Organize assets

  • Updated

Create folders for a group of assets so you can upload similar assets together in Optimizely Product Information Management (PIM). For example, create a folder called Faucets, then create subfolders for Faucet Images, Faucet Specifications, and Faucet Manuals. When you upload assets for Faucet Images, select this folder as the destination and add asset tags or prefixes for this group all at once.

See Import and assign digital assets in PIM for details about loading digital assets and assigning them to products. See also How product data appears to customers for details about the Optimizely Configured Commerce storefront view.

Best practices

When planning how to organize your digital assets, consider the source of your assets and how you plan to find assets within the PIM.

  • It may be hard to find specific files if you create a broad file structure with folders called Images or Documents. However, using tags or other means to filter for specific assets may work best for you.
  • A folder structure based on the vendor or brand may be appropriate if you receive assets from specific vendors.
  • If the product category already categorizes your assets, you may want to mirror this in the PIM. Use subfolders to organize assets further.

For example, if you want to mirror your Category Tree structure with your asset folders to find the assets you want. Click Assets and create a folder for Plumbing with a Faucets subfolder. Then create Kitchen and Bathroom subfolders within Faucets.

Assets list page

Use the Assets list page to search for, filter, and select assets for editing.

You can sort data by clicking column headers, and filter records by various details. Edit individual assets by clicking on the name, which takes you to the Assets details page.

Asset tree navigation

  • Type or click add filter – Enter a partial or full asset name to narrow the results across the selected asset tree folders. The child folders of the results also display.
  • Expand all and Collapse all – Click to expand or collapse the entire asset tree.
  • Select folder – Select a folder in the asset tree to apply a folder filter. All assets within the selected folder display in the category list results. Applied filters display above the grid by property name, filter option, and value. You can clear filters individually or all at once.

Asset list navigation

  • Editing – Click an individual asset record to view and edit its details.
  • Search by name – Enter a partial or full asset name to narrow the results across the selected folder in the asset tree. If no folder is selected, the name filter is applied across all folders. Applied filters display above the grid by property name, filter option, and value. You can clear filters individually or all at once.
  • Filters – Click the Filter icon to select from a list of filter options. Depending on the selected property, a text box or drop-down list displays above the grid, and you can enter or select the values to filter. Applied filters display above the grid by property name, filter option, and value. You can clear filters individually or all at once.
  • Pagination – Go to other pages using the pagination controls under the list. By default, 25 products display in the list with options to view 50 or 100 per page. 

Organize assets

Use the Assets panel on the left side of the Assets list page to create a folder tree structure. View assets within each folder in either gallery or list format.

  • Click Assets. The Assets list page displays.
  • Click Add Folders. You can also hover over a folder and click Create Subfolder, and you can drag and drop folders within other folders or to reorder them.
    create-asset-folder.png  create-asset-subfolder.png
  • Enter the folder name and click Save.
    create-asset-folder-name.png
  • Click the folder name to access its list of asset records or to drag and drop assets directly into this folder.
  • Drag and drop assets to other folders. 
  • Click Delete to remove a folder from the tree. If you delete an asset folder with assets in it or within its child folders, a warning displays that all assets and folders within it will be deleted. Click Cancel or Delete. Deleted assets are unassigned from any products or categories.

Filter assets

Filter assets based on their metadata, tags, and other system statuses, such as Uncategorized.

  1. Click Assets. The Assets list page appears.
  2. Type a folder name in the field on the Asset pane to filter the list of folders.
  3. Click Filter and select an option to filter asset records by specific metadata in the list or grid.
  4. Click a column heading in the list view to sort asset records by Asset Name, Description, Type or Last updated date.
  5. Edit individual assets on their Asset details pages, which expose their metadata and tags.

Archive assets

  1. Use the search or filter options to locate the assets you wish to archive.
  2. Choose one or more assets using the selector to the left of the asset icon in the asset list.
  3. Click Delete. A prompt asks if you would like to archive or delete the assets.
  4. Select Archive.

You cannot edit archived assets; you can only restore or delete them.

Restore assets

You can choose to restore archived assets. Deleted assets cannot be restored.

  1. Click Archived.
  2. Choose one or more archived assets using the selector to the left of the asset icon in the asset grid.
  3. Click Restore.

Delete Assets

Assets that are deleted cannot be restored. All records about the deleted asset are removed from your site.

  1. Use the search or filter options to locate the assets you want to archive.
  2. Choose one or more assets using the selector to the left of the asset icon in the asset list.
  3. Click Delete. A prompt asks if you would like to archive or delete the assets.
  4. Select Delete. The PIM unassigns the assets from categories or products and deletes them from the database.