BASICS

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  LAST UPDATED
1/22/2013

Using Assets

Once assets have been enabled and created by an administrators, content contributors can utilize assets. Most often, an asset will be available to insert on a page while editing in the WYSIWYG Editor. Content editing might also be configured so that when clicking on an editable region button, the user is only presented with an asset chooser. Once a page has been subscribed to the asset, any changes in the asset will update the page and republish it. The republishing of pages subscribed to assets can be throttled by admins with the configuration of the publish threshold setting.

This page includes tutorials about asset usage; including inserting an asset, using an asset-only region, inserting an asset while editing in the Source Editor, deleting an asset, editing and publishing an asset, and filtering assets by tags.

Inserting an Asset

There are three methods to insert Assets. Assets can be entered into pages using the WYSIWYG Editor, using an Asset only region, and by using the Source Editor.

Inserting an Asset with the WYSIWYG Editor

  1. While in the WYSIWYG Editor, place the cursor where the Asset will be entered.
  2. Then find and click on the Insert Asset icon in the toolbar.
    WYSIWYG Asset Manager Icon
  3. After clicking the icon, an Asset selection screen will appear.
  4. Search for the desired Asset using the filter options. Assets from all sites will appear, except for Managed Form Assets, which are site-specific.
  5. Select the desired Asset.
    Asset Browser
  6. Click on Select Asset.

The icons found on the left denote what type the Asset is:

Generic Asset Icon Web Content (Generic)
Text Asset Icon Text Only
Source Code Asset Source
Image Gallery Asset Icon Image Gallery Asset
Form Icon Form Asset

The Asset will be entered into the page where the cursor was placed. If the Asset is a Text Only Asset, or a Web Content Asset with no block level HTML code (such as p or div tags), the Asset will preview with the content inside of a wrapper:
text asset preview

If the Asset is a Web Content Asset with block level HTML code, a Source Code Asset, an Image Gallery Asset, or a Managed Form Asset, it cannot be previewed in the WYSIWYG Editor, but it will still have a wrapper:
Asset cannot be displayed

Note that even though the Asset is not displayed in the WYSIWYG Editor, it will still render in the page preview. However, Source Code Assets will not always render with preview.

After the Asset is entered and page updates completed, save the page and publish as normal.

To delete an Asset from a page in the WYSIWYG Editor, click anywhere on the Asset wrapping and press the Delete key.

Using an Asset Only Region

  1. Click on "Choose an Asset" in the TCF (new page wizard) or MultiEdit screen, or simply the edit button in an editable region.
    Choose an Asset
  2. Search for the desired Asset using the filter options. Assets from all sites will appear, except for Managed Form Assets, which are site-specific.
  3. Select the desired Asset.
    Asset Chooser
  4. Click "Select."

Inserting an Asset in the Source Editor

  1. While in the Source Editor, place the cursor where the asset will be entered. Then find the Asset Manager icon in the toolbar.
    Source Asset Icon
  2. After clicking the icon, an Asset selection screen will appear.
  3. A drop down box at the top left of the tool allows the user to switch to another site containing Assets. A list of all the Assets will be on the left, and a window with the Asset's description will be on the right.
    Source Asset Selection Screen
  4. Select the Asset to be used.
  5. Press the "Insert" button. The Asset will be entered into the source code where the cursor was placed.

    Assets in source code follow the syntax {{a:###}}, where the ### denotes the Asset number.  If an asset number that does not exist is entered, the Asset will not render.
    asset in source
  6. After the Asset is entered, save the page and publish as normal.

To delete an Asset from a page in the Source Editor, simply delete the {{a:###}} tag.

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Editing & Publishing Assets

Once a page has been subscribed to an asset, any changes in the asset updates the page and republishes it. The republishing of pages subscribed to assets can be throttled by an administrator with the configuration of the account setting for publish threshold.

Editing an Asset is very similar to editing a page. 

  1. To edit an Asset, navigate to Content > Assets.
    Asset Tab
  2. Locate the Asset to be edited. Use the tags to filter for the desired Asset. Assets from all sites will appear, except for Managed Form Assets, which are site-specific.
  3. Click on its name.
  4. The Asset will be checked out and the user will be dropped into the editor.
  5. Make the changes and save as needed.

Important Note: Any changes to Assets will not affect the files on the Production Server until the Asset is published. However, changed Assets will render on the Staging Server. Publish can be immediate or scheduled to occur in the future.

How Publishing an Asset Affects Pages

When an Asset is published, the content of the Asset is saved to the database and is added to the versioning system. All pages containing the Asset will then be updated by using the latest published version of the page. The current version of the page will not be published to prevent premature changes to the Production Server. In addition, publishing Assets will not have an affect on pages that are checked out to other users or are in the workflow system.

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Deleting an Asset

  1. To delete an Asset, navigate to Content > Assets.
    Asset Tab
  2. Locate the asset to be deleted.
  3. Select the trash icon.
  4. A confirmation box will appear explaining that deleting an Asset may affect other pages.

If pages are subscribed to an Asset, it will state how many pages will be affected. Pressing the "OK" button will permanently delete the Asset.

If a page contains an Asset that is deleted, it will contain a link to an Asset that no longer exists. This means that the {{a:###}} tag in the Source Editor will remain. The WYSIWYG Editor replaces the Asset with a notification that the asset is broken, which includes the dependency tag for the asset, the site, and the asset name.

Broken Asset Dependency Manager Tag

The Asset will no longer render on the Staging Server, and if a page is published with an invalid Asset, it will not render there as well. 

The Asset must be manually deleted from the pages. These pages can be found in Broken Pages section under the Dashboard tab or the Required Actions section under the Admin tab. The broken Asset tag will be identified in the Source Editor.

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Filtering Assets

When searching for an Asset, either in Content > Assets or within the insertion of an Asset, the tags can be used to filter the Assets. The filtered view displays up to 15 Assets identified by the following icons:

Globe Icon Site
 Generic Asset Icon Asset of any type
Tag Icon Tag

 
If there are more than 5 of each filtering criteria, only the top five of each are shown. This sort is based on the number of occurrences of each Asset. If there are less of one than another, only up to 15 are shown total.

Filtering Assets

More than one term can be used to filter the Assets shown. The number of Assets with the search term is displayed in parenthesis. Simply select the desired tags from the presented options after starting to type the term.

Content > Assets View Filtered

To create a new tag when creating or editing an Asset, start typing a new term and enter a comma or click on the Add {search term} bar that is displayed. Tags can also be defined to limit the results in an Asset Chooser when used in a TCF, editable region, or MultiEdit region. For more information, about using assets within OU Campus templates, please see the templating section:

Templating in OU Campus

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