Collections are a key feature of Acquia DAM (Widen) that enable users to group up to 5,000 assets together.
Collaborative collections allow the owner of a personal collection to invite other DAM users to access that collection. Invitees can collaborate on that collection to add new assets, remove existing assets, alter the collection title and description, invite more DAM users, and more. These invited users have the same collection management and collaboration abilities as they have for their own collection.

Benefits

• Enhanced collaboration: Users can add, remove, share, and edit collections without making them global.
• Improved organization: Users can organize content more effectively for downstream use, such as in Portals.
• Shared ownership: Collections have shared ownership so that continuity is maintained if a user leaves the organization.
• Long-term accessibility and usability: Collections support sharing to resolve persistent management challenges. They ensure continuity so that valuable content is not lost when users leave the organization. This approach prevents workflow disruptions and maintains accessibility and usability for all remaining users.

Inviting users to a personal collection in Acquia DAM (Widen)

To invite users to a personal collection in Acquia DAM (Widen):

1. Navigate to the legacy search results pages within Collections.
2. Locate the required collection.

3. Locate the new Invite button beside the title.
   This button is next to the Edit button.
    

   

    

4. Click Invite. 
   The system displays a dialog box where you can search DAM users.
    

   

    

5. Search and select the users to invite to access the collection.
    

   

    

6. Confirm your selection. 
   The system sends an email notification to the invited users an email to notify them about their access to the collection.
    

   

     

7. Check the My Collection dialog box to verify which collections have the identifier showing them as collaborative collections.
    

User access and key actions in collaborative collections

Invited users gain extensive control over the collection, similar to their own personal collection. They can perform the following tasks:

• Invite additional users
• Remove invited users, including themselves
• Add or remove assets from the collection
• Edit the collection's title and description
• Delete the collection
• Access share and embed links from the collection details page
• Make the collection global if the invitee has the necessary permissions

Managing assets in collaborative collections

To manage assets in a collaborative collection within Acquia DAM (Widen):

1. Use the batch bar on legacy search results pages to add or remove assets.
    

   

   
    

   

   
    

2. Access Legacy Asset Details pages for detailed asset management.
    

   

    

3. Navigate to Asset Digest pages for comprehensive updates.

   

    

   

    

4. View the Asset Uploader summary page for an overview of changes.
    

Note: When inviting users to a collection, permissions for the assets within the collection continue to apply. If an invited DAM user holds a restricted role, they may not have access to all assets in the collection. The permissions structure ensures that if a user lacks access rights to a restricted asset group, they do not see the assets in that group, even if 15 of those assets are part of the collaborative collection.

Important considerations

• Only Acquia DAM (Widen) users can be granted access to a collaborative collection: Only internal users of your Acquia DAM (Widen) can receive invitations to collaborative collections. This feature does not support inviting external users through emails.
• Collection status after deletion of original user account: When the creator of a personal collection deletes their account, the collection remains accessible to invited users. The collection is not removed after the original account is deleted. However, if all invited users remove themselves, access to the collection ends.
• Removing yourself from a collaborative collection: To leave a collection, access the search results page for that collection. Click the Invite button, choose the X icon next to your name, and save the changes. After exiting the page, you no longer have access to that collection.
• Viewing change history in a collaborative collection: The details page for each collection lists changes, including names of users who made adjustments. It records actions such as adding or removing assets and changing the collection title or description.

What are collaborative collections?