Download Security

Permissions Needed to Download Files

The following table summarizes the group permissions and status flags needed to download assets in the Asset Library and in Project Workflow context.

Note: See the footnotes and matrix key at the end of this page.

Summary

    • In general, the Historical status on the file and Historical Data group permission, as well as the Download status on the file and the Download group permission determine whether a particular version of a file can be downloaded.
    • However, there is one exception to this rule, which is when the version of a file referenced within a project is not the latest. This happens when either a reference file attached from the library is versioned outside the project, or when a specific version of a reference has been selected by the project owner. In these cases, the previous version must be treated as the current one for the scope of this in-flight project and must be downloadable by those who do not have historical access.
    • The ability to download a file is linked to the option to Share the file in project workflow context.
Can I download the file?
(when only latest version is returned in search results)
Group Permissions on Asset:
Download Enabled

Group Permissions on Asset:
Download Disabled
Status Flag: Download Enabled
Status Flag: Download Disabled
Status Flag: Download Enabled
Status Flag: Download Disabled
DAM
Workflow
DAM
Workflow
DAM
Workflow
DAM
Workflow
Group Permissions on Asset:
Historical Data Enabled
Status Flag:
Historical
Disabled
Current Version
YES
YES
NO
NO
NO
NO
NO
NO
Previous Version¹
(associated directly)
YES
YES
NO
NO
NO
NO
NO
NO
Previous Version
(via Version History)
YES
YES
NO
NO
NO
NO
NO
NO
Status Flag:
Historical
Enabled
Current Version
YES
YES
NO
NO
NO
NO
NO
NO
Previous Version¹
(associated directly)
YES
YES
NO
NO
NO
NO
NO
NO
Previous Version
(via Version History)
YES
YES
NO
NO
NO
NO
NO
NO
Group Permissions on Asset:
Historical Data Disabled
Status Flag:
Historical
Disabled
Current Version
YES
YES
NO
NO
NO
NO
NO
NO
Previous Version¹
(associated directly)
NO²
YES³
NO
NO
NO
NO
NO
NO
Previous Version
(via Version History)
NO
NO
NO
NO
NO
NO
NO
NO
Status Flag:
Historical
Enabled
Current Version
NO
NO
NO
NO
NO
NO
NO
NO
Previous Version¹
(associated directly)
NO
NO
NO
NO
NO
NO
NO
NO
Previous Version
(via Version History)
NO
NO
NO
NO
NO
NO
NO
NO

¹ A previous version has been intentionally associated (i.e. associated in a workflow, or alias referenced in the DAM) and the current version is not available to the user. 

² A specific version has been aliased in an additional folder (and versioned since). In this case, the download permission for the group is respected in the original location (instead of the alias or additional location).

³ A previous version of a reference file is associated with a project, either because it was attached to a project and then versioned in the library or because it was selected as the active version within a project. The previous version is the one that applies to the project, so it is treated as the ‘active’ version. 

Matrix Key

Here is a summary of the settings and terms used in the above tables.

Group Permissions on Asset

    • Historical Data Enabled – Group has the “Historical Data” flag selected for the file.
    • Historical Data Disabled – Group does NOT have the “Historical Data” flag selected for the file.
    • Download Enabled – Group has the “Download” flag selected for the file
    • Download Disabled – Group does NOT have the “Download” flag selected for the file.

Status Security Flag

    • Historical Enabled – The status of the file being accessed has the “Historical” flag selected.
    • Historical Disabled – The status of the file being accessed does NOT have the “Historical” flag selected.
    • Download Enabled – The status of the file being accessed has the “Download” flag selected.
    • Download Disabled – The status of the file being accessed does NOT have the “Historical” flag selected.

BLUE Context

    • DAM – Seeing the file from the Asset Library, regardless of whether or not the file is used in a workflow.
    • Workflow – Seeing the file in the context of a project (either in task details or on the project References tab).

Version Viewing

    • Current – The asset being accessed is the latest version available (i.e. 3 of 3)
    • Previous (directly associated) – The asset of the file was intentionally selected, but is a previous version.
      • For DAM, this means the version of the file has been referenced as an alias in an additional location (and you will see the message “There are newer versions of this file.”)
      • For Workflow, this means the version of the file was attached from the library to the project and has since been versioned (meaning a previous version is tied to the project), and not the current one.
    • Previous (via Version History) – The user is viewing the version history of the file.

For more information on library-related topics, visit these links…

For more information about asset security, see Asset Security.