Managing Assets

Overview

Assets are a type of data in EMP which you build your content around, such as majors, minors, extracurricular activities, campus preferences, etc. Assets can be used as a single select field on a form (e.g., major on your inquiry form). Assets are used to build asset pages in a student's personalized URL (PURL) and for variable print pieces. 

Creating a New Asset Type

An asset type encompasses all assets within a particular category. A new asset type is added when there is a need for a new type of assets. For example, if your single primary campus is now denoted as three distinct campuses, you can create a new asset type for campus. To create a new asset type:

1. Click Content in the top navigation bar and select Assets from the drop-down.
2. Click New Asset Type.
3. Name the new asset (e.g., campus). If you want to use a different external-facing name, add that name next to Label. If no label name is added, the asset name will be external-facing.
4. If desired, click the checkbox next to Variable Field to use the asset type in email and web campaigns.

To edit an asset type, click the edit pencil.

To delete an asset type, click the trash can.

Note: we discourage deleting an asset type as it will delete all assets and elements related to the asset type, including any asset type dependencies, export mappings, variable prints, and group filters using the asset type.  We recommend unpublishing assets if they are no longer relevant for student view to preserve the integrity of the data in EMP.

Adding Assets to Asset Types

Once you create the asset type, add the assets within the category. For example, add the campus options for the campus asset type. To add assets:

1. Click the plus sign next to the asset type. 
2. Name the asset (e.g., Online Campus, Hybrid).
3. Select the asset type from the drop-down, then Save. 

Assets are a type of field with extended variable capacity. Assets can store written copy, photos, and videos to be used variably on an asset PURL page. Unlike fields, assets can be used to assign reps. Only the three core system values (e.g., entry year, stage, and student type) and assets can be used to assign reps. For example, if your rep assignments are based on campus, you'll want to set up campus as an asset, not a field. 

To edit an asset, click the edit pencil. To alphabetize the assets, click the A-Z sort option. Once you alphabetize the options, you can not undo this action. Keep this in mind if the assets are in an intentional order.  

Note: changing the order of the assets on this page changes the order of the assets on the PURL and Forms.

Adding Content to Assets

Content added to assets is pulled into the PURL. The content includes written copy, photos, and videos. For example, you can include a written overview of a campus highlighting the benefits of attending that campus, add pictures, and link to a video of a virtual campus tour. To add content to assets:

1. Click Content in the top navigation bar and select Assets from the drop-down.
2. Click the edit pencil next to the asset. 
3. Add your content, then Save.

You can add varying levels of content to an asset, such as primary, secondary, tertiary, testimonial, etc. For example, while adding photos to the sports team's assets, you might add team photos as the primary photo, a photo of the coach as a secondary photo, and a photo of the assistant coach as a tertiary photo. When you build the asset PURL page, you select which photo (primary, secondary, tertiary, etc.) you want in specific locations on the page. Having similar types of copy, photos, and videos in each layer makes it easy to format the page for all the assets in the asset type.

Within the Asset Manager, you can discern between assets with content and those without content based on the color of the photo and primary copy icons. Red content elements do not have content, and green content elements have content. In the example below, Nursing has both a photo and primary copy, and Math only has primary copy.

Once the content has been added to the asset, it does not appear on the PURL or Viewbook until it is published. You can publish the asset in two places:

• Click Publish on the asset page. 
• Click Return to Assets, then click Publish next to the asset you want to publish. 

Building an Asset Page

Once you add content to your assets, you'll create an asset page where you can design the layout of asset information as you like it to be displayed to the student.

Before building an asset page, first, create a Viewbook template. 

To build a new asset page:

1. Click Content in the top navigation bar and select Viewbook from the drop-down.
2. Click Pages and Add Page. 
3. Complete the prompts.
   • Select the asset type from the drop-down to pull the content from the asset into the asset page. 
4. In the Viewbook Builder, find your asset page and click Manage. 
5. Click Choose to select the template you want to use for the asset page. If your desired template doesn't appear, click New Template to create a new one.
6. Once in Page Preview, click the edit pencil in the content block and select an option from the drop-down.
   • If you use static content widgets instead of asset-specific widgets, the content will not be Variable.  
   • We recommend you include an asset changer on your page so students can click through to view the other asset content. An asset changer is a widget option that allows students to explore all published assets in the asset type through a drop-down menu. 
7. Navigate to the Viewbook Builder where you can take the following steps:
   • To make the asset pages live, click Add to navigation and/or Add to mobile navigation to publish the asset page on the PURL. 
   • Click the gear icon to add a secure login, edit, or delete the asset page.
   • Use the gripper icon to drag and drop pages to reorder them. This will reorder pages on a student's PURL.