Sharing

Sharing a single asset

A single asset can be shared via a downloadable link or by adding it to an existing collection.

If a asset is shared via link or email, anyone with the link will be able to download the asset in it’s original quality.

The functionality is available under the asset’s Share button.

	To generate a single asset share: On the asset you would like to share, click Share > Share asset. Choose either Link or Email from the available tabs. These options provide the same base functionality. They both generate an URL that can be shared by either sending the URL to a specified email or by copying the generated URL manually and passing it on yourself. When the generated URL is opened in a browser, the person will be prompted to saved the file in an desired location. The asset is downloaded in its original quality The generated URL is publicly available and valid indefinitely, unless an access period is specified or the specific share is deleted via the Overview of shares panel
	This overview panel can be open from Share > Overview of shares on an asset. The panel shows a list of all historic shares for the asset. Each share has the following options: Edit share (ability to change the access period) Copy link Delete share If the URL of an asset share is accessed outside the share’s access period or after the share has been deleted, an error message is displayed 'Could not find shared asset link'

Sharing assets via collections

A user can share one or more assets by creating a collection and sharing via link, email, to users/groups and by adding to an existing collection.

Detailed information about sharing assets via collections can be accessed via Collections section of the User Guide.

Asset status

Asset status is a function that facilitates the tracking of asset life cycle. Asset status can be changed by clicking the grey dot in the lower right corner of an asset card (in the main window) or in the line of actions menu (in the asset preview).

The user can then change the status, assign it to user (including oneself) and write a comment about the change. After saving the change, the assigned user will see the asset under ‘Asset status’ available under ‘Assets’ menu on the top bar.

‘My tasks’ are individual, i.e. the user can only see the assets assigned to them. ‘All tasks’ are all tasks assigned to any user (a role is required).

As a part of standard configuration there are three default tasks: ‘Creative’, ‘Approved’ and ‘Expired’. Names, colors and number of tasks can be configured, though, in the DAM Center. More information can be found here.

Commenting

The user can comment on individual assets, if the correct role is assigned. The user can access the commenting functionality in the asset detail view, in the panel on the left, next to ‘Related assets’. 

It is also possible to access the commenting section of a specific asset by clicking the three dots on the asset card and then selecting ‘Comments’.

The user can do the following:

• write and publish comments,

• tag another user (this user will then see a new notification when logging in to the system),

• edit one's own comments,

• remove one's own comments.

Image annotations

The user can make a new annotation by clicking the ‘Set annotation’ symbol in the commenting box at the bottom of the ‘Comments and annotations’ panel:

The annotation marker will attach itself to the mouse cursor, until it is placed on the image. The user can then write a comment attached to the new annotation. Hovering mouse cursor over the annotation will highlight the corresponding comment. If another user is tagged on the comment, they will receive a notification, which works in the same way as in the case of ordinary comments.

The user can remove the annotation by removing the comment attached to it.

Video annotations

The user can attach a timestamp when creating a new comment to a video asset. In order to do this the user needs to find the right point in the video and then click the ‘Set timestamp’ symbol in the commenting box at the bottom of the ‘Comments and annotations’ panel:

Subsequently, clicking the timestamp in any comment will take the user straight to the indicated point in the video.

Notifications

The notifications button is located on the right side of the application's top bar. If the users have unread notifications, their number will be indicated in a red circle on top of the button.

Notifications are loaded following the rules of infinite scrolling. When the user opens the notifications, the first 10 messages will be loaded, and as they scroll down the list, further notifications are loaded, 10 at a time. The system can display up to 50 most recent notifications.

Notifications appear primarily as means to make the collaboration between users easier, but they are not limited to it. Notifications appear, among others, in the following use cases:

• when the user have been tagged in a comment by another user

• when the user received a reply to their comment

• when the upload of own assets have been finished

• when the user has been assigned to a workflow task

• when a collection has been shared with the user.

No emails are being send with any of these notifications. The idea is to avoid large number of emails which would be the case for collaborating with comments.