Add/Manage Content in the Collateral Library

Overview

To be effective, partners will rely on content that you provide to build, mix, and promote business engagement and conversation. In Unifyr One, this content is called collateral and is stored in the Collateral Library. Collateral can take many forms: audio, video, text, images, and more.

As collateral content is created, you will assign a content type and how the partners can use the content. For information abut managing content types, see Managing Content Types for Collateral.

It’s possible to control access to certain types of content, by assigning Terms & Conditions of access. Partner users must accept the T&Cs to get access to the content. For more information, see About Terms & Conditions of Service.

If you need to use a collateral item in multiple programs or campaigns, we recommend that you create a separate copy for each. This will allow you to view usage statistics for each context and will prevent data corruption in the reports as the download count will be incremented for each campaign that the asset is associated with.  Partners can email content directly from the portal by creating their own campaigns. All of the partner-created campaign reporting data will be collated into a single record.  

Note Co-branded collateral content is a special case and is created using the Multimedia tactic in the Partner Marketing toolbox. For more information, see Manage Co-brandable PDFs and Manage Co-brandable Videos.

You can provide filters based on Partner Groups for your collateral, and your collateral types, so you can be specific about who has access to it in the partner portal. 

Intended Audience 

Channel Marketing Leader or Partner Channel Account Manager.

Before You Begin

Before you begin, read About the Collateral Library. 

The maximum file size for each individual collateral is 250 MB. 

Contents

Click on the + to expand the instructions for the desired task. 

Add Content to the Collateral Library

When you create a new piece of collateral, you can set it up so that partners can preview, download, and customize the collateral if it is available in their view. All content may not be available to all partners. Suppliers determine if the content is available for preview or customization.

1. Navigate to Library Content > Collateral Library.
2. From the Create New dropdown list, select the type of content you want to create. This list will be specific to your configuration. For information about managing your content types, see Managing Content Types for Collateral.

3. Depending on which Content Type you selected, you will be asked to provide information to define the new content item. Common parameters include:

   Parameter	Type	Description
   Name	Text	The internal name for this asset.
   Effective Dates	Date Selector	Click in the fields to select the dates when the collateral becomes available and expires for partners. Start and end dates are required.
   Published	Checkbox	Check this option when you are ready for partners to access this item in their partner portal. You may not see this option if you're working with a DAM integration.
   Prevent Sharing	Checkbox	Check this option to restrict the partner’s ability to share this content outside the portal.  When this option is set: The asset can only be accessed when a partner is logged into the portal. When a user clicks on a link to an asset with this option set, the link remains valid for 5 minutes. Unifyr One presents a The link has expired message after that time. Copy Link to Clipboard and Email Selected actions are not available for the asset in the portal. The logged in user can download it. A lock icon is displayed alongside the asset to indicate that it can't be shared.
   Visibility	Dropdown	Choose the Partner Groups you’d like to make these items available to.  If you don't set up a filter, the collateral will be available to all partners. For more information, see Add Partner Filters. You can make adding a Partner Filter for a collateral asset mandatory. Users will be shown an error if they attempt to save a new asset object without configuring a filter. This option needs to be enabled on your system - submit a request to your Unifyr One team if you want to take advantage of it. The filters you add to this asset will be applied in addition to any filters that are configured for the content type - the partner/user must match the Content Type filter AND the individual asset filter to have access to the asset. Alternatively, click Advanced to create a single-use Partner Group as a filter just for this asset. For more information, see Using Ad-Hoc / Single-Use Partner Groups. The Collateral Library pages include a column and filter, which allow you to see whether your assets have partner group filters configured. The icon indicates that an asset has filters. You may need to click More to access the filter. Visibility is not available if your system uses a legacy method of controlling partner access to content (channels and streams). Use Show in Partner Library? to specify whether the content is available to partners.
   Tags		Displays a list of the configured tags for the Content Type you have selected. These are different for every supplier. Tags help your partners sort and filter to find relevant content.  For more information, Tag Management.
   Asset Url	Text	In the Asset Url field, enter a URL to the asset file that contains the content of the collateral.  Alternatively, click Browse to upload a file (maximum file size 250MB) and the URL will be populated for you. Most file types are accepted, with the exception of .exe and .bat. There is additional support for these types: Image file types .jpg, ,jpeg, .png, and .gif - thumbnail auto-generated, shown as thumbnail on the card and as a full preview  PDF - thumbnail auto-generated Video file types .mp4, .mov, .avi, .webm, and .mkv - thumbnail auto-generated We recommend uploading video files with a bitrate of less than 6000 kbps. A higher encoding than this may cause playback issues in some browsers. Note: This URL will change if the asset file is updated for this item later. If you want other users to link to the collateral item here, for example to review, it is better to send them a static URL so they don't need to update their link every time a new file is added to the collateral item. The collateral item will have a Published Url once it's been published - this will stay constant even if the asset file has changed.
   Description	Text	Add the description of the item. This description will show for partners when viewing the Collateral Library in Detail mode. This is also the place to include any Search Engine Optimization (SEO) keywords. By adding keywords, you will make it easier to find and report on content coverage.
   Thumbnail	File Upload	The thumbnail image for the asset. Thumbnails will auto-generate for some file types: .pdf Image Files: .gif, .jpg, .jpeg, .png Video files:  .mp4, .mov, .avi, .webm, and .mkv Hosted video URLs (e.g. Vimeo/YouTube) Some other URLs (complete URL, e.g. https://www.google.com) Thumbnails will not auto-generate for any other file type. To upload your own thumbnail, enter the URL for the thumbnail or select Upload to upload an existing file. Unifyr checks to see if the image or asset has been previously uploaded. If it has previously been uploaded, the system asked if you want to upload the item again or use the current image. Accepted file types: .bmp, .gif, .jpg, .jpeg, .png, .svg Maximum file size 250mb If the asset includes a thumbnail, you can preview it in the Collateral Library list by hovering over the asset's icon.
   Internal Notes	Text	Information about the asset that is only visible to you, as a supplier. The information is not visible to partners when they view the asset in the portal.
   Display Name	Text	The user-friendly name for this item. This title will be seen by partners in a list where they can select the collateral. Make the title descriptive so the partner will have an idea of how to use the collateral.
   Show in Partner Library?	Radio	Whether the asset is visible to your partners in their partner portal. This is a legacy setting that won't have an effect if your system uses asset level filtering, which most do. If the Visibility setting is available, use that to control partner access to the content instead. Having Visibility available indicates that asset filtering is in place.

