> For the complete documentation index, see [llms.txt](https://support.hivo.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.hivo.co/grouped-collections/share-grouped-collections.md).

# 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: 

<table data-view="cards"><thead><tr><th></th><th></th></tr></thead><tbody><tr><td><h4><a href="#id-1.-creating-a-new-share-link-create-share-link">Creating a New Share Link</a></h4></td><td>Set expiration, usage reasons, and passwords before external publication</td></tr><tr><td><h4><a href="#id-2.-viewing-and-controlling-current-links-existing-links">Viewing and Controlling Current Links</a></h4></td><td>Track views and quickly copy or remove links</td></tr><tr><td><h4><a href="#id-3.-manage-all-shared-grouped-collection-links">Manage All Shared Grouped Collection Links</a></h4></td><td>View, email, edit, or revoke any share link system-wide (Admin only)</td></tr></tbody></table>

### ⚠️ 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.***

<figure><img src="/files/aINUe1E6F9qCW5fFn7kd" alt=""><figcaption></figcaption></figure>

* In addition, Admin user rights for ***Can View All Assets; Can Share All Visible Assets; Can View All Collections** and **Can Share All collections.***

<figure><img src="/files/g17ZB7946wpeEPhfssMj" alt=""><figcaption></figcaption></figure>

### 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.**

<figure><img src="/files/xr7aOJ1F83JI1x977Xkc" alt=""><figcaption></figcaption></figure>

* Alternatively, on the Grouped Collection detail page, click the Share icon located right below the header.

<figure><img src="/files/vfPXYyP3BDk7opAnksdN" alt=""><figcaption></figcaption></figure>

**🔹 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").

<figure><img src="/files/yHQrowhjASiWfh36Vm64" alt=""><figcaption></figcaption></figure>

* **Expiration date:** Set an expiration date for the link. The link will officially expire at the beginning of the selected day.

<figure><img src="/files/U1u0oXghF3Hn8ibDT66C" alt=""><figcaption></figcaption></figure>

* **Limit Access by Password** (Advanced Option): Set a mandatory password that recipients must enter correctly to access the content.

<figure><img src="/files/IgrnSMCDzhGvTlE2yMWN" alt=""><figcaption></figcaption></figure>

**🔹 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&#x20;

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.

<figure><img src="/files/XrgspnOMsjFcWdjFVgMl" alt=""><figcaption></figcaption></figure>

* **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.

<figure><img src="/files/QC2qgGvrS5T3Q6iIEIUZ" alt=""><figcaption></figcaption></figure>

### 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.

<figure><img src="/files/ikmcI45MYQvQIS8pQm7r" alt=""><figcaption></figcaption></figure>

**🔹 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.

<figure><img src="/files/W1Ykud5i1hPM2DkKPC3a" alt=""><figcaption></figcaption></figure>

### 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.

<figure><img src="/files/mZMzEJ9M1kyCqSRpotI4" alt=""><figcaption></figcaption></figure>

**🔹 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.

<figure><img src="/files/vG4K1oHZ3ShXQWKrYTqz" alt=""><figcaption></figcaption></figure>

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


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