Sharing Contract-Specific Digital Assets

Created by Victoria Crosby, Modified on Fri, 28 Apr, 2023 at 2:42 PM by Victoria Crosby

Users have the ability to share contract-specific digital assets with the involved parties.  


This can be done in one of two ways:

  1. By creating a new contract.

  2. By editing a preexisting contract.

For this example, we'll use the second option and edit a preexisting contract. To learn more about creating a new contract, click here. For more on editing a contract, refer to this article.  


In the image below, you can see that we're on the 'Edit Contract' page for a contract that's already been submitted to Brainbase. 


Scroll all the way to the bottom of this page to see the 'Documents' section. Click on the 'Add dgital assets.' 


This will open a pop-up menu, where you'll select exactly which digital assets you want to share with the involved parties. 


We chose to share the 'Starship Brands - Brand Assets & Files' folder in this example by clicking the checkmark to the left, but you're welcome to share as many or as few digital assets that populate on this screen as you'd like. 


Click the blue 'Add' button to proceed. 


Now that we've added a digital asset, it appears at the bottom of the previous screen in the 'Documents' section. We can then choose if we want to share this asset immediately or wait until the contract is live by using the toggle button. 


If the toggle is OFF (grey), it means it'll wait to share until the contract is live, and then expire once the contract has ended. If the toggle is ON (blue) it'll share the selected asset as soon as the contract has been submitted or edited, and will also end with the expiration of the contract. 


Regardless of which option you choose, the permission will end with the expiration of the contract. Make sure you click the 'Save' button to proceed. 



Once you've saved your changes to the 'Documents' section and made any other additional edits in the other fields, click on the blue 'Update Contract' button in the top-right corner to save this updated version and share the selected digital assets. 


Now that we've shared these within the contract, we can now view them from the 'Digital Assets' tab. 


To see which files were shared in-contract, click the three-dot icon on the file or folder, then 'Share,' and then the company/user icons in the top-right corner of the box. They'll say 'Set by Contract' if they were shared this way. 


For a full overview of the 'Digital Assets' section, click here. If you'd like to learn more specifically about sharing digital assets, you can do so here


If you later decide that you need to remove this shared file, you can do so by editing the contract, scrolling back down to the 'Documents' section, and clicking on the little trashcan icon next to it. 



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