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Share files with a client or partner
Choose between a shared gallery and a workspace, pick the files, decide what recipients can download and who can open the link, and send it.
Use this guide when someone outside your admin team needs files from your library: a client, a partner agency, the press, or another team in your organization. It goes through every setting you'll want to check before you send the link.
1. Choose a shared gallery or a workspace
| Shared gallery | Workspace | |
|---|---|---|
| Best for | A one-off delivery, such as a press kit | Ongoing access for a team, client, or partner |
| Who can open it | Anyone with the link | Your choice: public, login required, or private |
| Can recipients upload? | No | Optional |
| How files are organized | One or more named sections | One media pool |
Sending a selection once? Use a shared gallery. Need to control who opens the link, or will people come back for new files? Use a workspace.
Read more: Should I use a workspace or a shared gallery?
2. Create it
- Open Sharing and click Add in the top right.
- Enter a "Name".
- Under "Type", select Gallery or Workspace.
- Click Create.
The editor opens, with three tabs on the right: Media, Settings, and "Publish". The next steps go through them.
You can also start from Media: select files, open the share flow, and create a new shared gallery. The files you selected become its first section.
3. Choose the files
There are two ways to fill a shared gallery or workspace:
- Manual: you pick the files yourself with Select media. Use it for a curated selection.
- Dynamic: you set filter rules, such as a tag, a person, or a file type, and Clipido adds every matching file, including new ones as they arrive. Use it for a collection that keeps growing, such as everything from one event.
In a shared gallery, click Create first section and choose manual or dynamic for each section. Add more sections later with Add section. In a workspace, choose manual or dynamic on the Media tab, for all its files at once.
Choose before you pick a lot of files: switching from manual to dynamic removes the files you picked by hand.
Read more: Manual and dynamic sections
4. Decide what recipients can download
Downloads are set on the Settings tab, in the "Download" section. In a workspace, open the Media tab inside Settings first.
- Turn on downloads: set "Download file" to "Enabled" for a shared gallery, or "Download file options" for a workspace.
- On a shared gallery, you can also turn on "Download all", so recipients can download every file as one zip.
- Click Configure download options to choose the download quality, logo overlays, crop presets, and download actions.
A workspace can offer several choices, such as High and Low quality, and let recipients pick. A shared gallery gets one fixed choice for each, and crop presets are for workspaces only.
Read more: Download profiles, Download quality, Logos and watermarks
5. Optional: let recipients upload or review files
Workspaces only. On the Settings tab:
- Uploads: set "Accessible" to "Enabled" to add an Uploads page. Under "Upload approval", choose Auto-approve, or "Manual" to check the files first.
- Review: turn on a Review page, so recipients approve or deny uploads from the upload zones you select. This sub-tab only appears once Clipido has turned on workspace review for your organization.
Read more: Workspaces, Workspace review
6. Set who can open it
Open the "Publish" tab. Under "Authentication":
- A shared gallery is always public: anyone with the link can open it.
- A workspace can be "Public", "Login required" for anyone signed in to Clipido, or "Private" for the members of the access groups you add.
New workspaces start as "Public". If the files aren't meant for everyone with the link, change this before you send it.
For a private workspace, click Add access group and pick a group. The people in that group need to be members of your organization, so invite them under Settings → Members first.
You can also set an "Expiration date", after which the link stops working.
Read more: Access and visibility, Groups
7. Optional: add your branding
A shared gallery can show a banner image at the top. On the Settings tab, set "Show banner" to "Enabled" and click Select banner to pick an image from Media. With whitelabel, your logo and colors appear on every shared gallery and workspace.
Read more: Branding
8. Check it and send the link
In a workspace, click Preview in the editor header to open it the way recipients will see it.
Then copy the link from the "Publish" tab, "Shareable link" for a shared gallery or "Public link" for a workspace, and send it. Recipients who need help can read Open files someone shared with you.
You can also show a shared gallery on your own website: see Embedding a carousel.