External Assistants
Find and download gallery files
Connected assistants can search both the school gallery and
member galleries, count matching files, and download original photos,
videos and documents, including files in nested folders.
For example: “Find the competition photos in our school gallery” or “Download the grading
photos and progress videos from this student’s gallery.”
Your role needs View Gallery, and gallery access must be enabled for the school.
Member-gallery access also requires permission to view basic member information. Staff
access can include private items; making a file public is not required. Deleted files,
files in deleted folders and unfinished uploads are not available.
The assistant finds gallery entries through its normal record search, then uses the
shared file-download tool (get_file) with the entry’s file reference. Profile photos
use the same download tool. Knowing a file reference alone does not grant access to it.
This connection cannot browse arbitrary stored files, upload files or change folders.
Ask the assistant to continue through all result pages when many files match.
Download links expire after five minutes. Ask for a fresh link if a download expires.
Downloads retrieve the original uploaded file, not a thumbnail. These file downloads
are available through connected external assistants, not the built-in Kai chat.
Anyone holding a download link can use it until it expires. Do not publish these temporary
links in emails or on school displays. Download the images first and use your approved
publishing process. Check permission to share student photos, including guardian consent
where required. Download access does not grant permission to publish a photo.
Revoking a connection stops new requests, but cannot recall downloaded files or cancel
links already issued before they expire.

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