All about the shared media library

You organize your images, videos, and documents in the media library. As an Admin or Designer, you can share specific folders with your company. This makes sure other users create on-brand content while saving time. In this article, we show you how to use the Shared library to organize your media assets.

In this article

• How does the Shared media library work?
• How to share a folder
• How to unshare a folder

How does the Shared media library work?

With the shared media library, all the users in a company — or account — can use media assets that have been shared by Admins or Designers.

If you use assets from this library, you'll ensure your Foleon Docs are on-brand with approved content. It also enables you to work more independently, with less review time from your brand owner.

Depending on your user role, you use the library in different ways:

• As an admin or designer

  As an admin or designer, you share folders with your company. This makes sure other users create on-brand content while saving time.

• As an editor, publisher, or author

  In the shared library, all users of your company will find folders that have been shared. You can use its contents in your Foleon Doc to save time and stay on-brand. No shared folders yet? Let your Admin or Designer know that sharing is caring.

How to share a folder

Let's say you want all users in your company to use the correct logos of your brand. You can create a folder named "Logos", share it, and make it part of the shared library. With this action, you make sure that all users have easy access to the correct files.

To share a folder:

1. Find the folder in the Media Library
2. Click the quick actions menu (⋮) and select Share
3. We will then ask you to confirm — click on Share again
   

You've now successfully shared your folder with all users in your account. You'll now find it in both the workspace library and shared library, with a green color.

When you share a folder, no other users will be notified. You can always unshare the folder later to undo this action.

There are a few rules you need to follow to use the share button:

• You can only share one folder at a time. If you select multiple folders, this won't work.

• It's not possible to share a single media asset. Place it in a folder to share it. This is also the case if you've selected multiple media assets.

How to unshare a folder

As an Admin or Designer, you can unshare a folder. If you unshare a folder, its contents will no longer be available to all users in the Shared library.

How to unshare a folder:

1. Select a shared folder in the workspace or shared library (the folder will be green instead of blue)

2. Click the quick actions menu (⋮) and select Unshare

3. We will then ask you to confirm — click on Unshare again

You've now successfully unshared your folder. All the contents in the folder will be unshared, too. The folder will remain in your workspace library.

If you unshare a media asset that’s currently in use on a Foleon Doc, it stays visible in the live version. However, it will no longer show up in the Editor or be available for use when (re)publishing.

There are a few rules you need to follow to use the Unshare button:

• You can't unshare a subfolder of a shared folder. To unshare an item within a shared folder, you first have to drag it out of this folder into an unshared one.

• You can only unshare one folder at a time. If you select multiple folders, this won't work.