What is the Access Overview?
The Access Overview is a single pane of glass to see your asset permissions at a glance. It both gives you a quick overview and also supports bulk edits. This means managing group access is much faster than it was before, which in turn enables you to more effectively leverage groups (and thus achieve better granularity) without incurring costs of configuration overhead.
How does it work?
Clearer Terminology
Within the Access Overview, new terminology has been introduced for increased clarity. Functionally, this is the exact same as our existing permissions. The
Previous Permissions Term | New Permissions Term |
Administrator permissions | Full access |
Writing permissions | Can edit |
Read-only permissions | Can view |
Submit Survey Answers ⚠️ | Can view |
Access to Viewpoint ⚠️ | Can view |
⚠️ Important! The previous terms of "Submit Survey Answers" and "Access to Viewpoint" have been mapped to "Can view". This makes the overview consistent, but can be confusing. This will be improved over the course of the beta.
Solving common patterns
I want to set permissions for everything within a folder
The access overview is Searchable and Sorted by the folder path:
Here, a Search for the folder “Production workspaces” shows all assets within this folder. Simply searching by folder path will allow you to find all the assets in that folder and set the permissions appropriately.
I want to quickly revoke access from All organization members
This may be desirable if you are breaking up asset access by using groups, and want to disable the All organization members permission to prevent assets from being shared to everyone.
Steps taken:
Change cell to
No accessSelect cell (click inside the cell, outside of the button)
Copy (⌘+C or Ctrl+C)
Select all cells below (⌘+Shift+↓ or Ctrl+Shift+↓)
Paste (⌘+V or Ctrl+V)
Are there any limitations?
No rollback!
While we support undo while editing the table itself, we don’t support rollback to previous permission states. Therefore – once you make edits, they are final. We highly suggest using the Export to Excel button to snapshot your configuration in case you need to recreate it. We are considering adding rollback functionality.
Doesn’t include presentation permissions
Presentation permissions work inconsistently with other assets, which makes it challenging to integrate into a unified overview. Currently, Presentation permissions are not shown in the access overview.
Presentation permissions have more “degrees of freedom”, with different access levels. Presenting this in a unified format of Can read, Can edit, Can administrate
However, the Presentations Overview has chips to quick-filter presentations by access level (if needed).
The chips at the top (Public access, Contributor access, Only me, etc) can help you find presentations matching different access levels.
Limited to group permissions, not user permissions
Currently, the overview only shows group permissions. This is intentional:
To encourage the use of groups to manage more complex permissions configurations.
Because user permissions are inherited from many sources (e.g. Groups, Role limitations, etc), user permission can be presented easily but not bulk-managed simply.
If you wish to drill into user permissions, you have two alternative options:
1. Navigate to the user’s profile page and their “Asset” permissions tab.
From Access Control → Users → [Select user] → Assets, you can easily view a user’s permission configuration and update the asset’s permissions inline.
2. Export an excel sheet containing your entire configuration
At the top right of the asset overview, is an “Export to Excel” button which will export all permissions. This will export both the “Direct” permissions (e.g. the permissions directly assigned to users or groups) and the “Effective” permissions (e.g. the permissions inherited by users through their access levels in different groups)