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 ‘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 ‘All collections’ under the ‘Collections’ menu:
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
renaming
downloading
deleting an entire collection
removing individual assets from a collection
creating sub collections
selecting a cover image
commenting.
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 |
|---|---|
Expiration date |  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:
|
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
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.
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 users receive / looses a group, the collection will update correspondingly for them.
Viewing, editing and deleting 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 in the main "All collections" window view - by using the button in the upper right corner:
Adding assets to a collection
There are multiple methods of adding assets to the collection:
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.
Sub 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.
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.
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.