LP4: Assets and Asset Libraries

Introduction

An asset is a file of value to an organization such as an image or document. These can be uploaded to and stored in an asset library or an activity.

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 via the Navigation bar.
• 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

1. Navigate to your libraries via the Assets button in the Navigation Bar.

You will only be able to view asset libraries to which you have been granted access by a Domain Administrator.

2. Libraries can be filtered, sorted and searched for.

• • Libraries can be filtered by ‘Date Created’, ‘Asset Count’, and ‘Name’.
  • You can sort by ascending and descending.
  • Use the search bar to find a specific library.

If you have a library description saved, hovering over the library tile will display the description.

3. Click an asset library to open it and view all of its assets.

Below is an overview of the library view:

• • Assets can be viewed as a list or in tiles.

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.

• • Assets can be filtered.

You can also sort from ascending/descending using the button to the right of the ‘Sort by’ drop-down.

4. Assets can be downloaded individually or in bulk.

• • Download a single asset:

Select the asset you wish to download and then the 'Download' icon in the top-right.

Alternatively, select the asset name/tile to navigate to the asset summary page, then click the 'Download' icon.

• • Download multiple assets:

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 in the downloads section of your browser.

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

Alternatively, instead of the Download button you can click on 'Add to basket' then download via the basket's page.

See more:

LP4: Create an Asset Library

LP4: Upload an Asset to an Asset Library

LP4: What is the Basket and how do I use it?