Harmoni's ASSETS offer a safe and centralized location for authorized users to store files for a site. With ASSETS, users can easily upload and download files to support dashboard design. These files are securely stored within your site and group, where you can manage access to ensure they are only available to valid Harmoni users.
In this article
1. Access to ASSETS
Access to the ASSETS is provided via personalization keys Keys that can be applied at the user, site (all users), or company (all users) level. Contact support@infotools.com for more information. . Once the key is on, the ASSETS menu is available in the Global Menu Bar.
Additional personalization keys control default settings, including:
- Maximum file size
- Accepted File Formats/Types
- Ability to automatically add a set prefix to the file name
- Enable/disable upload
- Enable/disable download
ASSETS supports many file formats, including the following options:
- Files (.docx, .xlsx, .pptx, .pdf)
- Images (.jpg, .svg, .png)
- Videos (.mp4)
- Fonts (all font file types)
2. ASSETS Functionality
Upload a File
To upload a file into ASSETS, click on the upload button.
- Select the ASSETS menu
- Click the upload button in the right-hand corner of the Harmoni screen
- From the dialog box, navigate to and select the file(s)
- Click open
- Once the upload completes, click the OK button, and the Assets folder will update
File Management Options
After you have uploaded files to Assets, there are various options available.
- Filter the files using the Display Filter option
- Mark as a favorite
- Search
- Edit the file name
- Sort the files
- Control access to the file (Lock/Unlock)
- Copy a link to a file
- Download a file
- Delete files
- Check box option
1. Filter using the Display Filter
Use the tile display filter to show only/all files based on ownership, favorite, or shared states. Select All to show all files.
Click the star next to any of the filters to mark as a default. When you access ASSETS, the default filter will be active.
2. Search
You can use the search bar to find specific files. As you type, the list of file names will shrink to match the text you enter.
3. Mark as a Favorite
To favorite a file, simply hover over its name and the heart option will appear. Click on the heart to mark it as a favorite.
4. Edit the file name
After uploading a file, you can still modify its name. Click on the edit pen to access the name, then hit enter or click outside the edit box to confirm the change. Please note that you can only edit the names of files that you own.
5. Sort the files
Files are automatically sorted by most recent in the Modified At column. Click the arrow icon next to the column header to reverse the order.
To sort by your preferred field, simply hover over any column header and an arrow icon will appear. Click the arrow icon a second time to reverse the sorting order.
6. Control access to the files (Lock/Unlock)
When you first upload a file to assets, the lock icon is locked , which means only those users who are in the same Harmoni group as you can access it, either directly in the Assets tab or via a link you send or include in a dashboard. Locked files are private.
If you need all users who are on the Harmoni site, irrespective of the group they are in to access the asset, then you can click the lock icon to unlock it and provide public access.
The icon toggles between locked and unlocked. A popup box alerts you to the changing state.
7. Copy a file link
Click the link icon to generate a link, then click the COPY LINK option to copy it. You can then paste the link into an email to share with others or use it in a dashboard.
Note that other users are not required to have access to ASSETS (i.e., see the ASSETS menu) to be able to view the file via a link. They do need to be in the same Harmoni group as you.
- Choose the file you like to link and click the copy icon.
- The file URL will appear with an option to COPY LINK.
- Copy the link and paste it where needed.
8. Download a file
Use the download icon to download a file. Once you click on the file, the download will begin and can be found in your computer's downloads folder.
Once a file is downloaded, the download icon turns green . This does not prevent you from downloading the file again if you need.
9. Delete a file
Use the trash can icon to delete a file. Harmoni asks for confirmation prior to deleting the file. You can only delete a file you own.
10. Check box option
Hovering over the file reveals the check box option . You can tick multiple check boxes and then download, delete or lock/unlock multiple items at once. With multiple items selected, the options to download, delete or lock/unlock are at the center, bottom of the asset list.
Click the text boxes individually or you can make multiple selections at once. To do this...
- Select the first check box
- Hold the shift key down and click a check box further down the list
- All check boxes in-between are also selected
- Press the Esc button to deselect multiple files at once
- Multiple assets are selected
- Options to download, delete and lock/unlock are available
- Selecting unlock, unlocks all the selected, formerly locked assets
Tips:
- If you select a mixture of locked and unlocked files, Harmoni will default to locking all selected files so they are private.
- You can only delete or lock/unlock files you own unless you are an administrator.
- When you download multiple assets at once, Harmoni includes them all in a zip file.
3. Link to a Dashboard
Storing files in ASSETS makes it easy to manage assets to use in your dashboards. Load the necessary files into ASSETS and use the link option to copy the link and connect it to your dashboard.
Only users in the same Harmoni group as you have access to the assets that are locked. When building a dashboard, if users from other groups are accessing it, make sure you unlock all required files.
Linking files stored in ASSETS to Dashboards requires knowledge of creating and designing Harmoni Dashboards. If you are new to this, please review the articles related to Harmoni Dashboards.
To link files and images, you have the option of using the custom link field in the tool panel or HTML code. However, videos can only be linked through the custom link field in the tool panel.
Files
To add a file to your dashboard, you have two options. You can either use HTML code within your text container or create a text or image container and add a link to the file in the custom link field located in the tool panel.
HTML Code
Add a text container and click the View HTML button </>. Insert the link copied from ASSETS.
Custom Link Field
Add a container, then paste the link you copied from ASSETS into the custom link field. It is helpful to include some text that lets your users know it is a clickable link, so they can easily find the information they need.
- PDF files open in a new tab, which can be downloaded if required
- Excel, Word, and PPT files automatically download
Images
In Harmoni, you have the option to display images on your dashboard using a basic image container. However, if you want to be more creative with your designs, uploading files to ASSETS and utilizing Custom CSS can be a great solution.
- Images linked via the tool panel open in a new tab.
- Images linked via HTML code need to include sizing instructions within the code.
Learn more about dashboard containers.
Videos
To link a video, you can only use the custom link field. You have the option of using a text or image container in the dashboard depending on your design needs. From there, insert the link in the tool panel to access the video stored in ASSETS. The video will open in a new tab.
- Copy the link to the video from ASSETS
- Select and format a text or image container
- Paste the link into the Custom Link field in the tool panel
- Press save
- Click the container to play the video, which opens in a new tab.
Fonts
You can use custom font files stored in Assets using HTML Code.
HTML Code
Add a text container and click the View HTML button </>.
Add the code to define your font and include the link to call the font file stored in your Assets area.
Notes
- Someone with both ADMIN and ASSETS access can manage all files available for the site. Be careful with not deleting anything.
PDF of the article is attached below and can also be found at this location:
S:\Customer Success\_Harmoni Academy and KB\Assets-H3\8. Assets\Articles and Documentation\Harmoni Assets-H3.pdf
Where to from here?
Learn more about dashboards.