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  LAST UPDATED
4/8/2014

About Assets

Assets are reusable content such as text, images, media, code blocks, links, etc. Reusable content is convenient when working with multiple files that require the same information. As reusable content, Assets allow users to easily change an item that is used on several pages. Once an Asset is updated and published, all the pages using, or "subscribed" to, the Asset will also be updated and published. This is useful for global content and content that should be protected from changes. This also provides a way to insert server-side and client-side code on the pages.

The Asset Manager allows for the creation and management of Assets. It is found in the Content tab of OU Campus under Assets. Assets can be inserted into pages using the WYSIWYG Editor and Source Editor. The inserting of Assets into pages are open to all users. The Insert Asset icon can be turned off for the WYSIWYG toolbar, but users who have access to the source, either through the WYSIWYG or the Source Editor can still add the Asset tag if known. The inserting of Assets into pages can be limited with the Readers access setting. Setting Readers to "Everyone" allows everyone the ability to view, use, and insert an Asset. Otherwise, the setting can be used to allow only a specific user or group to use the Asset. Access restrictions can be placed on the creation and management of Assets. Additional restrictions can be placed on who can publish an Asset which depends on how many pages are affected by the publish. Assets can also be entered into the workflow system for approval from another user before being published.

Assets are created from a specific site, but by default available to all sites within an account with the exception of Managed Forms and Image Galleries. In the site settings administrators can restrict the use of Assets to the current site only for the specified group. For the Restrict users to locally-created assets only drop-down, select the group that will be able to access only locally created assets

Shows the Assets section

Alternatively, when creating or by editing an Asset it can be made available only to the site in which it was created. This is accomplished with the use of the Lock to Site checkbox. Both LDP Image Galleries and Managed Forms are automatically locked to the originating site and only available to that site.

Asset actions include the ability to publish multiple Assets at once or to delete multiple Assets at once. This is accomplished from the Content > Assets screen.

 

Asset Manager location

To view a Training Tuesday webcast with an overview and a demo of Assets and Asset Manager, follow this link: 

Asset Manager

There is also a Training Tuesday webcast that delves into the added functionality of Asset Manager and and Accessibility Check:

Accessibility Check and Assets 2.0

This session is appropriate for all OU Campus users.

Types of Assets

Asset Types

There are up to five Asset types available. When an Asset is created or updated, it must be published. Publishing an Asset publishes all pages on which the Asset resides. The currently published content will be republished with the updated Asset.

Web Content (Generic) - Generic Assets are used for entering formatted text or media items. They are created and edited with a mini-WYSIWYG Editor. The Asset may preview in the WYSIWYG Editor. In some cases the Asset will only render in Preview. Web Content Assets support Dependency Manager.

Text Only - Text Assets are used for entering plain text. They are created and edited with the plain text editor. Text will be rendered as plain text and characters will be escaped. These Assets will render in the WYSIWYG Editor.

Code (Source) - Code Assets are used for entering source code such as Javascript or PHP. They are created and edited with the Source Editor. Unlike plain text Assets, characters will not be escaped. Most Assets created using the code Asset tool will not be rendered when viewed in the WYSIWYG Editor. There is no preview for how these Assets will appear once rendered. Source Assets support Dependency Manager.

Image Gallery - Image Gallery Assets allow users to create and manage image galleries. Users can upload images into the gallery; provide a title, caption, and description; and drag and drop images to modify the order. OU Campus will automatically generate thumbnails based on user-defined settings. These Assets will not render in the WYSIWYG Editor, but they will show on Preview.
Note:
Live Delivery Platform, including Image Galleries, is an optional set of features in OU Campus. Please contact the university's designated OmniUpdate Sales Director for details. The Image Gallery option in Assets will not appear unless Live Delivery Platform has been purchased and activated both at the Super Admin and Account levels.

