# Upload Links ## **Overview of Upload Links** The Upload Links feature in HIVO enables external users to upload assets directly into a library under predefined settings. Client Admins can configure these links with specific conditions, such as: * Expiration dates * Maximum upload limits * Approval requirements * Set who will receive notifications By setting these conditions, Admins ensure that uploaded content aligns with the library’s standards and security requirements. ## How can you create upload links Upload Links can currently be found in the following areas: Library, Collection and Task. ### 1. Creating an Upload Link from the Library * In the **Library** by clicking the cloud icon in the top right. Click **Add Assets** > **Create Upload Link**.

### 2. Creating an Upload Link from the Collection * In a **Collection** using the create upload link icon seen below. This will pre-fill the Asset Settings step with the Collection pre-selected.

### 3. Creating an Upload Link from the Task In a **Task** by clicking the create upload link at the bottom of the Task. This will pre-fill the Asset Settings step in the Upload Link settings with the Task pre-selected.

## How to set up Asset upload link ### Step 1: Link Settings Like [Shared Links](https://support.hivo.co/assets/sharing-assets) (used to share Assets outside of HIVO), Upload Links also have an expiration date. Once the selected date arrives, the link will expire and will no longer be accessible. * To limit unwanted access, Admins can also: * Set a **maximum upload limit** to restrict the number of files that can be uploaded. Leaving this field blank allows unlimited uploads. * Add a **description** that will appear at the top of the Upload window for end users before they start adding files. 👉 For example: If you set the limit to 20 files, the link will expire once 20 files have been uploaded.

### Step 2: Asset Settings The Asset Settings apply to all files uploaded through the link, include: * **Permission Settings:** This setting defines specific permissions for each object after a user uploads an asset. * **Folder Path:** Allows you to pre-select the folder where the uploaded asset will be stored. * **Collection:** Allows you to automatically add uploaded assets to one or more existing Collections. * **Archive Day:** Sets the number of days after upload before the asset is automatically moved to archive status.

#### **🔹** Tags - Set tags for assets when uploaded through the link * When you create an upload link, you can pre-assign one or more tags. All assets uploaded via that link will automatically be tagged with the selected tags.

* If you have set up rules to automatically add assets to collections based on tag, the system will check the assigned tags and place the assets into the corresponding collections — completely automatically, with no manual steps needed. See more [Automated Collections.](https://support.hivo.co/collections/automated-collections) This helps you manage and categorize assets quickly and accurately right from the moment they’re uploaded.

#### **🔹** Allow Guest to Add Tags Settings to control how tags are applied to assets upon upload: * **Allow Guest to Add New Tags:** Allows users to add new tags in addition to the pre-set tags. * **Show Tag Categories:** Display tags by category (eg: Digital Content, Brand...).

👉 If you disable this option **Allow Guest to Add New Tags** (uncheck), users will not be able to add tags when uploading files — the tag assignment step will be hidden in the upload interface.

👉 If the admin has configured it in the Uploader Settings section. If you disable option **Show Tag Categories**, tags will only display example tags, not by categories.

#### **🔹** Upload Link Notification Setting Notify users or groups when assets are added via an Upload Link. Only users with the **View All Assets** permission can receive notifications. * **Approval Required**: If an upload link requires approval, only users with the **Approval** permission will receive a notification. * **Custom Notifications**: Users added in the **Notification Field** during upload link creation will receive notifications if they have the **View All Assets** permission. This ensures that only relevant users receive updates, reducing unnecessary notifications while maintaining workflow efficiency.

#### **🔹 Requires Approval** One of the important settings recommended to be enabled is the "**Requires Approval**" checkbox - this feature will send all Assets to the Approvals area. This helps moderate incoming Assets and ensure they are tagged correctly, in the correct folder, etc.

**🔹 Allow Guest to Edit Asset Details** The recipients of the link will be able to input metadata in the guest uploader, such as a description or copyright, including any custom inputs that've been configured. This option may or may not include custom metadata.

## View and Manage Upload Links * To view your created upload links from within the Library, you can switch to the "**Existing Links**" tab after clicking the '**Add Assets**' button and then '**Create Upload Link**'. Here you will see all upload links created. * You can also view more detailed Upload link information (including all other link types and the options you set when creating the link) via the [Links feature](https://support.hivo.co/links).

### **Key Points to Remember** * **Controlled Access**: Set expiration dates and upload limits to manage the content being uploaded. * **Detailed Settings**: Configure asset settings to ensure uploaded files are correctly categorized and metadata is properly added. * **Approval Workflow**: Use the "Requires Approval" feature to moderate assets. * **Easy Management**: View, edit, and delete upload links from the "Existing Links" tab or the Links section. If you have any questions, don't hesitate to ask, we're always here to help!