Create, share and manage collections – Bynder Support

Do you have assets that belong together or that you would like to group together? Add them to a collection and easily share the assets with other users. Collections group assets together and allow you to share the assets with internal as well as external users. Find out below how you can create, share and manage collections.

Tip

Do you wish to manage, edit, share or delete somebody else's collection?

By default, you can only manage, share and delete your own collection. When you're an administrator or content manager and you need to manage or edit somebody else's collection, ask the collection owner to share the collection with you with managing rights or to transfer the collection ownership completely.

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Tell me more about collections
View collections
Working with collections
Create a collection
Manage a collection
Share a collection
Share or publish collections with filters
Publish a collection on the portal homepage
Delete collections

Tell me more about collections

Collections

Collections are a selection of assets that have been added to that particular collection by a user. By default, the collections you created are not publicly available and can only be accessed by yourself and other users who have the permission to view collections from others.

You can decide to share your collection with internal as well as external users. When you share your collection without the requirement to login, external users will be able to view and download the content of your collection.

By default, only the owner of a collection can manage and edit the collection. If you're an administrator or content manager and wish to edit somebody else's collection ask them to share the collection with you with managing rights or to transfer you the collection ownership completely.

Public collections

Public collections are those that can be shared with external users. You can make a collection public by creating an online link (see the Manage collections section) and sharing it. In this way external users will be able to view and download the original assets as well as the available derivatives.

By default any public derivatives that are set up for your portal are not available.

Note

You need to have a feature enabled to enable downloading public derivatives in public collections. For more information, contact your Customer Success Manager.

Do you have public collections and are you concerned about whether they can be indexed by search engines? Read more about it here.

Permissions in collections

If you drill down to the details of a specific collection you can also manage permissions for this collection. The permissions granted on the collection level, overwrite those granted on the permission profile level. Managing permissions on the collection level, requires a specific feature.

You can also create a collection to share assets with the Hide by default metaproperty option, or limited or archived assets. If you share those assets in a collection, they will be visible to logged-in and not logged-in recipients. For more on Hide by default, see Add options to metaproproperties.

When you share a collection you can choose to share the collection with viewing, downloading or managing rights. Read more about Sharing collections.

Managing permissions in collections is often tied in with specific features, so contact your Customer Success Manager about them.

View collections

Go to the Collections overview page.
The left side Filter Collections menu allows you to view the collections you created, the collections you shared, the collections you received and collections that are published online.
(Optional) If you have the right permissions you can use the Show collections from dropdown to view the collections from other users and/or the collections other users shared and/or received.
Who can view collections from other users?

Users with the following right can view the collections from other users.
- View collections of other users
Users with the following right can view the collections other users shared.
- View collections other users shared
Users with the following right can view the collections other users received.
- View collections other users received

Working with collections

Create a collection

Tip

Don't forget to share your collection with the permission profiles, user groups and/or users that should be able to access it. They can't access the collection if it's not shared.

Manage a collection

Tip

Do you wish to manage or edit somebody else's collection?

By default, you can only manage your own collection. When you're an administrator or content manager and you need to manage somebody else's collection, ask the collection owner to share the collection with you with managing rights or to transfer you the collection ownership completely.

Go to the Collections overview.

Hover over the collection you want to manage and click to open the menu.

Select one of the available options:

Share collection - click Share collection to share you collection. Read more about sharing collections here.
Who has access - If the collection has already been shared you can click Who has access to view who the collection has been shared with and, if necessary, remove users.
Embed collection - click to create an embeddable link that you can use on your website. You can also embed a collection in a Guidelines page. To remove the embedding, click the View embed hyperlink, and then, the Remove embed button.
Note
- If you embed the collection, this collection becomes public and accessible to everyone. Also, even the users who do not have the download rights will be able to download this collection.
- To embed a collection you need to have the Embed collection right in your permission profile.
Publish online/View online link - click to make the collection public and allow users to view the collection without having to log in. You can copy the link and send to whoever needs to view the collection, even external users who cannot log in to your brand portal. If the collection has already been published online, you can click on the View online link and remove it if necessary. Then, the collection will no longer be public.
Note
- You need to have the Publish collections online permission to create collections that are available online.
- If you want to make an online collection available to open asset bank users, make sure that the open asset bank user has the Allow access to online collection permission.

To make an embedded collection on your website show in your brand style, you can add your own custom CSS. Use the example provided and change the # color code to your brand color.

