Using Assets 10 – Quick Start

Assets is an application that is aimed at power users who need to manage the stored files by making them searchable by adding metadata, editing the files, sharing files with other people, uploading new files, and more.

This article describes the main features of Assets and is aimed at users who are new to Assets.

For large topics such as searching for files, sharing files, and so on, a summary is given and links to articles with more detailed information are provided.

Note: See also the Using Assets 10 for InDesign - Quick Start.

The following topics are described:

• Accessing Assets
• Logging out
• Logging in as a different user
• Setting up your environment
• Searching for files
• Opening files
• Sharing files
• Adding files
• Downloading files
• Previewing and comparing files
• Using Collections
• Changing file settings / metadata
• Using Keyboard shortcuts

Accessing Assets

You access Assets through a Web link by using a Web browser. You will have been sent the link by e-mail when the system administrator created an account for you based on your e-mail address. During the sign-up process, you will have also set up a password for your Assets account.

Access the link and when prompted, sign in using your credentials.

Logging out

To log out of Assets, use the 'Sign out' option on the Profile page of the WoodWing Identity Service.

This eventually also signs you out of all WoodWing applications in which you are signed in.

Note: After signing out of the WoodWing Identity Service, you will notice that you are not yet signed out of Assets. Assets refreshes the authentication information within 30 minutes, at which point you are actually signed out of Assets. To force Assets to update the authentication information (and in this scenario to log you out of Assets), click the Avatar icon in the top right corner, and choose Refresh permissions.

Logging in as a different user

In some scenarios, you might have multiple user accounts to log in to the same instance of Assets.

When you are logged in to Assets and decide to log out of the WoodWing Identity Service and log in as a different user, you will notice that in Assets you are still logged in as the previous user.

This is because Assets refreshes the authentication information every 30 minutes. Until this is done therefore, Assets still uses the previous log in details.

To force Assets to update the authentication information (and in this scenario use the other user account), click the Avatar icon in the top right corner, and choose Refresh permissions.

Setting up your environment

Before you start working with Assets, you might want to further set up your environment by doing the following:

• Changing the language in which Assets is displayed.

• Updating your account settings by changing your name, avatar, or password.

• Installing Assets Agent, an application with which files can be automatically opened from Assets in their native application.

• Defining which metadata fields you want to see in thumbnails, list views, and panels.

• Choosing dark mode by clicking the Dark Mode icon in the top right corner of the page.

• Changing the font size by slightly increasing or decreasing the default font size of the text by using the options in the Avatar menu.

Searching for files

Working on files in Assets begins with first finding the files you need.

Searching for files can be done by:

• Entering a search term in the Search box. When doing so, a list appears below the box.

• The top section of the list contains a reference to the entered search term. Click it to search on that term or simply press Enter.

• The bottom section of the list contains an overview of folders that have been found which names contain the currently entered search term. Click a folder to show its content in the search results.

• Selecting a folder in the Folder browser. Use this method when you know where the files are stored.

• Using the Filter to narrow down the search results, such as by file type, tag, status, and so on.

• Bookmarking an often used search for re-use. The following is stored:
• The search query
• The selected folder
• Selected filters and applied filter values
• Metadata fields shown in various panels and thumbnail tiles
• Selected view mode and zoom levels

Example: Here, 3 methods are used: a search term "architecture" is entered in the Search box (1), an images folder is selected (2) and the search results are filtered to show images in landscape orientation only (3).

For an in-depth explanation about all the methods, see Searching for files using Assets 10.

Opening files

Sometimes a file that is stored in Assets needs to be changed, and the original file in Assets needs to be updated with these changes.

This can be done by downloading the file from Assets, changing it locally on your machine, and uploading it back to Assets. During this process, a new version of the original file is created.

To make this process work, Assets Agent needs to be installed.

For more information, see Opening files for editing (file check-out and check-in) in Assets 10.

Sharing files

One of the main features of Assets is sharing files with other people. This is done by creating a Shared Link: a link which people can access through a Web browser on a desktop, laptop, or mobile device.

Users who access the link can be allowed to download the original file or a preview of the file, approve or reject files as part of a review, or even upload files. Making changes to the original files is not possible.

Shared links can be accessed by anyone who has access to the link; no license, user account, or login is required.

To learn more about sharing files, see Sharing files with others using Assets 10.

