Editing Item Permissions

Permissions specify who can view items in a collection. You must have CONTENTdm administrator rights to select access rights to use this function. If you do not have these rights, the Permissions option will not be hyperlinked.

You can set permissions for items and metadata or set permissions so that metadata is available to all users but permissions are required to view the item. You can set permissions based on operating system user names or IP addresses.

Setting permissions for an item is different from setting user rights. User rights specify which users can perform which tasks in CONTENTdm Administration.

Type of Permissions

CONTENTdm has two permission types:

  • Collection-level. The CONTENTdm administrator sets permissions for all items in a collection within Collection Configuration of CONTENTdm Administration. All imported items initially have collection-level permissions. To set collection-level permissions, you must have rights to configure settings and field properties AND rights to select access rights. See Collection Configuration for more information.

  • Item-level. The permissions are set for an individual item or compound object. Item-level permissions further restrict collection-level permissions. To set item-level permissions, you must have rights to select access rights.

You can set permissions based on operating system user names or IP addresses or both. You must know the user name(s) that you wish to grant permissions to and/or the IP addresses before you can change permissions.

To edit item permissions with the Edit page:

  1. Open CONTENTdm Administration. Then, click on the Items tab and click Edit.

  2. Type your search criteria in one or more of the text boxes. You can search across all fields, search selected fields, search by proximity, or, if available, search by date. If you wish to browse the entire collection, click Browse Collection.

  3. Click Search. The results page opens.

  4. Find the item or compound object to which you wish to assign permissions. If you are assigning permissions to a compound object, use the row containing the compound object or one of its subpages.

    Note: Permission settings for PDF compound objects apply to all pages of the compound object. You cannot assign permissions for individual pages of PDF compound objects. For more information, see Importing PDF Files.

  5. Click Metadata in the row containing the item or compound object that you wish to edit. The Edit item page opens.

  6. Click Edit next to the permissions field. The Edit item permissions page opens.

  7. To restrict items based on user name:

    Enter the user names of the persons whom you want to grant access. The user names must have collection-level permissions. Separate user names with semicolons. For example, Chris Jones; Jordan Lee (Windows platforms) or CJones; JLee (Unix platforms).

    To restrict items based on IP addresses:

    Enter the IP address from where you want to grant access. The IP address must have collection-level permissions. Use wild cards (*) to allow access to a domain. Separate multiple entries with semicolon. For example, 192.168.0.*; 192.168.1.*.

    Specify an IP address range by using a hyphen in any one of the IP address range segments, either alone or in conjunction with a wild card. You can use more than one address range per IP address. Below are some examples of ranges:


  8. Select whether you want the permissions to apply to just the item (allowing the metadata to be viewable) by clicking the checkbox next to Permissions are required for items only. Metadata is viewable by all users.

  9. Click Save Changes.