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How to Set Access Controls for Media

This article describes how Publishers can manage who can view content, such as: books, documents, external links, images, microsites, or videos, within the Documoto Library using Access Controls.

Article Topics

Important Considerations

Before a media can be visible in the Documoto Library, both of the following are required: 

  1. The media must have at least one Organization assigned in its Access Control settings
  2. The media must have at least one Media Category assigned in its Access Controls settings

Access controls use reverse inheritance. If a child organization (e.g. ABC Dealer) is granted access, its parent organization (e.g. Dealers or OEM) will automatically inherit access to the same media.

For details, refer to: Best Practices for and Considerations for Access Controls.

How to Set Access Controls for a Media

  1. Within Documoto Admin, go to Content > Media.
  2. Search for and select the media you wish to set Access Controls for.
  3. Click Access Controls from the left sub-navigation menu.
  4. Select the Organization(s) that you want to assign using one or more of these methods: 
    • Manual Selection: 
      • Check the box next to each Organization you want to assign access to
    • Bulk Selection:
      • Click Bulk Apply to All Orgs to select all Organizations
      • Click Bulk Remove from All Orgs to clear any selected Organization(s)
    • Selection Tools:
      • Use the Filter search bar to search or filter the Organization list
      • Adjust the Organizations View dropdown to:
        • Org Name Only: displays the Organization Name only
        • Org & Parent Names: display the Organization Name and the Organization's Parent Organization Name
      • To view the Organization hierarchy (for inheritance considerations), go to: Admin Center > Users > Organizations, and click Rearrange
  5. Select the Media Category(s) that the media should be assigned to using one or more of these methods: 
    • Manual Selection: 
      • Check the box next to each Media Category
    • Bulk Selection:
      • Click All to select all Media Categories
      • Click None to clear any selected Media Category(s)
    • Selection Tools:
      • Use the Filter search bar to search or filter the Media Category list
  6. Click Save.

How to Set Access Controls in Bulk

  • To set or update media access controls for a single Organization, please refer to this article: How to Set Access Controls in Bulk
  • To set or update media access controls for multiple Organizations, please contact your Customer Success Manager or the Documoto Support team at support@documoto.com.