Edit Business Documents

Edit Business Document Attributes

Business document attributes include the name and description and any custom attributes defined in the asset type by your content administrator.

To view the asset's attributes, open the asset, click the additional properties pane, then, in the drop-down menu, choose Attributes.

To edit the attribute values, including the name or description, click Edit.

  • Edit the name—Business document file names must include the file extension, so if you remove the extension while editing the name attribute, the extension will be appended to the name you entered when you save the changes. For example, if you upload a file named "contacts.csv" or "contact_info.csv" and change the name attribute to "contacts", the asset will be named "contacts.csv" (using the name you entered with the file extension appended to it).

    If you accidentally enter an incorrect extension while editing the name attribute, the correct extension will be appended after the incorrect extension you entered. For example, if you upload a file named "contact_info.txt" and change the name attribute to "contacts.csv", the asset will be named "contacts.csv.txt" (using the name and incorrect extension you entered with the correct extension appended to it).

  • Edit the description—You can optionally enter a description for the asset.
  • Add or edit media—If the attributes include a media reference, you can perform the following actions:
    • To edit the media or media attributes, click Edit icon, and choose an option.
    • To add a new media item, click Add media icon and choose to add from Documents, your computer, or an external source such as Google Drive (if configured by your administrator). Navigate to the item to add and click OK. Select any categories, collections, channels to assign the item to and add any relevant tags, then click Done to add the item to the repository.
    • To select an existing media item from an asset repository, click Select media icon. All digital assets are shown.

      If smart content has been enabled on the repository, you can see assets recommended for you based on the name, description, and any text fields in your asset. Click Recommendations for You. The top five recommended keywords are added to your search, and additional recommended keywords are shown below the search box. To add another recommended keyword, click it. You can also manually enter another keyword. To remove a keyword, click the X next to it.

      Choose an asset to reference, and click OK. If the asset was not already in the collection, it will be added to the collection after you save the asset.

    • To clear the media item, click Clear media icon.
  • Add or edit a referenced content item—If the attributes include a content item reference, you can perform the following actions:
    • To edit the content item, click Edit icon.
    • To create a new content item, click Create content item icon and choose the type of content item to create or choose Create a New Content Item from the list, then follow the procedure to create a content item.
    • To select an existing content item, click Select media icon and navigate to the desired content item.
    • To clear the content item, click Clear content item icon.
  • When you're done, click Save.

Refresh Business Documents Added from Documents

For an asset that was added from Documents, you can check if the linked Documents file has been updated, and then refresh the asset to the latest version.

To check for updates and refresh assets to the latest versions of the Documents files:

  1. Select one or more linked assets.

    You can quickly find all linked assets by selecting Linked in the Filters panel.

    To check for updates for a localized version of an asset, select the language in the drop-down list on the asset tile and select the asset.

  2. Choose Check for Updates in the right-click menu or click Refresh linked file icon in the actions bar.

    For assets that can be updated, you see the following information:

    • The asset name and language. To preview the asset, click Preview icon.
    • The current state of the asset. For example, you'll see what version of the document the asset was created from or that the asset itself has been edited. If the asset has been edited, updating the asset will get rid of the asset updates and replace the asset with the current version of the linked Documents file.
    • The current Documents file and version. To preview the document, click Preview icon.
    • An icon ( Remove icon) to exclude the file from being updated.

    For assets that can't be updated, you see the following information:

    • The asset name and language.
    • The reason the asset won't be updated. There are several reasons an asset might not be updated:
      • The asset is already in sync with the linked Documents file.
      • The asset is locked.
      • You don't have update permission for the asset's associated asset type.
      • You don't have at least Viewer permission for the linked Documents file.
      • The updated media file in Documents isn't supported by the asset's associated asset type.
  3. When you're done reviewing the updates, click Update to refresh the assets to the latest versions of the Documents files.

Convert a Business Document to a Custom Asset Type

You can convert a business document from an out-of-the-box asset type (Image, Video, or File) to a custom asset type.

  1. Click Assets in the side menu to open the assets page.
  2. Select or right-click the assets you want to convert, then, in the Convert menu, choose Convert Type.
  3. In the Convert Asset Type dialog, you'll see a list of the items you're converting, including the file name, the current source asset type, the target asset type that will be applied to the item, the status, and, if there are data fields in the selected asset type, you'll see an attributes icon (Attributes icon). You might need or want to perform the following actions in the dialog before you convert the assets:
    • Select a new asset type—If the file type has more than one custom asset type that it can be converted to, you can select the new type in the drop-down list; or select multiple items, click Assign Type, and select the asset type. If the asset doesn't have any associated asset types available to convert to in the selected repository, you'll see Not ready icon "No Types" as the status. You'll need to remove the item before you can convert any remaining items.
    • Edit attribute values—If the asset is missing some required attribute values, you'll see Not ready icon "Attributes" as the status. You might also want to view or edit the values. To edit the values, click Attributes icon or select the item and click Edit Attributes. To enter the same attribute value for multiple assets of the same asset type, select the assets, then click Edit Attributes (the attributes icon shows the attributes for only a single asset).