Everyone only sees the data they are authorized for

If several parties, both internal and external, are to work with a PIM or DAM system, different challenges have to be addressed: Which areas are accessible for which users? How can it be ensured that users can only access the data they need? And how can the system make data accessible to external users without having these users to log on to the system? It’s a core function of our systems that data can be easily accessed from “outside”, i.e. by clients, service providers, etc. In dynamicPIM® and dynamicDAM®, there are therefore certain features that simplify rights management and data sharing with external users. In some areas it is also necessary to make certain product information permanently accessible to the public. We have also considered such a public area.

Roles and groups – a clever rights management

One way of making data accessible to external parties is to use the “Roles and Groups” -feature. This is an extensive rights management. dynamicPIM® and dynamicDAM® allows the control of all product data according to user groups and with different roles. This allows the administrator to decide up to field level who can read, edit or download which data.

Making data accessible to authorized users only

The management by groups, including customer groups and internal groups, enables a very clear definition. For example, products can only be visible to trading partners who also have this specific group authorization. Or brand managers only see the content for their brands and not all other brands for which they are not responsible. 

The roles in the PIM and DAM system also determine which features the user is authorized to use. An administrator has considerably more rights than a reader or editor. These rights can also be controlled very precisely so that each user can only read or edit the data area for which he is responsible.

The API (interface) considers groups as well

The defined group authorizations are also taken into account in the automated provision of data via API. This also means that data is only shared via the API for which the corresponding group authorization applies.
This setting maintains rights management in this automated process and ensures that data is only delivered to where it is needed.

The PIN feature: Share time-limited data links

An important feature for making data accessible to external parties is the PIN feature. It enables data baskets to be sent directly to recipients – even if they are not registered in the system. And all this without limiting data or data baskets.

Strictly speaking, the PIN is a link that allows external users to temporarily access certain data in the PIM system. As a user of the system, you collect the products you want to share first. Then select the output container, e.g. Excel (.xlsx), and you can release this data basket via a PIN link. Then you define the period for which the link should be valid and send it to the recipient’s mail address. If you like, you can also add a short message.

Red or green – Our simple traffic light logic

The user receives the link and can download the data directly. The traffic light symbol indicates whether the data has already been downloaded. Red means that the user has not done so yet. Green signalizes that everything is already completed. Then you can decide for yourself whether you want to delete the PIN directly or let it expire at the end of the specified period.

The PIN feature also allows data to be made accessible to external parties without giving them access to the entire system. Especially for agencies that are, for example, only involved in one project, this is a simple and quick solution.

The public area: Everything available without login

 There may be reasons why certain product information may be freely available to all Internet users. If necessary, they can be posted in a public area. This means you can also access this data without authorization – directly and without login.
This scenario is usually found in the area of media objects, e.g. for the download of safety data sheets, which must be freely accessible.
But it is also possible to release product data optionally in the public area. The control, which products are publicly available, is defined directly at the product. That means, you can decide individually for each product whether it should be available freely. Of course, this can also be undone with one click.

For an efficient collaboration

Regardless of whether data has to be made accessible to external parties or only available internally for those who work with it – dynamicPIM® and dynamicDAM® have already integrated the appropriate solutions for simple but effective rights management. This not only facilitates cooperation with external service providers such as agencies, but also ensures that every participant can work with exactly the data that is relevant for his work at any time.

And that’s not all. As everyone can access their current data quickly and easily, this also increases efficiency. Even worldwide, as you can read in our article on the global use of PIM and DAM systems.