To ensure the integrity and coherence of your digital library, you, as the team owner, can set a number of general rules that will apply to the whole team. To do so, mouse over your avatar in the right top corner and select My Team section. In the Settings tab you may configure the necessary policies for your teammates. Here you're also free to enter your team name.
There are several kinds of general policies you can currently set in Pics.io:
1. Domain and automatic team membership
If your company has personal domain, it's possible to indicate its name in the Team settings. This option gives you the opportunity to invite your teammates (with the domain-based email address) automatically. In case your team consists of people from different companies, you may type several domains in the field.
Just enable the button '
Allow the newly registered users, whose emails contain the above mentioned domain, to join your team' and your teammates will be able to join your team automatically when creating a new Pics.io account.
Make sure you indicated at least one domain name in the field before enabling the button.
After that, you're free to select the default role with the permissions which will be assigned to newly registered users.
NB! If your teammates limit is reached, newly registered users won't be able to join your team automatically.
E.g. A new user registers an account with the domain yourdomain.com, they can join one of the suggested teams which have this domain indicated in the Team settings. Besides, they may skip this process and create their own Pics.io team.
Also, we recommend typing your company name in 'Your team name' section. So that, the newly registered users will be able to easily define your team and join it on the registration process.
You can tick the necessary checkboxes to oblige your teammates to fill the corresponding fields every time they upload a new asset or revision to your Pics.io library. It helps a lot to track changes that happen to the asset and take full advantage of the version control tool in Pics.io. It's possible to make required the following meta fields: comment, title & description, keywords, assignees, flag, rating, color.
Besides, you may choose the custom fields your teammates have to pre-fill before uploading new assets to your Pics.io library. Just click on the 'Select custom fields' button and choose the metadata fields necessary for newly uploaded files.
3. Keywords management
Here you have two options to choose from.
- Autofill Keywords policy will automatically generate keywords for newly-uploaded assets. Here you may also select the language you want to use for AI keywording. Please note that the price of this feature depends on your billing plan.
- Controlled Vocabulary policy, you can limit the scope of keywords used by your team to the existing keywords only. It means that none of your team members will be able to add, edit or remove keywords that have already been created.