# Pools ## Use Cases Pools can be used to **structure** your **files** and **data**. This can be based on **content**, **permissions** or **workflows**. Some examples include:

USE CASE	EXAMPLE POOLS	DESCRIPTION
Content	Events Stock Photos Icons Videos Documents ...	Structure your files and data based on content to quickly select the content you are looking for. Use different object types or masks to have different data fields in each pool.
Permissions	Department 1 Project 1 Project 2 ... Department 2 Department 3 ...	Most common use of pools. Create pools and user groups for each department, so you, for example, can specify that each department can only access their own records.
Workflows	Upload Pool Main Pool Archive ...	Sometimes it can make sense to reflect your workflows as pools. All new files will be uploaded in the "Upload Pool" and once they're finished (all data has been entered) they can be moved to the "Main Pool". This does not have to be, but can be, combined with permissions so only records in the main pool can be accessed by all users.

## Working with Pools Each FYLR installation comes with the "Standard Pool". The pool can't be deleted but **renamed** to use it for the above mentioned purposes. Pools can be structured **hierarchical**, meaning you can have super- and subordinate pools. By default, **permissions** will be **inherited** by the subordinate pools (this can be **disabled** though, please see [below](#permissions)). You can use the system pool "**All Pools**" to assign **permissions** that should **apply to all pools**. This pool is only for **administrative purposes** though, user cannot link records to this system pool. To **create** new pools, click on the **plus** button on the lower **left**. By **default**, the pool will be created **below "All Pools".** If you **select** a pool **before** clicking on the **plus**, you can create a new pool **below** the selected one. To **delete** a pool, select it and click the **minus** button. You can **copy** a pool by selecting it and click on "Copy" on the lower right of the pool settings (please note, that the watermark settings will not be copied). Use the **filter** to search for the **name**, **description**, **reference** and **short name** of pools. {% hint style="info" %} Please note, that right now it's not possible to change the hierarchical structure of the pools afterwards. In that case, please create a new pool in the desired level, move all records to the new pool and delete the old one. {% endhint %} ## Pool Settings {% hint style="info" %} Pool settings can be extended with custom plugins. {% endhint %} ### General

OPTION	DESCRIPTION
ID	Pool identifier. Will be assigned automatically.
Superordinate Pool	Create a pool hierarchy by selecting a superordinate pool. This allows you to move a pool to another level. Users need the following permissions: "View & Edit Pool", "Edit Permissions of Pool" and "Create Subordinate Pools".
Owner	Owner of the pool. Will be assigned automatically.
Contact Person	Contact person of the pool. Users can access the contact person in the pool details.
Name	Name of the pool how it's displayed for users.
Description	Description of the pool. Users can access the description in the pool details.
Internal Comment	Internal comment for the pool. Will not be shown anywhere else.
Reference	Reference of the pool. Has to be unique. Can then be used for CSV imports or the API.
Short Name	Short name of the pool. Has to be unique. Can then be used for CSV imports or the API and as a deep link: `https://<your-fylr-url>/pool/<short-name-of-the-pool>` (opens your FYLR instance and preselects the specified pool, user needs to log in if the pool is not visible for anonymous users).
Standard XMP/IPTC/EXIF Import Mapping	Default metadata mapping which will be used when user upload a file with the standard mapping. Can be chosen when uploading files (data will be extracted from the file and written into data fields).
Standard XMP/IPTC/EXIF Export Mapping	Default metadata mapping which will be used when user download a file with the standard mapping. Can be chosen when downloading files (data will be written into the file itself) or when exporting records (data will be written into a XML file then).
Standard Dublin Core Export Mapping	Default Dublin Core metadata mapping which then will be used for OAI/PMH. Mapping does not appear in the frontend when downloading or exporting records.
Created	Date and time the pool was created.
Last Updated	Date and time of the last update of the pool.

