Assets Library

Assets Library

The Assets tab in Resources gives you a central place to manage all the files you've uploaded across your resources. You can view, organise, and update your images, videos, and documents from one location.

What You'll Learn

• How to view and find your uploaded assets

• Uploading new assets in bulk

• Editing asset details and replacing files

• Understanding which resources use each asset

• Deleting unused assets

Getting to the Assets Library

1. Go to Resources in the main menu

2. Click the Assets tab at the top of the page

3. You'll see a table listing all your uploaded files

Understanding the Assets Table

The table shows all your uploaded files with the following information:

Click on any row to open the asset details panel.

Uploading New Assets

You can upload files directly to your Assets library without adding them to a specific resource first.

To Upload Assets

1. Click the Upload button at the top right of the Assets tab

2. The upload panel will appear

3. Choose how to add your files:

   • Local – Select files from your computer

   • Dropbox – Import from your Dropbox account

   • Google Drive – Import from Google Drive

   • OneDrive – Import from Microsoft OneDrive

   • URL – Paste a link to a file online

4. Select one or more files (up to 50 at once)

5. Wait for the uploads to complete

6. Click Done when finished

Your new assets will appear in the table straight away.

Supported File Types

You can upload most common file types including:

• Images: PNG, JPG, GIF, SVG, WebP

• Videos: MP4, MOV, WebM

• Documents: PDF, Word, Excel, PowerPoint

• Other: Most file types up to 5GB each

Viewing Asset Details

Click on any asset row to open the details panel on the right side of the screen.

What You'll See

Preview: A visual preview of the file (for images and videos) or a file type icon.

File Information:

• File type (e.g., PNG, PDF)

• File size

• Dimensions (for images)

• Upload date

Edit Metadata: You can change the filename and add a description to help you find the asset later.

Linked Resources: A list of all resources that are currently using this asset. Click any resource name to go directly to it.

Editing Asset Details

You can update the filename and description for any asset.

To Edit Asset Details

1. Click on the asset to open the details panel

2. Update the Filename or Description fields

3. Click Save when you're done

Changes are saved immediately and won't affect how the asset appears in your resources.

Replacing an Asset

If you need to update a file (for example, with a newer version), you can replace it whilst keeping all the links to your resources intact.

To Replace an Asset

1. Click on the asset to open the details panel

2. Scroll to the Replace File section

3. Click Replace File

4. Upload the new file

5. The old file will be swapped out and all resources using it will automatically show the new version

This is useful when you need to update a document or image without having to edit every resource that uses it.

Deleting Assets

You can delete assets that are no longer needed, but only if they're not being used by any resources.

To Delete an Asset

1. Click on the asset to open the details panel

2. Scroll to the Danger Zone at the bottom

3. Click Delete Asset

If the Asset Is in Use

If an asset is being used by one or more resources, you won't be able to delete it. The panel will show you which resources are using it. You'll need to remove the asset from those resources first, or replace the asset in those resources with a different file.

Tips for Managing Assets

Use Clear Filenames

Give your files descriptive names so you can find them easily later:

• Good: "Partner-Onboarding-Guide-2024.pdf"

• Avoid: "Document1.pdf" or "IMG_4532.jpg"

Add Descriptions

Use the description field to add context about what the asset is for, especially for similar-looking files.

Check Usage Before Deleting

Always check the Linked Resources section before trying to delete an asset. If it's in use, you'll need to update those resources first.

Use Replace Instead of Re-uploading

When you need to update a file, use the Replace feature rather than uploading a new file and updating each resource manually. This saves time and ensures all resources stay up to date.

Frequently Asked Questions

Can I organise assets into folders?
Not at the moment. Assets are shown in a single list, but you can use the search and sort features to find what you need.

What happens if I delete an asset that's in use?
You can't delete assets that are being used by resources. The system will show you which resources are using the asset so you can update them first.

Can I upload the same file twice?
Yes, each upload creates a separate asset. If you need to use the same file in multiple places, it's better to upload it once and add it to multiple resources.

Is there a storage limit?
Individual files can be up to 5GB. Contact your account manager if you need information about overall storage limits.

Can partners see my assets?
Partners can only see assets that are included in resources they have access to. The Assets library itself is only visible to admins.