Sharing and Delivering Files

Sharing and delivering files with PhotoShelter is typically a three-step process:

1. Add stakeholders to your Invited Users list, and create Invited User Groups.
2. Set Visibility & Access permissions to control who can view and download content on the Portal
3. Share a link to the Collection/Gallery with others using Save & Notify

Notify Invited Users

After setting permissions, notify users using the Save & Notify feature in the Library V&A dialog:

1. Open the V&A settings for a Collection/Gallery and select Save & Notify
2. Enable the option to Send email to People & Groups
3. Select user(s) and/org groups to Notify
4. If needed, edit the body of your email using the field provided
5. Click Submit

Selected users will be BCC'd on the email. Existing users will be taken to your organization's public Portal where they can log in to view or download from the Collection or Gallery. New users will be prompted to set a password for their account before they can access shared content.

Sharing the link to a password-protected Collection/Gallery

After setting permissions using a password, notify users using Save & Notify. The password and link to the Collection or Gallery will be shared in the email:

1. Open the V&A settings for a Collection or Gallery and select Save & Notify
2. Enable the option to Email this password to people
3. Enter the name of your Invited User(s) or an email address. All users will be BCC'd. 
4. If needed, edit the body of your email using the field provided
5. Click Submit

Adding a new Invited User to an existing Group

If your account is organized by who needs access, you'll probably need to add new Invited Users to existing Invited User Groups as new people join the teams that have access to content on your Portal.

Follow these steps to add a new person to an existing Invited User Group:

1. Add the new person to your Invited User list
2. Drag and drop them into the desired Invited User Group
3. Open your preferred email client and send them email containing this link
   (your Portal/account name goes in the blank space):

https://______.photoshelter.com/signup

When the user clicks that link, they'll be taken to a signup form on your Portal:

Note: If you are logged in as an Admin/Editor/Tagger and try to go to this URL, you won't see this form because you are already logged-in.

As long as the person enters the same email address you added to your Invited User list, when they click "Sign up", PhotoShelter will automatically take them to the Galleries page on your Portal where they will be able to see everything their Invited User Group can see.

If the Invited User completes this form and uses a different email address, or, was not already on your Invited User list, they will be added to your Account Signups list under Admin > Reports > Account Signups, but they will not have access to the permission you set for them.

Add an existing Invited User to an existing Group

If your account is organized by who needs access, you may need to add existing Invited Users to other existing Invited User Groups in the event at someone in your organization moves from one department to another.

1. Find the person on your Invited User list and select their name
2. Click the edit icon under Groups in the right panel, and click the "x" next to the group name, to remove them from the Invited User Group
3. Drag and drop them into the new desired Invited User Group

At this time, it is not possible to use the Save & Notify feature to email a Collection/Gallery link to a single person in an Invited User Group. Please follow the steps below to share the Collection/Gallery link using your own email client.

Use your own email client to share a Collection/Gallery link

You can also use your own email client or messaging system to share Collection/Gallery links with other people.

1. Click on a Collection/Gallery in your Library
2. Copy the link in the right pane
3. Paste it into your own email
4. Be sure to include instructions on how to access the Collection/Gallery
   1. People/Group permissions require you to log in
   2. Password permissions require a password
   3. No additional instructions are needed for "Any Portal visitor" permissions

Troubleshooting

PhotoShelter now uses Zip64 files in an effort to reduce the number of zip files generated by our system and to provide support for larger batch downloads. Zip64 archives are a newer method for compression that are quickly becoming industry-standard. That said, not all of the built-in apps on older Windows or Mac operating systems can uncompress them, especially if the file exceeds 4GB. We've noticed particular issues with macOSX El Capitan and WinZip.

Luckily, there are some free applications that support Zip64 archives. If you're running into issues downloading or extracting ZIP files from PhotoShelter, we recommend using one of the apps below:

• On Windows we recommend using 7-Zip, which available here. Please make sure you use version 19.20 which supports 64-bit folders.
• For macOS 10.7 or later, The Unarchiver works great. If you're running an earlier version of macOS, you'll want to look for version 3.10 or later, available here.