Permissions and Access Requests

Permission groups allow Aviary organizations to grant access to restricted content for specific groups of users. Permission to restricted content can be granted to groups of users based on individual email addresses, IP addresses or ranges, email domains, or SSO groups. Organization owners and administrators have the authority to create or edit permission groups in an Aviary organization. Create and Manage Permission Groups 1. To create or manage permission groups, expand the Permissions tab and click the Permission Groups link. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/da2a9586-8443-44fa-b9c1-55cf30a314c0/ascreenshot.jpeg?tl_px=0,560&br_px=491,835&force_format=jpeg&q=100&width=491&wat_scale=43&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=88,117 2. The Permission Groups page will display a table of all permission groups in the organization. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/be56a0d0-3531-4926-a236-e398dd807b1f/ascreenshot.jpeg?tl_px=0,213&br_px=1376,982&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=1447,10 3. To edit an existing permission group, click the Edit button for the group listed in the table. To create a new permission group, click the Add Group button above the table. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/4da9a4ae-687d-42e1-855a-acefc60daffe/File.jpeg?tl_px=1037,212&br_px=1897,692&force_format=jpeg&q=100&width=860&wat_scale=76&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=757,30 4. Begin adding information to the Permission Settings section of the page. Enter a name for the new permission group. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/66aff6a6-0f0a-437e-9fc9-4206dde58d15/ascreenshot.jpeg?tl_px=0,179&br_px=1376,948&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=671,118 5. Select the permission type that will be used to provide access to users in the permission group: User Level provides access to individual users by adding their email addresses to the group. Email Domain provides access to all users with the same email domain. IP Access List provides access to users in specific locations based on IP addresses or IP ranges. SSO Group provides access to groups of users who authenticate with a specified secure sign on method. Note: See the Formatting IP addresses for permission groups page to learn more about configuring IP addresses and ranges for IP Access Lists. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/7c7b2679-afdc-4d76-8269-57fe7e7ed602/ascreenshot.jpeg?tl_px=1037,229&br_px=1897,710&force_format=jpeg&q=100&width=860&wat_scale=76&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=201,141 6. Select the appropriate permission level to grant users in the permission group: View, Edit, or Super View. Note: Super View permission only applies to users accessing collections with Global Access Restrictions. Assigning the Super View permission to a user allows an organization to override the collections’ existing access policies and Global Access IP restrictions. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/90e6c0ef-8ce3-4c6a-9ab3-a113bfb16e8b/ascreenshot.jpeg?tl_px=248,228&br_px=1624,997&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=527,195 7. Select a time period for the permission group. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/c1791fe4-4d1c-4a7a-80eb-ba674fff8492/ascreenshot.jpeg?tl_px=747,280&br_px=1893,921&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=379,187 8. If permissions will only be granted for a fixed time period, select the dates and times of the access period and click the Apply button. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/3480dac3-772c-45e6-bbed-ad966cab9a05/ascreenshot.jpeg?tl_px=544,310&br_px=1920,1080&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=776,393 9. If creating user level permissions, begin typing a user’s email address to add the user to the group. The email address will be verified and listed in a dropdown menu as it is typed. Click the verified emailed address in the dropdown menu to add the user to the list. Note: If the email address is not associated with a registered Aviary account, an invitation will be emailed to the user. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/fba8bd42-fda4-4ca7-a87f-4f2fab5a3128/ascreenshot.jpeg?tl_px=151,240&br_px=1528,1009&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=524,277 10. The user will be added to the list of users in the permission group. Continue entering the email addresses and adding the remaining users to the group. Note: Click the Add CSV button to import a list of all email addresses in the permission group, instead of adding the email addresses individually. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/534a2518-caed-488b-8d4e-7d3e3c2e3551/user_cropped_screenshot.png?tl_px=503,188&br_px=1880,957&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=929,126 11. Check the “Don’t send a notification” box to prevent users from receiving a notification email when they are added to the permission group. Leave the box unchecked to send users a notification email when they are added to the permission group. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/7062f596-447e-4924-a042-3fa851b109e8/ascreenshot.jpeg?tl_px=0,310&br_px=1376,1080&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=197,310 12. If a user needs to be removed from a permission group, click the Remove button. