This article will show you how you can use simple and advanced filters to quickly find the assets you’re looking for and, once found, how you can turn those filters into collections for easy, future access. Collections are smart, dynamic organisational tools based on Metadata and some may already have been set up by your admin team, for example if you're an agency you may have setup collections for every brand you work with.
Viewing a collection
In the Library module you can see all the collections that have already been set up in the side bar to the left and you can easily view a collection by clicking on it. If a collection has a disclosure triangle visible next to it this indicates there are sub-collections within it. For example if you were a grocery store, archiving all the images of your SKUs in the Adstream Library module your collections may look like the image on the right. At the top level are all your product categories and within that you have sub-categories; in this example candy contains chocolate which consequently contains the different chocolate brands. They are a lot like folders on a computer but with a significant advantage: every time you upload a new asset that is tagged with that collection’s criteria, in this case “chocolate”, it will automatically appear in this collection.
Advanced Search and saving as a Collection
Near the top of the Library module you can see the filters bar and the advanced search bar just below. There are seven simple filters based on media type, from left to right they are: image, audio, video, print, digital, document and other. When a filter is switched on, only assets of that media type are shown.
By clicking the advanced button, you can view additional options for filtering by the metadata categories you have set up. If you are in a collection you’ll see some of the filters filled in and greyed out as they have already been automatically defined from the collection.
To add a new advanced filter use the arrow by the white box to reveal a drop down list of your options and select the category of data you want to filter by, then use the new drop down to filter the option within that category.
Here I’ve selected the metadata category as “Collection” and the collection I want as Bags.
Using the button I will now only see assets that are Bags from Sada Fashion.
By clicking I will now be able to access this set of assets really easily from the side bar
If you prefer to organise your assets manually, the Add to a collection function lets you do this as an alternative to creating collections based on metadata filters. For example, when in Library > Everything, you can choose any assets manually by clicking on them and add them to a new/existing collect by following these steps:
- Login and go to the Library.
- Go to any collection or the Everything collection.
- Click on the assets you would like to gather into a separate collection.
- Click on the button.
- Name the collection and click Add.
You will find the newly created collection on the left hand side under Collections containing your chosen assets.
Adding the assets to a new/existing collection will not affect the existing collection hierarchy, but you can easily differentiate between assets that have been added manually and those automatically sorted through metadata: a manually selected asset will have the icon next to it.
Assets can only be added to collections created by users, not to categories. Categories are ‘collections’ that were created by the admin user of a BU.