Asset Library

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The asset library is the heart of the CMS. All rich media assets are managed through this library. From pictures and videos to documents and PDFs any type of file can be added to the asset library. The library is also smart in detecting certain types of files and


Supported Formats

The system supports a variety of formats for documents. It is able to detect these formats and identify some simple naming or formating errors preventing problems when integrating this type of content in other parts of the system.

  • Images
  • Videos
  • YouTube Videos
  • PDF documents
  • Word, Excel, Powerpoint Documents
  • Keynote Files
  • Some Compressed Archives
  • etc

All other asset types that the system is unable to identify are simply given the type of 'Document'.

Alternate Styles

Unroole Admin - Asset library versions.png

Displaying the stock grass image and its alternative image styles.

To make things easier images and PDF assets support alternative styles. These styles can be used in most places just like the original file. Sometimes these styles will be stored in a different format to allow admins to leverage the alternative style of their asset in unique ways. For example PDF files will be stored in the JPG format to allow them to be displayed on pages or in galleries. By default the system styles are:

  • original
  • thumbnail
  • icon

For custom installations these styles can be expanded upon and managed during inital setup.

Not all of the asset types however support this feature. (ex: 'Document') In this case the system is smart enough to know when to display the alternative version and when to hide them.

Asset Dependencies

Unroole Admin - Asset used in.png

An assed used in a collection

When an asset is used in some other part of the system an association is made to where it is used. This information is used to track the asset usage when it can be deleted. For each asset you should be able to see the other items in the system that are using this asset in the properties panel.

Other Functions

Private Assets

Unroole Admin - Asset Public Accessibility.png

Highlighting the status of a publicly available asset

Assets in the system can be shared eithier privately or publicly. Privately shared assets are only accessible from the admin panel or when added as content through other panels (ex: Layout Editor). This means that sharing or bookmarking a link to these assets will not work. If this functionality is required an asset should be changed to public which gives full access to share the asset outside of the CMS.

Extended Functionality

Assets may also have other properties used exclusively in different parts of the system. An example of this would be the Mobile Briefcase Collection Extensions. These features will only be present when certain engines have been included in the system build.


Managing Assets

Uploading Assets

Uploading an asset is extremely simple and can be done in a few easy steps.

  1. Navigate to the Asset Library

    Unroole Admin - Asset Library.png

    The Asset Library
  2. Click on "Upload New Assets"

    Unroole Admin - Upload new asset Step 1.png

    Open the new asset panel
  3. Select the type of asset to upload.

    Unroole Admin - Upload asset type file.png

    Uploading Files

    Unroole Admin - Upload asset type youtube video.png

    Uploading Videos
  4. (optional) Fill in any of the meta fields associated with an asset.

    Unroole Admin - Upload an asset stpe 2.png

    Various meta data fields available in the asset library
  5. Add files or youtube videos to the form
  6. Click submit to complete the upload.

    Unroole Admin - Asset Upload Complete.png

    Various meta data fields available in the asset library

Notes on file uploads

  • If left blank name will be auto populated from the attached file or youtube video.
  • If multiple files are added at once and any of the name, description, tags fields are entered each asset will receive the same information. This can be useful when entering multiple items which each need to have the same tags or description.
  • New browsers may be able to select multiple files after clicking browse. Older browsers must rely on the add another functionality.
  • Youtube files will allow for either a youtube url or youtube video id.
  • For more information on the "share", "edit" and "print" functionality see Collections

Updating Assets

Assuming you have the appropriate permissions for an account you may be able to make changes to assets in the system. There are two different ways that assets can be updated in the system.

Individual Updates

Unroole Admin - Asset Edit Panel.png

Use the edit button to enter into edit mode for an asset.

To update an individual asset start by navigating to the asset you wish to update and then click the edit button to enter edit panel for that asset. From this panel you should be able to change all properties.

Updating Asset Properties

Unroole Admin - Asset Edit Form.png

Editing a particular image asset.

Updating asset metadata is fairly straight forward. Once in the edit panel you can update information about an asset. This information current includes:

  • name
  • description
  • tags

There may also be additional fields available as part of an extension. For example the Mobile Briefcase Collection Extensions fields include:

  • share
  • edit
  • print

Updating an Asset Style

Unroole Admin - Changing an alternative asset.png

Changing the thumbnail of an alternative style

Updating the style of certain assets allows an admin to either replace the original file of an asset or one of its alternative versions. This can be done through the edit form for an individual asset.

  1. Navigate to the edit form of the asset you wish to change
  2. Click the change link for the asset style to change
  3. Select a new file to change
  4. Click "Go" to upload the new file

Unroole Admin - Regenerate asset from original.png

The regenerate image sizes button will allow the regeneration of alternative asset styles from the original

Sometimes it makes sense to entirely replace an asset with another of the same type. Rather the adding another asset to the system and fixing all links user have the ability to regenerate a changed asset. To fully change an asset:

  1. Navigate to the edit form of the asset to regenerate
  2. Change the original file by uploading a new original version
  3. Click the regenerate button
  4. Accept the warning

Notes on changing Assets

  • Assets can only replaced with an asset of the same type. For jpg images this means it must be replaced with an image of the same format.
  • When changing the original file of an asset

Notes on Asset Uploads

  • If left blank name will be auto populated from the attached file or youtube video.
  • If multiple files are added at once and any of the name, description, tags fields are entered each asset will receive the same information. This can be useful when entering multiple items which each need to have the same tags or description.
  • New browsers may be able to select multiple files after clicking browse. Older browsers must rely on the add another functionality.
  • Youtube files will allow for either a youtube url or youtube video id.
  • For more information on the "share", "edit" and "print" functionality see Collections

Troubleshooting

In some rare cases assets that are corrupted or misformatted on upload will give errors. If this happens be sure to verify the file format locally or contact the system administrator.