Asset Management. for OU Campus v10. OmniUpdate, Inc Flynn Road, Suite 100 Camarillo, CA 93012

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1 Asset Management for v10 OmniUpdate, Inc Flynn Road, Suite 100 Camarillo, CA 93012

2 OmniUpdate, Inc Flynn Road, Suite 100 Camarillo, CA (fax) Copyright 2014 OmniUpdate, Inc. All rights reserved. Document Number: b-020 Publish Date: 7/16/2014 OmniUpdate and are trademarks or registered trademarks of OmniUpdate, Inc. Any other company and product names, and trademarks mentioned within are property of their respective owners. Content is subject to change without notice. About OmniUpdate, Inc. OmniUpdate is the leading web content management system (CMS) provider for higher education. The company focuses on providing an exceptional product and customer experience to its CMS users who manage more than 700 web and mobile sites in the U.S. and around the world. is secure and scalable, server and platform independent, and seamlessly integrates with other enterprise campus systems. It provides college and university web developers, administrators, and marketers with the userfriendly tools and deployment flexibility they need to achieve excellence. For more information, visit. About This Guide This is a review document for the Managing Assets topics. Support The Support site is available to everyone and users are encouraged to visit and browse the site for information. An institution's administrators are also available if the answer cannot be found on the Support site or further explanation and clarification is needed. Administrators may contact the OmniUpdate Support Team. Ways to access the support documentation include: Support site: The help link in the main interface of The WYSIWYG Help link Help links embedded in the system Text instructions are provide onscreen for specific fields and functionality OmniUpdate Community Network (OCN): Conventions Shorthand for navigation through the CMS is indicated with a greater-than sign and bolded: > For example, Setup > Sites. Code snippets use Courier New and a shaded background. Page 2 of 27

3 Contents Managing Assets... 4 Overview...4 Assets List View... 4 Asset Options... 5 Edit Menu...5 Review Menu... 5 Publish Menu... 6 File Menu... 6 Inserting Assets... 7 Overview...7 Inserting an Asset with the WYSIWYG Editor... 7 Inserting an Asset Only Region...8 Inserting an Asset with the Source Editor... 9 Publishing Assets Overview...10 Publishing an Asset Submitting an Asset for Approval Performing a Scheduled Publish Previewing Assets Overview...14 Previewing Standard Asset Types Previewing LDP Assets Previewing Assets in the WYSIWYG Editor Editing Assets Overview...20 Editing an Asset (Generic)...20 Deleting Assets Overview...22 Deleting an Asset Asset Access...24 Overview...24 Changing Asset Access Settings...25 Asset Properties Overview...26 General Properties Panel Asset Access Settings Panel Log List View...27 Page 3 of 27

4 Managing Assets Overview Managing assets is similar to managing pages. Like pages, the availability of functionality is dependent upon access settings and authority level. Assets List View By default, all user levels can view the Assets list view, but this can be restricted at the site level. The Assets list view can be found at Content > Assets in the global navigation bar or from the File Navigation sidebar. When viewing assets in the File Navigation sidebar, click the Assets link at the top of the sidebar to view the list of assets. Click the asset's linked name to edit the asset. The Assets list view displays the following features and functionality: Number of assets: The assets displayed are affected by user access settings and access settings. Assets accessible on all sites within the account, unless an asset was locked to a particular site upon asset creation. Filter: Assets can be filtered by name, site, asset type, or asset tags. Clicking into the Filter bar will bring up the top five sites with the most assets, the tags denoting asset type, and the top ten most commonly used tags. More than one term can be used at a time to filter the list view. New button: Allows users to create new assets; new access creation for the site can be restricted to certain groups at the site level. User levels 4 through 10 have the inherent ability to create new assets, which can be revoked with group assignment by asset type at the site level. For more information about creating new assets within, visit the Creating Assets page. Asset List View: The list contains sortable headers for asset type, name, status, asset dependency tag, date/time of the last modification, and the site in which the asset was created. Hover over a row to display more options and actions. The Asset list view includes the following columns: Checkbox: Allows users to select multiple assets or to select all assets for publishing or deletion en masse. AssetType: An icon that denotes the asset type. Name: The user-friendly name assigned during asset creation. Clicking the hyperlinked name brings users to the edit view for the asset. Managing Assets Page 4 of 27

