In this article, you'll learn how to create new folders to organize your files, move files from one folder to another, and fix broken image links.
Folders & organization
Developing a folder structure to organize your files by type and/or purpose is a Higher Logic best-practice. This not only keeps your files easy-to-find but also increases your efficiency. Common structures include assigning folders to individual users or specific mailing types.
NOTE: Storing all of your files in the same folder (e.g., the main asset folder) may result in increased load times when using the Asset Manager. This is another reason to organize your files in multiple folders.
Let’s look at how to create folders in the Asset Manager.
Creating a folder
- Navigate to Mailings > Asset Manager to open the Asset Manager window.
- Click Create and select Folder to create a new folder.
- Enter a name for your folder.
- Click Create.
Moving files to a different folder
The best way to move files is to copy and paste them into the new folder.
NOTE: When you move an image, the URL path for that image also changes. Refer to the Repairing broken image links section below to learn how to fix them.
- Select the file you want to move.
- Click Manage.
- Select Cut (alternatively, press Ctrl + X on your keyboard).
- Navigate to the destination folder.
- Click Paste (alternatively, press Ctrl + V on your keyboard).
In addition to all of the files you upload, Marketing Automation Professional also provides a library of free buttons, graphics, and other stock images for you to use in your mailings.
To access these assets:
- Navigate to Mailings > Asset Manager.
- In the File Systems area, click the Common folder.
- Click a folder to view its associated assets.
Repairing broken image links
If you move an Asset Manager file from one folder to another, the URL path for that file changes. As a consequence, you may find that these files are not loading in your mailings. This is because everything is linked from the Asset Manager itself. Let's look at how to repair these links.
NOTE: Be mindful when testing images with potential broken paths in a mailing. If you have the image cached in your browser, it may seem to load just fin. To ensure that your mailings test correctly, clear your browser cache first.
There are two ways to repair links from the Asset Manager:
Uploading the Image Again
Click the Insert/Edit Image button in the editor toolbar, select the originally uploaded file, and insert it into the mailing again. This places the image in the mailing and establishes a new path to that image.
Updating the URL Manually
Manually updating the URL is a slightly more involved but excellent option when you do not want to reinsert an image multiple times in multiple locations. In other words, for each additional copy of the image you want to update (in one mailing or across several), you can simply paste the updated URL. This saves time by eliminating the need to reinsert the image from the Asset Manager repeatedly.
Before you begin, however, make sure you understand your organizational/folder structure. For example, if you have a folder named "Mailings," you'll need to know how to append that folder to the URL.
EXAMPLE: If your original URL reads http://www.higherlogic.com/data/images/Swiss_Lake.jpg and you later move the image (Swiss_Lake.jpg) into the new Mailings folder, you'll need to append the URL path to include the folder location so that it reads http://www.higherlogic.com/data/images/Mailings/Swiss_Lake.jpg.
- Begin in the HTML Editor (for a template, story layout, etc.).
- Click the Insert/Edit Image icon.
- Reinsert the image and copy the corrected Image URL.
- Click Insert to save your changes.
- Navigate to, and paste, the URL in each additional mailing with that image.
Once a mailing is sent and archived, image links in that mailing cannot be updated. Knowing this, please plan carefully before doing a major image file clean-up. You may opt to live with a less than optimal file management structure for a while until the likelihood of subscribers accessing older mailings decreases to a negligible amount.
Alternatively, you can create a new folder hierarchy for newly uploaded images, but leave the old structure in place until a later date in the future. This all depends on the reason for doing the file clean-up. If slow performance is slowing down your team, because thousands of images are in the root folder level in Asset Manager, you may need to move forward with this clean-up because the productivity of your team is of greater importance than the visibility of some images in really old mailings.
To summarize, archived mailings, which act as a snapshot of your sent mailings, are not updated with new image paths. If an image is removed from its initial folder within Asset Manager, and that mailing is viewed, this rendering of the image will fail.