It is possible to share collections with other users who have an account on iconik and with people outside of iconik via email.
For an overview of the Sharing functionality in iconik please visit the Sharing Overview help page.
Roles
These are the roles that are needed:
- can read collections
- can search
- can read shares
- can write shares
What the recipient will see
The recipient of the share will be informed via email with a link to the collection.
When they click on the link it will take them to a page for the collection. If you have required a password for the share they will be prompted to input the password before the contents are shown.
The shared collection page is a cut down in functionality version of the collection that you normally see. They can browse the contents of the collection and click through to the assets that are in the collection. If the collection is ordered then they will see the content in that order.
How to share collections
Collections can be shared from two places, either from the search results page when you have a collection shown or from the collection page itself.
If you wish to share an ordered collection, please order the collection first
Sharing from the collection page
- Go to the search page and find the collection you want to share.
- Click on the Collection to enter it.
- Click the Share Button or click on the gearbox menu and choose Share Collection.
- This will open the Share dialog.
- See below for details on how to fill that out.
Sharing from the search results
- Go to the search page and find the collection you want to share
- Select the collection and click the Share Button or right-click on the collection and choose Share Collection.
- This will open the Share dialog.
- See below for details on how to fill that out.
Share Dialog
This modal dialog let’s you create a share that will be emailed out to the recipients. If you want to create a link that you can send around, please see sharable link
Note: the following options can be controlled by administrators of your iconik instance and will override what you are able to choose here
- Users or e-mails: Select the users by starting to type their name, or if they are not in the list or it’s an external user then type in their email address.
- Message: Add a message that will be included in the email that they will get.
- Custom Title: A title that overrides the title of the asset when viewed by the recipient.
- Share Expiry: Set a date when the share will time out.
- Allow download: will let the user download the Asset. It will only allow download from assets that have an original on Cloud storage of type “files”.
- Allow download Proxy: will let the user download the Proxy version of media assets.
- Allow upload: will allow users to upload new assets directly to the shared collection.
- Upload storage: If uploads are allowed, select the storage to which these uploads will be applied.
- Set Password: Optionally choose a password that they have to enter when using the share.
- Allow custom actions: allows the use of custom actions by the recipient
- Comments: will let the user add comments.
- Approve comments: will let the user approve any comments that are on the asset.
- View versions: lets the recipient view the version history of assets in the share.
- Show all users in mentions: If they mention someone in their comment, we will show the users list. Only shows if an administrator allows it
- View transcriptions: will let the user view transcriptions.
- View watermark: will let the user view watermarks.
- Metadata View: Optionally choose a metadata view that they will have access to.
- Click SEND to send.
This will send out an email to all users that have been selected.