Introduction

When working with artwork sharing, events, or insights, you may have folders, attachments, or media that you want to share frequently, and others you prefer to keep private.

The lock function (open  or closed ) allows you to precisely manage the visibility of each element—deciding what should be available for export or sharing, and what should remain only in your internal archive.

Open/Closed Lock: What Does It Mean?

The lock acts as a toggle switch for content visibility.

Closed Lock : The content is private. By default, it will not be included in shares or exports. This is ideal for internal documents such as contracts, quotes, valuations, or drafts.
Open Lock : The content is shareable. It will be included in links, exports, or email shares. This is useful for public images, tech sheets, or media meant to be shown frequently.

How to manage the lock for attachments and media

You can manage the lock status in two ways:

Manually, for each individual item.
By setting a default lock status for newly uploaded content.

Manage the lock on individual items

Within the record (artwork, artist, event, or contact), click Details to expand the Details tab.

From here, you can access:

Screenshot 2025-06-27 alle 13.28.31.png

Images and Videos

You can manage the lock status of images and videos linked to your records (artworks, artists, contacts, or events) in two ways:

From the Images and Videos section in the Details tab.
By clicking directly on the image or video itself.

Registrazione schermo 2025-06-28 alle 20.41.15.gif

Important: If an image is already set as a cover or a View on Wall, its lock status cannot be changed. In the example below, only the image indicated can have its lock toggled.

Screenshot 2025-06-27 alle 13.24.56.png

Folders

You can open or close the lock of an attachment either from inside the folder or from the attachment itself.

Here is a brief demonstration:

Registrazione schermo 2025-06-28 alle 20.53.19.gif

Files

For general files (e.g., PDF, ZIP, Word), the lock can also be managed either from the folder or from the file's internal preview.

Here is a brief demonstration:

Set a default lock status for new content

To streamline your workflow, you can decide whether newly uploaded files, images, videos, or attachments should have the lock open or closed by default.

Here’s how:

Go to the Settings Panel by clicking the  icon in the bottom left corner.
Select the Locks & Folders section.
Under Lock Status, choose your preferred option.
- Closed Lock: to keep new content private by default.
- Open Lock: to automatically make new content shareable.

Conclusions

Using the lock function correctly allows you to precisely control the visibility of your content. You can keep your archive organized and secure, while clearly deciding what to share and what to keep confidential.