Asset Types

Learn how to create and manage asset types in AssetOS to organize your digital assets effectively.

Overview

Asset Types are templates that define the structure and properties of your assets. Think of them as blueprints that determine what information you can store about each asset and what types of files can be attached.

Understanding Asset Types

What is an Asset Type?

An Asset Type defines:

• Properties: What information you can store about the asset
• File Requirements: What types of files can be attached
• Validation Rules: What data is required and what format it should be in
• Display Options: How the asset appears in lists and searches

Why Use Asset Types?

Asset Types help you:

• Organize Content: Group similar assets together
• Ensure Consistency: Make sure all assets have the same basic information
• Improve Search: Find assets more easily with structured data
• Control Quality: Validate that required information is provided

Creating Asset Types

Basic Asset Type Creation

1. Navigate to Asset Types: Click "Asset Types" in the left sidebar
2. Create New: Click "Create New Asset Type"
3. Basic Information:
   • Name: Give your asset type a clear, descriptive name
   • Description: Explain what this asset type is for
   • Icon: Choose an icon to represent this type
4. Save: Click "Save" to create the basic asset type

Adding Properties

After creating the basic asset type, you can add properties:

1. Edit Asset Type: Click on your new asset type to edit it
2. Add Property: Click "Add Property"
3. Property Details:
   • Name: Internal name for the property
   • Display Name: What users will see
   • Type: Choose from text, number, date, dropdown, etc.
   • Required: Whether this field must be filled
   • Default Value: Pre-filled value for new assets
4. Save Property: Click "Save" to add the property

Property Types

AssetOS supports various property types:

Type	Description	Example
Text	Single line of text	Product name, description
Long Text	Multiple lines of text	Detailed description, notes
Number	Numeric value	Price, quantity, dimensions
Date	Calendar date	Release date, expiration
Date & Time	Date with time	Created date, modified date
Email	Email address	Contact email
URL	Web address	Website, documentation link
Dropdown	Select from options	Category, status, priority
Checkbox	True/false value	Active, featured, published
Tags	Multiple keywords	Keywords, labels, categories

File Definitions

Define what files can be attached to assets of this type:

1. File Settings: Go to the "Files" section
2. Add File Definition: Click "Add File Definition"
3. Configure:
   • Name: What this file represents (e.g., "Main Image", "Document")
   • Allowed Types: Choose file types (JPG, PNG, PDF, etc.)
   • Max File Size: Set size limit in MB
   • Required: Whether a file must be uploaded
   • Max Files: How many files can be attached
4. Save: Apply the file definition

Managing Asset Types

Viewing Asset Types

1. Asset Types List: See all your asset types in a grid or list
2. Search: Use the search bar to find specific types
3. Filter: Filter by active/inactive status
4. Sort: Sort by name, creation date, or usage

Editing Asset Types

1. Select Asset Type: Click on the asset type you want to edit
2. Edit Mode: Click "Edit" or the pencil icon
3. Make Changes: Modify properties, file definitions, or basic information
4. Save: Click "Save" to update the asset type

Duplicating Asset Types

To create a similar asset type:

1. Select Asset Type: Click on the asset type to duplicate
2. Duplicate: Click "Duplicate" or the copy icon
3. Modify: Change the name and adjust properties as needed
4. Save: Create the new asset type

Deactivating Asset Types

If you no longer need an asset type:

1. Select Asset Type: Click on the asset type
2. Deactivate: Click "Deactivate" in the settings
3. Confirm: Confirm the deactivation

Note: Deactivated asset types cannot be used for new assets, but existing assets remain unchanged.

Property Configuration

Required vs. Optional

• Required Properties: Must be filled when creating assets
• Optional Properties: Can be left empty
• Default Values: Automatically filled for new assets

Validation Rules

Set rules to ensure data quality:

• Text Length: Minimum and maximum character limits
• Number Range: Minimum and maximum values
• Pattern Matching: Regular expressions for format validation
• Unique Values: Ensure no duplicate values across assets

Display Options

Configure how properties appear:

• Field Order: Arrange properties in logical order
• Grouping: Group related properties together
• Display Format: Choose how dates, numbers, and text are shown
• Searchable: Make properties searchable in the main search

File Management

Supported File Types

Common file types include:

• Images: JPG, PNG, GIF, WebP, SVG, TIFF
• Documents: PDF, DOC, DOCX, TXT, RTF
• Videos: MP4, MOV, AVI, WebM, MKV
• Audio: MP3, WAV, AAC, OGG
• Archives: ZIP, RAR, 7Z
• Data: CSV, XLS, XLSX, JSON, XML

File Size Limits

Set appropriate size limits based on your needs:

• Small Files: 1-5 MB for documents and small images
• Medium Files: 5-50 MB for high-resolution images and videos
• Large Files: 50+ MB for large videos and archives

File Organization

Consider how files will be organized:

• Single File: One main file per asset
• Multiple Files: Several files of the same type
• Mixed Files: Different types of files (image + document)

Best Practices

Naming Conventions

• Clear Names: Use descriptive names that explain the purpose
• Consistent Format: Follow a consistent naming pattern
• Avoid Abbreviations: Use full words when possible
• Consider Users: Think about how others will understand the names

Property Design

• Start Simple: Begin with essential properties only
• Add Gradually: Add properties as you discover needs
• Group Related: Keep related properties together
• Use Appropriate Types: Choose the right data type for each property

File Configuration

• Consider Usage: Think about how files will be used
• Set Realistic Limits: Balance quality with storage and performance
• Plan for Growth: Consider future needs when setting limits
• Document Requirements: Explain file requirements to users

Organization

• Logical Structure: Organize asset types in a logical hierarchy
• Consistent Patterns: Use similar structures across related types
• Clear Relationships: Define how asset types relate to each other
• Regular Review: Periodically review and update asset types

Troubleshooting

Common Issues

Can't Create Asset Type

• Check if you have admin permissions
• Ensure the name is unique
• Verify all required fields are filled

Properties Not Saving

• Check for validation errors
• Ensure property names are unique
• Verify you have edit permissions

Files Not Uploading

• Check file type restrictions
• Verify file size limits
• Ensure file definition is configured correctly

Assets Not Appearing

• Check if asset type is active
• Verify search and filter settings
• Look for permission issues

Getting Help

• In-App Help: Click the help icon (?) for context-sensitive help
• Documentation: Refer to this user guide
• Support: Contact support for technical issues
• Training: Request training on asset type management