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
Assets never ordered
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.
Conflicted asset uploads
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 consume storage space and are calculated as part of the storage space allowance.
Expiring and expired assets may be tracked.
You can access lost assets in the Lost Assets queue and edit and assign them to new asset groups.
Pending delete assets
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.