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Asset Overview

Your central media library for all marketing campaigns. Upload, organize, and manage images, documents, videos, and audio files for use across email templates, WhatsApp templates, SMS campaigns, and more.

Why Use Assets?​

1. Centralized Media Management

  • One library for all marketing materials
  • No duplicate uploads across campaigns
  • Easy to find and reuse content
  • Consistent branding across channels

2. Team Collaboration

  • Shared asset library for entire team
  • Organize with folders and tags
  • Track asset usage across campaigns
  • Version control and history

3. Performance & Storage

  • Optimized file hosting
  • CDN delivery for fast loading
  • Automatic thumbnail generation
  • Bandwidth management

4. Usage Tracking

  • See where assets are used
  • Track performance by asset
  • Identify popular content
  • Clean up unused files

5. Multi-Channel Support

  • Email templates (headers, banners, product images)
  • WhatsApp templates (header images, documents, videos)
  • Landing pages and web content
  • Social media exports

Supported File Types​

Images​

Formats:

  • JPEG/JPG - Photos, realistic images
  • PNG - Logos, graphics with transparency
  • GIF - Animated graphics, simple animations
  • WebP - Modern format, smaller file sizes
  • SVG - Vector logos and icons (scalable)

File Size Limit: 10 MB per image

Recommended Sizes:

  • Email headers: 600px wide (1200px for retina)
  • WhatsApp header images: 800x800px (1:1 ratio)
  • Product images: 800x800px to 1200x1200px
  • Banners: 1200x400px to 1920x600px
  • Logos: 200x200px (SVG preferred for scaling)

Best Practices:

  • Compress images before upload (use TinyPNG, ImageOptim)
  • Use JPEG for photos, PNG for graphics with transparency
  • Add descriptive alt text for accessibility
  • Name files descriptively

Documents​

Formats:

  • PDF - Catalogs, brochures, reports, invoices
  • Word - DOCX, DOC - Documents, contracts
  • Excel - XLSX, XLS - Spreadsheets, price lists
  • PowerPoint - PPTX, PPT - Presentations
  • Text - TXT, CSV - Plain text files, data exports

File Size Limit: 50 MB per document

Use Cases:

  • WhatsApp template attachments (product catalogs, invoices)
  • Email attachments (whitepapers, case studies)
  • Downloadable resources (ebooks, guides)
  • Order confirmations with PDF receipts

Best Practices:

  • Optimize PDFs (remove unnecessary pages, compress images)
  • Use descriptive filenames
  • Include version numbers for updates
  • Keep file sizes reasonable for mobile downloads

Videos​

Formats:

  • MP4 - Most compatible, recommended
  • QuickTime (MOV) - Apple devices
  • AVI - Windows compatibility
  • WebM - Web-optimized format

File Size Limit: 100 MB per video

Use Cases:

  • WhatsApp header videos (product demos, announcements)
  • Email video thumbnails (linked to hosted video)
  • Product demonstrations
  • Tutorial content

Best Practices:

  • Keep videos under 30 seconds for WhatsApp
  • Use MP4 format for maximum compatibility
  • Compress videos before upload (use HandBrake, FFmpeg)
  • Add captions for accessibility
  • Consider hosting long videos on YouTube/Vimeo and linking

Audio​

Formats:

  • MP3 - Most compatible, compressed
  • WAV - Uncompressed, high quality
  • OGG - Open format, web-optimized
  • FLAC - Lossless compression

File Size Limit: 25 MB per audio file

Use Cases:

  • Voice messages for WhatsApp
  • Audio greetings or announcements
  • Podcast snippets
  • Audio versions of content

Best Practices:

  • Use MP3 for compatibility
  • Compress audio files (use Audacity, Adobe Audition)
  • Include transcripts for accessibility
  • Keep audio clips short and relevant

Asset Manager Interface​

Tabs Overview​

All Assets

  • View all uploaded files regardless of type
  • Quick access to entire media library
  • Search across all file types
  • Default view when you open Assets

