Share Grouped Collections
Grouped Collection Share Link is a feature that securely shares Grouped Collections with external partners or users without requiring them to have a system login account. This documentation guides you through creating, securing, and globally managing Grouped Collection share links:
Set expiration, usage reasons, and passwords before external publication
Track views and quickly copy or remove links
View, email, edit, or revoke any share link system-wide (Admin only)
⚠️ Permission Requirements
To create, view, or manage share links for Grouped Collections, your account must possess the following combined administrative privileges:
Admin user right for View & Share all grouped collections.
In addition, Admin user rights for Can View All Assets; Can Share All Visible Assets; Can View All Collections and Can Share All collections.
1. Creating a New Share Link (Create Share Link)
🔹 Step 1: Open the Share Link dialog
Click the three vertical dots (⋮) icon at the bottom right corner of the thumbnail, then select Share.
Alternatively, on the Grouped Collection detail page, click the Share icon located right below the header.
🔹 Step 2: Configure the Share Link
Configure the following settings for the Share Link:
Usage/Reason: Enter the purpose of sharing (e.g., "For Review", "Website Embed").
Expiration date: Set an expiration date for the link. The link will officially expire at the beginning of the selected day.
Limit Access by Password (Advanced Option): Set a mandatory password that recipients must enter correctly to access the content.
🔹 Step 3: Create the Share Link
Click Create Share Link to generate the share link with the configured settings.
👉 Recipient view interface when opening a Shared Grouped Collection Link
When accessing a shared link, recipients see an intuitive interface to search, browse categories, and view assets within the group. From here, users can:
Keyword Search: Type keywords into the "Type keywords and enter to search" box to quickly find a collection by name.
Category List: Click on the categories in the left-hand menu to quickly view the list of sub-collections.
Open Collection: Click directly on the thumbnail image or the collection name to open and view all the images/videos inside the collection in a grid layout.
2. Viewing and Controlling Current Links (Existing Links)
🔹 Step 1: Open the Existing Links tab
Access the Share option via the three-dot (⋮) menu of the Grouped Collection.
Then switch to the Existing links tab. A list of all share links will be displayed here.
🔹 Step 2: Review Share Link information
The Existing Links tab displays all published share links along with the following information:
Usage: The purpose of the share link.
Issued: The date the share link was created.
Expires: The expiration date of the share link.
Issued By: The user who created the share link.
Views: The number of times the share link has been accessed.
🔹 Step 3: Manage an existing Share Link
Choose one of the following actions:
Show Link: Click Show to display the share URL. Alternatively, right-click the share link and select Copy Link to copy the URL to your clipboard.
Remove: Click Remove to permanently delete the share link. Once removed, the link will no longer be accessible to external users.
3. Manage All Shared Grouped Collection Links
To get an overview and manage all Grouped Collection links ever created across the system:
🔹 Step 1: Open the Shared Grouped Collections page
Navigate to Links from the main navigation menu.
Select the Shared Grouped Collections tab.
Click Shared Links tab to display all share links created for Grouped Collections across the system.
🔹 Step 2: Review Share Link information
The Shared Links table displays the following information for each share link:
Usage/ Reason: The purpose of the share link.
Grouped Collection: The associated Grouped Collection.
Issued: The date the share link was created.
Expires: The expiration date of the share link.
Issued By: The user who created the share link.
Views: The number of times the share link has been accessed.
Access: The current access level of the share link.
You can also use the available filters to narrow the list by Date Issued or Access.
🔹 Step 3: Manage a Share Link
Use the Actions column to perform one of the following operations:
Open Link: Preview the shared Grouped Collection in a new browser tab.
Send Link: Send an email containing the share link directly to recipients.
Edit Link: Update the share link settings, such as the usage, expiration date, or password protection.
Remove Link: Permanently delete the share link. Once removed, the link will no longer be accessible to external users.
If you have any questions, don't hesitate to ask, we're always here to help!
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