PhotoShelter Integration with Marq - User-Based Asset Access

What You'll Learn

Key improvements in the new PhotoShelter integration
How user-based authentication enhances security
Setting up access to personal libraries and public portals
Navigating collections and galleries within Marq
Searching and inserting PhotoShelter assets

What's New: Enhanced PhotoShelter Integration

Previous Integration

Connected to entire account only
All users saw all assets
No permission-based filtering
Limited navigation options

New Integration

User-based authentication
Each user sees only their assets
Respects PhotoShelter permissions
Enhanced UI and navigation

The Challenge Solved: Previously, when connecting to PhotoShelter, all users had access to the entire account. This meant the engineering team might see sales images, or marketing could access assets meant only for specific departments. The new integration ensures users only see what they're authorized to access based on their PhotoShelter permissions.

Setting Up the PhotoShelter Integration

1. Enable PhotoShelter in the App Store

Your Marq account administrator should install the PhotoShelter integration from the Marq App Marketplace. This makes the PhotoShelter connector available to all users in your organization.

2. Log In with Your PhotoShelter Account

Each user logs in individually with their own PhotoShelter credentials. This personal authentication ensures you only see images you're authorized to access.

User-Based Access: When you log in with your PhotoShelter credentials, the integration automatically filters assets based on your permissions. For example, if your PhotoShelter account only has access to marketing images, that's all you'll see in Marq.

3. Configure Portal Access (Optional)

PhotoShelter portals are public-facing or shared libraries that organizations use to distribute assets. If you need access to a portal in addition to your personal library, you can add it in the settings:

Open the PhotoShelter connector settings
Enter the portal URL or name
Save the configuration

Example: A university might have a public portal for official brand assets (logos, templates) that all departments can access, while also maintaining private libraries for specific schools or departments. Users can access both their personal library and the public portal from within Marq.

Navigating PhotoShelter Assets in Marq

The new PhotoShelter integration features an enhanced user interface with improved navigation, making it easier to find and use assets.

Understanding the Structure

When you open the PhotoShelter connector, you'll see your assets organized in a familiar structure:

Library: Your personal PhotoShelter account and its contents
Portals: Any public or shared portals you've been granted access to
Collections: Folder-like structures containing grouped assets
Galleries: Curated sets of images organized by project, event, or theme

Collections

Function like folders in a file system. Collections can contain galleries, other collections, and individual images organized hierarchically.

Galleries

Curated groups of images that belong together, similar to albums. Perfect for organizing event photos, product shots, or campaign assets.

Portals

Public or semi-public sharing spaces that allow broader access to specific assets without requiring full PhotoShelter accounts.

Browsing Your Assets

Click on your Library to view your personal PhotoShelter assets
Navigate through collections by clicking to expand them
Open galleries to view the images contained within
Switch to a Portal view if you've configured portal access

Searching for Images

The updated PhotoShelter connector includes powerful search capabilities:

Keyword search: Find images by metadata, tags, or file names
Collection search: Locate specific collections by name
Gallery search: Find galleries that match your search terms
Image search: Search directly for individual images

Search Tip: Use specific keywords or project names for faster results. The search function scans across collections, galleries, and image metadata to return comprehensive results.

Adding PhotoShelter Images to Templates

Once you've found the perfect asset, inserting it into your Marq template is simple:

For Template Designers

Open the Marq editor with your template
Click the PhotoShelter connector from image sources
Browse or search for your desired image
Click the image or drag it onto the canvas
Position and style as needed

For End Users (Replacing Images)

Open your assigned template
Click on the image you want to replace
Select the PhotoShelter connector
Find your image using browse or search
Click to insert - the new image automatically replaces the selected one

Key Benefits of User-Based Access

Enhanced Security

Each user sees only assets they're authorized to access in PhotoShelter, maintaining proper asset governance and security protocols.

Department Separation

Marketing, sales, engineering, and other departments can maintain separate asset libraries without cross-contamination or confusion.

Relevant Assets Only

Users aren't overwhelmed by irrelevant images. They see only what's pertinent to their role and projects.

Improved UX

The new navigation and UI make finding and using assets faster and more intuitive than ever before.

Portal Support

Access both personal libraries and public portals, providing flexibility for different asset distribution models.

Better Organization

Navigate through collections and galleries with an interface that mirrors PhotoShelter's organizational structure.

Use Case: Marketing Agency Scenario

Scenario: A marketing agency uses PhotoShelter to store client assets. Each account manager has access only to their own clients' photo libraries.

The Challenge:

Account managers need to create branded materials for their specific clients
Each client's images must remain private and accessible only to authorized team members
The agency also maintains a public portal with agency branding assets

The Solution with User-Based Access:

Sarah (managing Client A) logs into Marq with her PhotoShelter credentials
She sees only Client A's images in her library, plus the agency's public portal
Mike (managing Client B) logs in separately and sees only Client B's assets
Both can access the shared agency portal for official logos and templates
No risk of using wrong client assets or seeing confidential images

Result: Secure asset management with the flexibility to share common resources through portals while maintaining client confidentiality.

Frequently Asked Questions

What's the difference between a collection and a gallery?

Collections are like folders that can contain galleries, other collections, and images. Galleries are more like albums - curated groups of images that belong together. Collections provide organizational structure, while galleries group related content.

Can I access multiple portals at once?

Yes, you can configure access to multiple PhotoShelter portals in the settings. Each portal will appear in the navigation, and you can switch between them, your personal library, and any portals you've configured.

Will users who previously used the old integration need to reconnect?

Yes, the new integration requires individual user authentication. Users who accessed PhotoShelter through the previous account-wide connection will need to log in with their personal PhotoShelter credentials.

What happens if I don't have PhotoShelter credentials?

You'll need valid PhotoShelter login credentials to use the integration. Contact your organization's PhotoShelter administrator to set up an account with appropriate permissions.

Can I see a portal without logging into my PhotoShelter account?

Some public portals may allow access without authentication, but you'll still need to configure the portal URL in the settings. For most secure workflows, authentication is required to ensure proper asset access management.

How do I know which assets I have permission to access?

The integration automatically filters assets based on your PhotoShelter permissions. You'll only see collections, galleries, and images that your PhotoShelter account is authorized to access. If you need access to additional assets, contact your PhotoShelter administrator.

Troubleshooting

Issue: I can't see assets that I know exist in PhotoShelter.

Solution: Verify that your PhotoShelter account has permission to access those specific collections or galleries. Contact your PhotoShelter administrator to review and adjust permissions if needed.

Issue: The portal I configured isn't appearing.

Solution: Double-check that you've entered the correct portal URL in the settings. Ensure the portal is public or that you have appropriate access credentials. Try logging out and back in to refresh the connection.

Issue: Images are loading slowly or not at all.

Solution: This may be due to network connectivity or PhotoShelter server response times. Try refreshing the connector, or check your internet connection. If the issue persists, contact support.

Best Practices

For Administrators:

Set up clear permission structures in PhotoShelter before enabling Marq access
Create portals for commonly shared assets like logos and brand templates
Document which collections are available to which teams
Use consistent naming conventions for collections and galleries
Regularly audit user permissions to ensure appropriate access levels

For Users:

Use search for faster asset discovery, especially in large libraries
Familiarize yourself with your organization's collection structure
If you need access to additional assets, request permissions proactively
Take advantage of portal access for shared brand resources

Need Help? If you have questions about the PhotoShelter integration or need assistance, contact Marq support at support@marq.com or visit our Help Center.