Knowledge Base

Create, share and manage collections

Do you have assets that belong together or that you would like to group together? Add them to a collection and easily share the assets with other users. Collections group assets together and allow you to share the material with internal as well as external users. Find out below how you can create, share and manage collections.

Tip

Do you wish to manage, edit, share or delete somebody else's collection?

By default, you can only manage, share and delete your own collection. When you're an administrator or content manager and you need to manage or edit somebody else's collection, ask the collection owner to share the collection with you with managing rights or to transfer you the collection ownership completely.

Tell me more about collections

Collections

Collections are a selection of assets that have been added to that particular collection by a user. By default, the collections you created are not publicly available and can only be accessed by yourself and other users who have the permission to view collections from others.

You can decide to share your collection with internal as well as external users. When you share your collection without the requirement to login, external users will be able to view and download the content of your collection.

By default, only the owner of a collection can manage and edit the collection. If you're an administrator or content manager and wish to edit somebody else's collection ask them to share the collection with you with managing rights or to transfer you the collection ownership completely.

Public collections are those that can be shared with external users. You can make a collection public by creating an online link (see the Manage collections section) and sharing it. In this way external users will be able to view and download the original assets as well as the available derivatives.

By default any public derivatives that are set up for your portal are not available

Do you have public collections and are you concerned about whether they can be indexed by search engines? Read more about it here.

If you drill down to the details of a specific collection you can also manage permissions for this collection. The permissions granted on the collection level, overwrite those granted on the permission profile level. Managing permissions on the collection level, requires a specific feature.You can also create a collection to share assets with the Hide by default metaproperty option, or limited or archived assets. If you share those assets in a collection, they will be visible to logged-in and not logged-in recipients. For more on Hide by default, see Add options to metaproproperties.

You can also create a collection to share assets with the Hide by default metaproperty option, or limited or archived assets. If you share those assets in a collection, they will be visible to logged-in and not logged-in recipients. For more on Hide by default, see Add options to metaproproperties.

Another option when you share a collection is to allow users to share collections based on the rights of the sharer or the recipient. Alternatively, you can restrict this option so that only specific users can decide which rights should be applied to a shared collection. See Restrict collection access.

Managing permissions in collections is often tied in with specific features, so contact your Customer Success Manager about them.

View collections

  1. Go to the Collections overview page.

  2. The left side Filter Collections menu allows you to view the collections you created, the collections you shared, the collections you received and collections that are published online.

  3. (Optional) If you have the right permissions you can use the Show collections from dropdown to view the collections from other users and/or the collections other users shared and/or received.

Working with collections

Tip

Do you wish to manage or edit somebody else's collection?

By default, you can only manage your own collection. When you're an administrator or content manager and you need to manage somebody else's collection, ask the collection owner to share the collection with you with managing rights or to transfer you the collection ownership completely.

Tip

The action buttons below the thumbnail of a collection tell you if the collection has been shared, embedded or published online.

Click the buttons to quickly manage your settings.

action_buttons_collection.png

Tip

Do you wish to share somebody else's collection?

You can only share your own collection. When you're an administrator or content manager and you need to share somebody else's collection, ask the collection owner to share the collection with you with managing rights or to transfer you the collection ownership completely.

  1. Go to the Collections overview.

  2. Click on the collection to share to go to the details page.

  3. Click Share.

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.

Learn more