Bulk Management Asset Automation

Please visit Bulk management asset automation in the Smartsheet Help Center. Starting December 29, 2023 the Brandfolder Knowledge Base will only live on Smartsheet Help.

Asset automation allows users to define simple taxonomy templates that are applied to assets based on some criteria. Users can define a trigger that will result in a series of custom actions. Admins and Owners can see this page by navigating to Settings > Bulk Management > Asset Automation tab. 

When navigating the Asset automation landing page, you have the ability to:

  • Search Asset Automations
  • Sort By
    • Name
    • Creation date (newest)
    • Creation date (oldest)
    • Updated (newest) 
    • Updated (oldest)
  • Filter by 
    • All
    • Collection (action)
    • Custom Field (trigger and action)
    • Label (trigger and action)
    • Section (trigger and action)
    • Tag (trigger) 
    • Watermark (action)

The columns in the table on this page allow you to see 

  • The name of the asset automation. This can be a summary or description. When you select the name, it allows you to make edits to the automation. 
  • The trigger event for the asset automation
  • The action that makes up the asset automation
  • A run button to ensure that the new asset automation is run on assets already in Brandfolder.
  • A copy button to copy an already created asset automation. 
  • A trash can icon to delete an asset automation.

Creating an asset automation

1. Select the + Create New Asset Automation button in the top right-hand corner of the page. 

2. A new area will appear where components of the automation will be built out.

3. Name the asset automation. Use descriptive language or a summary to capture what the automation does, as this will be searchable.

4. Set the trigger. Only one trigger can be defined, but multiple items within that trigger can be set as trigger criteria.

For example, multiple tags can be used to trigger asset automation. These triggers will work if any of the tags are added. So if tag English is added, the automation will run. 

5. Once the trigger is set, select Save Trigger


6. Define the action(s). Multiple actions can be automated from a single trigger. (Refer to the chart below for supported combinations.) 

For example, for the trigger of the tag English, you could set the action as add to multiple collections (Banff team, Social Media, UK Partners, and US Distributors) and add to multiple labels (Digital and Print).

7. Each action must be defined and saved by selecting the Save Action button before adding another action. 


8. Once finished building out your asset automation, select Create Asset Automation in the bottom right-hand corner. You can select the Clear button in the bottom left-hand corner if you need to start over.

Supported Asset Automation Trigger and Action combinations:

Trigger Asset Automation
Add a custom field
  • Add to collection
  • Move to section
  • Add label
  • Add custom field key and value(s)
Add a label
  • Add to collection
Add to a section
  • Add to collection
Add a tag
  • Add to collection
  • Add to section
  • Add to label
  • Add watermark
  • Add custom field key and value(s)

Legacy rules

Legacy rules will be in the new automation list. They will be given default names based on the trigger and action in the rule. If a trigger is shared across 2 or more legacy rules, these will now appear as 1 Automation with a shared trigger and multiple actions. This helps users better manage their Automations.

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