Features of the asset library include:

• Asset templates (the upload, curation and management of assets)
• Asset preview, download & sharing
• Asset ordering (for those more sensitive assets)

Contents

• Asset templates
• Permissions
• Create an asset template
• Edit an asset template
• Delete an asset template
• Keywords
• Mandatory keywords
• Creating keywords
• Editing keywords
• Deleting keywords
• Moving keywords
• Custom asset fields
• Supported custom input fields
• Process
• Add or edit custom fields
• Application
• Search
• Uploading assets via the file uploader
• Select files
• Select template
• Edit template
• Add keywords
• Edit your files
• Summary
• Upload
• Uploading assets via the asset templates
• Uploading Archive file types
• Editing individual assets
• Version control
• Editing assets in bulk
• Asset preview, download & sharing
• Asset grid view
• The filters section
• The search section
• The advanced search filter
• The grid section
• The basket bar
• Asset modal
• Asset preview
• Asset metadata
• Asset actions
• Downloading from the modal
• Add to basket
• Open as page
• Asset details page
• Asset preview
• Asset metadata
• Asset actions
• Download
• Add to basket
• Copy link
• Related Assets
• CDN (Content delivery network)
• Permissions
• Generating an asset embed code
• Removing an asset from the CDN
• Asset versions and the CDN
• Asset ordering
• Asset protection levels
• Orderable asset user roles
• Ordering an Asset
• Processing an order
• Viewing the order list
• Viewing an approved order
• Viewing a declined order
• Viewing past orders

Asset templates

Asset templates allows admins, uploaders & uploader publishers to upload, edit and manage all assets within the Brand Hub.

It includes the following features:

• Keyword management – admins can build a keyword tree and assign keywords to assets, aiding navigation and allowing assets to be discovered more easily
• Asset upload – multiple upload methods allow assets to be uploaded individually or in bulk to pre-defined templates, automatically applying keywords and metadata
• Asset edit – assets can be easily edited individually or in bulk

Permissions

Only uploaders, uploader/publishers and admins are able to manage asset templates. These users will find the following additional features available to allow them to manage assets.

Admins only:

• An ‘Asset templates’ link can be found within the apps menu, here they can upload assets and manage asset templates
• A ‘Keyword management’ link can be found within the apps menu, here they can build and edit the keyword tree

Admins, uploaders & uploader publishers

• A ‘bulk edit’ option on the asset search grid, allowing admins to select multiple assets and edit them all at once (along with controls to allow them to select all or none to aid with this process)
• An ‘Actions’ button on the asset details page allowing the admin to edit the asset, or upload a new version
• A ‘file uploader’ link can be found within the apps menu
• A link to upload files from the asset grid view

Create an asset template

Asset templates are used to upload a set of assets with the same description, usage information and keywords so you don’t have to add it to each asset individually.

Asset templates can be made ‘global’ to be used by all users with access to the file uploader. Global asset templates will appear for all admins on the asset templates screen (above). Alternatively, asset templates can be saved on the user’s own account.

Admins can create and edit asset templates for all mini sites they are admin within.

To create an asset template:

1. Go to ‘Asset management’
2. Click ‘Create Asset Template’
3. Give the asset template a name to identify it
4. Enter a usage, description and availability dates. These will be assigned to all assets uploaded through this template.
5. Choose whether the template should be a global template (for use by everyone within the file uploader)
6. Click ‘Save’
7. Enter the necessary keywords. These will be assigned to all assets uploaded through this template
8. Click ‘Save’

Edit an asset template

1. Click ‘Edit’ next to the desired template to edit the description, usage, availability dates associated with the template and whether it is a global template
2. Click ‘Keywords’ next to the desired template to edit the keywords associated with the template

Note: Changes to an asset template will NOT affect assets that have already been uploaded via it, only new assets uploaded through it.

Delete an asset template

1. Click ‘Delete’ next to the desired asset template

Note: Deleting an asset template will have no effect on assets already uploaded to the Brand Hub.

Keywords

Keywords are assigned to assets uploaded to the Brand Hub.

