Share folders and assets

You can upload and share view access or edit access to library assets and folders with users, teams, and organizations. The inheritance of the campaign, task, and folder permissions are respected, and users can request the owner of a folder or asset to grant view access or edit access similar to tasks or campaigns. 

You should allow all subdomains of cmp.optimizely.com, welcomesoftware.com, newscred.com, and s3.amazonaws.com to avoid issues when uploading files.

How folder permissions work in the library

A created folder is private by default. No other users can edit or view it until the owner shares them. Create Folder is on the top right in the Library view. 

You can share folders with organizations, teams, and users. You can provide various levels of edit or view access. You can also remove users' permissions. 

If you have edit or view permission to a parent folder, you also have the same permissions to the sub-folders. 

Access a subfolder without parent folder access

Inheritance only flows downward. Access to a parent folder grants access to its subfolders, but the reverse is not required. A user can have team-level access to a subfolder without any access to its parent folder. In this case, the user opens the subfolder through its direct link. How the parent folder behaves depends on the user's role.

For a user with the Creator role, opening the parent folder link shows a Request Access prompt. The user cannot find the parent folder through library search. The subfolder remains accessible through its direct link, along with its contents.

For a user with the Admin role, opening the parent folder link shows only the subfolders the user can access. The parent folder name displays in the breadcrumbs but is not clickable. As with the Creator role, the user cannot find the parent folder through library search. The subfolder opens directly through its link.

Sharing a subfolder's direct link with each team is a supported way to grant tiered access without exposing the parent folder.

A user can have direct edit access to an asset inside the folder even with only view access to the folder itself. That user can update the title, upload a version, edit labels, and so on. If your view access to the folder is removed, you can still view and edit the asset through the direct edit access. You do not see the asset within the folder, but you see it on your Library home.

How asset permissions work in the library

Assets uploaded to Library home are private by default. Until the owner shares them, no other users can edit or view them.

Assets uploaded to folders inherit folder permissions. If you upload an asset inside a folder, users with edit or view access to the folder get the same level of access to the asset.

If users, teams, or organizations have edit access to the folder, they have edit access to the assets and folders in that folder. Even if someone has shared view access to a single asset, folder edit access takes precedence, so the user has edit access to that asset. Conversely, if a user has view access to the folder but direct edit access to one asset, the user can edit that asset only. The user has view access to the other assets and folders in the parent folder.

With direct edit access to an asset, you can update the title, upload a version, edit labels, and so on. If your view access to the folder is removed, you can still view and edit the asset through the direct edit access. You do not see the asset within the folder, but you see it on your Library home.

Assets also inherit permissions through tasks. If someone has access to a task (because they were assigned a step or created the task), they have access to the assets in the library created or reused from that task. If you have edit access to the task, you have edit access to the library assets from that task.

Similarly, you also have access to assets with campaign permission inheritance. If you have edit access to the campaign, you have edit access to any library assets created or reused through tasks under that campaign.

Permission levels

You can specify the type of edit permissions for folders and assets to fine-tune access for different users, ensuring your team has the right tools:

• Archive assets – Grant the ability to archive assets from the Library.
• Delete assets – Grant the ability to delete assets, folders, and connections from the Library.
• Edit asset – Grant the ability to edit the asset itself directly from the Library and manage versions of the asset.
• Edit asset metadata – Grant the ability to edit the Title, Asset Information, Fields, Tags, Expiry date, Related Assets, and Alt text of assets.
• Organize assets and folders – Grant the ability to organize and share assets and folders directly within the Library.

To add these permission levels to your roles, see Create a custom role in the Opti ID documentation.

Share a folder you created

You can share edit access and view access to the organization, teams, and other users from the following options. 

• Folder card option menu

  

• Folder list view option menu

  

• Folder side panel Share

  

• In folder Share

  

• Send a notification to the users of shared folder access. Select Notify Users before inviting users. Only invited users have the folder shared directly and receive an email notification. (This excludes organizations and teams.) Users receive email and in-app notifications about shared access. 

  

Request edit access to a folder

If you have view access to a folder, you can request edit access to the folder via notification in the side pane preview of the folder or within the folder. 

You can see the status of your edit access request in the notification pane to the right of the folder, as shown in the screenshot below.

Also, if you have requested edit access to a folder some time ago, you can re-request edit access by clicking Request again.

Request edit access to an asset

If you have view access to an asset, you can request edit access to the asset via notification in the side pane preview of the asset or within the full page preview modal of the asset.

Once you get the edit access to the folder, you will not see the notification again. 

You can see the status of your edit access request via notification in the side pane preview of the asset or within the full page preview modal of the asset.

If you have requested edit access to an asset some time ago, click Request again. 

If you are the owner of an asset, you can review the access request via email notification. 

Folders and assets for a deleted user

When a team member leaves, CMP handles their folders and assets in the following way:

• Folders – The creator's name still displays on the folder with a (Deleted) tag beside their name.
• Files within the folders – CMP shows the deleted user as the owner of the file without a (Deleted) tag.

Both the folders and their files remain visible and accessible to any other user with whom they were originally shared.