Collections

A collection is a group of assets that is curated for quick access. Like assets, collections can be assigned metadata via a metadata template.

Collections can be Private or Shared:

• Private collections are only accessible by the collection creator. There are no security templates assigned to them. If you assign a security template to a collection, it is considered a Shared collection.

  On the Collections page, Private collections display their names in a red bar.

• Shared collections are accessible by other users. You can share a collection with specific groups by assigning security templates, or with specific internal users via user id or email.

  When viewing shared collections, users can only see the assets they are permitted to view, as permitted by the asset’s assigned security templates.

Collections page:

Create a collection

You can create collections from the Content gallery, the Cart, the Collections page, and the Upload Assets page.

• To create a collection from the Content gallery or the Cart, you select assets and add them to a new collection. See Create a collection from the Content gallery or the cart.

• From the Collections page, you can create an empty collection and then add assets to it later. You can continue adding assets to collections regardless of the method used to create it. See Create an empty collection from the Collections page.

• In the Upload Assets page, you can create a new collection by entering the name in the Add to Collection field. See Create a collection from the Upload Assets page.

Create a collection from the Content gallery or the Cart

In the Content gallery or the Cart , you can create Private or Shared collections with assets that you select.

• Private collections are only accessible by the collection creator. There are no security templates assigned to them. If you assign a security template to a collection, it is considered a Shared collection. For details, see Create a Private collection from Content gallery or the Cart.

• Shared collections are accessible by other users. You can share a collection with specific groups by assigning security templates to the collection, or with specific users via user id or email. For details, see Create a Shared collection from Content gallery or the Cart.

Create a Private collection from Content gallery or the Cart

Private collections are only accessible by the collection creator. There are no security templates assigned to them. If you assign a security template to a collection, it is considered a Shared collection.

To create a private collection:

1. In the Content gallery or the Cart , select the assets for the collection. Then open the task bar context menu and choose Manage Collections to open the Manage Collections dialog.

   

2. In the Manage Collections dialog, display the Create a New Collection tab.

   

3. Enter a Collection name.

4. Set the Collection Type as Private.

5. Leave the default metadata template selection of Secure Collections.

6. Click Create Collection. The collection is created and added to the list on the Collections page.

Note: The collection preview will automatically be set to the most recently uploaded image asset in the selected set of assets

Create a Shared collection from Content gallery or the Cart

Shared collections are accessible by other users. You can share a collection with specific groups by assigning security templates to the collection, or with specific users via user id or email.

To create a shared collection from the Content gallery or the Cart:

1. In the Content gallery or the Cart , select the assets for the collection. Then open the task bar context menu and choose Manage Collections to open the Manage Collections dialog.

   

2. In the Manage Collections dialog, display the Create a New Collection tab.

   

3. Enter a Collection name.

4. Set the collection as Shared.

5. Select one or more Security Templates. This determines the user groups that can see or modify the collection.

6. Leave the default metadata template selection of Secure Collections.

7. Click Continue. The collection is created and added to the list on the Collections page.

Note: The collection preview will automatically be set to the most recently uploaded image asset in the selected set of assets

Create an empty collection from the Collections page

You can create empty Private or Shared collections from the Collections page, then add assets to them later.

Private collections are only accessible by the collection creator. There are no security templates assigned to it. If you assign a security template to a collection, it is considered a Shared collection.

Shared collections are accessible by other users. You can share a collection with specific groups by assigning security templates, or with specific users via user id or email.

• Create an empty Private collection from the Collections page
• Create an empty Shared collection from the Collections page

Create an empty Private collection from the Collections page

Private collections are only accessible by the collection creator. There are no security templates assigned to them. If you assign a security template to a collection, it is considered a Shared collection.

To create an empty Private collection from the Collections page:

1. On the Collections page, click New Collection. The New Collection dialog appears.

   

2. In the New Collection dialog, select a Collection Type of Private.

3. Leave the default metadata template selection of Secure Collections.

5. Enter the Collection Name.

6. Click Continue. The collection is created and added to the list on the Collections page. It is ready for assets to be added.

Create an empty Shared collection from the Collections page

Shared collections are accessible by other users. You can share a collection with specific groups by assigning security templates, or with specific users via user id or email.

To create an empty shared collection from the Collections page:

1. On the Collections page, click New. The New Collection dialog appears.

   

2. In the New Collection dialog, select a Collection Type of Shared.

3. Select one or more Security Templates to apply to the collection. This specifies which user groups can access the collection and what they can do with the assets in the collection.

