On the Admin dashboard, you'll see a table that lists commonly performed administrative tasks - one for user-related tasks and another for asset-related tasks.

The Asset Related Tasks area lists the number of the following, along with links to more details:

• Archived assets
• Assets never ordered
• Assets with empty required metadata
• Assets without categories
• Conflicted asset uploads
• Expired assets
• Lost assets
• Pending delete
• Unreleased/pending admin approval assets

Archived assets

In the Archived Assets queue, view assets that have been archived by asset group and order archived assets.

Select an asset group, or View, to see the archive date for each asset and to export a PDF or CSV of the assets. Note: assets can not be unarchived.

Assets never ordered

View assets that have not been ordered in the Assets Never Ordered queue. The number of assets in each asset group that have not been ordered are displayed. Click View to see the assets and determine whether or not the assets should be deleted.

The Administrate Assets Never Ordered permission must be enabled for users (with access to the Admin application) to view by asset group the assets that have not been ordered.

Export a list of assets never ordered

From the Assets Never Ordered queue you can create an export. Click View for an asset group, then click Export to receive a PDF or CSV of all assets in the asset group that haven't been ordered.

In the CSV, sort the Download column and delete rows with any activity to see only those with zero ordered assets. You can even sort by release date if you'd like to see a 12-month window of assets that haven't been ordered in the last year.

Assets with empty required metadata

If asset groups are listed in the Assets with Empty Required Metadata queue, it means that there are one or more assets in the group that don't have required metadata fields completed.

You can update that metadata by selecting an asset group, or clicking View, then selecting a single asset and editing metadata on the Asset Details page or selecting a batch of assets and editing metadata from the Selection panel.
 

Assets without categories

If the category searching is enabled, it's a best practice to ensure all assets are assigned to at least one category.

The Assets Without Categories queue allows you to find assets by asset group that are not assigned to a category. Click an asset group name, or View, to see assets in that group and assign assets to the appropriate category individually from the Asset Details page or in a batch from the Selection panel.

Conflicted asset uploads

All filenames must be unique. If an asset is uploaded and an asset of the same filename already exists, the new asset will be considered a conflicted asset. The best practice recommendation is to resolve conflicts as they arise. If an asset remains conflicted, users will not be able to find it. The conflicted asset may be more current than an existing asset or it may be a different asset with the same filename.

A list of upload profiles and the number of assets in that profile that are conflicted will display in the Conflicted Asset Uploads queue. Click the asset group, or View, to see the conflicted assets and to resolve conflicts.

To resolve conflicted assets, click the Resolve Conflict icon in the Options column. The existing asset will display on the left and the new asset will display on the right. Resolve the conflict using one of the following options:

• Delete Existing or Delete Conflicting if one of the assets no longer needs to be in the DAM.
• Rename Existing or Rename Conflicting if both of the assets should be in the site.
• Overwrite to maintain metadata but update the image or version of the new asset, based on site configuration.

Note that conflicted assets can also be resolved on the Uploads page in the Activity menu on the dashboard.

Expired assets

User role permissions determine which users are able to view and download assets when they reach their expiration date. All expired assets placed in the Expired Assets queue, by asset group. We recommend that, every so often, you review assets in the queue to determine whether or not the expiration date should be changed or determine if assets should be permanently deleted. Assets can remain in the queue if desired. Note that expired assets consume storage space and are calculated as part of the storage space allowance.

Select an asset group, or View, to see the expiration date for each asset and to export a PDF or CSV of the assets.

Expiring and expired assets may be tracked.

Lost assets

Assets must be included in at least one asset group. If an asset group is deleted from the DAM without the contained assets being assigned to a new asset group, the assets will be lost and no longer viewable by users.

View lost assets in the Lost Assets queue. To reassign lost assets to a new asset group, contact the Acquia DAM Support team. Acquia recommends that you create a new asset group for the reassigned assets so that you can locate them easily. After the Support team completes the reassignment, you can move the assets to different groups as needed.

Pending delete assets

Assets that are deleted by users from search results or on the Asset Details page are removed from user view and are placed into the Pending Delete queue. Review pending delete assets to determine whether or not they should be permanently deleted from or restored to the site.  Because only 200 assets can be deleted at a time, we recommend purging assets from the queue regularly.
 

To permanently delete assets, select an asset group's name, or View. Select confirm deletion to permanently delete single assets from the site or delete assets in a batch by checking them, then selecting Confirm Delete.

You can also delete assets by asset group from the queue by checking the group's name, then Confirm Delete.
 

Restore deleted assets

If assets are inadvertently deleted, restore assets by selecting an asset group name, or View, in the Pending Delete queue, then clicking Restore to return assets and their metadata to the DAM. Restore assets in a batch by checking next to the assets to be restored and clicking Restore. 

Unreleased/pending administrator approval

Assets that are uploaded but not released at the time of upload will reside in the Unreleased/Pending Administrator Approval Assets queue. Access those assets by selecting an asset group, or View, and edit them to add metadata and release dates.
 

