Assets

Assets

Assets are files that you want to make available to your sales teams.  Assets are managed in Marketing Tools --> Assets in the admin application.

Key Concepts

There are a few key concepts to keep in mind when working with assets:
  1. The collection of assets is managed in this area.  Uploading a new file may or may not make the asset available in the portal, depending on the Portal configuration.  To control access to assets in the Portal, use the admin options in the Portal section.
  2. Assets have versions.  If an asset has a new version available, do not delete the asset and create a new one.  Instead, create a new version of the asset.  You can read more about this in the Asset Detail section of this article.  The most current version of the asset will be the only version available in the Portal.  As an administrator you will have access to all versions of the asset.
  3. The system is able to automatically create preview images for standard file types.  Non-standard file types are supported but will require you to take the additional step of adding a separate preview file.  The standard file types are:
    1. Office: Word, Excel, and Powerpoint
    2. PDF
    3. Video: MP4
    4. Raster Images: .JPG, .PNG, .GIF

Asset List

When first visiting a page, a list of all assets appears. 
  1. To filter assets by type, use the "Filter List By Type" dropdown. 
  2. You may search for an asset by entering part of the name or code in the search box.  
  3. By default, deleted assets are not shown.  To include deleted assets, use the Include Deleted toggle.

Add An Asset

  1. Click the Add Asset button to add a new file.  This opens a small window asking for a name, code, description, and the file itself.  The description field is optional.
  2. Click the Save button to upload the file to Brand Wings.  Depending on the size of the file, this step may take a few minutes.  If you are uploading a video, the system will need additional time to prepare the video for streaming after the upload has been completed.  Typically this processing is completed in less than 30 minutes.
  3. After the Save operation has been completed, you will have the option to manage the asset.

Asset Detail

To manage or edit an asset, click on the image of the asset in the asset list.  This opens the asset detail page.  The asset detail page is arranged into 5 tabs:
  1. General: This includes basic information about the asset as well as a preview of the asset.
    1. To assign labels to the asset, click the plus (+) sign in the label section.  Note that labels must be predefined in the Labels area.
    2. To delete the asset, click the delete button.
    3. Be sure to click the Save Changes button after making changes on this tab.
  2. Versions: A list of all versions of the asset is displayed here.  To add a new version, click the Add Version button and follow the prompts.
  3. Permissions: Define access to this asset in the portal.  There are two types of controls for managing access.  These controls work together:
    1. Roles: Select which defined Sales Team Roles will have access to the asset.  By default, "All Sales Team Roles Allowed" is selected
    2. Sales Teams: Select which specific Sales Teams will have access to the asset.  By default, "All Sales Teams Allowed" is selected
  4. Activity Stream: Shows Portal activity associated with this asset.  This can be useful for understanding which users and teams use the asset as well as the frequency of usage.
  5. Audits: Shows all activity associated with the Asset.