Categories

The category structure is essential in your setup, so it is important to have a good understanding of your ideal use-case, and what you can achieve with categories in Kadanza. The category tree should be discussed with the entire project team to get everybody on board, otherwise it will become a mess later on.

In this article:

• Adding and deleting categories
• Category permissions
• More configurations

Adding and deleting categories

Creating categories is super simple. In the category tree, we already created the space categories for you. These are the main categories that can be used as a starting point for your category tree.

Click the actions button next to the category name to add a subcategory, or use the "New category" button in the upper right of the page.

Enter a name for your new category, select the parent catergory from the dropdown and click Create to complete the process.

When the category is created, you can open the category details page to change the category name, or to set custom permissions for the category.

Clicking the context menu next to a category lets you

• Add subcategory: Create a child category under the parent where you clicked the button from.
• Edit: Click the name of a category to edit its settings.
• Delete: Removes the category. Keep in mind that only empty categories can be deleted. If there are assets stored in a category you will see a warning and you will not be able to delete the category.

Category Permissions

In Kadanza Assets, permissions are set on categories. A category that contains sub-categories is called the parent category, the sub-categories are called child categories. For each category, specific permissions can be set per asset status.

The five asset statuses are:

• Active
• Scheduled (hidden asset)
• Expired (hidden asset)
• Approval needed (approval flow)
• Rejected (approval flow)

Same as for CMS page permissions, child categories will inherit the permissions from the parent category unless different permissions are set on the child category. If needed, you can even set different permissions for each individual category.

The permissions in Kadanza Assets are:

1. Add assets

Allows a user to add assets to the category, either by uploading assets to the category or by editing assets and moving them into the category.

2. Download original assets

Allows a user to download the original file from a category. This permission does not affect the export profiles that can be configured. When a user doesn’t have the “download original” permission but is allowed to download a low-resolution conversion, the user will only be able to download the conversion but not the original file type.

Aside from letting your users download the original file format in the Asset Manager, this permission is required if assets from the category will be used in Layouts templates. Without the “download original” permission, users can not place the original high-resolution image in a document while working with Kadanza’s smart templates.

3. Delete assets

Allows a user to soft delete an asset. When an asset is soft deleted, it is removed from every category in which it was placed. After soft deleting an asset, the administrator find the asset in the “Deleted” tab on the Files page in the Assets extension (Admin console). There, the admin can restore the asset (if it was deleted by mistake) or permanently delete it. Soft deleted assets are automatically deleted permanently after 30 days.

Note: If you want to remove an asset from a category (when the asset is stored in multiple categories), you should remove this category by editing the asset instead of deleting the asset.

4. Update assets

Allows a user to edit assets in a category. Editing includes:

• Changing metadata
• Uploading a new version
• Changing the thumbnail
• Duplicating metadata
• Change publication/expiration date
• …

5. View assets

Allows a user to see the category and the assets in it. When a group does not have View permissions for a category, the category will not appear in the category tree.

Even though this permission is the last one, it is the most important of all. If you don’t have the view permission for certain asset statuses, you can’t see the asset and none of the other permissions apply. You can’t download an asset if you don’t see it.

Note: View permissions can be set up per filetype if needed (although this makes configuration management a bit more complex).

By combining these permissions with the visibility of pages, you can meticulously create a complex set of permissions and flows to manage your assets.

In the image above, you can see an example of how you can define the Download original assets permission for this category. Carefully select per category what type of assets the users can see. Refine even further by adding file types to the permissions.

More configurations

When you are in the category, you have several options to configure. 

Subscribers 

When you click the "Manage subscribers" button, you can select which users should be notified when new assets are uploaded. Please keep in mind that you must manage subscribers per category,.

Allow embedding

When this option is checked, people who have access to the specific category can embed the assets in that category on other websites.

Add watermark

When you check this option, all the images that are in this category will have a watermark.

Approval required

When checked, assets need to be approved before they can be used. The two additional asset statuses (needs approval/rejected) will become active, and the admin can define specific permissions for each individual status.

The user group with view permissions on the needs approval and rejected status will be able to approve assets for use.