### Watermark & Captions #### Watermarks **Watermark** settings can be **inherited** by subordinate pools. If you set up a watermark for a pool, all files in subordinate pools will get a watermark version. To disable this behavior

OPTION	DESCRIPTION
Activate	None: no watermarks for the current pool From Parent Pool: use configuration from parent pool Enabled: activate watermarks for this specifically the current pool.
Watermark File	Upload an image that should be used as a watermark for all previews. We recommend using images with a transparent background.
Transparency	Define the transparency of the watermark from 0 (no transparency) to 100 (full transparency).
Position	Define where the watermark image should be placed on the previews. Will be ignored if "Tiled" is enabled.
Size	Define the size of the watermark image. In pixels (width x height) or a percentage.
Tiled	Enable to cover the whole preview image with the watermark file. It will be repeated in the specified size.

{% hint style="info" %} Please note, that watermarked preview images are only rendered, if they are specified in the [base configuration](https://docs.fylr.io/for-administrators/readme/file-worker). {% endhint %} #### Captions In **fylr**, you can render dynamic captions directly onto **preview images**. Captions can display fixed values or values from the record, giving context and improving visual identification of files. The available options allow you to customize both the content and appearance of the captions.

OPTION	DESCRIPTION
Field	Select the file field for which you want to create captions.
Caption	Enter the caption text. This can be static text or include placeholders to dynamically render values from the record.
Size	Set the font size of the caption in px or %.
Padding	Set the spacing around the caption in px.
Multiline	Enable Multiline to allow the caption to wrap onto multiple lines if the text is too long for a single line. This is especially useful for longer titles or combined field values.
Overlay	Enable the overlay option if you want the caption to be rendered directly on the image rather than below it.

{% hint style="info" %} Please note that a **resync of all affected records** is necessary after saving the caption configuration. It is **recommended to perform this immediately**. The resync can also be triggered later via **/inspect/files**. {% endhint %} For a tutorial on setting up captions, please refer to "[Configuring Captions for Image Previews](https://docs.fylr.io/help/tutorials/for-administrators/configuring-captions-for-image-previews)". ### Masks This tab is only interesting, if you work with **multiple masks**. If you only have one mask per object type, you can ignore the settings here. Each **object type** with pool management activated will appear here. By **default**, all records in this pool will be **rendered** in **all masks** you created for the object type(s) in the data model. If you, for example, only want the records to be rendered in one of the masks, **disable** "From Superordinate Pool" (or "From Object Type" if you're working on the pool "All Pools") and **drag** all masks that should not be rendered for records in this pool, **below** the gray line. Imagine you have the object type "**Files**" and one mask for **images** and one mask for **videos** and let's say, one pool for a video project where you'll never have any images. It would be a waste of storage, if there would be two documents in the **ElasticSearch** **index** for the same record as they would only be used with one mask anyway. Whereas if you work with a full mask for your editors and a reduced mask for external guests, you would want all records to be rendered in both masks. ### Tags By **default**, **all** [globally defined **tags**](https://docs.fylr.io/for-administrators/permissions/tags-and-workflows) are **available** in all pools. If you want to **disable** certain tags in specific pools, you have to enable "**Use Individual Tags**" in the lower right. You then see all the tags above and can disable individual tags or make them a default. For more details, please refer to ["Tags & Workflows"](https://docs.fylr.io/for-administrators/permissions/tags-and-workflows). Tags that are "**Persistent**" globally **can't be disable** here. ### Workflows By **default**, **all** [globally defined **workflows**](https://docs.fylr.io/for-administrators/permissions/tags-and-workflows) are **available** in all pools. If you want to **disable** certain workflows in specific pools, you have to enable "**Use Individual Workflows**" in the lower right. You then can set up individual workflows. For more details, please refer to ["Tags & Workflows"](https://docs.fylr.io/for-administrators/permissions/tags-and-workflows). Workflows that are "**Persistent**" globally **can't be disable** here. ### Permissions Define which **user / user groups** can, for example, **view, download, edit or delete** the records in this pool. By **default**, permissions are **inherited** from superordinate pools. If you want to **disable** this for specific pools, you have to enable "**Ignore Permissions from Superordinate Pools**" in the lower right. You then can set up **individual** permissions that only apply for this pool. Permissions that are "**Persistent**" on superordinate pools **will still be applied** to subordinate pools. Please refer to [Permissions](https://docs.fylr.io/for-administrators/permissions) for more details. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.fylr.io/for-administrators/permissions/pools.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.