Sharing & Approval
Sharing your media library with child organisations
Letting the organisations beneath you use your artwork — either your whole library at once, or one category at a time.
Last updated September 10, 2026
Some Gorilla Dash accounts are arranged as a group of organisations rather than a single one. A head office holds the master account, and each country, region or brand beneath it has an organisation of its own, linked as a child organisation. If that describes your account, you can let those child organisations use the artwork in your media library without sending anybody a file.
A tribe, by contrast, is one location, branch or business unit inside a single organisation. Sharing with your own tribes is a different setting and is covered in Sharing media with your tribes. This guide is about sharing with whole organisations that sit beneath yours.
Two ways to share
There are two separate switches, and it is worth understanding the difference before you pick one, because they cover different amounts of your library.
| Share all media | Share one category | |
|---|---|---|
| Where it lives | Settings, on the General tab | Media Library, on each category |
| What travels | Every image in your library | Only images filed in that category |
| Images in no category | Shared | Not shared — there is no category to share |
| Best for | A brand library the whole group should work from | Releasing one campaign or one set of logos |
You can use both at once. A child organisation sees everything either switch gives it.
Sharing your whole library
This is the setting to use when the organisations beneath you should simply be able to see what you have.
- Select Settings in the left-hand menu of your organisation.
- Stay on the General tab and scroll down to Media Library Sharing.
- Switch on Share all media with child organisations.
- If the people who need the artwork work at tribe level rather than at their organisation's head office, also switch on Share all media with child organisation tribes.
- Select Save at the bottom of the page.
The Media Library Sharing section only appears if your organisation actually has child organisations linked to it. If you cannot find it and you believe you should have it, the link between the organisations has not been set up — contact support and we will check it for you.
Sharing a single category
When you only want to release part of the library — this season's campaign, say, or the logo set — share the category instead of the whole library.
- Select Media Library in the left-hand menu, then Media Category.
- Find the category you want to release and open it for editing.
- Tick Share with child organisations, and Share with child organisation tribes as well if their tribes need it.
- Save the category.
The category list has two columns, Shared (Orgs) and Shared (Tribes), which show at a glance what you have already released. That list is the quickest way to audit your sharing.
What the other organisation sees
Shared images appear in the child organisation's own media library, alongside their own, and in every media picker their staff use — so they can drop your artwork straight into an email, a social post or a web page. Your categories appear as folders on their side too, so they can browse the way you have organised things rather than scrolling one long list.
They can use and download the images, but they cannot edit or delete them. Nothing is copied: they are looking at your originals. If you replace an image, they see the replacement, and if you delete one it disappears from their library too.
There is one thing a child organisation can add to your library. Because your categories travel with the images, staff in a child organisation can file their own images into your folders. Those images stay theirs: they live in their own media library, they are not shared back to you, and the other organisations linked beneath you cannot see them.
Sharing only goes down one level
Media is shared with the organisations linked directly beneath yours, and no further. If one of your child organisations has child organisations of its own, those do not inherit your library — from their point of view your organisation is two steps away, not one.
Turning sharing off
Switching either setting off removes the images from the other organisation's library immediately. Nothing of theirs is deleted, and anything they have already downloaded or already used in a published post or email stays exactly where it is — they simply cannot reach for the picture again.