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.
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’.
If you are on an asset detail page, click the ‘Edit’ button.
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 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.
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.
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.
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.
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.
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’.
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.
There are 4 milestone dates that can be added to an asset:
- Embargo Until
The asset will not be included in search results (with some exceptions) until midnight on this date.
- 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.
- 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.
- 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’.
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.