View and Edit Asset Details

When you click on any asset in your Asset Library, a detail panel opens with comprehensive information organized across four tabs. This is where you can see technical specifications, edit organizational details, find similar content, and track how the asset has been shared.

Access Asset Details

1. Navigate to your Asset Library
2. Click on any asset thumbnail or title
3. The asset detail panel opens on the right side of your screen

You'll see four tabs at the top: Details, Metadata, Similar Assets, and Asset Shares.

Details Tab

The Details tab shows the asset preview and key organizational information that helps your team find and use the asset effectively.

What you'll see:

• A large preview of the asset
• Asset title (click the pencil icon to rename)
• Creation date and creator name
• Replace asset file link (Property Admins only)
• Smart tags section
• Custom tags section
• Description field
• Collections this asset belongs to

Edit Asset Information (Property Admins Only)

To rename an asset:

1. Click the pencil icon next to the asset title at the top
2. Type the new name
3. Select Save Changes to save

To work with Smart tags:

Smart tags are automatically generated by the system to improve searchability. You'll see a message like "Auto-generated by the system to improve searchability."

If no smart tags have been generated yet, you'll see "No smart tags generated for this asset." The system may add these over time as it processes your content.

Click the smart tag pill to enable the smart tag of your choosing. Once done, click Save Changes. 

To add Custom tags:

1. Scroll to the Custom tags section
2. Click in the "Add tags..." field
3. Type your tag name
4. Press Enter to add the tag
5. Repeat for additional tags
6. Click Save Changes

Use custom tags to organize assets by room type, features, event types, seasons, or any key words that help your team work efficiently.

To add or edit a description:

1. Scroll to the Description section
2. Click in the description field
3. Type your description (up to 500 characters)
4. Describe the asset and how or where it should be used
5. Click Save Changes

Example: "Junior king suite with ocean view. Use for wedding group blocks and romantic getaway packages."

To manage collections:

1. Scroll to the Collections section
2. You'll see buttons for existing collections
3. Click any collection button to add this asset to that collection (button highlights when active)
4. Click Add new Collection to create a new collection and add the asset to it
5. To remove from a collection, click the highlighted collection button again

To replace an asset file:

1. Click Replace asset file near the top of the Details tab
2. Select the new file from your computer
3. The new file replaces the old one while keeping all tags, descriptions, and collection assignments

This is useful when you have an updated photo or need to swap out content while maintaining all the organizational work you've done.

Metadata Tab

The Metadata tab displays technical information about the asset file, including both customizable fields and embedded file data.

Customizable metadata (Property Admins can edit):

1. Room type code: Enter the property management system code for this room type
2. Room type name: Enter the standard name for this room category
3. Alt text: Add descriptive text for accessibility (helps screen readers)
4. ARIA label: Add an accessibility label for assistive technologies

To edit any customizable field, simply click in the field, type your information, and save.

Embedded metadata (read-only):

This information is encoded into the asset file and cannot be modified:

• File name: The original name of the uploaded file
• File type: The file format (e.g., image/png, video/mp4)
• File size: The file size (e.g., 1.61 MB)

This metadata is particularly helpful for:

• Integrations with property management systems
• Website syndication
• Accessibility compliance
• Technical asset management

Similar Assets Tab

The Similar Assets tab shows related content from your library that might be useful for your current project.

What you'll see:

• A count of how many similar assets were found (e.g., "32 similar assets")
• Grid or list view of related content
• Sort options (Created newest, Modified, etc.)
• View style toggle (list or grid)

How to use similar assets:

1. Browse the suggested assets that are visually or contextually related
2. Click on any asset thumbnail to view its details
3. Use the sort dropdown to reorder results
4. Toggle between grid and list view using the icons in the upper right

This feature is particularly helpful when you need:

• Multiple angles of the same space
• Complementary content for a tour
• Alternative options for a specific room or venue
• Related assets you may have forgotten about

Asset Shares Tab

The Asset Shares tab tracks every time this specific asset has been shared individually (not as part of a tour).

What you'll see:

• Search bar to find specific shares
• Count of total shares (e.g., "Displaying 0 of 0 shares")
• Sort options (Shared newest, Shared oldest)
• List of share instances with dates (when applicable)

If you see "No shares found for this asset," it means this asset hasn't been shared individually yet. This tab only tracks single-asset shares made using the Share function, not assets included in full tours or TrueTours.

Use this tab to:

• See how often specific content is being shared
• Track which team members are sharing this asset
• Understand which assets are most valuable for quick responses

Close the Asset Detail Panel

When you're finished reviewing or editing an asset:

1. Click Exit in the upper right corner
2. Or click the X icon to close the panel
3. You'll return to your Asset Library view

All changes save automatically as you work, so you don't need to worry about losing your edits.

Understanding Permissions

As a User:

• You can view all tabs and information
• You cannot edit asset details, tags, or descriptions
• You cannot replace files or manage collections
• You cannot edit metadata
• Asset details appear as read-only reference information

As a Property Admin:

• You can view and edit all asset information
• You can add and edit tags, descriptions, and collections
• You can replace asset files
• You can update customizable metadata fields
• You have full control over asset organization

Need additional help? Contact our support team and we'll be happy to assist you.