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 Web page. Instead of using the page to show the user images that already exist in Assets, you now use it to let the user upload files to Assets.
When one or more files are selected in a Share Request, the Metadata panel appears. Adding metadata is an important part of adding files to Assets.
The panel contains a group of generally used fields but fields can be added or removed by the system administrator. Note that fields do not appear in the Metadata panel when the user who created the Share Request does not have viewing permission for those fields.
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 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.
Managing Shared Request
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 Links in the top right corner next to your avatar.
Figure: Click Shared Links in the top right corner to see an overview of all Shared Links.
Tip: To quickly find a Shared Link when many links exist, use the filter on the left.
Using the Share Request to upload files
When the link is accessed, a Web page opens which prompts the user to upload files.
Step 1. Add files or folders by dragging them onto the page or by using the 'Browse files' button.
Step 2. Select one or more files to make the Metadata panel appear. Fill out the fields where needed.
Step 3. Finish the upload by clicking 'Finish upload' or by enabling the 'Auto finish' option while the upload is in progress.
When the upload is finished, the uploaded files are shown.
Step 4. (Optional) Upload additional files when needed.