Share assets as a link

Adobe Experience Manager Assets Brand Portal administrators can share links of multiple assets with authorized internal users and external entities, including partners and vendors. Editors can view and share only the assets shared with them.

Sharing assets through a link is a convenient way of making them available to external parties as the receivers do not have to log in to Brand Portal to access the assets.

For more information, see Managing users, groups, and user roles.

Following are the steps to share assets as a link:

  1. Log in to your Brand Portal tenant. By default, the Files view opens which contains all the published assets and folders.

  2. Select the assets or folders that you want to share, or navigate to the Collections view to share the collections that you have created.

    select-multiple-assets

  3. From the toolbar at the top, click the Share Link icon.

    The Link Sharing dialog box appears.

    • In the email address box, type the email ID of the user with whom you want to share the link. You can share the link with multiple users. If the user is a member of your organization, select their email ID from the suggestions that appear in the drop-down list. If the user is external, type the complete email ID and press Enter; the email ID is added to the list of users.

    • In the Subject box, type a subject for the asset you want to share.

    • In the Message box, type a message if necessary.

    • In the Expiration field, use the date picker to specify an expiration date and time for the link. By default, the expiry date is set to 7 days from the date on which you share the link.

    • Enable the Allow downlod of original file check box to allow the recepients to download the original rendition.

    The assets shared through the link expire after crossing the date and time specified in the Expiration field. For information about the behavior of expired assets and changes in the permissible activities based on user roles in Brand Portal, see Manage digital rights of assets.

    NOTE

    The default expiry time for the link is 7 days. The link must be emailed to the users using the Link Sharing dialog box, do not copy and share the link separately.

  4. Click Share. A message confirms that the link is shared with the users. Users receive an email containing the shared link.

    NOTE

    Administrators can customize the email messaging, which includes customizing logo, description, and footer with Branding feature.

Click the link in the email, to access the shared asset. The AEM Link Share page opens.

To download the shared assets:

  1. Click the assets or folders, and then click the Download icon from the toolbar.

    NOTE

    Currently, you can generate a preview and thumbnail only for certain assets, depending on the file format. For more information about the supported file formats, see Preview and thumbnail support for asset formats.

  2. The Download dialog box appears.

    download-dialog

  3. By default the Fast Download setting is enabled in the Download Settings. Therefore, a confirmation box appears to continue downloading using IBM Aspera Connect.

    To continue using Fast Download, click Allow.

    All the selected renditions are downloaded in a zip folder containing a separate folder for each asset.

    NOTE

    A separate folder is created for each asset while downloading the assets from a shared link.

    If a folder, collection, or more than 20 assets are selected for download, the Download dialog is skipped and all the asset renditions accessible to the user excluding the dynamic renditions are downloaded in a zip folder containing a separate folder for each asset.

    NOTE

    Original renditions are not downloaded using the shared link if the user who shared the assets as a link is not authorized by the administrator to have access to the original renditions.

NOTE

Brand Portal restricts download of assets larger than 1GB per file size using link share.

Preview and thumbnail support for asset formats

The following matrix lists the asset formats for which Brand Portal supports thumbnail and preview:

Asset format Thumbnail support Preview support
PNG
GIF
TIFF
JPEG
BMP
PNM* NA NA
PGM* NA NA
PBM* NA NA
PPM* NA NA
PSD
EPS NA
DNG
PICT
PSB*
JPG
AI
DOC
DOCX
ODT*
PDF
HTML
RTF
TXT
XLS
XLSX
ODS
PPT
PPTX
ODP
INDD
PS
QXP
EPUB
AAC
MIDI
3GP
MP3
MP4
OGA
OGG
RA
WAV
WMA
DVI
FLV
M4V
MPG
OGV
MOV
WMV
SWF
TGZ NA
JAR
RAR NA
TAR NA
ZIP

The following legend explains the symbols used in the matrix:

Symbol Meaning
This file format supports this feature
This file format does not support this feature
NA This feature is not applicable to this file format
* This feature requires add-on support for this file format on AEM author instance but not on Brand Portal after assets are published to Brand Portal

To unshare previously shared assets as a link, do the following:

  1. When you login to Brand Portal, the File view opens by default. To view the assets you shared as links, navigate to the Shared Links view.

  2. Review the links you shared from the list displayed.

  3. To unshare a link from the list, select it and click the Unshare icon from the toolbar at the top.

    NOTE

    The display of shared links is user-specific. This feature does not display all the links shared by all users of a tenant.

  4. In the warning message box, click Continue to confirm unshare. The entry for the link is removed from the list of shared links.

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