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Asset Manager

Asset Manager

What is Asset Manager?

The Asset Manager is a place to store assets that will be used repeatedly. It allows users to create and curate collections of media assets for use in posts. Collections appear on boards that can be shared with other users.

Units may develop their own workflows using the Asset Manager if they wish. For example, users might suggest assets to other users for inclusion in campaigns, organize assets into boards and share assets with other campus users. See “Share and Restrict Access to Assets,” below, for more information.

University Communications and Marketing recommends only adding assets that are final and reusable to the Asset Manager.

There are many kinds of assets, including but not limited to:

  • Image
  • Video
  • Post
  • Link
  • Document
  • Text
  • Audio
  • Chat Template
  • X Card

What the Asset Manager is Not

Sprinklr’s Asset Manager is not intended to be an enterprise or unit digital asset manager for Michigan State University. This is not a repository for all unit images. Not all campus communicators have access to Sprinklr, so this is not a good place to store files.

The general rule of thumb is to err on the side of not adding assets to the asset manager. Users can still add assets to a post without adding it to the asset manager. Assets that are included in the asset manager should be final and reusable. Single-use images, or images used for one set of posts across several channels, do not need to be added to the asset manager.

Feature Information

What Belongs in Asse​​t Manager?

The following are appropriate types of assets to include in Asset Manager:

  • Assets related to large campaigns that the unit would like to share with other communicators.
    • Examples: Homecoming, Day of Giving, Commencement
  • Assets that are truly used repeatedly in an appropriate manner.
    • Example: direct message templates for answering frequently asked questions

Why Not Include Everything?​​

There are several reasons University Communications and Marketing encourages limiting what is uploaded to the Asset Manager, but they boil down to two ideas: keeping content fresh and keeping the system organized and easy to search.

  • The assets in Sprinklr are for social media use only. Social media users expect unique new content in their feeds. While there is occasion to resurface content that has performed well, typically a user is only going to use an asset (an image, for example) a small number of times. The user may use it once each on multiple platforms and be done with it.
  • Users can access assets used in previous posts from the editorial calendar for reuse without saving them to the asset manager.
  • Not adding all assets to the Asset Manager reduces the amount of assets to be sorted through when looking for a particular item, making searching more efficient. 

Using Asset Manager

Read below for information on creating, uploading and curating assets in Asset Manager.

The Import function allows users to upload multiple assets at once. A spreadsheet template is included with the fields necessary to complete for each asset, allowing for metadata to be added during the import process.

To import assets in bulk:

  1. Click the More Options menu icon and choose “Import.” 
  2. On the window that appears, click “Download sample import file” to obtain the import template. 
  3. Fill out the template.
  4. Upload a zipped file of assets and the import file following the onscreen instructions.

Not all assets require files. For example, a templated response to a frequently asked question can be created directly in Sprinklr. Users can create any asset through the Create function.

To create an asset:

  1. Click “Create Asset.”
  2. Choose the type of asset.
  3. Fill out the content and fields and upload files (if necessary).
  4. Confirm the work looks correct in the preview.
  5. Confirm the sharing limitations. See “Sharing and Controlling Access to Assets” for more information.
  6. Click “Save.”

The Upload function allows users to upload a single asset file.

To upload an asset:

  1. Click “Upload.”
  2. Select a file and click “Open.”
  3. Complete the fields and settings. Pay particular attention to sharing limitations. See “Sharing and Controlling Access to Assets” for more information.
  4. Click “Save.”

Users also can choose to save assets to the Asset Manager when they’re uploading them to create post(s) in the Create Post pane.

If the asset being uploaded for a post is something that needs to be saved to the Asset Manager for future reuse, check the “Import to Asset Manager” box in the corner of the Upload Media pane.

  1. Complete the post creation process.
  2. Go to the Asset Manager.
  3. Locate the asset that was uploaded.
  4. Open the asset and edit the properties to complete the fields.
  5. Confirm the sharing limitations. See “Share and Restrict Access to Assets,” below, for more information.
  6. Click “Save.”

Asset Folders
Assets can be organized into folders, similar to dashboards and reports. Units each have a unit-level folder. Users also can create subfolders to organize projects.

To add an asset to a folder, open the asset in Asset Manager and click the Add to Folder option in the Asset Details menu.

Asset Boards
Assets can be filtered, and the results can be saved as a board. This adds efficiency to a workflow if there are searches frequently conducted in the Asset Manager. Users might filter for a type of asset or assets affiliated with a particular custom field such as the unit’s campaign tag.

To create an asset board, begin on the main Asset Manager view:

  1. Apply filters to the assets (in either tile or list view). 
  2. Click “Save as New Board.”
  3. In the new window, name the board and add any tags needed.
  4. Click “Save.”

Controlling Access to Assets

By default, Sprinklr shares assets with all users in the same workspace. For campus users, this means it shares assets to the MSU Partners workspace and all campus Sprinklr users can view and use assets uploaded by other units. Not only does this mean that other units can use the assets, but it also means that users must sort through dozens (if not hundreds or thousands) of assets that they don’t need to find the asset they are seeking.

When adding an asset, units are requested to adjust the asset sharing settings:

  1. Ensure that “Visible in all workspaces” is NOT checked.
  2. Remove any workspaces listed in the Workspaces dropdown.
  3. If the asset should be shared with a select group of users, enter their designated username or user group in the Users / Users Groups box in the next drop down. This will ensure that only those individuals (or individuals in those groups) are able to view and use the asset. If others in the unit need to be able to access the asset, be sure to list the unit’s user group here.
  4. If the asset is intended for a broader campus campaign, a user can notify the unit(s) that should be able to use the asset and add those user group(s) to the asset or share with the MSU Partners workspace to share with all users. University Communications and Marketing recommends units inform others when assets are being shared so that all users with access are aware of the intended use and any limitations.
Note: Please help keep the system clean and organized for everyone by only uploading assets that belong in the Asset Manager and only sharing assets to users who need to have access.

Sharing Asset Boards
Users can create an asset board and share it in a similar fashion. This provides an organized view of assets to those who have been granted access. This is a good approach for sharing assets related to specific campaigns.

For information on creating asset boards, see the Organizing Assets tab, above.

Documentation updated: Nov. 1, 2024

Social Publishing