Smart Collections
Organize assets with nested collections and team sharing
How It Works
Perfect For
Press kit delivery
Build a collection for each press outlet. Drop in approved stills, set an expiring download link, and track who grabbed what. No more emailing zip files and losing track of versions.
Episode organization
Structure collections by episode and scene for a TV series. Publicists find what they need without asking the photographer every time.
Client deliverables
Create a dedicated collection per client with only their approved assets. Share it with a download link that expires after the embargo lifts.
How many folders deep are your current project files? If the answer makes you wince, collections offer a better way. Instead of rigid folder trees, collections let you group photos by purpose (client selects, social media crops, EPK package) while the same photo lives in as many groups as you need.
Nested hierarchy
Organize with up to 3 levels of depth. Create structures that match how you actually work:
- Production > Episode > Scene
- Client > Campaign > Deliverables
- Event > Day > Highlights
Each level keeps its own settings and permissions. A top-level collection can be studio-wide while a sub-collection stays private to your team.
Many-to-many organization
This is the big difference from traditional folders. A single photo can belong to "Hero Shots," "Client Selects," and "Social Media" simultaneously. No duplicates, no wasted storage, no confusion about which copy is the latest version.
When you update metadata or tags on a photo, those changes show up everywhere the photo appears. One source of truth.
Visibility levels
Private
Only people you've specifically invited can see the collection. Good for work-in-progress, internal reviews, and anything that isn't ready for wider eyes.
Studio
Everyone in your organization can view it. Use this for completed projects, reference libraries, and shared resources.
External
Accessible via share links without authentication. Built for client deliveries, press galleries, and public-facing selections.
Member permissions
When you invite someone to a collection, you choose what they can do:
- Can view: Browse the collection and see all assets. Can't change anything.
- Can edit: Add and remove assets, edit collection metadata. Can't share externally or manage other members.
- Can share: Everything in edit, plus the ability to create share links.
- Can manage: Full control, including adding and removing members and deleting the collection.
External download links
Generate secure, time-limited links for people outside your organization:
- Set expiration dates so links don't stay live forever
- Cap maximum download counts
- Track activity per link (who accessed, when, how many times)
- Revoke any link instantly if needed
Collection statistics
Each collection shows you:
- Total asset count
- Combined file size
- Number of members
- Recent activity timeline
Use cases
Client deliveries
Create a collection with external visibility, add your final selects, and generate a download link. The client gets exactly what they need. You see when they download it.
Project organization
Structure a large production with nested collections. Organize by scene, shoot day, or talent. Cross-reference by adding the same photos to multiple collections.
EPK packages
Build electronic press kit collections with approved assets. Share with publicists via secure download links. The audit trail shows who accessed what and when.
Who this is for
Publicists assembling press kits from approved stills. PR managers organizing client deliveries across multiple campaigns. Production teams who need a flexible way to group and share photos without the limitations of rigid folder structures.
Frequently Asked Questions
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