Keywords are used:

• By admins to choose groups of assets to link to parts of the Brand Hub, e.g. to show users all ‘Logos’ or ‘Images’ when clicking on a menu item or button on the homepage.
• By standard users to filter searches e.g. to show only pdf versions of the search results

Keywords appear:

• On the search results page, within the left-hand filters panel
• On the asset details page / asset details modal within the metadata of the asset

When editing assets, admins choose keywords from the central Brand Hub keyword tree: If your Brand Hub has mini sites, they will all share the same keyword tree. This allows for assets to be shared between mini sites and ensures a consistent user experience within the system.

Mandatory keywords

Keyword groups can be marked as ‘mandatory’. This means that uploaders and uploader/publishers will be forced to add at least one keyword from that group to any assets that they upload/edit within the Brand Hub. This allows the admins of the site to enforce a level of management of the assets in the Brand Hub, even when allowing other users to upload them.

Admins are advised of mandatory keyword groups, however are able to bypass them if required.

Creating keywords

You can find the 'Keyword management' option from the apps menu

To add a new keyword group:

1. Click the ‘Add keyword’ button
2. Type the keyword name and then click ‘Save’
3. The keyword will appear at the bottom of the list
4. Once added, the keyword can be changed to a ‘Mandatory keyword group’ by checking the checkbox and clicking ‘Save’

To add a keyword to an existing keyword group:

1. Select the keyword you would like it to be placed under.
2. Click the ‘Add keyword’ button in the relevant section.
3. Type the keyword name and then click ‘Save’
4. The keyword will appear at the bottom of the list

All keywords must be unique.

Editing keywords

On the keyword management screen, the search bar can be used to locate keywords within the keyword tree. This search bar works by presenting a list of matching keywords based upon what you type.

To edit a keyword:

1. Hover over the keyword you wish to edit
2. Click the pencil icon
3. Make changes to the keyword
4. Click ‘Save’

Deleting keywords

1. Hover over the keyword you wish to delete
2. Click the ‘X’ symbol
3. Click OK in the warning pop-up message

The Keyword list can be re-ordered at any time. This will determine the order the keyword filter list is shown to users on the search grid.

Moving keywords

1. Hover over the keyword you wish to move
2. Click the arrows symbol
3. Click ‘move below’ in the desired position

The keyword will now be moved to the selected position.

Custom asset fields

The BrandHub now facilitates custom asset fields in conjunction to the standard fields that are on every asset:

• Name
• Description
• Caption
• Usage
• Notes
• Protection group
• Available to
• Available from
• Never expires

Supported custom input fields

• Short text
• Long text
• Single select list
• Multi select list
• Date
• Checkbox

Process

Administrators can control Custom asset fields in the Brand Hub.

From this point, you can view the custom field in the following areas:

1. Asset details page (view)
2. Edit basic information (edit)
3. Asset templates (create)
4. Asset templates (edit)

Fields can be optional or required depending on their use case. Should the fields be blank within an asset template, then it won't show on the Asset Details page making it as flexible as possible.

Add or edit custom fields

Should a custom field not be required, it'll be left blank at first and can be left blank on the asset template should it not be applicable to that specific asset template type.

You can select from a predefined list of options (in the example of the single select dropdown).

Then simply make the selection and click save. The update will then propagate through to the asset and be searchable immediately.

Application

Please note; that the custom fields are currently brand agnostic and will therefore you can utilise them across all of your brands (if applicable).

Search

Custom fields work slightly differently to standard asset fields. Asset custom fields data is only broken into phrases using spaces (no fuzzy search). For example: if there is a value of a photographer's name; "RafLabecki", when we search Raf or Labecki there will be no results. You would have to type "RafLabecki". In contrast, when we have "Raf Labecki" and you search for Raf or Labecki, you will get a result.

Uploading assets via the file uploader

Admins, uploaders and uploader/publishers can upload assets via the file uploader. Users can find the file uploader by either the apps menu or the asset grid view page.

A new screen will open where files can be uploaded.

Select files

• Drag and drop files onto the area on the left
• Or click the section on the left to select files from your computer

Selected files will be listed, along with a preview (if images) and the file size. You can remove any file from the selection by clicking the X next to it.

Select template

Here, the user can choose which template to upload the assets to.

• Global templates made available by the administrator will appear on the left. Hover over a template to see more details.
• Templates the logged in user has previously saved will appear on the right. Hover over a template to see more details. The first time a user uses the file uploader, they won’t have any saved templates on the right.
• Alternatively, the user can start from scratch, without a template by clicking ‘Create a custom template’

Edit template

On the edit template screen, the user can change the description, usage information and availability dates for the files they are uploading. If using a pre-saved template, it will be populated with text from the template, which can be amended where needed.