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/6ed901d0-b6be-4b01-a6e7-9a2aee3b2b57/ascreenshot.jpeg?tl_px=544,275&br_px=1920,1044&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=974,277 13. If creating a permission group for an email domain, enter the domain name, a label for the group, and click the Add button. Continue adding domain names if other email domains will be included in the permission group. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/d91b333d-73ed-4a5a-86b7-31266bbbaefc/ascreenshot.jpeg?tl_px=392,212&br_px=1768,981&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=1029,307 14. If creating a permission group for IP addresses, enter the IP address or range, a label for the group, and click the Add button. Continue adding IP addresses or ranges if other IPs will be included in the permission group. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/cdaf07fc-c8e6-4fae-9893-6476fb8d8f59/ascreenshot.jpeg?tl_px=382,209&br_px=1758,978&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=140,311 15. If creating a permission group for an SSO group, being typing the SSO group name in the Add SSO Group field. The SSO group will be verified and listed in a dropdown menu as it is being typed. Click the verified group from the dropdown menu to add it to the list. Continue adding SSO groups if multiple will be included in the permission group. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/8ec39348-b798-4dc4-a95d-1845b5224a83/ascreenshot.jpeg?tl_px=382,212&br_px=1758,981&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=146,309 16. After completing the information in the Permission Settings section of the page, continue to the Permission Content section. Select the content that will be available to users in the permission group. Multiple types of content can be made available in permission groups including Playlists, Collections, Resources, Media Files, Transcripts, and Indexes. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/560c285d-971f-4ec0-8e28-8bbe243eef79/ascreenshot.jpeg?tl_px=257,409&br_px=1240,959&force_format=jpeg&q=100&width=983&wat_scale=87&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=311,74 17. When adding playlists or collections to the permission group, the type ahead feature will suggest playlists or collections in the organization. Begin typing and click the suggested name to add it the list. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/ddca18e2-02ef-4582-b244-d4d180f7d205/ascreenshot.jpeg?tl_px=242,579&br_px=1006,1007&force_format=jpeg&q=100&width=764&wat_scale=68&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=283,83 18. Clicking the collection name will add it to the permission group. If a collection needs to be removed from the permission group, click the Remove button. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/cf4ecfa3-70c2-49bb-94b7-b4cedf57c1cb/user_cropped_screenshot.png?tl_px=245,309&br_px=1622,1078&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=292,421 19. To add Resources, Media Files, Transcripts, or Indexes to a permission group, click the Manage button beside the heading for each section. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/2250725e-f52a-4a9f-85e0-319d4d0354af/user_cropped_screenshot.png?tl_px=0,0&br_px=1658,907&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=971,260 20. A preview window will open after clicking the Manage button. Use the search field and navigate in the preview window to find the content that will be added to the permission group. Click the Add button next to each item to add it to the permission group. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/e14a1282-c418-4e9c-be2b-a72695dba6e6/ascreenshot.jpeg?tl_px=57,116&br_px=1777,1078&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=767,199 21. A confirmation message will be displayed after clicking the Add button. Continue adding content in the preview window for each item that will be added to the permission group. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/36b6a07d-913c-423a-8d68-72c7693ab343/ascreenshot.jpeg?tl_px=917,145&br_px=1900,694&force_format=jpeg&q=100&width=983&wat_scale=87&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=578,12 22. Click the Done button to finish adding content and close the preview window. Complete the same steps for the Resources, Media Files, Transcripts, and Indexes sections if adding content from each of the sections. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/793849d3-ef83-4e3a-b6b1-7ba2dc9399b2/ascreenshot.jpeg?tl_px=601,529&br_px=1584,1078&force_format=jpeg&q=100&width=983&wat_scale=87&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=815,467 23. Click the Save button at the bottom of the Permission Groups page after all of the permissions and content are added to the permission group. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/be75d8e3-98d4-4c02-9322-e3b1c57218a9/ascreenshot.jpeg?tl_px=1207,515&br_px=1895,900&force_format=jpeg&q=100&width=688&wat_scale=61&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=504,331 24. A confirmation message will be displayed, and the new permission group will be included in the table on the Permission Groups page. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/845e0b36-c64d-4d8f-a7bb-7612300b417f/ascreenshot.jpeg?tl_px=755,102&br_px=1901,743&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=767,57 25. Use the Action buttons on the Permission Groups page to edit or delete the existing permission groups. The Edit button will open the Permission Settings page again to update the Permission Settings and Permission Content that were added previously in Steps 1-23. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/112c69a2-f31a-403b-9503-5e3050aa63f7/user_cropped_screenshot.png?tl_px=1060,329&br_px=1920,810&force_format=jpeg&q=100&width=860&wat_scale=76&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=624,212