Sharing files using a portal

Using Portals in Assets, you can make your archive (or a part of your archive) available for colleagues, partners, resellers or clients. They will be able to search through your archive and download the relevant material, all in an intuitive and easy to use interface.

You can create multiple public or password protected portals. Each portal is accessible on its own subdomain (xxxxx.swivle.cloud), has unique content, and can be individually branded using your own logo and colors.

This makes it possible for example to:

• Create a public brand portal where you share your brand's files (logos, fonts, brochures, and so on).
• Create a personal environment for your clients. Ideal for photographers and agencies.
• Create a private portal for your partners, distributors or resellers where they can find your latest product and marketing material.

Sharing files by setting up a Portal is done by the Assets administrator as part of managing Portals. For more information, see Managing Portals in Assets 10.

Downloading files

When working with files that are stored in Assets, there may come a point that you want to save one or more files locally to use them in some way.

In Assets it is possible to download a single file, a range of selected files, or a complete folder structure.

When downloading a file, you can choose to download the preview of the file, the original file, or use custom settings.

System administrators can set up Download presets containing often used download settings. This way, you do not have to go through the process of creating a custom download each time yourself.

Figure: Downloading an image by using predefined settings in a Download preset.

For more information, see Downloading files and folders in Assets 10.

Adding files

An important first step when working with Assets is adding files to the system, such as images from a photo shoot, a document that you have created, or an entire folder that you want to manage in Assets.

Files can be added by doing one of the following:

• Clicking the Upload files button in the top right corner and browsing to the files that you want to upload.

• Dragging one or more files from your system and dropping it onto a folder or Collection in the Folder browser.

• Opening the folder or Collection in which you want to add the files and dragging a file from your system onto the content pane.

For more information, see Uploading files to Assets 10.

Previewing and comparing files

In Assets, a single file can be viewed in fullscreen mode and multiple files can be compared side-by-side.

Figure: Viewing a single image in fullscreen mode (left) and comparing multiple images (right).

When previewing an audio file, the wave form (spectrogram) of the audio file is shown.

For more information, see Previewing and comparing files in Assets 10.

Using Collections

Collections are containers or virtual folders used for collecting and organizing content. Typically, this content is related in some way: they are files of a photo shoot, files related to a story in a publication, files of a product, files you want to share with someone, and so on.

One main advantage of using Collections over folders is that when sharing a Collection, updating the Collection (for example by adding or removing files) also updates the Shared Link.

Often used Collections can be pinned to the Pinned Collections panel for easy access. Collections can also be promoted on a Portal.

For more information, see Using Collections in Assets 10.

Changing file settings / metadata

The functionality and working of Assets relies heavily on metadata: data that describes specific aspects of a file:

• When it was created
• Which application was used to create it
• Who created it
• What type of file it is
• What the size of the file is
• ...and much, much more

You will see metadata displayed throughout Assets and use metadata whenever you perform a search. When you have sufficient access rights, you can also change metadata.

The more metadata is added to a file, the more likely it is that the file is found when searching for it.

• Add a description in your own words of what can be seen in the image or video.

• Add copyright information to show who the owner of the image or video is including contact details.

• Use tags to describe various aspects of the content of a file. A color image of a red apple taken in a studio could for example have the tags: "apple", "fruit", "red", "food", "healthy eating", "photography", "studio shot", "color image".

• Add a rating when you are asked to review a selection of images. You could give an image that you prefer to see used as the opening image of a story 5 stars while giving your second choice 4 stars and your third choice 3 stars.

You will come across metadata in the following locations in Assets:

1. Search field. When entering a search term in the Search field, Assets will find all files that have that term anywhere in the metadata.

2. Found files. Basic metadata such as the file name and rating is displayed together with the preview of the file.

3. Filter panel. After performing a search, the results can be further narrowed down by applying a filter for example by selecting a tag. This is also based on metadata.

4. Metadata panel. When one or more files are selected, the metadata of these files is shown in the Metadata panel. When you want to edit the metadata, you would typically do so in this panel.

For more information, see Working with metadata in Assets 10

Using keyboard shortcuts

An efficient way of working with Assets is by using keyboard shortcuts. Various keyboard shortcuts exist for performing actions for working with Bookmarks, Collections, and files.

For a full overview, see Keyboard shortcuts for Assets 10.

Revisions

• 3 July 2025: Added section 'Logging out'.
• 3 July 2025: Added section 'Logging in as a different user'.