Add keywords

On this screen, keywords for the files can be chosen. If the user has selected a global template, keywords assigned to that template can’t be removed. These are shown at the top of the page in the ‘Preset, locked keywords’ section. These cannot be amended.

The user can add any additional keywords required from the keyword tree by clicking the categories to expand them and clicking on the keyword to add them.

Selected keywords can be removed by clicking the X next to them

The user will not be able to continue until they have added at least one keyword from each mandatory group. Mandatory groups are all marked.

Adding a child keyword will automatically add all parent keywords from the keyword tree. Removing a parent keyword will automatically remove all selected child keywords for that parent keyword.

Edit your files

Now the user can edit any information for the individual files, as required. This could be adding to the description, adding a custom name, or tweaking the keywords assigned.

• To edit information for an asset, click the ‘edit’ pencil icon next to the file.
• Locked keywords from a global asset template can’t be changed.
• When editing keywords, adding a child keyword will automatically add all parent keywords from the keyword tree. Removing a parent keyword will automatically remove all selected child keywords for that parent keyword.
• Once changes have been made, click the ‘Save’ icon to save the changes.

Summary

The user will then be shown a final summary of what they are uploading. They can click ‘Upload files’ to begin the upload, or ‘Previous’ to alter any information.

Upload

The user will see a progress bar against each file as it uploads to the Brand Hub.

When the upload is complete, the user will have the option to save the template for future use.

• Saved templates will be available the next time the user uses the file uploader. Saved templates will only show for the user who saved them.
• To save a template, the user will enter a name and click ‘Save as new’
• Alternatively, the user will click ‘No thanks, I’m all done.’

Finally, the user will receive a success message. They can either view the files they have just uploaded, or close the uploader.

Uploading assets via the asset templates

Instead of using the file uploader, admin users can upload assets from within the Asset templates screen by clicking ‘Create assets’ next to the relevant asset template.

Please note; this section is only available to admins.

All assets uploaded via this method will inherit all information assigned to the asset template.

1. Click ‘Create assets’ next to the relevant asset template (or create a new one)
2. Click ‘Select files’ and choose the files you wish to upload
3. You can enter a custom name for a file if you wish. This is how the asset will be named within the Brand Hub. If you leave this blank the file name will be used
4. You can remove any assets you do not wish to upload
5. Click ‘Create assets’ to upload your files

Once the upload is complete you will be taken to the grid view of all assets where you can further edit each asset individually if required.

Please note: All assets uploaded through asset templates will be automatically unapproved and remain this way until the security level is updated by an administrator.

Uploading Archive file types

During the upload process, the Brand Hub will recognise archive files; specifically only .zip and .rar file types. When this occurs the Brand Hub will trigger a 'behind the scenes' unzipping process, whereby it will look into the file to read its contents. This is so we can display that information to the user in various places (e.g. asset modal & details page) and also empower admin users by providing more granular reporting information within the reporting cube.

The service currently works at a depth of one level. For example, if the file you upload has a hierarchy of:

• brand-hub.zip
• sub-brand-hub.zip
• brand-hub.png
• brand-hub.pdf

The service will only read the contents of 'brand-hub.zip' and not 'sub-brand-hub.zip'.

The unzipping process works on both master and additional files.

Download information of files located within archive files are tracked and recorded within the Reporting Cube module, to learn more got to our Reporting Cube documentation.

Editing individual assets

Admins, uploaders and uploader publishers can edit all aspects of an asset in real time. To edit a single asset navigate to the relevant asset details page (click open in new tab from the asset pop up) and use the actions menu.

Admins can edit all assets, however uploaders and uploader publishers can only edit assets that they personally uploaded.

