Find campaign assets
with shared metadata fields.
Files from one campaign are spread across the library, and nobody can pull them all up quickly.
By the end, every asset from the campaign carries the same Campaign and Market values, and one search finds them all.
Before you start
- Shared fields such as Campaign and Market, already set up for the workspace.
- The permission to edit the asset. To fill in many assets at once with Metadata, the permission to edit workspace settings.
Watch the walkthrough
Here's how to fill in shared fields like Campaign and Market, and then use those values to find related assets.
Your team has agreed on two fields, Campaign and Market. They're already set up for the workspace, so everyone picks from the same list of values.
A new asset came in from the Tidewater shoot. Open it.
Under Custom Metadata, Campaign and Market are still empty.
Click Campaign, and pick Tidewater.
Then click Market, and pick Nordics.
Go back to the Library. Two more assets from the same shoot need the same values.
Choose Select, and click both assets.
In the bar at the bottom, choose Metadata.
Choose Add field to update, pick Campaign, and set it to Tidewater.
Add Market the same way, and set it to Nordics.
Choose Apply All. Both assets get the same values in one step.
Now find the whole campaign. Type Tidewater in the search box, and press Enter.
Every asset with Campaign set to Tidewater shows up: images, the video and the voiceover, including the three you just filled in.
Search for Nordics instead, and you get only the assets for that market.
Search finds an asset only when its field is filled in. An asset left empty won't show up, so fill in the fields as new work arrives.
In short: pick values in Custom Metadata, use Metadata on a selection to fill many assets at once, and search for a value to find them all.
Search across all videos and guides.
Fill in the same values, then find the whole campaign.
New files from the Tidewater shoot keep arriving at Northstar Creative. The team fills in Campaign and Market on each asset, so one search later brings up everything from the campaign: images, the video and the voiceover.
Open Assets in your workspace to follow along. To fill in an asset, you need the permission to edit it. To fill in many assets at once with Metadata, you need the permission to edit workspace settings. Setting up the fields themselves is in Require file details at upload.
- 01
Agree on shared fields
Your team agrees on a few fields, such as Campaign and Market, and sets them up once for the workspace. Everyone then picks from the same list of values, so the spelling always matches.
- 02
Open a new asset
In Assets, open an asset that just came in from the shoot.
- 03
Fill in Campaign and Market
Under Custom Metadata, an empty field shows “—”. Click Campaign, and pick Tidewater. Then click Market, and pick Nordics. Each value is saved as you pick it.
- 04
Select several assets
Go back to Assets. Choose Select, and click the other assets from the same shoot. The bar at the bottom shows how many you picked, for example “2 assets selected”.
- 05
Fill them in at once
In the bar at the bottom, choose Metadata. Edit Custom Metadata opens for the selection. Choose + Add field to update..., pick Campaign, and set it to Tidewater in the -- Select -- list. Add Market the same way, and set it to Nordics.
Leave Replace all metadata off. Then only the fields you add here are updated. - 06
Apply All
Choose Apply All. Every selected asset gets the same values in one step, and you see “Metadata applied to 2 assets”.
- 07
Search for a value
Click the search box, Search… (Ctrl+K), or ⌘K on a Mac. Type Tidewater, and press Enter.
Search for one value at a time. Two values in one search find assets that have either value, not both. - 08
Check the results
Every asset with Tidewater in its Campaign field shows up: images, the video and the voiceover, including the ones you just filled in.
- 09
Search for one market
Choose Clear search (×), and search for Nordics instead. You get only the assets for that market.
- 10
Keep fields filled in
Search finds an asset only when its field is filled in. An asset left empty won’t show up, so fill in the fields as new work arrives.
In short: pick values under Custom Metadata, use Metadata on a selection to fill in many assets at once, and search for a value to find them all. To find assets where a required field is still empty, see Find assets with missing required metadata.
Check the result
- The asset shows your values under Custom Metadata.
- After Apply All, you see “Metadata applied to N assets”.
- Searching for the value lists every asset that has it.
If it didn’t work
An asset I just filled in doesn’t show up in search.
After a bulk edit, an asset can take up to about a minute to appear in search. Wait a minute, and search again.
An asset from the campaign is missing from the results.
Search finds an asset only when its field is filled in. Open the asset, fill in the field under Custom Metadata, and search again.
I typed two values, and got more results, not fewer.
Search for one value at a time. Two values in one search find assets that have either value, not both.
Will Metadata erase the other fields on the selected assets?
Not while Replace all metadata is left off. Leave it off, and only the fields you add are updated.