Deciding Who Can (and Can’t) Access Your Marketing Asset Management System

use permissions to control your content

As more states lift their COVID-19 mask mandates, businesses across the country are faced with a difficult decision: Who should they allow in?

Marketing managers face a similar challenge when deciding who gets access to content. As your team continues to grow, so will your library of marketing assets, making it even more essential to control access.

Marketing asset management platforms simplify access — but you want to make sure you’re giving the right access to the right people. Without permissions, you might as well be posting your content for the world to see. The last thing you want is for individuals to see the wrong content, or letting them make unauthorized changes to your carefully cultivated brand.

User permissions have a few important functions: controlling which content users can access, how much interaction a user can have with a specific piece of content and what functionality a user has within your system. It sounds complex (we know), but asset management platforms like Ontrack make it simple for marketers to decide who should have access. Here’s how to decide who gets access and some tips for setting appropriate permissions for individual users.

Think about your users

The first thing to consider when setting up permissions is who should get access to your assets. This includes both internal users and external users.

Let’s break it down further: People accessing content within your company, or internal users, may include you, your team, and any other teams you work with, including PR departments, design teams, or product teams. External users are anyone outside your company who may need access to your content. This could include freelancers, clients, printers, suppliers, or vendors.

Ontrack allows you to structure access between internal and external users. You can even arrange permissions by role, team, or department. If there’s specific content you want to be publicly available, like brand guidelines, Ontrack allows access to some content universally. 

Once you’ve figured out who needs access, you’ll want to think about where your users are accessing your content, which becomes more important the bigger your company grows. Ontrack allows you to set a multi-level approval process and even allows you to grant access by user groups, departments, teams, or location.

Decide what users can do

Just as it’s important to control who can access which content, it’s also important to control how users can interact with the asset. Controlling functionality can ward off rogue marketing and prevent content being uploaded and shared without your permission.

Functionality is broken into two main groups: basic users and administrators. As the name suggests, basic users are given primary access to your asset library. These users can search, view and download content. They typically can’t move or delete content, upload files, or grant access to anyone else. Administrators have much more control over the content library and can upload, edit and delete assets. They also may be able to approve purchases and grant user access.

With Ontrack, you can customize access for all users to help enforce your brand standards. For example, if one of your franchise locations needs a new ad for a promotion, you can allow them to update the price and date on the ad while locking down features like brand colors, imagery and logos. These user-level permissions eliminate the headache of having to approve every change request, while giving you confidence that all your materials are on-brand.

Want to learn how to boost efficiency and compliance with permissions?

Reach out to Ontrack at [email protected] to learn how you can better structure user permissions and asset access.

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