5 Tag: The asset tag is a unique identifier for assets within an account and can be used to search for an asset and is available for reporting purposes. This is similar to how Dependency Tags work for files and pages. Asset tags are wrapped in double curly braces and take the format of a:1234. Status: Denotes the current status of the asset; i.e., checked in, checked out, locked, awaiting approval, or a scheduled action. Modified: The date and time the asset was last saved. Site/Options: The site in which the asset was created. When users hover over the asset row, additional options appear under this heading. Asset Options A variety of options are available for an asset under the Site/Options table heading the when a user hovers over an asset row. The available actions vary depending on the user's permission level as well as the status of the file (i.e., checked in or checked out, locked, pending an action). The following menus are available: Edit Menu Allows users to edit general content and properties for the asset. The actions available are: Asset: Allows users to edit the content of the asset. User levels 1 through 10 have the inherent ability to edit assets, which can be revoked with group assignment at the site level or for a particular asset. Properties: Allows users to edit general properties and metadata for the asset. The Properties view also gives users with the appropriate permissions access to the Access Settings and the Log screens for the asset. This option is only available if the asset is checked out. User levels 1 through 10 have the inherent ability to edit asset properties and view the Log, which can be revoked with group assignment at the site level or for a particular asset. Access: Access settings for the specific asset can be assigned, including the groups whose members have access to edit and use the asset. Other access settings, such as enforced approvers and bypass approval groups can also be configured here. User levels 8 through 10 have the inherent ability to configure access settings for an asset. Level 8 users can on change the access settings for assets to which they have access. Visit the Editing Assets page to learn more about editing assets. Review Menu Allows users to preview the asset and as well as versions of it. The actions available are: Preview: Provides users a view of the finished asset as it would appear in the system. User levels 0 through 10 have the inherent ability to preview assets to which they have access For more information about previewing assets, visit Previewing Assets. Save Version: Saves the current state of the file to the versioning system. This option is only available when the file is checked out. User levels 0 through 10 have the inherent ability to save a version of an asset to which they have access. Managing Assets Page 5 of 27

6 Versions: Allows users to view and revert to previously saved versions of the asset from the versioning system. This option is only available if the asset is checked out. User levels 0 through 10 have the inherent ability to access the Versions screen and to compare and revert an asset to which they have access. Note: the ability to compare asset versions is currently not available for Forms or Image Galleries. For more information about creating versions of an asset, and using the Compare and Revert tools for assets, visit the Asset Versions page. Log: Provides users a list view of the history of actions performed on the asset. User levels 0 through 10 have the inherent ability to view the log for an asset to which they have access. Form Submissions: This option is only available for Form Assets. Allows users to view all form submissions. User levels 0 through 10 have the inherent ability to view the form submissions for assets to which they have access. Publish Menu Provides all available publishing options for the asset. The available actions are: Publish: Immediately publishes the asset. When an asset is published, the content of the asset is saved to the database and is added to the versioning system. Publishing an asset updates the asset on all subscribing pages and uses the currently published version of a page to update the published version of the page. Subscribing pages that are checked out or otherwise involved in a workflow will be updated with the updated asset content, but will not be published until that page is manually re-published. User levels 0 through 10 have the inherent ability to publish assets to which they have access -- unless an approver has been assigned (and again, this can be overridden if they are a member of any assigned bypass approver group). Multiple assets can be published simultaneously by selecting the checkbox next to each desired asset and clicking Publish in the table header. Schedule: Allows users to define a future date that the asset will auto-publish to the production server or publish target. Access rights for scheduled publish are the same as those for regular publish. Submit for Approval: Allows users to send the page to another user in the system for review. Submit for Approval is inherently an option for user levels 0 through 10; if an approver has been set but not enforced, non-admin users may not publish the asset directly; they must send the asset to another user for approval. If an approver has been set and enforced, then the asset can be sent only to the assigned approver. This option is only available if the asset is checked out. For more information about publishing assets, visit the Publishing Assets page. File Menu Allows users to perform additional actions on the asset. The available actions are: Rename: Allows users to rename the asset. User levels 8 through 10 have the inherent ability to rename an asset, and level 8 only can rename assets to which they have access. Copy: Allows users to copy the asset. User levels 8 through 10 have the ability to copy assets, and level 8 users can only copy assets to which they have access. This option is not available for Form assets. Delete: Allows users to delete the asset. Pages subscribing to the asset will become broken until the asset is removed from the page. User levels 8 through 10 have the inherent ability to delete an asset, and level 8 only can only delete assets to which they can access. User levels 1 through 7 can be granted the permission to delete content by an administrator on a per-user basis. Multiple assets can be deleted at the same time by selecting the checkbox for each desired asset and clicking Delete in the table header. For more information about deleting assets, visit the Deleting Assets page. Managing Assets Page 6 of 27

