New asset page

When you add a asset, the system displays the New Asset page.

Table 1. Fields on the New Asset page
Field Description
Asset Name Enter a descriptive name for the asset.
Description Enter a short, text description for the asset.
Owner(s) Click Add/Remove Members to use the Select Owners dialog to designate additional asset owners.
Asset Code

To manually enter a code for an asset, clear the Auto-generate on save box. Then, type a code for the asset. The code can be any alphanumeric string.

To have Marketing Operations automatically create an asset code, leave the Auto-generate on save box checked.

Note: You can configure Marketing Operations to generate a code according to an algorithm your administrator specifies.
Keywords Enter any keywords for the asset, separated by commas. When users search on these keywords HCL® Marketing Operations retrieves this asset.
Usage guidelines Enter any guidelines for how you want people to use this asset. For example, if it is a logo, you can let users know where this type of logo should appear.
Expiration date

Enter an expiration for the asset or select the arrow in the drop-down list to choose a date from the calendar.

After you enter a date, you can use the arrow icon to incrementally move the date forward or back.

Note: Marketing Operations sends a notification to the owners upon expiration, but the status of the asset does not automatically change to expired. At the expiration date, you should archive the asset or change the expiration date.
Version name

Enter the version number of the asset. Note the following.

  • This field defaults to version 1.0.

  • Each version you add after this one, by default, increments the version number.

  • To override the default value, enter your own version number.
Files

Click Upload to open the Add Asset Files dialog. Check one or more of the check boxes.

  • File: specify the file for your asset. This field is required.

  • Preview File: You may want users to access the preview file for reasons of security, speed, or convenience. For example, if the source file is a Photoshop file, you may want to provide a PDF file as your preview file so that users who do not have Photoshop can still see it. HCL recommends you use a PDF, GIF or JPEG file as a preview of the asset. This field is optional.

  • Thumbnail File: You can upload a smaller version of the file that users see when they open the asset or when they view their library using the Asset Thumbnails view. This field is optional.

For each box you check, browse to the appropriate file and add it to the Add Asset Files dialog box.

Security considerations

For more information about setting up security to allow some users to view only the preview of an asset, see the HCL Marketing Operations Administrator's Guide. If you have security concerns, consider watermarking the preview file, using a low-resolution version, or using some other method that protects the file and does not allow copying and saving of the file.