FileFlow for Library Staff

FileFlow is a mobile app for PhotoShelter that lets stakeholders, team members, photographers and your clients search, download, upload, and share photos instantly. This is especially useful for real-time workflows and accessing files on-the-go.

This mobile app was designed for users who have people/group download access to Collections and Galleries within a PhotoShelter for Brands account. It can be used by Administrators, Editors, Taggers, Contributors, and Invited Users. Only users with upload access will be able to upload files using FileFlow.

• System Requirements
• View Content
• Upload Content
• Manage Permissions
• Download Content
• App Settings
• FAQ

System Requirements

FileFlow supports the latest version of iOS and Android. To use FileFlow, you will need a PhotoShelter for Brands account or Single-Sign On credentials if your organization has SSO configured.

View Content

While navigating your Library in FileFlow, note the icon tray at the bottom of the screen. These icons correspond to the various actions you can take on content while working in FileFlow.

(L to R: Permissions, Filter, Upload, Select, Queue)

• Click the Permissions icon to manage permissions for a container
• Click the Filter icon to change the view options and sort options for a gallery
• Click the Upload icon to upload files to a gallery
• Click the Select icon to select multiple files in a gallery to take action on
• Click the Queue icon to view your recent uploads and downloads

While working with single files in FileFlow, you'll notice different options:

• Click Download to download a file to your device
• Click Share to share the file via another app
• Click the Info icon to see the metadata associated with the image
  

Upload Content

Only Editors, Administrators, and Contributors can upload using FileFlow. Editors and Administrators can upload to any existing gallery, and will see the Upload icon in the bottom toolbar while browsing galleries in the app.

• Select your Library on the "Your Access" screen.
• Tap the upload icon at the bottom of the screen.

• Enter a title for the upload. A title is required as it becomes searchable metadata appended to the gallery. 
• Tap Select Files to continue.
• Select assets from your Camera Roll to upload.
• When your selection is complete, tap Add.
• To select more assets, tap Edit Selection to return to Camera Roll. Previously selected images will be noted, and you can deselect them if desired.
• After completing your selection, tap Upload. In-progress uploads are indicated on the queue icon. Tap the queue icon to check the status of your upload.

Note: New galleries uploaded via FileFlow will populate in the Incoming Files collection in your Library.

Managing Permissions

• Select a gallery or collection
• At the bottom of the screen, click the Permissions icon 
• Adjust the visibility of the container using the drop-down menu
• Add download permissions by clicking +New Permission
• Choose the Permission Type (People/Group, Password or Public)
• Click the Recipient(s) field and a list of your Invited Users will appear. Search this list to find the Invited User(s) you'd like to grant permission to.
• Set the Download Permissions for users using the drop-down menus. 
• You can copy a permission using the Copy icon, or delete a permission using the Trash icon.
• Save permissions by clicking Save.

Download Content

• To download a single file, tap the Download icon while in single file view.
• To download multiple files, tap the Select icon while in gallery view.
• When you download your first file, you’ll be prompted to grant access to the Photos app (or Files app) on your iOS device.
• Tap the Queue icon to see the progress of downloads or retry failed downloads.
• Depending on the file type, your files will download to the Photos and/or Files app on your iOS device.

App Settings

• On the “Your Access” screen, tap on your user avatar in the top-left corner.
• You can choose to download large files (>150 MB) via WiFi only, or turn this setting off if you want to download using cellular data.
• To log out of the app, click the "Log Out" link.

FAQ

Can I use the app to view and download public or password-protected content?

No. FileFlow users will only see content that their organization has granted them via people/group permissions. For more info on how the FileFlow app works for Invited Users, check out this article.

Which Visibility & Access settings for Collections & Galleries will work in the app for my Invited Users?

Your Invited Users will only see content with these Visibility & Access settings:

• Visibility: Everyone or Those with Permission and
• Download: Those with Permission > People/Group

You must grant download access to files (e.g. original file or JPG) in order for users to see them within galleries in the app. Both native and inherited permissions will work.

Can I manage permissions for my Library in FileFlow?

Yes! FileFlow versions 1.18 and above allows you to manage Visibility & Access permissions on Library content. This is specifically helpful during live events. Just keep in mind that users still need to log in to FileFlow, so assigning People/Group permissions is best. 

Does FileFlow display Image License Alert watermarks or Image Custom Metadata?

Yes.