Manage Your Files with the Digital Asset Manager

The Digital Asset Manager is available to all Logos users and group members to keep your media organized and easy to find and use when you need it. 

Skip ahead to:

Open the Digital Asset Manager

Upload Files

View Files

Manage Files

Share Files

Supported File Types & System Formats

Open the Digital Asset Manager

To open your personal Digital Asset Manager, navigate to amber.faithlife.com. If you are prompted for a username and password, enter the credentials you use for Logos. If you are already logged into your Logos account, you may be asked to authorize access for that account into the Digital Asset Manager.

To open the Digital Asset Manager for a group, go to Faithlife.com, log in, and navigate to your group’s homepage. Expand Content in the Community panel and click Files. The Digital Asset Manager for your group will open. 

Note: If Files is not visible, you do not have access to view your files. Contact your group’s administrator for access.

Upload Files

There are several ways to upload a file to the Digital Asset Manager. Depending on the file size, the system may take some time to process. The Digital Asset Manager indicates once it’s safe to exit the browser.

Note: When uploading images, we strongly advise using PNG files. While the Manager can handle all standard image types, some types are automatically converted to the PNG format, which can increase the file size. This can create problems since the current maximum file size is 25 mb. You can easily convert images to PNG format using a variety of freely available tools.

Upload Button

Click the Upload button, select the file(s) you want to upload, and click Open.  

Drag and Drop

Drag and drop a file to the main Digital Asset Manager window.

Upload from URL

To obtain the URL for an image on a webpage, right-click the image and select Copy image address.

Then, in the Digital Asset Manager, click From URL, paste the URL of the image, and click Upload.

Upload from the Media Tool in Logos

Open the Media tool in Logos and click the Upload Media button. Select your file and click Open to upload the file to your Digital Asset Manager. 

Note: This method will upload the file into the area associated with your account, not into one of the groups you belong to.

Create Media with the Smart Media Editor

Need to create a custom piece of media? Click Create to open the Smart Media Editor. This tool has three basic sections:

1. Toolbar: switch between Smart Media tools to build your image.
2. Editor: Customize the tool or add content.
3. Preview Pane: See your asset in real-time.

Use the toolbar to select tools. Add content in the editor, and move and arrange items in the preview pane. When finished, click Save to add the file to your Digital Asset Manager.

View Files

Search, Filter, and Sort Files

The Digital Asset Manager automatically adds metadata like tags, uploader, and more to files you upload. This means you don’t have to manually tag or organize your files, although you can add custom metadata to any asset or create personal or group boards for more organization if you prefer.

Search

You can quickly find any asset from the search bar. Search looks at asset names, metadata, PDF and Word document text, and more. You can structure your search to return more exact results:

• Exact match: include the search term(s) in quotation marks
• Combination: include an AND between the terms
• Excluded terms:  include an exclamation point or a dash before the search term
• Bible passages: surround the passage with less than (<) and greater than (>) signs
• Unknown words: include an asterisk (*) in your word or phrase to indicate a wildcard or unknown word

To remove a search, click the cancel icon .

Filter

Filters allow you to quickly find files that match a set of selected categories in the left-hand panel. To filter by any attribute, select it in the sidebar. Continue to add as many filters as needed to locate your desired file.

To remove a filter, click the cancel icon .

Sort

By default, all your assets are sorted by Upload date, but you can set your own custom sorting using the Sort dropdown. Choose one of the auto-populated options or select Custom to sort by any other available field not listed.

Save Custom Searches

When searching and/or filtering, you can save your results in a custom filter. Click the arrow next to Filters and choose Save current filter. Provide a name in the popup and click Save.

You can access saved filters from the same dropdown menu.

Boards

You can organize any files into either personal or group boards, which are collections of files that show in the sidebar and can hold any assets you choose. See this section to learn more about organizing your files with boards.

Adjust View Settings

Choose a Grid View

You can view your assets in one of three grids:

• Small Grid View — show small previews of your assets
• Grid View — show medium previews of your assets
• Table View — show all assets in a table with rows and columns 

Toggle the Sidebar and Preview Pane

The sidebar shows an asset’s details when you select it. Click the Sidebar icon  to toggle the sidebar visibility.

Note: To view all asset details, hover over the asset and click the View asset details icon .

While any asset is selected, you can preview the asset in a larger preview pane. Click the Preview Pane  icon to toggle the panel’s visibility.

If both the sidebar and the preview pane are selected, a large preview will show with the asset’s details below.

Note: You can also preview the asset in a larger size by double-clicking the asset.

View File Statistics

The Digital Asset Manager automatically logs and displays statistics for each of your files. To view statistics, click the View asset details icon in the bottom right of the file preview. 

A readout at the top of the asset displays a basic set of statistics.

• Rating: displays your rating (in this case, 5.0) and shows how many users have rated this asset
• Views: shows total views for the asset
• Download: shows total downloads for the asset
• Favorite: shows how many users have favorited the asset
• Shares: shows how many users have shared the asset 

For more details, click the Stats button to see an expanded view that contains a few additional details.