Managed Forms - Forms Assets allows users to easily create and manage forms, surveys, and polls in OU Campus. Users will create Assets, which can then be inserted into the appropriate page(s). Within the Asset creation, a user will be able to utilize six available fields, including single line text, multi-line text, radio buttons, checkboxes, drop-downs, and multi-select. Users can also elect to have the results of form submissions emailed to one or multiple recipients. These Assets will not render in the WYSIWYG Editor, but they will show on Preview.


Note: Live Delivery Platform, including Forms, is an optional set of features in OU Campus. Please contact the university's designated OmniUpdate Sales Director for details. The Forms option in Assets will not appear unless Live Delivery Platform has been purchased and activated both at the Super Admin and Account levels. 

 

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Enabling Asset Manager

As a Level 10 user, navigate to the Setup > Account.
Setup Account

Check the box next to Enabled under the Asset Manager heading.
NOTE: If the Image Gallery or Form Asset Type is desired, the box next to LDP must be checked as well.
Enabling Assets

 Going forward, Assets will appear as a link under Content. Assets can only be created by Level 4 users and above. It is possible to limit the group that can access the Assets menu, and create or modify Assets using access settings. For more information:

Asset Manager Access Settings

When auto-publishing pages that are subscribed to assets configuring the publish threshold can limit the number of pages published. For more information:

Publish Threshold

 

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Inserting Assets

After enabling Asset Manager, users can create Assets. However, to be able to insert Assets into pages using the WYSIWYG Editor and Source Editor, the Insert Asset icon (Asset Icon) must be made available on the toolbar. For more information on how to enable buttons for toolbars, please see:

Configuring the WYSIWYG Toolbar

Administrators can also enable an Asset Chooser. The Asset Chooser prevents a user from being able to add anything EXCEPT an Asset to:

  • An editable region
  • A MultiEdit field
  • A specific selection within the new page wizard (TCF)

This is accomplished by including:

  • type="asset" in TCFs and MultiEdit tags
  • wysiwyg="asset" in an editable region's editor tag

 When adding an Asset Chooser this way, predefined tags can also be used to restrict the listed Assets. The tags attribute is used. It can take a value of a list of non-specific search terms, separated by comma, or can more specifically define a tag as to the site or Asset type. The syntax, for example, is tags="site:your_site_name" or tags="type:Web Content." These values must match exactly to the site or type. The attribute values for the predefined Assets are:

  • type:Web Content
  • type:Plain Text
  • type:Source Code
  • type:Image Gallery
  • type:Managed Form

Asset Chooser

For more information on how to define these tag attributes, including code, syntax, and parameters, within TCFs, editable regions, and MultiEdit fields, see the reference pages for page tagging and TCF creation. 

Assets and Multi-Target Publish

Assets can also be added to pages that are then published to multiple targets. When an asset is edited and published out, it updates all subscribers across different publish targets. If a page on one server is subscribed to an asset, and a page on a different server is subscribed to that same asset, then both pages (on each server) are updated. 

Note: The results from published assets are only accessible on multiple targets when viewing or previewing the page using the asset from the corresponding publish target. 

For more information on using multi-target publishing, click here

 

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Tutorials

The following tutorials are available for assets as well as their use with specific LDP (Live Delivery Platform) implementations:

 

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Best Practices

When working with Assets and the Asset Manager, it is recommended to be aware of the following items:

Do's:
  • Name Assets appropriately. The Asset name is the primary way to find an Asset within the system. It helps significantly if the Asset name reflects what the Asset is or does.
  • Utilize tags to make searching for an Asset easier.
  • Make sure to choose the right Asset type for the job the Asset will do. For example, if the Asset is plain text that will be formatted within the page, it is best to use a text Asset instead of the others. This will help avoid styling confusion.

