Roles

These are the roles that are needed:

  • Can read collections
  • Can search
  • Can read shares
  • Can write shares

Sharing Collections Overview

It is possible to share collections with other users both that have an account on iconik and with people outside of iconik via email.

For an overview on the Sharing functionality in iconik please visit the Sharing Overview help page.

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.

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.

Sharing from the collection page

  1. Go to the search page and find the collection you want to share
  2. Click on the Collection to enter it.
  3. Click on the gearbox menu
  4. Choose Share Collection
  5. This will open the Share Window

Sharing from the search results

  1. Go to the search page and find the collection you want to share
  2. Right on the collection.
  3. Choose Share Collection
  4. This will open the Share Window

Share Window

This Window let's you create a share link that will be emailed out.

  1. Select the users by starting to type their name, if they are not in the list or it's an external user type in their email address.
  2. Add a message that will be included in the email that they will get.
  3. Optionally choose a password that they have to enter when using the share link. This will also be sent to them in plain text.
  4. Optionally choose a metadata view that they will have access to.
  5. Allow download: will let the user download the asset.
  6. Allow comments: will let the user add comments.
  7. Allow setting approve status: will let the user set the Review and Approve Status.
  8. Link Expires - Choose a date when the share will time out.
  9. Click to send.

This will send out an email to all users that have been selected.

Learn More