The ability for external users to view (and potentially download from) Collections and Galleries on your organization's Portal is governed by visibility and download Access (V&A) permission settings in the Library managed by Admin and Editors. The stoplight indicators (red, yellow, and green colors of the eye and arrow icons in the left pane of the Library) tell you how restricted the access is. After clicking the blue gear icon that appears when you hover over an eye/arrow icon of a Collection or Gallery, you'll see the V&A dialog box. Inside the V&A dialog box, you can set access permissions with very specific controls for different Invited Users or different User Groups.
V&A Controls are for the Public Portal Only
V&A controls do not restrict access to the photos on the Admin/backend side of the Libris Library, only on the public-facing Portal. (Anyone with Admin, Editor or Tagger role can always see all files that have been uploaded to your Library.)
Starting out private
When you make permissions for a new Collection or Gallery at the root level of your Library, it starts out as private and will not be listed on the Portal.
When you create a new Collection or Gallery within another Collection, you can choose whether you'd like to have it inherit permissions from its parent Collection.
Organize the Library According to Access
In most cases, it’s probably best to organize your Collection trees according to the access you will be granting. For instance, you could keep all the galleries intended for the Sales Team in one parent collection. This would allow you to add or remove team members with a single action in the Invited Users panel.
Read the stoplights
Both Visibility and Access have separate controls. And each of them has its own ‘stoplight'. Learn more about the stoplights and the ability to make them "Inherit" here.
V&A Controls are most powerful when combined with User Groups
The V&A controls allow you to set different permissions for individuals and groups, so, as you consider how to organize your Galleries, you will probably want to consider the permission settings. It can get messy if you have too many variations.In many cases, it will be most effective to keep Galleries and Collections grouped according to the people who need access. Wherever possible, we suggest that you use Invited User Groups to manage V&A Settings. Organizing Galleries/Collections by access groups allows you to have an easy knowledge and control over the images. One top-level Collection may be able to include hundreds of Galleries with a single group of settings.
You can apply both kinds of permissions (Invited User permissions and Password permissions) to the same Collections/Galleries
Want two different kinds of stakeholders to access the same content? You can layer permissions to ensure a User Group (who will likely bookmark the login page of the Portal and return to it regularly to view/search for new assets) can have regular access to your portal site while another separate group of users is emailed a hyperlink to an individual Gallery plus a password to view (and potentially download) the same assets. Learn more about Inheritance and Native permission settings here.
Changing Permission Settings Does Not Remove Access
Once you have created permissions, for example, set visibility to "those with permission" and granted a User Group the ability to view, editing that same permission and toggling Visiblity to No one but me, does not fully remove your "those with permission" permissions. Be careful to remove the current permission setting and Save before editing again and toggling to No one but me.
V&A Settings are attached to the Gallery or Collection, not the files
Libris allows you to control Visibility and Access for Collections and Galleries, rather than individual images. All images inside a Gallery are subject to the same V&A Settings. (For instance, you can’t hide half the pictures in a Gallery and show half. You would need to use two galleries with two different settings in order to accomplish that.)