Limit the visibility of Artworks the Preview app

Introduction

The Artshell Preview app lets you browse and present the Artworks your archive in a simplified format, designed solely for viewing and controlled sharing of content.

In Artshell accounts with the Premiere plan, where you can manage multiple users with different roles and permissions, as the account admin, you can also use the Preview feature to restrict the visibility of Artworks specific collaborators.

This feature allows you to decide which Artworks visible to a collaborator, external agent, or team member, without granting them access to the entire Artworks section archive.

This restriction is applied through lists: you can select one or more lists— either manual or automatic—and users will see only the Artworks in the lists you’ve granted them access to in the Preview app.

When to Use the Preview Limit

This feature is useful when you want to grant a collaborator access only to a specific, limited selection of Artworks, without allowing them to edit the content or information, or view any of the other Artworks the Artworks section Artworks your Artshell account.

For example, you can use it to:

• external collaborators who need to view only a selection of Artworks curators, researchers, etc.);
• agents or business partners who work on a specific group of Artworks;
• staff present at a trade show or event;
• to display only Artworks , Artworks a specific list, or Artworks to a specific project.

This way, the user can use the Preview app as a reference and presentation tool—not for editing—and will see only the Artworks in the lists you have selected for them.

Set up the lists (automatic or manual)

Before configuring visibility restrictions for your users, make sure you have already created the lists of Artworks want to make available.

When configuring permissions, you can only select lists that already exist in your account. If you haven't created any lists yet, the system won't display any options for you to select.

To learn how to create and manage lists, start by reading these articles:

• Organizing Content: Tags and Lists
• Organize Your Artworks Tags and Lists

Where to configure the limit

The Preview restriction is configured in the Users and Roles section.

To access the settings:

Once the Preview app has been activated for the user, you can choose whether to allow all Artworks to be displayed or to limit the display to Artworks in specific lists.

Allow access to all Artworks

To allow the user to view all the Artworks their account, simply enable the main toggle in the Preview app.

Restriction to a selection of lists

To show the user only the Artworks in specific lists, first enable the main toggle for the Preview app, and then turn on " List Restriction."

After enabling the restriction, the system displays two sections:

• Manual lists, created by manually adding Artworks;
• Automatic lists generated from saved searches.

You can freely select one or more lists, including a combination of manual and automatic lists.

From here, you can:

• search for a list using the search bar;
• view the lists available in the account;

To save the configuration, you must select at least one list. If no list is selected, the system will not allow you to save the configuration.

Once the settings are saved, the user will see only the Artworks in the selected lists in Preview.

Edit the approved lists

You can change the settings at any time.

From the Users and Roles section, open the record . From there, you can:

• Add new lists;
• Remove lists that are already enabled by clicking the Xs next to the lists;
• Switch from " Selected Lists " mode to "All Artworks " mode Artworks the " List Restriction " toggle and leaving the main toggle on;
• Switch back from full mode to limited mode.

The changes take effect immediately in the user's Preview app. If the user is already using the Preview, the display will update to reflect the new configuration.

What Does a User with Limited Access See?

A user with limited access can only view the Artworks the lists you have selected for them.

You may not modify any content, and you may not view, search for, or export Artworks are not included in the authorized lists.

This restriction applies to all features available in the Preview:

• grid view;
• search;
• filters;
• opening of record ;
• selection of Artworks;
• exporting or sharing content.

Search in the Limited Preview

The search bar remains available even for users with limited access.

Users can perform a free search among the Artworks , but the results will always be limited to the Artworks in the enabled lists.

If a keyword matches a work in the Artworks section but is not included in that user's authorized lists, the work will not be displayed in the results.

Available Filters

Users with limited access can only use the " Status" filter.

The results returned by the filter are always limited to Artworks only in the lists enabled for the user.

Preview Settings for Users with Limited Access

Users with limited access can independently configure the settings available in their Preview app to suit their needs, for example by managing:

• the display language;

• price visibility;
• settings related to the contents of the record ;

Export and Share via Link

The export and sharing features available in the Preview app also depend on the permissions assigned in the Users and Roles section.

To allow a user to export Artworks a link or as a PDF, you must enable the corresponding permission. To do so:

A user with limited access can export or share only the Artworks in their Preview app—that is, only those included in the lists you have selected for them.

This restriction also applies to exportable content: users can only include fields available in the Preview app. Information found exclusively in record work record in the Artworkssection—such as Certifications or Maximum Dimensions—cannot be exported from the Preview.

The generated exports are saved in the Export section of the account, in accordance with the platform's standard operation.

What happens when a list is deleted?

It is possible that a list that was previously enabled for a user may be deleted.

The behavior depends on the number of lists still available to that user.

If at least one enabled list remains

If one of the enabled lists is deleted, but the user still has access to at least one other list, Preview will continue to function normally. The user will see only the Artworks the lists that are still active.

If there are no enabled lists remaining

If all the lists to which the user had access are deleted, the Preview grid will be empty.

In this case, the user will see the following message:

You currently do not have access to any Artworks lists. Contact your account administrator to request the necessary permissions.

To restore the view, go back to the Users and Roles section and assign at least one new list to the user.

Conclusions

The "Preview by List" restriction allows you to use the app as a controlled reference tool.

You can grant access to collaborators, agents, or external users by showing only the Artworks to their work, without displaying the entire Artworks section.

By properly configuring the visible lists and permissions for each user, you can maintain control over shared content and use Preview in a way that is more secure, flexible, and well-suited for presentations, collaboration, or sales.