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.

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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 click the check box in the prioritized column next to the custom field key you want to select. Do note only 5 custom fields can be prioritized.

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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.

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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.

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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. 

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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.  

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Automation

On the left-hand side of the Bulk Management screen, there is a tab for automation. 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. 

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The Automation landing page is an area where users can see the following:

  • The name of their automation
  • The trigger for the automation
  • The action that makes up the automation
  • A Run button to ensure that a new automation is run on assets already in Brandfolder.

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Users can also search based on the name of the automation and they can sort and filter to help quickly locate their automations.

Creating an 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.

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2. Name the automation. Use descriptive language or a summary to capture what the automation does as this is what will be searchable.

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3. Set the trigger. Only one trigger can be defined, but multiple items within that trigger can be set at trigger criteria. Once the trigger is set select Save Trigger

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For example, multiple tags can be used to trigger an automation. These triggers will work if ANY of the tags are added. So if tag ‘English’ or tag ‘French’ is added, the automation will run.

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

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

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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 automation select Create Automation in the bottom right-hand corner. If you need to start over you can select the Reset button in the bottom left-hand corner.

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Supported Automation Trigger and Action Combinations:

Trigger 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

 

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.

 

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