How To Create And Manage Collections

Summary

A Collection is a grouping of assets that can be organized and shared. Collections can be public for anyone to view or shared selectively. By default, Collections are only visible to the creator unless the user wants to share them or mark them as public. Users can create a Collection from the Asset Bank View or the Collections tab. You can feature Collections on your homepage to drive users to a specific collection of assets. This guide will show users how to create a collection with Bynder.

Who?

This feature/solution is enabled by a Bynder Admin.

Don't have Bynder yet? Start Here.

Users with the Create a Collection permission can create their own Collections. Users who create the collection can share it with internal and external users if they have the Share Assets and Share Assets with User Groups permissions. Users with the Manage Collections permission can remove assets from a collection. Users will need special permissions to view Collections they did not create. The viewing permissions work as their name states, View Collections of other users, View Collection other users shared, and View Collection other users received. 

Why?

Collections help users efficiently categorize, share, and access assets within Bynder. Bynder allows users to decide who they share collections with, allowing for ultimate control when sharing assets. 

How?

Creating A New Collection From The Asset Bank View

  1. Navigate to your Asset Bank.

  2. You can either search or filter assets to add to a Collection. You can also add an asset to a Collection within the Asset Detail View. 

    Screenshot 2024-10-03 at 2.52.38 PM.png

  3. Select the assets you would like to add. 

    Screenshot_select.png

     

  4. Navigate to the floating toolbar on the bottom of the page, and click the file button as shown below. 

    Screenshot_Collection.png

  5. A pop-up window will open where you decide the Collection Name and Description.

    Screenshot 2023-12-22 at 12.33.48 PM.png
  6. Click Add to Collection. 

  7. Your Collection has now been created and can be viewed in My Collections under the Collections tab.

    Screenshot 2023-12-22 at 12.35.04 PM.png

  8. Share your Collection with the permission profile, user group, or users to you want to have access or help manage it.

Verifying Collection Membership

Once an asset has been added to one or more collections, you can manage and verify its membership directly from the Asset Detail View.

While the top toolbar is used for the action of adding assets, the Collections tab in the right-hand sidebar serves as the status indicator.

The Collections Tab: Click the Collections icon in the sidebar to see a list of all private, shared, and public collections containing that specific asset.

Understanding Visibility Icons: * Lock: Indicates a Private collection (only visible to the creator).

  • Users: Indicates a Shared collection (visible to specific users or groups).

  • Globe: Indicates a Public collection (accessible via a public URL).

Tip: For a deeper dive into all the components of this screen, see our article about Exploring the Asset Detail View

Creating A New Collection From The Collections Tab

  1. Navigate to your portal.
  2. Select the Collections tab.

  3. In the top right corner, select the Screenshot 2024-05-21 at 9.15.47 PM.pngbutton.

    Screenshot 2024-05-29 at 1.50.34 PM.png
  4. A pop-up window will appear where you can add the name and description of your new Collection. 
  5. Click Save Changes. 

Editing A Collection Thumbnail

You can edit the thumbnail of a collection if you are the owner or manager of the Collection. Only Image files can be used as Thumbnails—PDF files are not supported, even if they have an Image derivative.We recommend using images with 16:10 ratio.

  1. Navigate to the Collections tab.

  2. Hover over the Collection> Edit Collection.

    Screenshot 2024-06-03 at 12.50.42 PM.png

  3. A window will pop up with Collection details. Scroll down to the Thumbnail section. 

    Screenshot 2024-06-03 at 12.51.38 PM.png
  4. Select the Three dots.pngbutton, and press Edit thumbnail.

  5. Search or navigate the Asset Bank or Collections to locate the image you’d like to use as a collection thumbnail. 

    Screenshot 2024-06-03 at 12.53.07 PM.png

  6.  After selecting an asset, you can preview the thumbnail before saving.

    Screenshot 2024-06-03 at 12.53.36 PM.png

Sharing A Collection

  1. Navigate to your Portal.
  2. Select Collections> My Collections.
  3. Hover over the Collection you would like to share.
  4. Click the Three dots.png button.
  5. Select the Screenshot 2024-02-06 at 2.47.20 PM.png button.

