Manage assets with DAM

12 min

Note You must have Opti ID to use the DAM asset picker with Optimizely Content Management System (CMS 13).

Optimizely Digital Asset Manager (DAM) stores, organizes, manages, and retrieves digital assets, including images, videos, documents, and other multimedia content. The DAM offers robust version control features to monitor and oversee changes to assets over time. You can create various renditions of assets, optimizing them for different platforms and purposes.

To embed DAM in CMS 13, see Enable Optimizely Graph service to sync DAM and CMS.

The following image and corresponding list show Optimizely DAM and its functions.

DAM view – Select to open the DAM library.

Breadcrumb – Displays the folder of the assets in a clickable hierarchy.

Filter – Select to open the left filter panel.

Filters – Select filters to find the digital assets you want.

Search – Enter a partial string to narrow selections.

Sort – Select Title, Type, Owner, Last Modified, or Date Created. Select also ascending or descending order.

Asset details – Select an asset card to open the details panel on the right side of the window.

Asset actions – The actions in this menu varies by asset type (image asset type shown).

Asset detail focus – Select an asset name on an asset card to display the asset details in the main window.

Add – Select to Create Folder or Upload an asset.

Asset Detail – Opens when you select an asset card.

Modify asset information – Open and modify asset details.

Choose – Select the asset to use in your content or project. This action might insert the chosen asset into a page, link it within content, or add it to a collection for further use.

Download – Save a copy of the image asset in one of the following formats: JPG, PNG, PDF, WEBP.

Asset detail focus – Select the icon to display the asset details in the main window.

Open CMP Library – Access the Optimizely Content Marketing Platform (CMP) Library to manage your DAM from CMP.

Add a folder

Create folders to organize your assets. Organizing assets into folders streamlines content management by providing a structured, easily navigable system that enhances efficiency and accessibility for users.

Select Add > Create Folder. The Create Folder window displays.

Enter a folder name.

Select Create. The folder is added.

Add images

Select Add > Upload. A window displays various ways you can upload assets. The following example uploads image files from My Device.

After you select the files, they are uploaded but not yet placed in the DAM because you have the opportunity to edit asset details before completing the upload process. You can also remove selected assets before the upload is complete.

Select asset – You can select one or more assets. The example in the image shows one asset selected. Its details are displayed in the right panel.

Modify field – You can change the following details (or change them later from the DAM).

Title – The name given to an asset to identify and reference it within the system.

Attribution – Information about the creator or source of the asset, often used to give credit in accordance with licensing agreements.

Description – A detailed explanation or summary of the asset's content, purpose, and any other relevant information to provide context.

Alt Text – Alternative text that describes the asset, primarily used for accessibility purposes to help users who cannot view the asset directly.

Asset Expiry Date – The date after which the asset should no longer be used or displayed, often set in compliance with licensing agreements or content lifecycle policies.

Fields – Specific data points or metadata associated with the asset, used to categorize and manage it within the system.

Tags – Keywords or labels assigned to an asset to facilitate searchability and organization within the asset management system.

Edit tag list – You can edit tags from the asset card. Select Edit (pencil icon). The DAM provides suggested tags, but you may want to edit them. For example, in the following image, you can remove the person tag (select x), and add a king tag and a queen tag.

Add a version of an asset

Select More (...) > Version on an asset.

Select Add Version (+).

Select another image from your files and select Open. The image becomes the new version. The older versions are also shown if you want to revert to an older version.

The latest version of an image is used in content. To revert to a previous version, you must make it the latest (current) version. You can do this in a couple of ways:

Select an earlier version and download that image. Then select Add (+) to upload it to the newest version.

Or, you can delete newer versions.

Modify assets

You can modify asset details in several ways.

In the assets pane.

In the main window.

During the upload of assets. See Add images above.

Modify details from the assets pane

When you select an asset (not the asset name), the Asset Details panel displays on the right side of the window. You can modify asset details from this panel. In the following example, you can select the title to change it from Yosemite291.JPG to Yosemite - El Capitan and Half Dome. When you press Enter, the asset card name changes accordingly.

Modify details in the main window

When you select an asset name in the asset card, the asset details display in the main window. In the following example, you can select the title to change it from Boston462.JPG to Boston Hancock Observatory. When you press Enter, the asset card name changes accordingly.

Filter assets

Unfiltered assets are displayed by ascending or descending sort types, similar to the following image. Select the Filter toggle to open the Filters pane. Select the filters you want to find the assets you want.

The following image shows one filter (Folders) to show only the folders in the DAM. In this case, the Page Size filter indicates that 20 or fewer folders are displayed. You can display up to 20, 30, 50, or 100 assets at a time. Additional assets are displayed on subsequent pages.

Use DAM assets in Visual Builder

Select Select Image > From Optimizely DAM in a Visual Builder image element.

Select the version of the image. The details panel show the updated image and any other changes you made, such as adding Alt Text.

Select a rendition of a DAM image

A rendition is a version of a DAM image prepared for a specific use, such as a smaller size. Use a rendition to add an image that fits where it displays instead of the full original. In CMS 13.4.0 and later, properties that accept a single item, such as an image property, support renditions. The Renditions tab displays only for DAM images that have renditions.

To select a rendition for an image property:

Click Select Image on the property. If the property already has an image, use Browse instead.

Click the DAM image. The Details panel displays.

Go to the Renditions tab. The Size comparison diagram shows the size of each rendition compared to the original image.

Select a rendition, or select Original to use the full image.

Click Select Image.

The property displays the thumbnail of the original image, with the asset name followed by the rendition name. Other single-item properties work the same way, but their select button has a different label.

Folders and assets for a deleted user

When a team member leaves, DAM handles their folders and assets in the following way:

Folders – The creator's name still displays on the folder with a (Deleted) tag beside their name.

Files within the folders – DAM shows the deleted user as the owner of the file without a (Deleted) tag.

Both the folders and their files remain visible and accessible to any other user with whom they were originally shared.