An important part of working with Assets is to add files to the system. For example, images from a photo shoot or a document that you have created.
This article describes how to upload files to Assets Server by using Assets.
Info: When Amazon S3 is used as the storage engine, uploading files larger than 5Gb requires Assets 6.122 or higher. (This limit does not apply to installations using the local filestore.)
Methods
Files can be added by doing one of the following:
- Dragging files from your system onto a folder or Collection
- Dragging files from your system onto the content panel
- Uploading files to an empty folder
- Uploading files to a folder
- Uploading files and directly linking them to an existing file
- Uploading files by an external user
- Replacing an already uploaded file
Each is explained in more detail below.
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Note about adding metadata: Once a file has been added to Assets Server, it needs to be found again. Searching is done by using the metadata of the file: information that describes specific aspects of a file and its content. It tells you:
Metadata is extracted from the file itself and can also be added manually. Consider adding tags, a status, copyright information, and so on. For more information, see Metadata in Assets Server - introduction. |
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Dragging files from your system to a folder or Collection
Note: When the system is configured to upload files using an external upload client, uploading files using this method is disabled.
In this method, one or more files from your system are dropped onto a folder or Collection in the Folder browser.
After dropping the files, a page appears showing all added files.
All files are uploaded in the background to Assets Server.
The location where the files are uploaded to is shown at the top of the page.
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Note: When dropping files onto a folder at the highest level in the hierarchy, the files will be added to a sub folder named 'Auto organized'. This folder is further divided into a sub folder for the year followed by a sub folder named Year-Month-Day: top_level_directory/Auto organized/Year/Year-Month-Day Demo Zone/Auto organized/2019/2019-01-02 |
If needed, add additional files to this page. Recommended also is to add metadata to the files (see below).
When done, click Finish.
Tip: Click Auto finish at the bottom of the page to automatically return to the main page when the upload is completed.
Dragging files from your system onto the content panel
Note: When the system is configured to upload files using an external upload client, uploading files using this method is disabled.
In this method, a file from your system is dropped onto the content panel for a selected folder in the Folder browser.
After dropping the files, a page appears showing all added files.
All files are uploaded in the background to Assets Server.
The location where the files are uploaded to is shown at the top of the page.
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Note: When dropping files onto a folder at the highest level in the hierarchy, the files will be added to a sub folder named 'Auto organized'. This folder is further divided into a sub folder for the year followed by a sub folder named Year-Month-Day: top_level_directory/Auto organized/Year/Year-Month-Day Demo Zone/Auto organized/2019/2019-01-02 |
If needed, add additional files to this page. Recommended also is to add metadata to the files (see below). When done, click Finish.
Tip: Click Auto finish at the bottom of the page to automatically return to the main page when the upload is completed.
Uploading files to an empty folder
In this method, files from your system can be uploaded by opening an empty folder, clicking Click here in the content panel and browsing to the files that you want to upload. Follow the steps on screen to complete the upload.
Note: When the system is configured to upload files using an external upload client, uploading files using this method is disabled.
A page appears showing all added files.
All files are uploaded in the background to Assets Server.
The location where the files are uploaded to is shown at the top of the page.
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Note: When dropping files onto a folder at the highest level in the hierarchy, the files will be added to a sub folder named 'Auto organized'. This folder is further divided into a sub folder for the year followed by a sub folder named Year-Month-Day: top_level_directory/Auto organized/Year/Year-Month-Day Demo Zone/Auto organized/2019/2019-01-02 |
If needed, add additional files to this page. Recommended also is to add metadata to the files (see below). When done, click Finish.
Tip: Click Auto finish at the bottom of the page to automatically return to the main page when the upload is completed.
Uploading files to a folder
Note: When the system is configured to upload files using an external upload client, uploading files using this method is disabled.
In this method, files are uploaded to a selected folder in the Folder browser by clicking the Upload files button in the top right corner and browsing to the files that you want to upload. Follow the steps on screen to complete the upload.
A page appears showing all added files.
All files are uploaded in the background to Assets Server.
The location where the files are uploaded to is shown at the top of the page.
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Note: When a folder at the highest level in the hierarchy is selected, the files will be added to a sub folder named 'Auto organized'. This folder is further divided into a sub folder for the year followed by a sub folder named Year-Month-Day: top_level_directory/Auto organized/Year/Year-Month-Day Demo Zone/Auto organized/2019/2019-01-02 |
If needed, add additional files to this page. Recommended also is to add metadata to the files (see below).
When done, click Finish.
Tip: Click Auto finish at the bottom of the page to automatically return to the main page when the upload is completed.
Uploading files and directly linking them to an existing file
Note: When the system is configured to upload files using an external upload client, uploading files using this method is disabled.
In this method, files that are uploaded are linked to an existing file. This is useful when:
- A file is a localized version of another file.
- A document describes copyright information or contains an e-mail conversation that applies to one or more files.
For more information, see Manually linking files in Assets.
Upload a file in the Linked panel to automatically link it to that file.
Uploading files by an external user
In this method, files are uploaded by an external user, such as a photographer who has to provide images, a designer who has to provide artwork, and so on. This person does not need an account to log in to Assets.
It works by creating a web link to the location in Assets where you want to have the files uploaded to and sending this link to the contributor. The link can be opened in a Web browser and files can be added to the page after which they are automatically uploaded to Assets Server.
It is also recommended to have the contributor add additional metadata to the files, and/or add metadata yourself after the files have been uploaded).
For more information, see Requesting a user to upload files using Assets.
Replacing an already uploaded file
In some scenarios, a temporary version of a file is uploaded to Assets, such as an image in a low resolution. When the final version of that file becomes available (in a higher resolution and/or as a different file type), the already uploaded file in Assets needs to be replaced by that final version.
This can be done by using the Replace option.
For details, see Replacing files in Assets 6.
Revisions
- 11 August 2026: Added a note about uploading files larger than 5Gb when using Amazon S3.
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