“Collections” is a feature that allows the system administrator to establish connections between one another or organizations. Their purpose is to enable end users, whether cross-organization or cross-groups, 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.
To create a collection, you need to have the system administrator role. An admin creates a collection and can share it with other within the organization or with multiple organizations within the same instance.
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.
Effortless Asset Sharing: three key approaches
Sharing assets between organizations:
Here's how it works:
Cross-organization collaboration: This approach allows multiple organizations to collaborate effectively.
Streamlined sharing: Sharing assets between organizations is typically straightforward. Users can select the assets they want to share and specify the recipient organization. This ensures that the right assets reach the right hands, promoting efficient workflows and reducing the risk of miscommunication.
Sharing assets between a set of people in an organization:
To enhance teamwork and streamline processes, assets can be shared among different teams or individuals within the same organization:
Intra-organizational sharing: This approach is designed to meet the collaboration needs within a single organization. For instance, a marketing department can share assets with people from the design team, ensuring consistent branding across campaigns.
Simplified workflow: Sharing assets within an organization simplifies the workflow. Team members can easily access the assets they need without the need for complex external sharing processes.
Create sets of assets for groups within an organization:
One powerful way to achieve productivity and efficiency is by creating sets of assets that are specifically associated with groups within an organization. Here's how this approach can transform your asset management:
Streamlined access: Within any organization, various groups or teams have unique asset needs. For example, a marketing team requires access to branding materials, while the sales team needs product images. By creating sets of assets, you can ensure that each group has streamlined access to the assets they require, without sifting through an extensive and cluttered library.
Efficient collaboration: Collaboration within teams becomes more efficient when assets are neatly organized into sets. Project-specific assets, campaign materials, or design elements can all be bundled together for easy access and use, fostering teamwork and reducing the time spent searching for the right files.
While our three-key approach to asset sharing offers a solid foundation for efficient digital asset management, it's essential to recognize that it's not a rigid framework but rather a flexible guideline. Asset sharing is a versatile tool that can be customized to fit the unique needs and workflows of your organization.