Managing Resource Collection Galleries

Resource Collection managers can manage Resource Collection galleries by adding, arranging, and removing assets. Assets can be added from the documents library, article posts, and learning module courses.

By default, all users with access to the resource collection will receive an email notification about updated assets based on their notification preferences (daily digest, weekly digest, or never).

Requirements

To add and arrange Resource Collection assets, users must be assigned to one of the following permissions:

• Administrator System Role
• Resource Collection Manage Permission

Adding Assets to a Resource Collection

To add a document asset:

1. Navigate to the Resource Collection main page.

2. Next to the Resource Collection name, click the Edit icon.

3. Click Add Asset and in the dropdown, click Add document.

4. In the Document field, search for and select the document you want to add from the Documents Library.

5. In the Title field, enter a title for the asset. By default, this will be populated with the document name but can be customized.

6. In the Asset Type dropdown, select the type of asset (e.g., Case Studies, White Papers, Product Guides, Sales Bundles, or custom values).

7. Configure any additional filter fields that appear based on your Resource Collection's filter configuration.

8. Upload or generate a thumbnail for the asset:

   • Upload: Click Upload, select an image file, and then click Open. Select the thumbnail image area to crop if needed.
   • Generate Image: Click Generate Image to automatically create a thumbnail from the document. Select the thumbnail image area.
   Note: If the asset does not have a thumbnail, any internal user may upload or generate a thumbnail. The recommended thumbnail size is 280px by 205px or larger with the same aspect ratio.

9. If there is a pre-existing thumbnail and you want to change it, click Change and follow step 8.

   Note: Only users with upload/full access document permissions may change an existing thumbnail.

10. Click Save.

Important: New thumbnail images will update the asset across modules. The thumbnail will appear for the asset in both the Resource Collection module and Document Library.

To add a post asset:

1. Navigate to the Resource Collection main page.
2. Next to the Resource Collection name, click the Edit icon.
3. Click Add Asset and in the dropdown, click Add post.
4. In the Post field, search for and select the article post you want to add from the Articles module.
5. In the Title field, enter a title for the asset. By default, this will be populated with the post title but can be customized.
6. In the Asset Type dropdown, select the type of asset.
7. Configure any additional filter fields that appear based on your Resource Collection's filter configuration.
8. Upload or generate a thumbnail for the asset (see step 8 in "To add a document asset" above).
9. Click Save.

To add a course asset:

1. Navigate to the Resource Collection main page.

2. Next to the Resource Collection name, click the Edit icon.

3. Click Add Asset and in the dropdown, click Add course.

4. In the Course field, search for and select the training course you want to add from the Training module.

5. In the Title field, enter a title for the asset. By default, this will be populated with the course title but can be customized.

6. In the Asset Type dropdown, select the type of asset.

7. Configure any additional filter fields that appear based on your Resource Collection's filter configuration.

8. Upload or generate a thumbnail for the asset (see step 8 in "To add a document asset" above).

   Note: Video assets (.mp3, .mp4, or .mov) cannot be used to generate thumbnail images. Video assets will use a default placeholder image instead.

9. Click Save.

Editing Individual Assets

To edit an asset:

1. Navigate to the Resource Collection main page.
2. Next to the Resource Collection name, click the Edit icon.
3. Next to the asset you want to edit, click the dropdown arrow and then click Edit.
4. Make your changes to the title, Asset Type, filter fields, or thumbnail.
5. Click Save.

Note: Changes to the title and custom filter fields only apply within the Resource Collection. Changes to the thumbnail will update the asset across all modules (Document Library, Articles, or Training).

Bulk Editing Assets

To bulk edit assets:

1. Navigate to the Resource Collection main page.
2. Next to the Resource Collection name, click the Edit icon.
3. Select the assets you want to edit by checking the checkboxes next to each asset.
4. Click More Actions > Edit.
5. Configure the custom filter fields that appear. You can only bulk edit custom filter fields, not built-in fields like Asset Type or Content Type.
6. Click Save.

