Bulk Management
The Bulk Management feature allows for admins to easily manage tags, custom fields, labels and share links all in one place. This is a great way to make sure there is consistency throughout your Brandfolder in your tags and custom fields while also managing all share links.
To navigate to Bulk Management, within the Brandfolder navigate to Settings > Bulk Management.
From there, you will be prompted with a new screen that will allow you to choose different options to manage on the Brandfolder level.
The Bulk Management home page gives you an overview of each of the Bulk Management features.
Tags
For Tags you have the option to update the name, delete the term, and see how many current assets are associated with it.
- By clicking on the Tag it will take the user into the Brandfolder to see which assets are associated with that term.
Custom Fields
In the custom fields tab you have the ability to rename and delete the keys and values. Custom Fields can also be "prioritized" by checking the box under that column next to the custom field key. Prioritized custom fields will display at the top when viewing or editing in the asset modal in alphabetical order. The prioritized custom fields will also show up as filters in the advanced filters drawer.
To prioritize custom fields select the toggle in the prioritized column next to the custom field key you want to select. Do note only 5 custom fields can be prioritized.
Also, if a Brandfolder wants to remove multi-value custom fields, the multi-values must be deleted from all assets in Bulk Management. For example if you want to remove the values associated with the key, you will want to click on # values next to the key name.
This will bring up a new page where you can delete the current values that are in use by clicking on the red trash can next to each value.
Labels
Within the Labels option, a user is able to create top-level labels and add labels underneath to fit your ideal structure. This structure is flexible and can be rearranged at any time by dragging and dropping any of the labels, by renaming them, or by deleting them.
Share Links
Within the Share link option, a user is able to update the share link, see what assets are associated with it as well as delete any old links that should no longer be circulating. Share links can also be deleted in bulk by selecting the checkbox next to the share links you are wanting to delete then selecting the delete button.
Upload link
Within the upload link option, a user is able to view guest upload links that have already been created. You are able to easily see the link, its associated upload section, description, who it was created by, when it was created, and whether or not auto-approval is enabled on the guest upload link. Finally, you have the option to delete links.
Asset Automation
On the left-hand side of the Bulk Management screen, there is a tab for asset automation. 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. They will run as soon as you update assets that affect the trigger.
The Asset Automation landing page is an area where users can see the following:
- A pencil icon that allows for the asset automations trigger and action to be adjusted.
- The name of their asset automation
- The trigger 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 icon to delete an asset automation.
Users can also sort and filter as well as search asset automations based on:
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Name
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Trigger type
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Trigger tag
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Trigger custom field key
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Trigger custom field value
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Trigger label
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Trigger section
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Action type
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Action section
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Action collection
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Action label
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Action custom field key
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Action custom field value
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Action watermark filename
Creating an Asset Automation
1. Click the Create New Automation button in the top right-hand corner of the page. A new area will appear where components of the automation will be built out.
2. Name the asset automation. Use descriptive language or a summary to capture what the automation does as this is what will be searchable.
3. Set the trigger. Only one trigger can be defined, but multiple items within that trigger can be set at trigger criteria.
For example, multiple tags can be used to trigger an asset automation. These triggers will work if ANY of the tags are added. So if tag ‘English’ is added, the automation will run. Once the trigger is set select Save Trigger.
4. Define the action(s). Multiple actions can be automated from a single trigger. (Refer to the chart below for supported combinations.)
Each action must be defined and saved by clicking on the Save Action button before adding another action.
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).
5. Once finished building out your asset automation select Create Automation in the bottom right-hand corner. If you need to start over you can select the Clear button in the bottom left-hand corner.
Supported Asset Automation Trigger and Action Combinations:
| Trigger | Asset Automation |
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Add a custom field |
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Add a label |
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Add to a section |
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Add a tag |
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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.
If you have any questions about Bulk Management please contact support@brandfolder.com.