What asset-related tasks are on the Admin dashboard?

On the Admin dashboard, you'll see a table that lists commonly performed administrative tasks - one for user-related tasks and another for asset-related tasks.

The Asset Related Tasks area lists the number of the following, along with links to more details:

• Archived assets
• Assets never ordered
• Assets with empty required metadata
• Assets without categories
• Conflicted asset uploads
• Expired assets
• Lost assets
• Pending delete
• Unreleased/pending admin approval assets

Archived assets

In the Archived Assets queue, view assets that have been archived by asset group and order archived assets.

Select an asset group, or View, to see the archive date for each asset and to export a PDF or CSV of the assets. Note: assets can not be unarchived.

Assets never ordered

View assets that have not been ordered in the Assets Never Ordered queue. The number of assets in each asset group that have not been ordered are displayed. Click View to see the assets and determine whether or not the assets should be deleted.

The Administrate Assets Never Ordered permission must be enabled for users (with access to the Admin application) to view by asset group the assets that have not been ordered.

Export a list of assets never ordered

From the Assets Never Ordered queue you can create an export. Click View for an asset group, then click Export to receive a PDF or CSV of all assets in the asset group that haven't been ordered.

In the CSV, sort the Download column and delete rows with any activity to see only those with zero ordered assets. You can even sort by release date if you'd like to see a 12-month window of assets that haven't been ordered in the last year.

Assets with empty required metadata

If asset groups are listed in the Assets with Empty Required Metadata queue, it means that there are one or more assets in the group that don't have required metadata fields completed.

You can update that metadata by selecting an asset group, or clicking View, then selecting a single asset and editing metadata on the Asset Details page or selecting a batch of assets and editing metadata from the Selection panel.
 

Assets without categories

If the category searching is enabled, it's a best practice to ensure all assets are assigned to at least one category.

The Assets Without Categories queue allows you to find assets by asset group that are not assigned to a category. Click an asset group name, or View, to see assets in that group and assign assets to the appropriate category individually from the Asset Details page or in a batch from the Selection panel.

Conflicted asset uploads

All filenames must be unique. If an asset is uploaded and an asset of the same filename already exists, the new asset will be considered a conflicted asset. The best practice recommendation is to resolve conflicts as they arise. If an asset remains conflicted, users will not be able to find it. The conflicted asset may be more current than an existing asset or it may be a different asset with the same filename.

A list of upload profiles and the number of assets in that profile that are conflicted will display in the Conflicted Asset Uploads queue. Click the asset group, or View, to see the conflicted assets and to resolve conflicts.

To resolve conflicted assets, click the Resolve Conflict icon in the Options column. The existing asset will display on the left and the new asset will display on the right. Resolve the conflict using one of the following options:

• Delete Existing or Delete Conflicting if one of the assets no longer needs to be in the DAM.
• Rename Existing or Rename Conflicting if both of the assets should be in the site.
• Overwrite to maintain metadata but update the image or version of the new asset, based on site configuration.

Note that conflicted assets can also be resolved on the Uploads page in the Activity menu on the dashboard.

Expired assets

User role permissions determine which users are able to view and download assets when they reach their expiration date. All expired assets placed in the Expired Assets queue, by asset group. We recommend that, every so often, you review assets in the queue to determine whether or not the expiration date should be changed or determine if assets should be permanently deleted. Assets can remain in the queue if desired. Note that expired assets consume storage space and are calculated as part of the storage space allowance.

Select an asset group, or View, to see the expiration date for each asset and to export a PDF or CSV of the assets.

Expiring and expired assets may be tracked.

Lost assets

Assets must be included in at least one asset group. If an asset group is deleted from the DAM without the contained assets being assigned to a new asset group, the assets will be lost and no longer viewable by users.

View lost assets in the Lost Assets queue. To reassign lost assets to a new asset group, contact the Acquia DAM Support team. Acquia recommends that you create a new asset group for the reassigned assets so that you can locate them easily. After the Support team completes the reassignment, you can move the assets to different groups as needed.

Pending delete assets

Assets that are deleted by users from search results or on the Asset Details page are removed from user view and are placed into the Pending Delete queue. Review pending delete assets to determine whether or not they should be permanently deleted from or restored to the site.  Because only 200 assets can be deleted at a time, we recommend purging assets from the queue regularly.
 

To permanently delete assets, select an asset group's name, or View. Select confirm deletion to permanently delete single assets from the site or delete assets in a batch by checking them, then selecting Confirm Delete.

You can also delete assets by asset group from the queue by checking the group's name, then Confirm Delete.
 

Restore deleted assets

If assets are inadvertently deleted, restore assets by selecting an asset group name, or View, in the Pending Delete queue, then clicking Restore to return assets and their metadata to the DAM. Restore assets in a batch by checking next to the assets to be restored and clicking Restore. 

Unreleased/pending administrator approval

Assets that are uploaded but not released at the time of upload will reside in the Unreleased/Pending Administrator Approval Assets queue. Access those assets by selecting an asset group, or View, and edit them to add metadata and release dates.