Library Overview

The Library is the central space for organizing, accessing, and managing digital assets. It supports structured navigation using folders, intelligent search, rich metadata filtering, and powerful upload workflows. All interactions are governed by user permissions, which may restrict access to specific actions or content depending on your role.

A digital asset is any file you upload to the platform: an image, video, document or audio file. Once uploaded it is enriched with metadata, given its own details page, and can be organised, versioned, shared and tracked throughout its lifecycle.

Folders

Folders are the primary method for organizing assets within the Library. They support a hierarchical structure and can be customized to better reflect the needs of a team or collection.

Users can perform folder-related actions such as creating, renaming, or moving folders-subject to their permission level. When a folder contains a long list of sub-folders, the list collapses and a Show all folders control expands it; short lists are shown in full. When moving assets, the folder chooser lists folders alphabetically to make them easier to find, and you are kept in your current view afterwards rather than being taken into the destination folder.

Folder customization allows for the following options:

• Hide Assets in Folder: Hide assets stored directly in the folder (and optionally its subfolders).
• Use Folder Image: Assign a thumbnail image for the folder and set its display size.
• Folder Order: Choose between custom folder order or automatic sorting by name.
• Asset Order: Define how assets are sorted in the folder (e.g., by last modified, creation date, type, or name in ascending/descending order).

Display Options

The Library supports multiple display options for viewing assets:

• Grid View: Displays assets as visual thumbnails in a grid layout. This is the default view for all users.
• List View: Displays assets in a detailed list format with metadata columns.
• Grid Size: Adjust the thumbnail size in grid view to show more or fewer assets at once.
• Sorting: Sort assets by name, date created, date modified, or file type in ascending or descending order.

View preferences can be adjusted per folder and are remembered for future sessions.

Assets

Assets are the core content items in the Library-each asset represents a digital file such as an image, video, document, or other media type. Assets are stored in folders and can be shared through Portals for internal collaboration or external distribution.

Each asset is enriched with metadata, which supports filtering, search, and governance. Depending on configuration, assets may also include:

• Subassets: Supporting files grouped within an asset (e.g., alternate images, design files, PDFs).
• Preview & Download Options: Files may be previewed in-browser or downloaded in original or converted formats.
• Copyright: Assigned rights and ownership information.
• Public Link: Generate a publicly accessible link for an asset, which can be embedded in CMS platforms, HTML builds, or external systems.

Asset visibility, editing, and distribution depend on the user’s permission level. Assets may be locked, expired, or restricted from download depending on their status or assigned rules.

Asset Details

When a file is uploaded, it becomes an asset with a dedicated details page. This page serves as the central hub for all information and actions related to that asset.

The Asset Details page includes:

• Metadata: Descriptive information like title, tags, descriptions, and custom fields
• Preview: Visual preview of the asset with download options
• Versions: Complete history of all file versions uploaded for this asset
• Subassets: Related or supporting files linked to the main asset
• Comments: Collaboration and feedback from team members
• Activity: Tracking of views, downloads, and sharing activity
• Associations: Connections to other records like Portals, Showcases, or Accounts

Search

The Library search allows users to find assets across all folders they have access to. As you type, results are dynamically provided based on assigned data such as titles, descriptions, metadata, and tags.

The platform uses stemming and lemmatization techniques to improve search accuracy by matching variations of root words (e.g., “run,” “running,” “ran”).

In the search results view, users can refine their query or search for other types of records such as Portals, Accounts, or Contacts.

Upload

Uploading can be initiated in two primary ways:

• Drag and Drop: Files or folders can be dragged into any part of the platform. If this is done within a folder view, that folder is pre-selected as the upload destination. If no folder is selected, users will be prompted to choose one.
• Upload Button: Use the dedicated upload button to select files or folders from your device.

Before confirming an upload, users are required to complete metadata registration. This ensures assets are enriched with necessary information from the beginning. If you switch browser tabs partway through, the upload form keeps what you have already entered rather than clearing it.

Both upload options support batch uploads of multiple files or entire folders, streamlining large-scale imports.

Assets are always uploaded into a folder. If your workspace has no folders yet, you are prompted to create one first. An empty folder shows a clear call to action to upload assets or create sub-folders, with the available options depending on your permissions.

Filters

The Library supports both Quick Filters and Advanced Filters to help users narrow down asset lists based on metadata, tags, and other asset properties.

• Quick Filters: A one-click filter drawer providing access to common filters such as metadata fields, metadata profiles, file extensions, and created or last modified dates.
• Advanced Filters: Allow users to predefine multiple and complex filter conditions using folders, metadata fields, profiles, extensions, tags, previews, and date ranges.

Any filter configuration-whether built through quick or advanced filtering-can be saved as a Saved Filter for quick reuse later.

Metadata

Metadata provides context to each asset, supporting everything from searchability to compliance and categorization. Metadata fields are defined by the platform’s configuration and are typically grouped into metadata profiles assigned to assets during upload or editing.

Assets can be viewed and filtered by metadata across the Library. Depending on the platform setup, users may also explore the Library by navigating tags, categories, or structured metadata hierarchies.

Users can browse the Library using metadata and tags depending on platform configuration and registration.

Portals

Portals are structured groupings of assets used for collaboration, curation, or publishing. They allow users to bundle assets independently of their folder location and define how those assets are presented or shared. Internal Portals are for workspace collaboration; External Portals share content outside your organization.

How Assets Are Used

• Internal Collaboration: Organize assets in folders and Internal Portals for team access and project work
• External Sharing: Distribute assets through Portals, Showcases, and Public Links
• Version Control: Track changes and updates to files over time
• Content Distribution: Share marketing materials, product images, brand assets, and more with partners and clients
• Archiving: Store and preserve digital files with complete metadata and version history

Tips for Managing Assets

• Use a consistent naming convention to make assets easier to identify and locate in large collections.
• Apply metadata during upload to ensure assets are searchable and properly categorized from the start.
• Organize assets into logical folder structures that reflect how your team works.
• Use versions instead of uploading duplicate files when updating content.
• Set appropriate permissions at the folder level to control access and maintain security.
• Review your assets regularly to ensure they have updated and current metadata information.

Summary

The Library brings structure and flexibility to digital asset management by combining folder-based organization with metadata-rich content, powerful search and filter tools, and advanced sharing options like Public Links and Portals. Whether you’re uploading new content or finding exactly the right asset to share, the Library is built to support fast access, controlled distribution, and intelligent collaboration.