Find, download, and share your first assets
In this tutorial, we’re going to find a small set of assets in your portal, download one of them in a different format, and share the set with someone outside Storyteq CMP. Finding and sending approved content is the everyday work of a marketer, and these three tasks cover most of it. By the end, you’ll have a working share that you’ve opened as a recipient would, and added to after sending it.
This is part 1 of 4 in the marketer tutorials. Next: Create your first digital adaptation.
Prerequisites
To follow this tutorial, you need:
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A user role with at least the Viewer role for Content Portal, which lets you view content in portals. The Standard User role preset includes this. Each role’s permissions are listed in User role presets and permissions.
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Sharing switched on for you. Sharing doesn’t come from a user role: your administrator switches it on through a group.
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A few assets on an assets page that you can download.
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What you see here depends on your workspace’s configuration. Whether you can share, and the download formats on offer, are set up for your workspace. If the Share button isn’t visible on your assets page, contact your administrator. |
What we’ll create
We’ll pick three assets for an imaginary campaign brief and download one of them as a smaller file. Then we’ll create a share containing all three, send it to your own email address so you can open it as a guest, and add a fourth asset to it afterwards.
Using your own email address as the guest means you see exactly what an external partner sees, without involving anyone else.
The tutorial takes about 25 minutes, including the videos, in seven short steps:
Step 1: Search for assets
Every assets page has a search bar at the top, and that’s where we’ll start.
We’re going to search for assets by name, then narrow the results with a keyword filter.
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Open an assets page in your portal.
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Select the search bar and enter a word that appears in the names of some of your assets, such as a product or campaign name.
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Submit the search.
The word becomes a search term above the asset list, and the list updates.
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Open the filters and select one keyword that fits the brief, such as a market or a product line.
You’ll notice two things about the results:
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Both the search term and the keyword appear as active filters above the asset list.
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Each filter narrows the results further, so the list gets shorter as you add them.
To remove a filter, select the cross on that filter. A search term only matches words in an asset’s name. A word that appears only in an asset’s description returns nothing. The next step searches more widely.
Step 2: Search by meaning
Sometimes you know what an asset shows but not what it’s called. AI descriptive search finds assets by meaning instead of by name.
We’re going to describe an asset in plain words and let the search find it.
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Clear the filters from step 1.
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Select the search bar and turn on AI Descriptive Search.
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Describe something that appears in one of your assets, such as "woman reading a book" or "blue sweater".
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Submit the search.
You’ll notice that:
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The results include assets whose names don’t contain any of the words you entered.
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The closest matches appear first, because results are ranked by relevance.
Descriptive search reads each asset’s description, keywords, and AI-generated tags as well as its name. For further information, refer to Understanding operational AI.
Now pick three assets for our brief. Select the checkbox on each one. A toolbar appears above the asset list, showing how many assets you’ve selected.
Step 3: Download an asset
Before we share our three assets, we’ll download one of them for ourselves.
We’re going to download a single asset in its original format.
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Find the first of your three assets in the list.
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Select on the asset.
A window opens listing the formats you can download.
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Choose the original file and select Download.
The file downloads to your computer. If you choose more than one format, the files arrive together in a ZIP file. The same happens when you download several assets at once from the toolbar.
Step 4: Download a different format
A full-resolution original isn’t always what you need. Transforms let you download the same asset as a different file, such as a smaller JPEG for a slide deck.
We’re going to download the same asset again, this time as a smaller file.
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Select on the same asset.
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Choose a lower-resolution format, such as a low-resolution JPEG.
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Select Download.
You’ll notice that:
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The list of formats depends on the type of asset: an image offers different options from a video.
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The new file is smaller than the original you downloaded in step 3.
Some assets offer only their original file. That happens when no transforms are set up for that type of asset, or when the original is too small to produce them. Understanding transforms explains how transforms are decided.
Step 5: Create a share
A share collects assets behind a link that expires, so you can send them to people who don’t have a Storyteq CMP account.
We’re going to share our three assets with your own email address.
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Check that your three assets are still selected. If not, select their checkboxes again.
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Select Share in the toolbar, then select Create New Share.
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In Title, enter
Tutorial campaign assets.The title appears in the email the guest receives, so in real work make it something they’ll recognise.
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In Description, enter
Assets for the spring campaign brief. -
Turn on Choose who has access, then select Next.
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Enter your own email address and add it as a guest.
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Choose how long the share stays active.
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In Message, enter
Here are the assets for the spring brief. -
Select Create Share.
You’ll notice that the window closes and nothing else seems to happen on the assets page. That’s expected: the share now sits in My Shares, and an email is on its way to the guest.
Step 6: Open the share as a guest
Now we’ll switch sides and become the guest.
We’re going to open the share from the email, the way an external partner would.
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Open the share email in your inbox.
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Select the link in the email.
The share opens in your browser.
You’ll notice that:
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You didn’t need to sign in.
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The page displays the share’s title, its expiry date, and the message you entered.
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Each asset shows its file name, format, and size, and you can download assets one at a time or all at once.
This is everything your guest can reach: the three assets in the share, and nothing else in your portal.
Step 7: Add to the share
Briefs change, and shares can change with them. We’re going to add a fourth asset to the share we’ve already sent.
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Return to the assets page and select the checkbox on one more asset.
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Select Share in the toolbar, then select Add Assets to Existing Share.
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Choose Tutorial campaign assets and confirm.
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Open My Shares and select Tutorial campaign assets.
You’ll notice that:
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The share now contains four assets.
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The Guests tab lists your email address as the only guest.
Refresh the guest page from step 6. The fourth asset is there, under the same link. Guests aren’t notified when you add assets, so in real work, tell them when something new arrives.
The finished share
Here’s what we’ve built:
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Share title: Tutorial campaign assets.
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Assets: four, the three from step 5 and the one added in step 7.
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Guest: your own email address, reaching the share through one link with no sign-in.
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Expiry: the duration you chose in step 5, after which the link stops working.
Conclusion
In this tutorial, you’ve learned how to:
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Find assets by name and keyword, and by meaning with AI descriptive search.
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Download an asset in its original format and as a transform.
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Create a share and send it to a guest.
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Open a share as a guest sees it.
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Add assets to a share after sending it.
From here, Download and share assets covers the rest of what you can do with shares, such as removing guests and turning a share off. To find assets in larger libraries, use Find and filter assets.
If you also create content from templates, continue with Create your first digital adaptation.