Managing Assets

Overview

Managing assets is similar to managing pages. Like pages, the availability of functionality is dependent upon access settings and authority level.

Assets List View

By default, all user levels can view the Assets list view, but this can be restricted at the site level. The Assets list view can be found at Content > Assets in the global navigation bar or from the File Navigation sidebar.

When viewing assets in the File Navigation sidebar, click the Assets link at the top of the sidebar to view the list of assets. Click the asset's linked name to edit the asset. The Assets list view displays the following features and functionality:

  • Number of assets: The assets displayed are affected by user access settings and access settings. Assets accessible on all sites within the account, unless an asset was locked to a particular site upon asset creation.
  • Filter: Assets can be filtered by name, site, asset type, or asset tags. Clicking into the Filter bar will bring up the top five sites with the most assets, the tags denoting asset type, and the top ten most commonly used tags. More than one term can be used at a time to filter the list view.
  • New button: Allows users to create new assets; new access creation for the site can be restricted to certain groups at the site level. User levels 4 through 10 have the inherent ability to create new assets, which can be revoked with group assignment by asset type at the site level.

    For more information about creating new assets within OU Campus, visit the Creating Assets page.
  • Asset List View: The list contains sortable headers for asset type, name, status, asset dependency tag, date/time of the last modification, and the site in which the asset was created. Hover over a row to display more options and actions.

Assets List View

The Asset list view includes the following columns:

  • Checkbox: Allows users to select multiple assets or to select all assets for publishing or deletion en masse.
  • AssetType: An icon that denotes the asset type.
  • Name: The user-friendly name assigned during asset creation. Clicking the hyperlinked name brings users to the edit view for the asset.
  • Tag: The asset tag is a unique identifier for assets within an account and can be used to search for an asset and is available for reporting purposes. This is similar to how Dependency Tags work for files and pages. Asset tags are wrapped in double curly braces and take the format of a:1234.
  • Status: Denotes the current status of the asset; i.e., checked in, checked out, locked, awaiting approval, or a scheduled action.
  • Modified: The date and time the asset was last saved.
  • Site/Options: The OU Campus site in which the asset was created. When users hover over the asset row, additional options appear under this heading.

Asset Options

A variety of options are available for an asset under the Site/Options table heading the when a user hovers over an asset row. The available actions vary depending on the user's permission level as well as the status of the file (i.e., checked in or checked out, locked, pending an action).

Asset Options

The following menus are available:

Edit Menu

Allows users to edit general content and properties for the asset

The actions available are:

  • Asset: Allows users to edit the content of the asset. User levels 1 through 10 have the inherent ability to edit assets, which can be revoked with group assignment at the site level or for a particular asset.
  • Properties: Allows users to edit general properties and metadata for the asset. The Properties view also gives users with the appropriate permissions access to the Access Settings and the Log screens for the asset. This option is only available if the asset is checked out. User levels 1 through 10 have the inherent ability to edit asset properties and view the Log, which can be revoked with group assignment at the site level or for a particular asset.
  • Access: Access settings for the specific asset can be assigned, including the groups whose members have access to edit and use the asset. Other access settings, such as enforced approvers and bypass approval groups can also be configured here. User levels 8 through 10 have the inherent ability to configure access settings for an asset. Level 8 users can on change the access settings for assets to which they have access.

Visit the Editing Assets page to learn more about editing assets.

Review Menu 

Allows users to preview the asset and as well as versions of it. The actions available are:

  • Preview: Provides users a view of the finished asset as it would appear in the OU Campus system. User levels 0 through 10 have the inherent ability to preview assets to which they have access
    For more information about previewing assets, visit Previewing Assets.
  • Save Version: Saves the current state of the file to the versioning system. This option is only available when the file is checked out. User levels 0 through 10 have the inherent ability to save a version of an asset to which they have access.
  • Versions: Allows users to view and revert to previously saved versions of the asset from the versioning system. This option is only available if the asset is checked out. User levels 0 through 10 have the inherent ability to access the Versions screen and to compare and revert an asset to which they have access. Note: the ability to compare asset versions is currently not available for Forms or Image Galleries.

    For more information about creating versions of an asset, and using the Compare and Revert tools for assets, visit the Asset Versions page.
  • Log: Provides users a list view of the history of actions performed on the asset. User levels 0 through 10 have the inherent ability to view the log for an asset to which they have access.
  • Form Submissions: This option is only available for Form Assets. Allows users to view all form submissions. User levels 0 through 10 have the inherent ability to view the form submissions for assets to which they have access.

Publish Menu

Provides all available publishing options for the asset. The available actions are:

  • Publish: Immediately publishes the asset. When an asset is published, the content of the asset is saved to the database and is added to the versioning system. Publishing an asset updates the asset on all subscribing pages and uses the currently published version of a page to update the published version of the page. Subscribing pages that are checked out or otherwise involved in a workflow will be updated with the updated asset content, but will not be published until that page is manually re-published. User levels 0 through 10 have the inherent ability to publish assets to which they have access -- unless an approver has been assigned (and again, this can be overridden if they are a member of any assigned bypass approver group).

    Multiple assets can be published simultaneously by selecting the checkbox next to each desired asset and clicking Publish in the table header.
  • Schedule: Allows users to define a future date that the asset will auto-publish to the production server or publish target. Access rights for scheduled publish are the same as those for regular publish.
  • Submit for Approval: Allows users to send the page to another user in the OU Campus system for review. Submit for Approval is inherently an option for user levels 0 through 10; if an approver has been set but not enforced, non-admin users may not publish the asset directly; they must send the asset to another user for approval. If an approver has been set and enforced, then the asset can be sent only to the assigned approver. This option is only available if the asset is checked out.

For more information about publishing assets, visit the Publishing Assets page.

File Menu

Allows users to perform additional actions on the asset. The available actions are:

  • Rename: Allows users to rename the asset. User levels 8 through 10 have the inherent ability to rename an asset, and level 8 only can rename assets to which they have access.
  • Copy: Allows users to copy the asset. User levels 8 through 10 have the ability to copy assets, and level 8 users can only copy assets to which they have access. This option is not available for Image Gallery assets.
  • Delete: Allows users to delete the asset. Pages subscribing to the asset will become broken until the asset is removed from the page. User levels 8 through 10 have the inherent ability to delete an asset, and level 8 only can only delete assets to which they can access. User levels 1 through 7 can be granted the permission to delete content by an administrator on a per-user basis.

    Multiple assets can be deleted at the same time by selecting the checkbox for each desired asset and clicking Delete in the table header.

    For more information about deleting assets, visit the Deleting Assets page.