Work with digital assets in Optimizely Product Information Management

  • Updated

Assets are the images and other files you need to sell your products and categories. You can assign assets to products and publish from Optimizely Product Information Management (PIM) to your website.

Use the Assets section of the PIM to:

  • Import many digital assets at one time.
  • Organize and manage your digital assets in a central location.
  • Assign digital assets to products and categories.
  • Identify digital assets with missing data or associations.

Configured Commerce Storefront View

See Review How Optimizely Product Information Management Data Appears to Customers for more details.

Best Practices

Organize your asset folders based on product templates, categories, or brands to more easily find and assign assets.

If you have assets with file names that match product data like the product number, you can use this to auto-assign the assets.

Here are some tips for the Assets section:

  • Use the Assets left panel to quickly filter, locate, or organize assets into folders. You can also view uncategorized assets, which are assets not included in any folders.
  • View the assets in gallery or list format.
  • Click Filter to narrow the list of assets.
  • Drag and drop new assets into the upload area of the Assets list page, or click Browse. Click Import to use advanced options.
  • Store assets without assigning them to a product.
  • Use the following file types:
    • Excel (.xls, xlsx)
    • Word (.doc, .docx)
    • Images (.png, .jpg, .gif)
    • Zip, (.zip)
    • PDF (.pdf)
    • Text (.txt)
    • Other standard file types

The PIM supports metadata by asset type including:

  • All Assets
    • Type
    • Tags
    • Location in Hierarchy/Node
  • Images
    • Name (unique)
    • Description
    • URL
    • File Format
    • Dimensions
    • Alt Text
  • Documents and other assets
    • Name (unique)
    • Display Name
    • Description
    • File Format
    • URL
    • Language

Example

Carrie wants to import and assign her digital assets for Faucets. She clicks AssetsImport. She searches her file directory for her kitchen faucet assets, selects them all and clicks Open.

Carrie selects Kitchen Faucets for the destination folder. She leaves Languages blank, since she only has English assets. She leaves the Overwrite Files toggle off, since she is uploading for the first time. Carrie adds tags of kitchen, faucet, and ShinyFaucets and adds a prefix of KITCHEN. She clicks Process to complete the asset import, then repeats these steps for her Bathroom faucet assets.

Import digital assets

You can import assets one at a time or in bulk. You can also add asset tags and file name prefixes. Avoid duplicate assets by overwriting existing assets with the same file name.

The PIM automatically resizes imported images for optimal site performance, creating small, medium, and large URLs for each image. You can configure the sizes in settings. The default is 160 x 160 px for small, 300 x 300 px for medium, and 900 x 900 px for large. Your image retains its aspect ratio when resized. For example, if the original image has dimensions of 1800 x 1200 px, retaining the 3:2 ratio resizes the image to 900 x 600 px for the large size.

The PIM supports importing 360 degree images. You must select 360 Degree Image in the Asset Type column when importing and include the image URL in the Other Asset URL column.

  1. Click Assets.
  2. Click Import, select the assets you want to import, and click Open.  You can also drag and drop them from your file explorer into the upload area.
  3. Use the Asset Import page to:
    • Select a Destination Folder for these assets. If you are already in a folder, the system selects this by default.
    • Select the Language for these assets.
    • Toggle the Overwrite Files option on or off. If on, the import process overwrites existing assets if new assets have the same file name. If off, the import will not process duplicates and asks if you want to proceed with the import. If the overwritten assets were assigned to any products or categories, the products' status changes and the categories are set to Need Publishing. The new version displays on your site the next time the categories and products are published.
    • Toggle the Auto-assign to products option on or off.
    • Add Asset Tags to these assets to further categorize assets allow the use of filters. Auto-complete helps you find existing tags or create a new tag. Hover over a tag and click the X to remove it.
    • Add Prefix to these assets.
    • View the File Types Detected. This is a list of all the file types included in this import.
  4. Click Process to start your import.
  5. View your import progress at the top of the Assets list page or click Cancel to stop it.

You will not be able to import more assets until the PIM finishes processing. If there are issues, click Details to see a list of assets and their error messages.

When you import assets, the asset file names are hashed (for example, h92f13cj90375wp_nm.jpg) to ensure a unique static URL for each image file. This is important for asset versioning logic and allows users to change the asset name without altering the underlying URL. Using hashed names and obfuscating the S3 location also prevents images from being crawled or browsed by external users. This may affect SEO results for the images, but it should not affect the SEO results for product detail pages. If you have SEO concerns, you can choose to host the assets externally using a cloud storage provider where you have full control over naming conventions.

Auto-assign digital assets

Use the auto-assign by name feature when you create or import products to minimize the effort of assigning assets to products.

  • Auto Assign to Products – Shows options to allow matching assets to products by file name during import.
  • Auto assign based on – Select the product property that the asset file name should match with for auto-assignment.
  • Include prefix in matching – Add a prefix to include or exclude it from matching.
  • Match partial file name – Shows options to set the start and end position of characters:
    • Start after character – Starts matching after the given character.
    • Start at position – Starts matching at the given position.
    • End before character – Stops matching before the given character.
    • End at position – Stops matching at the given position.

Import external digital assets

You can import, organize and assign digital assets hosted outside of the PIM to products or categories the same as other assets. Use the provided import template to import or update externally hosted assets in the PIM.

