You can share multiple assets in the classic search experience only. First, perform a search for assets. If you’re using redesigned search, click View in classic search on the results page. Select the assets you want. In the Selection panel, click the Share icon and Share via Email or as a collection.
Next, enter a first and last name for your recipient, email address, along with an email subject line and note. If the Share With Multiple Recipients feature is turned on for your site, you can add multiple recipients here.
Select conversion formatsfor your shared assets, such as JPG or the original format. Once you’re finished, the email will be sent to the recipient and you’ll be taken to the Shares page where you can see a list of all orders.
If your recipient has a DAM account, they’ll receive an email with a link to download the assets, or a link to view and download the collection. If your recipient doesn’t have a DAM account, they'll receive an email with a link to the order pickup page or collection share page. They will not have access to the site to search for or view any other assets. The emailed link will expire in seven days. If you want to change your site’s default expiration date for share via email, contact the DAM Customer Support team.
Processing time
After assets are shared, they're sent to a processor to be converted to selected formats. Processing for image files can take up to several minutes. Files for videos take longer. Processing time depends on a video's size, quality, and the number of frames in the video's file.
Share a single asset
You can share individual assets by share link, embed code, or embed link in search results, Asset Digest, Asset Details page, or Quick View.
In redesigned search results, select Share on an asset card. Note that you won’t see this option for assets that are either unreleased or expired.
In Asset Digest, select Share below the asset preview.
If intended use is enabled on your site, you’ll select an option to indicate how you’ll use the file. Click Save.
On the Asset Details page and Quick View, you’ll see the legacy share experience, which looks different and doesn’t include the embed link option.
Unsharing
If you want to stop the asset from being shared, viewed, or downloaded, the asset must be unreleased or expired in the DAM. If shared or embedded assets expire, a Preview Not Available image displays in place of the asset.
Order assets again
Assets that have previously been shared can be reordered from the Shares page. To re-order assets from another order to share with someone else, view the order on the Shares page, then add the assets from that order to the Selection panel.
Unsupported file types
You can upload unsupported file types to the DAM. However, general features such as preview, share options, and conversion formats may not be available for those files.
To distribute an unsupported file type using an Asset Download link, upload it as a .zip archive:
Compress the file into a .zip archive.
Upload the .zip file to the DAM.
Share the file using an Asset Download link.
Note that .zip archive files do not support preview-based share options or conversion features.
Troubleshooting spreadsheet previews and share links
When sharing Microsoft Excel (.xlsx or .xls) spreadsheets, the web preview conversion service generates an in-browser preview by rendering worksheet pages as visual documents. If recipients encounter a Missing PDF file message or if the preview fails to load, complete the troubleshooting steps in this section.
Causes of preview conversion failures
Spreadsheet preview generation may fail or time out because of:
Workbook complexity and scale: Worksheets with large cell grids, extensive row and column counts, or hundreds of printable pages.
Complex formatting: Workbooks with heavy formulas, pivot tables, embedded charts, vector artwork, macros (.xlsm), or external data connections.
File restrictions: Password protection or restricted sheet permissions.
If an in-browser preview fails to render or visual document preview is not required, use one of these alternative methods:
1. Share as a download-only link
Download-only links bypass the document conversion service and allow recipients to download the original spreadsheet directly.
In Acquia DAM, access the spreadsheet asset.
Select Share.
In the share dialog, select the Link tab.
Set the link type to Download only.
Copy and send the link to the recipient.
2. Export and share a PDF asset
If recipients require an in-browser visual preview:
Open the spreadsheet in Microsoft Excel.
Select File > Save As or File > Export, and select PDF format.
In Acquia DAM, upload the exported PDF as a new asset or attach it as an alternate format to the existing asset record.
Share the link to the PDF asset for reliable in-browser review while keeping the original spreadsheet available for download.
Resolving spreadsheet preview failures
To restore in-browser preview generation for spreadsheet files:
Optimize the workbook:
Open the spreadsheet in Microsoft Excel and remove any password protection.
Remove unnecessary sheets, hidden worksheets, and empty rows or columns.
Under Page Layout > Print Area, select Set Print Area to constrain printable pages.
Save the file as a standard .xlsx workbook (macro-free).
Upload a new version:
On the asset details page in Acquia DAM, select Upload new version.
Upload the optimized .xlsx file and allow several minutes for processing.
Verify permissions and links:
Confirm the share link has not expired.
Verify the recipient account or user group has permission to access the asset.
Test the link in a private or incognito browser window to confirm access without cached credentials.
Contacting Acquia Support
If a spreadsheet preview continues to display a Missing PDF file error after completing optimization steps, submit a ticket through the Acquia Support Portal.
Include the following information in your request:
Asset ID and direct share link URL
Exact error message text or a screenshot of the error
File details, including file format, size, sheet count, and page count
Optimization steps completed
Approximate timestamp when the upload or share link was created
How do I share assets?
If you have permission, you can share DAM assets with someone else, including someone without a DAM account. There is no cost for sharing assets.
