Hints and Tips Library - superuser


Does it annoy you when you’re scrolling through pages of assets to find the one you want? Would you like to find a quicker way to access your workflows? Or maybe you want to change the way you view the asset store? Then you’ve come to the right place!

There’s so much you can do with bethebrand, and we’d like to share this information with you, to help enhance your use of your system.
Whether it’s a keyboard shortcut, identifying your favourite assets, or creating distribution groups, our hints and tips aim to bring you time saving efficiencies and maximise your use of the system.

This Hints & Tips page has been designed to provide you with snippets of information, and can be searched on e.g. if you're looking for information on the asset store, click on the 'asset store' tag.

Keep an eye out for new hints and tips as they get added.

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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.

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The 'Tasks in deliverables with no assigned users' report allows Managers and/or Superusers to quickly identify where no user has been assigned to a current task, helping to prevent any unnecessary delay in the task being actioned.

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 'Overdue Tasks' report can be used to identify where there are potentially bottlenecks in the current workload with different users/business areas, so that Managers & Team Leaders can prioritise work.

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.

Restrict who can / can't see or access Workflows, by managing Access Types.

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.

When you don't want any more Workflows to be added to your Campaign / Project, it can be locked by a Superuser. This is done by clicking on the padlock button next to ‘Add Deliverable’.

Superusers / Systems Guardians can set up reviewer groupings as Favourites for all users to have access to (these are classed as company-wide Favourites).

Capture and report on reasons each time a User Archives an asset or cancels a workflow, to identify trends or training requirements. (Please note, this is a configurable option - speak to BTB if you'd like more information.)

Show / hide columns in your Reports to show only what you need - changes will be remembered until your cache and cookies are cleared.

Enable users without access to the reporting suite to have visibility of relevant Reports by adding them to a Subscription list.

If you need to get a message out to all Users, or a selected group of Users, create a Banner Notification on the system.

Set up Teams, to allow work to be reallocated from a mailbox, or reassigned or shared between a group of Users. Users can sit in more than one Team, and will be able to see all workflows being progressed by members of their Team(s).

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