How do I share Brandfolder assets with a third party? Follow
Introduction
This article will provide guidance on how to share assets with third parties via a Share Link. This includes the following:
- How to share individual assets
- How to share assets in bulk
You will also learn how to:
- Edit share link settings
- Remove assets from share links
- Add assets to share links
How do I share Individual Assets?
How do I share Assets in Bulk?
How do I edit Share Link options?
Removing Assets from Share Links
Share Link Information Visible to Editors
How do I share Individual Assets?
- Select the assets that you would like to share by selecting View.
- Select the Share button in the bottom right-hand corner.
- Select More Options to expand the sharing settings.
- Select Sharing Options.
- Share the asset via the following two options:
- Copying the link and sharing it manually
- Selecting the Email Link (which will open a new email within your chosen email browser)
How do I share Assets in Bulk?
- Within the asset modal, select the assets you are interested in sharing via the checkboxes.
- Once selected, you will see the Bulk Management Toolbar at the bottom of your page. From this toolbar, select the Share option.
Info
It is always helpful to note the number of assets selected in the bottom left-hand corner
- Share the assets via the following two options:
- Copying the link and sharing it manually
- Selecting the Email Link (which will open a new email within your chosen email browser)
How do I edit Share Link options?
- You can customise the settings via the share link options.
- From this modal, you can update the Share Link Name, Open in new tab, Email link, Delete link or change the Share Link Privacy Settings.
- Below is a breakdown of each available sharing option:
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- Make link private: Only users with a Brandfolder login or Simple Password (when enabled) will be able to see shared assets. This will hide the Require email address to access option. Toggling on the private option will also work for sharing assets internally (among Brandfolder users).
- Disable download functionality(view only mode): Users will only be able to view content within the Share Link, they cannot download or share assets. View-only Brandfolders or Collections allow Guests to request access to download the files.
- Expire link: Set an expiration date for your Share Link. After the expiration date has passed the link will be inaccessible.
- Notify me of updates to Share Link: Notifications will alert the share link Creator when someone has viewed the share link or downloaded assets from the share link. These notifications are sent to the Creator through the Brandfolder notification center and via email. Notification center updates are real-time based on the share link activity. Email notifications will be sent out on an hourly basis.
- Enable Gallery View: Gallery view creates a sleek and on-brand sharing experience. Extra information like sections, asset name, and asset details will not display. Instead, all of your attachments will simply appear and if your share link allows downloads, you can hover over the asset and select the download button. If your share link is private you can’t enable gallery view. You also have the option to upload a logo which will appear at the top of a gallery view share link.
- There are a few additional sharing settings that Admins are able to adjust by going to settings > general settings > advanced tab.
- As an additional security control, Admins are able to restrict sharing to only Brandfolder users by enabling Restrict Sharing to Users of this Brandfolder.
- Admins can default their share links to be created as private by enabling make share links private by default. Please note that the user sharing links can toggle the link back to public if they choose.
- Admins are able to set a default amount of time for share links to expire by enabling Expire new share links by default amount of time.
- Admins can also require a user to enter an email address to access the share link by enabling require ID for public shares. The entered email address is for tracking users in Insights only and does not need to be associated with a Brandfolder account.
Removing Assets from Share Links
Users who have editing permissions for a given share link can remove assets from that share link after it is created. The following users have access to editing permissions on share links:
- Users who have admin permissions on the resources that have been shared
- Guests or collaborators who have created the share link
To remove assets from a share link, follow these steps:
- Navigate to the share link URL.
- Once on the share link URL page, select the assets to remove.
- Once assets are selected a bar will appear along the bottom of the screen. Select Remove from Share Link on this bar.
- A new modal will appear to verify the removal of the selected assets.
- You will see a notification confirming that your assets have successfully been removed from the share link.
Adding Assets to Share Links
The same users that have the ability to remove assets from a share link can also add assets after a share link has been created.
- Select the assets to add to the already created share link. Once assets are selected the bulk toolbar will appear.
- Select Add to Share Link.
- A new modal will appear. In the share links search bar, the following can be used to locate a previously created share link:
- The share link URL (exact match)
- The name of the share link (contains)
- The creator of the share link (contains based on email)
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Admins can toggle on Only Display Share Links I created to narrow down the search.
- The search results can be previewed on the right-hand side of the modal by selecting the desired share link in the list. If there is only one search result, that share link will automatically preview.
- Select Add to Share Link. Assets will be added to the share link.
Share Link Information Visible to Editors
After a share link has been created, an editor can view link information via the side panel.
The first panel includes the following information:
- The Brandfolder that the assets are being shared from
- The number of assets hidden (unpublished, expired, or unapproved assets)
- The number of assets shown
- Access (public or private)
- Creation date
- Expiration date
- Created by
- Notifications - This can be toggled on or off. If toggled on you will receive notifications for when users view the share link.
- The second panel is dedicated to share link activity. It will show who has viewed the share link by displaying their email address, the date they viewed it, and the time that they viewed it.
Managing Share Links in Bulk
Admins have the capability to manage their share links from the bulk management area by navigating to Settings > Bulk Management > Share Links.
Within the Share Links page there are a few actions that admins can take:
- They can view basic information about each share link like the name, who it was created by, number of assets, access settings, when it was created, when it will expire, and if it requires an email address to view.
- Admins can adjust the Share Link settings via Edit.
- Admins can delete a single share link by selecting the trash can icon.
- Share links can also be deleted in bulk by selecting the checkboxes to the left of each link. To select only certain share links to delete utilize shift+click. Once the share links to be deleted are selected then click the Delete button.
Article Keywords/Phrases:
Marketing Material
Game Posters
Venue Images/Photos
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