Permission groups configured with IP Access Lists allow Aviary organizations to provide users in specific locations access based on individual IP addresses or IP ranges that cover multiple addresses. This is especially useful for organizations that would like to restrict access to specific locations like university buildings, campuses, or partner institutions. Organizations may refer to the following information for more information about formatting IP addresses and ranges when configuring permission groups with IP Access Lists. Formatting IP addresses: IP addresses are formatted as a series of four numbers separated by decimals (e.g. 198.164.1.132). Each of the numbers in an IP address has a value of 0–255. Note: Each of the numbers in an IP address is one byte of data, which is equal to 8 bits. Remembering that each of the numbers is 8 bits will be useful when determining IP ranges later. By default there are three main classes of IP addresses. The class can be identified by looking at the first number in an address: Class A networks have 0-127 as their first number — 10.52.36.11 is a Class A address. Class B networks have 128-191 as their first number — 172.16.52.63 is a Class B address. Class C networks have 192-223 as their first number — 192.168.123.132 is a Class C address. IP addresses are also represented by subnet masks, which include two parts: the Network address and the Host address. Class A IP addresses use a default subnet mask of 255.0.0.0. The first number usually represents the Network address, and the next three numbers represent the Host address. Class B IP addresses use a default subnet mask of 255.255.0.0. The first two numbers usually represent the Network address, and the next two numbers represent the Host address. Class C IP addresses use a default subnet mask of 255.255.255.0. The first three numbers usually represent the Network address, and the last value represents the Host address. Formatting IP ranges: To determine an IP range that covers multiple IP addresses, it’s important to first identify the class of the addresses. Knowing the class of the IP addresses will help to determine the default subnet mask, the Network address, and the number of bits to include in the Network part of the IP range. Class A IP ranges must be entered in this format: “10.0.0.0/8”. The Network address is 10, and the zeros validate all host IP addresses from 10.1.1.1 to 10.254.254.254. The number of bits in the Network address is represented by the /8 at the end of the range. Class B IP ranges must be entered in this format: “129.164.0.0/16”. The Network addressis 129.164, and the zeros validate all host IP addresses from 129.164.1.1 to 129.164.254.254. The number of bits in the Network address is represented by the /16 at the end of the range. Class C IP ranges must be entered in this format: “198.164.123.0/24”. The Network address is 198.164.123, where the zeros validate all host IP addresses from 198.164.123.1 to 198.164.123.254. The number of bits in the Network address is represented by the /24 at the end of the range. Note: These formatting guidelines apply to IP addresses and ranges using IPv4. Aviary also supports addresses and ranges that use IPv6. Please contact Aviary support for more information about formatting IPv6 addresses and ranges.

Users can request access to resources that are restricted in an Aviary organization. Organization owners and administrators will receive an email notification each time a user requests access to restricted content. These notification emails include information about the resource a user would like to access, the collection containing the resource, the date of the request, and a link to review the request on the organization’s Access Requests page. Reviewing access requests: 1. Click the link in the notification email to open the Access Requests page, or expand the Permissions tab and click Access Requests in the Aviary admin menu. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-28/83ec76c0-7f0a-4566-80fa-4670bd8a72fe/ascreenshot.jpeg?tl_px=0,668&br_px=491,942&force_format=jpeg&q=100&width=491&wat_scale=43&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=79,117 2. The Access Requests page will display a table of all access requests that have been submitted by users requesting access to restricted content from the organization. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-28/df3783bb-37a2-479e-a923-5c9186408bb2/ascreenshot.jpeg?tl_px=0,217&br_px=1376,986&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=1311,180 3. The Status column indicates whether an access request is currently Pending, or if it has been Approved or Denied. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/99737fa2-1eb2-4df9-bd35-063653c56b3a/user_cropped_screenshot.png?tl_px=876,246&br_px=1737,727&force_format=jpeg&q=100&width=860&wat_scale=76&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=402,212 4. Click the View Request button to review more information about the access request. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/e12fa263-7991-4ef7-8737-132e1d965383/File.jpeg?tl_px=1026,228&br_px=1886,709&force_format=jpeg&q=100&width=860&wat_scale=76&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=601,227 5. The Request Details window will open and display more details about the access request including the user’s name and email address, the category and date of the request, the title of the resource that is being requested, and a message from the user if they have included information about their request. