How search filters help to hide content from certain users

24th November 2020

Not all content should be made available to everyone. Businesses, educational institutions, and healthcare facilities have plenty of reasons to restrict access to certain data. Whether you're trying to protect your clients' privacy or manage consent and copyright permissions, your Digital Asset Management (DAM) system's search filters are essential.

How search filters work

A search filter ensures that only specific groups or individuals can access your content. The search filter will stop certain resources from being available to users who don't have the necessary permissions. These permissions rely on the value assigned to a resource in a specific metadata field. You can set up as many rules as you need to make sure that only the right people have access to your files.

Examples of when search filters can be used

Your search filter requirements will depend on the nature of your industry and your organisation's particular needs. Search filters have many uses, but in this blog we're going to explore the ones particularly concerned with privacy or access control.

Resources for a confidential event

If you're hosting an event that is only aimed at a select group of people, you can use search filters to create exclusive collections for attendees to access. This means that other stakeholders or customers who aren't on your attendee list won't have access to any details about the event. You can use this feature to maintain confidentiality, or simply to prevent unnecessary questions from people that aren't involved with the event.

Managing internal documents

Do you allow the public or other third-parties to use your DAM? While sharing access to specific resources is excellent for collaboration, there are likely to be digital assets which you don't want to share with external users.

By setting the appropriate search filters, you can make sure that confidential documents are safely stored and categorised on your DAM system without being accessible to all individuals or groups. Accounting records, marketing content, strategic plans and reports are all types of internal documents that can be blocked from appearing in general searches.

Protect your non-disclosure agreements (NDA)

If you handle projects that require a high level of discretion and security, a search filter is an added layer of protection for both you and your client.

If you have multiple clients in similar industries, or you deal with high profile individuals who need reassurance that their data is protected, a search filter will ensure that the agreements you have on record are not accessible to anyone else.

How ResourceSpace makes search features simple

ResourceSpace was designed to serve a broad range of sectors, each having unique requirements when it comes to asset management and data protection. Our search filter feature is simple and easy to understand, helping individuals and teams to easily set up the necessary criteria for the filters they build.

Our website is equipped with a handy knowledge base to guide you through the process of setting up your own filters.

Download the free version of our DAM and try our search filter feature for yourself.