Support and Documentation

Configuring DAM

Administrators perform this task.

Configuring DAM email notifications

Brightspot sends asset-management notifications in the following scenarios:

  • A subscriber submitted a request to use one of your assets.

  • One of your assets used by a subscriber is about to expire.

  • One of your assets used by a subscriber was shared through DAM.

  • You changed one of your assets used by a subscriber.

Brightspot can send these notifications over a variety of delivery options. This section describes how to configure the asset-management notifications sent over email.

. See also:
Configuring asset request emails

In the DAM workflow (see illustration DAM workflow), a subscriber submits a request to use your assets. Brightspot can send an email to the editors responsible for approving or denying such requests. This section describes how to configure such emails.

Procedure. To configure an email for an incoming asset request:
  1. From the Navigation Menu, select Sites & Settings.

  2. Under Sites, select the site for which you want to configure the email, or select Global to configure the email for all sites. The Edit Site or Edit Global widget appears.

  3. Under Main, under DAM Asset Request Approval Settings, do the following:

    1. Under No Approval Required By Default, do one of the following:

      • Turn on to allow subscribers to use your assets without requesting approval.

      • Turn off to explicitly approve subscribers' requests to use your assets.

      You can override this setting for individual assets. For details, see Restricting asset availability.

    2. In the Email From Address field, enter the email's "From" address, such as admin@mysite.com.

    3. In the Email Subject Prefix field, enter the email's subject line, such as Approval Needed for Asset Request.

    4. In the Email Body Footer, enter the text that appears after the listing of requested assets.

  4. Click Save.

Configuring asset expiration emails

If you assigned an expiration date to an asset request, Brightspot can send an email to subscribers with an indication of the upcoming expiration date. The email gives the subscribers a chance to update their own content as necessary. This section describes how to configure such emails.

Procedure. To configure an email for an asset expiration:
  1. From the Navigation Menu, select Sites & Settings.

  2. Under Sites, select the site for which you want to configure the email, or select Global to configure the email for all sites. The Edit Site or Edit Global widget appears.

  3. Under Main, under DAM Asset Expiration Settings, do the following:

    1. In the Email From Address field, enter the email's "From" address, such as admin@mysite.com.

    2. In the Email Subject Prefix field, enter the email's subject line, such as Upcoming Asset Expiration.

    3. In the Email Body Footer, enter the text that appears after the listing of expiring assets.

    4. In the Upcoming Expiration Days field, enter the number of days before expiration that Brightspot sends the email.

  4. Click Save.

Configuring asset sharing emails

A subscriber who has permission to use one of your assets can share that asset with someone else—even someone who is not a subscriber to your site of managed assets. For example, Alice received permission to use your company's logo, and she subsequently shared the logo with two other editors in her company. Brightspot can send an email notification regarding Alice's sharing of that logo.

Procedure. To configure an email for asset sharing:
  1. From the Navigation Menu, select Sites & Settings.

  2. Under Sites, select the site for which you want to configure the email, or select Global to configure the email for all sites. The Edit Site or Edit Global widget appears.

  3. Under Main, under DAM Asset Share Settings, do the following:

    1. In the Email From Address field, enter the email's "From" address, such as admin@mysite.com.

    2. In the Email Subject Prefix field, enter the email's subject line, such as Recently Shared Assets.

    3. In the Email Body Footer, enter the text that appears after the listing of shared assets.

    4. In the Link Expiration Days field, enter the number of days before link expiration that Brightspot sends the email.

  4. Click Save.

Configuring asset update notifications

There may be cases in which you update an asset used by a subscriber. Brightspot can send an email to those subscribers regarding the update. This section describes how to configure such emails.

Procedure. To configure an email for asset updates:
  1. From the Navigation Menu, select Sites & Settings.

  2. Under Sites, select the site for which you want to configure the email, or select Global to configure the email for all sites. The Edit Site or Edit Global widget appears.

  3. Under Main, under DAM Asset Update Notification Settings, do the following:

    1. In the Email From Address field, enter the email's "From" address, such as admin@mysite.com.

    2. In the Email Subject Prefix field, enter the email's subject line, such as Approval Needed for Asset Request.

    3. In the Email Body Footer, enter the text that appears after the listing of updated assets.

  4. Click Save.

Adding DAM widgets to the dashboard

You review and approve DAM requests in following dashboard widgets:

  • Expiring Assets—Lists the assets that are about to expire.

  • Asset Requests—Lists the requests for your assets that subscribers submitted.

You add these widgets to a shared or one-off dashboard.

Procedure. To add DAM widgets to a dashboard:
  1. Create a new shared or one-off dashboard. For details, see Shared dashboards and One-off dashboards.

  2. In the Dashboard Column form, add Asset Expiration Widget or Asset Request Approval Widget.

    configuring-dashboard-with-dam-widgets.png
  3. Click Save.

Configuring notifications for asset requests and expirations

You can create a subscription to receive notifications when the following DAM events occur:

  • A subscriber submitted an asset request.

  • An asset is about to expire.

Procedure. To configure notifications for asset requests and expirations:
  1. In the header, click your username. The Profile widget appears.

  2. Toward the right of the widget, select |mi-more_horiz| > Notifications.

  3. Under Subscriptions, click |mi-add_circle_outline|, and select Asset Expiration Subscription or Asset Request Subscription. A form appears.

  4. From the Delivery Options list, select the required delivery options. (For an explanation about configuring delivery options, see Delivery options.)

  5. From the Sites list, select the sites for which you want to receive asset notifications, or leave blank to receive notifications for all sites.

    subscription-asset-request-expiration.png
  6. Click Save.

Referring to the previous illustration, Brightspot sends a notification via email whenever an asset expiration associated with the site Modern Neanderthal Cooking is about to occur.

. See also:
Restricting ability to approve asset requests

If you want to restrict the ability to approve asset requests to a group of specific users, create two roles:

  • One role with access to the area Admin → Asset Requests. Users in this role can view, approve, and deny asset requests.

  • Another role without access to the area Admin → Asset Requests. Users in this role cannot view asset requests.

For information about creating roles, see Creating roles.