1. Click ‘Edit basic information’ to edit the name, description, usage, availability dates, security level, captions (alt-text — if you want to know more, please read our auto-tagging product spec) and notes on the asset. You can also use this option to delete an asset. Note: uploaders are not able to edit the security level for an asset.
2. Click ‘Edit Keywords’ to add or remove keywords from the asset
3. Click ‘Replace Master’ to replace the high res download for that asset (see below). A comment must be left for audit purposes.
4. Click ‘Edit Preview’ to replace the Low res download, the preview on the asset details page and the thumbnail in the grid view
5. Click ‘Edit Thumbnail’ to replace the preview on the asset details page and the thumbnail in the grid view (but leave the Low res download unchanged)
6. Click ‘Manage additional files’ to upload additional files to be downloadable from the asset details page. Additional files will show under the heading ‘Additional files’ under the low res download. Each file will show as a separate button. Users must accept the T&Cs to download them as per the High/low res.
7. Click ‘Share Asset’ to share the asset with another mini site (if applicable).
8. Click ‘Manage related links’ to add clickable links to the asset under the heading ‘You might also like’. You can use this to link to any content relevant to the asset. Each link can be given a display name and must include the https:// at the beginning. Links will open in a new tab when clicked by the user.

Please note; when an uploader edits an asset, the security level will change to ‘Unapproved’ and must be changed by an administrator. Uploaders cannot edit the security level of assets (however uploader publishers can).

The last updated date for an asset will change whenever any of the following actions are taken:

• Editing the basic information screen
• Editing keywords
• Replacing the master/uploading a new version/ rolling back to a previous version
• Editing the preview
• Editing the thumbnail
• Adding/removing an additional file

Actions that will NOT trigger the last updated date to change:

• Sharing the asset with another mini site
• Syncing with the CDN
• Sending an asset for approval/ approval / rejection of asset
• Downloading an asset
• Adding an asset to a basket
• Sending an asset via email

Version control

By default, the user is always shown the most recent version of any asset. If you replace the master file (point 3 above), this will create a new version of the file and will replace the current one. When replacing the master file, any additional files and custom previews/thumbnails will be removed, as these are associated with the version they are attributed to. They can be manually added to the new version if required.

Versions can be viewed at the bottom of the page, under the ‘versions’ tab. This tab is only visible to admin users. Here the admin can:

• View all previous versions of the asset
• Download any version of an asset
• Revert to a previous version of the asset
• View the version audit history including which users uploaded which versions or rolled back to a previous version and any commentary left

Reverting to a previous version will re-instate any associated additional files and custom thumbnails/previews that were assigned to that version. This will also be recorded in the version audit history.

Editing assets in bulk

You can save time by editing assets in bulk. The bulk edit function can be reached from the grid view.

1. Select all of the assets which you wish to edit
2. Hover over ‘Edit’ and choose ‘Bulk edit’
3. Select the attribute you wish to edit
4. Enter the changes
5. Click ‘Apply changes’ to make the change to all of the assets

Note: Changes made in bulk edit will replace any existing metadata assigned to all selected assets, not add to existing metadata, with the exception of keywords, where the preference can be specified.

Asset preview, download & sharing

Based on a user’s permission they are able to preview, download or share assets within the Brand Hub. See the users & roles document for more information on who has access to see and download which assets.

Previewing, downloading, sharing - definitions

• Preview – allows the user to preview the asset via the Brand Hub without downloading anything. This could be an image, audio file or video file.
• Download – allows the user to download a copy (as long as their permissions allow it) to their computer for use. Users must always agree to the usage terms of the asset before downloading. Where multiple versions are available, the user can select the one(s) they wish to download. Baskets can be used for bulk downloading, where usage information will be included alongside the downloaded files.
• Share – individual files can be shared with both users of the Brand Hub and non-users of the Brand Hub (via a time bound link). Baskets containing multiple files can also be shared in the same way. Non users with whom assets are shared receive a link to download the files, and will also receive a copy of the asset usage terms alongside the downloaded files.

There are 3 main places in the Brand Hub where users will preview, download and share files. They are:

• Asset grid view – a page that is used to display search results and can be linked to menu items or callout boxes/buttons. This can show all assets the user has access to, or a filtered set based on search criteria. The user can preview, download or add files to a from here.
• Asset details page and modal – here, the user can find out everything about an individual asset, including all the information about its availability and usage terms. The user can preview, download and share the asset here.
• Baskets – used to collect assets and download or share them in bulk. Here the user can preview, download and share the collection of assets.

Each section is explored below, along with how the user is able to preview, download or share files from each section.

Asset grid view

Users are directed to the grid view in one of 2 ways:

1. After conducting a search
2. Following a link to a grid view (this could be clicking on a menu item, button or callout box on a page)

The filters section

The filters section on the left hand side of the grid view is collapsed by default, allowing the user to see as much content as possible. It can be expanded by clicking on the filters bar on the left (see previous page).

