Administration and configuration

You have control over who imports files, who sees which files, and how they can edit them.

Permissions, User Accounts & Groups

You, as the person responsible for the organization, storage and retrieval of your company’s image material, carry an often underestimated burden:

You decide what to do with the image material which you have purchased under license from picture agencies on the one hand, and which consists of photographs of your employees or commissioned or befriended photographers on the other hand – you decide which employee and which external company may see which files at all, and furthermore, who is allowed to download and use certain files in various usable resolutions!

Manja gives you extensive, powerful tools to define exactly who can see, download or edit which files!


Further information can also be found in our documentation.

User Accounts and Groups

With Manja DAM there are user accounts (login, password, email, optional address data etc.) on the one hand, and user groups (e.g. administrators, managers, guests etc.) on the other.

Groups can be customized to your needs: e.g. by defining groups like “Employees”, “External photographers”, “Department A”, “Department B” etc. A user account may be a member of several groups.

User accounts and groups are managed in the administration, but can also be imported from CSV files, or automatically synchronized via LDAP/Active Directory.


Detailed information can also be found in our documentation.

User accounts and groups in the administration panel

Create User Account in the administration panel


Permissions are assigned using Access Control Lists (ACL).


Access Control Lists

An ACL can be defined for a category or for a single file. A single entry in an ACL defines “who” (user account or group) “what” (e.g. find, download, edit, preview files etc.) “may” or “may not”.

This allows a very flexible and accurate control of permissions on group and user account level.

Defaults allow a quick start and are even sufficient for many application scenarios.


Detailed information can also be found in our documentation.

Permissions in the administration panel


The settings allow you (as administrator) to configure various aspects of the software:

  • Pre-defined search terms
  • Search options
  • Display of Chart and List views
  • Watermarks
  • Text templates (Imprint; Support & Help; News, Tips & Tricks; Email templates)
  • Download Formats

Preview formats (if the Audio/Video Add-On is installed)


You can also find more information about the settings in our documentation.

Settings: Search (Section)

Download Formats

The download formats enable you to provide your users with the highest-quality material available (e.g. for your print publications). They also enable you to provide your users with files optimized and scaled for the respective medium (e.g. for your website). Without users having to edit the files afterwards in Adobe® Photoshop® or similar software.


Example web format

You as the operator may, for example, define a “Web 72DPI” format that reduces the resolution, transforms the colors of the image (CMYK or RGB with existing color profile) into the sRGB color space and removes any metadata that may be present. A Manja DAM-generated file can be used directly on the web by the user.


Example print format

On the other hand, it is also possible to define e.g. a “Print 300DPI” format, which reduces the resolution to 300DPI, does not change the color mode and inserts color profile and metadata into the file. A file created by Manja DAM in this way can be used directly for the high-quality print workflow and contains important metadata such as title and copyright information, as well as a color profile to ensure accurate color reproduction on the designated device.


You can also find more information about the download formats in our documentation.

Download Formats for Images


Publications are created and configured based on a template (e.g. “Image Collections/Galleries”). The configuration contains (depending on the template) options such as design variants, contact data or metadata to be displayed (title, author, date of recording, etc.).

You can create as many publications as you like. A release can also contain several “collections”.

A publication is created on the server in a separate directory. You can leave a publication on the Asset Management Server or transfer it to another server.

The layout and design of a publication can be customized (via CSS and HTML templates), e.g. for integration into your website.


For more information on the administration of publications, see our documentation.

Edit a publication


In the log all important actions of all users are traceable, e.g. logins, search queries, file downloads, file editing, etc.

For a quick search in the log, the view can be filtered by period, user account, action and object type (file, file list, category, user account, etc.).

If necessary, logging can be disabled completely or based on user roles (Administrator, Manager, Regular User, Guest).


Further information for logging and the protocol can be found in our documentation.

Tip: You can read about what Manja DAM is and can do in a nutshell on our page DAM at a glance – Digital image management and professional media database.