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.
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:
The Library supports multiple display options for viewing assets:
View preferences can be adjusted per folder and are remembered for future sessions.
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:
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.
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.
Uploading can be initiated in two primary ways:
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.
The Library supports both Quick Filters and Advanced Filters to help users narrow down asset lists based on metadata, tags, and other asset properties.
Any filter configuration-whether built through quick or advanced filtering-can be saved as a Saved Filter for quick reuse later.
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 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.
Dwellings, the earlier version of this feature, are legacy and not available in new workspaces. If your workspace still uses them, see About Dwelling Records.
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.