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Find and filter assets

This guide explains how to find assets in the All Assets view using sorting, filters, and AI descriptive search, then select them for an action such as download. Use these tools to narrow a large asset library to the items you need.

Open the All Assets view

Navigate to the assets page in your portal, then select All Assets to display the full asset library. The default landing page in a portal is usually a CMS page, and the assets page is reached from there.

To change how assets are displayed, use the view toggle at the top of the list to switch between grid and table views.

Sort the asset list

Use the sort control to change the order of the list. You can sort by:

  • Date created, to find recently added assets.

  • Created by, to locate assets from a specific uploader.

  • Asset type, to group images, videos, and PDFs together.

  • State, to order by approval status (assets must be approved for this option to apply).

Filter the asset list

The filter pane sits on the right-hand side of the All Assets view. Available filters include:

  • Date created, to show assets uploaded within a set period, such as the last 30 days.

  • Keywords, to filter by the metadata tags applied to assets. Keywords are grouped into categories.

  • Asset type, to filter by file type, such as image, video, or PDF. Asset type also controls which download formats are available.

To filter by keyword, use the Keywords section of the filter pane rather than the search bar.

There is currently no dedicated control to clear all filters. To reset every filter at once, select the page name (for example, All Assets) at the top of the page.

By default, the search bar matches the words in an asset’s name only. AI descriptive search instead finds assets by meaning: it covers the asset name, description, keywords, and other data fields, and returns assets with related or similar meaning. This is useful in large libraries, where you may not know the exact name or tags of the asset you need.

AI descriptive search is a toggle in the search bar, and is off by default. You can switch it on yourself while browsing the portal.

  1. Select the search bar on the assets page.

  2. Turn on AI Descriptive Search.

  3. Enter your search term.

Results are ranked by relevance, with the closest matches at the top. For example, a search for "Christmas" returns assets named "Christmas" and may also surface related content, such as assets tagged "December". Because the search interprets meaning broadly, some results may be less literal than you expect.

To narrow results further, apply filters first to reduce the asset pool, then use descriptive search within the filtered set.

Use the filter pane on the right-hand side for keyword filtering rather than the search-bar dropdown. This gives the most reliable results when combined with descriptive search.

Select assets

Select the checkbox on an asset to choose it before taking an action, such as download. To select every asset currently displayed, use Select Visible at the top of the list.

When you need most of a set, select all visible assets and then clear the checkboxes for the few you do not want. This is usually faster than selecting assets one by one.

A contextual toolbar appears at the top of the list when one or more assets are selected, and disappears when you clear the selection. Use this toolbar to act on your selection, such as downloading the selected assets.

To download selected assets, see Download and share assets.

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