Collections save storage and improve access to key assets

A Collection contains references to files that are already stored in your library. A Collection works just like a Folder, but does not use any storage as the files are only being referred to, not duplicated. A File can be included in multiple Collections without using any additional storage.

The main benefit of Collections is that you do not need to rearrange your files just to suit specific users or projects. Instead, Collections can be used to gather together files, and while those files might be stored in many different Folders, they will appear together in the Collection. Collections also avoid you needing to upload multiple copies of the same files, which not only saves storage but avoids duplicating your metadata and fragmenting audit logs, too. This stops your library falling into disarray over time.

Let's consider an example. Imagine your business, Travel Inc Holiday Company, has folders from different shoot locations such as New York, London, Brazil, Sydney and so on. A separate photography team works on the different continents. To suit the organisation, each location has its own set of Folders managed by that location's team. Now your marketing department wants to make a corporate poster that includes a picture from multiple locations. You could make a Collection referencing some of the best shots from each location folder, without disturbing the way the library is organised, without moving any files or uploading any duplicates.

  • To create a Collection select 'New Collection' from the action menu, and you can then choose a name and location.
  • To add a file from your library to a Collection, you can select single or multiple files and then click 'add to Collection' in the right hand menu.
  • You can create a Collection from a lightbox. This is a great way to turn a temporary, personal lightbox of files into a more permanent format that will stay in your library for shared use. Once you have decided a lightbox is finished and you want it to be part of your library, you can select 'Save as Collection' from the lightbox options menu.
  • You can create 'sub-collections' by right-clicking on an existing collection and selecting 'Create sub-Collection'.

Managing which users can access a Collection is very simple. Right-click on the Collection and choose the Edit Access option, or you can use the Actions menu if you want to edit more than one Collection. Collections are also listed under each user's permissions from the Users & Groups menu, which may sometimes be more convenient depending on your needs.

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