Manage assets

Optimizely Content Marketing Platform (CMP) gives you several options for managing assets, including uploading, deleting, restoring, and setting expiration dates.

You should allow all subdomains of cmp.optimizely.com, welcomesoftware.com, newscred.com, and s3.amazonaws.com to avoid issues when uploading files.

Upload

CMP automatically adds assets associated with completed tasks and published articles (original and licensed) to the library for later use. To add assets, select Add > Upload in the Library. A dialog box shows a list of options to initiate your upload. 

• My Device – Drag and drop or select files from your device.
• Stock Images – Select from stock images already available in the platform. Search with any keywords in the search bar and find your desired stock photos directly from the library. Fuzzy search lets you find what you are looking for even if you do not know the name for it. Search for a variation of the asset name. For example, searching for celebrate also returns results for celebration. 

  

• Asset Address (URL) – Enter the URL of an existing asset.
• Box – Connect your Box account with Optimizely Content Marketing Platform (CMP). 
• Dropbox – Connect your Dropbox account with CMP.
• Google Drive – Connect your Google Drive account with CMP.
• OneDrive – Connect your Microsoft OneDrive with CMP.
• Google Web Search – Find images from Google and add them to the Library.

  

Download the list view

You can download the list view of assets as a CSV file.

1. Go to the Library and select the List View.
2. Click More (...) > Download as CSV.
   

The file automatically generates and downloads to your device.

Delete

You can delete assets from the Library. Select the asset you want to delete, and select More (...) > Delete.

You can also delete an asset by clicking the asset title and selecting Delete.

Restore

If you want to restore an asset you deleted, go to your avatar > Recycle Bin. You can search for the asset by its title and click Restore. 

Expire

Expired assets have an Expired tag on them. When an asset expires, it does not automatically disappear or become unusable. You can still decide what to do with the asset.

You can set expiry dates for assets stored in the Library and uploaded to tasks. You can search for and set a date with a date picker, filter for assets about to expire (or have already expired), and receive email and in-app expiration notifications.

Set an expiry date when uploading to the Library

You can set the expiry date for an asset when you first upload it. 

1. Go to Library> Add > Upload.
2. Select an asset. See Library overview for the ways you can upload an asset. 
   
3. Click Asset Expiry Date and select a date. 

4. Click Save and Apply to upload the asset.

Set an expiry date for an existing asset

1. Select an asset.
2. Click File or Image Information.
3. Click Asset Expiry Date and select a date.
   
4. Click Save.

Set an expiry date for an asset from a task

After you upload content to a task, you can set an expiry date. See Content workspace for information on adding content to a task and pushing assets from a task to the Library.

1. Go to your task and click Content.
2. Select a piece of content that you uploaded and click Asset Expiry Date to select a date. 
   
3. Click Save.

Get notified about asset expiry

You can choose to be notified about the expiration of assets you watch. Go to your profile > Notifications. Under Watcher Notifications, select the Library tab. You can be notified 1 day, 7 days, 30 days, 60 days, or 90 days before an asset expires. You can also choose to be notified in the app and through email.

Filter assets by expiry date

Regular assets and expired assets display in the library by default. You can filter expired assets from the filter panel in the library using the Asset Expiration > Show Expired Only toggle, as shown in the following image:

Index assets

You can set assets as indexable so that the public URLs generated in CMP display in search engines. Go to Asset or Image Information and select the checkbox to Enable Search Engine Indexing. This lets search engines find the asset when referenced on a public-facing website.

If a public URL has not been generated, enabling search engine indexing prompts you to generate the public link. 

You can also disable search engine indexing by disabling this option. This takes a couple of days to be reflected in search results.

Asset Management settings

You can have all assets be indexed by default in the Asset Management settings. However, you must enable the option to generate a public URL by default as well.

Go to Settings > Asset Management and select the checkbox to Enable Search Indexing. This disables the option to Add assets to Library without Public URL. When users add assets to the Library, they have a public link that search engines can index.

When a user adds a new version of an asset to the Library, you can set CMP to overwrite existing renditions with renditions of the latest asset version. If the URL to a rendition is used elsewhere, the URL remains the same and automatically updates to the new rendition.

To configure this option, click the drop-down list beside your icon and click Asset Management. Under Renditions, select Overrides Latest Version.

You can turn off this feature by deselecting the checkbox.

Detect duplicates

CMP lets you manage duplicate assets in the Library through duplicate detection.

Asset upload

When you upload an asset that is already in the Library, CMP flags the asset as a Duplicate on the upload modal. Click the Delete icon if you want to remove it, or click Done to keep it.

Duplicate Finder

In the Library, click the Duplicate Finder icon to filter to duplicates.

The assets with duplicates display.

Select the duplicated asset you want to manage. All its duplicates display.

Select the assets you want to archive and click Archive. You can also click Select All if you want to archive them all.

See usage

Click on an asset in the Library to see its usage report.

The Usage tab for each asset in the Library can show users where that asset originated from, which version is currently live, and where the asset was used (both within CMP and outside).

When a user uploads an asset directly to the Library, you can see the following:

• The name of the asset
• The uploader of the asset
• Date of upload

If a user uploads the asset in a task instead of the Library, users can see the related information if they have access.

Versions

The Usage tab shows when a user uploads a new version, with the latest shown first. Users can reinstate a former version using More (...) while viewing versions. See Manage asset versions.

Asset reuse

If another task or campaign in CMP also uses the asset, the Usage tab shows this for the version that was used along with the link to the task or campaign.

Asset Lineage API

When you use the Asset Lineage API, users can see which version or rendition was used and where the asset was published, depending on your API implementation.

When an asset is removed from a published page (and posted to the API), you see the removal of the asset and where it was removed from.

These behaviors can change depending on your API implementation.