• Boards: shows how many boards the asset is connected to
• Shared URLs: shows each time the asset is shared, the share link, the person who created the link and view statistics for each link

Manage Files

Quick Actions

Select a file by clicking it. To select multiple files, select the first file and then:

• Press and hold Ctrl/Cmd while individually selecting the files you want to manage
• Press and hold Shift and click the last file in a series you want to manage.

Any changes you make will apply to all the selected files.

When you double-click an asset in the Digital Asset Manager, a preview will appear. Above the preview, a navigation bar displays several icons that allow you to take action on the asset:

•   Download asset
• Create a share link
• Favorite the asset
• File url (a public link)
• View the asset’s full details
• Zoom in
• Expand the asset details sidebar
• Close the preview

Update a File

View the asset details by clicking the View asset details icon in the bottom right of the file preview. Locate the Formats tile in the right-hand panel and click Update. Select your new version of the file and click Open.

Note: If your shared link references the asset itself, it will be updated whenever you update the asset anywhere you’ve used it. If your shared link, however, points to a specific file or version of your asset, it will not update automatically when you update the asset.

Revert to an Earlier Version

There is an Edit History at the bottom of the asset details.

To return to an earlier version of the asset, click the appropriate Revert button. If you are not sure which version you want to revert to, click View to see the changes. A banner will show that you are viewing an earlier version.

• Click View latest to return to the current view
• Click Revert to return to the earlier version

Set File Permissions

Click the View Asset Details icon to view the asset’s detail page. 

Set a Published Status for the File

An asset’s status indicates to other admins where that asset falls in a particular workflow, and, in the case of videos, also determines whether it is “live” and will display in Faithlife TV, on your Faithlife Site, or elsewhere. 

• n/a: This file will not be displayed anywhere you’ve embedded it.
• Draft: This file will not be displayed anywhere you’ve embedded it.
• Published: This file will appear wherever you’ve embedded it.
• Retired: This file will not be displayed anywhere you’ve embedded it.

Set Access Permissions for the File

To allow others to view the file in your Digital Asset Manager, set access permissions for the file. These settings override your group defaults. You can set access permissions on any file so the file is available to others on two levels:

• Can View: who can view the file in your Digital Asset Manager
• Can Edit: who can edit the file in your Digital Asset Manager 

Choose between one of the available options:

• Admins: complete control over all group settings and actions
• Mods: maintain and manage the group
• Members: regular members of the group
• Followers: those with a Faithlife account who can read group posts for followers or public without becoming members
• Public: anyone online with a link to your content

Warning! Setting Can View on any asset to “Public” means anyone on the internet can access the file in your Digital Asset Manager.

Note: These View and Edit options are only applicable to files uploaded to a group; they do not appear if you upload a file just to your account.

Restore Default Permission Settings

When you change the permission of a file, you also unlink the file from the default permission for the group. To reinstate the default permission on your file, click Use Default. 

When you change an individual asset’s permissions, it unlinks the permissions from your default settings—even if you manually return it to the same setting. In other words if the default Can View setting for your group is set to Members changing the permission to Followers will unlink that file from your group-level setting. Even if you return the permission setting for the file back to Members, it does not re-create a link to the group default. To reconnect the file’s permissions to the group default, you must click Use Default. A parenthetical Default will return, indicating this file’s permissions are once again linked to the group’s default. If you change your default setting for files, this asset’s permission settings will now update to follow your default settings.

Add Metadata and Native Design Files

Add Custom File Metadata

Generally, the more metadata attached to an asset, the easier it is to locate it when filtering or searching your files. You can enter standard metadata and customized metadata in the Details area of the View asset details page.

The Digital Asset Manager generates some file metadata automatically:

• Asset ID: shows the unique identifier of your asset.
• Kind: displays the type of asset.
• Uploaded/File Date: clicking on these dates runs a search for all documents with an upload or asset date within 12 hours of the viewed asset. Depending on the asset, you may see the Uploaded date displayed only.
• Dimensions: depending on the asset type, additional metadata displays, like the asset's dimensions.
• Auto tags: the Digital Asset Manager generates tags based on the asset’s attributes.

Note: Click More and then Extended Metadata to see additional auto-captured metadata like advanced ISO settings for photos, sample rate for audio files, and more.

Add additional standard metadata to the top of the Details pane:

• Authors: the Digital Asset Manager suggests user names from your group, although you can add any name as an author.
• Description: this text field allows you to provide a more extended description about the asset.
• Tags: as you add tags, the Digital Asset Manager suggests tags your group has used before as well as common terms from the Wikipedia vocabulary to help you standardize your wording.
• Status: indicates if the asset is in draft, published, or retired status. Some services (like FaithlifeTV) will only show assets with Published or N/A status, not Draft or Retired. Learn more about asset-level permissions.
• Can View/Can Edit: these fields allow you to adjust the permissions for the asset. Learn more about asset-level permissions.
• Rights/Copyright: allows you to provide information on copyright and attribution rights.
• Date: if no date is associated with the asset, the Digital Asset Manager uses the upload date, although you can provide your own manually.
• Language: allows you to identify the language(s) used in the asset.