  6. A new window will appear where you can select Add People or Create Link.

    Screenshot 2024-02-06 at 1.52.47 PM.png
  7. You can either share with specific users or generate a link to send to Bynder and Non-Bynder users.
    • If you share a collection but do not give the user edit rights they will not be able to share the collection with others, but can share the individual assets.
    • Create a Custom Link to create a branded link when sharing Collections.

Note: If some of your assets are hidden by default with certain metaproperty option permissions, external users will not be able to see them in a shared collection.

Removing An Asset From A Collection

  1. Navigate to the Collection tab.
  2. Select the asset you want to remove from the Collection.
  3. Navigate to the floating toolbar on the bottom of the page.
  4. Click the Screenshot 2024-08-01 at 1.40.35 PM.png button to remove the asset.

  5. Select Remove from Collection to confirm that you want to remove the asset.  

    Screenshot 2024-08-01 at 2.21.10 PM.png

Renaming A Collection

  1. Navigate to the Collections tab.
  2. Select the Collection to rename. If it is one that you created, it will appear in My Collections.
  3. In the top-right-hand corner, select the settings wheel then Edit.
    Screenshot 2024-01-31 at 12.24.21 PM.png
  4. A pop window will appear to edit the Collection Name, and description.
     

  5. Click Save. 

    Screenshot 2024-01-31 at 12.31.16 PM.png

Viewing A Collection

  1. Navigate to your Portal.
  2. Select the Collections tab.

  3. Search, filter, and view collections through the following options: My Collections, Collections Shared, Collections Received, and Published Online.

    Screenshot 2024-07-08 at 3.12.22 PM.png
    • (Optional) If users have the permission, users can apply the Show Collections from the dropdown to view the Collections of other users, view Collection other users shared, or view Collection other users received.

Viewing Collection Details

To view the details of a Collection, you must be logged into your Portal. The details available are based on the permissions granted to the user.

  1. Navigate to your Portal.
  2. Select My Collections: Collections shared, Collections received, or Published online.
  3. Select the Collection you would like to view details of.
  4. On the lefthand side of the Collection Page, you can see the following details:
    • Description
    • Date created
    • Owned by: who owns the Collection.
      • If you have permission, you can select the button and transfer ownership of the Collection.
    • Who has access: view who has access to the Collection.
    • Collections links: if published online
    • Statistics: links you to the Collections Dashboard in Advanced Analytics to provide additional insight into your Collections. 
      • This will only appear if you have access to Advanced Analytics

Deleting A Collection

  1. Navigate to Collections.
  2. Select Collections.
  3. Click My Collections if it is a Collection you created. If it is a Collection another user shared with you, click Collections shared.

  4. Select the Collection; you can select more than one Collection to delete.
     

    Screenshot 2023-12-22 at 12.46.16 PM.png
  5. Click the trash.pngbutton.
  6. Read the note, as this action is permanent and cannot be undone.
    Screenshot 2023-12-22 at 12.59.52 PM.png
  7. Click Delete collection. 

Note: Assets will not be deleted when a collection is deleted. 

FAQs

Is there a limit to the number of assets you can add to a Collection?

We recommend not going above 15k assets. 

Can I make all assets visible in a collection regardless of whether the assets are "hidden by default?" 

If you would like all assets in shared collections to be visible regardless of hidden by default option permissions, please contact Bynder Support for more information.

Can I share multiple collections at once?

Currently, it is only possible to share one collection at a time.

When I search for a Collection in the search bar, will it retrieve all the assets in my Collections? 

No, the search bar will allow you to search for the Collection name, not the assets in the Collection. 

Related Articles

How To Manage Permissions In Collections

Exploring the Asset Detail View

How To Feature A Collection On Your Portal Homepage

How To Transfer A Collections Ownership

Level: Proficient

Proficient-level articles are for users who have some prior Bynder knowledge. These articles require you to know the basics and may also require higher-level portal rights to accomplish the task outlined within the article. 

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