Organize digital assets in Optimizely Product Information Management

  • 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 Optimizely Product Information Management for more details about loading digital assets and assigning them to products.

Configured Commerce Storefront View

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

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

Use Case

Carrie wants to mirror her Category Tree structure with her asset folders so she knows where to find the assets she needs. She clicks Assets in the task bar and creates a folder for Plumbing with a Faucet subfolder. Carrie then creates Kitchen and Bathroom subfolders within Faucets.

Organize Assets

Use the Assets pane 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 in the task bar. The Assets list page appears.
  • Click Add Folder in the Asset pane to create a new folder.
  • Hover over a folder and click Add Folder to add a subfolder. You can drag and drop folders within other folders or to reorder them.
  • Enter the folder name in the text field that appears and click outside the field or press Enter to save it.
  • Click the folder name to access its list of asset records or to drag and drop assets directly into this folder.
  • Move assets to other folders by drag and drop. 
  • 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.

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 appear 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 appear 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 property selected, a text box or drop-down list displays above the grid, and you can enter or select the values by which to filter. Applied filters appear 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. 

Filter Assets

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

  1. Click Assets in the task bar. 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, Restore, or Delete Assets

In the PIM, archiving is the only method to remove assets from the PIM and Optimizely Commerce.

Archiving 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 Archive. The archived assets display in the Archived folder.

You cannot edit archived assets; they can only be restored or deleted.

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

An asset must be archived before you can delete it. Assets that have been deleted cannot be restored. All records pertaining to the deleted asset are removed from your site.

  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 Delete.