When expanded, it shows the user all of the available keywords for the assets they are viewing.

Please note; if there are keywords that are not assigned to the asset set being viewed, they won’t show.

Users can use these keywords to filter the assets they are viewing.

Filters are listed in the order they are created within the keyword tree. Next to each keyword, you’ll see the number of matching assets remaining.

If the keyword has child keywords beneath it (e.g. ‘Format’ and ‘JPG’, ‘PNG’, the user will see an arrow next to it. This can be used to expand/collapse the keyword category. The first 5 categories are expanded by default.

The user can click a keyword to filter the search. This will reload the page and only show assets that matched all previous search criteria AND are assigned that keyword.

Assigned filters are shown beneath the search bar and are removed from the available filters list (unless they have non-selected child keywords).

The search section

This part of the page shows which search criteria are applied.

This can be a combination of:

• a search term (shown within the search bar)
• multiple keyword filters (shown beneath the search bar)

Here the user can edit the search criteria or launch the advanced search.

The search bar behaviour is explored in more detail in the Brand Hub search section. The user can change the search term at any time by simply typing a new search term within the box and hitting enter or clicking on the search icon.

Any applied filters can be removed either individually, by clicking the X next to it, or all at once by clicking the ‘Clear all filters’ link.

The advanced search filter

Advanced search allows the user to refine the results by searching against:

• Availability dates
• Created/modified date
• Asset type (image, video, desktop publisher document, audio, archive, presentation, spreadsheet, word processor document, other)
• Asset name
• Created by (username of the user)
• Last modified by (username of the user)
• Original or shared assets
• Protection group
• Related link

The grid section

Users will only see assets that they have permission to view here. For example standard users will not see unapproved assets.

The user will see the total number of results, and the subset they are viewing. They will be able to toggle the number shown on the page.

The user can use the page selectors to move to the next or previous page of results, or enter a number to jump to that page.

The user can also toggle the view between small thumbnails or larger thumbnails (great when browsing imagery or on larger screens). In this mode, the asset name protection level and options can be viewed when hovering over an asset.

Small thumbnail view

For each asset, the user will see a thumbnail (automatically generated by the system or manually uploaded by the site admins), the security level of the asset (e.g Public or Orderable standard) and the asset name (which will run to a max of 3 lines where it will begin to fade).

The system will automatically produce thumbnails for most image, PDF and video files.

On hover, the user will see an options menu. Users with permissions to edit the asset will also see a checkbox to select assets for bulk editing or sharing.

Large thumbnail view:

For each asset, the user will see the asset thumbnail. On hover the user will see the asset name and security level, alongside the options menu (and checkbox if the user has editing rights).

Asset options

Hovering over the 3 dots icon will show the user the asset options menu. Here they can download the asset (opening the download screen), add it to the active basket (at the bottom of the page), or open the asset details page in a new tab.

If the asset is already in the active basket, it will display as ‘In your basket’.

Selected state

When an admin/uploader/uploader publisher selects assets, they’ll get a border to clearly show what’s selected.

The basket bar

The basket way is an easy way to quickly see and manage your baskets on the asset grid view and details pages. Your active basket (see more below!) will show at the bottom of the screen. Collapsed by default, it’ll expand when you add assets to it and gives you a quick look at the assets you’re collating.

The user can change the active basket, create a new basket, view the number of assets and files in the basket, download, share or expand the basket and preview, or remove assets or versions of assets from a basket.

Asset modal

Clicking on the asset thumbnail or name in the grid view will show the user it’s details.

Asset preview

On the left side - highlighted above - we can see a preview of an asset.

A preview is automatically generated for supported image, video, & PDF files.

• We can play video previews directly in the browser.
• If the document is multi-page PDF, the first page will be available as a preview.

Previews of every asset can be updated by an Administrator. See our section on Editing an Individual Asset.

Asset metadata

On the right side - highlighted above - we can see an asset’s metadata.

• Name
• Keywords
• Description
• Usage
• Available from & to date

Asset actions

Below the metadata - highlighted above - users will find all actions that are available for the asset.

Options available, from left to right:

• Download
• Add to basket
• Open as page

Downloading from the modal

If there are multiple formats available, we will ask user which formats they would like to download. This will include Additional Files.

Hovering over a file will give the user a bit more information about the file type.

