If you have been granted administrator status within Asset Bank then you have permission to do a wide range of tasks which are normally restricted from your users. In addition to having the highest level of user rights to perform basic tasks such as uploading, downloading, and deleting assets from any Folder, you are also able to make much more fundamental changes about the way your Asset Bank works.
Below we've given some headlines about the different topics you will need to know about in order to best administrate your system:
As an administrator you had permission to add and remove users from your system, as well as changing the groups they are in - and therefore the permissions they have within the system. Depending on your exact setup, it could be a regular activity to add or approve new users to the system as well as updating group assignments and user permissions, or it may be that these areas are both controlled through Single Sign-On and Remote Group Mapping.
In addition to the different asset options that you may delegate to your users, such as approving requests for uploading, downloading, or editing, administrators have control over setting Featured assets (i.e. hero images) and Promoted assets (a way of bringing your favourite content to the homepage).
Deciding what permissions each of your groups should have is a key task in both setting up and maintaining your Asset Bank. As you add new options to the system (i.e. Folders, attributes, etc.) you are able to control which Groups can interact with them through this page. This is also where you can control your baseline permissions for Public and Logged In Users, both of which are very important areas to manage. See our Groups Overview for more information.
Folders & Categories
The main way users browse assets within the system is through Folders (or 'Categories' if you have them enabled). Creating a Folder structure that is easy for your users to navigate is key to ensuring they can find assets quickly and easily. Over time, it's likely that you will need to update your structure or possibly add sub-folders.
When users upload or edit an asset they will be prompted to add metadata to the system, such as 'Title' and 'Description'. The fields that users can use to add information to an asset are called 'Attributes'. As an administrator you are able to add and remove attributes from the system, as well as changing whether or not they are mandatory. For certain types of attribute, such as dropdown, administrators can also edit the values that appear in the dropdown list.
When a user tries to download an asset they are given a range of pre-determined options, called 'usage types', that allow them to quickly download an asset and perform a number of options such as resizing, cropping, and converting an image. Administrators can create different usage types, as well as adding new sizes to each of these options to meet the needs of users as they change over time.
In this section it is possible for administrators to make more detailed changes to the system, such as login backgrounds, email templates, and the 'welcome text' on the homepage. Most of these areas don't need to be regularly updated, but it is important to keep them up to date and on-brand.
Reporting & Publishing
By using reports within Asset Bank it is possible for administrators to learn more about what the users of the system are doing. This in turn means that they are better able to make changes to the folders and attributes to help users find what they're looking for, as well as possibly feeding back commonly searched-for and downloaded files to design teams to influence future work.
The vast majority of options within this section do not need to be modified by administrators of the system without a specific purpose. Some of the options here can lead to more fundamental changes to the way the system is set up, so we generally recommend only making changes if you are very comfortable with the functionality, or after a conversation with the Asset Bank support team.
Asset Bank has a vast array of functionality that is not included in standard licenses or also features that may be disabled by default in order to give the best user experience.
If you need more information on our policies, such as customer support or information security then this is the place to look.