4. Click Save.

Once you have created your content, make sure you Add the Collateral Feature Bundle to your Partner Portal Site.

Batch Upload Content to the Library

This option allows you to quickly upload multiple items of Library Content that require the same attributes. For instance, you may need to upload 10 pieces of collateral related to a specific product line. You would typically apply the same tags and access requirements to these documents, and therefore, could upload them in a batch using this feature.

There is no limit to the number of files that can be uploaded in a bulk action but be aware of performance - we recommend keeping batches to a maximum of 100 files and allowing up to 10 minutes for the upload to complete.

Follow these steps:

1. Navigate to Library Content > Collateral Library.
2. On the left-hand sidebar, select which Content Type you’d like to use for bulk asset creation.
3. Click Import.
4. In the Bulk Create New Library Asset view, drag and drop the files to be imported, or browse for files.
   • Most non-executable files are accepted (i.e. not .exe or .bat). 
   • The file size limit for each file is 250MB.
   • Thumbnails will auto-generate for some items and show in the partner portal. For more information, see Add Content to the Collateral Library > Thumbnail.

5. Depending on the Content Type you selected, you will be asked to provide information to define the new content items. 

   Note Values given for most of these parameters (except Name) will be applied to all content that is uploaded in this batch. You can update the values at individual asset level when they're uploaded.

   Common parameters include:

