user with each sharing action.

Asset search

 

This section contains additional configuration related to asset search. Firstly, the administrative user can select which filters are visible by default to users logging in for the first time or after they reset the filter configuration. Secondly, it is possible to define the criteria for the freetext search.

Asset list

 

In this section the user can define which columns are displayed by default in list view of the asset list.

Accelerated search status

In this section the administrative user can manually perform re-indexing.

About

This section provides information about the product version and the third party licenses.

Brand portals

This menu item opens the section in which the user and configure brand portals: both the global style and the subpages.

For more information, see section Brand portals.

System administration

This menu item provides the users with the information about system health as well as the status of Rabbit.

Automation

This menu item opens the section in which the user can configure and preview automated jobs.

For more information, see section Automation.

Workflows

This menu item opens the section in which the user can configure and preview workflows.

For more information, see section Workflows.

Logs

In this section the user can access the system logs.

For more information, see section Logs.

Audit logs

This menu item opens the section, where the user can preview the operations performed in the system. This includes changes in metadata, creation and deletion of assets, publishing of asset profile and changes related to workflows.

For more information, see section Audit trail.

DigiBatch status

In this section the user can preview the details of system jobs and retry failed jobs.

System monitoring

This menu item gives access to the monitoring dashboard. Upon clicking this option, the user will be re-directed to a new window, where they need to log in to Grafana.

For more information, see section Monitoring and Grafana.

ConfigManager

In this section the user can create and edit email templates.

For more information, see section Email templates.

Configuration management

In this section the user can access central management of all system configuration.

For more information, see section Configuration Management.

General jobs

In this section the user has overview of the jobs running in the background in the system.