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Share Asset(s) via URL link

Create asset sharing links, and control detailed permissions for viewing, downloading, commenting, and securing those links

The Share Asset feature allows you to send assets to partners or clients outside the system securely and professionally. You can share directly from the Asset Detail page or from the Library.

How to Create a Shared Link

🔹 Method 1: From Asset Detail page

  • Select an asset -> Click the down arrow in the upper right corner -> select 'View Details'.

  • Asset Details page will open, go to Share tab -> select Share Links to open to open the Create Share Link dialog

🔹 Method 2: Use Library Action menu

  • Select one or more assets > Click the Actions button > Select the Share option.

Detailed Configuration of Options and Results

When creating a New Shared Link, you should pay attention to the following configuration steps to control the recipient's experience:

🔹 Step 1: Basic Steps

  • Usage: Enter a brief description of why you are sharing the asset. This information helps you manage usage purposes in the Links tab later.

  • Expiry: Set an expiration time for the link. After this time, recipients will no longer be able to access the content.

🔹 Step 2: Advanced Settings (Options)

After configuring the basic details (Usage and Expiry), the Options step allows you to define how recipients interact with your shared assets.

  • Expose Asset Metadata: Enables recipients to view detailed asset information such as descriptions, copyright, and tags.

  • Allow Approval/ Feedback: Permits recipients to leave comments or provide formal approval directly on the asset. Note: To submit/approve a comment, the recipient needs to provide their email address to ensure transparency and two-way interaction in the workflow.

  • Hide Download Buttons: Disables the download interface, setting the link to "Preview only" mode. Note: This restricts casual downloading but does not technically block all browser-based saving methods.

  • Expose Collection Description: Displays the general description of the shared collection to the recipient.

  • Shorten Shared Link: Generates a concise and professional URL, ideal for messaging or social media.

  • Custom UI shared Link: llows users to customize the interface of your shared asset page (Shared Link). This enhances professionalism and maintains brand consistency when sending materials to external recipients.

  • Limit Versions: Restricts the specific file versions that recipients are allowed to view or download.

  • Version Permissions: Sets specific access rules for guests regarding asset versions.

  • Limit Access by Email List: Restricts access to a predefined list of approved email addresses.

  • Limit Access by Password: Secures the shared link with a mandatory password requirement.

🔹 Step 3: Submit and Share

  • Submit: Once configurations are complete, click the Submit button to generate the link.

  • Version Links: You also have the option to click SHOW VERSION LINKS to obtain individual URLs for downloading or embedding specific asset versions into external websites.

  • Copy/ Email: Upon successful generation, a Created Link tab will appear. You can click the Copy icon next to the URL or select EMAIL THIS LINK to send it directly to your partners.

  • Email Preview

Multi-Asset Sharing Configuration

When sharing multiple assets simultaneously, they will be presented as a Collection within the shared link. This is a display-only format and does not create any additional collection entities within your system.

Additional Embed Settings: In the Created Link tab, beyond copying the URL or emailing it directly, you can configure how the content appears when embedded on external websites via an iframe:

  • Include Page Navbar: Enable this to display the page's navigation bar within the embedded frame.

  • Include Page Padding: Enable this to maintain page padding, ensuring a balanced and professional display layout.

👉 To preview how your asset will appear when integrated into another site, click on the Embed Link text. This will open the specific embed URL in a new tab, applying your selected settings such as Navbar or Padding

Viewing and Managing Shared Links

After creating shared links, you can easily monitor and control them directly from the asset's interface. This feature allows you to track the validity of each URL, review configurations, or revoke access when necessary to ensure data security.

  • Access Shared Links: To view the list of generated links, follow these steps:

    • Navigate to the Asset Details page and select the Share tab.

    • Select Shared Links to display all active links associated with that specific asset.

  • Manage Links: Within the management interface, you can perform the following administrative actions:

    • View Details: View comprehensive information for each link, including its description (usage), validity period, and other optional configurations.

    • Retrieve Links: Click the ‘Show’ button to reveal the URL, allowing you to easily copy and re-share it with partners.

    • Revoke Access: Click the ‘Remove’ button to delete the link immediately. Once a link is removed, anyone possessing that URL will no longer be able to access the asset.

✨ FAQs - Share Asset(s)

1. How can I allow recipients to view the asset's detailed information (Expose Asset Metadata)?

  • Configuration: Select the asset(s) -> Click the Actions button > Select the Share option -> Then, the Share link dialog will open and in the Options step -> Enable the Expose Asset Metadata option.

