Managing Assets:

About Assets

An Asset is any document (other than an image) that you create on your computer and then upload into Reason. This includes: PDF documents (Adobe Acrobat), Word documents, Powerpoint presentations, Exel spreadsheets, and anything else!

Assets are useful for when the information can't be presented on a web page, you need careful control over how something will look when printed out, or when you are trying to reproduce exactly a printed publication. They are, however, much more work to update and maintain than straight Reason web pages.

Note: Your site visitors must have the right software installed on their computer in order to view your documents. For this reason, PDF documents are preferable to other kinds because the Acrobat Reader is free and is usually installed.

Hint: To create a PDF from a Word document, choose File (from within MS Word) > Save As > and select Adobe PDF.

Adding Assets to Your Site

Before you add an asset to your pages, first add it to your site. (To borrow an asset from another site, follow the instructions for borrowing images.)

  1. Click Assets from the Content Types Menu.
  2. Click Add Asset.
  3. At the bottom of the form click Chose a file... (next to File)
  4. Select a file on your computer or shared drive and click Open.
  5. Complete the Adding Asset form.
    • Name: A descriptive name of the document, like "Proposed Laird Basement Floor Plans, Winter 2004-5"
    • Description: A synopsis of the content of the document, or instructions on what do do with the document
    • Keywords: for help in searching for the document
    • Author: helps identify who actually wrote the document
    • Publication Date: If you know when the document was published, you can enter that here
    • Content: You can safely ignore this field for now. In the future it may be used to provide an alternate web version of the content of the asset.
  6. Click on Save and Continue and check your work.
  7. Click on Finish to return to the list of assets.

Placing Assets on Pages

Automatic (sidebar) Asset Placement

Links to assets are (generally) created in the right column of the page. Each link automatically contains information about file size, type, and description.

  1. Click Pages from the Content Types Menu.
  2. Click Edit on the page that will show the asset
  3. Click Make Links to Assets (PDFs, etc.) in the menu on the left
  4. Click Select next to assets that you want to appear on the page
  5. Click Finish

Inline (manual) Asset Placement

You can also create a link in the main text of the page that takes the visitor to the asset document. This link looks exactly like other kinds of text links.

How you do this is a bit different depending on which editor your site uses. (How to tell which editor my site uses).

If you are using TinyMCE, you'll first need to copy the web address of the asset. You can find this at the bottom of the asset's editing form. Copy this, then proceed. If you are using Loki, you don't need to take this step.

  1. Click Pages from the Content Types Menu.
  2. Click Edit on the page that will show the asset
  3. In the content area, highlight the text that you want to become the link to the asset.
  4. Click on the Link button (a little piece of chain).
  5. The next step varies depending on the editor you are using:
    1. If you are using TinyMCE, paste the web address you copied earlier under the a web address tab.
    2. If you are using Loki, select Assets under the an existing item tab, then choose the asset from the dropdown menu that appears.
  6. Click OK.
  7. Click Save and Finish.

Restricting Access to an Asset

Reason allows you to easily and securely restrict access to assets. To restrict access you must 1) create a "Group" and 2) restrict access to only that group.

Note: Your site must have Groups enabled in order to restrict access. If Groups is not listed in the Content Types Menu, contact your web administrator to add them to your site.

Create a Group

To create a new Group, see Groups.

Restrict Access

To restrict access to an asset:

  1. Click Assets from the left sidebar menu.
  2. Edit the asset you want to restrict access to.
  3. From the left sidebar menu, click Limit access to this asset to a group.
  4. Select the group you want to allow to access the page (anyone outside of that group will not be allowed to see it).
  5. Click Finish.