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Asset settings give an organization control over how its assets are shared outside the organization. The System administrator can select a restrictive setting that limits employees from using specific sharing features within Creative Cloud and Document Cloud. Asset settings are used along with other third-party organizational policy enforcement systems to ensure that assets are only shared with appropriate external entities.

You have three sharing restrictions policies to choose from:
  • You can keep this default setting whereby users are allowed to share public links and collaborate on shared folders with anyone inside or outside the organization.
  • Recommended for enterprises who trust their employees to have freedom, control, and access to every Creative Cloud and Document Cloud feature.
  • You can restrict public link sharing and many public publish options. See the tables under Deployment Options for details.
  • Recommended for enterprises who want to prevent public sharing but still want to allow invitation-based sharing with anyone inside and outside of the organization.
  • You can restrict invitation-based sharing to recipients in your org, claimed domains, trusted domains, and authorized domains. After you set this policy, the users are prevented from sharing organization-owned assets with external users who are not members of the org or in the list of allowed domains.
  • Recommended for enterprises who need tight control over which external domains can access organization assets.

The time taken to restrict sharing through Asset Settings is proportional to the number of users in the organization and the sharing relationships between them. For some Adobe products and services, it also involves invalidating cached entries in CDNs and removing preview images from slack. If the Asset Setting is changed, it can take up to 24 hours to fully take effect.

You also have two access request policies to choose from:

You can use this default setting to allow users with no permissions to a folder or document to request access to it.

For added privacy, you can use this setting to prevent users from requesting access to a document that has not been shared with them.

Note:

Asset Settings are not a digital rights management system (DRM) or a complete asset protection system. Employees with access to certain assets can still copy them and share with others outside the organization using third-party systems.

Deployment Considerations

Before you turn on sharing restrictions, consider the impact it has on your end users.

After you choose a setting, you cannot stop or reverse the consequent deletion process. If you choose No public link sharing, all existing public links are removed and users with these links can no longer access the linked content. If you choose Sharing Limited to Org Members and Trusted Users, any current external collaborators who are not part of the org or claimed, trusted or authorized domains lose access to content previously shared with them.

Below are the Creative Cloud and Document Cloud sharing and publishing functionalities that are impacted when you select No public link sharing or Sharing Limited to Org Members and Trusted Users.

Application

Impacted features

Application

Impacted features

Adobe Comp

Share, Send to Behance

Adobe XD

Invitations, Share link

Aero (mobile)

Publish link, Post to Behance

After Effects

Invite to Team Project, Invite to Library

Animate

Social share

Behance

Creating or updating projects or Work in Progress, Invitations

Capture

Share, Invitations

Creative Cloud (desktop and mobile)

Get link, Invitations

Creative Cloud Assets

Get link, Invitations, Share to Slack

Creative Cloud Libraries

Get link, Invitations, Share to Slack

Dimension

Generating public links

Fresco

Get link, Invitations

Illustrator and Illustrator Draw

Link to project, Invitations

InDesign

Publish Online, Share for Review

Lightroom

Not applicable

Photoshop (desktop)

Invitations

Photoshop (mobile)

Share to social

Photoshop Sketch

Link to Project

Portfolio

Access to Portfolio site, create drafts, and publish

Premiere Pro

Invite to Team Projects
Note:

You can't enable or disable Lightroom sharing on the Admin Console.

Learn more about enabling and disabling services.

Application

Impacted features

Application

Impacted features

Acrobat and Reader desktop apps

Share

Adobe Document Cloud for Microsoft Outlook

Share

Mobile apps (including Adobe Scan and Acrobat)

Share Link, Share Document Cloud Link

Web services (cloud.acrobat.com)

Share

Choose Sharing Options

To choose a restrictive Asset Setting for your organization, do the following:

  1. In the Admin Console, navigate to Settings > Asset Settings.

    Sharing Restriction Policy

  2. Choose a Sharing Restrictions Policy.

    You can choose from three levels of restrictions. Once you choose a more restrictive setting, you cannot stop or undo the loss of existing public links or shared folder or document collaborations.

    If you select Sharing Limited to Org Members and Trusted Users, ensure that you define your authorized domains. Any current external collaborators who are not part of the org or claimed, trusted or authorized domains will lose access to content previously shared with them.

    Note:

    To use the option Sharing Limited to Org Members and Trusted Users with Document Cloud, you must add your claimed and trusted domains to the Authorized Domains.

    Sharing Options

    Restrictions

    Impact on existing links and collaborations

    No restrictions

    Users are allowed to create public links and collaborate on shared folders and documents with anyone.

    No impact.

    No public link sharing

    Prevents users from creating public links.

    Deletes all existing public links. Once this process starts, you cannot stop or undo it.

    Sharing limited to org members and trusted users

    Prevents users from creating public links and restricts collaboration on shared documents and folders only to users in your org, trusted, claimed, or authorized domains.

    Deletes all existing public links and deletes all existing collaborations on shared documents and folders with users who are not in the org or an allowed domain. Once this process starts, you cannot stop or undo it.

  3. Click Confirm.

    If you want your users to continue sharing organization-owned assets with specific external organizations or individuals, do the following.

    • For an external organization such as an agency: Add the agency’s domain to the authorized list of domains under Asset Settings in the Adobe Admin Console.
    • For a freelancer: Issue the individual an Enterprise ID, or Federated ID from your organization. Or, add the user as a Business ID type to your organization on the Admin Console.
    Note:

    So as to provide benefits such as enterprise storage and other enterprise-level features, we are migrating all existing Adobe IDs to Business IDs. All new business customers will use Business IDs for their team members.

    You'll receive advance communication when your organization is scheduled for this upgrade. For more information, see Introduction to Business IDs and new storage features. Until your organization is migrated, you will continue to use Adobe ID type to access the organization. Support for Adobe IDs will then be reserved for individual customers only.

  4. Choose an Access Request Policy and click Confirm.

    By default, access requests are allowed.

    So, a user with the link to a shared resource, but without the permission to view it, can request access. Users with sharing permissions on the document receive notifications for each access request and can decide whether to grant or deny access.

    The requester receives a notification when the access is granted or denied.

    Access Request Policy

    Note:

    If you have a sharing limited to org members and trusted users policy selected, that restriction is applied when users attempt to grant an access request made by someone outside the organization. 

Authorized domains

Authorized Domains are the domains that are safe to collaborate with. If you have selected Sharing Limited to Org Members and Trusted Users, you can add domains to the Authorized Domains.

Add authorized domains

  1. In the Admin Console, navigate to Settings > Asset Settings > Authorized domains.

  2. Click Add Domains.

  3. Enter the domains in the Add Domains dialog. You can add multiple domains separated by commas. Click Add.

    Note:

    You cannot authorize subdomains. For example, west.example.com and east.example.com are subdomains of the example.com domain.

    Note:

    To use the option Sharing Limited to Org Members and Trusted Users with Document Cloud, you must add your claimed and trusted domains to the Authorized Domains.

Remove authorized domains

To remove domains from the list, select the check box to the left of the domain names, and click Remove Domains. Then, click Remove to confirm.

The domain name is removed from the Authorized Domains. If the sharing option is Sharing Limited to Org Members and Trusted Users, any shares to the removed domain are revoked.

Remove an authorized domain

Caution:

Removing domains from the authorized list deletes all existing collaborations on shared documents and folders between users in that domain and the users in your organization. Once this process starts, you cannot stop or undo it.

Implications for users in multiple organizations

Adobe strongly recommends that a user only be a member of one organization. Where users must be members of multiple organizations, all organizations must have the same Sharing Policy and Allow Lists configured.

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