Get organized by using Folders to create a logical file structure to house your assets. Folders are the basic building blocks of Swivle and create the overarching structure for your file storage. They’re like the traditional structure you see on your computer - comprising folders, subfolders and files. Folders hold your actual files and each file can only exist in one folder at a time. The clever thing about Swivle is that a file can be referenced multiple times from different Collections and Portals. So you have one master copy but can store, share and view it in a number of different ways. 

Collections let users organize content into a logical structure that suits their needs. Unlike Folders, which contain the master version of files, Collections contain *references* to files. That means files can be added to multiple Collections, to help users find, share and showcase the files that matter to them. Pin Collections to your portal home page to make them even easier to access.

Tags and labels cut the time it takes to find the perfect file for your project. Tags (sometimes called metadata) attach information to your files to make them easier to find through search and browsing. Metadata could be technical (like file type, size and date) or descriptive (like contents or colour). This makes it easy to find files - even if you don’t know their name or location - and filter files based on their attributes.

Sometimes you need colleagues, clients, or contractors to see your files. Other times you need to keep them under wraps - especially if they’re embargoed or commercially sensitive. Swivle lets you store files securely and protect them from unauthorized access when you need to, as well as share and collaborate on files when you want to.

The file you need is never more than a few seconds away with our advanced search functionality. Thanks to labels and tags, it’s easier than ever to find the perfect file for your project. Perform a quick search or dig down into the detail with advanced search, queries, and filters. For example, narrowing down your results by date, author, file status, and more.

Narrow down your whole asset library to the individual file you’re looking for, in just a few clicks. Sort search results or folder contents alphabetically or using criteria like relevance or date added. Or use filters to drill down even further, like finding assets with specific usage rights or file type.

No more frustrated clicking into dozens of files to find the one you want. See a large preview of the files in any folder, collection, or search result. And preview up to 8 different files - or two videos - next to each other to easily compare them.

No need to download and manually convert files from one format to another. Our on-the-fly file converter lets you select the file you need, then simply download it in the best format for your task. Need a 72dpi RGB jpg for the web? You’ve got it! Prefer a 300dpi CMYK tiff for print? On its way!

Collaborate quicker with the ability to share Collections in WoodWing Swivle. Simply send your colleague a share link to a Collection and they’ll be able to click it for instant access. Even if they don’t have a Swivle account. Share links are ideal for:

• Sharing and providing feedback on files within a project team
• Giving certain people access to a group of files - like logos or images 
• Providing public access to selected assets
  

Accidentally included the wrong file in a shared Collection? Don’t worry. Delete in from the Collection and the change is dynamically reflected in what the share link recipient sees.

Whether you’re working with colleagues in your company or partners from outside organizations, there’ll be lots of times you need to share files. Emailing has a file limit, dropboxes are clunky… but there is a better way. Portals let you share files through a secure site, with personalized branding and URL.

• Create a public brand portal where you share your brand's assets (logos, fonts, brochures, etc.)
• Create a personal environment where clients can access assets and artwork (ideal for photographers and agencies)
• Create a private portal for your partners, distributors, or resellers where they can find your latest marketing materials

There’s nothing worse than finding a file but not knowing whether it’s the most up-to-date version. Thanks to built-in version control with Swivle, you’ll always see the current version of an asset. But you’ll also have access to a full audit trail of previous versions, complete with comments and changes made.

Manage the metadata you capture for assets with unlimited customizable metadata fields and permission control. Choose what metadata fields to require on upload, as well as which are automatically populated and which require manual completion. Designate required fields to ensure metadata is always entered and create dropdowns to make sure data is created consistently.

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Need to get files from your favorite freelancer or external agency? No problem. You can send them an upload request in Swivle, giving them access to an upload portal where they can drag-and-drop the files you need.

Populating Swivle is quick and simple thanks to drag-and-drop functionality. From a single document to thousands of assets, just find the files you want to transfer and drag them in. You can then tag and label files to make them as easy to find as they were to upload.

Your file storage shouldn’t be a free-for-all. You need to maintain control over who can see and do certain things in your folders. User management lets you set up groups with defined permissions and then allocate users to them. The user then has the permission For example, you might have a ‘colleagues group that allows your workmates to view and comment on files

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Create a professional look and consistent user experience by branding your Swivle site to match your existing website and collateral. Swivel is fully brandable. You can easily customize the look and feel of Portals to match your branding using the simple design interface. Change headers, logos, and colors; double-check with an easy preview; then confirm to see your branding update immediately.

Need to keep on top of activity in Swivle but don’t want to be hanging around in the system all day? With webhooks, you can set up automatic notifications when something changes in Swivle, and have that alert sent to another program. For example, set up an email alert when someone comments on a file you’ve shared, or get a notification in Basecamp if someone changes metadata in a file.

Designed for developers, REST API lets you customize and integrate applications with Swivle. It provides a way for your custom applications to talk to the back-end of Swivle, allowing them to perform relevant functions such as:

• Search files
• Download files, previews, or other derived formats
• Upload files
• Change metadata
• Create folders and collections
• Create share links

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The Swivle agent lets you check out assets and work on them in their native application, before checking them back into Swivle. All in just a few clicks. Whilst you’re working on the file, it’s locked for other users to prevent any conflicts in the creative process. And thanks to built-in version history, you can always access and revert to previous versions if you need to.

Swivle’s Adobe InDesign plugin is a real time-saver for anyone working with InDesign files in Swivle. 

• Edit InDesign layouts containing links to Swivle
• Open InDesign layouts from Swivle using Check-out
• Change file types of images placed in InDesign
• Place file directly from the Pro client to an InDesign layout
  

No more juggling software, managing multiple tabs, and remembering to update files. It’s all done for you.

Available online 24/7, our Knowledge Base has everything you need to know about getting started with Swivle and troubleshooting occasional issues. You’ll also find detailed technical instructions for developers. 

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