Collections in Web Catalog

Feature availability 🛈
⭕ Personal ✔️ Suite

Overview

The "Collections" feature adds to the Web Catalog app workflows for collaborating with third parties (Partners) on suggesting and accepting or rejecting asset selections.

It allows the teams to curate specific subsets from the whole asset catalog and share them as visual collections with Partners who can accept or reject the suggested assets. Partners can also create asset collections to guide the team about the assets they choose or suggest.

Collection Sets

A collection set is a logical entity that combines asset collections together. Each collection set is shared with one Partner the team wants to collaborate with on curating asset selections for a particular project.

The collection sets are accessible through a dedicated "Collections" tab in the Web Catalog's sidebar, which opens the "Collections" panel UI. Each collection set is listed as a separate UI element, acting as a container for all the set's collections.

The collection set item is expandable to show its content and is in a collapsed state by default until the user clicks to expand it. The collection sets list can have multiple sets in an expanded state. When in an expanded state, the set item shows the description and all collections added if available.

Sharing Collection Sets

When you add a new collection set, you must choose a Partner with whom you want to collaborate:

If no Partners are added to your team yet, you must first add one from the Team portal or contact your team admin for help.
All collections in a shared collection set are automatically visible (shared) with the respective Partner. If there are no shared collection sets with a Partner, the Collections UI isn't available to this Partner.
One collection set can't be shared with multiple Partners.
Multiple collection sets can be shared with the same Partner in the same Workspace.

Changing the sharing

If you want to change the sharing of a collection set to another Partner:

From the sidebar, go to Collections and click the share icon on the right of the collection set whose sharing setting you want to change.
In the "Collection Set Sharing" dialog box, choose another Partner and click the "Save" button.

IMPORTANT: When you change the sharing to another Partner, all data generated while collaborating with the previous Partner will remain in the system and visible to the new Partner.

Operations With Collections Sets

Only team members can create and manage collection sets separately for each Web Catalog.

Adding Collections Sets

Collection sets in the same Workspace can have the same names.
Collection sets can't be nested with other collection sets.

To add a new collection set:

From the sidebar, go to Collections and click the "Add Collection Set" button.
In the "Add Collection Set" dialog box, type in a name and choose a Partner you want to share the set with.
Click the "Add" button.

Renaming Collections Sets

From the sidebar, go to Collections and click the hamburger icon on the right of the collection set you want to rename.
Choose “Rename set” from the dropdown.
Type in a new name in the dialog box.
Click the “Save” button.

Collection set descriptions

Each collection set can have a description visible to the team members and the Partner it's shared with.

From the sidebar, go to Collections and click the hamburger icon on the right of the collection set you want to add or edit an existing description.
Choose “Description” from the dropdown.
Type in the description in the dialog box.
Click the “Save” button.

Deleting Collections Sets

From the sidebar, go to Collections and click the hamburger icon on the right of the collection set you want to delete.
Choose “Delete set” from the dropdown.
Click the “Delete” button.
IMPORTANT: This operation has no undo! All collections within the set and any user interactions get permanently deleted.

Sorting Collections Sets

Team members and Partners can sort the collection sets by:

Name (ascending, descending): Sort by name, ascending is the default.
Date (ascending, descending).
Group by Partner: This option groups the collection sets so that all sets related to a particular Partner are listed together, followed by all sets linked to the next Partner. The list of multiple sets depends on the date and name sorting options.

Collections

A collection is a logical entity that combines assets manually added by the user, similar to the Asset Sets. Team members and Partners can create and manage collections within each collection set.

Operations With Collections

Adding Collections

Collections in the same Workspace can have the same names.
Collections in the same collection set can't have the same names.
Collections can't be nested with other collections.

To add a new collection:

From the sidebar, go to Collections and click the hamburger icon on the right of the collection set where you want to add a collection.
Choose Add collection from the dropdown.
Type in the collection name.
Click the "Add collection" button.

Renaming Collections

Click the icon to expand the collection set if it's collapsed and its collections aren't visible.
Click the hamburger icon on the right of the collection you want to rename.
Choose Rename from the dropdown.
Type the new collection name in the "Rename" dialog box.
Click the "Save" button.

Deleting Collections

Click the icon to expand the collection set if it's collapsed and its collections aren't visible.
Click the hamburger icon on the right of the collection you want to delete.
Choose Delete from the dropdown.
Click the "Delete" button.

IMPORTANT: This operation has no undo!

Team-added and Partner-added Collections

Collections can be team-added (added by a team member) and Partner-added (added by a Partner), as both team members and Partners can create and manage collections within each collection set. To add collections, Partners must have a collection set shared with them. Partner-added collections have a visual indication visible to team members only.

Working with assets and collections

Team members and Partners add assets to collections to define asset subsets for use in a project or other collaboration.

Adding assets to collections

Team members and Partners can add assets to both team-added and Partner-added collections. Assets added by a team member to a Partner-added collection or by a Partner to a team-added collection have a special "Suggested" status. Suggested assets show a visual indication for both the team members and Partners. This status helps distinguish which assets are added by the team members and which by the Partner.

To add assets to a collection:

Navigate to a view showing assets using any of the following options:
- Click the "Web Catalog" home icon to see all assets in the catalog (available to team members only).
- Click the "Search" button in the sidebar and search for assets (available to team members only).
- Click the "Smart Catalogs & Assets Sets" button in the sidebar and select a smart catalog or an asset set.
- Click the "Tags" button in the sidebar and select one or multiple tags (available to team members only).
Select one or multiple assets in the asset view by clicking the checkmark at the top right of the asset you want to add to the selection. You can also select all assets in the view by selecting one asset and then click the "Select All" option in the "Select" toggle button at the contextual toolbar at the top of the view.
Click the "Add to collection" toggle button at the contextual toolbar at the top of the view and choose one or multiple collections.
Click the "Add" button.

Click the "Collections" button in the sidebar to open the Collections panel. Ensure the collection you want to add assets to is visible.
Drag a single asset from the asset view and drop it over the collection you want to add to. You can't add multiple assets at once but only one by one.

Suggesting assets

When team members add assets to Partner-added collections, those assets have a suggested status indicated by a pointing-hand icon at the bottom left of the asset. Respectively, when the Partner adds assets to a team-added collection, those assets also have the suggested status. This helps the team members and Partners distinguish between the assets they and the other party add to the same collection.

Partners can remove assets suggested by team members, and respectively, team members can remove those suggested by Partners. Suggested assets can't be accepted or rejected; they can only be removed from a collection. Once an asset's status is suggested, it can't be returned to a "neutral" status.

Removing assets from collections

Team members can remove all assets from both team-added and Partner-added collections.

Partners can remove assets they add to their Partner-added collections and assets they add as suggested assets to team-added collections.

To remove an asset from a collection:

Select the collection you want to remove the assets from.
Select one or more assets you want to remove.
Click the "Remove from collection" button at the contextual toolbar at the top of the view.

Accepting and rejecting assets

Partners can accept or reject assets added by team members in team-added collections. This workflow allows team members to create collections and add assets to them, from which the Partner can decide what to stay and what not by accepting or rejecting assets. To accept or reject assets as a Partner:

From the sidebar, go to Collections and select a team-added collection.
Select one or more assets.
Click the "Accept asset/s" or "Reject asset/s" button to accept or reject the selected assets.

Once an asset's status is accepted or rejected, it can’t be returned to a "neutral" status. Partners can, however, change an asset's status from accepted to rejected and vice versa as often as needed.

Accepted or rejected assets change their statuses and show the respective visual indication for both the team members and Partners.

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