Renaming, cropping, replacing and duplicating

You can rename, crop, replace or duplicate a file in the library. Pick the one that matches what you want the manuals using that file to do.

WhereDashboard, Assets, then a file, then Details

Which one you want

Crop when you want a different picture. Replace when it is the same picture, corrected.

Renaming

1. Double click the name, in the list or in the grid. Or open the menu on the file and choose Rename.
2. Type the new name. Only the part before the extension is selected.
3. Enter saves it, and so does clicking away. Escape leaves it as it was.

The dialog says: Only the display name changes. Existing links keep working. A name is cut to 160 characters. Renames are recorded in the activity log with the old name and the new one, so look there if a file you knew seems to be missing.

Cropping and turning a picture

Crop is on the details panel of any image. It saves a new file and leaves the original alone.

• Drag the frame to move it, or one of the eight handles to resize it. Dragging on the picture starts a new frame.
• The shape chips set a fixed proportion: Free, Square, 4:3, 16:9 and 3:4.
• Turn a quarter rotates by 90 degrees and resets the frame to the whole picture.
• Whole picture puts the frame back around everything.

Replacing a file

Replacing swaps the file itself and updates every manual using it at once. The name, tags, folder, alt text and credit all stay.

1. Open the file and find The file itself at the bottom of the details panel.
2. Press Replace with a new file and pick one. Any type: a PNG may be replaced by an SVG, a video by another video.
3. Every manual using the file is updated. The message afterwards tells you how many places changed. If the upload fails, the old file stays live and nothing changes.

A replacement updates every place a file can appear:

To see which manuals are about to change, check Used in on the file first.

Putting an earlier file back

Replacing keeps the old file. It appears in the details panel under Earlier files with its name, its size and when it was replaced. The panel lists the ten most recent.

• Putting one back keeps the current file as an earlier file, so you can go forward again.
• A restored video shows its lettered tile until you replace it again.
• A file in the trash keeps its earlier files, but you cannot put one back while it is there. Restore the file first.
• Deleting a file permanently removes its earlier files too, and that storage comes back to your quota.
• Replacements and restores are recorded in the activity log.

Duplicating

Duplicate in the menu on a file makes a second, independent copy. Use it when you want to crop or replace one and leave the other as the manuals already have it. The dialog tells you the size it will add before you agree.

What each one costs

Storage is counted per brand and includes earlier files and anything in the trash. The numbers per plan are in Plans and what each one includes, and what to do when it fills up is in The trash, storage and the quota.

Who may do this

All four need the asset:write permission: Upload files, and rename, edit, duplicate and refile them

• A role you build yourself needs that permission ticked. See Roles and Custom roles.
• Replacing, restoring and duplicating also need upload rights on the folder. Without them you are told You cannot change files in and the name of the folder. See Folders, categories and tags.
• On a frozen brand, cropping, replacing and duplicating are refused. Nothing is deleted and the files can still be read and exported. See What a downgrade freezes.

When something is refused

Where to go next

Open the asset library (opens in a new tab) to do any of this, or read Uploading files for adding new files.