When using Assets in a production environment, collaborating with external contributors such as photographers, designers and copywriters 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 Share Request is a Share Link
If you are familiar with sharing files with Assets, you will recognize the Share Request as an empty Share Link: a link to a Website. Instead of using the Website 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. In the top right corner of the page, click Request Upload.
The Share page appears.
Figure: The Share page before filling in all the details.
Step 3. Set the options as needed:
Note: Depending on your access rights, you may or may not have access to all options.
|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.|
(Off by default) Add a watermark.
|Upload||A default folder location is selected (a private folder in your user account, only you will see the uploaded files). 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:
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.
Note: For the content of the e-mail that is sent, see Managing languages in Assets Server.
Step 4. In the bottom right corner of the screen, click Share.
The Share Link is created and presented in a window.
Step 5. 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
This is a known issue when using Safari due to a limitation in that Web browser. To make use of the 'Copy link' button, please use a different Web browser.
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.
Files can be added by dragging them onto the page or by using the 'Browse files' button.
To finish the upload, click 'Finish upload' or enable the 'Auto finish' option while the upload is in progress.
- 22 May 2020: Updated the description of the 'Notify by e-mail' option in section 'Creating a Share Request'.