Applies to

Brandfolder
  • Brandfolder

For more information about plan types and included capabilities, see the Smartsheet Plans page.

Capabilities

Who can use this capability

Owners and Admins can enable the asset availability feature.

 

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Asset availability

Control which assets are available to users with publish and expiration dates.

PLANS

  • Brandfolder

For more information about plan types and included capabilities, see the Smartsheet Plans page.

Permissions

Owners and Admins can enable the asset availability feature.

 

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Asset availability is a Brandfolder rights management feature that allows you to control which assets are available to your users with publish and expiration dates.

Publishing and expiring assets

  1. From your Brandfolder, select one or multiple assets to display the bulk actions toolbar. 
  2. Select the clock icon in the bulk actions toolbar to schedule availability.

 

  1. A new schedule availability modal will appear.  
  • Toggle on Enable Availability Date to set a date and time for your users to have access to the asset(s).
  • Toggle on Enable Expiration Date to set a date and time for your users to no longer have access to the asset(s). 

4. Select, Save. 

5. New banners will appear on your assets.

One asset modal showing the draft banner in upper left corner and one asset modal showing an expired banner in the upper left corner.

  • Unpublished/assets that are not available will be tagged with a Draft banner.
  • Assets that are expired will be tagged with an Expired banner. 

Assets in the Draft and Expired state are only visible to Admins and Collaborators; Guest users cannot view them.  

Unexpire assets 

  1. Select the expired asset. 
  2. Choose the clock icon in the bulk actions toolbar to schedule availability. 
  3. Toggle on Enable Availability Date.
    • You can put the current time to unexpire the asset. 
    • If it will unexpire or publish in the future, set the exact date and time.
  4. Select Save. 

Feature notes: 

  • An asset's availability status will affect its view in share links, Collections, and CDN embeds.
    • For CDN embeds, if an asset expires in Brandfolder, it will not appear on websites or emails where it is being displayed via CDN embed links. 
  • Approval status always takes precedence over Expired/Draft assets
    • If an asset is expired and unapproved, the pending banner will show
    • If an asset is unpublished and unapproved, the pending banner will show

Then if those assets are approved, they will display expired/unpublished banners

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