4. Leave the default metadata template selection of Secured Collections.

5. Enter the Collection Name.

6. Click Continue. The collection is created and added to the list on the Collections page. It is ready for assets to be added.

Create a collection from the Upload Assets page

When you add files to Tenovos, you can create a new collection as part of the upload process. In the Upload Assets page, you can choose to add the assets to an existing collection or enter the name of a new one. For details, see Upload assets to a collection.

Replace the collection preview

You can replace the thumbnail preview of your Private collections and the Shared collections that you have permission to modify. You can do this in two ways.

To replace a collection preview using a local file:

1. Display the Collections page and open the context menu for the collection.

   

2. Click Replace Preview. If you do not see this menu option, you do not have the required permissions for the collection.

3. On your computer, locate and select the replacement preview image.

4. At the Update Thumbnail confirmation prompt, click Update.

To replace a collection preview using an asset in your collection:

1. Display the Collections page and open your desired collection.

2. Navigate to the asset that you would like to use as the collection preview. Click Set as Collection Preview. If you do not see this menu option, you do not have the required permissions for the collection.

   

3. You will receive a confirmation message when the collection preview has been replaced.

Add a collection to the Home page

To add a collection the the home page, the collection must first be Featured. Featuring a collection means that it has been promoted for home page visibility.Featuring a collection can be performed by a user who has access to view the collection and whose role contains the 'Configurations Management' role privilege.

How to Feature a single Collection

1. Display the Collections page and open the context menu for the collection.

2. Click Feature Collection. If you do not see this menu option, you do not have the required permissions for the collection.

   

How to Feature multiple Collections

1. Display the Collections page.

2. Select the collections you would like to feature and click the Feature Collections button in the top right hand corner.

   

   If the Feature Collections button is not active upon selecting multiple collections, you either do not have the required permissions for the one of the selected collections, or some of the selected collections are already featured.

   Note: If all selected collections are already featured, the button will say 'Un-Feature Collections'.

How to Un-Feature a single Collection

1. Display the Collections page and open the context menu for the collection.

2. Click Un-Feature Collection. If you do not see this menu option, you do not have the required permissions for the collection. Collections can also be un-featured directly from the Configurations > Featured Collections page.

How to choose the order in which Featured Collections are show on the Home Page.

This topic is covered in Featured Collections documentation within Configuration Administration.

Change the Collection Type

After you create a collection, you cannot directly modify the Collection Type of Private or Shared. You can, however, add the collection assets to the Cart and then create a new collection–either Private or Shared.

Edit collection settings

You can modify the Metadata Template, Collection Name, and collection metadata for a Private collection and the Shared collections that you have permission to modify. For Shared collections, you can also change the Security Template selections.

To edit collection settings:

1. Display the Collections page.

2. Open the context menu for the collection you want to modify and click Edit Metadata. The collection’s settings dialog opens.

3. Make the required changes then click Continue to apply your edits.

Add Tenovos assets to an existing collection

You can add assets to your private collections and to the shared collections that you are permitted to modify. A single collection has a limit of 5000 assets that can be added to the collection.

NOTE: You can also create a new collection with assets you select. For details, see Create a collection from the Content gallery or the Cart.

To add assets to an existing collection:

1. In the Content gallery or the Cart , select the new assets for the collection. Then open the Collections page context menu and choose Manage Collections. The Manage Collections dialog opens.

2. In the Manage Collections dialog, display the Manage Current Collections tab.

3. Select the destination collection. At the prompt to “Add selected assets to this collection?” click the checkmark. The assets are added to the collection you selected.

Upload assets to a collection

When you add files to Tenovos, you can create a new collection as part of the upload process. In the Upload Assets page, you can choose to add the assets to an existing collection or create a new one.

• To add the assets to an existing collection, click the Add to Collection field in the Upload Assets page and select a collection from the dropdown list.

• To create a new collection, type the new name in the Add to Collection field. If the collection does not already exist, Tenovos automatically identifies your entry as a New Collection. See the following Step 5 for details about creating a new collection via the Upload Assets page.

