Roles

Roles

Users connect to a catalog with one of four roles: Catalog Administrator, Publisher, Editor, or Reader. Each role determines the features and functionality available to the user once they have connected to a catalog. A user may have a different role in each catalog.

  • Catalog Administrator: The Catalog Administrator role lets a catalog user perform any action available within Portfolio Web, and also log in to the Administration application to generate reports, manage NetPublish site, and configure all catalog-specific settings. For an overview of what a Catalog Administrator can do, see Catalog administration tasks.

  • Publisher: The Publisher role is primarily used to let a user add and delete catalog entries. While this user can also enter data, they can’t alter or define fields, including the Master Keyword list.

  • Editor: The Editor role is primarily for users that need to perform data-entry tasks. It’s different from Publisher mainly in that it doesn’t let users add or delete assets.

  • Reader: A Reader in a catalog may search and perform some other basic tasks, but users with this role may not add or delete assets, or edit fields within the catalog.

Roles and clients

The following operations are available to Portfolio Web and Desktop client users and can be turned on or off in the Roles page of the Administration application:

  • Access and Process Originals: Lets the user download original files. When this permission and Use Convert Presets are both turned on, the user can use the Batch Process function.

  • Add Assets: Lets users add assets to a catalog.

  • Can Smart Keyword: Lets the user use the Suggest Smart Keyword feature for cataloged assets.

  • Check Out Assets: For Vault catalogs, let the user check out an asset.

  • Delete Asset from Catalog: Lets users remove assets from a catalog.

    • Regardless of this setting, users can always remove assets from a gallery.

    • In a Vault catalog, this permission also lets users delete assets from the Vault, without the need to have the Delete Original Assets permission.

  • Delete Original Assets: Lets users remove files from disk when removing assets from a Watch Folder catalog. (Users must also have the Delete Asset from Catalog permission to delete original assets.)

  • Embed Metadata: Lets users edit metadata that can be embedded in a file.

  • Import/Export Metadata: Lets users export metadata for assets to a text file, or import metadata for existing cataloged assets from a text file (either from another Portfolio catalog or from a different system).

  • Make PDF: Lets the user generate a PDF contact sheet.

  • Manage Presets (Convert and Make PDF): Lets users create, edit, and delete Batch Process and PDF presets. (To manage Batch Process presets, users must also have permission to Access and Process Originals and Use Convert Presets. To manage PDF presets, users must have the Make PDF permission.)

  • Manage Public Field Lists: Lets users add, remove, and edit field list presets.

  • Manage Public Galleries: Lets users create, update, and delete public galleries.

  • Modify Folder Structures: Lets users add and remove subfolders. To move subfolders, users must have the Move Assets permission.

  • Move Assets: Lets users move assets between folders.

  • Publish NetPublish Sites: Lets the user publish and update NetPublish sites.

  • Sync AutoSync Folders: Lets users manually synchronize a watch folder.

  • Update Asset Fields: Lets users edit metadata for an asset. Users must also have the Embed Metadata permission.

  • Use Convert Presets: Lets users use custom conversion presets created by others. When a user has this permission and Access and Process Originals, the user also has access to the Batch Process function.

Each role has some enabled permissions, some permissions that can be enabled, and some that can’t be enabled. Permissions that can’t be changed for a specific role are dimmed.

For example: Users with the Publisher role initially can’t manage presets, but this capability can be enabled for all Publisher users. By contrast, Catalog Administrators always have this capability, but Reader and Editor users can’t be allowed to manage presets.

Configuring roles

To configure options for each user role:

  1. Click Roles and select a role.

  2. Enable or disable options.

Changes are saved automatically.

Custom roles

If the built-in roles don’t meet your needs, you can create custom roles with exactly the permissions that you want to allow.

To create a new role, click Add  at the top of the Roles panel, enter the new role’s name, then click Save.

Check the box next to each permission that you want to allow for the new role.

Note: It’s up to you to make sure your custom role has appropriate and logical permissions.

To edit a custom role, highlight it in the list, then select or deselect permissions.

To remove a custom role, highlight it in the list and click Remove , then click OK in the confirmation dialog.

Note: When you remove a custom role, any user that had that role assigned will be assigned the Reader role.

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