   Parameter	Type	Description
   Name	Text	The default name of each file is its file name. You can edit the name of each item when you add it via Upload Files so that it is more user-friendly. This title will be seen by partners in a list where they can select the collateral. Make the title descriptive so the partner will have an idea of how to use the collateral.
   Effective Dates	Date Selector	Click in the field to select the date when the collateral assets become available and expire for partners. Start and end dates are required.
   Published	Checkbox	Check this option when you are ready for partners to access these items in their partner portal account.
   Prevent Sharing	Checkbox	Check this option to restrict the partner’s ability to share this content outside the portal.  When this option is set: The asset can only be accessed when a partner is logged into the portal.  Copy Link to Clipboard and Email Selected actions are not available for the asset in the portal. The logged in user can download it. A lock icon is displayed alongside the asset to indicate that it can't be shared.
   Partner Filters	Filter	Click Edit and use the pop-up to select the Partners or Partner Groups you’d like to make these items available to. Make sure to click Apply before moving on to the next field. For more information, see Add Partner Filters.
   Tags		Displays a list of the configured tags for the Content Type you have selected. These are different for every supplier. Tags help your partners sort and filter to find relevant content.  For more information, Tag Management. Any tags selected here will be applied to all files in this batch upload.
   Description	Text	Add the description of the items. This description will show for partners when viewing the Collateral Library in Detail mode. This is also the place to include any Search Engine Optimization (SEO) keywords. By adding keywords, you will make it easier to find and report on content coverage.
   Internal Notes	Text	Information about the asset that is only visible to you, as a supplier. The information is not visible to partners when they view the asset in the portal.
   Show in Partner Library?	Radio	Whether the asset is visible to your partners in their partner portal.

6. Click Save.

Once you have created your content, make sure you add the Collateral feature bundle or the Browse Collateral feature page to your Partner Portal. For more information, see the Add Collateral to the Partner Portal section of this article.

Manually Edit Content in the Collateral Library

1. Navigate to Library Content > Collateral Library.
2. [Optional] Use the search and filter tool to filter the items listed.
3. Click on the item you want to edit, to access it for edit.
4. Click Edit.
5. Make the desired changes. 
6. Click Save.

Bulk Update Content in the Collateral Library

Unifyr One's Bulk Update feature allows you to add/remove tags, configure partner filters, and set effective dates and status for multiple collateral assets in a single action. 

For more information, see Updating Marketing Content in Bulk.

To access the Bulk Update option for collateral assets:

1. Navigate to Library Content > Collateral Library.
2. Choose the Content Type in the left sidebar. You can only bulk update assets of one type at a time.
3. Check the checkbox to the left of each asset you want to update.
4. Click Bulk Update.

How to Identify Expired Collateral Assets

There are several filters in the Collateral Library that you can use to audit the current status of your collateral assets.

1. Navigate to Library Content > Collateral Library.
2. [Optional] Use the tabs on the left hand sidebar to access assets of a particular type.
3. Click the Expired drop down list to access filters for the list, based on the expiry date for the assets:
   • Expired
   • Expires in 7 days
   • Expires in 30 days
   • Expires in 90 days

The expiry date is based on the Effective Date (End) value given to the collateral asset in Unifyr One Admin.

You can also choose Not Expired to get a list of collateral that's still valid.

How to Archive Content

You can archive live/active assets in the Collateral Library - this sets the expiration date to the current date, if the asset is still active.

1. Navigate to Library Content > Collateral Library.
2. [Optional] Use the search and filter tool on the left edge of the screen to filter the items listed.
3. Click on the item you want to archive, to access it for edit.

4. Click Archive. You may get a request to confirm the action if the content is within its active date range. Click Continue to complete the action or Cancel to terminate it.

   If you want to re-activate the asset later, edit it to update the Effective End Date.

Unifyr One does not offer the option to delete collateral assets, unless the Data Hygiene tool is enabled on your system. For more information, see Data Hygiene.

Export a List of Collateral

You can download a .CSV file of assets in your Collateral Library. This is helpful if you want to audit your Collateral Library. To export a list, follow these steps:

1. Navigate to Library Content > Collateral Library.
2. On the left-hand sidebar, select the Content Type for which you’d like to export the list. Alternatively, go the All tab to see all your available assets.

3. Click the checkbox next to the assets that you want to include in the exported list.

   Alternatively, click the checkbox at the top of the leftmost column to select all assets in the page or in the list.

4. Click Export. The CSV file is downloaded to your downloads area.

Add Collateral to the Partner Portal

If you have published collateral assets ready, add the Browse Collateral feature page to your site navigation to make them available to your selected partners.

There are other options for displaying collateral in the partner portal:

• The Browse Collateral page is also included in the Collateral feature bundle - add that to the portal navigation to include Browse Collateral, My Collateral and Browse Programs pages in a single menu.
• You can also add a collateral browser to a custom page - use a Collateral Search dynamic content widget and select the type of content and tags you want to use. For more information, see Add Dynamic Content.

