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General information
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General information
Version 5.6 introduces a new collection system, with more customizability and more complex features.
The assets can be organized in collections. The
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‘Collections’ 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
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‘All collections’ under the
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‘Collections’ menu:
The user can create a new collection by clicking on "New collection" from the drop-down list under the Collections menu or on "Create new collection" in the centered view.
Collections are individual. This means that every collection created by a specific user will only be visible to this user, unless they decide to share it with another user.
The user can create a new collection by clicking on ‘New collection’ from the drop-down list under the ‘Collections’ menu or the same button in the upper right corner while in the centered view.
The following actions related to collections are available:
sharing
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renaming
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downloading
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deleting an entire collection
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adding and removing
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assets from a collection
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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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creating sub collections
selecting a cover image
commenting.
Adding assets to a collection and removing them
There are multiple methods of adding assets to the collection:
By clicking ‘Add Assets’ button, while inside a collection
By dragging assets to the ‘Collections’ menu at the left top, and dropping them onto the collection the assets should be added to
It is also possible to remove assets from a collection through a number of ways:
while inside a collection, click on ‘More’ on an asset card and select ‘'Remove from current collection’
while inside a collection, select 1 or more assets and from the multiselect menu, choose ‘Remove from current collection’
Search in collections
There are multiple ways of finding assets in a collection: filters, free-text search, sorting and changing view mode.
Search
It is possible to run a local free-text search for assets only within a collection. A search bar is located above the assets.
Filtering
It is possible to use filters within a collection. The returned results will only be assets within that collection.
Sorting
It is possible to change the sorting order of the collections
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. The collections can be sorted either by name or by the order in which they were created.
It can be done
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in the main ‘All collections’ window view
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Adding assets to a collection
There are three 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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, by using the button in the upper right corner:
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It is also possible to sort assets within a collection.
View mode
The assets within a collection can be viewed as asset cards or in a list form, just the way it is possible on the homepage, by using the toggle button above the assets:
Downloading collections
There are different ways to download collections.
Via the left top ‘Collections’ dropdown menu.
Click on ‘More’ button on the collection you wish to download, navigate to ‘Download’, and select the download type:
By clicking ‘Download’ on the sidebar menu, when inside a collection:
The files will be zipped and then downloaded.
Collaboration on collections
Sharing collections
It is possible to share collections with other users. In order to share a collection, click the ‘Share’ button on the sidebar of the collection. This will open a sharing panel with a variety of options.
Share Permissions
When sharing a collection, it is possible to specify which permissions the intended users or groups receive.
There are three different permission levels to select from, with each step inheriting the permissions from the previous level:
View: access to view the collection and its content
Edit: access to adding and removing assets from the collection
Admin: access to editing the collection as well as administrating sharing options.
Share Types
There are 4 types of sharing available to the users: ‘Link’, ‘Email’, ‘Users’ and ‘Groups’.
In all the sharing options it is possible to configure a number of settings.
Type | Description |
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Access period |  The user can specify for how long the collection will be available to the user(s) it is shared with. |
Specifying metadata fields |  The user can specify whether the people the collection is shared with gain access to viewing metadata fields and which ones. |
Download rights |  The user can specify which download right are gained to the people the collection is shared with. The following options are available:
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Sharing with a link
The user can generate a link to the collection and copy it for sending to the intended recipient(s) by any desired communication method.
When creating a link share, the permission is always set as ‘View’. This cannot be changed.
Sharing by email
It is also possible to send the link to the collection directly to the email(s) of the intended recipient(s), together with a custom message. This method works in practice in the same way as the link share, with the difference that the link is sent through the system rather than outside of it.
If a new user is created in the system at a later point using the same email address as in the email share, the share will be converted to a user share. This means that the user will have 2 active shares, one with the link and one when logged in to the Media Manager.
Email with the link can be sent to several people at the same time.
Sharing with users
It is also possible to share collections with other registered users in the system. When a collection is shared with a user, it is visible for them in the collection menu without the need for a link to access to collection.
Unlike link shares and email shares, with the user shares it is possible to collaborate on collections, i.e. it is possible to grant the user(s) the collection is shared with the right to manage assets within the collection or administer the collection itself.
When the share is created, the user will receive both a notification and an email.
Sharing with groups
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 a user is added or removed from a group with an access to a shared collection, the collection will update correspondingly with them.
Managing shares
A quick overview of all shares can be viewed at the top of the share tab of the collection.
The detailed information about the shares for the collection can be accessed by clicking ‘Overview of shares’ button on the side panel.
Here, the user can view all the shares for the collection as well as have access to several management options, dependent of the type of share:
Editing a share (all types of sharing)
Deleting a share (all types of sharing)
Copying the previously generated link (link shares)
Resending the invite (email sharing, user sharing and group sharing).
Commenting on collections
The users can collaborate on collections by using the commenting section. The comments are located on the sidebar.
The commenting section in collections function in the same way as the ordinary commenting section for individual assets. For more information, please consult this section.
Sub collections
It is possible to place a collection inside other collections, to create a nested structure, just like it is possible for the folders.
Creating sub collections
To create a child collection, you must navigate into the collection you wish to place it in, and press ‘New sub collection’:
Behavior of sub collections
Operations performed on a collection, can influence child collections, as follows:
Action | Sub collection behavior |
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Delete | When a collection is deleted, all the sub collections are also deleted. |
Share | When a collection is shared, all the sub collections are also shared. This means the users it is shared with can access the child collections together with every asset in those collections. |
Download | When a collection is downloaded, only the assets in that collection are downloaded. The assets in the sub collections are not included and need to downloaded separately. |