You can upload and download assets in Asset Workflow. Also, you can upload new versions to existing Workflow assets and compare them with each other. Learn more below on how you can upload and manage your assets in Workflow jobs.
Managing assets is permission-based. Go to Settings > Users & rights > Permission Management and verify your Workflow permissions.
Upload assets to a Workflow job
There are two ways to upload assets to a workflow job. Find out below how you can upload assets to an Asset Workflow job.
Drag and Drop
Follow the instructions below or have a look at the walkthrough.
Navigate to the workflow job to which you want to upload assets.
Drag and drop the files you want to upload from your machine to the asset section of the job.
Your files will be uploaded and added to the job.
Navigate to the job where you want to upload assets.
Click the Upload button.
Click Choose from assets if you want to add media from the Asset Bank or click Upload if you want to upload files from your device.
Choose from assets
In the Asset tab use the filter bar or search bar to filter and search for the assets you need. Select the files(s) you need and click Add media to add the asset(s) to the Workflow job.
In the Collection tab select the collection that you want to add or click the collection and select the file(s) you want to add. Click Add media to add the asset(s) to the Workflow job.
Upload Select the files from your device that you want to upload to the Workflow job.
The files will be uploaded and added to the job.
Audit assets in a Workflow job
Do you have an asset approval flow in Asset Workflow? Throughout the creative process, assets may not always live up to the necessary standards. You can review the assets inside a Workflow job to let other users know that the assets are accepted or rejected. On the job overview page, users can check the status of each asset.
If you reject an asset you can use annotations to provide extra information, so that your creative team knows what to change. The review status of an asset is for informational purposes only and has no impact on the progress of the job. Even when some assets in the job are rejected or not approved the stage responsible can still move the job to the next stage.
How to Filter by Asset Workflow Asset Status?
By default, all images are visible on the job overview page. Do you want check which Workflow assets are approved, rejected or still in review? Follow the steps below to filter the Workflow assets by status.
Navigate to the job where you want to filter the Workflow assets by review status.
Click the All statuses dropdown and select the status you want to apply as filter
The Asset Workflow assets in the job will now be filtered by the selected status.
How to Approve Asset Workflow Assets?
Navigate to the job where you want to approve Asset Workflow assets.
Click the asset you want to approve. The detail view will open.
Click the Approve asset button in the top bar to approve the asset.
View assets in a Workflow job
In the overview screen of a job you'll find the assets that have been uploaded to the job. Each thumbnail indicates the upload date and time, the file extension and the version number if the asset has multiple versions. The date and time that the asset was uploaded are shown in the timezone of the user who is viewing the asset.
Click on an Asset Workflow asset in the overview screen of the job to view it. This will take you to a detail view, where you can leave annotations and comments, upload a new version and download or delete your asset.
In the asset detail view of Asset Workflow you can easily rotate an asset by clicking .
Select assets in a Workflow job
There are multiple ways to select and deselect assets inside a Workflow job. Discover the options below.
Check out some tips and tricks for selecting Workflow assets below
If you have assets selected you can click in the Worfklow asset section to deselect all assets at once.
Select one asset, press and hold Shift and select another asset to select all assets in between.
You can inverse your asset selection. This means that assets that are selected will be deselected and assets that are deselected will be selected. Click and hold in the Workflow asset section and press and hold Shift. Drag your mouse over the assets for which you want to invert the selection.
Download assets from a job in Workflow
Who can download Asset Workflow assets?
Users with the following right can download Asset Workflow assets:
Download all assets from job
Navigate to the job of which you want to download Asset Workflow assets.
Select the asset(s) you want to download.
Click the button to download the assets.
Delete assets from a job in Workflow
Who can delete Asset Workflow assets?
Users with the following right can delete Asset Workflow assets:
Navigate to the job where you can find the assets you want to delete.
Select the asset(s) you want to delete.
Click the button.
Read the warning message carefully and click Delete if you want to permanently remove the asset(s).
This action cannot be undone.
Sort & filter assets in Workflow jobs
You can decide how your assets display in a workflow job. They can be sorted or filtered to better review or update them.
Navigate to the workflow job where you want to sort or filter assets.
To sort, click the button and sort your workflow assets by Date added, File size, or Name.
Click the button again to arrange your assets in an ascending or a descending order.
To filter by Name, click the magnifying glass button filter then enter the name you would like to search by. To filter by File type (extension) or Approval status click the button and then select the value from the dropdown.
The sorting option that you choose will be applied to all jobs so you do not need to select it again.
Export assets from a job in Workflow
The Workflow assets can be exported in the final stage of the job. The assets can go directly to the Asset Library or to the waiting room first.
To export the Workflow assets click on Finish job & submit to Asset bank or when the job is already finished on Submit to Asset bank.
In the pop-up message click on Yes to proceed or on No to cancel the export.
Make sure all the assets you want to export are selected.
Click the Export button to export the assets.
The assets will be exported to the asset bank directly. The user who exported the assets will get a notification shortly to edit the assets. By clicking on this notification the exported assets can be easily assigned with metaproperties and tags all at once.
The assets will be exported to the waiting room, where they can be audited and assigned with metaproperties by a portal administrator.
Add a new version or remove a version of an asset from a job in Workflow
You need to have the Delete asset versions permission in the Workflow permissions to be able to remove versions. Go to Settings > Users & rights > Permission Management to verify your permissions.
In a job, click on a specific file and click Remove this version to delete an asset version from a job. The version you are working with is displayed in the Asset version drop-down. If you want to work with a different version, select it from the drop-down list. By default, the latest version is selected.
To add a new version, click on an asset and click Upload new version. In order to view the 'upload new version' button. A user will need either Manage and Annotate Assets or Manage Jobs permission enabled.
Asset Workflow annotations
By adding annotations to your Asset Workflow assets you can leave remarks or questions for your colleagues. They can then review your annotations and answer, accept or reject them. See Asset Workflow annotations
Compare versions in Workflow
In a job, click on a specific file. You can see the number of versions it has on the thumbnail. For example, V2 means the asset has two versions.
From the Asset version drop-down, select the version you want to display. Comments made to this version display as well.
From the Compare with drop-down, select the version you want to compare the version you have chosen in step 2 with.
The compared assets are displayed side by side. Annotations made in these versions display as well.