What is External Uploader?

External Uploader allows one-time or external contributors to upload files without the need for a registered account. This is useful for people unlikely to need to use Asset Bank regularly or if you don't wish to provide them with account access.

How does it work?

Once enabled, administrator users and Org Unit admins will see External Uploads under the admin section in the navigation bar.

The 'Invite external uploaders' link in the top right of the page generates a URL to the external uploader page which can then be copied and sent to your contributors.

Anyone who follows that link will be taken to an Upload page where they will be prompted to input their email address. This identifies each contributor to administrator users when they review the uploads.

Files can be drag and dropped into the uploader window or the contributor can browse their computer for files from a pop-up window. Thumbnail files are generated for each asset at this stage and the contributor can choose to remove files that may have been accidentally uploaded if necessary.

Contributors will need to ensure that they click "Finish Upload" to complete the process. They will see confirmation of the upload.

When new assets have been uploaded administrator users with system notifications switched on will receive an email alert. The alert contains a link to the Admin > External Uploads screen where they can review the uploaded assets. N.B. material added via the external uploader is automatically cleared after 14 days if not approved, if this occurs assets will need reuploading accordingly.

With one or more assets selected you will have the option to delete the assets or edit the metadata and complete the upload. If your Asset Bank has Asset Types enabled and configured you will be prompted to select an Asset Type before adding the metadata, similar to a normal upload.

When External Uploader is enabled an "External Uploads" Folder (or Access Level for legacy customers) is created and is only visible to administrator users.

By default all externally uploaded assets are uploaded to this folder/access level. However, you can choose a more appropriate folder/access level during the update process.