Example:

.bynder-widget-media-list,
.bynder-widget-media-list .bynder-widget-header {
        background: none !important;
        border: none !important;
        -webkit-box-shadow: none !important;
        -moz-box-shadow: none !important;
        box-shadow: none !important;
}

.bynder-widget-header a.bynder-widget-btn {
        border: none;
        -webkit-border-radius: 0;
        -moz-border-radius: 0;
        border-radius: 0;
        background: #DD0B2F;
        text-transform: uppercase;
        text-shadow: none;
}

.bynder-widget-btn .bynder-widget-download-collection {
        border: none;
        -webkit-border-radius: 0;
        -moz-border-radius: 0;
        border-radius: 0;
        text-transform: uppercase;
        background: #DD0B2F;
}

ul.bynder-widget-media-items li:hover a.bynder-widget-media-link,
div.media-item:hover a.bynder-widget-media-link {
        border: 1px solid #DD0B2F !important;
        -webkit-border-radius: 0 !important;
        -moz-border-radius: 0 !important;
        border-radius: 0 !important;
        -webkit-box-shadow: none !important;
        -moz-box-shadow: none !important;
        box-shadow: none !important;
}

ul.bynder-widget-media-items li a.bynder-widget-media-link,
div.media-item a.bynder-widget-media-link {
        -webkit-border-radius: 0 !important;
        -moz-border-radius: 0 !important;
        border-radius: 0 !important;
        -webkit-box-shadow: none !important;
        -moz-box-shadow: none !important;
        box-shadow: none !important;
}

a.bynder-widget-btn:hover {
        background: #DD0B2F !important
}

ul.bynder-widget-media-items li:hover a.bynder-widget-media-link {
        padding: 10px
}

ul.bynder-widget-media-items li:hover a.bynder-widget-media-link {
        padding: 10px !important
}

a.bynder-widget-btn {
        background: #DD0B2F !important
}

a.bynder-widget-btn {
        background: #DD0B2F !important;
        border: 1px solid #DD0B2F !important
}

(

(Optional) To manage permissions for this collection:

Note

You need to have a feature enabled to enable downloading public mediaitems in public collections. For more information, contact your Customer Success Manager.
1. Click on the collection to display the details page, and click the Who has access hyperlink. You will get to see a list of users, user groups and/or permission profiles the collection has been shared with.
2. Click the dropdown next to a user, user group or permission profile and change the rights accordingly.
  Note
  1. You can also add select the Manage collection option for the user that gives them the permission to add to and delete assets from the collection. In this way, a user, such as a photographer, that has, for example View only permission, can add assets to the collection. Managing collection always entails Required login.
  2. If you grant the user your rights to the collection, this user will also be able to re-share the collection and manage permissions for the collection.
3. (Optional) Specify the period of time in which the permission should be active. When the end date passes, the permission switches back to the default Inherit access of owner.
4. Click Save.

Tip

The action buttons below the thumbnail of a collection tell you if the collection has been shared, embedded or published online.

Click the buttons to quickly manage your settings.

Share a collection

Tip

Do you wish to share somebody else's collection?

You can only share your own collection. When you're an administrator or content manager and you need to share somebody else's collection, ask the collection owner to share the collection with you with managing rights or to transfer you the collection ownership completely.

Go to the Collections overview.
Click on the collection to share to go to the details page.
Click Share.

Decide if you want to create a share link, so that anyone who has access to this URL can view the asset(s) or share the collection with people using their account name, email address or permission profile. Depending on your portal setup you may also be able to share the collection with user groups and permission profiles.

Share link

Click the Create link button. The moment you click this button a link will be regenerated. You can turn on and off the share link by switching the Share link toggle.
Note
- After clicking the Create link button, the name of the collection can no longer be changed.
- All assets will be publicly accessible if you create a share link without the Require login option enabled. Anyone with access to the share link can access the files.
If you don't wish to configure your share any further, click the Copy link button. You can now share the URL with others.
Click the People with access to this link can dropdown and decide which rights the recipients of this share should get.

The following two options apply to a default portal configuration. It could be that your portal varies and other options are available.
- View collection
  
  When logged-in users access the share link, their normal access rights will be applied. If they normally can view or download the assets in the portal, they will also be able to access and download the files in the share. If they normally cannot view or download these files, the assets will not be available in the share.
  
  Users who are not logged in and externals can view the shared assets.
- Download assets with watermark
  
  This will allow the user to give recipients download rights on assets that have a watermark.
  
  Users with the Download media with watermark right can select this option.
  
