Application Filtering

There are many ways to manage asset privacy within EnterMedia. The old model of using standard permissions has been almost entirely phased out since the introduction of the Libraries module. In a modern environment, asset approval status, department membership or project assignment are a superior way of establishing relationships between users and content. The Libraries module is an excellent way to manage asset visibility and project work flow.

Before experimenting with the advanced functionality of libraries/ projects, administrators should be comfortable setting up separate applications within a single catalog. Approval status, edit status or any other list based field that will be used to determine visibility and notifications should also be set up ahead of time. User groups may overlap, but administrators should consider distinction between internal departments, partner companies, external clients, contract resources, temporary or recurring projects, and other initiatives. Group membership will largely be used to determine library/ project membership which is the most powerful way to grant users access to bulk content.

Each application can be filtered in a number of ways. To restrict access to certain groups go to Settings | Permissions | Application Privileges | Views (list) and change the application permission to be based on Custom XML Group. Use the And/Or statements to make the application accessible to multiple groups or in or to require multiple memberships for access.

To filter an application by a library or a list based metadata such as Approval Status or Edit Status an administrator will need to add a property to the _site.xconf in the application directory through the File Manager or using SSL. It is important to know both the internal ID of the field being used and the ID of the specific library or field value when setting up the filter. To access the file manager, log in as a full administrator and click the transparent box in the top right corner of the browser and select File Manager. Click the folder name that corresponds with the application to be filtered. Open the _site.xconf that is specific to the local application and add a specific variation of the following property.

<property name="assetshowonly">libraries:#############;libraries:#############</property> -or-
<property name="assetshowonly">approvalstatus:##</property>

In order for the filters to be relevant it is important to have a private rather than a public view of assets within a catalog. The setting is public by default. It can be changed by navigating to Settings | Data Manager | catalogsettings (table) | catalogassetviewispublic and changing the value to false. Reindex the asset table once any changes to this area have been made. Now that the media is private, only membership to a library, a catalog setting group/ user override, or a direct permission (old model) to assets will allow users to see and interact with data.