Images

  • Filter to show only image files
  • Grid view with thumbnails
  • See dimensions and file sizes
  • Quick preview on hover

Videos

  • Filter to show only video files
  • Thumbnail previews
  • Duration and file size info
  • Play preview in modal

Documents

  • Filter to show only document files
  • File type icons
  • File size and page count
  • Download or preview

Audio

  • Filter to show only audio files
  • Waveform thumbnails (if available)
  • Duration and bitrate info
  • Play preview

Analyse (Analytics)

  • View asset usage statistics
  • Track downloads and views
  • Identify popular content
  • See which campaigns use each asset
  • Performance metrics by asset type

View Modes​

Grid View (Default)

  • Visual thumbnail grid
  • Perfect for browsing images/videos
  • See multiple assets at once
  • Hover for quick preview

List View

  • Detailed file information
  • Sortable columns (name, size, date, usage)
  • Better for managing many files
  • Quick actions (delete, copy URL)

Uploading Assets​

Upload Methods​

Method 1: Click to Upload

  1. Go to Channel → Assets
  2. Click + Upload button
  3. Select files from your computer
  4. Choose multiple files (Ctrl/Cmd + Click)
  5. Click Open
  6. Files upload with progress indicator

Method 2: Drag & Drop

  1. Go to Channel → Assets
  2. Drag files from your computer
  3. Drop onto the upload area
  4. Files upload automatically
  5. See progress for each file

Method 3: From Template Editor

  1. Open email template editor
  2. Add image block
  3. Click Upload in image picker
  4. File uploads directly to asset library
  5. Automatically inserted into template

Upload Process​

What Happens When You Upload:

  1. File Validation

    • Checks file type is allowed
    • Verifies file size is within limits
    • Scans for security issues
    • Validates image dimensions

  2. Processing

    • Generates thumbnails (for images/videos)
    • Extracts metadata (dimensions, duration, etc.)
    • Optimizes for web delivery
    • Creates preview versions

  3. Storage

    • Uploads to secure cloud storage
    • Generates CDN URL for fast delivery
    • Creates database record
    • Associates with your organization

  4. Availability

    • Asset immediately available in library
    • Can be used in templates right away
    • Searchable by name and tags
    • Organized automatically by type

Upload Progress:

  • See individual file progress
  • Multiple uploads run in parallel
  • Errors shown immediately
  • Success confirmation when complete

Bulk Uploads​

Upload Multiple Files at Once:

  • Select up to 50 files at a time
  • Drag entire folders of images
  • Progress shown for each file
  • Continue working while files upload
  • Notification when all complete

Tips for Bulk Uploads:

  • Name files descriptively before upload
  • Group similar files in folders first
  • Upload in batches (50 files max recommended)
  • Check file sizes to avoid failures
  • Monitor upload progress

Organizing Assets​

Tags​

Add Tags to Assets:

  • Click on asset
  • Add tags in details panel
  • Separate tags with commas
  • Click Save

Example Tags:

  • Channel: email, whatsapp, sms
  • Campaign: summer-sale, black-friday, product-launch
  • Type: logo, banner, product, header
  • Season: q1-2024, holiday, spring

Using Tags:

  • Filter assets by tag
  • Search by tag name
  • Organize across folders
  • Track campaign assets

Naming Conventions​

Good File Names:

  • "summer-sale-banner-email-2024.jpg"
  • "product-a-hero-image-1200x800.png"
  • "whatsapp-header-new-feature.jpg"
  • "logo-expedify-white-background.svg"

Bad File Names:

  • "IMG_1234.jpg" (not descriptive)
  • "banner.png" (too generic)
  • "DSC_0001.jpg" (camera default)
  • "final-FINAL-v3.jpg" (confusing versioning)

Naming Best Practices:

  • Use hyphens, not spaces
  • Include dimensions for images
  • Add date or version number
  • Describe the content clearly
  • Use lowercase letters

Using Assets​

In Email Templates​

Adding Images to Email Templates:

