Add assets to the collection via Upload link

Asset upload guide for Guests/ External users

How to create an upload link for a specific Collection

Upload Link is a feature that allows the HIVO system to generate a secure, temporary shared link tailored for external partners, clients, or collaborators (External Users/Guests).

Through this link, users can directly contribute assets to the shared repository without needing an official HIVO account.

• 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.

• Or 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.

👉 See the detailed Upload Link Configuration Settings here.

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 & Completion

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!

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