Collections and automatic collections

A collection is a hand-picked list of media. Workspaces define which area a media item belongs to, but you often need to work with media from different areas: images for a campaign, materials for a distributor, or photos to review during the week. Collections let you do this.

Collections

A collection holds up to 5000 media items. Adding a media item to a collection does not move or copy it: it stays in its workspaces, and the collection references it.

Each collection has a visibility setting:

• public: visible to all users; editable by its creator and team members;
• private: visible and accessible only to its creator;
• team: visible and editable by its creator and the specified people.

If you create a collection, you can still see it even if you remove yourself from the team.

You can archive a collection you no longer need: it disappears from the sidebar, but you can still view and reopen it. Deleting a collection does not delete the media it contains.

Keeping collections up to date

Collections stay up to date automatically: deleted media are removed from collections, and media replaced with a new version are updated in collections too.

In a collection, you only see media you have permission to view: two people opening the same collection may see different numbers of media items.

Automatic collections

You do not need to create automatic collections: openlane provides them for each user in the library sidebar.

• My uploads: media you have uploaded.
• Recently uploaded: media uploaded in the last 7 days.
• To approve: media awaiting your decision in a workflow; only shown to approvers.

Automatic collections also show only media you have permission to view.