Whether you are working with assets in the backend or with end-user material in the frontend, you need simple ways of sharing your content with your team and external users. Here’s a quick help guide to make that process swift and simple.
How to Share Assets in the Backend
In the backend of your environment or brand, you have access to projects and libraries that include all the assets you work with. In the following section, we’ll show you how you can share these with your team members.
Creative Collaboration - Projects
When working on projects in the backend of your environment you can share multiple assets with your team members by simply tagging them in a comment.
However, if you want to share a specific asset externally with, for example, partners or agencies, you can select the three dots on the lower corner of the asset in the workspace, and select the ‘Share’ option.
This will open a new window that will give you different options to choose from:
Asset Sharing Tab
2. Prototype Sharing Tab
If the asset you are sharing is a prototype, the sharing options will allow you to copy and share a prototype with users without having to log in. Just click the toggle on and you’re all set up.
3. Embed Tab
In the same sharing options section, you can also copy the unique code to the asset. This will allow you to embed the asset in a separate website or a wiki document.
Bear in mind that the sharing capabilities only apply to individual assets, not as bulk assets or files.
Asset sharing in Libraries
All libraries have the same sharing capabilities, apart from the Text Library. You will also notice that they all have the same options as in the projects section, regardless of the type of asset being shared – the only difference is that it doesn’t have the Prototype tab.
The Embed Tab works in the same way as the Projects Tab – you can copy the code to add it to an external website or wiki.
Asset Protection Settings
To protect your assets, you’ll need to use the settings in the backend of your Frontify environment. This will create functional restrictions and protection measures to make sure the assets will be used correctly in the frontend. Lock different assets at a library level or individually by an asset, depending on your company’s needs.
Depending on who you want to share your guidelines with, and the way they might use them, you will want to share them with varying access rights. For this reason, you will find different levels of sharing options in the frontend of your guidelines in the Power Bar, under the icon called Sharing.
This Teams tab will allow you to add users’ emails that will share the guidelines with them. These users must be signed in in order to view them so check that you have properly set up this process in Inviting teams.
The Public Link tab allows you to share these guidelines externally with optional Terms and Conditions and access rights restrictions. Use the tool to set up and manage access rights and conditions for particular target groups.
Read more about Public Sharing in this article
Sharing Capabilities for Libraries in the Front End
When you share your guidelines as a Public Link together with your Libraries, external viewers will be able to see your assets in the libraries.
Bear in mind that this doesn't apply if no libraries have been added to the frontend of your environment, or if any target has been set up to block external viewers from seeing these libraries.
Assets in Libraries
Assets can be protected depending on the level of security you’d wish to give them, as stated in the previous section, asset protection settings are set up in the backend of the Media Library. The result of this for you as a frontend used is that you might see:
A request download button or
The watermark option
When requesting to download an asset, you may also need to fill in a form to get approval for the download.
If specific assets have been protected on the backend by setting the Asset transformation options for users in the frontend, then external viewers will receive a message that lets them know the asset is protected and therefore not automatically downloadable.
You can find detailed information on Download requests in this article.
Integrations in the Frontend
Creative Cloud Libraries:
Guideline colors, Libraries videos, and imagery can all be transferred to personal Creative Cloud Libraries to make your workflow simpler. To set this up. enable the integration in the frontend of individual guidelines.
Once this has been enabled, users who are logged into the guideline will be able to integrate on-brand assets into their Adobe Creative Cloud. External viewers will not have the option to see this in the front end.
For more on this integration please refer to our Creative Cloud Libraries integration help article.
So for both backend and frontend users of the Frontify environment, there are many options to share your valuable different assets with greater security and greater control over your unique brand. Use this guide to set up the right roles for your teams in the platform so they can set up appropriate sharing settings for their needs and the needs of your brand.
Don’t hesitate to contact us for further information.