  1. Open Template Editor

    • Go to Channel → Templates
    • Create new email template or edit existing
    • Use visual editor or HTML editor

  2. Insert Image Block

    • Drag Image block from sidebar
    • Or click Add Element → Image
    • Image placeholder appears

  3. Select from Asset Library

    • Click Select Image
    • Browse your asset library
    • Filter by type or search
    • Click image to insert

  4. Configure Image

    • Set alt text (accessibility)
    • Add link URL (optional)
    • Adjust width/alignment
    • Add padding/margins

Email Image Best Practices:

  • Use web-optimized images (< 200 KB each)
  • Add alt text for email clients that block images
  • Use 600px width for single-column layouts
  • Test in multiple email clients
  • Compress images before upload

Example Email Structure:

Header: Logo (200x50px)
Hero Banner: (600x300px)
Product Images: (280x280px each, 2 columns)
Footer: Social icons (30x30px each)

In WhatsApp Templates​

WhatsApp Header Images:

  1. Create WhatsApp Template

    • Go to Channel → Templates
    • Create new WhatsApp template
    • Select Header component

  2. Choose Header Type: Image

    • Click Image as header type
    • Click Select from Library
    • Browse assets

  3. Select Image

    • Choose from uploaded images
    • Preview how it will look
    • WhatsApp supports JPG, PNG
    • Recommended: 800x800px (1:1 ratio)

  4. Submit for Approval

    • Image embedded in template
    • Submit entire template to Meta for approval
    • Image must follow Meta's guidelines

WhatsApp Document Attachments:

  1. Header Type: Document

    • Select Document as header
    • Choose PDF from asset library
    • Max 100 MB file size

  2. Use Cases:

    • Product catalogs
    • Price lists
    • Invoices
    • Brochures
    • User manuals

WhatsApp Video Headers:

  1. Header Type: Video

    • Select Video as header
    • Choose MP4 from asset library
    • Max 16 MB file size
    • Max 60 seconds duration

  2. Use Cases:

    • Product demonstrations
    • Announcement videos
    • Tutorial clips
    • Behind-the-scenes content

WhatsApp Asset Requirements:

  • Images: JPG, PNG, max 5 MB, 800x800px recommended
  • Videos: MP4, max 16 MB, max 60 seconds
  • Documents: PDF, max 100 MB

In Landing Pages & Web Content​

Export Assets for Web:

  1. Click asset in library
  2. Click Copy URL button
  3. Use URL in your website code
  4. CDN delivers assets quickly

Use Cases:

  • Website banners
  • Blog post images
  • Product photos
  • Downloadable resources
  • Social media exports

Asset Analytics​

Tracking Asset Usage​

View Asset Statistics:

  1. Go to Channel → Assets
  2. Click Analyse tab
  3. See usage metrics for all assets

Metrics Available:

  • Usage Count: How many times asset is used
  • Used In: Which templates/campaigns reference it
  • Last Used: Date of most recent usage
  • Downloads: How many times downloaded
  • Views: How many times viewed in campaigns

Filter Analytics:

  • By asset type (image, video, document, audio)
  • By date range (last 7 days, 30 days, year)
  • By usage count (most used, least used, unused)

Identifying Popular Content​

Use Analytics to:

  • Find most-used images (high-performing visuals)
  • Identify unused assets (candidates for deletion)
  • Track seasonal content performance
  • Optimize asset library size
  • Plan future content creation

Example Insights:

Most Used Asset: "summer-sale-hero-banner.jpg"
  - Used in: 5 email templates
  - Views: 45,230
  - Click rate: 12.3%
  - Recommendation: Create similar visuals

Unused Assets: 23 files
  - Uploaded > 90 days ago
  - Never used in any campaign
  - Total size: 156 MB
  - Recommendation: Archive or delete

Managing Assets​

Editing Asset Details​

Update Asset Information:

  1. Click on asset to open details panel
  2. Edit fields:
    • Name: Update filename
    • Description: Add context
    • Tags: Add/remove tags
    • Alt Text: For accessibility
  3. Click Save

