# Asset Readiness

## 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** ](/client-profile/client-profile-settings/organisation-and-storage/archive-settings.md)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).

<figure><img src="/files/OvH8R2EO0MmkZq2Etxti" alt=""><figcaption></figcaption></figure>

#### **🔹 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.&#x20;
* After running, the system will display a successful running message.

<figure><img src="/files/owmhX5ac3JXk7sqt370I" alt=""><figcaption></figcaption></figure>

#### **🔹 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:**&#x20;
  * The system will check the asset's compliance against the established rules.&#x20;
  * The results will show a detailed breakdown of each criterion as pass or fail, along with a score based on the results.

<figure><img src="/files/gQ7DPZnzHrkFDPLng1Ih" alt=""><figcaption></figcaption></figure>

#### **🔹 Step 4:** Handling Failed Asset Readiness Checks

1. **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.

2. **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.

<figure><img src="/files/Lrm3PfPdNj3s2HZMFfvQ" alt=""><figcaption></figcaption></figure>

#### ⭐ **Common actions include:**

<table><thead><tr><th width="168.74609375">Action</th><th width="280.8017578125">Change to the Asset</th><th>Purpose of Use</th></tr></thead><tbody><tr><td><strong>Delete</strong></td><td>The asset and all its versions are permanently removed from the DAM system.</td><td>Used to eliminate assets that are no longer valuable, corrupt, or in serious violation of company policies.</td></tr><tr><td><strong>Send to Upload Approval</strong></td><td>Changes the asset's status to Pending Approval according to the upload workflow.</td><td>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).</td></tr><tr><td><strong>Mark As Archived</strong></td><td>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.</td><td>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 <em>Readiness Check fails due to expiration</em>.</td></tr><tr><td><strong>Mark As Sensitive</strong></td><td>Assigns a Sensitive tag or status to the asset.</td><td>Used to strictly restrict user access. Only users with special permissions can view or download it (e.g., personal information, trade secrets).</td></tr><tr><td><strong>Mark As License Expired</strong></td><td>Assigns a special status or tag of License Expired to the asset.</td><td>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 <em>Readiness Check failure</em>.</td></tr><tr><td><strong>Add Tags</strong></td><td>Adds new tags to the asset's metadata.</td><td>Used to enhance the asset's searchability and categorization, especially if the asset is missing data upon upload.</td></tr><tr><td><strong>Add to Collection</strong></td><td>Assigns the asset to one or more existing Collections.</td><td>Used to organize assets by specific projects, campaigns, or themes, helping users access them in groups.</td></tr><tr><td><strong>Add Permission</strong></td><td>Adjusts the access rights for users or user groups regarding this specific asset.</td><td>Used to grant (or revoke) special access permissions to an individual or group for that asset.</td></tr><tr><td><strong>Notify Uploader with summary</strong></td><td>Sends a notification to the user who uploaded the asset, including a summary of the failure reason or the action taken.</td><td>Used to inform the asset creator about the file's issue, requesting them to fix or update it.</td></tr><tr><td><strong>No Action</strong></td><td>Bypasses the current alert interface and performs no automatic status change.</td><td>Used when the manager wants to conduct further investigation or handle the asset via a different external process at that moment.</td></tr></tbody></table>

### **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.&#x20;
* 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.

<figure><img src="/files/Bxj7xCWtfyP51Oysjozv" alt=""><figcaption></figcaption></figure>

👉 👉 **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.&#x20;
* 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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