Should I use a workspace or a shared gallery?
Choose between a shared gallery link and a workspace when you need to share files outside your admin workspace.
Use this article to decide whether a "shared gallery" or a "workspace" fits your sharing job. Both let recipients view and download files from your Media library, but they work differently and suit different situations.
An "upload zone" is where files enter Clipido. This article assumes you already know that. It focuses only on choosing between the two sharing options under Sharing.
Shared galleries: a public link for a fixed delivery
A "shared gallery" is a public link to a selection of files. Anyone with the link can open it without signing in. Shared galleries are always public: you cannot restrict them to specific people or require sign-in.
Shared galleries work well when you need a one-off delivery, such as a press kit, a campaign landing page, or files you send once by email. Recipients view and download only. They cannot upload files into a shared gallery.
You build a shared gallery from one or more "sections". Each section can hold a manual file list or update automatically from filters.
You'll find shared galleries under "Sharing → Galleries".
Workspaces: ongoing access you can lock down
A "workspace" is for people who need repeated access over time: a client, a partner agency, or an internal team outside your admin workspace. You choose how the link opens: "Public", "Login required", or "Private" with access groups.
Workspaces can optionally include an Uploads page so recipients submit files, and optionally a Review page so they approve uploads themselves. What appears in the workspace Media view can be a manual selection or a dynamic filter set.
You'll find workspaces under "Sharing → Workspaces".
Side-by-side comparison
The table below compares shared galleries and workspaces on the decisions that usually matter when you are choosing.
| Shared gallery | Workspace | |
|---|---|---|
| "Best for" | One-off public delivery | Ongoing access for a team, client, or partner |
| "Who can open it" | Anyone with the link (always public) | Your choice: public, login required, or private |
| "Can recipients upload?" | No | Optional, if you turn on the Uploads page |
| "Can recipients review uploads?" | No | Optional, if review is enabled for your organization and this workspace |
| "How content is organized" | Multiple named sections | One media pool (manual or dynamic) |
| "Where to create it" | "Sharing → Galleries" | "Sharing → Workspaces" |
Which one should I pick?
- Need a simple public link with no sign-in, for a one-time handoff? Create a "shared gallery".
- Need to control who can open the link, or give someone ongoing access over weeks or months? Create a "workspace".
- Need recipients to upload files back to you through the same link? Create a "workspace" and enable the Uploads page.
- Need recipients to approve uploads on your behalf? Create a "workspace" and enable review (your organization must have workspace review turned on first).
If you are still unsure which Clipido term applies: "upload zones" collect incoming files, "shared galleries" are public view-and-download links, "workspaces" give ongoing access you can restrict, and "admin workspace" is your own team's home base inside Clipido.