Asset Administration

Administrators of the Asset Manager system have the ability to create and update asset information, from adding new files to an asset to creating processing rules for asset files.

Fields and Forms

In addition to editing and adding new assets to the system, users with necessary administrative privileges can also edit metadata fields and asset forms and determine user membership.

Asset listings display metadata using Forms that are made up of specific Fields.

  • Fields. Asset Fields are metadata fields for individual assets. They can be standard text fields, drop-down menus and checkboxes.
  • Forms. Forms are collections of metadata Fields that can be applied to a wide range of assets in the system. Systems can have multiple forms for assets that can be applied on an asset-by-asset basis. Every asset in the system must be assigned a form.

Adding Fields

Users with necessary privileges can create new fields to be used in asset forms.

  1. From the Fields tab, select the New Field link. This will open the New Field page.
  2. Enter a Label for the new field.
  3. From the Type drop-down menu, select the type of field to create. Options include:
    • Date. Date field.
    • Select One. This is a drop-down menu.
    • Text (Single Line). Single-line text field.
    • Text (Multi Line). Larger, multiple line text field.
    • Toggle. Checkbox field.
  4. The Notes field provides an area for users to include additional notes that will appear under the newly created field. This usually includes short usage notes for the new field.
  5. When all fields are complete, select the Save button. The page will reload and show additional configuration options depending on the Field Type selected, along with a preview of the new field. Selecting the Save button under the Field Config area will redisplay the Preview with the new options.
  6. Configuration options are as follows:
    • Date. There are no additional configuration options with the Date type.
    • Select One. The Select One field (drop-down menu) will produce the Options text field under the Field Config area. Enter in the values, one per line in the text field, that will appear in the new drop-down menu.
    • Text (Single Line). There are no additional configuration options with the Text (Single Line) type.
    • Text (Multi Line). The Multi Line Text field option provides the user with Width and Height fields where the specific dimensions of the field can be set.
    • Toggle. The Toggle field type will provide a Text field where users will enter the text to display next to the new checkbox.
  7. Once necessary configuration options have been selected, click the Save button under the Edit Field area. The newly created field will appear in the Fields list.

Adding Forms

Forms are a collection of metadata fields that an asset uses to store and display values in Asset Manager. Users can create and assign forms to assets in the system.

  1. From the Forms tab, select the New Form link. This will open the New Form page.
  2. Enter a Name for the new Form and select Save. The Edit Form page will open that displays an area to add fields to the form (Form Fields) and a Preview of the form.
  3. Under the Form Fields area, select Add Field.
  4. From the Field drop-down menu, select a Field to add to the Form.
  5. Select necessary options for the added field.
    • Required. Check this option if the field will be Required when saving assets in the system. Changes to assets cannot be made unless all Required fields contain values.
    • Summary. Checking this option will ensure the selected field displays in the asset list view.
  6. Select the Add Field button to add additional fields to the Form. The Preview will update each time Add Field is selected.
  7. Use the arrow icon to the left of a field listing to drag-and-drop fields to change the order they appear on the Form.
  8. When all necessary fields have been added, select the Save button in the Edit Form area. The new form will now appear in the Forms list, and can be used for assets in the system.