A collection is a group of related assets defined by a set of properties such as meta, tag, file type etc.
Example: A collection of Cars may contain all assets tagged with #car or having "Car" as a value in the metadata field "Vehicle type".
The main difference between grouping assets via Folders, Labels, My favourites vs Collections is that the membership of assets to a group is dynamic when using collections. This means that assets are automatically added or removed from a collection based on their technical properties and metadata values.
This Collections sub-page can be accessed from the main menu on the Library page:
In the collections list, the collections submenu has the following options:
Name: sort by name ascending or descending
“Sort” icon: if the collections are currently sorted by name ascending then this will sort them descending and vice-versa
“Planet” icon: allows to select the metadata/tags language
Refresh: refreshes the collections list
"Info" icon: if an asset is selected, provides additional details for it
You can do this by clicking on the button + Add collection. A pop-up Configuration panel will open.
Name - please specify a meaningful collection name
Access - by default it is Company. Only users with access to Filerobot Hub can see these assets.
Filter type: Query - the user creating the collection needs to write a search query inside the text area to define filters.
Query - here should be placed the filtering query for the collection
Groups - the groups are an alternative of the Filtering Query. They contain a list of pre-defined collection criteria and can be used in combination with the Query or on its own.
In order to open the Configuration window, allowing you to manage your collections, you need to click on the "Settings" icon in the left panel of the page:
That will open the "Manage collections" window where you have options to Search, Add new collections, Edit the current configuration or Delete existing collections.
Filerobot provides multiple options for organizing your assets in order to facilitate the Search, collaboration and sharing of ideas.
| Structure | Description |
|---|---|
Labels are used for categorizing and describing items, allowing for flexible grouping and easy Search. One asset can have multiple labels.
Labels allow users to organise their assets in a more structured and permanent way than Tags. They are static - unlike the dynamic Collections whose assets change through applicable filters - and are similar in principle to the labels on physical products (drinks, foods, clothes).
Users can still modify a given label and/or change which assets fall under it.
The system also allows users to view and search both the labels and their applicable assets.
The Labels page can be accessed from the main menu on the Library page:
You can create named, colour-coded labels by clicking on + Add label button. This allows you to list and manipulate all assets assigned to a specific label in a single view.
Title - please choose a meaningful name for your new label
Colour selector - you can choose a color for your label by clicking on the pre-defined colors or specifying its RGB code in the field bellow
Pinned - if this checkbox is marked, then the new label will appear on the top of the labels list. On Sort the system will sort first the Pinned labels and then will show the other ones.
In order to open the Configuration window, allowing you to manage your labels, you need to click on the "Settings" icon in the left panel of the page:
That will open the "Manage labels" window where you have options to Search, Add new labels, Edit the current configuration or Delete existing labels.
If you want to delete a label, it is a good practice to ensure that the number of the current assets assigned to it, is "0".
Invoking the context menu on an individual or multiple selected assets and choosing the Labels sub-menu lets the user search and apply the available labels:
If, during the Search, no exact match is found, the user has the option to create a new label and apply it to the asset immediately:
This function is available on the Labels page when selecting a file and opening its context menu:
The user can select multiple files too and use the ... icon in the Navigation bar in order to access the same option.
In both cases, in order to be able to detach a label, the user should have a Developer, Manager, Admin or Owner User Role.
You can search by specific search criteria inside the pool of all assets assigned to a specific label, using the main Search box:
In case you are interested in finding all assets assigned to a specific label, you can search for this label's name in the Search box at the left panel and then just click on the result:
"My Favorites" are typically used to quickly access frequently visited assets. They provide a way to create a personalized flat list of preferred items for easy access.
Users can mark assets as favorites and view / search these assets under the My favorites submenu for quick access. Each asset can be marked as favorite or not and each user can access their list of favorite assets via Menu > My favorites:
The user can add an asset to My favorites list by simply clicking on the heart icon at the bottom right corner of the asset:
An asset whose icon is colored in purple is already added to this list, while an asset whose icon is in grey is not part of My favorites.
Users can add multiple assets in bulk to My favorites list by selecting them and then opening ... -> Add to -> My favorites in the Navigation bar:
In the same ways, an asset or a group of assets that are already added to My favorites list can be removed from there.
In Filerobot Hub you can organize your assets by folders. This view is available in the left panel of the Library under the name "Folders":
It consists of a navigation panel where the folders and their sub-folders are hierarchically ordered and an expanded view where you can preview the content of the current folder. It is available in a Grid view or a List. The view is controlled by the following icon:
If you select a single folder and then click on the "Info" icon at the top right part of the page, you will open a panel showing the folder's details:
In order to create a new folder you can use the + New Folder button at the top right part of the page. The new folder will be created as a sub-folder of your current folder's location.
Please note that "/" is treated as a special symbol in the folder name. If you specify "Media/Images", the system will create a folder "Media" and a sub-folder "Images" inside it.
If you select a folder and open its context menu, you have the option to download its content. The same action is available from the navigation bar and the download icon at the top right corner of the selected folder. The content is exported as a ZIP archive.
This option is useful in cases when you need to get details about the folder's content.
Please select the folder, open the context menu and choose "More actions -> Export list of files (CSV)". At this step you can choose to export the file details of the entire project, only the files placed directly in the selected folder or the folder+its nested sub-folders.
The information that is exported in the CSV contains:
filename
CDN link
mime-type
size
file uuid
creation date
update date
visibility settings
If you know the name of the folder in which you are interested, you can jump directly into it using the small Search folders box:
If you know that some file is located in a specific folder, you can use the main Search box to specify this folder and then apply additional search criteria in order to find the files you are interested in:
Folders
Most people are familiar with the concept of folders, making it easier for users to grasp and navigate through this structure
Collections
The collections organize files using specific metadata criteria, allowing for automated update of Collections content
Labels
The labels are categories that might contain multiple files, gathered manually together
My favorites
Adds files temporarily to "My favourites" mostly with the purpose of easily finding and accessing them later on
