Users

By managing User Profiles and attributes effectively, your team can maintain secure, streamlined access to DAM, ensuring the right people have the right tools to succeed.

User level

A user level determines what a user can see and do in the DAM. User levels control project management permissions, such as inviting users and accessing pages and menus. To control what users can do with assets, see Gallery Roles.

Standard user levels

User level	Available menu
VXP Owner (company only)	Only 1 user can be the Owner of the company. It has access to all DAM pages & System Settings. Also - to all assets and folders stored in DAM, no matter who created them and what are the visibility permissions.
VXP Administrator (company only)	There could be multiple users with this User Level. They have the same visibility and privileges as the Owner. The only difference is that the Admins cannot create other Admins or promote a new Owner.
VXP Accountant	This User Level has access only to the Billing section.
VXP Manager	The Managers have access to all DAM pages & System Settings except Billing and Company settings. Limitations: Company-wide Managers can manage any user with a level lower than Manager across all company projects. Project-level Managers can manage users with lower levels or promote another Manager within their specific project.
VXP Developper	The Developers have access to all DAM pages and the following menus from System settings: DAM Metadata Storage Automations DMO
VXP Contributor	The Contributors have no access to any System Settings. They can only see: Home DAM (All pages except Labels page)
VXP Viewer	The Viewers have no access to any System Settings. They have restricted permissions for viewing and sharing data within in the DAM. They can only see: Home DAM (Assets, Folders, My favorites, and Sharebox only)

Owner and Administrator are available only to company-wide users because they can access company information such as Billing and Organisation.

Levels are ordered from highest to lowest: Owner > Administrator > VXP Manager > VXP Developer > VXP Contributor > VXP Viewer. This order determines who can invite and manage whom (see below).

Custom levels

If the standard levels don’t fit your needs, the Owner and VXP Administrators can create up to 5 custom levels and choose which pages and menus each one can access. To create a custom level, go to Organisation > Users > Roles

There are two types of custom level:

• Custom company levels apply to all projects in the company

• Custom project levels apply only to a specific project

Invite new users

You can invite users in two ways:

• Individually: use the Invite Users window, as described below.

• In bulk (tens or hundreds of users): contact the Support team and attach a CSV file with these columns: email address, requested user level, and project access (global or specific projects).

You can invite users at the company level, which gives access to all projects in the company, or at the project level, which gives access to one or more specific projects.

Who can invite whom

You can invite only users whose level is lower than yours. The one exception is project-level VXP Managers, who can also invite other project-level VXP Managers.

Send an invitation

To invite new users:

1. Click + Invite Users.

2. Enter the user’s email address.

3. Select the user level.

4. Select the access scope: the entire company or specific projects.

5. Click Send.

The user receives an email invitation. Until they accept, their status is Pending. Once they accept, it changes to Active.

If an invitation remains Pending, you can:

• Resend it to remind the recipient.

• Cancel it and send a new one, for example, if the email address was incorrect.

Managing existing users

You can manage only users whose level is lower than yours. For example, a VXP Viewer cannot manage a VXP Manager.

You can edit the following for each user:

• User level

• Status (Active or Inactive)

• Access scope

Inactive users cannot access the DAM, but they remain in the Users list and can be reactivated at any time.

Deleting a user permanently removes their account from the Users list. Their content and activity remain in DAM.

Review user access every quarter. Deactivate users who no longer need access to reduce security risks.

Upgrade Portal users to Hub users

To give a user who has Portal-only access an additional access to the Hub, follow this guideline.

Manage User Attributes

By default, each user has a name and an email address. You can add custom attributes to store additional information that is relevant to your project, such as region or department.

Go to the People tab and click on the ... icon. Then select "Manage User Attributes"

The window that opens shows the current attributes.

Add an attribute

Click + Add field, then choose a data type:

• Text: free-form text. Use it for values that differ for every user, such as a job title or an employee ID.

• Select-one: a drop-down list of predefined values from which the user can choose one. Use it when you want consistent values, such as Region or Department.

Edit or Delete an attribute

Click the ... icon next to the attribute name and choose Edit or Delete.

System attributes (First Name, Last Name and Email) are marked with a lock icon and cannot be edited or deleted.