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Creating Custom Roles

Custom roles allow you to create unlimited combinations of capabilities for your workspace users to solve complex business needs.

Jo avatar
Written by Jo
Updated over a week ago

All Stockpress workspaces come with three pre-set user roles.

  • Admin: Have full access to Workspace Settings, including billing and reports, and can edit and delete any files or Collections they have access to. Admins can also switch to any Workspace user and see/use Stockpress as that user.

  • Manager: Have access to general Workspace Settings (no billing), and can edit and delete any files or Collections they have access to.

  • User: Can edit and delete files and Collections that they own (have uploaded or created).

In most cases, one of these roles will work for standard use cases, but if your business has a more complex need, such as users who shouldn't be able to upload or download, you can create a Custom Role. You can create unlimited Custom Roles and unlimited combinations of capabilities.

To create or access your Custom Roles, click on your user icon in the top-right corner of your workspace and select All Settings.

Access All Settings in your workspace

From your settings area, scroll to Roles.

Create custom Roles in your workspace

Adding a new Custom Role

Add custom roles

To add a Custom Role, click the + Add Custom Role button.

Add a name and description to your Custom Role

Name your role and give it a short description. The description will be visible when adding a new user and can help you quickly remember the capabilities of the selected Custom Role. Click save to create your new Custom Role.

Setting Custom Role capabilities

Now that the role is created, click on the Capabilities tab to set what users in this new Custom Role can do.

Tip: Custom Role capabilities translate to ALL files and Collections in your workspace. For example, if you toggle on Edit files and/or Edit Collections they will be able to Edit any file or Collection they have access to. Find out more about access here.

File capabilities and Collection capabilities are broken out into two sections. You can toggle on capabilities for each.

When you’re ready to publish your role, click save and your role has been created.


Stockpress Custom Role capabilities explained

General

Manage account settings: When toggled on, users in this Custom Role can access your workspace settings. They cannot access the billing area.

Manage FTP accounts: When toggled on, users in this Custom Role can create new FTP accounts and edit existing ones, including changing usernames and passwords.

Manage external upload pages: When toggled on, users in this Custom Role can create external upload pages and edit or delete existing ones. Find out more about External upload pages here.

Access reports: When toggled on, users in this Custom Role can view and run reports from the workspace settings.

Share approved download requests: When toggled on, users in this Custom Role will be able to share files that they have been approved to download - even if they are not allowed to share in the workspace normally.

Note: The Request to Download feature must be enabled in your workspace in order to see this Custom Role capability.

File Capabilities

Upload files: When toggled on, users in this Custom Role can upload files to the workspace.

Browse archived files: When toggled on, users in this Custom Role can search and browse the archive. Archived files will also be referenced in the visual search.

Download files: When toggled on, users in this Custom Role can download any file in the workspace that is Open or that they have access to.

Download files by request only: When toggled on, users in this Custom Role will have to request to download files that they have been invited to collaborate on.

Note: The Request to Download feature must be enabled in your workspace in order to see this Custom Role capability.

Use image editor: When toggled on, users in this Custom Role will be able to use the Image Editor feature on any image they have access to. Find out more about our Image Editor here.

Share files: When toggled on, users in this Custom Role can create external share links for files that are Open or that they have access to.

Edit files: When toggled on, users in this Custom Role can edit files that are Open or that they have access to. This includes file names, descriptions, statuses (if applicable), Collection Visibility (Open or Private), and add or remove file tags.

Delete files: When toggled on, users in this Custom Role can delete files that are Open or that they have access to. This includes files that they are not the owner of (meaning they didn't upload).

Manage access for users and Teams: When toggled on, users in this Custom Role can give access to files to workspace users and teams.

Upload Open files: When toggled on, users in this Custom Role can upload files to the workspace that are Open for all workspace users to see.

Watermark files: When toggled on, users in this Custom Role will see a watermark on all file previews and downloads.

Note: Watermarks must be enabled in your Workspace Settings in order to enable this capability for Custom Roles.

Collection Capabilities

Download Collections: When toggled on, users in this Custom Role can download any Collection of files that are Open, or that they have access to.

Download Collections by request only: When toggled on, users in this Custom Role must request to download Collections.

Note: The Request to Download feature must be enabled in your workspace in order to see this Custom Role capability.

Share Collections: When toggled on, users in this Custom Role can share any Collection that is Open or that they have access to.

Edit Collections: When toggled on, users in this Custom Role can edit the name of any Open Collection or any Collection they have access to.

Delete Collections: When toggled on, users in this Custom Role can delete Collections that are Open or to which they have access.

Tip: Remember that deleting a Collection does NOT delete the files inside it. Files can live across multiple Collections without being duplicated. Find out more about Collections and how they work here.

Manage access for users and Teams: When toggled on, users in this Custom Role can change the visibility of any Collection they have access to (from Private to Open) or make an Open Collection Private. They can also manage user and Team access to those Collections.

Create Open Collections: When toggled on, users in this Custom Role can create Open Collections of files. Open Collections are viewable by ALL of your logged-in workspace users.

Reorder files in Collections: When toggled on, users in this Custom Role can reorder files in Collections using our drag-and-drop tool.


If you decide not to make Custom Roles, regular Stockpress users will be able to see and manage only the files that they own (meaning they upload to your workspace) or files and Collections that they have been given access to by your other Stockpress workspace users. Owning a file means you can download, share, edit, assign access, and delete that file. If a file is owned by another Stockpress user, it can only be downloaded, shared, or added/removed from Collections.

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