If you're an Admin or Editor, you can give other people permission to view (and potentially download) files from your organization's Portal using the Visibility & Access settings on each Collection/Gallery.
To open the Visibility & Access (V&A) settings for a Collection/Gallery, click the icon that appears next to its title in the Library.
Visibility determines whether or not people can see a Collection/Gallery on your Portal. Visibility can be set to one of the following:
Anyone who visits your Portal will be able to view this Collection/Gallery and the files inside. This means the gallery or collection will be publicly visible, which includes people outside of your organization who may visit your portal.
- Those with permission
Only people you've invited will be able to view this Collection/Gallery on your Portal.
- No one but me
This Collection/Gallery is only viewable in the Library by Library Staff. It is not listed on your Portal.
Setting (download) Access
Access permissions determine whether or not people can download from a Collection/Gallery on your Portal. Here are the different types of permissions you can apply:
Invite individuals to a Collection/Gallery via their email address or share content with groups of stakeholders in an Invited Users Group. Stakeholders are required to log in with their email address and a password they set for themselves, or using Single Sign On. As a result, their name and contact information will appear your download reports.
Require stakeholders to enter a password before they can view (or download) a Collection/Gallery. Only the stakeholder's IP address will appear in download reports.
- Any Portal visitor
Allow anyone who visits your organization's Portal to view (or download) a public Collection/Gallery. Only the stakeholder's IP address will appear in download reports.
After you determine who will have permission, you can next determine what kind of download permission to set for each kind of file type:
- Image DL Type
Sets the largest size for image downloads using this permission.
- Video DL Type
Sets the largest size for video download using this permission.
- Audio DL Type
Determines whether or not audio files can be downloaded using this permission.
- Other DL Type
Determines whether or not non-media files can be downloaded using this permission.
There are two icons next to the title of every Collection/Gallery in your Library. The color of these icons (red, yellow, or green) is there to help you understand the permission settings of your Collections/Galleries at-a-glance.
The left icon (the eye), indicates Visibility setting, while the right icon (the arrow), indicates download Access. When you have a Collection/Gallery that is inside of another Collection, these icons also indicate whether or not it's inheriting its permissions. Learn more about inheritance below.
Visibility (the eye icon)
- Green = Everyone (public)
- Yellow = Those with permission
- Red = No one but me
Access (the arrow icon)
- Green = Any Portal visitor can download from this Collection/Gallery
- Yellow = Only certain people can download from this Collection/Gallery
- Red = This Collection/Gallery cannot be downloaded on the Portal
Every Collection/Gallery has its own native permissions. Native permissions apply whenever a Collection/Gallery is not inheriting its permissions from the Collection it's contained in.
Example: Faded icons indicate that a Collection/Gallery is inheriting permissions from the Collection it's contained in.
There are 3 different ways to mix and match native and inherited permissions for Collections/Galleries contained in other Collections:
- Inherited only
The Collection/Gallery inherits all of the V&A settings from the Collection it's contained in.
- Native only
The Collection/Gallery has it's own V&A settings and does not inherit any permissions from the Collection it's contained in.
- Inheriting and Native - granting specific access to an inheriting gallery
A Gallery can inherit all of the permissions from the Collection it's contained in and have it's own native permissions. Collections do not support this combination of permissions.
An inherited only approach is useful when you want all of the Collections/Galleries in a nested structure to have the same V&A settings. It works very well if you've organized your Library according to who needs access.
To create a new inherited-only Collection structure:
- Select Library in the left pane of the Library
- Click the New Collection button to create a new Collection at the root-level of your Library
- Give the Collection a name and set its Visibility
- Click the New Collection button again
- Give the second Collection a name
- Set it to Inherit
- Repeat steps 4-6 as needed
To change an existing Collection structure to inherited-only:
- Select an existing root-level Collection in your Library
- Select one of the Collections/Galleries nested inside it
- Open the V&A settings for the nested Collection/Gallery
- Make sure that Inherit Permissions is checked
- Make sure that the Native Visibility matches the Inherited Permissions
Example: If your Gallery is inheriting a Visibility of No one but me from the Collection its contained it, then you should also set its Native Visibility to No one but me. This will prevent anyone from accessing the Gallery outside of the Collection that contains it.
- Repeat steps 2-5 for all other Collections/Galleries contained in the root-level Collection
A native only structure is useful when you want to manage the Visibility & Access settings of each Collection/Gallery independently.
Example: Without Inherit Permissions checked, the selected Collection is visible on the pubic Portal, even though it's contained in a Collection that is set to "Those with permission."
Granting specific access to an inheriting gallery (Inherited and Native)
Even if you've organized your Library according to who needs access and normally use an inherited only structure, there are times when you'll want to add an additional permission to a specific Gallery without removing all of the inherited permissions. For example, if you have a Collection that contains all of the files needed by your organization's marketing team but you need to give an outside vendor access to a specific Gallery inside the marketing team Collection, you can add a native permission that will allow the vendor to get only what they need.
Example: This Gallery is inheriting a visibility of Those with permission from the Collection it's contained in to allow a members of the "Marketing Team" Invited User Group full access to download the original files. In addition, it has a native permission to allow people to download only 1200px JPEG files using the password "sponsors."
Note: Collections do not support both native and inherited permissions.
Visibility & Access FAQ
Do Visibility & Access settings affect the Library?
No. V&A settings only apply to your organization's Portal. Anyone with Library access (Admins, Editors, or Taggers) can see all of the files in your Library.
Can I set Visibility & Access for specific files?
No. All of the files inside a Gallery are subject to the same V&A settings. For example, you can’t hide half of the files in a Gallery and show the other half. Instead, use two separate Galleries different V&A settings.