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-28/efb9593a-e877-476e-bf47-1a09442e028f/user_cropped_screenshot.png?tl_px=480,337&br_px=1391,846&force_format=jpeg&q=100&width=911 6. To quickly resolve the request, use the Accept or Deny buttons in the Request Details window. If organization owners or administrators need to review more information before making a decision about the access request, clicking away from the Request Details window will to return to the Access Requests page. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-29/56c0bd7e-74e6-4d9c-ba62-3a44c2bca774/File.png?tl_px=480,337&br_px=1391,846&force_format=jpeg&q=100&width=911 7. Click the View Resource button to review the Resource Detail page of the requested resource before approving or denying the access request. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-28/830476e3-365d-4ea5-9359-c556e5f40766/ascreenshot.jpeg?tl_px=912,227&br_px=1895,776&force_format=jpeg&q=100&width=983&wat_scale=87&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=823,233 8. Use the Quick Actions buttons to Accept, Deny, or Delete the access request. The Accept button will open the Accept Request window to continue the approval process. The Deny button will block the request and allow organization reviewers to submit a message to the user about why their access request was denied. The user will receive an email notification with the reviewer’s message about the denial. The Delete button will remove the request from the Access Requests table. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-28/01690112-eb60-429f-ba71-150c38d6a07b/ascreenshot.jpeg?tl_px=896,226&br_px=1878,775&force_format=jpeg&q=100&width=983&wat_scale=87&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=488,230 9. After clicking the Accept button, the Accept Request window will open. Access requests can be either be approved for ongoing access or fixed time periods. Select the Ongoing or Fixed radio buttons to indicate the time period for the approved request. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-28/b1bcf21f-eaa3-42a5-9f4d-ba0a291e738d/ascreenshot.jpeg?tl_px=466,330&br_px=1449,880&force_format=jpeg&q=100&width=983&wat_scale=87&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=339,271 10. If approving an access request for a fixed time period, select the dates and times of the access period. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-28/22784f64-b040-46a4-8960-5c447ec58b9e/ascreenshot.jpeg?tl_px=349,368&br_px=1496,1009&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=556,150 11. Click the Confirm button to finish accepting the request. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-28/ae3137d9-b457-4472-938b-932a5f9d19f4/ascreenshot.jpeg?tl_px=519,353&br_px=1379,833&force_format=jpeg&q=100&width=860&wat_scale=76&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=608,345 12. A confirmation message will be displayed on the Access Requests page. An automated email will notify the user that their request has been approved. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-28/db5c265e-e139-474c-bd30-c0381ef87945/ascreenshot.jpeg?tl_px=903,106&br_px=1885,656&force_format=jpeg&q=100&width=983&wat_scale=87&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=468,54 13. The status column will be updated in the table to reflect the access request’s current status. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-28/338348a8-9f69-4514-bfb8-b27fa4c441e1/ascreenshot.jpeg?tl_px=735,104&br_px=1881,745&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=491,340 14. Accepting the request will automatically create a new permission group in the Permission Groups table based on the user, content, and permissions defined in the access request. Click the View Permission button to view or edit the permission group associated with the request. The permission group can also be updated later on the Permission Groups page. Note: See the Permission Groups page for more information about creating and managing permission groups. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-10-28/5b2bedb6-bcd2-44d2-91c0-207b9fd4da6a/ascreenshot.jpeg?tl_px=735,216&br_px=1881,857&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=937,234

Aviary organizations are able to customize access requests to share more details about restricted resources and user requests. These options include creating custom request categories to collect specific information about a user’s request, along with customizing messages that are displayed to users when viewing restricted content and resources. Customize Access Request Categories 1. Expand the Permissions tab in the admin menu and click the Access Requests link. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-07/edf3ded2-f4f8-49cf-99e5-8f17c8597c95/ascreenshot.jpeg?tl_px=10,749&br_px=734,1154&force_format=jpeg&q=100&width=724&wat_scale=64&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=168,193 2. The Access Requests table will be displayed. Click the Configure Access Requests button and choose Customize Request Categories from the dropdown menu. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-07/7f238d50-5e6c-4945-a178-83e5a01e7faf/ascreenshot.jpeg?tl_px=1439,473&br_px=2968,1327&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=672,89 3. The Customize Request Categories modal window will open and display a list of the current request categories. Use the Search Category filter to find a category in the list. