Update Assets After a User Role Change

A change from an Administrator or an Author role to a Viewer role has a noteworthy impact.

Impact on SMEs and Owners

If a user with an Author, a Business Admin or an Administrator role is assigned as the SME or owner of an asset, and the role is changed to a Viewer role, the user is left assigned to the asset. However, an Administrator or an Author can remove the Viewer user from the SME or owner of an asset.

Impact on Reviews

If a user with an Author or an Administrator role has approved an asset and is then changed to a Viewer role, their review remains on the asset.

If a user with an Author or an Administrator role has an asset review process assigned to them, and their role is changed to a Viewer, the user will not be able to approve the asset. An Author or an Administrator must remove them from the SME assignment.

Update the Individual Asset

To update the individual asset:

  1. Either search for an asset or use the Jump to links in the search bar.

  2. Click the More actions ellipses.

  3. Select Edit.

  4. Update the asset.

  5. Click Save.

Use Bulk Edit to Update Multiple Assets

To update a user on multiple assets using bulk edit:

  1. Search for an asset.

  2. Select the assets to update; the Quick Actions modal displays with the number of selected assets to update.

    NOTE: Use the facets panel to further filter the search results list.

  1. Click Bulk edit to display the asset fields to update.

  2. Update the assets.

  3. Click Update.

Click the Page help icon on the Site menu for more information.