Bulk Editing Assets in Your Digital Libraries

Digital Asset Libraries

Admation has two digital asset libraries, the Ad Storage and the Asset Library. 

The Ad Storage displays all finalised and approved deliverables in one handy gallery view, whilst the Asset Library stores all stock imagery, owned imagery and logos. The instructions for both areas of the platform are the same, so you will be able to follow along for either view.

Bulk Editing Assets

As of admation release 3.90, you can now bulk edit assets from the Ad Storage and Asset Library. This is an exciting new feature that allows you to edit your asset metadata and access restrictions across multiple files - even if they're not a part of the same project.

This guide highlights how to make the most out of this feature, if you have the correct user permissions to do so.

Bulk Editing Assets When Finalising a Project

When you finalise a project and its deliverables, the admation Ad Storage will automatically prompt you to select the deliverables you've finalised, in the event that you want to make changes to a given file's metadata or access controls.

Click the button to Select Finalised Assets, which will select the items you've finalised by default, then use the checkboxes to select any other assets you would also like to edit. The selected assets will be highlighted in blue. Then click the Group Edit button  to make your changes.

Bulk Editing Existing Assets in the Digital Libraries

To edit existing assets across the Ad Storage or Asset Library, you may like to use your Filters to locate the specific assets you are trying to find. Then, as per the above instructions, select the checkboxes in the top left hand corner of each asset to select the assets you'd like to edit. They will turn blue when suggested. Then click the Group Edit button  to make your changes.

The main benefit of selecting your assets from here is that you can select assets that span across multiple projects; you're not just limited to the one. 

Bulk Editing Existing Assets in a Single Project

This original admation feature allows you to bulk edit existing assets in a single project. Click the blue i icon from any asset.

You can also click an item's thumbnail to open a preview, where you'll have the option to View More Information on the item from the preview screen.

You'll be able to see on the left hand side of your screen if there's more than one asset in a project. If so, you'll also see the option to Batch Edit Metadata for multiple assets across that specific project. Click this button on the right hand side of the screen.

From the resulting list select the assets that you'd like to edit, using the checkboxes.

Making Your Bulk Edits to Assets

For the assets you've selected, by default you'll be able to make edits to your items as a batch. Select the checkbox next to the section you'd like to update, and then make your changes.

Most information can be updated by typing your updates in the provided fields. Where prompted, you can also use the pencil icon  to make edits to pre-configured custom fields such as the Asset Type, Tags or Markets. Click Apply Changes in the top right corner once you're happy with your inputs. 

Adding Access to Files

From the bulk edit or item edit buttons, you can also edit or restrict access to multiple files.

When you create access restrictions, only the named users will have access to the file, whilst access will be locked for everybody else. Anybody unlisted user trying to access these files will need to request permission from you.

You'll have the option to edit the access so that either specific users, specific system groups or specific entire organisations have access to your asset. 

Add restrictions by clicking the checkbox next to the relevant field.

Then click the Edit Pen and make your changes to the team. Click the Users, System Groups or Organisations tab at the top of the modal depending on who you'd like to access the files. 

Grant specific individuals, user groups, or entire organisations access to your files by clicking the green arrow icon . After you add access controls, the files will cease to show to anybody who is not on this list. You can also click the X button to remove any selected users if you change your mind.

Click Done once you are happy, and Apply Changes.

Removing Access to Files

You can also click the Remove Members Checkbox and Edit Pen to remove existing access controls too.

Users will be grouped in terms of individuals, users or groups. Click the checkbox for anyone you would like to remove. 

Click Done and Apply Changes once you're happy.

Clearing Restrictions on Assets

Add restrictions by clicking the checkbox next to the relevant field. When you click the checkbox, any pre-existing restrictions will be cleared, and the asset will be available to everyone by default.

Click Apply changes and Save once we're done!

Editing Assets Individually from this Screen

In the top left hand corner of the screen, you can also Edit Individually and make these changes to access per asset.

Click the arrows to toggle between assets, or click Edit Batch  to continue making bulk edits.