Setting Up for External Uploads

Overview

External Uploads enables organizations to allow non-registered (external) users to upload assets directly into the DAM using secure, shareable upload links. All submitted assets go through an admin approval process before becoming available in the library, ensuring control and quality.

Feature Summary

• Allow external users to upload assets without requiring a DAM account
• Share upload links for easy access
• Maintain control with admin review and approval workflows
• Apply configurable upload limits and restrictions
• Ensure security with file restrictions and (future) virus scanning

How It Works

1. Creating and Managing Upload Links

A new Upload Links management option is available under the main Upload section.

Admins (Administrators and Library Administrators) can create and manage shareable upload links

• Each link can accept multiple upload batches and remains active until manually deactivated or deleted
• Links can be edited, activated, deactivated, or deleted at any time
• Links do not expire automatically

Important:
If an upload link is deleted, all assets pending review under that link are permanently deleted and cannot be recovered. A warning message is displayed in the UI before deletion.

Configurable settings per link include:

• Link name
• Optional description
• Maximum storage limit
• Maximum file size limit

2. External Uploader Experience

• External users access uploads via the shared link — no login required
• The upload page inherits branding (logo and highlight colors) from the main DAM library

• Uploaders provide:
  • Name
  • Email
  • Optional description

Note:

• The description is visible only to admins during review 
• Upload links can also be shared through Experience Portals (XP)

Validation checks:

• File size limits enforced
• Unsupported file types are blocked with appropriate warning messages

3. Admin Review and Approval

• Uploaded assets enter a pending queue and are not visible in the DAM until approved
• Admins can preview asset thumbnails (for images) and basic metadata (e.g., file size)

• Actions available:

  a. Approve
  b. Reject

Important:
Rejected assets are permanently deleted and cannot be recovered.

During approval, admins can:

• Edit File Names
• Assign categories
• Add attributes
• Apply keywords

Once approved, assets become available in the DAM library for end users.

4. Storage

• All externally uploaded assets count toward the organization’s total storage (TBUM)
• Updated storage usage is reflected in:
  • Library Report 

5. DAM End User Experience

After approval:

• End users can view uploader-provided details in:
  • Comments section
  • History section

• Users can search assets using the uploader’s name via standard search (e.g., “Jane Doe”)

Note:
The “Uploaded By” filter will not display external uploader names since they are not registered DAM users.

Platform Security Measures

To ensure safety and compliance, the following restrictions are enforced:

File Size Limits

• Maximum total upload per link: up to 5 TB
• Maximum file size: up to 50 GB

Restricted File Types

The following file types are blocked:

• Executables/scripts: .exe, .bat, .sh, .cmd, .ps1
• Code files: .js, .ts, .py, .rb, .php
• Archives: .zip, .tar, .gz, .rar
• Web files: .html, .htm
• Binaries/libraries: .jar, .dll, .so

Key Considerations

• Upload links remain active until manually changed
• Deleting a link removes all associated pending assets permanently
• Rejected assets cannot be recovered
• External uploader information is partially visible to end users