Upload Links

Upload Links allow external non-HIVO users to upload to your Library under restricted conditions, and can be created/modified by Client Admins.

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.

🔹 Method 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.

Create Upload link from Library

🔹 Method 2: Creating an Upload Link from the Collection

• In a Collection detail page using the create upload link icon seen below. This will pre-fill the Asset Settings step with the Collection pre-selected.

Create Upload link from Collection

• Or Go to Collections -> Click the three-dot menu at the bottom corner of the desired collection card to open the Collection Menu -> Select Create Upload Link.

🔹 Method 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.

Create Upload link from Task Page

How to set up Asset upload link

🔹 Step 1: Link Settings

Like Shared Links (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.

Upload link dialog

🔹 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.

Asset Setting when create upload asset

2.1 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.

Set tags for assets when uploaded through the link

• 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. This helps you manage and categorize assets quickly and accurately right from the moment they’re uploaded.

Set up rules to automatically add assets to collections

2.2 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.

Disable this option Allow Guest to Add New Tags

👉 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.

Disable option Show Tag Categories

2.3 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.

Upload Link Notification Setting

2.4 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.

Requires Approval

2.5 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.

How to add assets to a Collection via Upload link

Guests/External users will receive a link created by a member of the HIVO system and be granted temporary permission to upload resources (images, videos, documents, etc.) to the organization's HIVO system.

Depending on the configurations set by the link creator, guests can tag assets or add detailed metadata following the simple 3-step process below:

🔹 Step 1: Add Assets

On the initial interface, select the files or folders to upload:

• Method 1: Drag & drop files/folders directly from the computer into the dashed area labeled "Drag Files and Folders".

• Method 2: Click the ADD FILES button (to select individual files) or the ADD FOLDER button (to select an entire folder).

👉 If a folder is uploaded, its original directory structure will be fully retained in HIVO. Once selection is complete, click Next to proceed.

🔹 Step 2: Tag Assets

(This step may appear or be skipped depending on whether the link creator has enabled the "Allow Guest to Add Tags" option)

Tagging helps organize assets more efficiently, making it easier to search for them later by event name, department, project, etc.

• How to add tags:

  • Select from a pre-configured list: Check the relevant boxes under the Tag Categories defined by the Admin.

  • Enter tags manually: Type custom keywords into the "Your Tags" free-text field.

👉 An asset can have multiple tags. Tagging can be applied globally to all assets or customized for only a selection of specific files.

🔹 Step 3: Asset Details

On this screen, review the selected assets on the left column (file type, count, total size) and provide description metadata on the right column:

• Description: Enter a short description of the asset content.

• Copyright: State the individual or organization that owns the assets (Who owns the Assets?).

• License: Define the usage rights or license type for the assets.

• Production Date: Enter the date the asset(s) were created (Select using the dd/mm/yyyy format).

• Location: If applicable, enter the location or address where the asset(s) were created.

After verifying all details, click the START UPLOAD button in the bottom right corner to initiate the upload process. Please keep the browser window open until the upload successfully completes!

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.

View and manage Upload Link

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!