The preview generated by the system will be labelled as PNG Preview.

Add to basket

We can add the asset to a basket by clicking the basket icon.

We will be asked to select a basket, or create a new one.

Open as page

This will open the Asset details page:

Asset details page

Asset preview

Users can view the asset name and a preview of the asset.

A preview is automatically generated for supported image, video, & PDF files.

• We can play video previews directly in the browser.
• If the document is multi-page PDF, the first page will be available as a preview.

Previews of every asset can be updated by an Administrator. See our section on Editing an Individual Asset.

Asset metadata

Here the user can view all metadata associated with the asset.

We can click on any keyword or tag to begin a new search.

Asset actions

Here, users will find all actions that are available for the asset. Note: if the current date is not within the available from and available to dates of the asset, all download and sharing options will not be available for non admin users.

Options available are:

• Download
• Add to basket
• Copy Link
• Get in touch
• Create your own (Privileged users only)
• Related links will appear under the heading ‘You might also like…’ if set up by an Administrator. When clicked they’ll open in a new tab.

Download

If there are multiple formats available, we will ask user which formats they would like to download. This will include Additional Files.

Hovering over a file will give the user a bit more information about the file type.

The preview generated by the system will be labelled as PNG Preview.

Add to basket

The user can add the current asset to the active basket by clicking the ‘Add to basket’ button’.

When an asset is added to the basket, the basket bar will expand and it can be seen within the basket at the bottom of the screen.

If the asset is in the current active basket, the text on the add to basket button will change to ‘In your basket’.

Copy link

Clicking the share icon will give the user two options: Send via email or copy link.

Clicking copy link will copy the link of the current asset details page to the users’ clipboard.

Please note; this link will only be accessible to users who have a Brand Hub account with access to view the specified asset. If the recipient is not logged into the brand hub when clicking on the link they will be taken to the login page.

Related Assets

The related assets section suggests relevant assets to users by cross referencing the A.I. tags generated to the asset on upload against all other assets on the BrandHub in the following categories:

• tags
• name
• description
• keywords

If the system can't find any suitable matches, the 'related assets' section will remain blank. If the system can find matches, it will display up to (and inclusive) four assets in order of most relevant.

The assets that are displayed will be from within that brand or sub-brand and only assets that the user has permissions to view will be shown.

CDN (Content delivery network)

The BrandHub asset library is equipped with a CDN, allowing assets (images and videos) from the Brand Hub to be embedded into websites.

The CDN is a large distributed system of servers across the Internet. The goal of a CDN is to serve content to end-users with high availability and high performance. The main reason for using a CDN in Brand Hub is to make sure the assets are always available and controllable from a central location.

This is achieved via a publishing process that copies an asset stored in the Brand Hub and uploads a copy to the CDN. An embed code is then provided, which is a link to the specific location of the CDN asset, for use in external sites.

The CDN also protects the ‘Normal Usage’ of the platform from an asset going viral. For example, if a video is posted and it reaches a mass following the CDN protects the platform from network saturation (performance issues) due to its distribution.

Permissions

Only admins will be able to manage the CDN, publishing and unpublishing assets.

Generating an asset embed code

On the asset details page, admins will see a ‘Publish’ button. Clicking this will send the asset to the CDN (this can take some time depending on file size) and the page will refresh giving the user the option to ‘Unpublish’ the asset or view the ‘Link’ in order to embed the asset within a website. When viewing the link, this will show in a pop up and can be copied by the user.

Removing an asset from the CDN

Should a user wish to remove the asset from the CDN, they will navigate to the asset details page and click the ‘Unpublish’ button. The embed code will no longer be available, and the asset will be removed from the CDN and therefore everywhere it was previously embedded. This action can take up to 7 days.

Asset versions and the CDN

If an asset that has been published to the CDN is replaced with a new master version, the original version should first be Unpublished from the CDN (if required), then the new version uploaded, and finally a new embed code generated. Uploading a new version to the Brand Hub will not automatically update the version stored on the CDN.

Asset ordering

Asset ordering can be used when you want to keep a closer eye on who is using what assets, and what for. It can be used for assets that have clear restrictions over when they should be used, or where the admins require a record of usage.

Users have to fill in an order form, and gain approval from an admin before they are able to download these assets. Details that can be included include:

• Information about intended usage regions
• Information about intended usage dates
• Information about intended usage media
• Etc

Admins are notified when a user orders an asset, and can approve or reject each order. The admin can also view the order history on the asset details page.

