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Lightboxes in Webdam

This article covers using lightbox in the core Webdam application and the following topics:

Introduction and example use cases

You can use lightboxes to add assets from multiple folders to one central location. Below are some helpful definitions for terms that appear in this article:

Lightbox toolbar: Displays at the bottom-left of the screen. Click the  icon on the lightbox toolbar to create a new lightbox or access an existing lightbox.

Active lightbox: The lightbox that you are currently adding and removing assets from. Only one lightbox can be active at a time – its name will display on the bottom-left of the screen and, when reviewing the lightbox menu,  be highlighted in blue.

Lightbox view: The lightbox view allows you to view, share, collaborate, print, duplicate and download a lightbox. To access, click the lightbox toolbar then click the lightbox you’d like to view.

Example use cases:

  • A user adds the imagery and data sheets for three different products to a lightbox so they can email a download link to an agency.
  • A graphic designer is choosing between a few images for the new product brochure and wants to receive feedback from the art director. Once the images are added to the lightbox, the graphic designer invites the art director to collaborate and comment on the selections.
  • A sales person creates a lightbox of frequently used customer logos for easy access.
  • A marketing team can collaborate on a batch of images where they can comment and decide which assets are to be used for a project.

Create a lightbox:

  1. Log into the core application and click the lightbox toolbar icon () on the bottom-left of the page.

  2. Click the  icon on the top-right of the lightbox menu.

  3. Enter the name, project (optional) and description (optional).

  4. Check the box labeled Switch to new lightbox to make the new lightbox your active lightbox.

    Only one lightbox can be active at a time – its name will display on the bottom-left of the screen and, when reviewing the lightbox menu, it will be highlighted in blue.



  5. Click Save.

Add assets to a lightbox:

There are two ways to add assets to an active lightbox.

  • Hover over the asset you want to add and click the  icon on the asset thumbnail. Repeat for all assets you want to add.

  • Select the asset(s) you want to add (for multiple assets, hold down the Ctrl key on a PC or the command key on a Mac), click the  icon on the actions toolbar and select Add.

Once an asset is added to your active lightbox, it will display a  icon instead of the  icon.

Remove assets from a lightbox:

You can remove assets from a lightbox in a few ways:

  • Click the  icon on the thumbnail to remove assets from your active lightbox.

  • From the asset thumbnail view, select the asset(s) you want to remove (for multiple assets, hold down the Ctrl key on a PC or the command key on a Mac), click the  icon on the actions toolbar and select Remove

  • From the lightbox view, select the asset(s) you want to remove (for multiple assets, hold down the Ctrl key on a PC or the command key on a Mac), click the  icon on the actions toolbar and click Remove to confirm.

Download a lightbox:

You can download assets from a lightbox in a few ways:

  • Click the  icon on the bottom-left of the page. Hover over the lightbox you want to download in the lightbox menu and click the  icon. (To customize the size and file type of the downloaded asset, click the Desired preset dropdown menu.) 

  • In the lightbox view, select the asset(s) you want to download (for multiple assets, hold down the Ctrl key on a PC or the command key on a Mac) and click Download. (To customize the size and file type of the downloaded asset, click the Desired preset dropdown menu.) 

  • In the lightbox view, download assets to an FTP:
    • Click the  icon on the actions toolbar.

    • Select FTP lightbox download.

    • Enter the server address, username, password and remote directory of the FTP. You can also select from previously used servers.

    • If you’d like to customize the size and file type of the downloaded asset, click the Download size dropdown menu.

    • Click Send.

 

Collaborate on a lightbox:

You can invite other Webdam users to collaborate on a lightbox. Collaborators can add comments and modify the lightbox.

Invite users to collaborate:

  1. In the lightbox view, click the  icon in the left column.

  2. Enter the email address(es) and a message (optional).

  3. If you want the recipients to be able to modify the lightbox, check the These users can modify box. This allows them to edit lightbox information and add and remove assets. 

  4. Click Share.

Edit collaborators: 

  1. In the lightbox view, click the  icon in the left column.

     icon indicates that a user with that email address exists in Webdam, while a  icon indicates that the email address is not connected to a registered Webdam user.

  2.  Edit the collaborators:

    1. Check the box to allow/restrict the collaborators’ permission to modify the lightbox.

    2. Click the X to remove collaborators.

Comment: 

You can add comments to the lightbox or individual assets.

  • Lightbox comment: Add the comment in the collaborate section in the left column of the lightbox view.

  • Asset comment: In the lightbox view, click the asset and add the comment in the asset details panel on the right.

