Workspaces is a tool that empowers creative teams to collect assets from various areas of the Library, the Portal, and from direct user uploads to view, share, comment on, and approve them all in one place and in real time—without ever leaving PhotoShelter. Library Staff and Invited Users can gather assets from different galleries and add them to a Workspace, and Library Staff can invite other users to work with those assets.
In order to create or use a Workspace on a Portal, collaborators need to have a valid PhotoShelter account.
Creating a Workspace
When you’re logged in on a Portal site, click “Workspaces” in the navigation bar at the top, then click the “New Workspace” button to create a Workspace.
Name your Workspace (required) and add a description (if desired), then click “Create.” This will take you to your new Workspace. It will also appear under the “Created by Me” group in the left pane of the Workspaces page on the Portal.
Accessing a Workspace
You’ll see a “Workspaces” link in the top navigation bar. Log in to your PhotoShelter account to view and work in Workspaces you’ve created and Workspaces that have been shared with you.
Adding Files to a Workspace
When you’re viewing assets in a gallery on the Portal, click on an image to bring up the single-image view. In the footer you’ll see a series of icons to allow you to take actions on the image; click the “Add file to Workspace” icon to select an existing Workspace or create a new Workspace and add the image to it.
While browsing search results on the Portal, you can add individual images to a Workspace in the single-image view by clicking the “Add file to Workspace” icon.
When you’ve opened a Workspace, you’ll have two main columns in your Workspace view. On the left you’ll see Workspace info, like its name and description, and tabs to view filter by Custom Filters, filter by Approvals, and filter by Orientation so you can narrow down the assets you want to work with. On the right you’ll see all the assets in the Workspace, and hovering over an asset thumbnail gives four actions you can take on that asset: download (if permitted), approve (if permitted), add to or remove from a Custom Filter, and select (for batch actions).
You can sort the contents of a Workspace by Filename (alphabetically) or by Last Modified (by last action taken). Use the arrow to the right of the “Sort by” drop-down to reverse the sort order.
Clicking on an individual asset’s thumbnail takes you to the Single-File view for that asset. On the left you’ll see the asset and a list of users who have approved that asset; on the right you’ll see two tabs, one containing File Info (including IPTC Description/Caption, the filename, date taken/date uploaded/date modified info, and the asset dimensions and file size) and one containing comments that you or other users have left on that asset in the Workspace. You can switch between these tabs by clicking on their names or by using the icons in the footer.
You can also download that asset, if you have permission to do so, by clicking the download icon in the footer.
Users who don’t have permission to download, approve, or comment on images won’t be able to take those actions in the Single-File view.
Collaborating in a Workspace
Once files have been added to a Workspace, there are a number of actions users can take on those files.
Curate Sets of Files With Approvals
Approvals enable you to collect feedback from your team in real time so you can easily curate the best assets for your workflow. Library Staff or any Invited User with “Approvals & Comments” permission can approve files.
In the Workspace view, hover over an asset and click the thumbs-up icon to approve it—click it again to remove approval.
In the Single-File view, click the blue “Approve” button to approve that asset, and click the gray “Approved” button to remove approval.
Leave and Collect Feedback With Comments
Comments enable you to host real-time conversations in Workspaces. Comments are always related to a file so your team can get specific with their feedback, likes, and dislikes on any individual asset. Library Staff and any user with “Approvals & Comments” permission can leave comments on assets in a Workspace.
In the Workspace view, you can see which assets have comments with the message icon beneath the asset. Click on an asset to enter the Single-File view, and then click the “Comments” tab on the right to view or leave comments on that asset.
Comments update in real time with timestamps and cannot be edited or deleted.
Narrow Down Your Files With Custom Filters
Custom Filters empower users to organize files in Workspaces by marketing channel, campaign, project status, team, or department—whatever your team needs to get the job done. Any user who has access to the Workspace may create new Custom Filters, add files to Custom Filters, and use Custom Filters to narrow down their view in the Workspace.