  • Result:

    • The recipient will be able to view metadata such as description, copyright, and tags directly next to the asset.

    • If this option is not enabled when sharing, the recipient will only receive basic information such as the name, type, size, and dimensions of the asset.

2. How can I allow recipients to send feedback or approve the asset?

  • Configuration: Select the asset(s) -> Click the Actions button > Select the Share option -> Then, the Share link dialog will open and in the Options step-> Enable the Allow Approval / Feedback option.

  • Result: A comment box will appear in the recipient's interface.

  • Note: To submit/approve a comment, the recipient needs to provide their email address to ensure transparency and two-way interaction in the workflow.

  • And the sender will receive notifications regarding the recipient's feedback or approval actions.

  • If this option is not enabled, the recipient will only be able to "Preview only" and will not be able to comment or approve.

3. How can I prevent recipients from downloading the asset(s) (view-only mode)?

  • Configuration: Select the asset(s) -> Click the Actions button > Select the Share option -> Then, the Share link dialog will open and in the Options step -> Enable the Hide Download Buttons option.

  • Result: The download buttons will be hidden, switching the link to "Preview only" mode. This helps restrict recipients from obtaining the original file.

  • If this option is not enabled, the recipient can choose the asset and version to download.

4. How can I customise the UI of a shared link?

Custom UI Shared Link option allows you to customize the interface of your shared asset page (Shared Link).

  • Configuration: Select the asset(s) -> Click the Actions button > Select the Share option -> Then, the Share link dialog will open and in the Options step -> Enable the Custom UI Shared Link.

For both the Background Image and Logo Image, the system supports two flexible setup methods:

  • Select an image from the system library (When the Select Asset switch is turned ON)

    • The system allows you to select an existing image directly.

    • Users can browse, search, and select images from the Asset Library, a Collection, or any Folder stored on the system.

  • Use an external image URL (When the Select Asset switch is turned OFF):

    • The system will display a URL input field.

    • Users simply need to paste the direct image link from an external source (e.g., a CDN URL or a Public image URL).

  • Display As Full Screen option:

    • Turn this toggle ON to automatically open the shared link in full-screen mode for recipients, hiding unnecessary sidebar and interface elements to maximize viewing space.

    • Turn this toggle OFF to display the shared link in the standard HIVO layout.

🔹 Results:

  • Before enabling Custom UI Shared Link: The shared page utilizes the default system interface, which features no custom banner or distinct brand imagery.

  • After completing the configuration (not enable 'Display as fullscreen): The Shared Link page will be displayed with your own branded interface instead of the system's default layout.

  • When 'Display As Full Screen' option is enabled, the link recipient will see the following interface:

5. How can I restrict access so that only specific individuals can open the link?

  • Configuration: Select the asset(s) -> Click the Actions button > Select the Share option -> Then, the Share link dialog will open and in the Options step -> Use the Limit Access by Email List option.

  • You will create a list of approved emails. Note: Only individuals who log in with an email address on this list will have permission to open the shared link.

  • Upon opening the link, the recipient will be required to enter their email for authentication.

  • If the email entered by the recipient does not match the provided email list, they will receive a notification stating that they do not have permission to access the asset.

6. How can I protect the shared link with a password?

  • Configuration: Select the asset(s) -> Click the Actions button > Select the Share option -> Then, the Share link dialog will open and in the Options step -> Enable the Limit Access by Password option.

Note: Password must be 12 characters or longer and must contain a lowercase letter.

  • Result: To enhance security, the recipient will be required to enter a password (provided by the sender) for authentication before they can access the content of the shared asset link.

7. How can I limit which versions the recipient is allowed to see?

  • Configuration: Select the asset(s) -> Click the Actions button > Select the Share option -> Then, the Share link dialog will open and in the Options step -> Enable the Limit Versions or Version Permissions option.

  • Result: The recipient will be restricted to viewing or downloading only the specific versions you have permitted, rather than seeing the entire version history of the asset.

8. How can I create a shorter and more professional shared URL?

  • Configuration: Select the asset(s) -> Share action -> Then, the Share link dialog will open and in the Options step -> Enable the Shorten Shared Link option.

  • Result: The system will generate a shortened version of the URL, making it easier for you to send via messages or social media without taking up too much space.

If you have any questions, don't hesitate to ask, we're always here to help!

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