In addition to the standard metadata, you can provide more advanced files. Click +Add metadata and select from several popular fields or add a custom metadata field (e.g., “Photographer” or “Ministry Lead”).

 Note: When you upload media, the Digital Asset Manager runs an automated Safe Search analysis to predict whether or not the file contains explicit or objectionable content. Click More to view this Safe Search analysis.

Attach a Native Design Asset File

Native files are design, text, or creative files connected to an asset. Adding native files helps keep associated files together. For example, you can keep a design file together with the final image or attach a compressed folder of files (e.g., fonts, text documents, images, etc.) used to create a PDF.

1. Locate the Native File panel on the right-hand side panel.
2. Click within the Native File section and select the file.
3. Click Open to upload it. 

Note: Alternatively, drag and drop a file to this section to upload it.

The uploaded file appears in the Native File area and remains attached to the asset.

To delete a native file, click the × in the Native File area. 

Note: To download a native file, click the file name. To update a native file, drag and drop the new native file over the panel or remove the old one and upload a new one.

Add to Board

When you add a file to a board, you are able to quickly access a file or collection of files by selecting that board on the main Digital Asset Manager page. Select the file(s), click Add to board at the bottom of the page and select the board you want from the displayed list. To add a new board, select +New next to Boards on the Navigation panel or Create new board in the Add to board dropdown menu.

Rate Files

The Digital Asset Manager lets you organize your assets by rating them on a five-star scale. 

Click on any file you want to rate. To select multiple files, hold the Cmd (macOS) or Ctrl (Windows) keyboard button and click on each file.

In the right-hand panel, select a rating by clicking the number of stars you want to rate the asset.

Note: Your ratings are not visible to other users, though anyone viewing an asset can see the asset’s average rating, and how many other users have rated it. You can search all assets by average rating (e.g., type "rating:4" in the search input field to view all assets with an average rating of 4 stars) or by how many people have rated an asset (e.g., type "ratingCount:14" in the search input field to view all assets rated 14 times). 

Delete Files

To delete a file(s) from your Digital Asset Manager, select the file(s), click the View asset details icon , scroll down, and click Delete this asset.

All deleted assets show in the Deleted group board for everyone in your group with permission to see it (regardless of who deleted the asset).

You can reinstate any deleted file from the Deleted group board. Click the View asset details icon and click the Undelete button.

Share Files

File Permissions

While you can share any asset using the share options below, you can share assets on a broader scale with a group. See this section to learn more about setting file permissions.

Share a Link/Copy Embed Code

While viewing any asset, click Share. Choose to create a share link or copy an embed code.

Create a Share Link or Share to Social Media

With the Share tab selected, you can create a share link in a variety of ways. Click Copy to add the link to your clipboard.

You can also share the asset using one of the following social options:

• Share the file on Faithlife
• Share the file on Facebook
• Share the file on Twitter
• Share a link using your default email client

Additionally, you can customize your link by:

• Setting an expiration date: check Link expires on to set an expiration date on your share link.
• Customizing the URL: click Customize and provide your own wording for the URL.

Copy an Embed Code

Click the Embed tab to copy an HTML embed code with your asset.

Scroll down to customize the embed code. 

Click Copy to add the link to your system clipboard.

Share a Direct CDN Link

You can also share a direct CDN link to any of the asset versions.

•   Copy an HTML-ready link to your clipboard for this asset version
• Copy a direct CDN link to your clipboard for this asset version

Share an Updated Asset

If your shared link references the asset itself, it will be updated whenever you update the asset. If your shared link, however, points to a specific file or version of your asset, it will not update automatically when you update the asset.

View Sharing Statistics

Every file tracks total views, ratings, downloads, and more, which you can view from the asset’s details page. See this section for more information on viewing these stats.

Supported File Types & System Formats

Supported File Types

The Digital Asset Manager supports a variety of file types:

• Image: all standard image formats, including PNG, JPEG, GIF, and SVG
• PDF: if text is present in the document, PDFs are text-searchable
• Video: all standard video formats, including MOV, MP4, WMV, and AVI
• PowerPoint: all standard PowerPoint formats, including PPT, PPTX, etc.
• Audio: all standard audio formats, including MP3, WAV, AIFF, AAC, etc.
• Word: all documents are text-searchable
• Text: all documents are text-searchable
• Other: The Digital Asset Manager will support any uploaded files (e.g., ZIP, Otf, XLSX, Javascript, CSS text files, etc.)

Note: When uploading images, we strongly advise using PNG files. While the Manager can handle all standard image types, some types are automatically converted to the PNG format, which can increase the file size. This can create problems since the current maximum file size is 25 mb. You can easily convert images to PNG format using a variety of freely available tools.

System Formats

With many assets, the Digital Asset Manager automatically creates smaller resolution versions. Upload your best resolution asset, and every size you may need is made available. To see these formats, click the View Asset Details button and then open the System Formats area. 

You can provide links to the smaller versions by clicking the link icon  connected to each version. Click Update to update the original asset. Once the asset is updated, new smaller versions will be auto-generated.

Click Add New to add another format for your asset. 

Each file type will have different format options. The screenshot on the left shows format options available for images while the screenshot on the right shows the format options available for videos.