Hints and Tips Library - asset store

If you don't want all Users on the system to see all Assets e.g. if your User base is employed by different entities, BTB can carry out a security mapping exercise to ensure Users only see what they need to / prevent all users from seeing all assets. Speak to your BTB Account Manager for more information.

The 'Subscription notifications and acknowledgements report' can be used to see the history of all asset subscription notifications, and whether the users have acknowledged receipt of them or not.

The 'Subscriptions by User' report shows you where users have requested to be alerted whenever particular assets are updated. It gives an indication of which assets are seen as important, and being regularly used by different parts of the business - e.g. Sales, Operations teams, etc.

Asset Usage reports can be helpful to understand how the assets, content & images in the Asset Store are being used. It shows you how frequently assets are viewed, downloaded & distributed, so you can potentially provide more (or less) content/options for certain areas/topics depending on what is proving popular.

If you need to create a new asset that is very similar to an existing one in the Asset Store, save yourself time in its creation, and use the 'Copy an item' function in your deliverable (you will select the Copy option instead of checking an asset out / creating a new item). The asset being copied remains unchanged, however, the Asset > View > History area will show the link between the existing asset and the new/copied asset - just like the link between Parent/Child asset. (Please note, this is a configurable option - please speak to BTB if you'd like more information.)

You can Check In your assets with a Version Date / Use From Date in the future e.g. a series of assets are needed for a product launch on x date but can't be in the public domain before that date. The asset(s) will sit in the Pending section of the Asset Store until that date is reached - only those with the relevant permissions can see assets in the Pending area.

If you know you need to Archive an asset(s) at a date in the future, you don't have to wait until that date to action it - select to Archive the asset and tick 'Archive on a particular date'.

Select multiple assets by holding down CTRL and clicking your mouse on the required assets. Use this to Archive, Export, Distribute or Download multiple assets at the same time.

Auto-archive single use assets from the Asset Store by selecting the One Off Item toggle in the asset Metadata.

You can share assets with other users by using the Distribute option shown against each asset.

If you refer to / use the same assets on a regular basis e.g. for Sales, subscribe to those assets so you'll be notified when changes are made to them.

Use Public link to select if the files in the record should be available publicly or not.

Set print parameters before uploading an excel document, so that the preview is created in a usable way.

Click on the little information dots (Tooltips) that appear throughout the system, to guide you as to what information is required in the form fields.

Include keywords in the asset Metadata to maximise identification opportunities within the Search functionality.

Re-order Search filters by dragging and dropping them where you want them to appear. This is then remembered in your cookies. TIP: move the filters you never use to the bottom of the list, and click on the header to close it - this will reduce the size of your open filter list.

Search filters can be expanded / collapsed by clicking on the header. This will be remembered in your cookie settings.

Do you have Favourites? Click on the star at the bottom of the thumbnail to mark these, so they appear as the first assets in the Asset Store for you – this will save you searching for them each time you need them.