7 Inserting Assets Overview In order to insert an asset into a page or editable region, it must first be created within a site in the OU Campus system. For more information about creating assets, visit the Creating Assets page. Once assets have been created, end-users can utilize assets. Assets are commonly inserted by one of the following methods: Using the WYSIWYG Editor Using an Asset only region Using the Source Editor Inserting an Asset with the WYSIWYG Editor Most often, an asset will be available to insert on a page while editing in the WYSIWYG Editor. Content editing might also be configured so that when clicking on an editable region button, the user is only presented with an asset chooser. Once a page has subscribed to the asset, any changes in the asset will update the page and republish it. The republishing of pages subscribed to assets can be throttled by administrators with the configuration of the publish threshold setting. 1. While in the WYSIWYG Editor, place the cursor where the asset will be entered. 2. Then find and click on the Insert Asset icon in the toolbar. 3. From the Asset Browser, choose the asset from the list of available assets. Optionally, a user can filter the list by tag, type, or site. Assets from all sites within an account are shown, unless otherwise restricted except for Managed Form Assets, which are site specific, are also only shown in the site in which they were created. Inserting Assets Page 7 of 27

8 4. Click on Select Asset. The asset will be entered into the page where the cursor was placed. If the asset is a Text Only Asset, or a Web Content Asset with no block level HTML code (such as p or div tags), the asset will preview with the content inside of a wrapper. If the asset is a Web Content Asset with block level HTML code, a Source Code Asset, an Image Gallery Asset, or a Managed Form Asset, it cannot be previewed in the WYSIWYG Editor, but it will still have a wrapper. Note that even though the asset is not displayed in the WYSIWYG Editor, most will still render in the page preview. Source Code Assets will not always render with preview. To delete an asset from a page in the WYSIWYG Editor, click anywhere on the asset wrapping and press the Delete key. Inserting an Asset Only Region An administrator may also create a template file that displays an editable region which forces users to use an asset chooser. 1. Click on Choose an Asset when creating a new page or in the MultiEdit screen, or simply the Edit button in an editable region. 2. Search for the desired asset using the filter options. Assets from all sites will appear, except for Managed Form Assets, which are site specific. 3. Select the desired asset. 4. Click Select. Inserting Assets Page 8 of 27

9 Inserting an Asset with the Source Editor A user can add an asset to a page or editable region using multiple methods including the Source Editor. It is important to remember that only Level 10 and Level 9 administrators have access to the Source Editor in the system. However, lower level users can have access to the Source Editor as well as long as an administrator has enabled this functionality for the user's account in their permission settings. 1. Navigate to the pages list view by selecting Content > Pages from the global navigation bar. Hover over the row for the target page and select Edit from the list of available actions. 2. While in the Source Editor, place the cursor where the asset will be entered. Then click Insert from the available toolbar. 3. After clicking the icon, the Insert Asset modal is displayed. The Insert Asset dialog contains a list of the available assets along with a preview of the asset's content. The available list can be filtered by tag, type, or site. 4. Select the asset to be used. 5. Click Insert. The asset tag is entered into the source code where the cursor was placed. Assets in source code follow the syntax {{a:###}}, where the ### denotes the asset number. If an asset number that does not exist is entered, the asset does not render. Inserting Assets Page 9 of 27