Cannot Edit:

  • File itself (delete and re-upload instead)
  • File type or size
  • Upload date
  • Original filename

Deleting Assets​

Delete Single Asset:

  1. Click on asset
  2. Click Delete button (trash icon)
  3. Confirm deletion
  4. Asset removed permanently

Before Deleting:

  • Check usage count (avoid deleting assets in use)
  • Verify not referenced in active templates
  • Consider archiving instead of deleting
  • Deletion is permanent (cannot undo)

Bulk Delete:

  1. Select multiple assets (checkbox)
  2. Click Delete Selected from actions menu
  3. Confirm deletion
  4. All selected assets removed

Replacing Assets​

To Replace an Asset:

  1. Upload new version with different filename
  2. Update templates to use new asset
  3. Delete old asset once replaced everywhere

Or:

  1. Delete old asset
  2. Upload new file with same name
  3. Update templates (URL changes)

Note: Deleting and re-uploading changes the asset URL, so templates must be updated manually.

Best Practices​

Asset Organization​

Keep Library Clean:

  • Delete unused assets regularly (quarterly cleanup)
  • Use consistent naming conventions
  • Tag assets immediately after upload
  • Archive old campaign assets

File Optimization​

Before Uploading:

  1. Compress Images

    • Use TinyPNG, ImageOptim, or Squoosh
    • Target < 200 KB per email image
    • Maintain quality while reducing size

  2. Resize Images

    • Don't upload 5000px images for 600px email templates
    • Resize to actual usage dimensions
    • Use 2x size for retina displays

  3. Optimize PDFs

    • Remove unnecessary pages
    • Compress embedded images
    • Use "Save for Web" option
    • Target < 5 MB for WhatsApp attachments

  4. Compress Videos

    • Use HandBrake or FFmpeg
    • Target bitrate for size limits
    • Remove audio if not needed
    • Use MP4 (H.264) for compatibility

Performance​

Keep Library Fast:

  • Delete assets you're not using
  • Keep total library < 5 GB for best performance
  • Monitor usage analytics regularly

Accessibility​

Make Content Accessible:

  • Alt Text: Describe images for screen readers
  • File Names: Use descriptive names
  • Captions: Add captions to videos
  • Transcripts: Provide audio transcripts
  • Color Contrast: Ensure text on images is readable

Troubleshooting​

Upload Failures​

Problem: File won't upload

Common Causes:

  1. File too large

    • Solution: Compress file, resize image, or split document

  2. Unsupported file type

    • Solution: Convert to supported format

  3. Network timeout

    • Solution: Try again, use wired connection, upload smaller batches

  4. File corrupted

    • Solution: Re-export from original source, check file opens locally

Missing Assets​

Problem: Can't find uploaded asset

Solutions:

  1. Check filters (clear all filters)
  2. Search by filename
  3. Check different tabs (Images, Documents, etc.)
  4. Verify upload completed successfully

Slow Loading​

Problem: Asset library loads slowly

Solutions:

  1. Reduce number of assets (delete unused)
  2. Clear browser cache
  3. Use search/filters instead of browsing all
  4. Check internet connection
  5. Contact support if persists

Assets Not Showing in Templates​

Problem: Uploaded asset doesn't appear in template picker

Solutions:

  1. Refresh template editor
  2. Verify asset uploaded successfully
  3. Check asset type matches what template accepts
  4. Clear browser cache
  5. Re-upload asset if necessary

Storage & Limits​

Per-Organization Limits:

  • Total storage: 10 GB (standard plan)
  • Max file size: Varies by type (see above)
  • Max files: No hard limit (storage-based)
  • Upload speed: Depends on your internet connection

Storage Usage:

  • View storage usage: Settings → Billing → Storage
  • Monitor storage: Assets → Analytics → Storage tab
  • Upgrade storage: Contact sales for higher limits

Bandwidth:

  • CDN delivery included
  • Optimized for global access
  • No bandwidth limits (fair use)
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