Don'ts:

  • Avoid placing Assets in XSL stylesheets. When an Asset is published, it will republish any pages using it. However, XSL stylesheets are unaffected by publishing. In addition, any pages using the XSL will not be republished and therefore will not be affected by the Asset change. The system can not report what pages need to be republished that use that XSL stylesheet.
  • Do not place an Asset within another Asset. The system does not support this.
  • Assets are not replacements for include files. They are designed to be a simple tool for using reusable content. An Asset's size is not limited, but if an Asset is becoming too extensive, it is better to use an include file. However, include files can use Assets!
  • Concerning the WYSIWYG:
    • Assets can be deleted in the WYSIWYG by a user without warning. If the delete key is being held down before or after an Asset, the Asset can be instantly deleted. Be careful when deleting content before or after the Asset in the WYSIWYG Editor. This is also not the preferred way to delete an Asset
    • If two or more Assets are added 'back-to-back' next to each other, content will not be able to be placed between them through the WYSIWYG. There must be at least a space character or return between Assets if a a user is to place something between the Assets
  • When adding Form Assets, limit the Label field for the Name of the element to 63 characters or less.

Important Information and Reminders

  • When inserting an Asset onto a page, anybody that has access to that Asset can affect content on the page by editing that Asset, regardless of that page's access settings.
  • Currently there is no Recycle Bin for Assets. Once an Asset is deleted, it is removed permanently. All pages that subscribe to that Asset will be flagged as needing to be fixed, and will appear in the Broken Pages report in the Dashboard.

 

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Frequently Asked Questions

Q: When an Asset republishes pages, what happens to checked out pages, or pages in workflow?
A: An Asset will republish the most recently published version of a page. It will not touch the pages that are on the staging area. Therefore, checked out pages and pages waiting to be approved will not be affected by the republish.

Q: Where can the Asset number be viewed?
A: When an Asset is entered into the Source Editor, it uses the tag {{a:###}}.  The ### is the Asset number. This tag can also be viewed in Content > Assets within the Asset information (near the date).
Asset Tag

Q: Do Assets make Snippets obsolete?
A: No, Assets do not make Snippets obsolete. When a Snippet is edited, any page using that Snippet will not be altered. On the other hand, editing an Asset will affect any pages that are using it. Therefore, Snippets are to be used on a per page basis. Assets are used to keep re-usable content on multiple pages consistent. For more information on Snippets, click here.

Q: What if an Asset is deleted then recreated? Are Asset ID numbers ever re-used?
A: Asset ID numbers are not re-used, and the Asset names are independent from their ID numbers. Therefore, if deleting and recreating Assets, they will be treated as two separate Assets. Any pages dependent on the deleted Asset must be edited to reflect the change.

Q: Can Assets be placed in folders? Can Assets be organized by type in folders if we want?
A: Assets are only located in one folder, under the Content > Assets tab.  They can be sorted by type or name at the top of the frame, but cannot be put in folders. They can also be searched for by tags, name, site, and type. 

Q: Is there the ability to view the pages an Asset is associated with?
A: A Level 9 or 10 administrator can run an Asset Dependencies report, found in Admin > Custom Reports, which will show on which pages the Assets have been placed.

Q: Do Assets only work for the XML-based system?
A: Assets will work in any page editable by the Source Editor and WYSIWYG Editor. However, it is not recommended to use Assets in XSL files.

Q: What happens if the Asset editor does not have permission to edit a page with the Asset on it?
A: The Asset is still able to be edited and published, which will republish the page. The idea is that when a user adds an Asset to their page, they are pre-approving any content the Asset contains or will contain. Therefore, when an Asset is changed and published, it isn't concerned with the access of pages subscribed to it.

Q: An image Asset is replaced with a new image of different dimensions. When the page is published, is the image aspect ratio distorted, or do the image attributes update from the Asset settings?
A: The attributes of an image in an Asset are controlled within the WYSIWYG Editor in that Asset. Therefore, if an image is replaced with another image of different dimensions, the published page will display the image with its proper dimensions (undistorted).

 

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