Asset Records

Overview

Asset Records represent digital files stored in the platform's Library. They serve as the foundation for digital content throughout the platform and are essential to solutions such as Digital Sales Rooms and Digital Asset Management (DAM). Each asset is enhanced with metadata, access controls, and engagement tracking, ensuring they can be used effectively, securely, and at scale.

Assets can be added via direct upload into folders or through drag-and-drop interfaces, with additional features like a quick upload module. Metadata provides context and structure, while access control ensures visibility is appropriately restricted or granted based on user group permission sets.

Display Options

Asset Records can be viewed in multiple formats depending on user preference:

• List View: Displays detailed asset information in rows, including sorting and filtering controls. The visible columns include asset name, extension, asset type, and modified date.
• Grid View: Displays thumbnails in varying sizes. Each card shows a preview image, asset name, file extension, and created date.
• Map View: Displays geographic flags based on the asset’s geo tags, offering a spatial view of location-tagged assets.

Users can filter and search assets using metadata fields. If an asset has subassets, this is indicated visually in both grid and list views.

Key Fields

• Asset Name
• Extension: File type (e.g., JPG, PDF, MP4)
• Asset Type: Categorization of the asset, such as image, document, or video
• Location: Path indicating the folder the asset resides in
• Profile: Metadata profile defining available components and metadata structure
• Metadata and Tags: Custom metadata values, which vary based on profile
• File Size
• Audit Information: Created by, modified by, and timestamps

Components

• Portal Activities: Summary of interactions with portals using this asset
• Portals: List of portals where this asset is used
• Related Assets: Automated associations to other assets
• Versions: History of file replacements or updates
• Subassets: Supporting or supplementary files connected to a primary asset
• Location Map: Visual display of location data (when geo tags are available)
• Conversion Capabilities: Options for file format conversion
• Public Link: URL for public sharing, with access controls as applicable
• History: Complete audit trail of changes and interactions
• Exif Data: Technical metadata from the file itself
• Comments: Threaded discussions or notes associated with the asset

Relationships

Asset Records are deeply integrated with many other record types:

• Users: Through ownership and audit tracking
• Folders: Assets are organized into hierarchical folder structures
• Dwellings: Assets can be bundled into experiences or story-driven contexts
• Portals: Assets are distributed or shared through secure portals
• Showcases: Assets are featured in public or curated galleries
• Copyrights: Legal and rights-related information connected to asset use

Assets are the core content record and may be connected to nearly all other record types, directly or through events. In many ways, all records lead to assets.

Summary

Asset Records are the essential digital files managed across the platform. They are searchable, shareable, and tracked, making them a vital component of the content ecosystem. With flexible metadata structures, access controls, and relationship mapping, assets serve as the backbone for content-driven workflows and experiences.