Collections and Shared Folders

A 'collection' refers to a set of files organized in one and the same group. Use collections if, for instance, a project or product involves files which are located in different folders but belong together. In addition, use collections when you want to share data with another user of the data repository or when you want to offer data for downloading (through an external link).

Shared folders refer to a parallel folder hierarchy, the contents of which can be published outside the organization as a public image bank. 

1. To add a new collection, click on the add button (+) on the Collections header.

2. Enter a name for the collection in the name field. 

The collections you create will be visible in the My Collections section. In the Shared Collections section you can see the collections shared with you or with groups to which you belong by other users of the data repository.

You can drag-and-drop files into the collections. You can remove files from collections by dragging them into the Recycle Bin in the lower left-hand corner.

Sharing Collections

1. To share a collection, select it and click on Share. 

2. Set group-wide rights by clicking on the group on the left and dragging the rights slider to a position of your choice.

There are five different levels of rights.

Access denied = Access to the collection is denied to All 
Inherit = The collection inherits the general collection rights defined for the organization
Browse = All can read and browse the files
Edit = All can read, edit, download, add and delete files
Administrator = All have the most comprehensive rights

You can further modify the group rights in the Advanced Rights Management.

3. To share a collection via email, click on the Share via Email option.

Fill out the message and subject fields. Enter the recipient's address in the Email/Username field. If the intended recipient is a user of the data repository you can enter his username instead of an email address. 

A collection can be shared via email in such a way that the recipients can download the files without having to sign in. Select Sharing and Visibility to determine the rights of all users of the organization for a folder: the options are Normal, Private, and All Users.

4. To share the files in a collection via email, go to Advanced Settings > Sharing and Visibility and select Public ZIP Download. You can also specify that a folder is visible to the users in your organization.

5. To send a download link to the recipients, go to Share via Email and enter an email address or a username in the field.

6. Click on Save.

Shared Folders

Shared folders are meant for sharing data with users who are not able to access the data repository. Shared folders can be shared via email just like collections and they have public URLs. Shared folders may contain subfolders such as folders for images, graphics guidelines and brochures, for instance.

1. To share a folder, click on Share. 

The Public in Web field shows the public URL of the folder: you can go to the public folder by clicking on the URL.

2. If you want to protect the folder with a password, select Advanced Settings for Publication > Public Folder Requires Password and enter a password in the field.

3. Go to Share via Email and enter an email address in the field.

5. Click on Save.

Sending files

Studio's instant sharing feature can quickly share multiple files at once via e-mail even those who do not have user account in Studio.

Instant File sharing

Select the files in browsing views, and then press envelope -icon. Fill out the recipient, language and message.

Multiple files can be selected either by dragging the studio (like n the figure), the shift or ctrl key down and using Studio's special selection mode (Select many -button). Selectable files may be located in different folders, that is, the choices remain active, even if the folder swapped between.

Files are not send to email as a attachment. Studio creates unique links, which files may be downloaded individually or all at once ZIP package. Thus the recipient's e-mail is not met the large files, or the consignee attachments size restrictions that prevent recipients from getting files. Shared files are available one week by default, but the period of validity can be changed.