Categories are a way to organize and find assets within the Widen Collective. Think of categories like big buckets of assets, divided into smaller buckets depending on how you want to browse. Use them for browsing when you're not sure what you need.

Categories allow anyone with permission to search for assets unique to their business environment. If you're a Collective admin, you can create and assign assets into categories; arrange, manage, and delete categories; organize child categories; and determine how the category search structure displays.

You'll see parent and child categories in the Collective. Parent categories are the top-level category, while child categories are like sub-categories. Parent categories display before child categories. Parent and child categories in the Categories menu on the Dashboard and in the left navigation in search results.

There's no limit to the number of categories that can be displayed; however, as a best practice, a few parent categories and one or two child categories are recommended. Fewer categories are easier to use and help with site speed. Anything beyond two should be reviewed as possible metadata fields.

Refer to the Category Best Practices document for best practices to consider when determining categories.

Create categories

To create categories:

  1. Go to the Admin app.
  2. Click Asset categories under Search Settings in the left navigation.
  3. Click Create parent category.
  4. Enter a category name and, if applicable, description. Select to list the category before other categories, at the end of the category list, or to display it alphabetically.
  5. Click Create.

After you've created parent categories, click the plus ( + ) sign by the category name to add a child category or the arrow by the parent to view existing child categories. Child categories are created the same way as parent categories.

Parent and child categories can also be created from locations on the site where categories can be edited: the Upload Wizard, when you're batch editing in the Selection panel, and on the Asset Details page. As a best practice, communicate your approach to adding categories to fellow Collective admins to keep categories maintainable and scalable as needs change.

Edit categories

If you need to make updates to category names, description, or where they display, you can edit the category.

  1. Go to the Admin app.
  2. Click Asset categories under Search Settings in the left navigation.
  3. Click the category name to edit the name, description or display location.
  4. Click Update.

Delete categories

Click a category name, then Delete category to remove the category. Deleting a category does not delete the assets in that category.

Organize categories

If you'd like to change the way parent categories are organized, reorder them by clicking a category name and dragging and dropping the category into the correct position within the list on the Asset Categories page. Categories can only be reordered within the same level.

Child categories can be reorganized by clicking the arrow next to a parent category to see the child categories and selecting a child category to alphabetize.

Check Display alphabetically on the Edit Asset Category page, then click Update when you're done!

Categories and metadata

While both categories and metadata can be used as search tools, a strong metadata structure is a best practice recommendation to enhance the searching experience.

Often, child categories can be re-purposed into searchable 
metadata fields. Start by reviewing child categories and determine if any can be turned into values for one or more new metadata fields. The Widen Central Support team is available to help assist in this process.

Another approach to consider is adding new 
controlled vocabulary fields while keeping the category structure intact. Interviewing your users for their suggestions can be helpful in guiding your decisions.

Assets without categories

See a list of asset groups that include assets without categories in the Asset-Related Tasks section of the Admin Dashboard. Click the asset group name or View to assign those assets to categories individually from the Asset Details page or in a batch using the Selection panel.

Category permissions

Categories display for anyone with permission to view at least one asset in the category. There is not a way to allow users to see only certain categories. One user may see 10 assets in a category while another may see 20 assets in the same category because the user's role has permission to view additional asset groups.

Assets can be included in as many categories as you'd like. As long as roles and asset groups are organized appropriately, users will see only the assets they have permission to view.

You can map an upload profile to a specific category and asset group. After assets are uploaded using the mapped upload profile, assets will be automatically assigned to the category and asset group.