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Manage Digital Assets in CMP

⏱ 10 minutes beginner

Why asset management matters for content teams

Section titled “Why asset management matters for content teams”

Content production depends on visuals. Every blog post needs a featured image. Every social campaign needs graphics. Every product page needs photography. When assets are scattered across personal drives, email attachments, and shared folders, authors waste time searching, use outdated versions, and duplicate work.

CMP’s asset repository centralizes all digital assets where content is created, so authors find what they need without leaving the tool.

What you will do

Section titled “What you will do”
  1. Upload assets to the repository
  2. Organize with folders and tags
  3. Add metadata and usage notes
  4. Share assets with team members
  5. Use assets in content items

Upload assets

Section titled “Upload assets”

CMP accepts assets through several methods:

Drag and drop:

  1. Navigate to Assets in the main navigation
  2. Drag files from your computer directly into the asset browser
  3. CMP uploads and processes them automatically

Bulk upload:

  1. Navigate to Assets
  2. Click Upload and select multiple files
  3. CMP processes all files in the background and notifies you when complete

From the content editor:

  1. While editing content, click the Insert Image or Add Media button
  2. Select Upload New and choose a file
  3. The asset is uploaded to the repository and inserted into your content simultaneously

Supported formats and limits

Section titled “Supported formats and limits”
CategoryFormatsSize limit
ImagesJPEG, PNG, WebP, SVG, GIF50 MB per file
VideoMP4, MOV, WebM500 MB per file
DocumentsPDF, DOCX, PPTX, XLSX100 MB per file
Design filesAI, PSD, Sketch200 MB per file

Organize with folders and tags

Section titled “Organize with folders and tags”

Create folder structure

Section titled “Create folder structure”
  1. Navigate to Assets
  2. Click New Folder
  3. Name the folder based on your organizational scheme

Recommended folder structures:

StrategyStructureBest for
By campaignQ3 Launch > Blog > Social > EmailTeams organized around campaigns
By content typeBlog Images > Social Graphics > Product PhotosReusable asset libraries
By brandBrand A > Brand B > SharedMulti-brand organizations

Tag assets

Section titled “Tag assets”

Tags add a flexible discovery layer that works across folders.

  1. Select one or more assets in the browser
  2. Click Tags in the action bar
  3. Add tags — type to search existing tags or create new ones
  4. Click Apply

Tagging best practices:

  • Use consistent naming conventions (lowercase, hyphenated: “product-launch,” “hero-image”)
  • Create a core tag vocabulary your team agrees on
  • Tag assets at upload time to avoid an untagged backlog
  • Use descriptive tags, not organizational ones (that is what folders are for)

Add metadata and usage notes

Section titled “Add metadata and usage notes”

Metadata makes assets self-documenting. When someone finds an image six months later, they need to know what it is, where it can be used, and whether it is still approved.

  1. Select an asset
  2. Open the Details panel
  3. Fill in metadata fields:
FieldPurpose
TitleDescriptive name for the asset
DescriptionWhat the asset depicts or contains
Alt textAccessibility text for images (used when published to CMS)
Usage rightsLicensing information — is this royalty-free, licensed, or proprietary?
Expiration dateWhen the license or relevance expires
Usage notesSpecific guidance (e.g., “Approved for blog use only — not for paid ads”)

Share assets with team members

Section titled “Share assets with team members”

Share within CMP

Section titled “Share within CMP”

Assets in the repository are visible to all team members with appropriate access by default. To limit visibility:

  1. Select an asset or folder
  2. Click Sharing in the action bar
  3. Choose access level:
    • Team — Only members of a specific team
    • Campaign — Only participants in a specific campaign
    • Everyone — All CMP users

Share externally

Section titled “Share externally”

For stakeholders without CMP access (agencies, freelancers, executives reviewing assets):

  1. Select the assets to share
  2. Click Create Share Link
  3. Configure link settings:
    • View only or Download allowed
    • Expiration date for the link
    • Password protection (optional)
  4. Copy and distribute the link

Use assets in content items

Section titled “Use assets in content items”
  1. Open a content item in the CMP editor
  2. Place your cursor where you want to insert media
  3. Click Insert Media or use the /media keyboard shortcut
  4. Browse or search the asset repository
  5. Select the asset and click Insert

The asset is linked from the repository, not copied. If you update the source asset, all content items referencing it reflect the change. When you publish content to CMS, referenced assets are automatically transferred to the CMS media library.

Maintain asset hygiene

Section titled “Maintain asset hygiene”

Over time, repositories accumulate outdated and unused assets. Schedule regular maintenance:

  • Review expiring assets — Check the Expiring Soon filter monthly and renew licenses or archive expired assets
  • Archive completed campaigns — Move campaign assets to archive folders after the campaign ends
  • Remove duplicates — Use CMP’s duplicate detection to find and consolidate redundant assets
  • Audit tags — Periodically review the tag list and merge or remove tags that are not useful