Assets

All digital files (eg. documents, photos, videos and audio files) stored within HIVO are named Assets.

The Asset Page is where all digital assets uploaded by users or user groups to the HIVO system are stored and displayed. It serves as a central hub for viewing, managing, editing, setting permissions, and utilizing assets for communication, internal, or commercial purposes.

1. Accessing the Asset Page

You can access the Asset Page by:

• Navigating to Library, selecting any asset, then double-clicking the thumbnail image or clicking the down arrow icon → selecting View Details.

• Alternatively, after uploading, select the asset from the list and click View Asset.

2. Key Information displayed on the Asset Page

On the Asset Detail Page, you will see:

• Asset Preview: A visual preview or image of the asset.
• Name & Description: The asset’s name and content description (if available).

• Metadata: Detailed information such as creation date, uploader, file size, format type, copyright, license, etc.
• Tags: Keywords associated with the asset to support searchability.
• Versions: Different versions of the asset, such as the original file, web version, thumbnail, or watermarked version.
• Related Assets: Assets linked to the current one (e.g., attached contracts, edited versions).

• Collections / Tasks: Indicates if the asset belongs to any collection or task.
• Permissions: List of users allowed to access, edit, or download the asset.
• History: A log of actions such as updates, downloads, shares, or approval workflows.

• Comments: A section for leaving feedback or internal notes related to the asset.

Asset Detail page

3. Actions you can Perform

• Download: Download the asset in available versions (original, thumbnail, web, etc.).
• Edit Metadata: Update descriptions, keywords, copyright info, location, etc.
• Add Tags: Insert keywords to enhance search performance.
• Link Related Assets: Attach relevant assets such as approval forms or copyright documents.

• Set Permissions: Edit access rights (view, edit, approve, etc.).
• Add to Collection: Organize the asset into folders or collections.
• Approve / Reject: Approve or reject the asset in a review workflow (if enabled).
• Share Asset:

  • Generate a shareable link (with expiration or download settings if needed).

  • Choose whether to allow download or preview only.

  • Share directly with specific users or external collaborators.

• Comment:

  • Leave comments or feedback for other users.

  • Reply to or resolve comments (great for internal reviews or collaboration).

• Archive Asset:

  • Move the asset into archive state for long-term storage.

  • Archived assets are not shown in the default Library view unless filtered.

• Mark as Sensitive:

  • Restrict asset access to specific roles or teams.

  • Helps control internal usage of confidential materials.

• Version Actions:

  • View, download, or compare different versions of the asset.

  • Upload a new version to replace or update the current file.

  • Restore a previous version if needed.

• Delete Asset:

  • Permanently delete the asset (only available to authorized users).

If you have any questions, don't hesitate to ask, we're always here to help!