Record and file settings

New eHive accounts are set up with the default settings for public access, tagging, comments, image storage and rights. You can change these at any time by going to the Preferences and Data Access section of your account.

To access your Preferences and Data Access settings:

  1. Click on the Settings menu.

  2. Click the Preferences and Data Access link.

Allow Public Access setting

The Allow Public Access checkbox allows you to set your default publishing preference; that is whether you want to make a record public, or keep it as a private record within your account.

If the Allow Public Access checkbox is ticked, when you save an object record the Publish to eHive option will automatically be ticked in the Publish Options window. This setting means that by default your records will be set to be published for all visitors to to see.

If you do not tick the Allow Public Access checkbox, the Publish to eHive option will be blank in the Publish Options window. This setting means that by default your records will remain completely private within your eHive account, and visible only to you.

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

Tagging and Commenting Settings

There are three options for allowing users to tag or comment on your records:

  1. Allow tagging/commenting by users belonging to this account – only you, or users of your account, can perform this function on your records while logged in to your eHive account.

  2. Allow tagging/commenting by users with eHive accounts – only Account Holders currently logged in to eHive can perform this function on your records.

  3. Allow tagging/commenting by any public user – anyone who visits eHive is allowed to perform this function on your records.

To update your Tagging and Commenting settings, select your preferred options and click Save

Email Notifications

eHive can email primary contacts when a comment is added to an object record.

If this checkbox is ticked, every time a comment is added to one of your object records, an email notification will be sent to the email addresses of admin users.

Image Access

You can set the default access level for images added to your account. New images you upload to eHive can automatically be:

  • Account users only (the image remains private)

  • Approved for publication (if the record is public then the image will be displayed with the record)

  • Use record access level (if the record is public, the image is public; if the record is private, the image is private).

Changing these access levels will only affect future image uploads.

Public access image resolution by rights

eHive has two ways to view images, either the full size of the original image or a smaller 800 x 800 pixel size. You can choose the image display size per image or for each rights type.

Each rights type can default to either Full size or 800 x 800 pixels. 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.

You can choose what size new images uploaded to eHive under the Default public image resolution (new images only).

Allowing access via the eHive API

This option determines whether your public records and thumbnail images can be shown on third party sites using the eHive Application Programming Interface (API). An example of when you might have selected this is if you were allowing your collection records to be harvested by a larger regional or national aggregator site, like DigitalNZ in New Zealand, Trove in Australia, or Culture Grid and Europeana in the UK and Europe.

Third party sites do not have access to larger sized images. The rights types you have assigned to your records will also determine how these sites can use and redistribute your content.

Default rights

All eHive object records are assigned rights which dictate how the information and images they contain may be used. You can select which rights type you would like to use as your default in the Record Settings section.

Collectors (both individuals and cultural organisations) often hold objects or images for which they do not own the copyright, and therefore need to assign an appropriate rights type on a case-by-case basis. Your default rights type can be easily overridden for certain records if you wish.