Updating asset versions

An asset version is the individual container node that houses the actual download file. It is automatically created when uploading assets.

It is important to understand that Asset Versions are not two different file type endings of the same asset (e.g. ‘Logo.jpg’ and ‘Logo.png’ are not considered two different asset versions of the same asset. In this case, they are separate ‘Assets’). Multiple asset versions only appear within an ‘Asset’ if there are old (disused) versions of the asset that you want to remain hidden in archive.

Therefore, only create a new Asset Version if you are replacing an old version (think of an ‘old’ Asset Version as an archived item — it’s no longer in use but kept for archiving purposes). You can have multiple Asset Versions within an Asset but the system will only show the latest published version in the frontend.

On this page:

Updating existing asset version properties

If you simply want to edit the properties (meta data) of an existing asset version, follow the steps below. However, if you want to discontinue an old asset version and replace it with a new version, upload a new asset version to replace the old version.

Update existing asset version properties

To edit an existing asset version, locate the version in the Media > Asset library section.

  1. Open the Asset Folder, select the Asset and, in the Asset Versions (tab) content edit area, select the asset version you want to edit.
     Asset library backoffice media type structure
  2. The asset version Properties edit screen appears showing all version properties. Make any changes and click Save.

    Asset version media type property screen

The following table describes each of the editable properties.

Property Description


Toggle on/off to publish/unpublish the asset version. Note that when set to ‘Published’, all other versions will be unpublished when this version is saved.

Version file

This is the actual downloadable asset file. This property MUST be linked to a file, so add one here if it is missing. However, if you want to update to a new version of the file, upload a new asset version to replace the old version instead.

Version number

Each asset version will have a unique version number that increments each time a new asset version is uploaded.


This is helpful when differentiating artwork sizes (e.g. A4, A3, DL, PPT 4:3, PPT 16:9 etc).


Select the “Orientation” associated with the asset version, e.g. Landscape, Portrait, Square or Mixed (e.g. for packaged ZIP files containing assets of various orientations).

Related: Updating the default Orientation values


Specify the colour of the asset (RGB, CMYK, B&W, PMS etc).

Related: Updating the default Colour values

Related Guidelines page

Add a Related Guidelines page if you want to link the asset to an individual guidelines page. For example. you may want users to view the Masterbrand logo page relevant to the logo they are about to download.

You can link the asset version to multiple pages.


This is the preview thumbnail image that represents the document and that will be displayed in the Asset library. 

Note that when uploading assets, the system will attempt to extract a preview image (if an image-based file). However, if it cannot, you should add a preview image here to help the viewer visualise the asset before they download.

Preview images should be output to no larger than 630px wide x 450px high (however up to 630px high is allowed). Remember to output as web-ready compressed PNG or JPG only.

Media Player Preview

This allows you to add a separate and playable Audio/Video preview media file, when the uploaded “Version File” is not one of the following HTML5 compatible formats (mp3, wav, ogg, mp4, webm).

It’s always best to upload a MP4 (video) or MP3 (audio) preview file, as it will play back on any browser. For more info, see “Audio video playback”.

Uploading new asset versions to replace old versions

When discontinuing an asset and replacing it with a new version, the simplest method is to drag ‘n’ drop the new version into the asset upload area. Uploading a new asset version unpublishes and replaces the old version whilst keeping all meta data intact.

To update and replace an old asset version...

Locate the asset in the Media > Asset library section.

  1. Select the individual Asset and, in the content edit area of the Asset Versions tab, drag ‘n’ drop the new asset into the upload box.

    Drag and drop new asset into the asset versions upload area
  2. The Additional Meta Data menu will appear, allowing you to edit any properties before uploading the new asset. You will notice that the original meta data from the original asset version is already loaded into the uploader – so you don’t need to re-add it. Make any changes and click Upload.
  3. Note that in the Settings tab, you can choose to publish the new version immediately or leave it unpublished to make further changes.

    Uploading a new asset version

  4. You can now see the new asset version numbered under the Asset Versions list. Note that the old version becomes unpublished and no longer visible in the frontend.

    Updated asset version numbers