How to upload files and keep asset versions in Clarion

Assets are the files and links your teams keep coming back to: brand guidelines, price lists, contract templates, the shared drive folder nobody can ever find. Each asset is either a link or an uploaded file, and files keep a version history.

You can work with assets in two places:

• Assets in the sidebar: every company-wide asset, with search and filters.
• A team’s Hub: that team’s assets, including ones marked team-only. See Post to the Hub.

Add a link

1. Click Assets in the sidebar and then Add Asset, or click Add in the Assets panel of a team’s Hub.
2. On the Link tab, enter a Title (for example “Brand Guidelines”) and the URL.
3. Optionally add a Description, choose a Category, add Tags, and switch on Private (team-only).
4. Click Add Link.

Upload a file

1. Open Add Asset the same way and choose the Upload File tab.
2. Drag a file onto the drop area, or click it to browse. Files can be up to 100 MB.
3. The title is filled in from the file name. Change it if you like.
4. Fill in the same optional fields as for a link.
5. Click Upload File.

A progress bar shows the upload. Image files get a thumbnail preview.

Team, category, tags and privacy

• Team: assets added from a team’s Hub belong to that team. Assets added from the Assets page are company-wide. Change it later in Edit Asset, where None (Company-wide) removes the team.
• Category: decides which section the asset sits in on the Hub. Owners and admins manage the list. See Manage categories and tags.
• Tags: free-form labels. Existing tags are suggested as you type.
• Private (team-only): a private asset shows only in its team’s Hub, not on the company-wide Assets page. Use it for assets that belong to a team, and add them from that team’s Hub.

Upload a new version of a file

When a file changes, upload the new version onto the same asset instead of adding a second copy. Links to the asset and its place in the Hub stay the same.

1. Find the file on the Assets page or in a Hub.
2. Click its Version history icon.
3. In the Version History dialog, click Upload New Version.
4. Drop in the new file, and add a note under Notes (optional) saying what changed.
5. Click Upload.

The new upload becomes the Current version, and downloading the asset gets that version.

Find or download an older version

The Version History dialog lists every version of a file, newest first, with its number (v1, v2…), who uploaded it, the date, the file size and any note. Click the download button on a row to get that exact version.

Version history is for uploaded files. Links don’t have versions.

Find assets

On the Assets page, use Search assets… to match titles, descriptions and file names, and the All Categories, All Types (Files or Links) and All Teams filters to narrow the list.

Edit or delete an asset

• Click the Edit icon to change the title, description, category, team, tags or privacy, then click Save Changes.
• Click the Delete icon to remove the asset. It’s removed immediately, with all its versions, so download anything you need first.

For long-form, written knowledge, such as a process or a policy, a knowledgebase article is usually a better fit than an uploaded document. Articles are edited in Clarion, can be published and shared, and keep their own version history.