Note: Bulk editing only allows you to change custom filter values. To edit Asset Type, Content Type, titles, or thumbnails, you must edit assets individually.

Removing Assets from a Resource Collection

To remove a single asset:

1. Navigate to the Resource Collection main page.
2. Next to the Resource Collection name, click the Edit icon.
3. Next to the asset you want to remove, click the dropdown arrow and then click Remove.
4. Click Yes to confirm.

To bulk remove assets:

1. Navigate to the Resource Collection main page.
2. Next to the Resource Collection name, click the Edit icon.
3. Select the assets you want to remove by checking the checkboxes next to each asset.
4. Click More Actions > Remove.
5. Click Confirm.

Note: Removing an asset from a Resource Collection does not delete the underlying document, post, or course. It only removes the asset from this specific Resource Collection gallery.

Arranging Assets in a Resource Collection

If the Resource Collection is configured with Custom sorting, managers can manually arrange assets using drag-and-drop.

To arrange assets:

1. Navigate to the Resource Collection main page.
2. Next to the Resource Collection name, click the Edit icon.
3. Verify that the gallery is set to custom sorting. If not, you will need to change the sorting setting in Resource Collection Settings.
4. Use the drag-and-drop arrow next to each asset to rearrange the assets in your desired order.
5. The new arrangement will be saved automatically.

Note: Drag-and-drop arrangement is only available when Custom sorting is enabled. If the Resource Collection uses alphabetical or date-based sorting, assets cannot be manually rearranged.

Best Practices and Recommendations

Add assets strategically based on user needs and sales processes. Don't overwhelm users with too many assets - curate collections that are focused and relevant.

Use descriptive titles for assets that clearly communicate what the content contains. While titles default to the original document/post/course name, customizing them for the Resource Collection context can improve clarity.

Create consistent thumbnails across related assets to create a cohesive visual experience. Consider using a consistent style or template for thumbnails within a collection.

Leverage custom filters during asset creation to make content easily discoverable. Take time to properly categorize each asset using all relevant filter fields.

Arrange assets thoughtfully when using custom sorting. Place the most important or frequently used assets near the top of the gallery.

Review assets regularly to ensure content remains current and relevant. Remove outdated assets and add new content as it becomes available.

Test asset access by viewing the Resource Collection as different user types to ensure permissions are configured correctly and all users can access the content they need.

Use bulk operations efficiently when making the same change to multiple assets, such as updating filter values for a group of related content.

Communicate updates to users when significant changes are made to Resource Collection content, especially if you've reorganized the gallery or added important new assets.

Troubleshooting Tips

Cannot add asset: Verify that you have Manage permissions for the Resource Collection. Also ensure the document/post/course you're trying to add actually exists and you have access to it.

Thumbnail won't upload: Check that the image file format is supported (JPG, PNG, GIF) and the file size is reasonable. Very large files may fail to upload.

Thumbnail generation fails: Some document formats may not support automatic thumbnail generation. Try uploading a custom thumbnail instead.

Cannot generate thumbnail for video: This is expected behavior. Video files (.mp3, .mp4, .mov) use a default placeholder image and cannot generate custom thumbnails from the video content.

Drag-and-drop not working: Ensure the Resource Collection's Sorting setting is set to "Custom". Other sorting options disable manual arrangement.

Bulk edit not showing all fields: Bulk editing only supports custom filter fields. Asset Type and Content Type must be edited individually for each asset.

Asset appears in Resource Collection but users can't see it: Users need permissions to both the Resource Collection AND the underlying asset. Check permissions in Document Library, Articles, or Training modules.

Changes to title not appearing in original module: This is expected behavior. Title changes in Resource Collections only apply to the Resource Collection view, not to the original document/post/course.

Removed asset still appears: Try refreshing the page. If the asset persists, verify you have Manage permissions and that the removal was confirmed.

Thumbnail changes affecting other modules: This is expected behavior. Thumbnail updates in Resource Collections sync to the original asset across all modules to maintain consistency.

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