Lightboxes

 

Overview

Lightboxes are a way to organize and even share the media in your library. Whereas galleries and batches most likely contain closely related media (such as photos from some event), lightboxes can be used to compile collections of media from different sources for some specific use.

As you search for files in the library, you can add files to lightboxes for easy access later. Lightboxes are simply a collection of images. Anyone can create a lightbox and add images to it. Under each file thumbnail, you will see an Add to lightbox link. Click Add to lightbox under a file and the system will display all the existing lightboxes in the system and allow you to add the file to an existing lightbox, or you can create a new lightbox and add it to. Click the Lightboxes link in the top sub-navigation under the Digital Assets tab to view and interact with lightboxes.

Imagine wanting to make a collection of the images of a certain student. Instead of finding all of the images, downloading them, and then re-uploading them as a batch (which is not a recommended use of the system, by the way), you can simply browse the library and add all of those photos to a lightbox. In effect you have done the same thing, although much quicker, cleaner, and more organized without duplicating images in the library (as lightboxes do not copy files, but instead, reference them).

Lightboxes also makes collaboration and sharing much easier. People within an organization can utilize lightboxes to compile a set of media for a specific purpose, and then people outside the organization can be given access to specific lightboxes in order to view or even download the content. This way, you can give certain people access to media files in your library without needing them to actually have access to the system.

 

Adding a Lightbox

You can create lightboxes as you need them and where you need them. You can add files to lightboxes individually, or in masse. You will see a checkbox at the top-left of each file in the library. These checkboxes allow you to interact with multiple files at once. For example, by placing a check in the box next to multiple files on the page and clicking the Add to lightbox button at the top, you could add multiple images to a new or existing lightbox. When you add files to lightboxes, the system will again display all the existing lightboxes in the system and allow you to add the file to an existing lightbox, or allow you to create a new lightbox to add it to.

  1. On the Lightboxes page, click the Add Lightbox button. The Add New Lightbox window will open.
  2. Fill out the fields. View a description of this interface for reference.
  3. Once finished, click the Add Lightbox button to create the lightbox. The Lightboxes page will now show this new Lightbox.

 

Public vs. Private Lightbox

When you create a lightbox, you will select if you want it to be public or private. Public lightboxes are available for anyone to see, while private lightboxes can only be seen by you. You can move images from one lightbox to another. You can delete images from a lightbox. You can also add special notations to the images in a lightbox if you are collaborating with other people on a project. Lightboxes can be emailed to people inside and outside of your organization and with the appropriate access, you can even choose to allow the recipient of the emailed lightbox to download the various image versions. We are always adding new features and ways to use lightboxes.

 

Emailing a Lightbox

Through Imagespace, it is also possible to send people, even outside of your organization, a link to view a lightbox. Imagespace will allow you to write-up an email and send it to others, and along with that, embedding a link in the email that they can use to view your lightbox.

When a person receives an email of a lightbox in your asset library, they will have access to a link that will allow them to view the files that are in the lightbox. This view is not at all like what you see in you Dashboard. Basically, a gallery-like page, branded to your organization, is shown to the user. They will be shown thumbnails of the items in the lightbox, unless you specified the permission to allow them to download files, which then places links on the page that they can use to download the original files from your library.

  1. On the Lightboxes page, use the dropdown to select the lightbox you wish to manage. The lightbox and its contents will be shown on the page.
  2. Near the top of the page is an Email Lightbox button; click it. The Email Lightbox window will open.
  3. Fill out the fields. View a description of this interface for reference.
  4. Once finished, click the Submit button.
  5. The email will be sent, and a summary of the email will be shown in the window. Click the Close button to close this window.

 

Editing the Items in a Lightbox

  1. On the Lightboxes page, use the dropdown to select the lightbox you wish to manage. The lightbox and its contents will be shown on the page.
  2. Each item in the file listing will have multiple textboxes associated with it. Fill out the fields for the items as needed. View a description of this interface for reference.
  3. When finished, click the Update button on the page (there is one near the top and near the bottom of the page for your convenience) to save the changes. If you do not click this button, the changes will be discarded when you navigate away from the page.

 

Removing an Item from a Lightbox

Removing an item from a lightbox does not remove it from your asset library; it only deletes the reference to the item contained within the lightbox.

  1. On the Lightboxes page, use the dropdown to select the lightbox you wish to remove an item from. The lightbox and its contents will be shown on the page.
  2. Each item in the list will have its own Remove button (somewhere to the right of the thumbnail). Click the Remove button for the item you want to delete. Note that you will not be prompted with a confirmation dialog. If you remove an item by mistake, you will need to add the item back to the lightbox.

 

Duplicating a Lightbox

Once you have a lightbox populated with media, you may want to save it, yet create another copy that you can alter further. Instead of forcing you to create a whole new lightbox and adding everything back into it, you can easily duplicate a lightbox in Imagespace.

A duplicated lightbox is in now way tied to its "parent". The duplication simply copies the lightbox contents into a completely new lightbox. So, if you eventually decide to delete or edit some "parent" lightbox, it will not make changes to any lightboxes that were created from it.

  1. On the Lightboxes page, use the dropdown to select the lightbox you wish to manage. The lightbox and its contents will be shown on the page.
  2. Near the top is a Duplicate Lightbox button; click it.
  3. A window will open, allowing you to insert a name for the duplicated lightbox, as well as to set whether it is public or private. Complete these fields.
  4. Click the Duplicate Lightbox button in this window when finished, or click the Cancel button to exit. A new lightbox will be created, and it will be a "clone" of the lightbox that you had selected. The Lightboxes page will show this new lightbox.

 

Downloading a Lightbox as a ZIP

Depending on your site's configuration and other factors, you may or may not be able to perform this action. If you notice the Download ZIP button on the lightbox page is missing, then you do not have the ability to use this feature (this restriction may be site-wide, but could also be for certain lightboxes as well).

  1. On the Lightboxes page, use the dropdown to select the lightbox you wish to download as a ZIP file. The lightbox and its contents will be shown on the page.
  2. Near the top of the page is the Download Zip button; click it.
  3. A ZIP file will be made and temporarily saved on the server. Depending on the size of the lightbox, it may take some time to do this. While the ZIP file is being created, do not navigate away from the page, as doing so may cancel your download.
  4. When the ZIP file is ready, you will be prompted by your browser to save the file. Not all browsers are configured the same. Your browser may prompt you to save the file, or it may automatically start downloading it and saving it to a pre-defined folder on your computer.

 

Deleting a Lightbox

It is important to note that deleting a lightbox from the system will not delete the files from your library. So, feel free to add and remove lightboxes at-will without affecting anything in your asset library and its setup.

  1. On the Lightboxes page, use the dropdown to select the lightbox you wish to remove. The lightbox and its contents will be shown on the page.
  2. Near the top of the page is a Delete Lightbox button; click it.
  3. You will be shown a confirmation dialog; click the OK button to continue with the action, or click the Cancel button to quit.