---
title: Manage assets
slug: content-marketing-platform/docs/manage-assets
docTags: 
createdAt: 2026-07-20T15:45:35.561Z
---

Optimizely Content Marketing Platform (CMP) gives you several options for managing assets, including uploading, deleting, restoring, and [setting expiration dates](docId\:LwVEKIg3-YmI1UkZrD82z).

:::hint{type="info"}
You should allow all subdomains of `cmp.optimizely.com`, `welcomesoftware.com`, `newscred.com`, and `s3.amazonaws.com` to avoid issues when uploading files.
:::

## Upload

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.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/j3xuCCcarRm-fSjjJLAlv_upload-1.png)

- **My Device** – Drag and drop or select files from your device.
- **Stock Images** – Select from stock images already available in the platform. Search with any keywords in the search bar and find your desired stock photos directly from the library. Fuzzy search lets you find what you are looking for even if you do not know the name for it. Search for a variation of the asset name. For example, searching for *celebrate* also returns results for *celebration*. 

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/gO8u_1I1fFJ6fdKU6T7pj_upload-2.png" size="100" isUploading="false" width="677" height="377" darkWidth="677" darkHeight="377" showCaption="false" indent="1"}

- **Asset Address (URL)** – Enter the URL of an existing asset.
- **Box** – Connect your Box account with Optimizely Content Marketing Platform (CMP). 
- **Dropbox** – Connect your Dropbox account with CMP.
- **Google Drive** – Connect your Google Drive account with CMP.
- **OneDrive** – Connect your Microsoft OneDrive with CMP.
- **Google Web Search** – Find images from Google and add them to the Library.

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/iMt8eOCzmVGyVRsgYyu7e_upload-3.png" size="100" isUploading="false" width="677" height="377" darkWidth="677" darkHeight="377" showCaption="false" indent="1"}

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

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/cEfrC0xNh_mLZ1hacmfnz_asset-management-settings-1.png" size="60" isUploading="false" width="325" height="261" darkWidth="325" darkHeight="261" showCaption="false"}

### Preview an image

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

- Zoom in and out to see fine details.
- Collapse the panel to enlarge the image.
- Use the arrows next to the image to move to the next or previous image without closing the preview. Click **Close** to return to the list.

![Full-size image preview](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/c5r9nViq2C3XkJSgIrtg9_image-preview-full-size.png)

### Identify assets by file format

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**.

![File format badge in Category View](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/oj7sbInh7sU9plzA0GxLp_file-format-in-category-view.png)

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.

![File format in List View](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/YNNlV4vfkgc-OQ-WsshZ5_file-format-in-list-view.png)

## Download the list view

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

1. Go to the Library and select the **List View**.
2. Click **More (...) > Download as CSV**.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/7QJCZrKr404B4Sqdq51I-_download-list-view.png)

The file automatically generates and downloads to your device.

## Download assets and folders

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.

1. Open the Library and select the assets and/or folders you want to download.
2. Click **Download**. CMP prepares your download in the background. A notification displays when your ZIP file is ready.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/QvwJrOSIOgqdaTlEUgJdr_cmp-manage-assets-download-assets-and-folders.png)

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**).

:::hint{type="info"}
**Note**

You can only download assets you have permission to access. If a selected folder contains assets you cannot access, those assets are skipped, and you are notified that some items were left out of the download. Currently, you can download images, videos, and raw files this way. **Articles** and **Structured Content** are not included in a ZIP download.
:::

### Limitations

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.

## Edit custom fields in-line in list view

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.

1. Select the custom field columns you want to add to an asset from the columns selector in the list view and click **Done**.

