Folders & Permissions

Folders help donors organize objects and listings in Museum Exchange and make it easier to share information with others during the donation process.

This article explains what folders are, how donors can use them, and what sharing means in Museum Exchange.

What is a folder?

A folder is an organizational space in Museum Exchange that helps group related objects, listings, or donation activity in one place. Each folder can be shared with other Museum Exchange users so that they can access the objects, listings and donations within it.

Objects and listings can be moved between different folders within a Museum Exchange account. Folders are intended to help donors stay organized as they prepare and manage donations and to enable sharing between different Museum Exchange accounts.

Why use folders?

Every Museum Exchange account starts off with objects in one folder, and objects, listings and donations must be kept within a folder. New folders can be created and donors commonly use folders to:

• keep related objects together, such as items in the same location, items with different owners, etc.
• organize works before submitting a listing
• make it easier to manage objects across multiple submissions

Using folders can make it easier to keep track of which objects belong together and what stage each item is in.

Understanding folders and listings

When submitting a listing only objects from the same folder can be submitted together as a collection. Objects from different folders cannot be combined into the same listing. If you want to submit objects from different folders into one listing, move the objects to the same folder.

Sharing folders

Museum Exchange may allow donors to share folders with other people involved in the process. Sharing can be useful when a donor wants another person to help review, organize, or manage the objects in a folder.

This may include sharing with:

• a representative
• a family member
• a colleague
• another person helping prepare the donation

Sharing is intended to support collaboration while keeping the donation process organized. A donor might share a folder in order to let someone help review object information, coordinate with another person before submitting a listing, allow a representative to assist with preparation and donation processing and to keep everyone working from the same set of objects and information.

This can be especially helpful when more than one person is involved in preparing a donation.

What to review before sharing

Before sharing a folder, donors should make sure:

• the correct objects are included
• the folder is being shared with the right person

It is a good idea to review folder contents carefully before sharing access.

Best practices for donors

To use folders and sharing effectively:

• create folders that clearly group related objects
• use sharing only when collaboration is needed
• review folder contents before sharing
• keep object information organized and up to date
• confirm all details before submitting a listing

Common questions

Do I need to make multiple folders?

Not always. Folders are most helpful when you are working with multiple objects or collaborating with another person.

Can I use a folder for a single object?

Yes. Every object, listing and donation belongs to a default folder on Museum Exchange called My Collection. Unless a new folder is created, all objects, listings and donations will belong to this default folder.

Does sharing a folder submit anything to Museum Exchange?

No. Sharing a folder is not the same as submitting a listing. A listing must still be formally submitted for review.