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-07/1dcc552b-cb61-48c8-a239-d9d537194313/user_cropped_screenshot.png?tl_px=158,348&br_px=2124,1447&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=224,137 4. To delete an existing access request category, click the X beside the category name. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-07/4d671dc5-0e9f-4504-9f18-6df111733ea7/ascreenshot.jpeg?tl_px=43,357&br_px=2796,1896&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=1000,138 5. To create a new access request category, enter the category name in the Create Category field. Click the Create Category button to add the new access request category to the list. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-07/7ec841cb-2c8a-4d5f-8b73-8b33888388d6/ascreenshot.jpeg?tl_px=0,354&br_px=2752,1893&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=206,500 6. Users will see the new category in the Request Categories dropdown menu when submitting an access request for restricted content. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-07/fc714f68-4459-4e15-9f3f-d19c19b6b9f1/ascreenshot.jpeg?tl_px=498,523&br_px=2464,1622&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=589,382 Customize Access Request Templates 1. Expand the Permissions tab in the admin menu and click the Access Requests link. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-07/edf3ded2-f4f8-49cf-99e5-8f17c8597c95/ascreenshot.jpeg?tl_px=10,749&br_px=734,1154&force_format=jpeg&q=100&width=724&wat_scale=64&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=168,193 2. The Access Requests table will open. Click the Configure Access Requests button and choose Customize Access Request Display Message from the dropdown menu.https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-11/51be03cc-d01a-4f58-bd73-8f66dbbd2158/ascreenshot.jpeg?tl_px=1448,478&br_px=2977,1332&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=683,140 3. The Customize Access Request Display table will open. The default access request template will be displayed in the table. Click the Edit button to make changes to the default access request template. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-11/1d64be18-e4ce-4263-a2d5-ed6e84c12a3e/ascreenshot.jpeg?tl_px=1038,448&br_px=3003,1547&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=951,337 4. A modal window will open to edit the default access request template. Edit the Request Access Message or the Request Access Button Text to update the default message displayed to users requesting restricted resources. Click the Save button to save changes to the default access request template. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-11/9fd5e413-3fb5-4262-8533-f7e2677457e4/user_cropped_screenshot.png?tl_px=0,340&br_px=2752,1879&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=164,277 5. To add a new custom access request template, click the Add Access Request Template button above the Customize Access Request Display table. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-11/21df61a1-765a-4fa8-87d6-48c2b65f8013/ascreenshot.jpeg?tl_px=1256,469&br_px=2991,1439&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=876,32 6. A modal window will open to customize the new access request template. Select any collections from the Collections dropdown menu that will use the new custom access request template when users request restricted resources. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-11/54de4c46-da2f-4011-8607-4e884e4f198f/ascreenshot.jpeg?tl_px=342,515&br_px=2308,1614&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=491,360 7. Enter a custom message in the Request Access Message text field that will be displayed when users request restricted resources. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-11/6db0adef-b8f0-480b-91c7-49abffb4b6d1/user_cropped_screenshot.png?tl_px=0,389&br_px=2752,1928&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=218,276 8. Enter the custom text in the Request Access Button Text field that will be displayed on the button users click when requesting restricted resources. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-11/7cc0d2e3-fbbf-4f6b-986e-55eb682747f2/user_cropped_screenshot.png?tl_px=0,425&br_px=2752,1964&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=227,334 9. Click the Save button to save the custom access request template. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-11/a8aebe1e-aac5-49ed-9500-213d4069ce4f/ascreenshot.jpeg?tl_px=235,382&br_px=2988,1921&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=839,457 10. The new custom template will be displayed in the Customize Access Request Display table. Use the Edit or Delete buttons to continue editing the custom template. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-11/24eda645-0856-4a9b-b70c-3f18d185799b/user_cropped_screenshot.png?tl_px=1023,465&br_px=2989,1564&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=965,433 11. The custom Request Access message and button will be displayed according to the assigned template whenever users view restricted resources. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-11/375c063d-a28e-435a-959a-c3ad71568a7b/user_cropped_screenshot.png?tl_px=302,355&br_px=1162,836&force_format=jpeg&q=100&width=860&wat_scale=76&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=402,212

