External access to a PIM and DAM system

Everyone only sees the data for which they are authorized

If multiple parties, both internally and externally, are to work with a PIM or DAM system, various challenges need to be addressed: Which areas are accessible to which users? How can it be ensured that each user can only access the data they need? And how can the PIM or DAM system make data accessible to external users without them having to log in to the system first?

A core function of our systems is that data from "outside", meaning for customers, service providers, etc., is easily accessible. In dynamicPIM® and dynamicDAM®, there are specific functions that facilitate rights management and sharing data with external users. It is also necessary in some areas to make certain product information permanently publicly accessible. We have also thought about such a public area.

Roles and Groups – A sophisticated rights management in PIM and DAM

One way to make data accessible to external users is the "Roles and Groups" function. This is a sophisticated rights management system. dynamicPIM® and dynamicDAM® allow the control of all product data according to user groups and different roles. This enables the administrator to decide down to the field level who can see, edit, or download what in the PIM or DAM.

Data is only accessible to authorized parties

Control by groups, including customer groups and internal groups, allows for very clear definitions. For example, products in the PIM can only be visible to trading partners who have this group authorization. Or brand managers only see the content for their brands and not all others for which they are not responsible.

The roles also determine which functions the user is authorized to have. An administrator has significantly more rights than a reader or editor. These rights are also controllable precisely so that each user can only see or edit the data area for which they are responsible.

The API also considers groups

In the automated provision of data via API, which the PIM has, the defined group authorization is also taken into account. This means that only data is shared via the API for which the corresponding group authorization applies.

This setting maintains rights management even in this automated process and ensures that the data only ends up where it is needed.

Sharing data links with a validity period using the PIN function

An important function that can make data accessible to external users in the PIM or DAM is the PIN function. It allows data baskets to be sent directly to recipients – even if they are not registered in the system. And that without any limitations on data or data baskets.
To be precise, the PIN is a link that enables external users to gain temporary access to certain data. As a user of the system, you first collect the products you want to share. Then you choose the output container, such as Excel (.xlsx), and can then share this data basket as a PIN link. You then specify the duration for which the link should be valid and send it to the recipient's email address. If you wish, you can also add a short message.

Red or Green – Our simple traffic light logic for downloads from PIM and DAM

The user receives the link and can download the data directly from the PIM. Based on the traffic light symbolism, you can see whether the data has already been downloaded. Red means the user has not done so yet. Green indicates that everything has been completed. You can then decide whether to delete the PIN directly or let it run until the specified period expires.

The PIN function also allows making data accessible to external users without giving them access to the entire system. This is a simple and fast solution, especially for agencies that are only involved in a project.

The public area: Everything available without login

There may be reasons why certain product information should be freely available to all internet users. If this is necessary, it can be set up in a public area. This makes them accessible in the system even without authorization – directly and without login.
This scenario is usually found more in the area of media objects, such as for downloading safety data sheets that need to be openly accessible.
However, it is also possible for product data to optionally release the public area. The control over which products are publicly available is done directly at the product and can be decided for each product individually whether it should be publicly available. This can be undone with a click.

Making PIM and DAM accessible for external parties – for efficient collaboration

Whether data needs to be made accessible to external parties or only for those internally who work with it – dynamicPIM® and dynamicDAM® have the appropriate solutions for a simple yet effective rights management already integrated. This not only facilitates collaboration with external service providers such as agencies but also ensures that each participant can work at any time with exactly the data relevant to their work.

And not just that. Because when everyone can access their current data quickly and easily, it also increases efficiency. Even globally, as you can read in our article on the use of a global DAM or PIM system.