  Depending on your portal setup the two following option may be available.
- Download assets
  
  This will allow the recipients to download the shared assets.
Click the Copy link button to copy the URL. You can now share the link with others.
(Optional) Decide by (un)ticking the Require login box whether you want to require the recipients to login before they can access your share link. This box may ticked by default and depending on your rights you may not be able to untick it.
Note
- All assets will be publicly accessible if you share without requiring users to log in. Anyone with access to the share link can access the files.
- Depending on your permissions you may not be able to untick the Require login box.
Users with the Required login option on sharing right can toggle the Require to login box.
(Optional) Tick the Only allow download in low resolution box if you want to only allow the recipients to download the derivatives. When this option is enabled the recipients cannot download the original files. Depending on the setup of your portal, this option may not be available. For more information, contact your Customer Success Manager.
(Optional) Use the Valid from/ Valid until date pickers to set up a start and/or end date for the share.

Note

Prior to the start date and after the end date the share cannot be accessed by the recipients.
Make sure you have click the Copy link button.
Click the Save changes button to save your configuration for the Share link. You can now share the URL with others.
(Optional) Click Back if you also want to share the asset(s) with individual and or external users. See these instructions.

Share with specific people

Navigate to Collections tab.
Click the Collection you would like to share.
Click on the upper right-hand corner.
Click Add people next to Share with specific people.
Enter in the users, groups, permission profiles, or email addresses.
You can remove recipients by clicking their name, group, permission profile, or email address.

Recipients can:

Note

Depending on your permissions you may not be able to untick the Require login box.

Navigate to the Recipients can dropdown and determine the rights of each recipient.
View collection [applies to internal and external users]When logged-in users access the collection, their normal access rights will be applied. If they can normally view or download the assets in the portal, they will also be able to access and download the files in the collection. If they normally cannot view or download these files, the assets will not be available.
Download assets with watermark [applies to internal and external users] Recipients can download all assets with watermarks.
Download assets [applies to internal and external users]
- Recipients can view and download all assets. (Optional)
  
  Select Only allow download in low-resolution box if you want recipients to download the derivatives only and not the original file. To enable this option please contact your Customer Success Manager.
Manage collection [applies to Bynder users only] Recipients can view, download, manage, and edit the collection. This permission will make them a sub-owner of the collection. They can add, remove assets, change the collection name, and share with other recipients.
Require Login You can select required login option to require the recipient to log in to view the collection. Users with the Required login option on sharing right can toggle the Require to login box.

Note

Make sure the Require login box is unticked when you share with external users.

Optional fields

Add message

Enter a message that will send to the recipients.
Send email

By default, the checkbox send email is selected and will automatically send an email to your recipient(s) with a link to the shared collection. Uncheck this option if you do not want your recipients to receive an email.
Valid from/ Valid until the date selected.

Set the start and end dates for the recipient to access the collection.
Click Share.

Share or publish collections with filters

Publish a collection on the portal homepage

Collections can be featured on the homepage of your portal. You can use it to highlight specific media on the homepage and to allow your users to directly navigate to a collection.

On the homepage, featured collections are displayed in descending order based on the creation date of the collections.

Click the collection you want to add to the homepage.
Click the settings icon.
Switch the toggle to add the collection to homepage.
Click on the Edit icon to change the name or the description of the collection.

(Optional) If you want to edit the collection to, for example, add new images to the collection, do the following:

Click the Change featured images hyperlink.
To change the order of the images, drag and drop them in the hierarchy.
Click the pencil icon.
Filter for images you want to add to the collection.
Select the images and click Add media.

Note

The option to edit the collection is displayed only when the Add to homepage toggle has been switched.

Note

When publishing a collection on your portal homepage please keep in mind that the assets within the collection will be accessible to all users, regardless of permission type.

If you would like to highlight a collection on your homepage but restrict its visibility to specific users we recommend featuring the collection as a News Slider, Navigation Tile, or Quick Link.

Delete collections

Tip

Do you wish to delete somebody else's collection?

You can only delete your own collection. When you're an administrator or content manager and you need to remove somebody else's collection, ask the collection owner to share the collection with you with managing rights or to transfer you the collection ownership completely.

Make a selection below.

Delete multiple collections

Go to the collections overview page and make sure My collections is selected in the left sidebar.
Hover over the collection thumbnails you wish to delete and select them by ticking the tick box in the right top corner of the thumbnail.
Click on to remove the collections. A pop-up will appear asking for your confirmation.
Read the warning message and click on Delete collection if you wish to remove the collections permanently.

Hover over the example below for a visual walkthrough.

Note

When you delete a collection the assets inside the collection will not be deleted.

View Collection Details

You can find the details about a collection in the left sidebar of a collection.

Note

You need to be logged in to see collection details.

Collection details

In this section you can see how long ago the collection was created and how often it was viewed.

Read more about analytics here.
Shared

In this section you can see if the collection has been shared and/or if it's published online. Click Who has access to view who the collection has been shared with.

If a share link is available you can copy it or deactivate it by clicking remove link.

Read more about sharing collections here.

Learn more