Alternative Files

This guide explains how to attach, view, download, and remove alternative file formats on an asset. Alternative files let you keep related companion files -- such as a PDF version of an image, or a PowerPoint deck alongside a photograph -- grouped together on a single asset.

1. What Are Alternative Files?

Alternative files are additional file formats attached to an existing asset. They are not new versions or revisions of the original -- they are distinct companion files that live alongside the version history.

For example, a JPG product photograph might have the following alternative files attached:

• A PDF brochure featuring the product

• A PowerPoint slide deck for presentations

• An EPS vector version of the logo

This keeps everything related to one asset in a single place, making it easier for colleagues to find the file format they need.

2. Where to Find Alternative Files

1. Open an asset's detail view by clicking its thumbnail in the library.

2. Click the Versions tab.

3. The tab is split into two columns:

   • Left column -- Version History (existing versions of the asset).

   • Right column -- Alternative Files (companion files in other formats).

On smaller screens, the two columns stack vertically with version history on top and alternative files below.

3. Viewing Alternative Files

Each alternative file in the list shows:

• Thumbnail or file-type icon -- images show a small preview; other file types show the file extension.

• Label -- the name given to the file when it was uploaded (e.g. "PDF version").

• Filename, file size, and upload date

• Uploader name -- who attached the file.

If no alternative files have been attached, the panel shows the message "No alternative files attached."

4. Uploading an Alternative File

You need edit permission to upload alternative files. Alternative files can only be attached to assets that have been approved -- you cannot attach them to assets still waiting in the approval queue.

1. Open the asset detail view and go to the Versions tab.

2. In the Alternative Files column, click Upload Alternative File.

3. A form expands with:

   • File selector -- click to choose a file from your device.

   • Label -- a required text field (up to 200 characters) to describe the file, for example "PDF version" or "PowerPoint deck".

4. Click Upload to attach the file.

A success message confirms the upload and the alternative files list refreshes automatically. Click Cancel at any time to close the form without uploading.

5. Downloading an Alternative File

You need download permission to download alternative files.

1. In the Alternative Files list, find the file you need.

2. Click the Download button next to it.

The file downloads in a new tab. Downloads of alternative files are logged in the asset's activity history.

6. Removing an Alternative File

You need edit permission to remove alternative files.

1. In the Alternative Files list, find the file you want to remove.

2. Click the Remove button next to it.

3. A confirmation dialog appears: "Remove this alternative file? This cannot be undone."

4. Confirm to permanently remove the file.

Note: Removing an alternative file is permanent -- the file is deleted from storage and cannot be recovered. This does not affect the main asset or its version history.

7. Tips

• Use clear, descriptive labels when uploading alternative files -- this helps colleagues find the right format quickly without having to download and check each one.

• Alternative files are ideal for keeping different output formats together -- for example, attaching a print-ready PDF alongside a web-optimised JPEG.

• Alternative files are different from versions. Use versions when a file has been revised or updated. Use alternative files when you have the same content in a different format.

• If you cannot see the Upload or Remove buttons, contact your administrator to request edit permission.