Can I give an external group access to a folder for a limited time?

💻 Environment/Context

• External groups
• Collections
• Media access

❓ Issue/Question

• Is it possible to grant an External Group access to a specific folder within a collection for a limited period of two weeks?

👌 Resolution/Answer

• There isn’t a setting that removes an External Group’s access automatically after a set time

• Workaround A: Give the group temporary access with a tag
  • Add a tag that isn't used anywhere else to all the media in the folder. For example, tag: “Group X temp”
  • Go to Distribution > External Groups, open the group and add the tag to its Tag access
    • How to manage content access for external groups? 
  • If Tag access is empty, the group currently sees all media. Adding a tag limits it to that tag only
  • If the group uses Rules, add the tag as a new condition inside the OR group instead
    • How do advanced distribution rules work for external groups? 
  • Media added to the folder later doesn't get the tag automatically, so tag new uploads too
  • When the period ends
    • Remove the tag from the group's Tag access, or delete the condition from its Rules
    • The group loses access to the folder right away

• Workaround B: Hide the media for everyone after a set date
  • Use this only if the media should stop being visible to all users, not just for a specific External group
  • Open the media and click the Availability lock icon on the right
  • Set the Expiration date
    • How to update the Embargo and Expiration? 

🔖 Notes

• If the group uses both Access and Rules, both apply together and can interfere
• The media must be available to the group's account type, otherwise the tag has no effect