Sharing files with others using the Pro Client of Elvis 6

Sharing files with others is done for many different reasons, including:

• Approve, reject or comment on files internally by editors or externally by clients and customers
• Letting a production team use them in an upcoming publication
• Distributing them to internal or external users for their reference (such as documents, presentations or videos)

You share a file by sending a hyperlink (referred to as a 'Shared Link') to the recipient. This hyperlink gives that recipient access to only those files in Elvis that you share.

Figure: Files in Elvis (top) and when viewing them in a Shared Link (bottom).

Who you can share the files with

The Shared Link can be sent to anyone, including those that do not exist as a user in Elvis. No log-in is required to view the files.

Controlling what users can do with the shared files

You can control whether or not a user can perform the following actions:

• Preview files
• Download files
• Upload new files
• Approve, reject, or comment on files

Sharing files and watermarks

To prevent illegal use, a watermark can be added to images. This affects file sharing in the following ways:

• When images show a watermark for the user who shares the files, the option to download the original file cannot be set (this is because that file does not contain the watermark and may therefore not be downloaded).
• When images do not show a watermark for the user who shares the files, a watermark can optionally be added by setting the 'Watermark' option.

Sharing files versus sharing Collections

You can share individual files or Collections. The benefit of using Collections is that when updating the Collection (for example by adding or removing files), the Shared Link is also updated.

Editing Shared Links

Once the Shared Link has been created, you can at any time update the settings such as the name, description and options. Adding or removing files is only possible by sharing a Collection.

Creating the Share Link

Step 1. In the search results panel, select the files or Collection that you want to share and click Share in the menu.

Figure: The Share button in the menu of the search results panel.

Tip: Other ways of accessing the Share option are: Right-clicking the selected file or Collection and choosing Share... from the menu. Using keyboard shortcut S. Accessing the Pinned Collection panel, open the menu for a Collection and choosing Share... from the menu. Choosing Share from the action menu of a Collection.

The Share page appears.

Figure: The Share page before filling in all the details.

Step 2. Set the options as needed:

Note: Depending on your access rights, you may or may not have access to all options. When in doubt, contact your system administrator.

Option	Description
Subject	Enter a short subject.
Description	(Optional) Enter a description of the files or leave a message for the recipient.
Link valid until	Set the date when the link should expire.
Watermark	(Off by default) Add a watermark. Notes: This option is only visible when the watermarking feature is enabled. This option applies to images only.
Download	Preview. Download the preview of the file. Note: The 'Preview' option is automatically selected when the 'Original' option is selected. Original. Download the original file. Notes: The 'Original' option is always used in combination with the 'Preview' option; it is not possible to only have the 'Original' option selected without having the 'Preview' option selected. This results in the following behavior: When selecting the 'Original' option, the 'Preview' option is also automatically selected. When both 'Preview' and 'Original' are selected and the 'Preview' option is cleared, the 'Original' option is also cleared. The 'Original' option is disabled when the 'Watermark' option is selected. This is because a watermark is never applied to the original image; it should therefore not be possible to download this version without a watermark when watermarks are required. [Download preset name]. Download the original file by using a Download preset such as a particular resolution or size, with or without metadata, and so on. Figure below: an example of how selecting 2 download options (top) appear for the user as options in the Download button (bottom).
Upload	(Off by default) Select when you want the user to be able to upload files. You can specify a folder by choosing an existing folder or by creating a new folder.
Approve	(Off by default.) Select when you want the user to approve or reject a file and to add a comment to the file.
Notify by e-mail	(Off by default.) (Only available when Upload and/or Approve are enabled.) When files are shared, one or more users can be notified by e-mail when a change is made: A user approves or rejects a file A user uploads a file Typically, the recipients of these e-mails are the creator of the Shared Link (when the user is asked to upload files), or a team of users who are involved in a reviewing process. For each user, enter their e-mail address. Separate multiple e-mail addresses with a comma. Note: For the content of the e-mail that is sent, see Managing languages in Elvis 6.

Step 3. In the bottom right corner of the screen, click Share.

The Share Link is created and presented in a window.

Step 4. Do one of the following:

• Click the link to open it in a Web browser
• Right-click the link and choose Copy from the context menu or click the Copy link button

Step 5. Share the link in some way, for example by including it in an e-mail that you send to all users who you want to see the files.

When the link is accessed, a Web page opens showing all files that are shared.

Figure: The shared files as the recipients sees them.

Managing Shared Links

Once a Shared Link has been created, you can edit the options of the link, view the link or delete the link.

To see an overview of all Shared Links, click Shared Links in the top right corner next to your avatar.

Figure: Click Shared Links (A) to see an overview of all Shared Links (B).

Tip: To quickly find a Shared Link when many links exist, use the filter on the left.

Customizing the list for sorting assets

Info: This feature requires Elvis 6.6 or higher.

When accessing the Shared Link, the displayed assets can be sorted by using the Sort list.

Figure: The Sort list in the Pro client.

This list contains default items to sort the assets on, but the system administrator can also customize this list to show specific items only. For more information about the default items and how to modify the list, see Customizing the list for sorting assets.

Document history

• 5 March 2020: Updated the description of the 'Notify by e-mail' option in section 'Creating the Share Link'.