Share Folder
Grant access to the folder and its contents with specific users or teams within HIVO.
Sharing folders allows you to generate a URL link that can be sent out to users (typically people external or outside your company who don't have a HIVO account).
How to Share Folder
1. Switch to Tree View or Folder View
You can toggle between showing a folder view by clicking the folder icon in the top right of the Library, see more about "View Mode" here.
2. Right-Click on the Folder You Want to Share
3. Configure Sharing Options on the New Shared Link Tab
In the New Shared Link tab, set the following options:
Description: Briefly describe why you’re sharing the folder in the Usage section.
Validity Period: Set an expiration date for the link in the Expiry section.
Configuration Options:
Expose Metadata: Choose whether to display metadata information on the shared link.
Allow Approval/Feedback: Enable viewers to approve or leave comments on the folder.
Hide Download Buttons: Make the link view-only by removing download buttons.
Limit Versions: Select specific versions of folder contents to share.
Version Permissions: Set permissions for viewing or downloading specific versions.
Limit Access: Restrict access to specific individuals if necessary.
4. Complete and Share
Click "Submit" to generate the shareable link.
You can copy the link by right-clicking and selecting Copy Link URL, or send it directly by email with the Email This Link button.
When you send the link directly by email using the Email This Link:
Email Preview: You can view a preview of the email before sending it.
Notification and Access for Recipient: After sending, the recipient will receive an email notification with the link to the shared folder.
Leave Comments: The recipient can access the folder and leave comments directly on the shared link, if enabled.
After the recipient leaves feedback, you will receive a notification, click on the bell icon on the right to see the notification.
How to show folder when sharing folder
When using the folder sharing feature, you can set up so that the recipient can:
View the folder structure: This means that the recipient will see how the folders are organized inside, including subfolders and assets stored in each folder. This helps the recipient easily grasp how the data is organized, thereby managing and searching for assets more effectively.
Share asset only: In this case, recipients can only view and work with the files inside the folder, but they cannot see how the subfolders are organized.
The Show Folder feature is provided by HIVO to help you manage folder sharing more efficiently. In step 3 (called Option) of the sharing process, you will see the Allow Folder option and can turn it on/off with the toggle button.
Toggle ON: Allow recipients to see the folder structure, including subfolders and assets inside.
Toggle OFF: Only share the assets inside, do not show the folder structure.
If you enable folder viewing, when the recipient receives the sharing link, click the folder icon in the upper right corner to switch to folder view (see subfolder structure).
If you do not allow viewing of the folder, the recipient will not have the option to view the folder.
How to download folder when sharing folder
The Download Asset when sharing folder allows users to download shared files or folders via a link, which is especially useful when sharing with external parties.
Share documents with partners: When you need to provide product images, promotional videos, or technical documentation to partners, you can share the folder containing these assets via a link. Partners will easily download the necessary files.
Distribute marketing content: Marketing departments can share folders containing promotional content with external agencies or distributors. This ensures that all stakeholders have access to the latest version of the document, helping to maintain consistency in brand messaging.
Conditions for recipients to download folders from shared links
Allow Downloads:
For recipients to download folders from shared links, the sharer needs to enable download permissions.
When Toggle ON: The download button will be hidden, recipients cannot download the folder.
When Toggle OFF: The download button will be visible, allowing recipients to download the folder.
Limit Access and Versions:
The sharer can limit the access and download versions for recipients using the following options:
Limit Version: Turn this option on or off to limit recipients to only download a specific version of the folder.
Limit Access: Turn this option on or off to control the recipient's access to shared content.
How to download folder when receiving shared link
1. Select the file or subfolder you want to download
Download some individual files: You can select the files to download even if they are scattered in many subfolders. Click on the files you want to download. The system will automatically record these selections to perform the download operation.
Download the entire subfolder: Just access the subfolder without having to select a file (the system will understand that you want to download all the assets contained in the folder).
2. Click the download icon
Click the download icon (displayed as a down arrow) in the right corner of the interface.
3. Select version
If asset has multiple versions or different states, the system will display an option window.
Select the version that suits your needs to start downloading.
If you have any questions, don't hesitate to ask, we're always here to help!
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