Sharing Collections

Once you've created a collection, you can choose to share the collection internally with registered users in the platform or publicly with non registered users.

To learn more about collections in general, as well as the key benefits of sharing collections, please refer to our About Collections article.

Accessing a Collection's Share Settings

First, navigate to the collection you want to share in your platform. There are two ways to open the Share Settings for a collection:

1. From the Collections page, click the share icon in the Actions column next to the collection you want to share.

       2. From inside a collection, click the ellipsis menu in the top right corner and select Share.

This opens the Share Settings page, which displays a preview of the assets in the collection on the left and the Share Options panel on the right. IntelligenceBank has two different share setting types:

• Internal Share Link (Registered Users)
  • This type is for people who are registered users of your platform. Users or groups can be selected.
• Public Share Link (Non-Registered Users)
  • This type is for non-registered users (ie: people who do not have a login or account for the platform). You can send non-registered users a public link to the collection and apply a link expiry date and time, if needed/desired on the collection. This expiry means that after that particular point in time, whomever you shared the collection with will not be able to access the assets off of that shared link.
  • Please keep in mind that only assets that are uploaded to folders where public sharing is enabled will be available to be publicly shared in a collection. If any assets within the collection cannot be publicly shared, they will be removed from the shared collection that is sent if you decide to share a collection publicly

Sharing a Collection Internally

To share a collection with an internal user or registered user on the platform, select Internal Share Link, then:

1. Enable Editable Collection, if desired. Making your collection editable will allow whomever you share this collection with to add or remove assets from the collection. This feature allows for better collaboration across users if they're using collections for shared projects, etc.
2. Select the recipient/s in the user or groups drop-down
3. Once you have selected the user/group, select the Load Users/Load Groups button, to add them to the Recipients list. You may add more than one recipient. 
4. Edit the email Subject and Message lines (if desired, and if using the Email Internal Link & Close option)
5. You can then select from the following:
   • Copy Internal Link - This allows you to copy a direct link to share in your local email or messenger platform (ie: Slack/Microsoft Teams)
   • Email Internal Link & Close - Allows you to send a direct email from IntelligenceBank to the recipients, with a link to the collection, and which notifies them that a new collection has been shared with them

Sharing a Collection Publicly

To share a collection publicly or to non-registered users on the platform, select Public Share Link (Non- Registered Users), then:

1. Set up a Link Expiry period for the collection (if desired)
2. Enable Share Metadata for the collection (if desired, which will share the assets' keywords, description, etc. along with the assets themselves in the collection)
3. Enter the recipient/s email address
4. Select the Add Recipient button, to add to the Recipients list. You may add more than one recipient. 
5. Edit the email Subject and Message (if desired, and if using the Email Share Link & Close option)
6. Select Generate Share Link and then choose from the following:
   • Copy Link - Allows you to copy a direct link to share the collection in your local email or messenger platform (ie: Slack/Microsoft Teams)
   • Email Share Link & Close - This allows you to send a direct email from IntelligenceBank to the recipients, with a link to the collection for them to access