10 Publishing Assets Overview In order for an asset to appear on a published page of an site, it must first be published. Once a page has subscribed to an asset, republishing an asset updates and republishes subscribing pages. The functionality to publish an asset can be accessed from the Assets screen by hovering over the asset and clicking Publish. It can also be accessed from preview/edit mode or when using any of the utilities available from the action bar. When an asset is published, the content of the asset is saved to the database and is added to the versioning system. All pages containing the asset are republished using the last published version of the page. If there are changes that have been made on the staging server that are not yet published, they will not be published along with the asset in order to prevent premature changes to the production server. In addition, publishing assets does not have an effect on pages that are checked out to other users or are in workflow until the pages are checked back in. Publish includes: Final Check: The Final Check tab shows how many subscribing pages will published. The last published version of an asset is used and the page is republished with the updated asset. Version Description: Add a publish note to help users identify appropriate versions when making a comparison or a revert to the asset. There is a 256 character limit. Schedule: A date and time can be scheduled on which to publish the asset, and can be set as a repeating event. Scheduling the asset for publish will not update the asset right away on any pages it is being used. A notification is automatically configured to be sent to the user who scheduled the publish. Note that the number of pages published with the publish of an asset can be limited by an administrator with the configuration of the account setting for publish threshold. Publishing an Asset An asset is available for publish by the current user if it is not checked out by another or otherwise in workflow. To publish an asset from the Assets list view: Publishing Assets Page 10 of 27

11 1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. 2. Hover over the asset row and select Publish from the list of available actions. 3. Once the Publish dialog is displayed, input an optional version description and click Publish. Alternatively, select Publish from the action bar in preview/edit mode. Submitting an Asset for Approval Submitting an asset for approval may be an alternative to publishing an asset, or it may be required, depending upon access settings. Additionally, an approver can be enforced. When an asset is sent to another user for approval, the sender will be temporarily unable to perform editing and publishing actions on the asset. If the approver is the final approver, the options include publishing the asset, editing and saving the asset, publishing and scheduling a publish, reassigning, and declining to approve. If the approver has an approver, then not all actions will be available. When a user submits an asset for approval the Submit for Approval dialog is shown. Required items are shown in bold and the dialog includes the following: To: Allows administrators and users to select an approver to send the asset to. If Enforce Approver is set, a choice of approvers is not available. Subject: Helps users identify the file for review by providing a brief subject or name of the file. Message: A message can be optionally input to help users identify the file or the changes that have been made. Send Copy to If this checkbox is selected, it sends the message and link to the page to the approver's (if configured in the system), as well as within the internal messaging system. An asset can be sent to another user for approval either from the Assets list view or the actions view. It is important to remember that for this functionality to be available for both methods that the file must first be checked out to the user. To submit an asset for approval from the Assets list view: 1. Check out the asset. 2. Hover and from the Publish menu, select Submit for Approval. 3. Once the Submit for Approval dialog is displayed, fill out all necessary information and select Submit. Alternatively, from the Publish drop-down in preview/edit mode, select Submit for Approval. Performing a Scheduled Publish A user can define a future date for the asset to auto-publish using the Schedule Publish feature. If a scheduled publish is set, the asset is not published until the date of publish. On the predefined date, the asset and subscribing pages are updated and published to the production server. Scheduled publishes can be set from the Publish modal using the Schedule tab. The following elements are displayed in the Schedule tab: Publishing Assets Page 11 of 27

12 Date: Input a date manually or click the field or calendar icon to select a date from a calendar. Time: Input a time manually or click the field or clock icon to use the spinner to choose the time options, including AM/PM preference. Repeat Every: Enter or select a number and then enter or select a corresponding unit of time (hours, days, weeks, months, or years) in the drop-down directly to the right of the text field. Notification: Allows users to create a notification and have it sent both within the internal message system as well to an external . An asset does not have to be checked out by a user in order to set a scheduled publish. A scheduled publish can be performed from either the Assets list view or the actions view. To set a scheduled publish from the Assets list view: 1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. 2. Hover over the row and from the Publish menu, select Schedule. Publishing Assets Page 12 of 27

13 3. Once the Publish modal is displayed, select the Schedule tab. 4. Fill out the necessary fields and click the Schedule button. Publishing Assets Page 13 of 27

