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 users who shouldn't be able to download, you can make 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.
From your settings area, scroll to Roles.
Adding a new Custom Role
To add a Custom Role, click the + Add Custom Role button.
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 will be able to access your workspace settings. They will NOT be able to access the billing area.
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.
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 user access: 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.
Watermarked previews and downloads: 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 that they have access to.
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.
Edit Collection access: 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 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.