Manage Business Assets

Lock or Unlock Business Assets

You can lock an asset to keep users from editing the asset. For example, you may want to do this if you're waiting for approval.

Here’s what you need to know about locking an asset:

Any user who can view an asset can lock it, but to unlock it you must have been the one to lock it, or you must have the Manager role for the repository.
You can lock or unlock multiple assets at the same time.
If the asset has dependencies, you can lock just the asset or the asset and its dependencies.

To lock an asset:

On the Assets page, right-click or select the asset.
Choose Lock Assets or Lock Assets and Dependencies from the right-click menu or the Lock menu in the actions bar.

To lock all the assets in a collection:

On the Assets page, click More Actions and select Collections.
Select one or more repositories.
Choose Lock Assets by Collection from the Lock menu in the actions bar or the right-click menu.

To unlock an asset, instead choose Unlock Assets or Unlock Assets and Dependencies.

Archive Business Assets

You may have assets that aren't currently being used, but you're not ready to delete them yet. You can archive those assets. Archived assets are billed at 1/200th the cost of normal assets.

To archive an asset:

On the Assets page, select the item you want to archive.
Click .

To view archived assets, on the Assets page, click More Actions in the banner menu, then select Archived Assets.

Here are some things to consider when you archive assets:

You can't archive assets that are locked.
You can’t archive an asset that’s being used in a content item. For example, if an image is referenced in a content item, you can’t archive that image.
You can't modify assets while they are archived.
The asset's approved or rejected status is maintained when it's archived. If the asset is in review when it's archived, its status changes to draft.

You can also access and perform actions on archived assets through the REST API.

Manage Archived Business Assets

You can view, download, restore, or permanently delete an archived asset.

To view archived assets, on the Assets page, select a repository, click More Actions in the banner menu, then select Archived Assets.

You can search and filter archived assets as you would any other asset, with the addition of being able to filter by restoration status.

When you right-click or select an archived asset, or while you're viewing an archived asset, you can perform the following actions. Depending on the size of the window, you might need to click More on the Archived Assets page or Actions while viewing an archived asset to see some of the options.

Task	Description
Download the asset	To download a business document to your computer: On the Archived Assets page, choose Download in the right-click menu or click in the actions bar or on the asset tile. While viewing an archived asset, click Download in the banner menu. You can download only business documents, not content items.
View the asset's attributes	You can only view the asset's attributes while viewing the asset. To view the attributes, click Attributes in the banner menu; or , then, in the drop-down menu, select Attributes.
View the asset's properties	To view the asset's properties: On the Archived Assets page, choose Properties in the right-click menu or the actions bar, or click . While viewing an archived asset, click Properties in the banner menu; or , then, in the drop-down menu, select Properties. The properties include read-only information such as when the item was created and last updated.
Open the asset	To open the asset, on the Archived Assets page, choose Open in the right-click menu, or click in the actions bar or on the asset tile.
Restore the asset	To restore an archived asset: On the Archived Assets page, choose Schedule Restoration in the right-click menu or the actions bar. While viewing an archived asset, click Schedule Restoration in the banner menu. Restoring an asset my take up to 24 hours. While the asset is pending restoration, you'll see a banner on the asset tile saying "Restoration Scheduled".
Cancel restoration	To cancel a pending restoration, choose Cancel Restoration. On the Archived Assets page, choose Schedule Restoration in the right-click menu or the actions bar. While viewing an archived asset, click Schedule Restoration in the banner menu.
Permanently delete the asset	You can only delete an archived asset from the Archived Assets page. To permanently delete the asset from the repository, choose Delete in the right-click menu or click in the actions bar.

Delete Business Assets

Important:

When an asset is deleted, it is permanently removed. Assets are not moved to Trash where they can be recovered later. If you're not ready to permanently delete the asset, you can instead archive the asset.

To delete an asset:

On the Assets page, select the item you want to delete.
Click .

Note:

You can’t delete an asset that’s being used in a content item. For example, if an image is referenced in a content item, you can’t delete that image.