Sharing A5 Library Collections

Collection sharing is a great way of sharing your assets by grouping content based on metadata and sharing onto users and teams with control and security.

Users can now create permission & share collections of assets from the library.

• Share a collection with existing users who are part of the BU, these can be primary users or users who have been invited like Secondary users from other Business units. You can also share collections with a library team and new users will be available in a future release.
• Manage shared recipients and their roles, recipients are inclusive of individual users and Library Teams. 
• When sharing you can search for users and teams of your platform by name and even review who is in the team before granting access.
• Add email messages to your recipients when you share your collection.
• We have introduced new iconography to help you understand the different collections in the library.
• When you share a collection which contains one or more sub-collections then recipients will automatically inherit access. E.g when you share a collection at the top of the tree, any recipient assigned here will inherit access to the sub-collections. The same applies when you share a sub-collection with children. Collection sharing is based on inheritance.
• Users also have the option to share collections at different levels on the collection tree.
• Revoke individual or team access or revoke the share for all recipients. Receive email confirmation when the job is complete. 
  • When you revoke a recipient at the top of the collection tree the recipient will also be removed from all sub-collections which sit below the parent in the tree. 

You must create or have a library created collection on hand before you can share a collection. Find out how to create a collection in this handy article.

How to share a collection

Whenever you see the more options menu and when you have permission to share a collection you will see a new option to appear in the menu to Share Collection.

Click the new option and the following form will appear.

Enter the name of the users or teams you wish to search for and hit enter on your keyboard to find your matches. You can share the collections with existing users who are part of the BU. These users can be primary users or users who have been invited for example Secondary users from other Business units. You can also share collections with a library team from primary business unit and invite new users.  

Then select your search result and add them to the share list below, now you can assign a role that will govern their access over the assets within the collection.

You will be able to share a collection with users from primary business unit, secondary business unit and unregistered users, New Users. each guest user must register to the Platform, and they will then be granted with access to the library module and the shared collection. 

Each recipient must be assigned a Library Role before you can share any collection

Once you assigned a role to each recipient you can hit the option to Share the collection, please note, sharing collection is a background job. It can take a brief amount of time to create your share, but you and your recipients will be notified by email when it is ready.

When you share a collection which contains one or more sub-collections then your recipients will automatically inherit access to sub-collections. 

E.g when you share a collection at the top of the tree, any recipient assigned here will inherit access to the sub-collections. The same applies when you share any sub-collection which has children. 

Collection sharing is based on inheritance.

Notifications & Activity 

If you have access to the Platform dashboard you will be able to see all Library share collection activity using the new activity filter, like in the below screen grab.

The Platform will send recipients and the collection owner an email notification at different stages.

User will be notified when the action when successful or when the request fails.

*Unshare is related to when users revoke recipient access to the collection

Action	Email
As a recipient of a shared collection, I will receive confirmation when the collection has been successfully shared with me.
Owners of the shared collection, the user who created and shared the collection, will be explicitly notified when the system has been successful sharing the collection and even if the system fails share to share the collection.
A success email will also be sent whenever the owner revokes all users from the Shared collection. When a collection owner or eligible recipient revokes access to a shared collection. The following will be notified. The user performing the action who can be the recipient or the owner. When the the user performing the action is a recipient then they will be notified that the revoke was a Success or failure. If the user performing the revoke action is the recipient, then the creator of the collection (the owner) will be notified that the revoke was a Success or failure. General BU admin is always notified when a revoke action is performed and is successful or a failure. Any owners of sub-collections will also be notified when all recipients on a sub-collection have been revoked.

Users can manage their email notification preferences under their platform settings

When you arrive on the user settings notification page scroll down to see the following Library collection sharing options.

These are automatically set to be immediate for all users, but they are configurable. Please note that if you change these options, you may not be notified when collections have been shared with you.

What can you expect to see now that you shared your collection?

We have introduced a new Icon which is visible on the collection tree and on the top right of the screen under your user profile badge.

They look like this.

You are now able to access the share form from the share collection link above the collection. From here you can quickly view and manage your shared collection. You can manage shared recipients and their roles; recipients are inclusive of individual users and Library Teams. 

Chose to revoke the share for all users, individual recipients including teams or update the roles of any recipient.

When you revoke a recipient who was share the parent collection at the top of the collection tree then that recipient will also be removed from all sub-collections which sit below the parent.

Notice that when you make any changes, an on-screen confirmation will appear so you can confirm any rash decisions before you make them.

You can also view all members of any Library team you have shared the collection to, and you can drill down to find users within the team using the search options, click enter to trigger your search. 

Other Important Information 

• Users will not be able to share any collections which contain dynamic filters. 

• Users will not be able to share any collections under My Assets section from the collections page. The SHARE COLLECTION option is hidden. 

• Users will not be able to share a collection without an applied business unit filter or a collection which has business unit filter set as ALL.

• Users will not be able to share a pinned collection that contains assets from multiple business units 

In the above cases, users will see a restriction pop up on the UI on clicking the SHARE COLLECTION option. 

• Users cannot copy assets from an agency to a shared pinned collection from another agency. A restriction will be shown on the UI 

E.g. Assets from agency X cannot be copied to a shared pinned collection from Agency Y

Editing Shared Collections

Users are restricted from editing a shared collection. If attempted, they will see this pop up. They need to un-share and revoke before they can edit.

Deleting a Shared Collection

Users are restricted from deleting a shared collection. A valid UI pop appears on clicking REMOVE COLLECTION. They need to un-share and revoke before they can delete.