LP4: Assets and Asset Libraries

Introduction:

The purpose of this guide is to explain what an asset library is, how its used, and the various places assets can be sorted.

An Asset is a file of value to an organization such as an image or document. e-flow allows any file type to be uploaded.  

Where are Assets stored?

Assets are stored in one of the following E-flow elements:

• Asset Libraries - a collection of Assets accessible using the Navigation bar -> Assets.
• Activities- An activity is a collection of related tasks with a beginning and an end. As part of an Activity, an Asset may be required to progress with the activity workflow. The user uploading the Asset as part of an Activity decides to upload the asset to the activity or to an existing Asset Library. If the Asset is uploaded to the Activity, it will not be visible by navigating to the Asset Libraries, but by navigating to the Activity or by using the search tools available.

If the asset is to be uploaded to an Activity, the Activity template administrator must specify the permissible file extensions within the relevant upload task in the Activity template.

Asset Libraries:

Click the Assets button  from the Navigation Bar to view all Asset libraries to which you have been granted access by a Domain Administrator.

You can filter this page by; ‘Date Created’, ‘Asset Count’, and ‘Name’ and can switch the sorting from ascending to descending:

You can also search using the search bar for the specific library you wish to open:

If you have a library description saved, when you hover over the library tile you will see the description displayed as per the below screenshot:

Click an Asset Library to open it and view its assets.

Below is an Asset Library Overview;

 
To view the assets in a tile view select this icon

When in the tile view you will see a larger thumbnail view of the assets along with; the asset name, file type, and a created or revised date of the asset. The revision and approval status are at the top of the thumbnail itself.

If you click on the asset it still leads you to a preview of the asset.

You can also use the sort by the filter in the top right as well as sort from ascending to descending and vice versa using the button to the right of the ‘Sort by’ drop-down.



In either of the views above you can select the assets using the 'select all' tick box or by individually selecting the asset required and then downloading them.



Once the assets required are selected, click on the download button. Assets should then appear on the bottom bar of your browser. 



You may be asked to confirm that you allow multiple assets to be downloaded depending on the browser and settings you have.

Alternatively, to download a specific asset, you can select the asset you wish to download and then the 'Download PDF' icon.

See more:

Create an Asset Library