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Adding Project Users and Managing Permissions

Jennifer Sneider Updated by Jennifer Sneider

Studio Managers and Feature/Series Owners can access this feature. Users must be invited to a Studio and cannot register for access without an invitation.

  • Studio Managers can add Series/Feature Owners and Department Users.
  • Series/Feature Owners can add Department Users and other Series/Feature Owners to their Series/Feature.
  • The Series/Feature Owner permission should be reserved for Production Coordinators and higher, as well as Accountants.
  • Crew members should be added to their specific departments only. This allows them to view their own Assets, but no one else’s.
Note: AssetHub invitations expire after a 3-day period. If the invited user does not register for an AssetHub account within this timeframe, the invite will need to be resent in order for them to register successfully.

Adding Series/Feature Owners

  1. While logged in to your Series/Feature, click Team in the top navigation bar.
  2. Click the orange (+) button.
  3. In the pop-up window, select Feature Owner (or Series Owner, if a Series).
  4. Enter the user’s email and title/role on the production.
  5. Determine the user’s View Historical Assets permission by selecting or deselecting the checkbox.
  6. Determine the user's View Asset Search permission by selecting or deselecting the checkbox.
  7. Once the required information has been entered, the options to save will illuminate.
    1. Click Save to save the Owner.
    2. Click Save and Add Another to save the Owner and continue adding users.

Adding Department Users

  1. While logged in to your Series/Feature, click Team in the top navigation bar.
  2. Click the orange (+) button.
  3. In the pop-up window, select Department User.
  4. Enter the user’s email and title/role on the production.
  5. Select the department(s) the user can access.
  6. Determine the user’s permissions by selecting or deselecting the checkboxes.
  7. Once the user’s information and permissions are entered, the options to save will illuminate.
    1. Click Save to save the user.
    2. Click Save and Add Another to save and continue adding users.
Warning: This user will only have access to the department(s) within this specific Series or Feature. They will not be able to move or delete any Assets.

Resending Invitations

Users must be invited to AssetHub and activate their account by clicking a link sent to their invited email address. If a user deletes this email before they register, a new invitation must be sent so they can complete registration.

  1. While logged in to your Series/Feature, click Team in the top navigation bar.
  2. Click Invites on the secondary navigation bar.
  3. Check the box to the left of the user(s) you need to reinvite.
  4. Check Resend Invites at the top of the table.
Note: If user was invited to AssetHub prior to October 10, 2023 and has not activated their account, they will need to be reinvited to AssetHub in order to activate their account.

Deleting Users

You can delete users in bulk or individually on both the Team and Invites tab.

Deleting Users in Bulk

  1. While logged in to your Series/Feature, click Team in the top navigation menu.
  2. Check the box to the left of the user(s).
  3. Click Delete.
  4. Click Remove in the form to confirm.

Deleting Users Individually

  1. While logged in to your Series/Feature, click Team in the top navigation menu.
  2. Click the Trash Can icon in line with the user.
  3. Click Remove in the form to confirm.

Adjustable Permissions at the Series/Feature level

Edit Assets

By default, all Department Users have this permission granted until turned off. 

Without this permission, Department Users will not be able to:

  • Edit any Asset information
  • See the Transaction Index 

View Restricted Asset Information

By default, if Department Users have Edit Asset permissions, this permission is required. 

Without this permission, Department Users will not be able to:

  • See the Transaction Data, Attachments, or Asset History tab on an Asset View page 
  • See any cost fields or custom financial fields

View Asset Detail Page

By default, all Department Users have this permission granted until turned off. 

Without this permission, Department Users will not be able to:

  • View Full Asset Details, which includes Asset History, Transaction Information, Attachments, and other details 

Upload Ledgers

By default, no Department Users have this permission granted until turned on. To turn on, the View Restricted Asset Information and Edit Assets permissions are required.

With this permission Department Users will be able to: 

  • Generate an Asset Disposition Report 
  • Upload or delete a ledger
  • View Settings tab

By default, no Department Users have this permission granted until turned on. With this permission users will be able to:

  • Remove Transaction(s) from an Asset

View Historical Assets

Without this permission, Series/Feature Owners and Department Users will not be able to:

  • View any Assets that have moved out of the Series/Feature

Edit Groups

By default, no Department Users have this permission granted until turned on. With this permission users will be able to:

  • Edit the Group name (affecting the Group name throughout the Studio) and delete the Group from the Series/Feature, affecting all departments in the Project

With this permission, Series/Feature Owners can access Studio Asset Search. They will be able to see all Assets at the Studio, but they will only be able to view Asset Details or edit Assets in the Series/Feature(s) they have permission to.

Related Articles: User Permission Levels, Adding Studio Users and Managing Permissions

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