Sharing Bookmarks in Assets

Info: This feature requires Assets 6.79 or higher. It replaces the Search Preset feature of previous versions.

Working on files in Assets starts by searching for these files. Some files are searched for on a regular basis, such as those in a particular location, with a particular status, and so on.

Users can save often used searches as a Bookmark. These appear in a list in front of the Search box of Assets.

System administrators can share any Bookmark that is created by a user with other users. This way, often used searches can be made available as a Bookmark to multiple users so that they do not have to manually enter or be aware of the search criteria themselves.

Shared Bookmarks can be recognized by the users icon next to their name in the Bookmark menu.

Figure: The Bookmarks menu showing Bookmarks that are pinned and Bookmarks that are shared between users.

This article explains how to share Bookmarks.

Requirements

• Managing Bookmarks is done by using the Management Console and requires an account with admin credentials.

• Bookmarks can only be assigned to user groups, not to individual users. Make sure therefore that user groups have been set up.

Managing Bookmarks

Managing Bookmarks is done on the User Groups page in the Management Console.

Step 1. Access the Management Console and choose Permissions > User Groups.

The Manage User Groups appears.

Step 2. In the menu at the top, select Bookmarks.

Sharing Bookmarks

Bookmarks can be shared by assigning them to a user group.

This can be done manually or as part of copying Permissions from an existing user or user group.

Assigning a Bookmark manually

Step 1. Access the Bookmarks page (see above).

Step 2. From the list of user groups, select the user group to which the Bookmark needs to be assigned.

Tip: Use the Filter to narrow down the results in the list by typing any part of a name.

Step 3. From the list of Bookmarks, select the Bookmark that needs to be assigned to the group.

Tip: Filter the list by name, user, or Bookmark ID (shown in the URL of the Bookmark as &bookmark=<id>)

To indicate that this Bookmark is now shared, the name turns blue and a check mark appears in front of it.

Copying Permissions

Copying Permissions is an efficient way of quickly assigning an existing set of Permissions to a user group.

Warning: When copying, all existing Permissions for that user group will be replaced.

Step 1. From the list of user groups, choose the user group from which you want to copy the assigned Permissions.

Step 2. At the bottom of the list, click the Copy button.

The 'Copy Permissions To' window appears.

Step 3. From the list of user groups, choose the user group to which you want to copy the Permissions.

Step 4. In the list of Permissions, select which type of Permissions should be copied.

Step 5. Click Copy.

The Permissions are copied.

Editing, deleting or creating Bookmarks

Editing or deleting a Bookmark is done by clicking the pencil icon for the Bookmark. Assets will open with the Bookmark active from where it can be changed or deleted.

Creating a new Bookmark can only be done in Assets, not through the Management Console.

For details, see Searching for files using Assets.