Collections

Collections mentioned in this article refer to a Brandfolder feature. For collections in Smartsheet, see collections in workspaces overview. 

Brandfolder Collections allow you to provide the right assets to the right audience. Most brands can benefit from collections. However, here are a few key points that may help make your decision easier. 

• Do you need the ability to hide certain assets from specific Brandfolder users?
• Do you want to share a set of assets (which can change over time) with specific users?
• Do you want to share public assets from your private Brandfolder?
• Do you want to share the same asset with different groups of users?
• Do you need your partners or clients to upload assets but only see what’s pertinent to them?

Create a collection and add assets

1. Select the assets you want to add to the collection on the Brandfolder level.
2.  Select + Add to in the bulk actions toolbar and select Add to Collections.

3. Create a new collection or pick any existing collections in the new modal.

    The assets appear in the collection. 

Brandfolder Image

Add assets from another collection

1. Navigate to the Collection level and select the assets you want to move.

2. Select Add to Collections.

3. Choose the Collections you want to add the assets to, and select Save. 

Add users to a collection

1. Open the Collection you would like to add users to.

2. Select the Users icon at the top right of the Collection view. 

3. Within the bulk invite text box, enter or paste the emails of the users you wish to invite. 

When providing multiple email addresses, make sure you're using a comma-separated list.

4. Select Send Invite to email all the users an invitation to your collection. 

All invitations expire 30 days after they’re issued. If the user you invited doesn’t accept within this period, you must send a new invitation. 

Pro tips:

• Collections are subsets of your Brandfolder. You only need to update assets in one place.
• Sections are only visible in a Collection if you add assets from that section.
• Collections can have unique pinned tags and privacy settings.
• Collections can have a customized header image.

Remove assets from a collection

To remove assets from one collection,

1. Navigate to the collection.
2. Select the assets.
3. Select Remove on the bulk toolbar. 

This action doesn't delete the asset from the Brandfolder; it only removes it from the collection.

To remove assets from all collections,

1. At the Brandfolder level, select the assets you want to remove.

2. Select + Add to on the bulk action toolbar and select Add to Collections. 

3. In the new window, select Remove from all Collections. 

Brandfolder Image

Make a collection public

1. Open the collection you want to make public.
2. Select Private from the Admin control bar.
3. Toggle to Public. Your changes save automatically.

Brandfolder Image

View only collections

You can set an entire collection to View only. This means that users can’t download any of the assets in that collection.

1. Open the collection.
2. Select Settings > General Settings.
3. Select the Advanced tab.
4. Enable View Only.

Any changes save automatically, and now you have a View Only collection.

Delete a collection

1. Open the collection you want to delete.
2. Navigate to Settings > General Settings > Advanced.
3. Scroll to the bottom and select Delete Collection.
4. Enter the URL, then select Delete.

Deleting a collection is final, and you can't undo this action.