14 Previewing Assets Overview When an asset is created or edited in the system, it can be previewed before being inserting into a page or editable region. The ability to preview assets is available to all users by default, unless otherwise specifically restricted with access settings. To preview an asset, navigate to the Assets list view by selecting Content > Assets from the global navigation bar. From the Assets list view, a user can hover over the row item and preview the asset by selecting Preview from the list of available actions. Additionally, a user can also navigate to assets from the File Navigation sidebar. Click the Assets button (on the top, next to Pages) and select an asset from the list. Previewing Standard Asset Types Asset preview is dependent on asset type. When previewing a Web Content Asset, Source Code Asset, or Plain Text Asset, the asset content is shown in the Preview Asset panel. Previewing LDP Assets When a user selects an LDP asset; that is, an LDP Form or Image Gallery, for previewing, the asset preview screen is displayed in a slightly different manner. The following elements are displayed for an Image Gallery Asset: Previewing Assets Page 14 of 27

15 Preview Menu: Displays the name of the asset being previewed and a menu item for each of the displayed panels. Gallery Summary: Provides users basic information about the gallery, such as the number of pictures in the gallery and the size of each picture's displayed thumbnail. This information cannot be edited. Gallery Elements: Displays a preview of all elements within the asset. Gallery XML: Displays the source code for the currently selected image gallery. Previewing Assets Page 15 of 27

16 The following elements are displayed for an LDP Form Asset: Preview Menu: Displays the name of the asset being previewed and a menu item for each of the displayed panels. Previewing Assets Page 16 of 27

17 Form Summary: Provides users basic information about the form, such as the number of elements and the messages configured for when the submittal of the form is successful or not successful. Form Elements: Displays a preview of all elements within the form. Form XML: Displays the source code for the currently selected form. Previewing Assets Page 17 of 27

18 Previewing Assets Page 18 of 27

19 Previewing Assets in the WYSIWYG Editor Plain Text Assets and Web Content Assets without block level HTML can also be previewed within the WYSIWYG Editor when editing a page. When an asset is inserted into a page from the WYSIWYG Editor the ASSET text and asset wrapper is shown as such: Previewing Assets Page 19 of 27

20 Editing Assets Overview Editing an asset is similar to editing a page, as several of the same actions and file operations are available. Changes made by editing an asset do not affect the files on the production server or publish target until the modified asset is published. However, changed assets render on the staging server. Publishing can be immediate or scheduled to occur in the future. Once an asset has been inserted on a page, the page is said to have "subscribed" to the asset and the asset is a dependency of the page. An asset must be published after editing it in order to update the dependent pages that have subscribed to it. Pages that are checked out or otherwise in workflow are updated with the edited asset content, but not published. The republishing of pages subscribed to assets can be throttled by an administrator with the configuration of the account setting for publish threshold. The available editing tools are dependent on asset type. For example, a Web Content Asset has a miniwysiwyg. A Source Code Asset has a mini-source Editor. A Plain Text Asset does not include a toolbar. LDP Forms and Image Galleries have editing tools specific to those types of assets. Editing an Asset (Generic) 1. Navigate to Content > Assets. Editing Assets Page 20 of 27

21 2. Locate the asset to be edited. Use tags to filter if necessary. By default, assets from all sites within an account are shown, except for Image Gallery and Form assets, which are site specific. 3. Click on the name of the asset or hover over Edit on the asset row and choose Asset. Assets checked into the system or checked out to the current user can be edited. 4. The asset is now checked out to the current user and can be edited. 5. Make the changes to the asset and Save. An asset can be opened for editing from the File Navigation sidebar by clicking Assets (at the top, next to Pages), and clicking on the asset name. Editing Assets Page 21 of 27

22 Deleting Assets Overview Level 9 and 10 users have the default ability to delete assets. Lover level users can also be given this ability by an administrator. If a page contains an asset that is deleted, it now includes a link to an asset that no longer exists. This means that the asset wrapper or asset tag is still shown in the WYSIWYG Editor; however, the usual preview or preview message is replaced with a notification that the asset cannot be found. In the Preview view of the page (or on the live website if the page has been published after the asset has been deleted), a message will appear indicating the asset is broken as well. This message contains the asset tag number as well as the site where the asset is stored and its friendly name. As a result, the asset tag must be manually deleted from the pages which originally subscribed to it. These pages can be found using the Broken Pages report. Visit the Broken Pages page to learn more about this report. Deleting an Asset Deleting an asset from the Asset Manager does not delete the asset tag from the subscribing pages. To avoid broken asset links after the asset has been deleted from the Asset Manager, it is recommended to locate all subscribing pages and delete the asset link out of the page itself. Deleting Assets Page 22 of 27

