Asset Readiness
Checks and evaluates digital assets (images, videos, data) against predefined standards
What is Asset Readiness?
Asset Readiness helps evaluate the level of “readiness” of a digital asset to be used, shared, or published based on defined technical and operational standards.
👉 Admins can set up one or multiple Asset Readiness forms to apply to different asset types. See more in Asset Readiness Settings here.
How to check Asset Readiness
HIVO provides you to run Asset Readiness in two ways:
For assets already stored in the library : You can also run checks on assets that have already been successfully uploaded to the library.
When uploading new assets: You can configure the system to run the check as soon as you upload an asset.
1. Check for assets successfully uploaded to Library
🔹 Step 1: Open Asset Readiness feature
Go to the Asset Detail Page.
On the Asset Action Toolbar, select "Customization".
In the dropdown menu, select the action "Automations for original/web/thumbnail" (Note: choose the correct version to check).
🔹 Step 2: Run the Asset Readiness check
A new window will appear, select "Run Check Asset Readiness".
Select the Asset Readiness Form you want to apply and the Asset Version to check.
Click "Submit" to start.
After running, the system will display a successful running message.
🔹 Step 3: View Results on the Asset Detail page
After receiving a successful completion notification in the top-right corner of the screen, close the popup and switch to the Approval tab (the thumbs-up icon).
Make sure you have selected the correct version that you ran the readiness check on.
Results:
The system will check the asset's compliance against the established rules.
The results will show a detailed breakdown of each criterion as pass or fail, along with a score based on the results.
🔹 Step 4: Handling Failed Asset Readiness Checks
View Failed Rules Summary
Clicking on the 3 dots (next to the failed rule), the Triage interface appears, requiring the user to decide on the next course of action.
Select the Appropriate Action (Choose Action)
Open the Action Dropdown Menu: Click on the dropdown menu under the "Action" heading to view the available processing options.
Choose the action that best fits your current asset management objective (e.g., Select "Mark As Archived").
Then, click the EXECUTE ACTION button to apply the status change immediately.
⭐ Common actions include:
Delete
The asset and all its versions are permanently removed from the DAM system.
Used to eliminate assets that are no longer valuable, corrupt, or in serious violation of company policies.
Send to Upload Approval
Changes the asset's status to Pending Approval according to the upload workflow.
Used to initiate the formal review and approval process for a newly uploaded asset (if the automatic process was bypassed or needs to be restarted).
Mark As Archived
Changes the asset's status to Archived. The asset remains in the system but is hidden from general searches and cannot be used/downloaded by general users.
Used for assets that are obsolete, have expired (e.g., copyright expiry), or are no longer needed for current work. This is a common action when a Readiness Check fails due to expiration.
Mark As Sensitive
Assigns a Sensitive tag or status to the asset.
Used to strictly restrict user access. Only users with special permissions can view or download it (e.g., personal information, trade secrets).
Mark As License Expired
Assigns a special status or tag of License Expired to the asset.
Used to ensure the asset is not used beyond its contract or copyright expiry date, preventing legal violations. This is a common reason for a Readiness Check failure.
Add Tags
Adds new tags to the asset's metadata.
Used to enhance the asset's searchability and categorization, especially if the asset is missing data upon upload.
Add to Collection
Assigns the asset to one or more existing Collections.
Used to organize assets by specific projects, campaigns, or themes, helping users access them in groups.
Add Permission
Adjusts the access rights for users or user groups regarding this specific asset.
Used to grant (or revoke) special access permissions to an individual or group for that asset.
Notify Uploader with summary
Sends a notification to the user who uploaded the asset, including a summary of the failure reason or the action taken.
Used to inform the asset creator about the file's issue, requesting them to fix or update it.
No Action
Bypasses the current alert interface and performs no automatic status change.
Used when the manager wants to conduct further investigation or handle the asset via a different external process at that moment.
2. Run a check During the Upload process
Run a check while uploading: In the "Asset Detail" step of the upload process, scroll down to the "Additional Automations" section.
Here, you will tick the box for "Run check Asset Readiness" to start the process.
Continue uploading as usual — HIVO will automatically process it and you can view the results once the asset has been successfully uploaded. At this point, the asset is stored in the library, and the viewing method is similar to the above.
👉 👉 Note: For assets that are in the Upload Approval stage (The Assets need to be reviewed and approved by Users with 'Can Approve' permission before being added to the Library):
Results will not be displayed immediately.
Once the asset is approved and officially stored on the HIVO Library, go to the Asset Detail Page and navigate to the Approval tab to see the results.
If you have any questions, don't hesitate to ask, we're always here to help!
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