Admin and Editors manage Visibility and Access (V&A) settings, which is what makes it so external users can see or download files on your Portal. You can set access permissions with very specific controls for different people (Invited Users) or groups (User Groups).
Visibility: Can that Collection or Gallery be seen by a user of the Portal? And, if so, which users – everyone, those with permission, or just Library Staff?
Access: Can the files in the Gallery be downloaded? (You can give access to anybody that knows the password, or to specific people who will need to log in.)
Reading the Eye and Arrow "Stoplights"
The stoplights help you understand the permission status of Collections and Galleries in your Library at a glance. Both Visibility and Download Access have separate controls, and each of them has its own stoplight. The icons should be pretty self-explanatory, but you can see our at-a-glance reminder by clicking on "My Library" in the left pane, and then looking to "Learn More" in the right pane.
The left stoplight, the eye, indicates the Visibility permissions, and the right stoplight, the arrow, indicates the download permissions.
For Collections and Galleries that are contained in other Collections, the stoplights will tell you that Collection or Gallery's permissions within the context of the "parent" Collection it's in. Learn more about this in the "Inheritance" section below.
The left ‘eye’ stoplight tells you who can see the Gallery or Collection
This Gallery or Collection is not listed in the Portal. It’s in your Library, but it’s invisible on on the portal and can only be viewed in the Library by the Library Staff.
Some people can see this Gallery or Collection on the Portal:
○ It is visible to Invited Users, or
○ It can be accessed by anyone with the password and link.
This Gallery or Collection is visible to everyone:
○ All Invited Users
○ Portal visitors who are not logged in (a.k.a. anyone browsing the Internet who stumbles across your Portal)
○ Search engines can also access and index the photos
The right ‘arrow’ stoplight tells you who can download from the Portal.
Nobody can download any files from this Gallery or Collection in the Portal
Some people can download files from the Portal
○ Files in this Gallery or Collection may be downloaded by some Invited Users or
○ Files in this Gallery or Collection may be downloaded by those with the password and link.
There is no green arrow as there is no download for "everyone" at this time – the user must have either the password and hyperlink, or, an Invited User account and an invitation.
Each Gallery and Collection has its own native permissions (bold color stoplights), but if it's placed in another Collection, it can also inherit permissions from that Collection (screened-back stoplights).
You have 3 different ways to mix and match native and inherited permissions for "child" Collections and Galleries that are contained in other parent Collections:
- Inherited only: you can allow a Collection or Gallery to inherit the specific permissions of the Collection it is contained in, or
- Native only: you can give a Collection or Gallery its own separate V&A setting, or
- Native & inherited: a Gallery can inherit a Collection's permissions and carry its own native permissions. (Collections do not have the ability to have this combination of permissions. This is only for Galleries.)
Screened-back stoplights indicate that permissions have been inherited from the parent Collection.
Above: When viewing your Collections, it’s easy to see which have inherited their Visibility and Access settings from the Collections they are within.
Note: Collections and Galleries that inherit from a Parent Collection will still have their own separate "native" permissions hidden beneath the inheritance, unless you align the native and inheriting permissions before saving.
1. Inherited only
Even when you choose for a Gallery to inherit permissions, what that really means is, when accessed from within the Collection, the Gallery will use those same permissions. However, Galleries do still have their own native permission sets, which are used when a Gallery is accessed outside of the Collection that contains it.
So, if you'd like to go with option #1 and only have the Gallery use inherited permissions, make sure to change any native permissions using the "Who can see this gallery?" dropdown and save it, before you click "Inherit from [Parent Collection]."
Above: An example of option #1. To ensure that the Gallery only inherits the parent Collection's permissions, the native permission is changed via "Who can see this gallery?" and saved. After "Inherit" is checked, this Gallery can only be accessed by "Those with permission," like its parent Collection.
2. Native only
Above: An example of option #2, this Gallery is publicly viewable, even though its parent Collection can only be accessed by "Those with permission," because the Gallery is not inheriting its parent Collection's permissions.
3. Native & Inherited
Above: An example of option #3, this Gallery has a native visibility of "Those with permission" to allow a specific person to view and download from it, and it is inheriting permissions from its parent Collection to allow those with a certain password to view and download from it. You can only apply native & inherited permissions to Galleries.
Remember: V&A Controls are for the Public Portal Only. They do not restrict access to the photos on the Admin side of the website. Anyone with Admin, Editor or Tagger roles can see all images that have been uploaded to your library. V&A Controls determine what the rest of the world can see on the Portal site.
To open the V&A dialog, move your cursor over the stoplights and click the gear that appears. Once you are in the dialog you can choose the settings you need.
If you want to make a Gallery publicly visible or want to add V&A Permissions for specific people and groups, click here to learn more.
V&A permission strategies
Visibility and Access settings can be inherited from the parent Collections that they are in. They are most powerful when combined with User Groups. Learn more.