To upload assets to a collection:

1. In the Tenovos navigation bar, click Add Files. The Upload Assets page appears.

2. Drag and Drop the files to upload to Tenovos.

3. Select one or more Security Templates. This sets the permissions for the uploaded assets.

4. Select a Metadata Template. This tags the uploaded assets with the applicable attributes.

5. In Add to Collection, you can add the uploaded assets to an existing collection or create a new one.

   • To add the assets to an existing collection, click the Add to Collection field and select a collection from the dropdown list.

     

   • To create a new collection, type the new name in the Add to Collection field. If the collection does not already exist, Tenovos automatically identifies your entry as a New Collection.

     

     A. After typing in the new name, click its entry in the Add to Collection dropdown list. The New Collection dialog opens.

     

     B. Select a Collection Type of Private or Shared.

     C. Select the Metadata Template "Secured Collection."

     D. Re-enter the Collection Name.

     F. Click Continue. The collection is created and is displayed in the Add to Collection field. Proceed to the following Step 6.

     

6. In the Upload Assets page, click Associate Project to select a related project for the assets. (Optional.)

7. Provide the information required by the metadata template that you selected in Step 4.

8. Click Upload Assets. Tenovos uploads the assets to the collection you specified.

Download assets from a collection

You can download assets from your Private collections and assets in Shared collections that you are permitted to download.

To download assets from a collection:

1. In the Collections page, open the collection. You can download a single asset, Download Selected or Download All:

   • Download a single asset. Open the asset's context menu and click Download. The system Save dialog box is displayed. Save the asset to the required location.
   • Download Selected. Select the assets to download. Click Download Selected. Tenovos begins processing your request.
   • Download All. In the task bar, click Download All. Tenovos begins processing your request.

2. If you chose to Download Selected or Download All, open the Jobs page, and locate the request. When the Status is "Complete," you can Save the ZIP file to your system.

Remove assets from a collection

You can remove assets from your Private collections and the Shared collections that you are permitted to modify.

To remove assets from a collection:

1. In the Collections page, open the collection and select the assets to remove.
2. Open the Collections page task bar menu and choose Remove from Collections. (CAUTION: You will not receive a confirmation prompt.) The assets are removed from the collection.

Add a collection to the Cart

You can add a collection of assets to the Cart for future actions. When there are assets in the Cart, a number on the Cart icon displays the asset count.

To add a collection of assets to the cart:

1. In the Collections page, open the collection.

2. In the page task bar, click Select All to select all the collection assets.

3. Click Add To Cart. The assets are added and the Cart icon displays its new asset count.

Delete a collection

You can delete your Private collections and the Shared collections that you are permitted to modify.

To delete one or more collections:

1. Display the Collections page.

2. To delete a single collection, open its context menu and click Delete Collection.
   To delete multiple collections, select them, then click Delete in the page task bar.

A collection's context menu:

3. At the prompt, click Delete.

Share a link to collections and their assets

You can share links to collections and their assets with internal users—users with credentials to the system. For Shared collections, you can send a link to a specific collection or selected assets in that collection. For Private collections, you can send a link to assets you select in that collection.

Email a link to a collection

You can email internal users a link to a Shared collection.

For Private collections, you can only send a link to assets you select in that collection. For details, see Email a link to selected assets in a collection and Generate a link to assets in a collection.

To email a link to a Shared collection:

1. On the Collections page, locate the collection to share. Then open its context menu and click Share.

2. In the Share Collection dialog, search for and select the email addresses of the internal recipients. As you type, Tenovos presents a list of potential matches from which you can select. (You can select multiple user accounts.)

3. (Optional.) In the text box, edit the default message.

TIP: You can copy the link in the text box and share it via other distribution channels such as your organization's messaging app.

4. Click Share to send the email. The recipients receive an email similar to the following.

Email a link to selected assets in a collection

You can send an email with a link to assets you select in a Private or Shared collection. You can only send the email to internal recipients.

To email a link to selected assets in a collection:

1. On the Collections page, locate and open the collection.

2. Select the assets to share, then click Share in the task bar. The Share Asset dialog opens.

3. Enter the email addresses of the internal recipients. As you type, Tenovos presents a list of potential matches from which you can select.

4. Click Share to send the email. The recipients receive an email similar to the following.

Generate a link to assets in a collection

You can generate and copy a link to assets you select in a Private collection or Shared collection. Only internal users can follow the link and view the assets.

To generate a link to assets in a collection:

1. On the Collections page, locate and open the collection.

2. Select the assets to share, then click Share in the task bar. The Share Asset dialog opens.

3. Display the Internal Link tab, then click Copy Link. You can now share that link.