Assets are your files inside of your site. This article will show you how to add an Asset to your {{variable.HCMS}}.

File Size Restrictions

The site has a size limit of 500 {{glossary.MB}} per individual file.
Please see our article for Supported File Uploads to view allowed file types.
Any images larger than 2600 by 2600 pixels size will compress down. For information on image compression, see our article on Compression.

Add Asset(s)

Who can use this feature?
Owner | Developer | Publisher | Author (submit for approval)

Navigate to Assets on the left-hand menu
Select + Add Files
Select a Permission Set and Categories
Click on the Select File(s) button or drag and drop files into the upload area
Locate a file from your computer and click Open
Note: To open multiple files at once, press Ctrl and then select your files
View your new asset(s)
You can change an asset's publish status if needed

Change an Asset's Status

Who can use this feature?
Owner | Developer | Publisher | Author (submit for approval)

Navigate to Assets
Hover over an asset and click the three-dot action menu
Click Actions and then Change to [status]
- Change to Published: Configure your Notifications options and click Confirm
  Note: An image must have alternative (alt) text before it can be published. Edit the asset to add alt text.
  - Notify users of newly published asset: Choose to not send or send a notification now
    Note: Notifications will not be sent for imported items or if more than one item is published at a time using bulk actions
  - Scheduling: Choose to publish immediately after you click Confirm or choose a publish/unpublish Date
- Change to Draft: Configure the pop-up options and click Confirm
  - Set to Draft immediately: Select for the asset to immediately go into draft status
  - Set to Draft at a later date and time: Choose a date and time for the asset to become a draft
- Change to Archive: Select an archive option and click Confirm
  - Set to Archived immediately: Select for the asset to immediately archive
  - Set to Archived at a later date and time: Choose a date and time for the asset to be archived

Edit an Asset

Who can use this feature?
Owner | Developer | Publisher | Author (submit for approval)

Navigate to Assets on the left-hand menu
Hover over the desired asset and click the Actions (three dots ...) menu
Select Edit
Modify desired fields on the Metadata tab
- Permission Set: Edit Permission Set(s)
- Categories: Add or remove categories for your asset
- Name: Give your file a name. The default name will be the file name from your computer.
- Slug: Edit the {{glossary.URL}} slug for your asset or click Generate for the system to auto-populate the field
- Tags: Add or remove tags to easily identify the asset in search functions
  Note: The system automatically attaches tags to images, text files, Word files, and {{glossary.PDF}}s. You may change these tags at any time. We do not allow duplicate tags to exist on a single file.
- Image is Decorative: Decorative images will use alt text (alt=“”) and are un-editable. View the Decorative Images article from the Web Accessibility Initiative.
- Alt Text: Add or modify the alternative text (Alt text is required to publish the asset)
- Metadata: View/add Metadata for the asset
- Protected: Specify whether an asset is protected or not
If your asset is an image, the following options are available:
1. On the Image tab, use the tools at the top to modify your image
  - Rotate Left: Click to rotate your image to the left
  - Rotate Right: Rotate your image to the right
  - Flip Vertically: Choose to flip the image vertically
  - Flip Horizontally: Select to horizontally flip your image
  - Reset: Click to return your image to its original state
  - Crop: Click and drag your cursor over the image to crop it
2. On the Focus Point tab, select the position of the focus point when there are different aspect ratios used
Click Save

Replace an Asset

Who can use this feature?
Owner | Developer | Publisher | Author (submit for approval)

Navigate to Assets in the left-hand menu
Drag and drop the new item onto the existing asset
Note: When you replace a file, all descriptive information (name, description, tags) is kept the same, which allows you to manually update the information if you wish. The system will not add any new recommendations/descriptions. Edit the Asset to change any information.
Click Yes on the pop-up that says, Do you really want to replace asset [name] with a newer version

Delete an Asset

Who can use this feature?
Owner | Developer | Publisher

Select Assets on the left-hand side
Hover over the desired asset and click the Actions (three dots ...) menu
Select Delete
Select Yes on the Do you really want to delete the asset? prompt to confirm

Asset Management Product Updates

July 2025 Newsletter

Quarter 2, 2025 Asset Management Webinar

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