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Brandfolder vs CMS Shared Assets website

Brandfolder

Brandfolder is our online Digital Asset Management tool. It contains our online photo database and official brand assets.

Asset version control
Images and files that are uploaded to Brandfolder are published and hosted on external Brandfolder servers. These assets are tracked by the Brandfolder system; if asset versions change (assets get moved, renamed, or updated) within Brandfolder, any 
direct online links to these assets will automatically get updated. Using direct links is the preferred method of embedding Brandfolder assets in online applications such as websites.

Analytics
The Brandfolder system also tracks asset usage, including number of downloads and where assets are being used (if direct online links were used). We can set asset expiration dates as well so that links will automatically be disabled after a specified date.

Advanced search and tagging
Brandfolder uses advanced AI technology to automatically tag all assets with keywords. You can search for specific assets in Brandfolder using common keywords and phrases, like 'students on campus', or you can browse by folder/label, like 'Faculty of Business & IT' or 'headshots'.

Shared Assets website in the CMS

Shared Assets website - a central website in the CMS where all assets (images, documents and other files) are uploaded and saved.

Images and documents that are uploaded to the Shared Assets website in the CMS are published to the live site shared.ontariotechu.ca.

Each faculty and department owns their own subsection of this siteonly the particular faculty or department can edit the files within their subsection. However, all CMS users can view and link to files in all other faculty or department folders. This ensures there is only a single, up-to-date instance of a particular file uploaded to the CMS so everyone can link to the same file. If the file owner updates this file, the file will be updated on all pages and sites linking to the file. 

  If you do not own or manage the original version of a file, please do not upload your copy of this file to your department folder in the CMS. Contact the owner of the file to determine its location in the Shared Assets website or contact us so you can link to the original file internally.

When to use Brandfolder vs. Shared Assets

You can think of Brandfolder as our official repository of university images and documents. 'Generic' images, images that could be used across multiple website, Ontario Tech stock photography, and widely used documents are housed within Brandfolder. 

The Shared Assets website in the CMS should only be used for faculty or department-specific images and documents, such as a VPN request form for IT Services. 

  Where possible, embed assets directly from Brandfolder using external links, instead of uploading them to the Shared Assets website in the CMS. Before uploading files to the CMS, check Brandfolder to see if the same or similar file already exists. If you have an asset that you think belongs on Brandfolder (such as a 'generic' image that could be used on multiple websites), contact us and we'll add it to Brandfolder.

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