Folder Actions

Mastering Your Assets: A Guide to HIVO's Folder Management

HIVO equips you to organize your digital assets efficiently with its folder management functionalities. This guide explores how to access folder settings, perform actions on entire folders, and maintain a well-structured library.

Accessing Folder Options

To view folder settings/actions, either right click the folder or left click the down arrow on the top right of the folder.

Open the Folder Menu

Folder Actions

Modify All Assets: This feature allows you to edit tags and metadata simultaneously for all assets within the selected folder, including those in nested subfolders.

Folder Action

Folder Management Tools

The Folder Action section offers several options to manage your asset folder:

Types	Discription
Open Folder	Directly access the contents of the folder to view individual assets.
Nudge	This feature will allow you to prioritize folders for quicker access.
Pin/Unpin	Pin frequently used folders to the top of your library for easy reference. Unpin to remove them from the pinned section.
Edit Permission	Allows users to control who can access, view, edit, or delete specific files and folders.
Download	Download the entire folder and its contents as a compressed file.
Share	Grant access to the folder and its contents with specific users or teams within HIVO.
Rename Folder	Modify the name of the folder for improved organization.
Move Folder	Change the location of the folder within your library structure. You may select an existing folder here to merge the folders
Duplicate Folder Tree	Create a complete copy of the folder, including its subfolders and all assets within them.
Delete Folders	Permanently delete the folder and all assets it contains.

Important Note on Deleting Folders:

Remember, deleting folders is permanent, so use the alternative method if you only want to remove the folder hierarchy (Without Deleting Assets).

If you only want to remove the folder structure but keep the underlying assets, follow these steps:

• Select "Move Folder" from the folder options.

• In the "New Folder Path" field, use the backspace key to delete the entire path, essentially removing the folder structure.

• Click "Submit" to confirm the changes.

Move Path

Any Assets inside the deleted folders will be placed into the 'Asset Destination Path'. No Assets will be deleted. This action will apply to both normal and pinned folders.

HIVO's folder management tools empower you to organize your digital assets efficiently. Leverage folder actions for bulk editing, utilize "Pin" and "Download" for quick access and sharing, and explore renaming, moving, and duplicating folders for optimal library structure.

Duplicate a Folder Tree

• In the “Duplicate Folder Tree” action, you can enable the option to duplicate all assets within the folder tree.

• If a target Collection is specified for the new folder tree, duplicated assets will automatically be added to that Collection (if you’ve toggled on the duplicate assets option).

Duplicate Folder Tree

Note: There’s a maximum of 1024 assets per folder duplication as a safeguard to prevent copying overly large folders. For requests exceeding this limit, please reach out to support to increase this cap.

Information Copied During Duplication

• Folder Path: Retains the same structure as the original asset.

• Metadata: Descriptive information of the asset.

• Status: Includes sensitive, archive, license expiry dates, and other statuses.

• Tags: All tags assigned to the original asset.

• Faces & Consent: These are re-scanned at the time of duplication.

• Pending Upload Approval: If the asset is awaiting upload approval (not including version approvals), this status is retained.

Information Not Copied During Duplication

When duplicating an asset in HIVO, certain information is not copied to ensure the integrity and unique management of each asset copy. Here’s an overview of each item and why it isn’t included in the duplicated version:

• Approvals: Approval statuses do not carry over to prevent any prior approval from automatically applying to the new asset, ensuring each copy undergoes its own review.

• Comments: Comments are unique to the original asset and don’t transfer, allowing each duplicated asset to have its own distinct comment history.

• Shared Links: Links shared for the original asset are not duplicated to avoid unintentionally sharing the duplicated asset with previous audiences. New links can be generated if needed.

• Favorite Status: The favorite status doesn’t transfer to ensure that only assets intentionally marked as favorites are highlighted. Users can re-favorite the asset copy if necessary.

• Consent Information: Consent details are excluded to prevent previous consent statuses from applying automatically. This allows each asset copy to undergo a new consent evaluation if needed.

• Tasks: Tasks related to the original asset do not carry over, ensuring that each duplicate remains task-free unless new tasks are assigned specifically to it.

• SKUs: Stock Keeping Units (SKUs) are typically unique identifiers, so these are not duplicated, avoiding confusion with identical SKUs on multiple assets.

• Collections: If the original asset is part of a Collection, this association does not transfer. Duplicated assets must be manually added to Collections to maintain clarity and avoid unnecessary grouping.

• Related Assets: Links to related assets are not duplicated, allowing each copy to have a fresh start with its own set of related files if necessary.

By excluding these elements, HIVO ensures each duplicated asset is independent, enabling more controlled and intentional management of every asset copy.