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General information
The assets can be organized in collections. The collection menu is located by default on the top bar. It is also possible to display the collections in the center of the home screen (in place of folder menu) by clicking on "All collections" under the Collections menu:
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- sharing,
- renaming,
- downloading,
- deleting an entire collection,
- removing a single asset from a collection.
Sharing collections
Collections shared with other users are marked with the following symbol:
When the user shares a collection, the resulting link that the recipient receives will have an access key attached to it. This key is what grants this user access to the collection, meaning that the recipient will not have to log in in order to access the collection.
In case of systems in which the login method is set to "login required", one has to set the config manager setting Allow shared collection users to bypass login required screen to "true", in order for the recipient to access the collection without having to log in.
When the user adds, removes, or updates assets in a collection that have been shared, the recipient will be able to see these changes when they access the collection again. The recipient will not be notified of changes to the collection.
If the user wants to share a collection to e.g. social media, this collection will function in exactly the same way as in case of sharing with a single person.
If the user accesses a collection shared to e.g. social media - they sometimes will have to be logged out of their own profile in order to learn what external users see. This usually means that the user might be able to access assets in a collection that external users cannot see. This, however, only happens if one has explicitly removed the access rights for external users to an asset which happens to be in the collection.
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Child collections
It is possible to place collection inside other collections, to create a nested structure.
This is similar to placing folders in other folder, on a computer.
Create child collection
To create a child collection, you must navigate into the collection you wish to place it in, and press "New Sub Collection"
Child behaviors
Operations performed on a collection, can influence child collections.
The notable operations are listed here:
Delete
When a collections is deleted, all the child collections are also deleted.
Share
When a collections is shared, all the child collections are also shared.
This means the users it is shared with can access the child collections, and every asset in those collections.
Download
When a collection is downloaded, only the assets in the collections are downloaded.
Child collections are not included.
Sharing collections
Share Permissions
When sharing a collection, you can specify what permission the person you share with gets.
There are three different permission levels you can choose from, with each step inheriting the permission from the previous, while adding new permissions
View: Access to view the collection and its content
Edit: Access to add and remove assets to the collection
Admin: Access to edit the collection, and create/remove shares
Share Types
Collections can be shared in four different, by link, mail, members and groups.
Common for all share types, is an time interval can be set, meaning the share is only valid during this period.
If an expiration date is not wanted, this can be disabled, making the share available permanently.
Link Share:
When creating a link share, the permission is always set as a View, and cannot be changed.
Mail Share:
In practice, a mail share works the same as a link share.
However, instead of showing the link when the share is created, an email is sent to all recipients with the link.
If a new user is created in the system later, with the same email is a mail share, this share will be converted to a member share.
This means the user now will have 2 active shares, one with the link, and one when logged in.
Multiple mail shares can be created at once.
User Share:
When a collection is shared with a user, it is visible for them in the collection menu, and they will not require a link to access to collection.
With user shares, the collection level can also be modified, to include edit and admin.
When the share is created, the user will receive both a notification and an email.
Group Share:
Group shares work the same way as user shares, except instead of being shared with a user, it is shared with a group, and thereby with all the members in that group.
When users receive / looses a group, the collection will update correspondingly for them.
View, Edit and Delete Shares
A quick overview of all shares can be viewed in the top of the share tab of the collection.
However, for a detailed list over every share, the "Overview of shares" should be clicked.
Here you can view, edit and delete every share for the collection.
Sorting
It is possible to change the sorting order of the collections' list. The collections can be sorted either by name or by the order in which they were created. It can be done:
- from the drop-down list under the Collections menu - by selecting an option from the list that opens upon hovering over Order:
- in the main "All collections" window view - by using the button in the upper right corner:
Adding assets to a collection - TODO
There are three multiple methods of adding assets to the collection:
- by dragging and dropping them into the collection,
- by dragging the dropping the multiselect menu into the collection,
- by sharing them "To collection".
Downloading collections
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In order to download a collection, the user needs to open collection menu by clicking on the three dots next to it and then select "Make available for download". The download will be prepared in the background.
Once it is ready, a notice box will appear in the lower right corner of the screen.
This will result in two new items appearing in the collection menu:
- "Download" - this option will initiate the download of the collection.
- "Modify the download package" - this option will initiate the preparation of a new download, for example in case something was added or removed from the collection.
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Currently, the ability to download collections is automatically disabled when Download approval workflow is enabled in the system. In order to download collections despite the active workflow, the user needs to have a role that allows them to bypass the download approval (Download_Approval_Bypass). |
Creating a new collection out of selected assets
It is also possible to quickly create a new collection from the selected assets. There are three methods of achieving it:
- After selecting the assets, the user needs to drag and drop them onto New collection option under the Collections menu (the Collections menu expands automatically when the user begins dragging the assets);
- After selecting the assets, the user needs to click on Share in the multiselect menu on the top bar, and then select New collection;
- While the collections are displayed in the center of the screen, after selecting the assets, the user needs to drag and drop the selection onto the Create new collection button.
All these methods are presented in the video below:
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- Clicking "Add Asset" while inside a collection.
- Dragging the asset on to the "Collections" at the left top, and releasing on the collection you wish to add the asset to.
Downloading collections
There are different ways to download collections.
- Via the left top "Collections" drop down menu.
Click on "More" on the collection you wish to download, navigate to "Download", and select what you wish to download.
- By clicking "Download" in the left menu, when inside a collection
The files will be zipped and then downloaded.