There are cases when you need to restrict members of your team on actions they take with some particular assets in your library or collection. For that, Pics.io has Restricted Assets functionality.
This functionality may be configured for each particular role you assign to your team members depending on the scope of responsibilities they have.
How to give permission to someone on my team to mark assets as the restricted ones?
For that do the following:
Move to Team Settings of your Pics.io account;
Click Roles in the vertical tab menu;
Choose the necessary role or create a new role by clicking the corresponding button;
In the Team permissions section Scroll down and choose permission from the Restricted Assets list;
Assign this role to the teammates who should have this permission.
How to make assets restricted?
That's easy! To do so, follow the steps below:
Open/select the asset you'd like to mark as restricted;
Locate Restrict row toggle button.
Restrict section contains three fields that can be used to:
Set a custom reason message - to be shown to a user who does not have permission to make changes to the asset;
Set a start date - when an asset becomes the restricted one;
Set an expiration date - when all the limitations are gone.
Is it possible to change the default reason message?
Yes, it is. To customize the default reason message text move to 'My Team' in the top right corner and open the Settings tab. In the 'Default restricted asset reason message' type the text which will be used as a default one for all restricted assets in your account.
If you don’t have any custom text entered in the Restricted asset reason message field, the default warning message will be shown: “Asset is restricted. Use with caution”.
How restricted assets work?
After the toggle is turned on, the asset is marked with an orange exclamation mark on the thumbnail showing the reason entered in the reason message field once you hover the pointer over it.
It's possible to configure different permissions on what your team members can or cannot do with restricted assets. This option is used to undermine the ability to:
Mass operations which include restricted assets
In case you select several files where some of them are restricted ones, depending on the permissions you have, it's possible to take different actions on all of them or non-restricted assets only. Consequently, if you don't have permission to download/move/etc restricted assets, when you select restricted + non-restricted files this process will be successful for non-restricted ones only.
Shared Restricted assets
If you share a collection that contains restricted assets or a single asset that is restricted, it's possible to notify external users about the restriction.
In the website settings go to the Customization section -> locate the Restricted assets -> make the warning visible by clicking on the eye icon.
When sharing a single restricted asset, you can enable the warning message in the Customization settings as well.
💡 Tip: If you want to update the default warning message for the restricted assets, you can do it in My Team -> Settings -> Default restricted assets reason message. The custom warning message will be the same for assets in your Pics.io library and shared files.
Search options
In the search filter, it's possible to enable the button 'Show restricted assets under search results. Besides, using Saved Searches functionality, it's possible to filter the assets on Restricted and Unrestricted assets.
Pre-created saved search options allow you to find restricted assets based on different time periods and date criteria. Keeping track of restricted assets in your library has never been so easy!
In case you'd like to search for restricted assets within a particular collection, follow these steps:
copy a collection id you'd like to search within beforehand:
each time you select a collection within your tree of collections, you can see that each one has its unique id in an address bar of a browser. It looks like this:tagId=600227009a8f5e0018e111b0while staying in the Saved Searches section with the 'Restricted assets' search type selected in the list, navigate to an address bar at the top of your browser window to modify a URL address;
replace a default
tagId=600227009a8f5e0018e111afvalue with the id of a collection you've just copied and remove&collectionId=600227009a8f5e0018e111afpart.
Your final URL address should look like this:https://pics.io/search?showResricted=true&tagId=600227009a8f5e0018e111b0, where:tagId=600227009a8f5e0018e111b0is the id of a collection you'd like to search within.