Asset protection levels

There are two asset protection levels that can be chosen to make an asset orderable:

• Orderable standard
• Orderable privileged

When editing an asset, the protection level can be changed to one of the above to make it an orderable asset.

If you have permission to order them, orderable assets show in the grid view, alongside public assets. A label over the thumbnail lets the user know they are orderable at a glance.

Orderable asset user roles

Orderable assets work alongside the Brand Hub user role, to control whether the user can view and order the asset.

Guest users cannot view any orderable assets, and therefore cannot order them.

Standard users can view and order all orderable standard assets.

Privileged, Uploader and Uploader/publisher users can view and order all orderable standard and orderable privileged assets.

Administrator users can view, download and edit all orderable standard and orderable privileged assets. Administrators can also change the protection level of an asset from orderable to another status, and vice versa.

Ordering an Asset

When a user views the asset details view/modal of an asset they are eligible to order, instead of the download button, they will see a button named ‘Order high resolution’. (Note: The share option allows the user to copy the URL only in this state, they cannot send via email).

When the user clicks the order button, they will see the following form, which they must complete:

The fields within this form can be customised for each Brand Hub and can include:

• Free text input fields
• Single select drop down fields
• Multi select drop down fields
• Date pickers

The user can click ‘Order’ to place the order or ‘Cancel’ to return to the asset details page. The user will not be able to complete the order until they have completed all mandatory form fields.

A summary of the asset and user details will be shown.

After clicking ‘Order’, the user will be presented with a pop up which they must click ‘Confirm’ within to finalise the order. The text within this pop up can be customised for each Brand Hub.

When the user clicks Confirm they will receive a success message and a link to view the order:

The user will also receive a confirmation email like that below. The help email and sign off will be customised to the Brand Hub.

Processing an order

All admin users will receive an email notifying them of the order. The email will contain a link to the order page. The help email and sign off will be customised to the Brand Hub.

The order page contains the order form that the user has completed and a preview of the asset that was ordered. The admin user can ‘Approve’ or ‘Decline’ the order or ‘Return to order list’.

If the admin approves the order, the user will receive an email notification with a link to download the asset and will be able to download the file for 7 days.

If the admin declines the order, the user will receive an email containing the comments from the admin and will not be able to download the asset.

Viewing the order list

Standard, privileged, uploader, uploader publisher and admin users can view their order list at any time by clicking ‘Asset orders’ - available via the apps menu.

Non-admin users can view the ‘My orders’ tab to see all assets they have ordered, with the order reference, asset name, preview, date of order, status of order and download status. The user can click on the order ref to view the details of the order. If the order is approved and has not expired, the user will be able to download the asset via the order details page.

Admin users can view both the ‘My Orders’ and ‘Orders to administer’ tabs. The ‘Orders to administer’ tab shows similar information to the ‘My orders’ tab but for all orders in the system (not just those made by the current logged in user). These can be filtered by the order and asset statuses to locate a particular order.

Columns shown are Order ref, asset name and preview, asset status, requestor name, date order was placed, status of order, download status.

By default all ‘in progress’ orders will be shown – these are the ones awaiting admin action.

Viewing an approved order

The user will receive an email notification when an order is approved. This will contain a link to the approved order page and the comment from the administrator. The help email and sign off will be customised to the Brand Hub. The user can click the button to view the order page, alternatively they can access this from the order list.

On the order page, the completed form the user can review the order status and the ‘reason’ – this is the comment left by the administrator when approving. The user can click the asset name to visit the asset details page and download the asset for 7 days, or use the ‘Download original asset’ button to download it (after agreeing to the Terms and conditions).

Viewing a declined order

The user will receive an email notification when an order is declined. This will contain the comment from the administrator. The help email, suggestion (If it’s because…) and sign off will be customised to the Brand Hub. The user can access the order from the order list.

On the order page, the completed form the user can review the order status and the ‘reason’ – this is the comment left by the administrator when declining. The user is not able to download a declined order by clicking on the asset name.

Viewing past orders

Users can view previously approved orders of an asset at the bottom of the asset details page under the ‘Order history’ tab. Note, this tab only appears when the asset has been previously ordered. Clicking on the order reference will show the order form that was completed by the user.