Assets

An asset is an uploaded file used to accompany various content types such as resource library items, carousels, etc. Anytime you upload a photo, document, audio file, or PDF, it will be saved to your Assets in the Asset Manager. This enables you to access these items from anywhere on the site without having to reload the asset multiple times. Other users will have access to the same assets, and you will be able to access some assets used on the main site and other program office sites.

Only the following file types are accepted-

  • Images: png, gif, jpg, jpeg
  • Audio: mp3
  • Documents: doc, docx, xls, xlsx, ppt, pptx, pdf, csv, txt, rtf, zip, html, htm

When to Use

Use assets anytime you want to upload a photo, document, audio file, or PDF. Assets can’t be found directly via site search. So if you want a PDF found in your site search, it needs to be attached to a resource library item.

When to Avoid

Only create a new asset if an existing asset does not exist. For example, if you created and uploaded a report, but you needed to upload an updated version of the same report, please do not create a new asset. Instead, replace the existing asset.

Please do not upload video files. Any videos should be uploaded to YouTube. The player can be embedded in a page, or you can provide a link to the video.

Guidance

Image of Drupal interface for creating or editing an Asset.Title: Please be sure to include a relevant and meaningful title. This title will be seen by internal users (in the Asset Manager) and external users (on the website).

Office: Office associated with the asset

File Upload: Upon upload, the file name of the asset is preserved so it is important to make sure the name is descriptive, concise, and only contain letter, numbers, underscores, and/or dashes. If you are replacing an asset, you can remove the file in this place and upload a new one.

  • Bad: Drupal-Training-Script%20edits2015.pdf
  • Good: Drupal_Training_Script.pdf

Alternative Text: This filed is not required unless the asset is an image. For 508 compliance, you must include a brief description of the image in this field. More information on making files accessible.

Checkbox - Make this asset available to other offices: If you want to make your asset available for use by other offices across ACF, select the checkbox. In general, we recommend making assets available that are part of crosscutting initiatives with multiple offices.

Caption: Add caption text if you are uploading an image, for example photo credits or the name of those in the photo. It will appear directly below the image.


Asset Manager

Asset Manager pageThere are 4 options in the Asset Manager:

  • My Assets - the assets you have uploaded
  • Office Assets - assets uploaded by any user from your office
  • Public Assets – assets shared from the main site or other program office sites
  • Upload - create new assets

Replacing an Asset

To replace an asset, find the asset you want in the asset manager, and select Edit. Replace the asset by removing the existing asset and uploading a new one.

NOTE: Assets can only be updated with a file of the same type. If you want to switch from a png to a jpeg image, you will need to create a new asset.