How to Manage Copyrights

Copyrights help you track ownership and usage rights for your digital assets. This guide covers how to create copyright records, assign them to assets, and manage copyright information across your library.

Creating a Copyright Record

Copyright records are managed in the Library tab within the Copyrights section.

1. Navigate to the Library tab and select Copyrights
2. Click the + New button
3. Complete the copyright form:
   • Name (required): A descriptive name for the copyright
   • Owner: The copyright holder's name
   • Account: Link to an associated account record (if selected, address information is pulled from the account)
4. Save the record

Note: Copyright records can be displayed in grid or list view using the view toggle.

Viewing and Accessing Copyright Records

From the Copyrights section, you can access records in two ways:

• List view: Click directly on a row to open the copyright record, or click the three-dot menu at the end of the row to access quick actions
• Grid view: Click directly on a card to open the copyright record, or click the three-dot menu on the card for quick actions

The action menu includes:

• Details: Open the full copyright record
• Edit: Modify copyright information
• Delete: Remove the copyright record

Copyright Record Details

Open any copyright record to access:

• Assigned Assets: View all assets linked to this copyright
• Account Information: If an account is assigned, address details appear here
• Audit Information: See when the record was created and last modified
• Copyright History: Review changes made to the copyright record
• Comments: Communicate with other users about the copyright using the comments component

Adding a Copyright Image

You can add an optional image to a copyright record for visual reference. This is done within the copyright record details after the record has been created.

Assigning Copyrights to Assets

Copyrights are assigned to assets through the upload or edit forms. You can assign copyrights to individual assets or multiple assets at once.

Single Asset Assignment

1. Open the asset and click Edit, or assign during initial upload
2. Locate the copyright fields
3. Select the Copyright from the available records
4. Enter Copyright Usage to describe how the asset may be used
5. Set the Initial Date and Expiration Date to define the valid period
6. Save your changes

Bulk Assignment

1. Select multiple assets in the library
2. Use the batch action menu that appears at the bottom of the screen
3. Choose the edit option
4. Assign the copyright, usage, and dates
5. Save to apply the copyright to all selected assets

Understanding Copyright Status

Assets display a copyright icon in the top right corner of their thumbnail:

• Green icon: Copyright is active (current date is within the initial and expiration dates)
• Red icon: Copyright has expired

Editing and Deleting Copyrights

Editing a Copyright Record

• From the record: Open the copyright record and edit the details directly
• From list view: Click the three-dot menu on the row and select Edit
• From grid view: Click the three-dot menu on the card and select Edit

Deleting a Copyright Record

• From the record: Open the copyright record and use the delete option
• From list view: Click the three-dot menu on the row and select Delete
• From grid view: Click the three-dot menu on the card and select Delete

Removing a Copyright from an Asset

1. Edit the asset (or bulk edit for multiple assets)
2. Clear the copyright assignment
3. Save your changes

Merging Copyright Holders

If the same holder has been created more than once, for example with different spellings, you can merge the copies into one.

1. Go to Library > Copyrights.
2. Tick two or more copyrights.
3. Click Merge in the batch action menu at the bottom.
4. In Keep this copyright, choose the one to keep.
5. Click Merge.

The copyright you keep takes over every asset assigned to the others, and the others are deleted. Smart folders and saved searches that pointed to a merged copyright are updated automatically.

Searching and Filtering Copyrights

Copyrights are searchable by name in the Copyrights section. Use filters to narrow results by copyright holder. Additional copyright filtering options are available in Advanced Filters when browsing assets in the library.

Exporting Copyrights

To export the whole copyright list as a CSV file, click the export icon (Export when you hover over it) next to the search icon above the list.

Permissions

Copyright management requires specific permissions assigned through user group roles:

• Create: Add new copyright records
• Read: View copyright records and details
• Update: Edit existing copyright records
• Delete: Remove copyright records

Contact your administrator if you need copyright permissions added to your role.