In this section, we will break down how to share packages with other users in CORE. We’ll learn about Share Settings from Package Types to Download Options, Recipient Settings, Permissions and Package Restrictions.
First choose the Share Icon in CORE.
The Share Icon can be found in multiple places within the system.
In File Search to the right of the Asset Group name.
In the Asset Viewer Top Bar.
In the Asset Player - Top Bar - to the right of the File name.
For ADMIN Users Only - From your Inbox, click the checkbox next to an item or multiple items. Once checked, the icon will appear in the top right of the Package Inbox.
In File Search, select individual assets from various asset groups by clicking in the checkbox for each asset you want to share, then click on the icon at top right of the page to share your assets.
No matter where you choose the share icon in the system, the following steps are the same for users to share assets in CORE /or send a package in CORE.
To edit the choices shown in the share settings area click the Edit button.
Package Type Filter
Select the type of Package.
This package opens to a view of all files, with the comment panel enabled. Everyone on the share can collaborate and see each other.
This package launches the recipient directly into the player with the first file open. Only the sender can see who is included in the share.
This package opens to a view of all files, with the approval (thumbs up/down) panel enabled. Everyone on the share is visible, but each person can only see approvals based on their role.
This package enables a real-time, hosted review. Recipients cannot see or access the files except when guided by the host (sender). Recipients can open it only with HTML5 player (not with Flash). Recipients of a Sync Review package will have a designated time/day to Review the assets with the host. Recipients will be guided through the Review of the assets as controlled by the host. They will be able to make real-time ‘drawing’ annotations on the assets while being reviewed.
A download package generates a simple, web-based download page. It's the easiest way to share files when you know recipients only need to download the files, rather than take action in Core.
This is the default option. Each recipient will be able to download according to the permissions assigned to their User Role and set up by the System Administrator. For instance, some users may be view only and not be able to download at all, and others may be able to download with their watermark or download source files.
All recipients will only be able to view the contents of the Package, and will not be able to download them, regardless of their assigned permissions.
Allow download without watermark
Recipients can download the contents without a watermark. You must choose a quality setting with this option selected.
NOTE: The option to share without watermark, as well as to share the source files, are only available with certain permissions. If you do not see this option but feel you need it, please contact your System Administrator.
Allow download with watermark
Recipients can download the contents of the package with a watermark burned in. You must choose a quality setting and priority, as well as a watermark style for each type of file with this option selected.
NOTE: The option to share with watermark is only available with certain permissions. If you do not see this option but feel you need it, please contact your System Administrator.
This option will appear if you are sharing with a watermark. For each type of file (Image, Video, or PDF) contained in the package, select the style of watermark to apply.
With the proper permissions you may select how high the priority is for the watermarking process. For urgent watermarking jobs, select High, for watermarking jobs that are less urgent, select Low. Otherwise, leave this set at Normal.
Recipients can download the original source of each file sent in the Package.
Recipients can download a high resolution proxy of each file in the Package.
Recipients can download a low resolution proxy of each file in the Package.
If this is ON, when recipients open the package, it will launch a simple file player with no panels or clutter.
Simple Viewer will launch once the recipient has opened their package.
Another way to launch the Simple Viewer is, in package inbox, click on the three-dot menu icon, located to the right of your package and select ‘Open in Simple Mode’ option from the dropdown menu.
Simple Viewer can also be launched from the Asset Viewer menu, Navigate to an asset and toggle the Simple Viewer toggle to ‘ON’ located at bottom right corner of the page, and this will launch you into the Simple Viewer
Set Permissions on the Package before you send it. Permissions determine how the recipients can interact with the contents of the Package, and how long, or how many times they can access it.
If this is ON, the recipients of the Package will be able to forward or ‘reshare’ the package with other users within the system that they have access to share with.
If this is ON, the recipients of the Package will be able to add or remove additional files from it.
Forensic watermarking is only offered through a 3rd party integration and will require a license for users to enable this option. Forensic watermarking places an ‘invisible’ watermark on assets in order to track their location and provides the highest level of trackable security available for assets being shared outside of CORE. Forensic watermarking can work in conjunction with visible watermarks in the CORE system.
Start Date & Time
Choose a Start Date and Start Time for a Package to be available to the recipient.