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/1-iZNzCLPvWBKGqFMBVmb_edit-custom-fields-in-line-in-list-view-1.png" size="100" isUploading="false" width="800" height="383" darkWidth="800" darkHeight="383" showCaption="false" indent="1"}

2. Click a custom field cell in an asset's row, enter or select a value, and save your change in place.

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/kNkFYgy5wqHdT6_oOH2Lx_edit-custom-fields-in-line-in-list-view-2.png" size="100" isUploading="false" width="800" height="63" darkWidth="800" darkHeight="63" showCaption="false" indent="1"}

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

## Delete

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

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/GmTSoR0-m6sI8Vr3ePkhj_delete-1.png" size="60" isUploading="false" width="800" height="543" darkWidth="800" darkHeight="543" showCaption="false"}

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

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/dmtuLcjFBueSxQcj7IL19_delete-2.png" size="60" isUploading="false" width="800" height="433" darkWidth="800" darkHeight="433" showCaption="false"}

## Restore

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**. 

## Index assets

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.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/Gb8-6eGsoM45csrS8irS9_index-assets.png)

### Asset Management settings

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.

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/oCkz0_-T6N5166m0ybW2i_asset-management-settings-2.png" size="70" isUploading="false" width="439" height="282" darkWidth="439" darkHeight="282" showCaption="false"}

To detect faces in uploaded images, administrators can select **Enable Face Recognition** in **Settings** > **Asset Management**. See[ Facial recognition](docId\:TAD1lWq0bt0j8uzeCXFOO) 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.

## Detect duplicates

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

### Asset upload

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.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/4a9bijP4FeQaoJ7G2juZW_duplicate-asset-upload.png)

### Duplicate Finder

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

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/2nn-zhCMya5dV0RiDZxJw_duplicate-finder.png)

The assets with duplicates display.

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/Em2xZxy3c_Ii29juGATTB_duplicated-assets.png)

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

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/Q8sLar32HAa9gCX1ynjHQ_filtered-duplicate-assets.png)

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

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/ttPJCThyf-gmwIx6S_cFB_select-duplicate-assets-to-archive.png)

## Create shortcuts to assets

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.

### Create a shortcut

To create a shortcut:

1. Go to **Library** and select your asset.
2. Click **More (...) > Create Shortcut**.

   ![Create shortcut](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/dQkA-2g0dDgf9aMvtrZEW_create-shortcut.png)
3. Select the folder for the shortcut.

   ![Demo folder for shortcut](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/-ycHUMXOEyuMZpcS-Wfnf_demo-folder-for-shortcut-1.png)

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.

![Shortcut file](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/k-d7w6cQlcTINv03sH2-G_shortcut-file.png)

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

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/kofTihwdoozXWz57RzD6i_asset-information-shortcut.png" size="50" alt="Asset information shortcut" isUploading="false" width="615" height="1209" darkWidth="615" darkHeight="1209" showCaption="false"}

### Shortcut behavior

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

- Taxonomy – A shortcut has no taxonomy of its own. Taxonomy is the set of categories and labels assigned to an asset. Changes to the taxonomy apply to the original asset and every shortcut.
- Usage – When you use or publish a shortcut, you use the original asset.
- Versions – When you upload a version of the original asset from a task, every shortcut displays that version. If you push the task output to the library as a separate asset, CMP does not connect the separate asset to the shortcuts.
- Deletion – Deleting a shortcut removes only that shortcut.

:::hint{type="warning"}
**Important**

Deleting the original asset also deletes every shortcut to that asset.
:::

## See usage

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

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/wp5KOmQ9urJDbZDuWYiWz_usage-section.png" size="50" isUploading="false" width="708" height="1306" darkWidth="708" darkHeight="1306" showCaption="false"}

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).

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/kOx9G0v-lMtalUGLiRk79_asset-usage.png" size="60" isUploading="false" width="564" height="320" darkWidth="564" darkHeight="320" showCaption="false"}

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

- The name of the asset
- The uploader of the asset
- Date of upload

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

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/Xnf05VPFEagX6OZzrr19S_asset-usage-task.png" size="60" isUploading="false" width="656" height="300" darkWidth="656" darkHeight="300" showCaption="false"}

### Versions

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](docId\:JQsLacEMr2LwPYnw5qZBw).

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/7OW46BsFxMrUQ-5Qqjg8I_asset-usage-version.png" size="60" isUploading="false" width="564" height="320" darkWidth="564" darkHeight="320" showCaption="false"}

### Asset reuse

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.

