Asset shelves are used to manage digital content in a structured way and to define access rights for effective collaboration.
You can store your content directly in the top-level shelf or create a hierarchically nested shelf structure with additional asset shelves, granularly defining access permissions for each asset shelf.
Asset shelves are based on the concept of Fabasoft Cloud Teamrooms and accordingly have their functionalities and setting options. The functional scope of Teamrooms is described in detail in the general Fabasoft Cloud user help in the chapter "Collaboration with Teamrooms: new window" and includes the following functionalities, among others:
The main difference to Teamrooms is the additional functionality of asset shelves: With the help of the "Asset Registration" and "Licensing" functionalities, users can be enforced to consistently maintain metadata.
In addition to the Teamrooms’ settings, the settings described below are available for Asset Shelves. To set them, navigate to an asset shelf and select the "Settings" action in the tool area.
Tab “Contract/License Documents”
Tab “Default Values”
Note: Here you can, for example, assign a metadata form created in the configuration for new assets in this asset shelf. This will then be available as an additional tab for all newly created/uploaded assets of the selected object class for this asset shelf.
For further hierarchical (sub-) structuring of your asset shelf-system, folders and external areas are available in addition to asset shelves.
The main difference between folders and asset shelves is that folders inherit the settings from the parent asset shelf (in which they are created). In contrast, separate settings apply to each (sub-) asset shelf - especially with regard to access permissions - and must be defined accordingly in each case. This means that initially only the user who created the asset shelf is authorized with all rights. In order to work with other users or user groups at the asset shelf level, they must first be authorized. In newly created folders, however, all team members of the parent asset shelf are already authorized. This setting cannot be overridden for folders. We therefore recommend nesting asset shelves as long as the access permissions can change. Then the team can use folders for further sub structuring. To create a folder, select corresponding action in the Asset Shelf’s tool area.
If you want to change access permissions for a folder, you need to convert it to an asset shelf. To do so, proceed as follows:
Note: You can also convert asset shelves or external areas into folders.
External areas can be created in asset shelves. The team defined in the parent asset shelf automatically is authorized in the external area. Users with all rights in the asset shelf can extend the team of the external area. This allows, for example, close cooperation with an external graphics agency, which should only have access to the external area.
To create an External Area, proceed as follows: