Sharing assets

What you can share

Link to	What the recipient sees	Options
One file	That file.	Expires, Allow download, Password protect, Note (optional)
A selection of files	Exactly the files you selected.	Expires, Allow download, Note (optional)
A folder	What the folder and its subfolders contain at the moment the link is opened. Files you add later appear without a new link.	Expires, Allow download, Note (optional)

Share one asset

Steps

1Open the share dialog of the file in one of these ways:
1. On the asset page, click Share.
2. In the Library, hover over the file and click the share icon, or right-click it and click Share.
3. In the Library, select only that file and click Share in the bar.
In Share asset, click the Public link tab.
Optional: In Expires, choose the last day the link works. Leave it empty for a link that doesn't expire.
Optional: Turn off Allow download to make the link Preview only.
Optional: Turn on Password protect and enter a password of 8 to 128 characters. Send it to the recipient separately.
Optional: In Note (optional), write who the link is for, such as Press kit for the October issue. The note is shown on the link page.
Click Generate link.

The new link appears at the top of Active links below, with its options. Click the copy icon to copy it, then send it to the recipient.

Note

The share dialog opens on the Team tab, which isn't working yet: the people listed there are examples, and sharing with them saves nothing and notifies nobody. To give colleagues access to files, use folder access.

Share a selection of files

Steps

In Nucleo, go to Catalog > Assets > Library.
Select the files. Use Cmd-click (Ctrl-click on Windows) to add files.
Click Share in the bar at the bottom of the page.
Optional: In Share files, set Expires, turn off Allow download, and write a Note (optional).
Click Generate link.
Click the copy icon to copy the link, or the open icon to see it as the recipient will.
Click Done.

Note

A selection link can include up to 200 files. The selection is cleared when you open another folder or change the search, so gather files from one place, or search for them, before you share.

Share a folder

Steps

In Nucleo, go to Catalog > Assets > Library.
In the Folders tree, hover over the folder, click the menu icon, and then click Share.
Optional: In Share folder, set Expires, turn off Allow download, and write a Note (optional).
Click Generate link.
Copy the link, and then click Done.

Caution

A folder link shows everything the folder and its subfolders contain, now and in the future, to anyone who has the link. Check what's inside before you send it, and revoke it when the recipient no longer needs it.

What the recipient sees

The link opens a page with no Nucleo menus. It shows the name of the folder, or how many files were shared, the total size, the date the link is available until, and your note. Below, each file has its preview, its name and size, and a download button.

Link settings	What happens
Downloads allowed, several files	A Download all (.zip) button downloads every file in one archive, and each file has its own download button.
Downloads allowed, one file	The file has its download button.
Preview only	The page shows a Preview only badge. Recipients see reduced previews, up to 640 pixels wide, and can't download the originals.
Password protected	The recipient first sees This link is password protected and has to enter the password to see the files. After 10 wrong attempts in a minute, they're asked to wait a minute. A link accepts at most 50 wrong passwords in an hour from everyone together: past that, nobody can unlock it until the hour is up, while people who already entered the right password keep seeing the files.
Expired	The recipient sees This link has expired instead of the files.
Revoked	The page isn't found.

Manage the links of an asset

The Public link tab of an asset's share dialog lists, under Active links, the links to that file and the selection links that include it. Links to a folder are listed only in the Shared links register. Each row shows the link, a Password badge when it has one, Download OK or Preview only, its expiry (Until a date, or No expiry), how many times it has been opened and its note.

To copy a link, click the copy icon on its row.
To revoke a link, click the trash icon on its row, and then click Revoke link to confirm. The link stops working immediately.

See and revoke every shared link

The Shared links register lists every public link in your company: single files, selections and folders. It's the place to answer "which links are out there, and how do I close one?"

Steps

In Nucleo, go to Catalog > Settings > Assets > Shared links.
2Find the link. For each link, you can:
1. Click Files to see the files it shares.
2. Click the copy icon to copy it, or the open icon to open it as a recipient would.
3. Click the trash icon to revoke it, and then click Revoke link to confirm.

Each row shows what the link shares (the folder, the number of files, or its title), its note, whether it has a password or is preview only, its expiry, how many times it was opened and when it was created. Expired links stay in the list, dimmed.

Note

Revoking a link only closes the public page. The shared files stay in your Library.

Considerations for sharing

A link with an expiry date works until the end of that day.
You can't change a link's options after you create it. To change them, revoke the link and generate a new one.
A password can only be set on a link to a single file.
Files moved to the Trash disappear from every link that includes them.
The Download all (.zip) archive can hold up to 512 MB of files. For larger sets, share smaller selections.
Every time someone opens a link, its view count goes up by one.
There are no collections in the Library. To hand over a curated set, such as a press kit drawn from several folders, select the files and share them with one link.

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