Manage assets

Optimizely Content Marketing Platform (CMP) gives you several options for managing assets, including uploading, deleting, restoring, and setting expiration dates.

CMP automatically adds assets associated with completed tasks and published articles (original and licensed) to the library for later use. When an asset is created from a task, CMP automatically generates and applies AI tags to it, so you can find and organize it without tagging it manually. AI-generated tags are added to the asset as metadata and appear in the asset's details, where you can edit or remove them. Assets are searchable by these tags. If AI tagging cannot be completed, the asset is still created successfully.

To add assets, select Add > Upload in the Library. A dialog box shows a list of options to initiate your upload. Alternatively, drag and drop files to start an upload without opening the dialog box. Drag one or more files from your computer onto the Library, and a drop zone displays across the page. Release the files to open the upload dialog box with the dropped files added, then complete the upload as usual. To add files to a specific folder, drag them over that folder before you release.

Your existing upload permissions and file validations still apply. Upload progress and completion notifications work the same as for other uploads.

To set the asset file size limit, go to your avatar > Asset Management. An administrator can set the file size upload limit.

Double-click an image in the Library to open it in a full-size preview. The image displays at the center of the page at its original aspect ratio. The panel on the right shows the asset details, such as Asset Information, Tags, and Meta Information. While previewing an image, you can

Check the file format of an asset at a glance, such as JPG, PNG, or TIFF, without opening the asset. The Library displays the format as a badge below each asset in Category View and Grid View.

In List View, the format displays in the File Format column. If the column is not displayed, open the Columns drop-down list and select File Format to display it. Drag File Format to change its position in the list.

You can download the list view of assets as a CSV file.

The file automatically generates and downloads to your device.

You can download one or more assets, entire folders, or a mix of both from the Library as a single ZIP file. This includes folders with nested sub-folders.

The ZIP file preserves the folder structure, original file names, and metadata of the downloaded content. If two items share the same name, CMP automatically renames the duplicates (for example, report.pdf and report_1.pdf).

You can download up to 5,000 files per download, and up to 5 GB total per ZIP file. If a download exceeds these limits, or none of the requested files can be found, the download fails and an error message displays.

In the Library list view, you can edit an asset's custom field values inline without opening the asset, the same way you can in the Plan list view. Each custom field your organization configures appears as a column in the list view.

When you select multiple assets, editing a field cell applies your change to all the selected assets at once. Inline editing is available for fields you have permission to edit. Other fields are read-only.

You can delete assets from the Library. Select the asset you want to delete, and select More (...) > Delete.

You can also delete an asset by clicking the asset title and selecting Delete.

If you want to restore an asset you deleted, go to your avatar > Recycle Bin. You can search for the asset by its title and click Restore. 

You can set assets as indexable so that the public URLs generated in CMP display in search engines. Go to Asset or Image Information and select the checkbox to Enable Search Engine Indexing. This lets search engines find the asset when referenced on a public-facing website.

If a public URL has not been generated, enabling search engine indexing prompts you to generate the public link. 

You can also disable search engine indexing by disabling this option. This takes a couple of days to be reflected in search results.

You can have all assets be indexed by default in the Asset Management settings. However, you must enable the option to generate a public URL by default as well.

Go to Settings > Asset Management and select the checkbox to Enable Search Indexing. This disables the option to Add assets to Library without Public URL. When users add assets to the Library, they have a public link that search engines can index.

To detect faces in uploaded images, administrators can select Enable Face Recognition in Settings > Asset Management. See Facial recognition for information.

When a user adds a new version of an asset to the Library, you can set CMP to overwrite existing renditions with renditions of the latest asset version. If the URL to a rendition is used elsewhere, the URL remains the same and automatically updates to the new rendition.

To configure this option, click the drop-down list beside your icon and click Asset Management. Under Renditions, select Overrides Latest Version.

You can turn off this feature by deselecting the checkbox.

CMP lets you manage duplicate assets in the Library through duplicate detection.

When you upload an asset that is already in the Library, CMP flags the asset as a Duplicate on the upload modal. Click the Delete icon if you want to remove it, or click Done to keep it.

In the Library, click the Duplicate Finder icon to filter to duplicates.

The assets with duplicates display.

Select the duplicated asset you want to manage. All its duplicates display.

Select the assets you want to archive and click Archive. You can also click Select All if you want to archive them all.

A shortcut displays an asset in more than one folder without creating a copy. Use shortcuts for assets that several teams or folders need, such as a logo shared across regional folders. Every shortcut points to the original asset, so you manage the asset in one place instead of updating several copies. Any user with access to an asset can create a shortcut to it.

To create a shortcut:

CMP adds the shortcut to the selected folder and marks it with a Shortcut badge. To find your folder, go to the sidebar, expand File Formats, select Folders, and enter your folder name in the search bar.

The original asset lists the folders where its shortcuts display under Asset Information.

A shortcut uses the original asset instead of storing its own data. Shortcuts behave as follows:

Click on an asset in the Library to see its usage report.

The Usage tab for each asset in the Library can show users where that asset originated from, which version is currently live, and where the asset was used (both within CMP and outside).

When a user uploads an asset directly to the Library, you can see the following:

If a user uploads the asset in a task instead of the Library, users can see the related information if they have access.

The Usage tab shows when a user uploads a new version, with the latest shown first. Users can reinstate a former version using More (...) while viewing versions. See Manage asset versions.

If another task or campaign in CMP also uses the asset, the Usage tab shows this for the version that was used along with the link to the task or campaign.

When you use the Asset Lineage API, users can see which version or rendition was used and where the asset was published, depending on your API implementation.

When an asset is removed from a published page (and posted to the API), you see the removal of the asset and where it was removed from.

These behaviors can change depending on your API implementation. 

View an asset's Meta Information in the Library. CMP automatically populates fields like author, author title, or description if the asset contains this metadata. You can also add or edit some of the fields if the asset is missing data, either while uploading the file or afterward.  

Currently, CMP only supports image meta information. 

When you upload a new version of the asset, CMP replaces the older meta information with the new data. Consequently, downloading the asset displays the latest meta information. 

Editing an asset within CMP, such as changing its title or dimensions within CMP, does not affect its associated meta information.

CMP displays the following three kinds of metadata:

Search for your asset inside the Library by entering the field's information, such as Creator, in the main search bar. If you edit the fields, you must search by entering the latest information. 

Alt text describes an image for people who use screen readers and displays when an image does not load. Add alt text for each language so the correct text is available in every locale your organization supports.

The locales configured in your organization settings determine which languages you can use for alt text on an asset.

Only administrators can add locales. To add locales:

The language drop-down list in the asset panel controls which locale you are editing. To add alt text in multiple languages:

When you switch languages, CMP displays the alt text saved for that language. Editing the text in one language does not change the text in any other language. For example, if you change the German text and save it, the English text stays the same.

When a team member leaves, CMP still displays the creator's name on the folder and any files with a (Deleted) tag beside their name.

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