23 To delete an asset: 1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. 2. Locate the asset to be deleted. Hover over File on the asset row and choose Delete. Assets are not recoverable from the Recycle Bin, even if the recycle bin is enabled for a site. 3. A modal will appear to confirm the delete. Review any pages where the asset tag will break and click Delete. 4. When the asset has been deleted, a confirmation will appear at the bottom of the screen. If the asset had any subscribers, a link will appear for the Broken Pages report in the confirmation bar. Clicking the link will send users to the report, so they can address the pages where the link to the asset is now broken. Deleting Assets Page 23 of 27

24 Asset Access Overview When creating an asset, the access settings for editing and using the asset can be defined by assigning a group whose members will have the rights associated with the setting. The asset access settings for an individual asset are available in a panel view from the edit/preview edit mode for an asset on the Properties menu > Access. This can also be navigated to by going to the Assets list view, hovering over an asset, and from the Edit menu, selecting Access. The access settings for an asset includes the following: Access Group: Defines the user group whose members have rights to edit the asset. If a user is not within the group, the asset will be visible on the Asssets list view, but they will not be able to check out the asset, edit it, or perform any other management actions for it. This includes viewing Form Submissions for Form Assets. Available To: Defines the user group whose members have rights to use this asset, such as the ability to insert it on a page. Membership in this group does not provide editing rights to assets. Approver: Setting an approver overrides any users' approvers and requires that the asset be sent for approval before publication. If not specifically defined, the default is to inherit from parent. Enforce Approver: When selected, a user must send the asset to the approver. When not selected, a user may choose from the drop-down which user to send to. Bypass Approval: Allows users in the selected group to bypass the approval process and immediately publish the asset. Asset Access Page 24 of 27

25 Changing Asset Access Settings 1. Navigate to the Assets list view or to the edit view of the asset. 2. Hover over the row and from the Edit menu, choose Access, or from the Properties menus, select Access. 3. For Access Group or Available To, select a group whose members will be able to edit or utilize the asset, respectively. To create an approval workflow for the asset, select a user as an approver. When selected, the Enforce Approver checkbox allows the asset to only be sent to the assigned approver, rather than be able to select any user from the drop-down. 4. Click Save. Asset Access Page 25 of 27

26 Asset Properties Asset Access Settings Panel The Access Settings panel on the Properties screen allows for the configuration of the group whose members have access to editing and access to use the asset. Also the workflow settings with regards to an approver, enforced approver, and bypass approval can be configured. The Access Settings panel contains the following elements: Access Group: Defines the user group whose members have permission rights to edit the asset. Available To: Defines the user group that has permission rights to use this asset. This group will not be able to edit the asset in any form. Approver: Setting an approver overrides all users' approvers for this asset. By default, this option is set to use approval settings inherited by the site access settings. Enforce Approver: Selecting this checkbox overrides all approval settings and instead disallows users to self-publish their assets. Instead, all assets must first be sent to an approver to be published. Bypass Approver: Allows users in the selected group to bypass the approval process and publish the asset immediately. Asset Properties Page 26 of 27

27 It is important to remember that asset access settings can also be edited at the account level by a Level 10 administrator. For more information about changing site asset access settings, visit the Site Asset Access Settings page. Similar to pages, access settings can be changed with the Bypass Approval group and to limit access to a specific group, or in the case of the Approver setting, a user. While the initial settings may be defined at the site level, they can be overridden at an individual asset level. With the exception of the Readers setting, access settings for assets work in the same way as for pages. Asset access restrictions can limit the editing, publishing, and use of an asset. For example, an asset s access is set for User A (but not User B). User B cannot edit, manipulate, or publish the asset. However, User B can use the asset in the Source Editor, WYSIWYG Editor, or an Asset Chooser. The Readers setting limits the ability to see, and therefore use, the asset by group. Asset Properties Page 27 of 27