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Using Asset Collections (Beta)

Learn how to create, manage, and share collections to better organise assets across campaigns, clients, and teams.

Sesimi Editorial avatar
Written by Sesimi Editorial
Updated over a month ago

What Are Collections?

Collections allow you to group related assets together under a flexible, organised structure. With Collections, you can create campaign folders, set thumbnails, manage multi-level sub collections, and control sharing permissions.

Collections work are replacing categories and offer more dynamic organisation and sharing options for your assets.

What has Changed 🚀

Previous Process

  • Assets were organised only by categories.

  • Categories were global, lacking custom structure or sharing flexibility.

New Process

  • Users can create private or shared Collections and Sub-Collections.

  • Collections can include thumbnail images, flexible nesting, and search across all nested levels.

  • Collections are replacing categories.

What is a Collection?

A Collection is a custom group of assets.

Collections can be public, private, shared with others, and include sub-collections for greater organisation.

Collections are replacing categories offering greater flexibility and control over how you structure your assets.

Using Search Filters

You can refine your view using the new filter bar above the asset area. These filters help you quickly locate relevant assets or collections: Tags now appear directly beneath the search bar for better visibility and ease of use.

Filter

Function

Types

Filter by asset type

Tags

Select one or more tags to narrow your results.

Access

View assets based on your access permissions (e.g. viewer, editor etc)

Status

Filter by approval status (e.g. pending, approved etc)

Expiry

Locate assets nearing or past their terms and conditions expiry date.

💬 Note: If a tag is selected, all searches will continue to apply that tag until it is manually cleared.

How to Create a Collection

Creating a Collection

  1. Navigate to Assets > All Collections.
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  2. Click “+ Add Collection” at the top right, or click the + button next to “All Collections” in the sidebar.
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  3. Enter a Collection Title and select a Thumbnail (optional).
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  4. Set Public, or deselect for private collections.
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  5. Click Create.

💬 Note: Collections you create as private are hidden from other users until shared. Admins can create public collections available to all system users.

💬 Note: The lock symbol next to the Collection indicates whether it is Public or Private.

Creating a Sub-Collection

  1. Open a Collection where you want to add a sub-collection.
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  2. Click + Add Sub-collection.
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  3. Enter a Sub-Collection Title and select a Thumbnail (optional).
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  4. Click Update to save changes.

Editing a Collection

  1. Open the Collection you want to edit.
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  2. Click the Settings Cog icon (visible if you have permission).
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  3. Update the Title, Thumbnail, or Parent Collection.
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  4. Click Update to save changes.
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  5. You can also delete a Collection from this menu.
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  6. Thumbnail upload

Sharing a Collection

  1. Open the Collection you want to share.
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  2. Click Share at the top right.
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  3. Add people you want to share with.
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  4. Set access levels (e.g. Full Access or View-Only)
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  5. Click Share.

💬 Note: Sub-collections inherit sharing permission if “Apply Shares to Sub-Collections” is selected.

Assets included in the collections inherit sharing permissions if "Apply shares to assets within" is selected.

FAQ

Who can see my Collection?

Only you can see your collection until you share it if it's private. Unless you're an admin, then you can create "public" collections, actively replacing the previous Category functionality. Once shared access depends on the permissions you set. If a parent collection is shared, its sub-collections become visible to those you’ve given access if "Apply shares to sub-collections" is activated.

Can I have multiple levels of collections?

Yes, you can have 2 levels of collections. You can nest sub-collections within collections as needed.

If I share a parent collection, do sub-collections get shared too?

No, if you share a parent collection, it’s sub-collections are only shared too if “Apply Shares to Sub-Collections” is selected.

Can I set a thumbnail image for my collection?

Yes, you can set a thumbnail image for my collection. You can upload a thumbnail of your choice.

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