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Aspect provides two ways to give someone access:
  • Workspace access is for teammates and ongoing collaborators who need an Aspect account.
  • Share links are for clients, reviewers, and other guests who only need access to specific content.
Use workspace access when someone regularly works inside Aspect. Use a share link when someone only needs to view, review, download, or contribute to selected content.

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Choose the right access method

Guests do not need an Aspect account or any software. Send them a share link instead of adding them to the workspace.

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Workspace roles

A workspace role controls someone’s overall access to the Aspect workspace. Use Limited Member when someone should only have access to specific projects. For example, a freelance editor working on one campaign can be added as a Limited Member and given access only to that campaign’s project.
Only give the Owner role to people who need to manage the entire workspace.

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Invite a workspace member

Use this workflow for teammates and ongoing collaborators who need to sign in to Aspect.
1

Open workspace settings

Open Settings → People for your workspace.
2

Invite the person

Enter the person’s email address.
3

Choose a workspace role

Select Owner, Member, or Limited Member.
4

Assign project access

If you selected Limited Member, add the person to the projects they need.
5

Send the invitation

Review the access and send the invitation.

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Project roles

A project role controls what someone can do inside a specific project. Choose the lowest level that still allows the person to complete their work. For example:
  • Give a producer Full Access if they need to manage content and sharing.
  • Give an editor the Editor role.
  • Give a stakeholder the Viewer role if they only need to see content.

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Default project access

Each project has a default role. Workspace Members receive that role automatically unless their access is changed for the specific project. You can give someone more access on a project they lead or set them to No Access on a project they should not see. Limited Members do not receive access through the default role. They only see projects where access has been explicitly granted.

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Permissions apply throughout a project

A person’s project role applies to the content inside that project, including its folders, assets, and collections. For example, someone with the Editor role can edit content throughout the project. Someone with the Viewer role can open the project but cannot comment, download, or make changes. To understand what a workspace member can do with an asset, check their role on the project containing it.

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Manage access to a project

Each project has a People area where you can review and update access. From there, you can:
  • See who has access.
  • Review each person’s role.
  • Add a workspace member to the project.
  • Change someone’s project role.
  • Remove someone’s project access.
1

Open the project

Open the project whose access you want to manage.
2

Open the People settings

Go to the project’s People or access settings.
3

Choose a person

Select the workspace member whose access you want to change.
4

Set the project role

Choose the appropriate project role or remove access.
5

Confirm the change

Review the person’s new access before closing the settings.
Workspace Owners always have full access to every project. Their project access cannot be reduced.

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Share content with a guest

Share a file
Share links give people outside your workspace access to selected content. You can create a link for:
  • A single asset
  • A folder
  • A collection
  • A project
A person who opens a share link is a guest. Guests do not need an Aspect account, a paid seat, or installed software.
Sharing a folder, collection, or project gives the guest access to the content inside it. Review the contents before sending the link.
Create a share link
1

Choose what to share

Open the asset, folder, collection, or project you want to send.
2

Open the sharing controls

Choose Share.
3

Create a link

Create a new share link for the selected content.
4

Set the permissions

Choose what people using the link are allowed to do.
5

Add protection

Add a password, expiration date, or watermark when needed.
6

Review the link

Confirm that the correct content, permissions, metadata, and versions are included.
7

Send the link

Copy the link and send it to the recipient.
Every share link allows recipients to view the shared content. You can add other permissions depending on what the guest needs to do. Available controls can include: Not every link needs every permission. For a typical client review link:
  • Allow viewing.
  • Enable commenting.
  • Leave downloading off unless the client needs a copy.
  • Leave uploading and organizing off unless the client is contributing files.
  • Hide internal metadata.
  • Decide whether the client should see earlier versions.
  • Add a password or expiration date for sensitive content.
Create separate links for separate audiences. A client, editor, and delivery partner can each receive a link with different permissions.
Use a view-only link when someone only needs to see the content. This is useful for:
  • Presentations
  • Final approvals
  • Stakeholder updates
  • Portfolio reviews
  • Completed deliverables that should not be downloaded
Guests can open the content in their browser but cannot comment, download, or make changes unless those permissions are enabled. Enable commenting when clients or other reviewers need to leave feedback. Guests can then:
  • Comment on media.
  • Reply in comment threads.
  • Add reactions.
  • Attach reference files.
  • Review the shared versions available to them.
They do not need to join the workspace.

Commenting

Learn how reviewers leave precise, time-based feedback.
Enable downloading when a guest needs the original files. For shared folders and collections, recipients with download permission can download multiple items together. Do not enable downloading when the recipient only needs to review the content. Create an upload link when someone outside the workspace needs to send files to your team.
1

Create a folder

Create a folder in the project where you want to receive the files.
2

Open Share

Select the folder and choose Share to create a share link.
3

Enable contributor permissions

Enable Can add content and Can organize content.
4

Send the upload link

Copy the link and send it to the contributor. They can open it in their browser and upload files to the folder without joining your workspace.
Upload access is useful for:
  • Collecting footage from a production partner
  • Receiving client assets
  • Gathering submissions
  • Receiving graphics, audio, or documents
  • Collecting deliverables from a freelancer
Enable metadata editing as well if the contributor needs to update metadata on the uploaded content.

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Share versioned media

A share link can control whether guests see earlier versions of an asset. Before sending a version stack:
  1. Confirm that the latest cut appears by default.
  2. Decide whether the guest should see earlier review rounds.
  3. Check that internal metadata is hidden.
  4. Enable commenting if feedback is needed.
  5. Confirm whether downloading should be allowed.
Do not assume every reviewer should have access to earlier cuts.

Versioning

Organize revisions and keep feedback connected to the correct version.

