Knowledge Base

Share assets

Note

This section explains the revised version of our share screen.

With Bynder you can share your files with other portal users or with external people. You can also create a share link and share it with others. Several options allow you to control who can access your shared files. This way, all recipients will only get to see what they are allowed to access. Find out below how you can start sharing assets.

  1. Go to the Assets overview page.

  2. Select the asset(s) you would like to share and click the share_button.png icon. The assets will be placed in a collection in order to be shared.

    Tip

    Is (some of) the material you want to share archived, marked as limited usage or tagged with a hide-by-default metaproperty option? 

    To avoid any data or security breaches, consult your portal administrator prior to sharing your file(s) to check if archived, limited usage or hide-by-default material will be available and downloadable by default. Portal administrators can contact their Customer Success Manager, who is happy to assist in checking the current portal configuration.

  3. Enter a name for the collection in the Collection title field.

    Note

    When you create a collection with one file, the collection name will be pre-filled with the file name.

  4. (Optional) Enter a description for the collection in the Collection description field.

  5. Tick the option Respect access rights of recipients if you want the user rights of the recipients to overrule the restrictions set for your share.

  6. Tick the option Recipients can only view this collection if you only want to allow the recipients to view the assets. The assets will be watermarked and cannot be downloaded.

    Note

    Users who have the right Download watermarked assets directly  enabled for their permission profile can still download the shared assets even when the option Recipients can only view this collection is ticked.

  7. Decide if you want to create a share link, so that anyone who has access to this URL can view the asset(s) or share the collection with people using their account name, email address or permission profile. Depending on your portal setup you may also be able to share the collection with user groups and permission profiles.

  1. Click the Create link button. The moment you click this button a link will be regenerated. You can turn on and off the share link by switching the Share link toggle.

    Note

    • After clicking the Create link button, the name of the collection can no longer be changed.

    • All assets will be publicly accessible if you create a share link without the Require login option enabled. Anyone with access to the share link can access the files.

  2. If you don't wish to configure your share any further, click the Copy link button. You can now share the URL with others.

  3. Click the People with access to this link can dropdown and decide which rights the recipients of this share should get.

    The following two options apply to a default portal configuration. It could be that your portal varies and other options are available.

    • View collection

      When logged-in users access the share link, their normal access rights will be applied. If they normally can view or download the assets in the portal, they will also be able to access and download the files in the share. If they normally cannot view or download these files, the assets will not be available in the share.

      Users who are not logged in and externals can view the shared assets.

    • Download assets with watermark

      This will allow the user to give recipients download rights on assets that have a watermark.

      Users with the Download media with watermark right can select this option.

      Depending on your portal setup the two following options may be available instead of the View collection option.

    • Download assets

      This will allow the recipients to download the shared assets.

  4. Click the Copy link button to copy the URL. You can now share the link with others.

  5. (Optional) Decide by (un)ticking the Require login box whether you want to require the recipients to login before they can access your share link. This box may ticked by default and depending on your rights you may not be able to untick it.

    Note

    • All assets will be publicly accessible if you share without requiring users to log in. Anyone with access to the share link can access the files.

    • Depending on your permissions you may not be able to untick the Require login box.

    Users with the Required login option on sharing right can toggle the Require to login box.

  6. (Optional) Tick the Only allow download in low resolution option if you only want to allow the recipients to download the derivatives. When this option is enabled recipients cannot download the original files or any of their public derivatives.

  7. (Optional) Use the Valid from/ Valid until date pickers to set up a start and/or end date for the share.

    Note

    Prior to the start date and after the end date the share cannot be accessed by the recipients.

  8. Make sure you have click the Copy link button.

  9. Click the Save changes button to save your configuration for the Share link. You can now share the URL with others.

  10. (Optional) Click Back if you also want to share the asset(s) with individual and or external users. See these instructions.

  1. Click the Add people button to share your assets with specific users, user groups or permission profiles.

  2. Enter the names of the people who have an account in the portal in the Share with people field. Users that match with your search will be returned as a search result. Click the name of the user that you want to add as a recipient. Repeat this step if you want to add more internal users.

    Users with the Share media with groups permission can also share assets with user groups and permission profiles.

    Alternatively, you can enter the email address of an external user. Press enter to add the external user as the recipient. You can only add one email address at the time. Repeat this step if you want to add more external users.

    Tip

    You can remove a recipient by clicking their name or email address

  3. Click the Recipients can dropdown and decide which rights the recipients of this share should get.

    • View collection

      When logged-in users access the share, their normal access rights will be applied. If they normally can view or download the assets in the portal, they will also be able to access and download the files in the share. If they normally cannot view or download these files, the assets will not be available in the share.

      Users who are not logged in and externals can view the shared assets.

    • Download assets with watermark

      This will allow the recipients to download your shared assets as well as any watermarked assets inside the share.

      Users with the Download media with watermark right can select this option.

    • Download assets

      People with access to the share will be able to view and download the shared assets.

    • Manage collection

      Select this option if you want to allow the recipients to download, manage and edit the collection. This will make them sub-owner of the collection and for example allows them to add files to the collection, remove files from the collection, share the collection and to change the name of the collection.

  4. (Optional) Decide by (un)ticking the Require login box whether you want to require the recipients to login before they can access your share. This box may ticked by default and depending on your rights you may not be able to untick it.

    Note

    • Make sure the Require login box is unticked when you share with external users.

    • Depending on your permissions you may not be able to untick the Require login box.

    Users with the Required login option on sharing right can toggle the Require to login box.

  5. (Optional) Tick the Only allow download in low resolution box if you want to allow the recipients to only be able to download the assets in low resolution. Depending on the setup of your portal, this option may not be available.

  6. (Optional) Enter a message in the Add message field to add to the email that will be sent to the recipients.

  7. (Optional) Use the Valid from/ Valid until date pickers to set up a start and/or end date for the share.

    Note

    Prior to the start date and after the end date the share cannot be accessed by the recipients.

  8. Click Share to share the selected assets. The recipients will receive an email with a link to the shared collection.