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.

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

You can only manage, share and delete your own collection. When you're an administrator or content manager and you need to manage, share, edit and/or delete 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

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.

Permissions in collections

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.

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.

Learn more