The purpose of this article is to provide some quick information around some of the key areas to focus your efforts when setting up a new Asset Bank or reviewing your existing setup. Where relevant, we'll point you in the direction of the more detailed articles.
1) Customising the homepage & login page
The homepage is obviously a very important area as it allows you to present your assets in the most helpful way for your users. Homepage configuration options include:
Edit mode – changing the welcome text and other items
To make changes to any of the text you see in Asset Bank, log in as an admin user and turn on edit mode.
Go to: Admin > Content and click the 'Turn on edit mode' button
Now browse back to the homepage and update the welcome text, changing 'Welcome to Asset Bank' to something you’d prefer. You can go crazy with this and change the naming convention for any piece of text that is visible to normal users, e.g. changing 'Promoted Items' to 'Editors Picks' or the like. Have fun with this, and when you are finished don't forget to turn edit mode off.
This is the main image at the top of the page. Edit an asset and tick ‘Featured Image’ for it to appear here. Choose as many as you like and Asset Bank will swap between the set you have chosen. You can also choose videos to be Featured.
You can manage this set via: Admin > Content > Manage featured images 
This strip is automatically updated when you add new assets. An interesting point to note is that, as with all other assets visible on the homepage, users will only see those that they have permission to see.
This is an optional set of images that appear under the recently added strip. This is a good way to promote popular assets or to just highlight something new. Admin users can decide which assets to show by editing them and ticking 'Promoted Item'. You can have as many as you’d like. Users can click through from the homepage to see them all. You can create additional collections using saved search.
News and announcements
This is a good way to communicate with your user base.
You can add news items via: Admin > Content > News (tab)
Login Screen Backgrounds
You can set backgrounds for the login screen via:
Admin > Content > Featured > "Manage login/registration backgrounds »"
Here you can pick a few images to act as login screen backgrounds (note, please ensure they have been optimised for web first - e.g. via PhotoShop). You can also decide where the login box appears on each image in order to avoid covering up the best bits.
Also note that the first login background will be used as the Published Lightbox background image.
For the majority of new Asset Banks, we recommend folders for browsing, which is the default setting. It is also possible to configure Categories and Access levels, where permissions are related to the assets themselves and not the folders they are in.
The folder structure provides a natural home for assets and also allows users to discover content by browsing rather than searching. Assets can 'belong' to multiple folder locations without file duplication so that various themes, or reasons for assets to be exposed can bring relevant content to the user.
Visit the following location: Admin > Folders
Here you can:
- Add folders
- Re-order folders
- Add in sub-folders by first clicking on [open]
- Add images to represent folders (250 x 188 pixels in size), typically only used on top level folders
- Optionally add in text to introduce a folder (this will appear the top of the folder in question when someone browses into it)
Whilst Search is a fundamental to all users, it is important that admin users have a good overview of the various types of searches that can be performed. It is also possible to tailor the search experience for users by adding in attributes to appear on the homepage.
|Quick Search||Advanced Search||Search Builder|
|Search Results||Saved Searches||Search Tips|
4) Attributes & Keywords / tagging your assets
The system for organising your metadata in Asset Bank is attributes. By having a well planned set of attributes you will make it much easier to maintain the 'findability' of your assets. Depending on the complexity of the collection of your assets, you can add as little or as much information to each asset to give your users as many ways as is conceivable for them to find what they are looking for. You can manage this with mandatory attributes, attributes 'required for completeness', and you can set up embedded metadata mapping. Try to avoid capturing the same words in multiple attributes. If you are using meaningful titles, you wouldn't need to add keywords with the same values, unless you are looking to make particular use of the 'browse by keywords' tab (for example).
If your assets lend themselves to structured attributes you may not need keywords. However, if you have a less finite indexing system, you may benefit from the flexibility of keywords. To make your keywords easier to navigate we recommend the use of hierarchical keywords and synonyms.
Getting your attributes right is a fundamental part of configuring your Asset Bank. If you need assistance, we recommend our consultancy services. There are lots of articles about the various options you have around attributes in our user guide.
Before we start, there are two special user groups that always exist in Asset Bank. These are:
*Logged in users - every registered user is a member of this group. You can use this group to manage base permissions for all logged in users.
*Public - this group is only used if you want to open up your Asset Bank to users without forcing them to log in first. We use this group to make our own Asset Bank demo site visible for example.
To get started, you could just upload some assets, set permissions for the '*Logged in users' group, and then add some users.
You may also want to create other groups (e.g. one for people who you want to upload assets).
Detailed information about setting up groups can be found here.
There are a few ways to create new users. The easiest is to email your user group with a link to your Asset Bank registration page. They then complete all the required registration fields and you just have to approve or reject them. If approved, Asset Bank will send them an email with details of how to log in.
To do this, first log out of Asset Bank and click on the 'register' link on the login page. Now that you are here, you can copy the URL and send this to your test user group saying 'Please register for the Asset Bank here: <insert link>'.
Note, you can manage what fields appear on the registration page via: Admin > Users > User Fields (tab)
The other way to create users is to just add them manually yourself. You can do this via: Admin > Users > 'Add a new user>>'
Here you would fill in all the fields and decide what groups they are in. You must ensure you tick 'Send notification to user?' so that they receive an email of course.
7) Usage types
Asset Bank is best used to only hold the highest quality version of a single asset without saving multiple versions of the same asset in different sizes and file formats. Whenever a user wants to use an asset for any given campaign or piece of work, they should only need to download a version that is relevant to their use, which is created from the original, master that is held in Asset Bank.
Part of the admin job is to predict all the various 'usage types' that will be needed by the different types of user within your organisation. For example, website users may have very different requirements than print marketing teams. You can offer 'download templates' for the most common usage types, and set the size, file format and compression to reduce the need for the user to open the asset in an image editor (like Photoshop). For images, if you just set a max height and width, the aspect ratio of the image will be preserved, and the 'best fit' within those parameters will be applied. If you need to produce an exact size of image, please select the 'crop to fit' option and this will make sure the image is resized accurately.
Popular image download types include Social Media (for Facebook, Twitter profile, cover images etc). You can also manage which options a user sees (to avoid unnecessary complication) with Usage exclusions in the Groups menu. Advanced download options can also be used for bespoke resizing or conversion for less common uses.
A useful article on creating download types for published lightboxes is here.
Whilst much of the information an admin user will need can be obtained from Advanced searches and the various areas of the admin menu, there are certain reports that can be useful. These are divided into:
Usage, Scheduled, Search, Asset, Audit and emails. Overview and further information here.
One of the most useful reports is the 'failed search report' which will highlight any searches that users have made that have not given results. Go to the Admin>Reports>[Search]tab and Report of all search terms with dates, and select 'only failed searches' from the drop-down menu. This information could be used to source missing assets, and to improve attribute content - especially for keyword synonyms.
For more help for admin users please visit our admin guide.