Asset availability

Control which assets are available to users with publish and expiration dates.

Who can use this?

Plans:

  • Brandfolder

Permissions:

  • Owner

  • Administrator

 

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Asset availability is a Brandfolder rights management feature that allows you to control which assets are available to your users with publish and expiration dates.

  • Unpublished assets that aren't available are tagged with a Draft banner.
  • Assets that are expired are tagged with an Expired banner.

Assets in Draft and Expired are only visible to Admins and Collaborators; Guest users can't view them.  

Publish and expire assets

  1. In your Brandfolder, select one or multiple assets to display the bulk actions toolbar. 
  2. Select the clock icon in the bulk actions toolbar to schedule availability.
  3. To set a publish date, toggle on Enable Availability Date. Set a date and time for your users to have access to the assets. 
  4. To set an expiration date, toggle on Enable Expiration Date. Set a date and time to remove your users' access to the assets.  
  5. Select Save. 

Banners appear on your assets, showing which are expired or in draft.

Banners on articles

If an asset has a Draft or Expired banner, you can view its publish or expiration date in the Overview tab of the asset modal.

Publish or expiration date in the asset modal

To edit an availability or expiration date, repeat the steps above. The date updates to your latest entry. This also works to unexpire an asset.

Automate availability

You can create an asset automation to automatically publish or expire assets based on specific triggers. Triggers can be either a specific custom field or tag, or the asset is moved to a specific section or label.

In the Brandfolder,

  1. Select Settings > Bulk Management.
  2. Select Asset Automation.
  3. Select Create new automation.
  4. Name your automation, then select the trigger and action.

Now, your assets are automatically updated to published or expired based on the set criteria. Select Run to retroactively apply the automation to existing assets, and the automation runs in the future whenever the condition is met. Learn more about asset automation. 

Keep the following in mind

  • An asset's availability status affects its view in share links, Brandfolder Collections, and CDN embeds. For CDN embeds, if an asset expires in Brandfolder, it doesn't appear on websites or emails. 
  • Approval status always takes precedence over Expired or Draft assets. 
    • If an asset has expired and is unapproved, the pending banner appears. 

    • If an asset is unpublished and unapproved, the pending banner appears.

      If those assets are approved, they display expired or unpublished banners.