How to share photos, videos and folders between workspaces, without copies

In the media library, open the menu on a file or a folder and choose Share…, then tick the other workspaces that should have it. They see it, marked as shared, and can use it in posts and in Studio, but only the workspace it came from can change or delete it. A shared folder includes everything you add to it later. Stop sharing at any time, and SPREVA tells you first if anyone is using it.

Sharing is for files that several workspaces need and none should change on its own:

• A company with a workspace per brand or country, sharing the logos, the product photos and the approved images.
• An agency with its own stock footage and music, used across the workspaces of its clients.
• A creator with a workspace per channel, sharing the B-roll and the intros between them.

1. 1

   In the media library, open the menu on a file or a folder and choose Share….

2. 2

   Tick the workspaces that should have it, or Select all my workspaces, and press Save.

3. 3

   A folder is shared with everything inside it, including files added to it later, so the shared folder stays up to date by itself.

4. 4

   From then on the file or folder shows how many workspaces it is shared with, and the same menu changes who has it.

The shared files appear in the receiving workspace's library under Shared with this workspace, each marked with where it comes from:

• Use them in posts and in Studio videos, and find them in search, like any other file.
• They cannot be changed there: no renaming, tagging, moving or deleting. Open them in their own workspace to change them.
• Copy to my library makes a copy of its own, for when this workspace needs to change it.
• Remove from this workspace, for an owner or an admin there, stops showing a shared folder that is not needed.

A shared file is not copied: it stays in the workspace that shared it, and its storage counts there. So there is one logo to keep current, not five, and the other workspaces never fill their own storage with the same files.

Open the same menu, which now shows how many workspaces have it, and press Stop sharing. If a workspace is using the file, SPREVA shows you first how many of its Studio projects and posts use it. They keep it, but cannot export or publish it until it is shared again; anything already exported stays as it is.

A post whose file is no longer shared stops before it goes out and says why, so you can replace the file or ask for it to be shared again. Nothing is published with a missing picture.

A whole video can move too. In Studio, choose Copy to workspace… on a project: the workspace you pick gets its own copy of the project, while the files it uses stay where they are and are shared with it. The brand fonts it needs come along. Studio is part of the Pro and Business plans.

An AI agent connected to SPREVA can share files too, and asks for your approval before it does:

Make one folder with the files every workspace needs, share it with all of them, and stop uploading the same logo twice. Every plan starts with a 7-day trial. How to manage social media for several clients without posting to the wrong one.