Using Rights Manager

The Rights Manager feature standardizes content licensing and consent tracking via a new Rights document type and two subtypes, License and Consent. Rights documents track and record rights evidence, License documents define the permitted usage of content, typically bound by dates and a scope, and Consent documents define the consent associated with content usage, including validity and revocation. 

This helps DAM Librarians with renewals and Brand Managers with content reuse verification, establishing a solid foundation for compliance-driven decision-making. This also centralizes previously fragmented metadata from the Component level to the Rights level to more easily validate and track the expiration impact via the Rights document.

The Rights Manager feature provides a Document Relationship Type that links eligible documents, such as Components and Reference documents, with Rights documents. The feature also provides a Document Type Group that enables the Rights document Information panel for the document type. Rights documents are available in the Related Rights panel in the Doc Info pane with color-coded status cards. Rights Manager also includes an Expiring Rights Report for items expiring within 90 days to reduce compliance risks.

When you open an eligible document and review the Doc Info pane, you can select the Related Rights panel to review associated Rights documents. If no documents are added, you can click +Add to add a Rights document from the Search dialog. You can link or unlink one or more Rights documents with the eligible document.

Once the Rights documents are associated, you can filter the Related Rights panel by rights country, and license channel. Each Rights document is displayed in a card with the following rights metadata listed:

  • The document name formatted as a link
  • The document version
  • The color-coded Rights Document Lifecycle state
    • Red: Inactive states such as Expired, Revoked, or Superseded
    • Gray: States such as Draft, In Review, Revise, and Resubmit
    • Green: Active states such as Approved or the workflow steady state
  • The start and expiration date
  • The rights country
  • The document subtype
  • The license type
  • The document number

You can click the Rights document name from the hovercard to open and review the document. If you click , you can edit the rights metadata in the Rights Management section of the Information panel, including the Start and Expiration Date, the License Type, the rights Countries, the license Channels, the Contacts, and Rights Other.

Rights Coverage

You can click the plus icon (+) in the Related Rights panel to add new eligible documents to the rights coverage. You can search for, filter, or upload documents, and link or unlink multiple documents. You can filter the covered documents list by document type and subtype. The eligible document cards are displayed in a grid, and the cards list the document name formatted as a link, the document version, type, and number, and the Document Lifecycle state.

To add an eligible document to a Rights document’s coverage, the eligible document’s current lifecycle state must allow Edit Relationships within the User Role. 

Expiring Rights Report

The Expiring Rights Report displays Rights documents with expiration dates within 90 days. This report is available in the Reports tab and lists Licenses and Consents that are about to expire and the eligible documents linked to these Rights documents.

License Expiration

License expiration is determined by the Rights Document Lifecycle state of the License document, when the document transitions to Obsolete or Superseded. The license can be renewed by up-versioning the License document, and existing eligible documents carry forward automatically via the Rights Document Relationship Type.

Enabling Rights Manager

To enable this feature, Admins can navigate to Admin > Application Settings > Rights Management and select the Enable Improved Rights Management checkbox. This activates the standard Rights document type and subtypes, the Rights Documents Lifecycle, the associated document fields, the Rights Document Relationship Type, and the Rights Documents Document Type Group.

The following permissions control functionality related to Rights Manager:

Type Permission Label Controls
Security Profile Document Lifecycles: Rights Document: Create, Edit, View, Delete Ability to create, see, update, and delete Rights documents in the Related Rights panel of the Doc Info page.
Document Role Edit Relationship Ability to add Rights documents to eligible documents per the Document Lifecycle state.