NOTE: The time you choose is reflective of the Start Time in your timezone. When a user receives their package, the Time will be converted to the recipient’s own timezone. For example, if your browser is set to PDT (Pacific Daylight Time), and you set the Start Time to be 12:00AM, then the Start Time for someone in the UK will be 7:00AM BST (British Summer Time). That user won’t see 12:00AM. They will see 7:00AM as their Start Time. Furthermore, if you’re sending a package to 10 people all in different timezones the system will automatically reflect the time zone of each recipient based on their browser’s time zone or the time zone they are located in.
End Date & Time
Choose an End Date and End Time for a Package to no longer be available to the recipient.
NOTE: The time you choose is reflective of the End Time in your timezone. When a user receives their package, the Time will be converted to show the recipient’s own timezone. For example, if your browser is set to PDT (Pacific Daylight Time), and you set the End Time to be 11:30 PM, then the End Time for someone in the UK will be 6:30AM BST (British Summer Time). That user won’t see 11:30PM. They will see 6:30AM as their End Time. Furthermore, if you’re sending a package to 10 people all in different timezones the system will automatically reflect the time zone of each recipient based on their browser’s time zone or the time zone they are located in.
Limit the number of Views -Click in the box and type the number of views you would like to restrict the recipient to.
Limit the number of Views - Click in the box and type the number of views you would like to restrict the recipient to.
Limit the number of Downloads - Click in the box and type the number of Downloads you’d like to restrict the recipient to (if download is available to them).
Hide Users option - when turned ON, will hide users from each other on the package, users will not have the option to see other recipients on the package share.
Disable Comments - when turned ON, users will not have the option to comment on the package share.
When finished with the choices on the Share Settings page Click ‘Back to Sharing’.
NOTE: The next time you go to share the system will recall your previous share settings (minus the date/restriction settings).
Choose the recipients for the package, either individuals or a user list. To add an individual user, click in the ‘Add Recipient’ box and start typing a user name or user list name. Only names of users and user lists that you have access to share with will appear. Click on the name of the user or user list you’d like to share with to add them to your recipients. Repeat until you have added all of your recipients. You can also click the user list icon to the right of the box.
NOTE: You can only add recipients that have been invited to CORE. If you do not have permission to add users to CORE reach out to your System Administrator.
Send Email Notification
The ‘Send email notification’ switch defaults to ON. When it is on, the recipients will receive a notification that they have a package to review in CORE. The notification will have a link to the package and they will have to log in to CORE to access the contents.
Write a message to your recipients in this box. You can also choose to be notified when recipients view the package for the first time by flipping the notification switch to ON.
Click Share when the message is complete.
You will get a confirmation screen in the Share panel once the Package has been shared. Click Close.
Skip and Share Files
Please go to the Uploading Module for further instructions about how to upload to CORE.
After uploading your files, you have the option to categorize them, or to Skip and Share, essentially skipping categorization (you can go back and categorize them later - See the section called Uploading & Tagging Files)
To Skip and Share, Select either of the Skip & Share buttons once your files are uploaded.
Once you’ve clicked Skip & Share, you will be taken to the Share Settings Share Settings module and can follow the steps outlined above.
Drawbacks of Skip and Share
- Files will NOT be available in File Search to other users. Files will be available only in the Distribution area of File Search accessible by the Uploader or System Admins.
- Once you have shared the files, they will only be available in the user’s Inbox and will NOT be searchable in the Inbox using the production filters or search tools because no files in the package have been tagged.
Important: File Categorization is extremely important in CORE. The way files are categorized determines how people will find them in the system, as well as who has access to them. If you have questions about how to categorize the files you are uploading, please contact your System Administrator.
PDF Document Security
When sharing a PDF document to be downloaded with a watermark, there are some additional security features that can be added to the share settings. (For a full description of the options on sharing a package click here.)
The additional PDF security features include Access protection, Print options and View/Share Protection. These options protect any sensitive PDF documents when applied.
The Access Protection option allows you to enable a password requirement to open up the document after it has been downloaded by the recipient. This ensures that only the recipient of the PDF file can open it on their computer.
The PDF Password is automatically generated and can be found under the user’s profile. With certain permissions this password can also be changed to a password of your choice for the recipient..
The option to allow the recipient to print the PDF document. It can either be turned off completely to prevent the document from being printed or printing can be allowed with low resolution or high resolution.
The View/Share Protection can be set to either Low or High Security. If the PDF document is set to Low Security, the recipients will be able to use the search and copy/paste functions on the text within the document. If shared with Full Security, the document will be automatically watermarked. Full security will also ensure the document will not allow search or copy/paste of any text within the document.