Creating and Editing Assets

To create a new asset, select the type of asset required from the ‘Add New’ dropdown located on library pages. If you cannot see this dropdown, then you may not have permission to create new assets.

Add new dropdown

The ‘Add new’ menu used to create a new asset

To edit an existing asset from a library page, hover over the thumbnail until the ‘cog’ button appears, click that button then from the menu select ‘Edit’.

The Edit menu option on a thumbnail

The Edit menu option on a thumbnail

If you are on an asset detail page, click the ‘Edit’ button.

The edit button location on the asset detail page

Enter the name of the asset in the large, editable text field at the top of the page. You cannot save or publish an asset without first providing a name.

The location of the asset name field

The location of the asset name field

Asset Details

The majority of the edit page is divided into tabs which roughly equate to the layout of the asset information page. Some tabs may not be visible if they are not needed for the current type of asset.

Any required details are indicated by the ‘Required’ label. These must be provided before publishing, but do not need to be present (with the exception of the asset name) before saving.

Files

Each file attribute is displayed as a group, showing any current files and an area onto which files can be dropped to upload them. Files can also be uploaded by clicking/tapping on the upload area and then navigating to and selecting the desired file from your computer or device.

Files tab in the edit screen

Files tab in the edit screen

In some cases it is also possible to upload a file from My Cloud or the Server Inbox. If these are available to you, there will be links shown just below the upload area named ‘Upload from My Cloud’ and ‘Upload from Server Inbox’. On selecting this link, you will be able to select from any suitable files in those locations. Files of types that are not supported by the current attribute will not be displayed.

To remove an uploaded file, click the associated ‘Remove’ button.

If a file is uploaded with the same name as an existing file in that attribute, the existing file will be overwritten with the new version.

Information

This tab lists the general metadata of an asset. Some attributes allow multiple values, in which case you can click ‘Add a value’ to add additional items. In some cases it is also possible to remove values, which can be accomplished by clicking the adjacent ‘X’ button.

Taxonomy

It is important for searching that assets be tagged with as many taxonomies as are appropriate. The Taxonomy tab lists the top-level categories, and by default these show any current selections.

An example of taxonomy selection

An example of taxonomy selection

To add to the selected taxonomies, switch the appropriate category into displaying all available options by clicking the ‘All’ button. Select a taxonomy by clicking/tapping on the adjacent checkbox to select it.

To switch back to only showing selected taxonomies, click ‘Selected’.

Related Assets

Assets can be manually linked together to aid discovery of related assets. These links are established on the ‘Related Assets’ tab.

To add an asset, click ‘Add a value’, then search for the desired asset. Once the search results have loaded, locate the correct asset in the list, select it using the radio button and then click the ‘Use Selected’ button.

Expiry Dates

There are 4 milestone dates that can be added to an asset:

  1. Embargo Until
    The asset will not be included in search results (with some exceptions) until midnight on this date.
  2. Rights Start
    If there are restrictions on the right to use the asset between certain dates, this is the first date on which use is permitted.
  3. Rights End
    If there are restrictions on the right to use the asset between certain dates, this is the date on which use is no longer permitted.
  4. Expires On
    The asset sill not be included in search results (with some exceptions) after midnight on this date.

Saving & Publishing

To work on a draft of an asset without making it live, click the ‘Save’ button. Any information added so far will be stored as a draft version, and you will be able to continue editing. If you have made changes for the time being, and do not want to publish them but do want to return later, you can click ‘Save and Exit’.

Save and publish buttons on the edit screen

Save and publish buttons on the edit screen

If you have made changes that you do not want to keep since the last time you saved, click the arrow beside ‘Save and Exit’ and select ‘Exit Without Saving’.

If you are ready to publish your changes, click ‘Publish’. After publishing, you will be shown the information page for the asset. If you are creating a number of similar assets, you may alternatively wish to click the arrow beside ‘Publish’ and select ‘Publish and Clone’ which will publish the current asset and then show a new edit screen where you can create another asset based upon many of the same values as the asset just published.

If you have made changes since publishing, and saved them as a draft, you can click the arrow beside ‘Publish’ and select ‘Discard Draft’. This will remove any changes made since the last time the asset was published.