Change settings for your records and files

If you're an Admin user, you can change the default settings for public access, tagging, comments, images, PDF files, audio files, video files, rights, and object search results.

Go to your record and file settings

  1. Log in to My eHive.

  2. Select Settings on the menu.

  3. Select Record and file settings.

Change your publication preference

  • Your records are set to be public by default. This means that when you save a record, in the Publish Options window, the Publish to eHive option is ticked.

  • You can change this under Record settings, then Public access settings (new records only), by unticking Allow Public Access. This means that when you save a record, the Publish to eHive option is unticked. When you click OK, your records remain private within your eHive account.

  • Whenever you save a record, you will always be presented with the Publish Options window, and you will be able to override the default.

Change your comment preferences

  • Commenting is turned on by default.

  • You can change your comment preferences under Record settings, then Object commenting.

  • For more information, see Comments.

Change your tagging preferences

  • Tagging is turned on by default.

  • You can change your tagging preferences under Record settings, then Tagging.

  • For more information, see Tags.

Change your rights type

  • All Rights Reserved is the default rights type.

  • You can change your rights type under Record settings, then What default rights will your records have?.

  • For more information, see Change the rights type.

Change your image access level

  • Your images are set to Use the record access level by default. This means that if the record is public, the image is public, and if the record is private, the image is private.

  • You can change the access level to Account users only under File settings, then Access level defaults (new images only). This means the image remains private.

  • You can also change the access level to Approved for publication. This means that if the record is public, then the image will be displayed with the record.

  • Changing these access levels will only affect new image uploads.

Change the image size by rights type

  • Your images for the Public Domain rights type are set to Full size by default.

  • All other rights types are set to 800 x 800 pixels maximum.

  • You can change the default image size for any of the rights types under File settings, then Public access image resolutions by rights.

  • Images uploaded before March 2019 will have the same resolution as their rights type defaults. Editing the rights type defaults will change the image size for all images under that rights type.

Change your PDF file access level

  • Your PDF files are set to Use the record access level by default. This means that if the record is public, the PDF is public, and if the record is private, the PDF is private.

  • You can change the access level to Account users only under File settings, then Access level defaults (new PDFs only). This means the PDF remains private.

  • You can also change the access level to Approved for publication. This means that if the record is public, then the PDF will be displayed with the record.

  • Changing these access levels will only affect new PDF uploads.

Change your audio and video file access levels

  • Your audio and video files are set to Use the record access level by default. This means that if the record is public, the audio and video files are public, and if the record is private, the audio and video files are private.

  • You can change the access level for either or both your audio and video files to Account users only under File settings, then Audio file access level defaults or Video file access level defaults. This means the files remain private.

  • You can also change the access levels for audio or video files to Approved for publication. This means that if the record is public, then the audio or video files will be displayed with the record.

Change the default sort order or view type for your records in the search results

You can set a default sort order or view type for your account’s records in the search results. These settings will only apply to your logged-in users.

You can set your account’s default options under Results view and then Object search results (logged-in users).

The settings are: 

  • Default sort order

  • Default alphabetical order

  • Default view type

Any user can set their own preferences to override the account settings. See Edit your user profile.

Change access to your records by third-party sites

  • Your records are set to allow access by third-party sites by default.

  • You can change this under Application programming interface settings by unticking Allow access to records from 3rd party sites using the Application Programming Interface (API).