“Collections” is a feature that allows the system administrator to establish connections between groups or organizations. Their purpose is to enable end users, whether cross-organization or cross-team (coming soon), to share assets with each other in accordance with the company's overall strategy for image flow and sharing. Once created and configured, a collection will appear below the Gallery in the main navigation on the left-hand side.

When to use what?

Album:

• Use an album when you want to create a private and limited set of assets for a specific group of people or a time-limited project inside your organization.

• It can be used to organize and share assets privately, and you can choose to add assets from the gallery or your My Disk to the album. Assets added from My Disk will only be available for you.

• If assets that were not uploaded by yourself are added to a private album, they will still be visible in the gallery. However, assets that you have uploaded will be hidden from the gallery when added to your private album.

• Albums can be shared with individuals both within and outside the organization, and they can also be made public for broader access (Public Gallery).

Collection:

• Use a collection when you need to create a set of assets for the entire organization or a larger group.

• It can be considered as a static gallery, where a larger number of assets are gathered and shared with a broader audience.

• Unlike albums, collections cannot be made private, so they are best suited for assets that need to be accessible to a larger group within the organization or across organizations.

An organization creates a collection and can share it across groups within the organization or with multiple organizations within the same instance. An instance is the common denominator for organizations.

To create a collection, you need to have the system administrator role. The process of creating a collection is fairly straightforward, as it only allows you to define a name and select the organizations that will have access.

All assets uploaded in the media bank are owned by the original uploader and their organization. If an asset is added to a collection, it remains the same. Other organizations that share the collection cannot edit or delete the asset because the collection represents the original asset, not a duplicate.

Currently, there are no defined rules for the import flow to collections. The end user needs to actively choose to place assets in a collection by configuring their destinations. Likewise, assets can be removed from a collection.