Keep Ready to Share trustworthy
As an organization administrator, your job is to keep Ready to Share useful, which means keeping it trustworthy. The showroom works best when everyone on your team understands the rule: only finished, approved, audience-ready content belongs here.
Your role isn't just technical management. It's setting standards, modeling good behavior, and making sure Ready to Share stays clean enough that anyone on your team, or a partner, or a prospect, can open a Collection and immediately trust what they find.
Administrator permissions
Organization administrators have elevated capabilities beyond regular members:
Action | Regular Member | Admin |
Upload assets | Yes | Yes |
View all assets | Yes | Yes |
Edit own assets | Yes | Yes |
Edit any user's assets | No | Yes |
Delete own assets | Yes | Yes |
Delete any user's assets | No | Yes |
Create Collections | Yes | Yes |
Rename own Collections | Yes | Yes |
Rename any Collection | No | Yes |
Delete own Collections | Yes | Yes |
Delete any Collection | No | Yes |
Create share links | Yes | Yes |
Favorite Collections | Yes (personal) | Yes (personal) |
Note: Favorited Collections are always personal. Admins see their own favorites only, just like regular members.
Manage assets across the organization
Admins have enhanced permissions compared to other users in your channel:
Edit any asset
As an admin, you can edit the title and description of any asset, not just your own. Use this to enforce naming conventions, correct metadata, or add descriptions to assets uploaded without them.
Open the asset detail page.
Click the three-dot menu and select Edit.
Update the title and/or description.
Save your changes.
Delete assets
When deleting an asset, you have two options:
Remove from Collection. Removes the asset from a specific Collection only. The file remains in Ready to Share and in any other Collections. The safer option when reorganizing.
Delete from library. Permanently deletes the asset from the entire organization. This action is irreversible.
Best practice: When in doubt, use "Remove from Collection." Only use "Delete from library" when you're certain the asset should be permanently gone for everyone.
Encourage AI summaries
Ready to Share generates AI-powered titles, summaries, and key takeaways for uploaded media. These summaries are searchable, which significantly improves discoverability across everything your team has uploaded. AI summary generation can run during or after upload. Make it part of your team's upload standard, it saves time and makes the whole showroom easier to search.
Manage Collections
Collection lifecycle
Collections are the organizational backbone of Ready to Share. As an admin, you can create, rename, and delete any Collection in the organization. The strongest Collections are built around a specific audience or use case, sales portfolios, event recaps, trade show packages, not file types.
Delete Collections
When deleting a Collection, choose carefully:
Option 1: Remove Collection only (files move to Other)
The Collection is deleted.
All assets that were in the Collection move to Other (unsorted).
No files are lost. This is the recommended approach in most cases.
Option 2: Delete Collection and all files
The Collection and all files exclusively in it are permanently deleted.
Irreversible. Only use when you're certain those assets should be removed entirely.
The "Other" section
Assets not assigned to any Collection appear in Other. This includes assets uploaded without a Collection, assets removed from all their Collections, and assets whose Collection was deleted using the "Remove Collection only" option.
Review Other periodically to organize orphaned assets. A cluttered Other is a sign that onboarding or naming conventions need reinforcement.
Share link management
How share links work
Share links provide external access to assets and Collections without requiring a MarketScale login. Any member can create share links. When creating a link, they configure:
Expiration. No expiration, 3 days, or 7 days.
Allow download. Yes or No.
Each creation generates a new unique link. Previously created links remain active until they expire on their own.
Share link considerations for admins
No central revocation dashboard. There's currently no admin tool to revoke an active share link before it expires. Links expire automatically based on their configured duration. To make a permanent link inaccessible, delete the underlying asset or Collection.
Permanent Collection links don't expire. Educate your team on when to use expiring vs. permanent links, especially for sensitive or time-bound content.
Download controls matter. Even with downloads disabled, content is still viewable via the share link. For truly sensitive material, use expiration settings.
Best practices for administrators
Set the standard
The most important thing you can do as an admin is make sure your team understands what belongs in Ready to Share. Communicate the rule clearly during onboarding and enforce it when drafts or works-in-progress show up. Ready to Share's value depends entirely on people trusting that everything in it is ready to use.
Organization
Establish naming conventions early. Define standards for Collection names and asset titles before the showroom grows. Consistent naming makes everything easier to find.
Build Collections around audiences and use cases. "Q1 Campaign, Sales Assets" beats "Videos" or "PDFs." Collections should answer: ready to share with whom, for what?
Review the Other section regularly. Orphaned assets are a sign something slipped through. Organize them or delete them.
Limit Collection sprawl. Encourage teams to reuse and consolidate rather than creating overlapping Collections.
Security
Educate users on share link settings. Everyone should understand the difference between expiring and permanent links, and when to disable downloads.
Default to expiring links for sensitive material. Use 3-day or 7-day expiration for confidential or time-sensitive content.
Archive instead of delete when possible. Move assets to an "Archive" Collection rather than permanently deleting them, you can always clean up later.
Content quality
Encourage AI summaries. AI-generated metadata significantly improves searchability. Make it part of your upload standard.
Audit metadata periodically. Review assets with missing or vague titles and descriptions. Good metadata is what makes Ready to Share searchable at scale.
Onboarding new users
When introducing team members to Ready to Share, cover these five things:
What "ready to share" actually means, and what does NOT belong here (drafts, raw footage, works in progress).
How to upload and assign to Collections.
The difference between "Remove from Collection" and "Delete from library."
How to create a share link and configure expiration and download settings.
How to use search and filters to find content quickly.
Common admin scenarios
This quick guide addresses some of the most common scenarios Admins see with Ready to Share on MarketScale:
"A user accidentally deleted important files."
If they chose "Delete from library," the deletion is permanent within the application.
"We need to reorganize our Collections."
Use the Move to... feature to redistribute assets. Move assets between Collections or copy them to multiple Collections without re-uploading.
"A share link is circulating that shouldn't be."
If the link has an expiration, it'll go inactive automatically. For permanent links, the only option is to delete the underlying asset or Collection, which makes the link return a "not found" response.
"A user's uploads are failing."
Check that the user is uploading a supported file type. If the problem persists, have them try a different browser or network connection, and contact MarketScale support if the issue continues.
"Someone uploaded a draft or unfinished file."
As an admin, you can delete it directly or move it to an "In Progress" Collection as a temporary holding area while the asset is finalized. Use the moment to reinforce the standard with the uploader: only finished work belongs in Ready to Share.