On the Admin Dashboard, you'll see a table that lists commonly performed administrative tasks - one for user-related tasks and another for asset-related tasks.

As a best practice, agree on a site management plan with other site admins before site launch. Determine such things as who is responsible for managing new users, who will verify metadata assigned to new assets, who will monitor conflicted assets and assets that are pending deletion.

The Asset Related Tasks area includes table with links to the following:

  • Archived assets
  • Assets never ordered
  • Assets with empty required metadata
  • Assets without categories
  • Conflicted asset uploads
  • Expired assets
  • Lost assets
  • Pending delete
  • Unreleased/pending admin approval assets


Archived assets

You can view all assets that have been archived and order archived assets.

Assets never ordered

You can view all assets that have not been ordered in the assets never ordered queue. The number of assets in each asset group that have not been viewed displays. Click View to see the assets and determine whether or not the assets should be deleted.

The Administrate Assets Never Ordered permission must be enabled for users to view by asset group the assets that have not been ordered.


Export a list of assets never ordered

From the Assets Never Ordered queue, you can create an export to see assets that haven't been downloaded in over 30 days. To get that information, click View for an asset group, then click Export to receive a CSV file of all assets in the asset group that haven't been ordered (shared).



In the CSV, sort the Download column and delete rows with any activity in order to see only those with zero downloaded assets. You can even sort by release date if you'd like to a see a 12-month window of assets that haven't been ordered in the last year.


Assets with empty required metadata

Metadata fields may or may not be required. If a metadata field is required but is not completed, users may not be able to view the asset in search results. It is important to complete metadata fields that are required.

If assets appear in the Assets with Empty Required Metadata queue, you can update the required fields. A list of asset groups and the number of assets in each group that have empty required metadata fields will display. Click the View link to see assets in that group and edit the metadata for the assets.


Assets without categories

If the category searching is enabled, it is a best practice to ensure all assets are assigned to at least one category.

The Assets without Categories queue allows you to easily locate assets that may not be assigned to a category. A list of asset groups and the number of assets in each group that are not assigned to categories will display in the queue. Click the asset group name or View to see assets in that group and assign assets to the appropriate category individually from the Asset Details page or in a batch from the Selection panel.

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Conflicted asset uploads

All filenames must be unique. If an asset is uploaded and an asset of the same filename already exists, the new asset will be considered a conflicted asset. The best practice recommendation is to resolve asset conflicts as they appear. If an asset remains as a conflicted asset, users will not be able to locate the asset. The conflicted asset may be more current than the existing asset or it may be a different asset with the same filename.

A list of upload profiles and the number of assets uploaded to that profile that are conflicted assets will display in the queue. Click the View link to reveal the conflicted assets. To resolve conflicted assets, click the Resolve Conflict icon in the Options column. The existing asset will display on the left side and the new asset will display on the right. Resolve the conflict using one of the following options:
  • Delete Existing or Delete Conflicting if one of the assets no longer needs to be in the Widen Collective
  • Rename Existing or Rename Conflicting if both of the assets should be in the site
  • Overwrite to maintain metadata but update the image or version of the new asset, based on site configuration

Use file information provided to compare resolution, size, etc., to assist in deciding whether or not assets are the same or different.

Note: Conflicted assets can also be resolved on the Uploads page in the Activity menu on the Dashboard.


Expired assets

When assets reach their expiration date, they are removed from general user view and placed in the Expired Assets queue. You can review assets in the queue to determine whether or not the expiration date should be changed or if the asset should be permanently deleted. Assets can remain in the queue if desired.

Expired assets consume storage space and are calculated as part of the storage space allowance.

Expiring and expired assets may be tracked.

Lost assets

Assets must be included in at least one asset group. If an asset group is deleted from the Widen Collective without the contained asset(s) being assigned to a new asset group, the asset(s) will be lost and no longer viewable by users.

You can access lost assets in the Lost Assets queue and edit and assign them to new asset groups.

Pending delete assets

Assets that are deleted by users from search results or on the Asset Details page are removed from general user view and are placed into the Pending Delete queue. You can review pending delete assets in the queue to determine whether or not assets should be permanently deleted from or restored to the site. Assets can remain in the queue if desired.

To permanently delete an asset, click the Pending Delete queue. A list of asset groups, the asset group’s file size and the number of assets in each group will display. Click the View link to reveal the assets in a group. In the Confirm Asset Deletion screen, click Confirm Delete to permanently remove assets. You can delete assets in a batch by checking next to the assets to be deleted and clicking Confirm Delete.


If an asset is inadvertently deleted, you can restore it. To restore an asset, click View in the Pending Delete queue. In the Confirm Asset Deletion screen, click Restore to return the asset and its metadata to the Widen Collective. Assets can be restored in a batch by checking next to the assets to be restored and clicking Restore.

Unreleased / pending administrator approval assets

Assets that are uploaded but not released at the time of upload will reside in the Unreleased/Pending Administrator Approval Assets queue. You can access the assets based on the asset group the assets were uploaded into and edit assets to add metadata and release dates by clicking the View link.