Media Asset Manager

Updated

Understanding the Asset Manager

The Asset Manager is the central library for all media assets uploaded to an account. It stores and organizes images, videos, documents, audio files, and stock images that can be reused across the platform. Assets stored here can be displayed in the Media Library, used on landing pages, or added to various Newsroom modules.

This article explains how the Asset Manager is structured and how to upload, find, edit, and manage assets effectively.

Table of contents:

Accessing the Asset manager

The Asset Manager can be accessed in two ways:

  • From the left-hand navigation in the Newsroom
  • Directly from supported Newsroom modules (such as featured images, banners, or multimedia modules) when adding assets
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Filtering and searching assets

  • The Asset manager provides several options to help locate assets quickly:
    • Language selector to filter assets by language
    • Search field to find assets by title or description
    • Asset type filter Switch between media types or access the stock image library
assets-documents.png

Switching between list and thumbnail views

The Assets are displayed in either a list view or a thumbnail view, depending on how the asset manager is accessed.

List view

  • Default view when opening the Asset Manager from the left navigation
  • Each row represents one asset and displays:
    • Selection checkbox
    • Thumbnail preview
    • Title
    • Description
    • Category
    • Settings (gear icon)
  • Supports individual edits or bulk selection for mass editing

Thumbnail view

  • Default view when opening the Asset Manager from a Newsroom module using Select assets
  • Optimized for visual browsing and quick selection
  • You can toggle between list and thumbnail view at any time

Uploading assets

The Asset Manager allows you to upload images, audio files, PDFs, and other document types. Uploaded assets are stored once and can be reused across the entire platform.

Important Note:

When assets are uploaded via a Newsroom module in a Page the assets will not be visible in the media library until the Page has been published. 

Uploading images or documents

Accepted formats

gif, jpg, jpeg, png, tif, tiff, webp, ai, doc(x), eps, ics, pdf, ppt(x), psd, rar, rtf, swf, txt, xls(x), zip.

Best practices

  • Use the highest resolution possible
  • Maximum file size: 800 MB
  • For full-width Carousel or Featured Article modules, images should be at least 1200 px wide to avoid blurriness

Steps

  1. Select Upload in the Asset Manager
  2. In the Upload items screen, select Upload items
  3. Choose one or more files from your device
  4. The assets are uploaded and become available immediately
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Upload assets using a direct link

  1. Select Upload via URL.
  2. Paste the direct URL of the file
  3. Select Upload via URL to add the asset to the Asset manager.
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Embedding video or audio

Accepted formats 

avi, flv, mov, mpg, mpeg, qt, wmv, *.mp4, mp3, wav, wma

*mp4 is the only accepted format for uploaded videos and must use the H.264 codec.

Recommended approach

For optimal quality and codec support, upload videos to a hosting service such as YouTube, Vimeo, or Dailymotion, then use the video URL or embed code.

Steps to add embedded video or audio

  1. Select Upload in the Asset Manager
  2. Open the Videos tab (optional)
  3. Paste the video URL or embed code into the URL / embed code field
  4. Select Save to store the asset 
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Steps to upload video or audio files

  1. Select Upload video file
  2. Choose one or more files from your device
  3. Select Save after the file is added.

Adding stock images

The Asset Manager includes an integrated Shutterstock library, allowing you to add stock images directly to your account. These images are stored in the Asset Manager and can be reused like any other asset.

Usage notes:

  • Each account can download up to three stock images per month at no additional cost
  • Additional downloads may incur a surcharge

Steps to Add Stock Images

  1. Use the media type dropdown to switch to Stock Images
  2. Search by keyword using the search field
  3. Review preview thumbnails in the results
  4. Select an image to open the preview
  5. Click Get image to add it to the Asset Manager
stock-people.png

Viewing asset details and download options

Asset detail view

Selecting an asset thumbnail in list view opens the detail view, where you can:

  • Download the asset in:
    • Low resolution
    • High resolution (original file size)
  • Copy a direct asset link for external sharing or referencing
  • Access the asset page link, which displays:
    • Asset
    • Title
    • Description
    • File name
    • File size
    • Download options

Assets used in Email campaigns link directly to the asset page.

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Managing asset title, description, and category

Asset metadata can be edited directly from the list view.

  • Title
    • Stored as metadata
    • Displayed as a caption on images and videos
    • Shown as linked text in Download modules
  • Description
    • Stored as metadata
    • Displayed as a caption on images and videos
  • Category
    • Assign assets to Media Library categories or subcategories
title-and-description.png

Deleting and mass editing assets

Deleting assets

  1. Select one or more assets
  2. Click Delete

Deleting an asset removes it from:

  • The Asset Manager
  • Any page, article, or module where it is used

Excluding assets from the media library instead of deleting

To remove an asset only from the Media Library while keeping it on existing pages or modules, use Exclude from Media Library in the asset settings.

Mass editing assets

Mass editing is useful for managing large libraries or applying changes in bulk. Options are available via the gear icons next to column titles:

  • Edit titles
  • Edit descriptions
  • Edit Media Library categories or subcategories
  • Settings:
    • Exclude or include assets in the Media Library
    • Copy data to other languages
  • Add copyright text overlay (gear icon next to the delete button)
exclude-from-media-library.png

Managing asset settings

Individual asset settings are accessed using the gear icon next to the category column.

Available settings

  • Visibility indicator (eye icon)
    • Shows whether the asset is visible on Pages or in the Media Library
    • Explains why an asset may not be visible
  • Force publish
    • Use Force publish to make an image available in the Media Library even when it is used in an unpublished article, giving you flexibility while keeping draft content protected.
  • Language access
    • Select which languages the asset is available in
  • Copy data to all languages
    • Copies title and description across languages
  • Exclude from Media Library
    • Hides the asset from the Media Library while keeping it active where used (Pages or  Newsroom modules)
  • Show original image in preview
    • Displays the original image size in the preview screen, instead of the cropped version
    • Works only in combination with edited thumbnails
Asset settings
  • Copyright 
    • Add a copyright text overlay to images.
  • Edit thumbnails. 
  • Replacing file
    • Use Replace file to swap the existing asset with a new version. The replacement is applied everywhere the asset is used, including: 
      • The Asset Manager 
      • Pages 
      • Newsroom modules
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