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Control metadata visibility

Share links can control which metadata guests can see. Before sending a link, review the visible fields and hide information that is only intended for your team. Internal metadata might include:
  • Production notes
  • Licensing details
  • Internal status fields
  • Costs
  • Rights information
  • Private contact details
  • Internal review decisions
Only enable metadata editing when the guest is expected to help maintain that information.

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Add a password

Add a password when the shared content is sensitive or intended for a limited group. Anyone opening the link must enter the password before viewing the content. Send the password separately from the link when practical.

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Set an expiration date

An expiration date makes the link stop working automatically after the selected date and time. Use an expiration date for:
  • Temporary client reviews
  • Limited delivery windows
  • Unreleased campaigns
You can use a preset period or select a custom expiration.

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Enable watermarking for video

Enable watermarking on a share link to place a visible identifying mark over video during playback. The watermark adds traceability without permanently changing the original asset. Watermarking is configured for the share link, not automatically applied to every asset or share. Combine it with link permissions, password protection, and an expiration date for sensitive reviews. See Sharing Security for the detailed setup, download warning, and revocation controls.
Watermarking protects playback through the share link. It does not replace careful permission management.
Disable a link to stop access without deleting it. A disabled link shows no shared content. You can enable it again later if access needs to be restored. Use this when a review is paused or temporarily closed. Delete a link when it should never be used again. Deleting the link permanently stops access through that URL. You can create multiple links for the same asset, folder, collection, or project. Each link can have its own:
  • Permissions
  • Password
  • Expiration date
  • Watermark setting
  • Metadata visibility
  • Version access
For example:
  • Give a client a comment-only review link.
  • Give the editor a link that allows downloading.
  • Give a delivery partner a separate link for final files.
Changing or deleting one link does not require changing the others. Manage link settings
The sharing controls show the links created for an item. From there, you can:
  • Copy a link again.
  • Review its permissions.
  • Change what recipients can do.
  • Add or update a password.
  • Change the expiration date.
  • Disable or enable the link.
  • Delete the link.
Permission changes take effect for anyone using that link. Review active links when a project ends, a freelancer finishes their work, or a client no longer needs access.

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Guest activity

Aspect records active guest actions such as comments, edits, and uploads. This helps your team understand who contributed feedback or made a change. An anonymous share link does not provide individual tracking for someone who only opens or watches the content. Do not use share links as proof that a specific person viewed a file.
If you need ongoing, authenticated collaboration, add the person as a workspace member instead of relying on an anonymous share link.

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Share a collection

Collections let you gather assets from different locations without moving the original files. Use a collection when you want to share a curated group such as:
  • A client review set
  • A presentation
  • Campaign selects
  • Final deliverables
  • Portfolio content
  • Approved assets
Create the collection, add the assets, and generate one share link for the complete set.

Collections

Curate and share assets without changing their original locations.

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Embed shared media

Individual previewable assets can be embedded on another website using their share link. Embeds are useful for:
  • Portfolio pages
  • Internal websites
  • Client portals
  • Presentation pages
  • Published videos
Embedding displays the Aspect viewer inside the webpage. Review the share link’s permissions before publishing an embed. Anyone who can access the webpage may also be able to access the embedded content.

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Sharing archived projects

Archiving a project moves it to the Archived section on the workspace homepage. This keeps it out of the team’s main project list while leaving project permissions and share links unchanged. Guests can continue to use an active share link according to its permissions. Available browser features can include:
  • Previews
  • Comments
  • Metadata
  • Version review
  • Downloads, when permitted
You can archive projects in either Active Storage or Cold Storage. Archiving leaves the storage tier unchanged. To remove guest access, disable or delete the share link. See archiving a project.

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Remove access

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Remove a workspace member

Remove the person from the workspace when they no longer need an Aspect account. Before removing them, check whether they own or manage any active projects or workflows.

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Remove project access

Keep the person in the workspace but remove their project role when they should no longer see a specific project.

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Revoke guest access

Disable or delete the relevant share link. If different audiences received separate links, revoke only the link that should no longer work.

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Internal editor

  • Workspace role: Member or Limited Member
  • Project role: Editor
  • Share-link access: Not required for normal project work

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Freelance collaborator

  • Workspace role: Limited Member
  • Project role: Editor or Commenter
  • Access only to the required projects

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Client reviewer

  • Workspace access: None
  • Share-link access: View and comment
  • Downloading: Off unless required
  • Earlier versions: Only when needed
  • Password or expiration: Recommended for sensitive work

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Delivery recipient

  • Workspace access: None
  • Share-link access: View and download
  • Commenting: Optional
  • Expiration: Recommended for temporary delivery links

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External contributor

  • Workspace access: None
  • Share-link access: Upload
  • Organizing and metadata editing: Only when needed
  • Expiration: Recommended

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Sharing best practices

  • Use workspace access for ongoing collaborators.
  • Use share links for clients and occasional reviewers.
  • Use Limited Member for people who should only see selected projects.
  • Give each person the lowest access level they need.
  • Create separate links for different audiences.
  • Check the contents of a folder, collection, or project before sharing it.
  • Hide internal metadata from client links.
  • Review whether earlier versions should be visible.
  • Leave downloading off for review-only links.
  • Add passwords and expiration dates to sensitive links.
  • Use watermarked playback for sensitive reviews, and turn off Downloads separately when recipients should not receive the original file.
  • Disable or delete links when a project ends.
  • Review project access when a teammate or freelancer changes roles.
  • Do not rely on anonymous links to track passive viewing.

Commenting

Collect precise feedback from teammates and external reviewers.

Versioning

Share revisions while preserving feedback from each review round.

Collections

Curate assets from different locations and share them with one link.

Viewer and review

Preview media, inspect transcripts, and review creative work.