Control and Govern with Confidence: Permissions, Groups & Metadata

In the Lytho DAM, Permissions, User Groups, and Metadata Rules work together to ensure that every user experiences a tailored and secure environment — one where they only see the assets and are required to add the metadata fields that are relevant to their role. Together, these features help quietly enforce best practices, reduce errors, and ensure metadata compliance in the background.

While these three components are closely connected, each plays a distinct role in shaping how users interact with the platform. Here's how they complement one another.

Permissions: Controlling What Users Can See

Permissions function like digital keys. They grant or restrict access to assets and Metadata Rule settings in the DAM.

• Assets are unlocked by default and visible to everyone, but can be "locked" behind specific permissions

• When an Asset is permission-locked, users without that Permission won’t even know it exists

• Assigned to individual Users or in bulk via User Groups

• Users can hold multiple Permissions, depending on their access needs

• Similarly, Metadata Rule visibility in Settings is also governed by Permissions — only users with the correct Roles and Permissions can manage specific Rules

User Groups: Organizing Users by Function

User Groups bring structure by grouping users by job function, department, or responsibility (think “HR,” “Creative,” “Legal”). They’re essential for scaling Permissions and Metadata policies efficiently.

• Each user can only belong to one User Group

• Used to assign Permissions in bulk, simplifying access control for teams

• Determine which Metadata Rules apply to a user to show only the required fields relevant based on their group

• Facilitate approval routing for assets and Tempo publications:

• Requests go first to someone within their User Group who holds the appropriate approval role

• If no approver is found in the User Group, the request escalates to others across the system with that role

Metadata Rules

Metadata Rules determine what information should be filled out when users upload or manage assets, ensuring consistency and compliance across the organization.

• Suggest as optional or even require specific fields when a user uploads or manages assets:

• Tag Groups

• Custom Fields

• Visibility Date

• Publish Date

• Applied based on the user’s User Group, so each team only sees fields relevant to their work

• Support flexible assignment: one rule can apply to many groups, and groups can have multiple rules

• Can be permissioned, so only users with proper roles and access see and manage specific rules

Together, these features...

• Ensure users only see the assets they’re allowed to access

• Limit visibility into Metadata Rule settings based on DAM Role and Permission

• Require completion of only the metadata fields that matter to their job

• Streamline approval routing by using group hierarchy

Ready to simplify access, reduce friction, and accelerate approvals? Click here to configure your environment and align Permissions, User Groups, Metadata Rules, and workflows to how your team works best.