Managing Collections

Collections are a user-curated set of assets which can be saved for later use or shared to internal or external recipients. Assets may be collected across multiple folders or contexts.

Collecting assets

Creating a collection

1. Select assets, then click Collect when the selection bar appears.
2. A side panel will appear. In the Collection name field, enter the name of your new collection.
3. Your collection will now appear in the lefthand collections sidebar as a favorited collection.

Adding to a collection

1. Select assets, then click Collect when the selection bar appears.
2. On the Collections pane, there are two tabs: Browse and Selected. Check the collections you want to add your selection to. You may remove a collection by un-checking its option from the Browse tab or the x icon in the Selected tab.
3. Once you have chosen all relevant collections, hit Save.

Removing assets from a collection

To remove an asset from a collection, right-click on an asset and click Remove from collection on the context menu. You can remove a selection of multiple assets using the same process.

Viewing collections

Collections may be accessed via the collection icon () in the navigational sidebar. The sidebar itself shows only favorited collections, select View all to see all collections your user has access to. From here you may manage your collections including favoriting, sharing, and deleting (depending on your user role ). Collections may be viewed as a card gallery or in a list. Selecting a collection will load its assets into the asset gallery.

Favoriting collections

Only favorited collections will appear in the collections sidebar. Collections you create will be favorited automatically, while collections which have been shared with you will need to be manually favorited. To do so, either use the View all collections button along the foot of the sidebar, or theicon which accompanies each collection and toggle your favorites with the  icon.

Sharing collections

Collections may be shared with other NetX users via custom roles that allow you to control which actions may be performed by these users. Assets may be shared externally via share links .

Roles

When sharing a collection, you can assign member roles that grant certain privileges to the collection object itself. These roles are not related to user levels and are subject to standard asset permissions  — even if a user is given a role (such as manager), they will not be able to view assets they have not been granted permission to access.

• Viewers: Viewers can view the collection in question, but cannot add or remove assets or edit the collection in any way. Managing team access is also disabled.
• Contributors: Contributors can add and remove assets in the collection, in addition to viewing its contents. They cannot manage team access, edit the collection name, or delete the collection.
• Managers: Managers can view, add, and remove assets. Managers can manage team access, edit the collection's name, or delete it from the system. When you create a collection you will automatically be assigned a manager role. Note that all shared collections require at least one manager. If the only user account with a manager role is deleted from the system, the collection will still be accessible by those it was shared with, but can no longer be managed.

Manage team access

To share internally, initiate a Manage team access action on a collection you have manager-level access to.

1. To share, right-click on a collection tile or sidebar item, from a collection header dropdown, or the  icon on a collection tile. Select Share > Manage team access.
2. Type the user(s) or group(s) you wish to invite and select the desired Role. Note: if a user is added via multiple groups, the most permissive role will take precedence.
3. Optionally add a message that will be included in the invitation email.
4. Once you are finished, click Send. Each new team member will receive an email.

Each invitee will appear in the Team members list. To edit or remove their access, use the Role dropdown menu next to the member.

Collection actions

There are some actions which can be performed on a collection as a whole; these are accessible via the actions menu to the left of the collection name in the gallery. Note that the actions available to your user will be dependent on your user level and role assigned for that collection. 

• Add all to selection: Begins a selection using the contents of your gallery.
• Download: Downloads the contents of the collection. Any user role may perform this action as long as their user level has the ability to download assets. 
• Create PDF: Creates a PDF  of all the assets in the collection. Any user role may perform this action.
• Share: Allows you to share the collection with other NetX users or create a share link to the collection. Any user role may create a share link, but only managers are able to internally share the collection.
• Review: Begin or add the current collection to a review. All users regardless of role will be able to perform this action.
• Rename collection: Renames the collection. Note that this changes the collection's name for all users who can see this collection. This action applies only to users with the manager role. 
• Duplicate collection: Creates a copy of the current collection. Any user role may perform this action. 
• Delete collection: Deletes the collection. This action will only be available to managers.