While in the Workspace view, you can create a new Custom Filter by opening the “Custom Filters” tab on the left and clicking the “New Custom Filter” button.
Once you’ve created Custom Filters for your workflow needs, you can add a single file to a Custom Filter by hovering over its thumbnail in the Workspace view and clicking the “Add to Custom Filter” button.
Need to rename a Custom Filter? In the Workspace view, open the “Custom Filters” tab and hover over the filter name on the left. Click the pad and pencil icon to edit the Custom Filter name.
Other Filters for Specific Results
Along with Custom Filters, you can further customize the Workspace view and which assets you’re working with by using the “Approved by” and “Orientation” filters in the left column.
The “Approved by” filter enables you to view the assets that have been approved by a specific user or a specific group of users. Just open the “Approved by” tab on the left and check the boxes next to each user name to filter your Workspace and view the assets those users have approved.
The “Orientation” filter is an easy way to find all the vertical assets, horizontal assets, or square assets in your Workspace. Open the “Orientation” tab and select the image layout you want to find and the Workspace will update in real time to show you those assets. You can select more than one Orientation filter at once to get exactly the results you need.
Selected filters will appear blue; to deselect an Orientation filter, just click it again.
Upload New Files to a Workspace
Along with files from your Library, collaborators from outside your organization can be invited to upload assets directly to a Workspace so all of your project files are in one place. Library Staff or any user with “Upload” permission can upload to a Workspace.
When you’re viewing assets in the Workspace, click the upload button in the footer to bring up the Workspaces uploader. You can also drag files into a Workspace, without clicking the upload button, to start an upload.
You can drag files directly from your desktop into the upload window or click “Select Files” to choose files from your computer. You can also choose to apply Custom Filters to the files in your upload by selecting a filter from the drop-down in the top left.
Once uploaded, your files will appear in the Workspace view among the assets pulled from the Library.
Download Files From a Workspace
Library Staff and any user with “Download” permission can download individual files (and batches of files) directly from a Workspace to save them locally. In the Workspace view, click the download icon in the footer to download all assets in the Workspace.
To download a single file, click that asset’s thumbnail to enter the Single-File view and click the download icon in the footer to download it.
Use Batch Actions to Work With Sets of Files
Some workflows call for you to be able to work with multiple files at once. Workspaces enables your team to curate selected batches of files and quickly take action on them. Batch actions can apply to all files in a Workspace or a set of files you select. Use batch actions to approve multiple files at once, add them to a Custom Filter, or download.
Any Workspace user may select assets in batch, but they will only be able to take actions that they have permission to take—for example, only users with download permission will be able to download.
Batch Selecting and Batch Actions
In the Workspace view, click the check icon on the thumbnail of an asset to select individual assets. You can then click the check icon on any other assets you’d like to add to that batch.
To select all assets in the Workspace, click the check icon in the footer.
Once you’re in the batch select state and have selected the assets you want to take action on, you can use the toolbar icons in the footer to download, approve, apply Custom Filters, remove, and select/deselect all assets in the Workspace.
To download the selected batch of assets, click the download icon in the footer.
Note: this action requires permission.
You can approve all assets in the selected batch by clicking the thumbs-up icon.
Note: this action requires permission.
Apply Custom Filters to all selected assets by clicking the Custom Filter icon.
Removing Files From a Workspace
When project files are no longer needed in the Workspace, you can remove them from view. You can also delete Workspaces to keep your workflow streamlined.
Note: it is not currently possible to recover deleted workspaces or to recover files removed from a Workspace (Library files will remain in the Library, but any directly uploaded files will need to be uploaded again).
To remove one asset from a Workspace, click the check mark icon on the asset thumbnail in the Workspace view and click the trash icon in the footer to remove it from the Workspace.
To delete multiple files at once, select them in batch before clicking the trash icon.
If you have any questions, notice an issue, or need help, please don't hesitate to contact the Customer Success team at firstname.lastname@example.org.