1. Navigate to Partner Portal > Site Configuration.
2. Click the Partner View where you’d like to add collateral pages.
3. On the left-hand sidebar, under Feature Pages, find Browse Collateral.

4. Drag and drop Browse Collateral onto your site tree.

   [Optional] You can use the arrows to change the navigation depth, and edit the Page Details to rename the page and control the visibility of this page to specific Partner Groups.

5. [Enterprise subscriptions only] Use the Show Content From field to select which content to display in the page:

   • Collateral Library - from the Content Type drop down list, choose the type of library content you want to make available in the page
   • Customizable Multimedia

   Select the tags that classify the assets you want to add.

   We recommend that your site has separate pages for library and multimedia (customizable) content, to simplify the partner experience.

   [Engage subscriptions] We provide the individual pages Browse Collateral for library content, and Customizable Collateral for multimedia assets.

6. Click Save and Close.

This is an example of what a Browse Collateral page can look like in the partner portal. 

Track Downloads of Collateral

Most pick ups of a collateral asset by partner users are tracked in Unifyr One and can be reported on. These actions are logged as a download when a user browses for collateral:

• Clicking the Download button for an asset

  

• Clicking the Download Selected or Download All buttons in collateral programs or campaigns

  

• Clicking the Download button in the Preview window 

  

• Clicking the Copy to Clipboard button for an asset

  

These statistics are updated for the asset as well:

• Most Recent Download date is updated when a download occurs on a new day
• Partners with Downloads count is incremented if it's the first download by a user from that partner

These actions aren't tracked:

• Clicking the Preview button for the asset

  

• Previewing the asset, and downloading it using native browser (non-Unifyr One) functionality

  

FAQs

Click on the + to expand the information for the desired question.

Can I require my partners to login to the partner portal to access a collateral library asset that is linked to a to-partner communication?

Yes, this is possible. Follow the steps below:

1. When you are creating an asset or editing the details of an asset, select the Prevent Sharing option. When this option is set, anyone accessing the asset's URL will need to login to your partner portal to view the asset. The logged in user can't share the asset from the portal but they can download it for their own use. Once a user has clicked a link to the content, the link is valid for 5 minutes.

   

2. Click Save.

3. To distribute the URL to partners, go to the asset's Details view. On the right-hand sidebar, right click on the View link for Published URL and select Copy link address.

   

   When the Prevent Sharing option is set for the asset, the URL is generated to ensure that users can only get the asset if they log into your portal.

4. Use the URL as required, for example to link from your desired email or landing page.

   Warning

   This functionality will not work if the URL contains https://static.ziftsolutions.com/. It must contain your Unifyr One site name. We recommend that you copy the URL as shown in the step above and copy/paste it directly into your email/landing page field.

   Here is an example of an INCORRECT URL: https://static.ziftsolutions.com/files/8a9983c96993816d0169b5be67c607b8/comprehensive-vulnerability-assessment.jpg

   Here is an example of a CORRECT URL. The bolded text is our example Unifyr One site name:

   https://ccoe.ziftone.com/content/8a99831a6cbe6901016cbf4d674b6218

How can I ensure that all downloads of a collateral asset from Unifyr One are tracked?

Downloads of a collateral asset are tracked in Unifyr One Analytics. See the Tracking Downloads of Collateral section of this article for more information. But, if a user previews the asset in their browser, and downloads it from there using native browser (non-Unifyr One) functionality, this download is not tracked.

It is possible for you to hide the Preview option for download only collateral assets. This is done via the Application Setting Disable Preview for downloadable assets, which can be enabled by your Unifyr One team. Submit a request to your Unifyr One team if you want this setting activated.

Note: The request may incur a cost, depending on your contract and implementation.

When the setting is enabled, the Preview button is hidden for download only PDF files in the Browse Collateral and Collateral Programs portal pages.

This option applies to non-co-brandable content only. Your partner users can still preview co-brandable/customizable content if they have access to it.

 Training

Learn more with our training course:

• Library Content - Collateral Library

You will be prompted to log into your CustomerONE account to access the link.

Related Topics

• Updating Marketing Content in Bulk
• Manage Site Configuration and Navigation
• Content in the Portal (partner academy article)
• Manage Collateral Programs