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Managing Assets

Learn how to upload, organize, and manage your digital assets in AssetOS.

Overview​

Assets are the core of AssetOS - they're your digital files, images, documents, and other content. This guide will help you understand how to work with assets effectively.

Understanding Assets​

What is an Asset?​

An asset in AssetOS consists of:

  • Files: The actual digital files (images, documents, videos, etc.)
  • Metadata: Information about the asset (title, description, tags, etc.)
  • Properties: Custom fields defined by your asset type
  • Relationships: Connections to other assets or components

Asset Types​

Assets are organized by "Asset Types" - these are templates that define:

  • What properties an asset can have
  • What file types are allowed
  • Validation rules for the data
  • Required vs. optional fields

Working with Assets​

Viewing Assets​

  1. Navigate to Assets: Click "Assets" in the left sidebar
  2. Browse Assets: See all your assets in a grid or list view
  3. Filter and Search: Use the search bar and filters to find specific assets
  4. Sort Options: Sort by name, date created, file size, or other criteria

Asset Details​

Click on any asset to view its details:

  • Preview: See a preview of the file (for supported formats)
  • Properties: View and edit all asset properties
  • Files: See all files attached to the asset
  • History: View the asset's change history
  • Relationships: See connections to other assets

Uploading Assets​

Single File Upload​

  1. Click Upload: Click the "Upload" button in the Assets section
  2. Select File: Choose the file you want to upload
  3. Choose Asset Type: Select the appropriate asset type for your file
  4. Fill Properties: Enter the required information (title, description, etc.)
  5. Upload: Click "Upload" to add the asset to your library

Bulk Upload​

For multiple files:

  1. Bulk Upload: Click "Bulk Upload" instead of single upload
  2. Select Files: Choose multiple files at once
  3. Asset Type: Select the asset type for all files
  4. Template: Use a template to pre-fill common properties
  5. Review: Check the preview before uploading
  6. Upload: Confirm to upload all files

Drag and Drop​

You can also drag files directly from your computer:

  1. Open Assets: Navigate to the Assets section
  2. Drag Files: Drag files from your file explorer to the upload area
  3. Complete Setup: Follow the same steps as single upload

Managing Asset Properties​

Editing Properties​

  1. Open Asset: Click on the asset you want to edit
  2. Edit Mode: Click "Edit" or the pencil icon
  3. Update Fields: Change any of the asset properties
  4. Save: Click "Save" to update the asset

Adding Tags​

Tags help organize your assets:

  1. Select Asset: Click on the asset
  2. Tags Section: Find the tags field
  3. Add Tags: Type new tags separated by commas
  4. Save: The tags will be saved automatically

Custom Properties​

Asset types can have custom properties:

  • Text Fields: Enter descriptive text
  • Dropdowns: Select from predefined options
  • Dates: Choose dates using the date picker
  • Numbers: Enter numerical values
  • Checkboxes: Toggle true/false values

File Management​

Adding Files to Assets​

  1. Open Asset: Click on the asset
  2. Files Tab: Click the "Files" tab
  3. Add File: Click "Add File" or drag a new file
  4. Upload: The file will be attached to the asset

File Types and Sizes​

Different asset types allow different file types:

  • Images: JPG, PNG, GIF, WebP, SVG
  • Documents: PDF, DOC, DOCX, TXT
  • Videos: MP4, MOV, AVI, WebM
  • Audio: MP3, WAV, AAC

File size limits are set by your administrator.

File Versions​

AssetOS keeps track of file versions:

  1. Upload New Version: Replace an existing file
  2. Version History: View all previous versions
  3. Revert: Go back to a previous version if needed

Organizing Assets​

Search and Filter​

Use the search bar to find assets:

  • Text Search: Search by name, description, or tags
  • Type Filter: Filter by asset type
  • Date Range: Filter by creation or modification date
  • File Type: Filter by file type
  • Tags: Filter by specific tags

Collections​

Create collections to group related assets:

  1. New Collection: Click "New Collection"
  2. Name: Give your collection a name
  3. Add Assets: Select assets to include
  4. Save: Your collection is ready to use

Bulk Operations​

Perform actions on multiple assets:

  1. Select Assets: Check the boxes next to assets
  2. Bulk Actions: Choose from available actions:
    • Move to collection
    • Add/remove tags
    • Change asset type
    • Delete assets
  3. Confirm: Apply the action to all selected assets

Asset Relationships​

Connecting Assets​

Assets can be connected to each other:

  1. Open Asset: Click on the asset
  2. Relationships: Go to the relationships section
  3. Add Relationship: Click "Add Relationship"
  4. Select Target: Choose the asset to connect to
  5. Relationship Type: Select the type of relationship
  6. Save: The connection is created

Relationship Types​

Common relationship types include:

  • Related To: General relationship
  • Part Of: Asset is part of another asset
  • Version Of: Asset is a version of another
  • Replaces: Asset replaces another asset

Best Practices​

File Organization​

  • Use Descriptive Names: Give assets clear, descriptive names
  • Add Tags: Use tags to make assets easy to find
  • Complete Properties: Fill in all relevant properties
  • Use Collections: Group related assets together

File Management​

  • Check File Types: Ensure files are in supported formats
  • Optimize File Sizes: Compress large files when possible
  • Use Appropriate Asset Types: Choose the right type for your content
  • Regular Cleanup: Remove outdated or unused assets

Collaboration​

  • Share Collections: Share collections with team members
  • Use Comments: Add comments to assets for team communication
  • Follow Naming Conventions: Use consistent naming across your team
  • Review Regularly: Periodically review and update asset information

Troubleshooting​

Common Issues​

File Won't Upload

  • Check file size limits
  • Verify file type is supported
  • Ensure you have upload permissions

Can't Find Assets

  • Try different search terms
  • Check your filters
  • Look in different collections

Properties Not Saving

  • Check required fields are filled
  • Verify you have edit permissions
  • Try refreshing the page

Getting Help​

  • In-App Help: Click the help icon (?) for context-sensitive help
  • Support: Contact support for technical issues
  • Training: Request additional training for your team