MM 6.0 Collections

1 General information
2 Adding assets to a collection and removing them
3 Search in collections
- 3.1 Search
- 3.2 Filtering
- 3.3 Sorting
- 3.4 View mode
4 Downloading collections
5 Collaboration on collections
- 5.1 Sharing collections
  - 5.1.1 Share permissions
  - 5.1.2 Share Types
    - 5.1.2.1 Sharing with a link
    - 5.1.2.2 Sharing by email
    - 5.1.2.3 Sharing with users
    - 5.1.2.4 Sharing with groups
  - 5.1.3 Managing shares
- 5.2 Commenting on collections
6 Sub collections
- 6.1 Creating sub collections
- 6.2 Behavior of sub collections

General information

From version 5.6 we have a new collection system, with more customizability and more complex features.

The assets can be organized in collections. The ‘Collections’ menu is located by default on the top bar. It is also possible to display the collections in the center of the home screen (in place of folder menu) by clicking on ‘All collections’ under the ‘Collections’ menu:

Collections are individual. This means that every collection created by a specific user will only be visible to this user, unless they decide to share it with another user. Collections created by a given user and collections shared with them are divided into separate sections: ‘My collections’ and ‘Shared with me’.

The user can create a new collection by clicking on ‘New collection’ from the drop-down list under the ‘Collections’ menu or the same button in the upper right corner while in the centered view.

The following actions related to collections are available:

downloading
sharing and accessing the sharing-relating information ('Overview of shares')
commenting
managing a custom cover
renaming
commenting
deleting an entire collection
adding and removing assets from a collection
creating sub collections.

Adding assets to a collection and removing them

There are multiple methods of adding assets to the collection:

By clicking ‘Add Assets’ button, while inside a collection
By dragging assets to the ‘Collections’ menu at the left top, and dropping them onto the collection the assets should be added to

It is also possible to remove assets from a collection through a number of ways:

while inside a collection, click on ‘More’ on an asset card and select ‘'Remove from current collection’
while inside a collection, select 1 or more assets and from the multiselect menu, choose ‘Remove from current collection’

Search in collections

There are multiple ways of finding assets in a collection: filters, free-text search, sorting and changing view mode.

Search

It is possible to run a local free-text search for assets only within a collection. A search bar is located above the assets.

Filtering

It is possible to use filters within a collection. The returned results will only be assets within that collection.

Sorting

It is possible to change the sorting order of the collections. The collections can be sorted either by name or by the order in which they were created.

It can be done in the main ‘All collections’ window view, by using the button in the upper right corner:

It is also possible to sort assets within a collection.

View mode

The assets within a collection can be viewed as asset cards or in a list form, just the way it is possible on the homepage, by using the toggle button above the assets:

Downloading collections

There are different ways to download collections.

Via the left top ‘Collections’ dropdown menu.
Click on ‘More’ button on the collection you wish to download, navigate to ‘Download’, and select the download type:
By clicking ‘Download’ in the top area, when inside a collection:

The files will be zipped and then downloaded.

Collaboration on collections

Sharing collections

It is possible to share collections with other users. In order to share a collection, click the ‘Share’ button in the top area of collection overview. This will open a sharing panel with a variety of options.

Share permissions

When sharing a collection, it is possible to specify which permissions the intended users or groups receive.

There are three different permission levels to select from, with each step inheriting the permissions from the previous level:

View: access to view the collection and its content
Edit: access to adding and removing assets from the collection
Admin: access to editing the collection as well as administrating sharing options.

Share Types

There are 4 types of sharing available to the users: ‘Link’, ‘Email’, ‘Users’ and ‘Groups’.

In all the sharing options it is possible to configure a number of settings, accessible under ‘Share options’.

Type	Description

Type	Description
Access type	The user can specify the permission level granted to other users. For more information, please refer to the section above, ‘Share permissions’.
Access period	The user can specify for how long the collection will be available to the user(s) it is shared with.
Specifying metadata fields	The user can specify whether the people the collection is shared with gain access to viewing metadata fields and which ones.
Download rights	The user can specify which download right are gained to the people the collection is shared with. The following options are available: the assets in the collection cannot be downloaded only the assets can be downloaded only the metadata can be downloaded both the assets and metadata can be downloaded. By default, the download rights are set to the lowest level, i.e. no download rights. This can be changed when creating the share.
Setting up a password	The user can choose to password-protect the collection before sharing it.

Sharing with a link

The user can generate a link to the collection and copy it for sending to the intended recipient(s) by any desired communication method.

When creating a link share, the permission is always set as ‘View’. This cannot be changed.

Sharing by email

It is also possible to send the link to the collection directly to the email(s) of the intended recipient(s), together with a custom message. This method works in practice in the same way as the link share, with the difference that the link is sent through the system rather than outside of it.

If using the same email address as in the email share, the share will be converted to a user share.

If there is an existing user in the system, or a new user is created in the system at a later point using the same email address as in the email share, the share will be converted to a user share. This means that the user will have 2 active shares, one with the link and one when logged in to Media Manager.

Email with the link can be sent to several people at the same time.

When the recipient of a collection shared by sending the link directly or through email clicks on the link, they are re-directed to the Media Manager. There, they receive a prompt to log in before being able to view the collection, unless the user is already logged in. If the user was previously logged in, they will be taken straight to the content of the collection upon clicking the share link.

Sharing with users

It is also possible to share collections with other registered users in the system. When a collection is shared with a user, it is visible for them in the collection menu without the need for a link to access to collection.

Unlike link shares and email shares, with the user shares it is possible to collaborate on collections, i.e. it is possible to grant the user(s) the collection is shared with the right to manage assets within the collection or administer the collection itself.

When the share is created, the user will receive both a notification and an email.

Sharing with groups

Group shares work the same way as user shares, except instead of being shared with a user, it is shared with a group, and thereby with all the members in that group.

When a user is added or removed from a group with an access to a shared collection, the collection will update correspondingly with them.

When the user shares the collection with another user or group that was previously invited to that particular collection, the old share will be overwritten with new options, i.e. the previous share will be automatically edited opposed to sending a new share.

Managing shares

The detailed information about the shares for the collection can be accessed by clicking ‘Overview of shares’ button in ‘More’ menu at the top of the collection area.

Here, the user can view all the shares for the collection as well as have access to several management options, dependent of the type of share:

Editing a share (all types of sharing)
Deleting a share (all types of sharing)
Copying the previously generated link (link shares)
Resending the invite (email sharing, user sharing and group sharing).

Commenting on collections

The users can collaborate on collections by using the commenting section. The comments can be accessed by clicking ‘Comments’ button in ‘More’ menu at the top of the collection area.

The commenting section in collections function in the same way as the ordinary commenting section for individual assets. For more information, please consult this section.

Sub collections

It is possible to place a collection inside other collections, to create a nested structure, just like it is possible for the folders.

Creating sub collections

To create a child collection, you must navigate into the collection you wish to place it in, and press ‘New sub collection’:

Behavior of sub collections

Operations performed on a collection, can influence child collections, as follows:

Action	Sub collection behavior

Action	Sub collection behavior
Delete	When a collection is deleted, all the sub collections are also deleted.
Share	When a collection is shared, all the sub collections are also shared. This means the users it is shared with can access the child collections together with every asset in those collections.
Download	When a collection is downloaded, only the assets in that collection are downloaded. The assets in the sub collections are not included and need to downloaded separately.