What is a view?
A view is a named, reusable set of rules that lets you curate which assets appear on a specific surface, like a library page, without moving or duplicating anything. Views run on standard and custom metadata, workflow status, and asset lifecycle, and they're defined once at the library level so they can be applied to any page connected to that library. Assets that don't match a view's rules are hidden on that surface only; they still exist in the library and appear wherever no view, or a different view, is applied. Views update automatically as asset status or metadata changes, so there's no manual re-curation.
What views unlock
Views let library editors:
Set up rules once and reuse them anywhere they're needed, across any page connected to the library.
Rely on automatic updates. As an asset's status or metadata changes, it appears or disappears from the relevant view with no manual work.
Replace workarounds. Filter by workflow status, asset validity, or custom metadata like region or product line, instead of duplicating libraries just to control who sees what.
Example use cases
Example | View rule | What it shows |
Regional marketing team | Region is France, Workflow status is Approved | Only approved assets cleared for the French market |
External partner portal | Cleared for external use is Yes | Only approved, product-only imagery, no drafts or expired assets |
Ecommerce guideline | File type is Image, Product is True, Legal approves is Yes | Product photography, ready to share with Ecommerce teams |
Creative team workroom | Workflow status is In Progress | Designers and agency partners collaborate on drafts without cluttering the main guideline |
How to create a view
To create a view:
Open the library in the DAM workspace.
Open the Views section in the navigation bar.
Select Create view and give it a clear, descriptive name, for example "Approved assets," "France campaign," or "Social-ready."
Use the rule builder to set the filter criteria: choose a field (for example workflow status, region, or file type), an operator (for example is or is one of), and a value (for example Approved, France, or Image). Add more rules as needed. Rules combine with AND logic; multiple values within one rule combine with OR logic.
Select Save. The view is ready to connect to a page.
Note: Supports static fields only, drop-downs, tag fields, boolean, and single-select. Free-text field filtering isn't supported.
Tip: Duplicate an existing view to save time building a new one from scratch, then adjust the rules for the new page or audience.
How to connect a view to a library page
To connect a view:
Open the guideline that contains the library page.
Switch to edit mode and open Navigation manager.
Select the section to connect the view to, or add a new one and choose Library.
In the preset dropdown, select the view to apply. The default is Entire library (no filtering).
Select Save library.
Rename the library page to match the view's name.
The library page now shows only the assets that match the view's rules.
Wondering what happened to your existing settings? See the following user guide.
Rules reference
A view can combine any of these fields. Multiple rules combine with AND logic; multiple values within one rule combine with OR logic.
Field | What it filters on |
Workflow status | Any workflow status configured for the library, for example No status, On Hold, In Progress, Needs Review, Approved, or a custom status |
Asset availability | Not yet valid, Valid, or Expired, based on the asset's validity start and end dates |
File type | The asset's file type, for example Image, Video, or Document |
Custom metadata | Any custom metadata field defined in the library, for example Campaign, Region, or Product line |
For example, a view could show only assets that are Approved, Valid, and tagged Region: France.
Who can create and manage views
Views are created and managed by library editors and admins. End users, designers, regional marketers, external partners, simply see the assets relevant to them, with no filtering required on their end.
How views compare to other capabilities
Views work alongside other library tools, not instead of them. Libraries and folders are where assets live and get managed; views control how they're surfaced.
Collections: a collection groups related assets by topic or campaign, curated manually or dynamically, and exists independently of any page. A view applies a live, rule-based filter to whatever a page shows, including inside a collection, so a collection with no assets matching the active view simply won't appear.
Filters: a filter is temporary and user-controlled, applied in the moment and reset when the user leaves. A view is permanent, named, and configured by an editor, so end users land on the right assets without filtering anything themselves.
Targets: a target controls who can access a guideline, a content block, or page. A view controls which assets appear within a surface. The two operate at different levels and can be used together.
Do you need to create a view?
No. Views are optional. Every library page and guideline page has a built-in default state called Entire library. When no view is selected, the page automatically shows all assets within their validity date and with all required metadata, no configuration needed.
A view is only needed to show a specific subset of assets, for example only approved assets, or only assets tagged for a specific market.
FAQs
Can guideline editors create their own views? No. Views are created by library editors and selected by guideline editors. This keeps views intentional, stable, and controlled by the person responsible for the library.
What if all assets should show, including expired ones? Create a view with Asset availability set to all three values: Not yet valid, Valid, and Expired.
Can the same view be used on multiple pages? Yes. Define it once and apply it anywhere. Any update applies everywhere it's referenced.
What happens if a view that's in use gets deleted? The system prevents deletion of a view that's currently referenced by one or more pages. Remove it from all pages first.
Are collections affected by views? Yes, in a complementary way. When a view is applied to a page, collections on that page only show assets that match the view's rules. A collection with no matching assets disappears from view. Collections themselves aren't changed, the view acts as a lens on top of them.
Can a view be edited or renamed? Yes. Rename it, adjust its rules, or duplicate it as a starting point for a new one.
Can a view be duplicated? Yes. Duplicating a view is the fastest way to build a new one, rather than starting from scratch. Open the view to copy, duplicate it, then adjust the rules for the new surface or audience.
Does a view replace the need for multiple libraries? In most cases, yes. The most common workaround for controlling what different teams see has been creating separate libraries, which means duplicating assets and splitting the source of truth. Views eliminate that need: one library, multiple curated locations.
What happens when an asset changes status? Views update automatically. If an asset moves from "In Progress" to "Approved," it appears in the relevant view. If it's archived, it disappears. No manual curation needed.
Can end users see or change views? No. Views are configured by library editors and admins. End users simply see the assets relevant to them in each surface.
Is there a limit to how many views can be created? No defined limit. Create as many as needed for different teams, locations, or use cases.