  • The PIM does not automatically resize these assets since they are not stored there.
  • Higher resolution and size images may affect your site performance if they are used where smaller images are optimal. For example, if you use URLs for high resolution images as the small image, the product list page may load slowly.
  • All assets must have unique names.
  • Place the image URL in the Other Asset URL column if you import 360 degree images. 
  1. Go to Assets > More Options icon > Import Externally Hosted Assets.
  2. Click Download Template to format your assets according to the template, if needed.
  3. Click Choose File.
  4. Locate your external asset file and click Open.
  5. Click Continue. If you receive any validation errors, resolve them before attempting to import again. You can download the provided file to view error messages that are specific to each row.
  6. Choose whether to Cancel or proceed and update the existing asset records if any assets already exist in the PIM.
  7. View your import progress on the Assets list page or click Cancel to stop it.
If you did not specify an import file, the PIM places the assets in the Uncategorized assets folder.

Update asset data

You can update existing assets in bulk by exporting the asset data and then importing the file after making changes. 

  1. Go to Assets, and select or filter for the assets you want to update.
  2. Click Export > Export Asset Data.
  3. Choose whether to export All assets, Filtered list, or Selected assets.
  4. Download the exported file and make the desired changes.
  5. Click More Options > Update Asset Data.
  6. Click Choose File.
  7. Locate your file and click Open.
  8. Click Continue. If you receive any validation errors, resolve them before attempting to import again. You can download the provided file to view error messages that are specific to each row.
  9. View your import progress on the Assets list page or click Cancel to stop it.
The import ignores empty cell values and does not overwrite the corresponding fields.

Create digital assets

You can create an individual asset.

  1. Click AssetsCreate.
  2. Choose from Image, 360 Degree Image, or Other.
  3. Enter the asset's Name. This field is required for all asset types.
  4. Enter other information as needed.
  5. Click Save.
  • Image assets may be uploaded or externally hosted.
  • 360 Degree Image assets must be externally hosted. Enter the location of the 360 degree image in the URL field.
  • Other assets may be uploaded or externally hosted.

Edit digital assets

You can edit or enhance asset information. Go to Assets, and click an individual asset's name to view its details. You can edit the following information:

  • Name
  • Display Name (must be 255 characters or fewer)
  • Description
  • Type
  • Language
  • Asset Tags
  • Alt Text
  • Upload or Download an image

Click Save when you finish making changes.

Assign digital assets

Use the product's Images and Documents tabs

You can use the Images or Documents tabs on a product's details page to assign assets to products.

  1. Go to Products.
  2. Click an individual product's name to view it.
  3. Select the Images tab or the Documents tab. You will see assigned images or documents on their respective tabs.
  4. Click the Assign icon or the Add images to this product icon to open the asset drawer.
  5. Click the Asset Folder icon.
  6. Locate the asset(s) to assign using any of the following options:
    • Filter folders by entering a full or partial name.
    • Select a folder to filter assets by location.
    • Click the Filter icon to filter assets by specific metadata and/or terms.
  7. Hover your cursor over an asset and click its radio button to select it.
  8. Click Save to complete the asset assignment. Click Cancel to close the Asset Drawer without saving your assignments.
Any asset assignments or unassignments cause the product status to move to Incomplete.

Use the Asset Drawer

Use the Asset Drawer to assign assets to products from a product list. The Asset Drawer displays a list of any assets currently assigned to the product. You can assign additional assets as needed.

  1. Go to Products.
  2. Click a product's image thumbnail. The Asset Drawer displays the assets Currently Assigned to this product. A static image thumbnail appears for 360 degree images.
  3. Click the Asset Folder icon and select a folder, or use the search bar to Search by name. You can also add other filters.
  4. Click Assign on the asset.
  5. Click Save, or click Cancel to close the Asset Drawer without saving your assignments.

Any asset assignments or unassignments cause the product status to move to Incomplete.

Replace assets

    Once you have assigned an asset, you can replace the image without having to delete and re-add a new image.

    1. Go to Assets, and select the asset you want to replace.
    2. Click the Replace Asset icon next to the file name.
    3. Select the new image and click Open.
    Alternately, you can replace assets by going through the import process with the Overwrite Files toggle enabled.

    Unassign digital assets

      Use the Asset Drawer

      Use the Asset Drawer to unassign assets from products.

      1. Go to Products, and click on the thumbnail of the product to edit.
      2. Select the type of asset you want to unassign.
      3. Hover over the thumbnail of the asset under Currently Assigned.
      4. Click the X that appears.

      Use the product's Images and Documents Tabs

      Use the Images or Documents tabs on a product's details page to unassign assets from products.

      1. Go to Products.
      2. Click an individual product's name to view the details page.
      3. Select the Images tab or the Documents tab. You will see assigned images or documents on their respective tabs.
      4. Hover over an asset tile and click the Unassign icon.
      5. Click Unassign to remove the association of this asset to the product. Click Cancel to leave it assigned.
      6. Click Save.

      Any asset assignments or unassignments cause the product's status to move to Incomplete or Ready for Approval.

      Use the asset's Products tab

      You can unassign a product on an asset's Products tab.

      1. Go to Assets in the task bar.
      2. Click an individual asset's name to view the Assets details page.
      3. Select the Products tab.
      4. Hover your cursor over the product from which you wish to unassign the asset, and then click the Unassign icon.
      5. Click Save.

      Unassigning an asset removes the association to a product. If the asset is the primary image for a product, unassigning it defaults to the next image as the primary image. Any asset assignments or unassignments cause the product's status to move to Incomplete or Ready for Approval.

      Export assets

      You can export the asset information for a filtered list or selected assets. 

      1. Select the assets to export if you only want certain ones.
      2. Click Export, and select Filtered list or Selected assets.
      3. Click Continue. Do not close the export window before the file is ready for download.
      4. Click the Download exported file link when it appears.
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