Application
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.
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.
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.
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 |
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 |
To choose a restrictive Asset Setting for your organization, do the following:
In the Admin Console, navigate to Settings > Asset Settings.
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.
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. |
Click Confirm.
If you want your users to continue sharing organization-owned assets with specific external organizations or individuals, do the following.
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.
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.
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 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.
In the Admin Console, navigate to Settings > Asset Settings > Authorized domains.
Click Add Domains.
Enter the domains in the Add Domains dialog. You can add multiple domains separated by commas. Click Add.
You cannot authorize subdomains. For example, west.example.com and east.example.com are subdomains of the example.com domain.
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.
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.
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.
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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