You can share assets from these places in Acquia DAM (Widen):
You can share multiple assets in the classic search experience only. First, perform a search for assets. If you’re using redesigned search, click View in classic search on the results page. Select the assets you want. In the Selection panel, click the Share icon and Share via Email or as a collection.
Next, enter a first and last name for your recipient, email address, along with an email subject line and note. If the Share With Multiple Recipients feature is turned on for your site, you can add multiple recipients here.
Select conversion formatsfor your shared assets, such as JPG or the original format. Once you’re finished, the email will be sent to the recipient and you’ll be taken to the Shares page where you can see a list of all orders.
If your recipient has a DAM account, they’ll receive an email with a link to download the assets, or a link to view and download the collection. If your recipient doesn’t have a DAM account, they'll receive an email with a link to the order pickup page or collection share page. They will not have access to the site to search for or view any other assets. The emailed link will expire in seven days. If you want to change your site’s default expiration date for share via email, contact the DAM Customer Support team.
Processing time
After assets are shared, they're sent to a processor to be converted to selected formats. Processing for image files can take up to several minutes. Files for videos take longer. Processing time depends on a video's size, quality, and the number of frames in the video's file.
Share a single asset
You can share individual assets by share link, embed code, or embed link in search results, Asset Digest, Asset Details page, or Quick View.
In redesigned search results, select Share on an asset card. Note that you won’t see this option for assets that are either unreleased or expired.
In Asset Digest, select Share below the asset preview.
If intended use is enabled on your site, you’ll select an option to indicate how you’ll use the file. Click Save.
On the Asset Details page and Quick View, you’ll see the legacy share experience, which looks different and doesn’t include the embed link option.
Unsharing
If you want to stop the asset from being shared, viewed, or downloaded, the asset must be unreleased or expired in the DAM. If shared or embedded assets expire, a Preview Not Available image displays in place of the asset.
Order assets again
Assets that have previously been shared can be reordered from the Shares page. To re-order assets from another order to share with someone else, view the order on the Shares page, then add the assets from that order to the Selection panel.
Unsupported file types
You can upload unsupported file types to the DAM. However, general features such as preview, share options, and conversion formats may not be available for those files.
To distribute an unsupported file type using an Asset Download link, upload it as a .zip archive:
Compress the file into a .zip archive.
Upload the .zip file to the DAM.
Share the file using an Asset Download link.
Note that .zip archive files do not support preview-based share options or conversion features.
Troubleshooting spreadsheet previews and share links
When sharing Microsoft Excel (.xlsx or .xls) spreadsheets, the web preview conversion service generates an in-browser preview by rendering worksheet pages as visual documents. If recipients encounter a Missing PDF file message or if the preview fails to load, complete the troubleshooting steps in this section.
Causes of preview conversion failures
Spreadsheet preview generation may fail or time out because of:
Workbook complexity and scale: Worksheets with large cell grids, extensive row and column counts, or hundreds of printable pages.
Complex formatting: Workbooks with heavy formulas, pivot tables, embedded charts, vector artwork, macros (.xlsm), or external data connections.
File restrictions: Password protection or restricted sheet permissions.
If an in-browser preview fails to render or visual document preview is not required, use one of these alternative methods:
1. Share as a download-only link
Download-only links bypass the document conversion service and allow recipients to download the original spreadsheet directly.
In Acquia DAM, access the spreadsheet asset.
Select Share.
In the share dialog, select the Link tab.
Set the link type to Download only.
Copy and send the link to the recipient.
2. Export and share a PDF asset
If recipients require an in-browser visual preview:
Open the spreadsheet in Microsoft Excel.
Select File > Save As or File > Export, and select PDF format.
In Acquia DAM, upload the exported PDF as a new asset or attach it as an alternate format to the existing asset record.
Share the link to the PDF asset for reliable in-browser review while keeping the original spreadsheet available for download.
Resolving spreadsheet preview failures
To restore in-browser preview generation for spreadsheet files:
Optimize the workbook:
Open the spreadsheet in Microsoft Excel and remove any password protection.
Remove unnecessary sheets, hidden worksheets, and empty rows or columns.
Under Page Layout > Print Area, select Set Print Area to constrain printable pages.
Save the file as a standard .xlsx workbook (macro-free).
Upload a new version:
On the asset details page in Acquia DAM, select Upload new version.
Upload the optimized .xlsx file and allow several minutes for processing.
Verify permissions and links:
Confirm the share link has not expired.
Verify the recipient account or user group has permission to access the asset.
Test the link in a private or incognito browser window to confirm access without cached credentials.
Contacting Acquia Support
If a spreadsheet preview continues to display a Missing PDF file error after completing optimization steps, submit a ticket through the Acquia Support Portal.
Include the following information in your request:
Asset ID and direct share link URL
Exact error message text or a screenshot of the error
File details, including file format, size, sheet count, and page count
Optimization steps completed
Approximate timestamp when the upload or share link was created
Did not find what you were looking for?
If this content did not answer your questions, try searching or contacting our support team for further assistance.
Did not find what you were looking for?
If this content did not answer your questions, try searching or contacting our support team for further assistance.
Acquia DAM (Widen)