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Explore Libraries

Public, private, or hidden - control the access to your assets within your workspace!

Megh McLaughlin avatar
Written by Megh McLaughlin
Updated over a week ago

Who can use Libraries?

👨‍👩‍👧‍👦 Supported on enterprise Air plan

✏️ Anyone that has access to view workspace

Libraries offer teams a way to segment content and workspace members into access-controlled areas. They can be used to manage team-based work, projects, content archives, personal work, and so much more. With libraries, your team can prevent the potential misuse of content by enforcing that only the members that need and should access certain content are able to.

This article explores the Libraries feature and where to find it on Air.

From workspace sidebar

Browse libraries

Browse all libraries that exist in your workspace directly underneath 'All assets and files'. Here you can see some basic info about libraries (name, description, # members) and choose to join or request to join! Invite-only libraries will not be shown here 🤫

Search for the libraries already built out in your workspace. We'll list out all the libraries available for you to join alongside the ones you are already part of. Use this tool to quickly join or leave workspace libraries as well!

▾ Libraries

The expandable Libraries section contains each library individual workspace users are members of.

🏠 General

With Libraries enabled a default library called ‘General’ is included. Every workspace member can access the general library.

⃛ Edit menu

With the general edit menu (three dots), you're able to update general library settings to edit the default name and view all members of the general library (all workspace members).

➕ Create library

Using the plus icon you're able to create a Library for broad team, specific invitees, or personal use.

⚙️ Library settings

Library owners get customization features that keep their space in the team's workspace as open or private as they need.

  • Vibrant emojis give your library a visual identifier

  • Name - anything you want from your department name to Archive to "Enter at your own risk"

  • Description - apply to specify purpose of the library

  • Privacy - settings to ensure access is clear and easy

    • 👥 Any member can join - Any workspace member can join your new library

    • 🔒 Request to join - A library owner or admin must approve a member’s request to join your new library

    • ✉️ Invite-only - A workspace member must be invited to join in order to see your new library

Invite members

🤨 Look familiar?

Notice that library roles match the workspace roles you’re already familiar with! For example, a library editor has the same permissions on boards and assets in the library as a workspace editor did on boards and assets in the workspace (uploading, downloading, creating boards, etc).

Members of your workspace can be invited to libraries within the workspace. There are 4 standard roles that a library member can have:

  • Owner

  • Admin

  • Editor

  • Commenter

The table below provides a detailed breakdown of the library actions that a member can take depending on their role and the privacy level of the library.

Any member

Request to join

Invite-only

Owner

  • Add member

  • Edit member role

  • Remove member

  • Leave library

  • Delete library

  • Add member

  • Edit member role

  • Remove member

  • Leave library

  • Delete library

  • Approve/deny join requests

  • Add member

  • Edit member role

  • Remove member

  • Leave library

  • Delete library

Admin

  • Add member (Admin and below)

  • Edit member role

  • Remove member

  • Leave library

  • Add member

  • Edit member role

  • Remove member

  • Leave library

  • Delete library

  • Approve/deny join requests

  • Add member

  • Edit member role

  • Remove member

  • Leave library

Editor

  • Add member (Editor and below)

  • Remove member

  • Leave library

  • View library details (name, description, privacy level)

  • View library members

  • Leave library

  • View library details (name, description, privacy level)

  • View library members

  • Leave library

Commenter

  • Add member
    (Commenters only)

  • Remove member

  • Leave library

  • View library details (name, description, privacy level)

  • View library members

  • Leave library

  • View library details (name, description, privacy level)

  • View library members

  • Leave library

Once you've got your library membership set, head back to this modal to view a full list of your library members and/or modify their permissions or access.

Leave library

👻 Ghosting your library?

A library owner can’t leave the library unless there is another owner in the library. Designate an alternate owner when you want to keep the cogs turning on the wheels of your creative team.

When you no longer require access to a library, leave it easily and remove it from your workspace sidebar.

Delete library

🚨 Deleting is permanent!

Take caution when deleting a library. All boards and assets within a library will also be deleted, which could result is major data loss for your organization.

Project over? Consolidating libraries? Just trying it out? Libraries can be deleted by their owners.

Because deleting a library will delete all boards inside the library and remove all members, the library owner is prompted to verify a request by inputting the full name of the library into a field to double check that the request is truly wanted.

🤖 Advanced settings

Custom fields

Set the visibility of custom fields for all content in your library. A custom field that isn't relevant for your library can be hidden making for a cleaner and more functional space for you, your team, and your assets.

👤 Default role

Set a default role for all members who join or are invited to your workspace.

  • Admin - Can edit library settings, custom fields and manage library members

  • Editor - Full permissions on all content, but cannot edit library settings

  • Commenter - Can view and comment, but cannot edit, or delete library content

From library view

📚 Library details

When you navigate to any library, from the main view, you'll see the library emoji, name and description. Each of these items can be edited from within this view too!

⃛ Edit menu

The edit menu within a library view provides another way to speedily navigate to your library settings.

➕ Add board

Organize your library into sections called boards. Uploading folders of files from your computer via drag-and-drop or by clicking the 'Add board' button gets you on track with setting up your library exactly to your preference.

🔧 Sort

Toward the bottom right of any library header will show the default or selected sort. Air wants to help you collaborate with your team and keep up with the latest so you'll find the default sort for any library view set to 'Date Modified' (Descending). You'll have many options to pick from.

Sort order can be toggled between ascending and descending. Each view has a default sort by date modified descending and each view has its own set of sort options available:

Gallery View

Table View

Name

Name

File size

File size

Date created

Date created

Date modified

Date modified

Resolution

Resolution

Comment count

Comment count

Extension

Type (Asset or File)

Board count

Tag count

⚙️ Settings

Appearing next to the sort selection in the library header, ⚙️ allows you to further finesse your library view. Customize the details shown with a click!

From library views with thumbnails

Thumbnails for assets and files in a library view can include the following details:

  • Title / File name

  • File extension

  • File size

  • File resolution (assets only)

  • Custom fields (if enabled)

Asset thumbnails default to not showing asset details on the view thumbnails.

From table view

Table view can include the following details:

  • Title / File name

  • File size

  • Date created

  • Date modified

  • File resolution

  • File extension

  • Type

  • Board count

  • Tag count

  • Comment count

  • Custom fields (if enabled)

🪟 Library views

How you view your content can be just as important as the content itself. Use the view toggle button to switch between Gallery or Table view. Gallery view is perfect for presenting content to teammates and partners, conducting brainstorms, or simply sparking spontaneous creativity. Table view allows you and your team to see important metadata like file extension, size, and resolution in a quick scroll format.

Gallery View: highly visual grid display– feels like scrolling through social media or looking at a mood board instead of digging through a file cabinet.

Table View: easily scrollable, detailed list of content with metadata front and center– distinguish between assets at a glance and view information side-by-side.

From Settings > Members

Workspace members can join and/or be added to libraries. The workspace owner(s) can see all members library associations from workspace settings. # Libraries reflects for each individual member. The expandable selection shows the name of each user's library membership and is another speedy way to navigate to library settings.

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