Difference between revisions of "Updating Assets"

Revision as of 16:31, 17 May 2012

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
• Mass Asset Management

Individual Updates

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 Metadata

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

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

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

Mass Asset Management

Mass (or bulk) assets management offer a consistent way on making simple changes to many assets in the asset library at one time.

Bulk Updates

Bulk editing the tags and share options of a group of assets.

Bulk updates allow a user to make mass changes to a group of assets in the asset library. To bulk edit assets follow the steps below:

1. Navigate to the Asset Library
2. 'Check' assets that should be edited from the asset list. You can use the search menu to limit the asset library result set before checking assets to edit
3. Select edit from the bulk edit menu
4. Click 'submit' to enter the bulk management form

Once you are in the bulk management form you will be able to manage fields just as you would through the normal asset update form. Note that not all fields are available in the bulk edit form due to the nature of potentially different assets.

Bulk editing the description of a group of assets.

To make changes to an asset you must first check the field that you wish to change. Unchecked fields will be left alone when submitted to the server. This allows you to manage which fields are updated and which remain the same.

Some useful scenarios for bulk editing are:

• Changing the tags of an asset.
• Mass updating the share, edit, print properties of an asset.
• Setting a base name of a few assets (and then updating them individually afterwards)
• Changing the description of a group of assets.
• Changing the private status of assets.

Notes on bulk editing

• When updating tags on bulk edit the previous tags on an asset will be fully replaced. Therefore if the previous tags were "demo", "news", "adventure" and a list of "demo", "sample", "misc" is entered the "news" and "adventure" tags will be dropped.
• Name and description fields on bulk updates will overwrite each property respectively for all assets being edited.

Bulk Deletes

Bulk removing a group of assets.

Bulk deletes of assets allow for an admin to quickly remove unused assets from the system. If an asset is used by another part of the system it cannot be removed. Assets can be bulk deleted in the same way they are updated.

1. Navigate to the Asset Library
2. Tick the assets to be deleted
3. Select 'delete' from the bulk edit menu
4. Click 'submit' to delete the assets

The system will make sure that any assets being deleted are not already in use by the system.

Asset Dependencies

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.