    Assets with comments will display a  icon showing the number of comments. Comments will only be visible to collaborators added to the lightbox.

    By default, users will receive an in-system notification and email when a collaborator comments or modifies a lightbox. (Read more about watching and notifications.) 

Additional lightbox options:

  • Switch lightbox to active lightboxClick the   icon on the bottom-left of the page. Hover your mouse over the lightbox you want to activate, then click the  icon.

  • Delete: In the lightbox view, click the  icon on the actions toolbar.

  • Edit lightbox information: Click the  icon on the bottom-left of the page. Hover your mouse over the lightbox you want to edit, then click the  icon to update the name, project and description. These fields are also editable in the left column of the lightbox view.

  • Duplicate a lightbox: In the lightbox view, click the  icon on the actions toolbar. The duplicate lightbox will display in the lightbox menu with “Copy of” preceding the name. For example, a duplication of the “Spring Collection” lightbox would be called “Copy of Spring Collection.”

  • Print a lightbox: In the lightbox view, click the  icon on the actions toolbar. You can select a simple view that includes the assets’ thumbnail and filename or a detailed view that also includes the assets’ metadata.

  • Share a lightbox: In the lightbox view, click the  icon on the actions toolbar. You can then select Email link, Email download, Box, Dropbox or FTP lightbox download.

  • View all lightboxes: Click the  icon on the bottom-left of the page, then click All lightboxes in the lightbox menu. From this view you can watch, duplicate, switch to, share, edit or delete a lightbox.

Additional information on lightboxes:

  • Inactive assets will not be added to a lightbox.

  • Collaborators will receive a notification if the lightbox is modified or a comment is added.

  • Lightboxes will display in alphabetical order in the lightbox menu.
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Comments

  • Avatar
    Patrick Leffas

    How do you "undo" removing an asset from a lightbox?

  • Avatar
    Brett McGaffigan Masters

    Hi Patrick - At this time, you will need to re-add the asset to the lightbox, as there is no shortcut to undo an action. That is a great idea though, which I will be sharing with the product team. Thanks!

  • Avatar
    Patrick Leffas

    Thanks, Brett. Another question:

    When I share a lightbox with another WebDAM user via Email Link, they are able to remove assets from that lightbox.

    Is there a way to share lightboxes via Email Link AND restrict the recipients from modifying the lightbox? (i.e., something similar to the "These users can modify" checkbox in the lightbox's Collaborate feature)

  • Avatar
    Brett McGaffigan Masters

    Hi Patrick - Not at this time. After emailing a link to a lightbox, it is as if a duplicate lightbox is created for that user - meaning that they can add/remove images. If you would like to prevent users from modifying a lightbox, I recommend using the collaboration option rather than emailing a link.

  • Avatar
    Patrick Leffas

    Good to know. I just tested this, and the fact that a duplicate lightbox is created seems accurate. The recipient can edit their lightbox without affecting the sender's lightbox (whereas they CAN edit a collaborative lightbox).

  • Avatar
    Michael Dimuzio

    Can lightboxes be used by users of BrandConnect, or only by the core WebDAM users?

  • Avatar
    Michael Dimuzio

    Also, can they share that lightbox with others?

  • Avatar
    Brett McGaffigan Masters

    Hi Michael - Yes, lightboxes are also available in Brand Connect and work the same way as lightboxes in WebDAM, so your users can share them. I recommend reaching out of your customer success manager or implementation consultant for a walkthrough of using lightboxes in Brand Connect, as they are located in a different place (upper right-hand side in Brand Connect, instead of lower left-hand side in WebDAM).

  • Avatar
    Matt Crandall

    I do not see the ability to edit assets in a lightbox. Also, there is no control to view the entire schema (View Fields) if some assets have missing data. With the inability to edit assets, why isn't there a control to go to the asset's home location such that it could be edited? If lightboxes are meant for collaboration, wouldn't editing/versioning be considered collaborating on the assets? For inactive assets, wouldn't collaboration include editing such that they could become active?

  • Avatar
    Katie Steed

    I am trying to insert a lightbox onto the BrandConnect home page. When I click the "+" symbol and attempt to add a specific lightbox, nothing happens, no matter which lightbox I select. Is this an issue with permission settings?

  • Avatar
    Hailey Russo

    Hi, I recently discovered that you can share lightboxes with those who do not have login access to your dam for them to download certain assets. This is a great feature! We have found this very helpful when sending print vendors font or artwork files. Might be worth adding into this article.