Place - Download Requests

The Request to Download (RtD) feature gives your organization more control over sensitive assets. Instead of allowing every user to download freely, admins can require users to submit a request. This helps ensure assets are only downloaded when approved and used in the right way.

Why use Request to Download?

Sensitive or embargoed content: Keep campaign assets restricted until launch day. 

Licensed or rights-managed material: Make sure stock images, music, or third-party content are only used by those with rights. 

Internal materials: Restrict HR or corporate communications files to approved staff.

How Request to Download works

Enabling download requests 

1. Archive level

You can configure an entire archive so that all assets within it require download approval by default.

By default, this setting is off. Turning it on means every new asset uploaded to that archive will automatically require approval before it can be downloaded. This is particularly useful for archives that contain sensitive or restricted assets (e.g. licensed photography, internal documents, or campaign materials under embargo).

2. Asset level

Every asset inherits its default behavior from the archive it belongs to. However, you can override this setting for individual assets.

Example: If an archive is generally unrestricted, but a single file within it requires extra control, you can enable download requests only for that asset. Similarly, if an archive is restricted but one particular asset should be freely available, you can disable download requests for that single file.

Administrators will need the Global or Archive Settings permission in order to configure these settings. 

Supported File Types

• jpg / jpeg

• png

• tif / tiff

• bmp

• webp

• dpx

• heic

• avif

• jfif

• emf

• zip

When Request to Download is enabled

• Assets requiring approval will show a Request Download button instead of a direct download option.
• The asset will be watermarked wherever it appears (e.g., previews, links, components). This helps prevent screenshots or “save as” misuse.

Submitting a request

• When a user clicks Request Download, they’ll be asked to complete a form with relevant information about the intended use of the asset.
• Approvers will be notified of the request

Admin approval

• Requests are sent to users with the Request Download Approver role.
• Approvers can view request details, approve or deny, and leave comments.
• If approved, the requester receives an email with a download link (valid for 7 days).

Receiving the asset

•  Approved downloads are delivered by email.

Configuring usage reasons 

As part of the download request form, users must select a usage intention. These are configured by administrators at the global level. 

Usage intentions provide visibility into why assets are being downloaded, helping approvers make informed decisions and giving your organisation valuable insights into asset usage trends.

• Usage intentions (also called usage reasons) are mandatory when Request to Download is enabled.
• These can be configured via the Place Global Settings and should be done before enabling download requests on assets.
• You can add new reasons, delete old ones, and reorder them — but they cannot be edited once created (to keep reporting consistent).
• Keep reasons short and clear, e.g. Website, Print media, Internal presentation.

Frequently Asked Questions

What happens if an asset expires, is deleted, or restricted (e.g., GDPR)?

Requests for that asset will still appear, but if the user no longer has permission to access it, the download link will not work.

Can I still share direct links to assets with RtD enabled?

No. Direct links are disabled for RtD assets to maintain control and prevent bypassing approvals.

What about attachments?

If the attachment is a separate asset with RtD enabled, it must be requested separately. If it’s uploaded directly to an asset, it will remain downloadable at this time.

Who can approve download requests?

Only users with the Request Download Approver permission can review and approve/deny requests.

Can multiple assets be requested at once?

Yes. Users can request multiple assets at the same time, but each request will appear individually for approvers.

How does watermarking affect asset previews and use in other products?

Watermarks are visible everywhere the asset appears — in DAMview, Produce documents, Point pages, and direct links.