Configuring resource-level access requests: 1. Click the Collections link in the admin menu. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/a6abc094-2af9-4ee1-8684-4e1dd93f97b2/ascreenshot.jpeg?tl_px=5,236&br_px=1971,1335&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=55,273 2. The Collections table will open. Click the Edit button beside a collection to configure the collection’s settings for resource-level access request approvals. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/a59fe1bb-9bd6-4e3a-8949-a3cbc93fba08/user_cropped_screenshot.png?tl_px=0,0&br_px=2693,1503&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=975,501 3. The Edit Collection page will open. Scroll to the bottom of the page and check the Enable Resource Level Access Request Permission checkbox. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/5a8d1c8b-078c-4b09-a858-54e867f177fa/ascreenshot.jpeg?tl_px=152,422&br_px=2904,1961&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=139,289 4. Click the Update button. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/4234bb0b-dc6f-4a83-97de-4a18f5e32fca/ascreenshot.jpeg?tl_px=271,422&br_px=3024,1961&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=946,279 5. A message will be displayed confirming that the collection’s settings were saved successfully. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/7ca24b1e-3381-4650-aea5-3cdcc24258c0/user_cropped_screenshot.png?tl_px=271,238&br_px=3024,1777&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=867,29 6. Click the arrow button beside the Edit Collection header to view the collection’s Resources table. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/1f3597cd-bb5f-4e56-b7d2-8edbda499cf3/user_cropped_screenshot.png?tl_px=0,0&br_px=2752,1538&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=204,190 7. The collection’s Resources table will open. Next, each of the applicable resources in the collection will need to be configured for the resource-level access request approval process. Click the Edit button beside a resource to configure its access request settings. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/0ec87027-03e7-4707-a93d-5f53b8e32d0d/user_cropped_screenshot.png?tl_px=1058,168&br_px=3024,1267&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=956,276 8. The Edit Resource page will open. Click the Configure Access Request link at the top of the page. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/9e2e1bf7-a77a-4bdb-bbdc-1a362cef46f4/user_cropped_screenshot.png?tl_px=469,2&br_px=2435,1100&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=340,13 9. The Configure Access Request page will open. If approvers have already been added to the resource’s approver list, their email addresses will be displayed under the Manager Approver List heading. To add approvers, enter the approver’s email address in the Add Email field and click the Save button. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/b6dc86d0-c47a-4354-86ff-1010210ca9d4/user_cropped_screenshot.png?tl_px=521,497&br_px=2050,1352&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=802,504 10. A message will confirm that the list was updated successfully, and the email address will be displayed under the Manage Approver List heading. Repeat the previous steps for other resources and collections that use the resource-level access approval process. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/464f33c8-04de-4dbf-a359-cfc55b16ca6d/ascreenshot.jpeg?tl_px=271,238&br_px=3024,1777&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=870,36 Reviewing resource-level access requests: 1. Each external approver who is added to a resource’s Approver List will receive a notification email whenever a user requests access to that resource. Note: External approvers can view the Aviary resource, approve the request, or deny access directly in the email without creating an Aviary account. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/e5ba5460-7fa2-4884-ac29-3814252353f8/user_cropped_screenshot.png?tl_px=66,2&br_px=2395,1303&force_format=jpeg&q=100&width=1120.0 2. The access request notification email contains information for approvers to review about the access request including the resource that has been requested, the date of the request, the requester’s name and email address, the request category, and a message from the requester (if provided). https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/4828ea2e-efa6-4cb7-956c-e1d6f13e7348/user_cropped_screenshot.png?tl_px=0,0&br_px=2328,1301&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=62,202 3. Approvers can click the View link in the email to review the requested resource. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/f9a5cb06-8789-4a9a-be7a-54e52224677c/user_cropped_screenshot.png?tl_px=0,115&br_px=1739,1088&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=422,277 4. Approvers can approve the user’s request either for ongoing access to the resource or for a limited six month period. To approve the request, click one of the Approve links next to the Ongoing or 6 month time period options. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/c96a7beb-93ab-41b2-b3dd-11098a418b68/File.png?tl_px=140,107&br_px=1879,1079&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=659,324 5. To deny the user’s access request, click the Deny link. https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-11-13/a3b24ab8-fe8d-41b0-9fe2-085f6b66cbac/user_cropped_screenshot.png?tl_px=137,108&br_px=1877,1080&force_format=jpeg&q=100&width=1120.0&wat=1&wat_opacity=0.7&wat_gravity=northwest&wat_url=https://colony-recorder.s3.us-west-1.amazonaws.com/images/watermarks/FB923C_standard.png&wat_pad=454,405 6. After an external approver clicks either the Approve or Deny links, the user will receive an email notification with more information about the status of their access request.