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/bVaRMA4I9DsgMMQVyWlmV_asset-reuse.png" size="60" isUploading="false" width="800" height="339" darkWidth="800" darkHeight="339" showCaption="false"}

### Asset Lineage API

When you use the [Asset Lineage API](docId\:I_oxLjJ-52KoUirAvEHQh), 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.

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/FN7mFMdSJCnlJYgAQtwgQ_asset-api.png" size="60" isUploading="false" width="800" height="940" darkWidth="800" darkHeight="940" showCaption="false"}

These behaviors can change depending on your API implementation. 

## Meta information

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.

### Types of meta information

CMP displays the following three kinds of metadata:

- **Standard** – Contains standard media properties, such as the document title, author, description, copyright status, and more. 

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/ZmndtpfdANHv3ZraclZHt_types-of-meta-information-1.png" size="60" isUploading="false" width="541" height="756" darkWidth="541" darkHeight="756" showCaption="false" indent="1"}

- **IPTC** – Contains general administrative, descriptive, and rights-related properties, such as the creator, address, city, phone, email, intellectual genre, description, keywords, and more. 

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/ctSWhgX6LROpBgd5GiM-I_types-of-meta-information-2.png" size="60" isUploading="false" width="529" height="729" darkWidth="529" darkHeight="729" showCaption="false" indent="1"}

- **IPTC Ext.** – Contains properties with identifiable information, such as person shown, location created, name of featured organization, model age, image supplier, digital source type, and more. 

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/9sOJVp936G7Ea2TKPfff1_types-of-meta-information-3.png" size="60" isUploading="false" width="536" height="709" darkWidth="536" darkHeight="709" showCaption="false" indent="1"}

### View and edit meta information

1. Click on an asset and expand **Meta Information** to view the data. 

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/molYDq-WzTFzwdXmipfa2_view-and-edit-meta-information-1.png" size="100" isUploading="false" width="800" height="405" darkWidth="800" darkHeight="405" showCaption="false" indent="1"}

2. Click a field to edit the meta information. Enter your information and click **Save**. 

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/amS-8FuMfX7EuMulik3EQ_view-and-edit-meta-information-2.png" size="60" isUploading="false" width="513" height="629" darkWidth="513" darkHeight="629" showCaption="false" indent="1"}

### Search for meta information

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. 

![](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/Hi6lmCRetEEGw1faarjLp_search-for-meta-information.png)

## Add alt text in multiple languages

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.

### Add locales to your organization

Only administrators can add locales. To add locales:

1. Go to **Settings** > **Organization**.
2. Open the **General** tab and select a language from the **Default Language** drop-down list.
3. Select one or more languages from the **Additional Locales** drop-down list.
4. Save your changes.

![Screenshot of the Organization settings General tab where the Additional Locales drop-down list is highlighted](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/eNqD5ASV6akcCcln07wWY_locale-settings-organization-admin.png)

### Add alt text for each locale

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

1. Go to **Library** and select an asset. The asset details open in a side panel.
2. Expand the  **Information** section.
3. Enter the alt text for the current language in the **Alt Text** field and click **Save**.

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/1dHQEzK-J4zcPlKkKqRix_enter-alt-text.png" size="50" alt="Screenshot of the Image Information panel for an asset where the Alt Text field is selected with Cancel and Save buttons" isUploading="false" width="545" height="891" darkWidth="545" darkHeight="891" showCaption="false"}

4. Select another language from the language drop-down list, for example **French - Français**.

::Image[]{src="https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/9axSjYAAFJ-8zD58iq08h_switch-language-for-alt-text.png" size="50" alt="Screenshot of the asset panel where the language drop-down list is open and lists English, French, German, Portuguese, Russian, and Spanish" isUploading="false" width="567" height="876" darkWidth="567" darkHeight="876" showCaption="false"}

5. Enter the alt text for that language and click **Save**.
6. Repeat steps 4 and 5 for each language you need.

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.

:::hint{type="info"}
**Note**

Initially, CMP copies the existing alt text to every additional language. Replace the copied text with the correct text for each language. CMP does not translate alt text automatically. Enter the text for each language manually.
:::

## Folders and assets for a deleted user

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.