Requesting someone to upload files using Assets 10

When using Assets in a production environment, collaborating with external contributors such as photographers, designers, and copy writers is a regular occurrence.

An easy way of getting their files into Assets is by sending them a request to upload files, better known as a Share Request: an easy-to-use portal for uploading files.

Figure: A Share Request: a page for others to upload files to Assets with.

A Share Request is a Share Link

If you are familiar with sharing files in Assets, you will recognize the Share Request as an empty Share Link. Instead of using the Share Link to show the user images that already exist in Assets, you now use it to let the user upload files to Assets.

Creating a Share Request

Step 1. (Optional) Use the Folder Browser to create a folder somewhere in Assets in which you want to have the files uploaded.

Tip: Create the folder in your user folder if you do not want other users to have access to the uploaded files.

Step 2. With the folder selected in the Folder browser, click Request Upload in the top right corner of the page.

A dialog appears in which to fill out the necessary details.

Step 3. Set the options as needed:

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	(Optional) Set the date when the link should expire.
Download	Select what the users can download or how they can download it: Preview. Download the preview of the file. Original. Download the original file. [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.
Upload	Shows the location where the files will be uploaded to. Change this to another location when needed.
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.) 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 Share Request, 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.

Step 4. Click Request Upload.

The Share Link is created and presented in a window.

Step 5. Do one of the following:

• Click the link to open it in the Web browser.
• Right-click the link and choose Copy link address from the context menu or click the Copy link button (note: the 'Copy link' button is not available in Safari).

Step 6. 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 have files uploaded.

Using the Share Link to upload files

When the link is accessed, a Web page opens which prompts the user to upload files.

Managing Share Requests

As mentioned earlier, a Share Request is essentially a Shared Link. As with Shared Links, created Share Requests can be managed on the Shared Links page.

To see an overview of all Shared Links and Share Requests, click Shared at the top of the page.

On the page that appears, all Shared Links that are not expired are shown. For each link, the following is shown:

• The subject and the number of files that the link contains.
• A preview of some of the files that are in the link.
• The description (hover the mouse pointer over the icon to see the text)
• The dates on which the link was created and when it will expire.
• The permissions that are set.
• Actions for editing, deleting, or visiting the link.

Use the search bar and the filter on the left to quickly find the Share Request you want to manage.

Using the Share Request to upload files

When the link is accessed, a Web page opens which prompts the user to upload files.

Notes: As soon as a file is added, it is available in Assets. Added files cannot be removed by the user. Uploading files by dragging and dropping a folder is only supported in Google Chrome.