How to Restrict User Groups by Metadata

You can limit a user group to assets with specific metadata values, for example only assets for their market or brand, wherever those assets are stored. This works on top of folder permissions, so you don't need a separate folder structure for each team.

How It Works

• Members of the group see only assets that have one of the selected values in the chosen field.
• Assets with no value in that field are not affected and follow normal folder permissions.
• Users who belong to more than one restricted group must meet every restriction. Joining more restricted groups narrows what they see rather than widening it.
• You can restrict by Dropdown and Dropdown (Multiselect) metafields.

Before You Start

• Turn on the feature: go to App Setup > Features and activate Metadata Permissions On User Groups. If you don't see it in the list, contact Data Dwell support at support@datadwell.com.
• The metafield you want to restrict by must exist and be filled in on the assets. See How to Create Custom Metadata.

Steps to Restrict a User Group

1. Go to App Setup > User Settings > User Groups.
2. Open the user group by clicking its name.
3. In the Metadata permissions component, click Edit.
4. In Metadata field, choose the dropdown metafield to restrict by.
5. Under Options, choose one or more values.
6. Click Save. The component now shows the selected values.

To remove the restriction, click Edit again, remove the values and click Save.

Tips

• Use this when access follows a property of the asset, such as market, brand or region. Use asset user groups when you want to choose per asset who can see it.
• Check that the field is filled in consistently. An asset with no value in the field is not restricted at all.
• Be careful when adding a user to several restricted groups. Each restriction applies, so they may see fewer assets than expected.