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  Article updated: June 20, 2024

Manage your media library

Organizations can use media libraries to store pre-approved media assets (post templates and images). Assets make it easy for team members to publish content that's relevant and on-brand. Organizations can have many libraries and share specific content with selected teams.

You can control the use of an asset by giving it availability and expiration dates. Add tags to organize assets and make them easy to find, or add internal notes to let team members know when and how to use assets. A Hootsuite library can store an unlimited amount of content.

Plans: Business and Enterprise

Set library permissions

Organization super admins and admins can manage all content libraries, and team admins can manage the libraries available to their team. They can create and share content libraries and add or edit content in the library. All other organization members can use content from the libraries available to their teams.

To let a team member manage a team’s content libraries without making them a team admin, customize their permissions for that team.

Customize permissions

  1. Go to Account, and then select Social accounts and teams.
  2. Under the organization name, select Teams.
  3. On the Permissions tab, select the permissions list for a member, and then select Custom.
    Team permission options with Custom selected.
  4. Check the Manage Content Library and Assets box, and then select Save.

Create, edit, or delete a library

You can create multiple content libraries, delete libraries, and change the name of a library and the teams that have access to it at any time.

Create a library

  1. Go to Plan, and then select Content from the top of the page.
  2. Select Content Library.
  3. Select Create Content Library. If you already have at least one library and are creating an additional one, select the library list Down arrow icon. at the top of the page, and then select New Library...
  4. Enter a library name, select Add Team to share access with a team or teams, and then select Create.

Edit or delete your library

  1. Go to Plan, and then select Content from the top of the page.
  2. Select Content Library.
  3. Select the library list Down arrow icon. at the top of the page, and then select Edit Library.
    Edit library highlighted in a list of options in a content library.
  4. Select from the following:
    • Edit the library - Edit the library name or the teams that can access the library, and then select Save Changes.
    • Delete the library - Select Remove to delete the library. If you delete a library, it is removed for all team members.

Add library assets

Libraries can contain individual images and post templates. You can upload images directly to a library. You can create post templates when you are creating or editing posts and then save them as templates in a library. Post templates must include at least some text, and can contain social accounts, links, videos, images, tags, and scheduling information.

Note: You cannot save shortened links to library templates. Hootsuite saves the full link. Apply shorteners or link presets when you create the post.

The maximum file size for uploaded images is 10MB. You cannot upload video files to a library, but you can attach and save them in a template.

Tip: To access your own video libraries in Hootsuite, try one of our media library apps. Explore Hootsuite media library apps.

Upload an image to a library

  1. Go to Plan, and then select Content from the top of the page.
  2. Select Content Library.
  3. Select a library from the list Down arrow icon. at the top of the page.
  4. Select Upload, and then upload your images.
  5. Optionally, select Add info to files to add tags to the asset, or set a time frame for its use, and then select Save. For more details, see Add asset tags and notes.

Create a template

  1. Go to Create.
  2. If you belong to more than one organization, make sure that you have selected the correct organization at the top.
  3. Add all the elements of the post to your template.
    • Hootsuite saves full links, not shortened ones, with library templates. Shorteners or link presets must be applied when the template is used to create a post.
    • You cannot save content customized for each social network to a library. Library templates contain the same content in each social network tab.
    • To add and save image alt text in your library template, select a Twitter, Facebook, or LinkedIn Page account.
  4. Select the arrow next to Post now, and then select Save to content library.
    Post now selected with Save to content library highlighted.
  5. Select a library to save the template to, add any internal notes or tags, set a time frame for its use, and then select Add new asset.

Edit or delete assets and notes

You can edit or delete a content asset from a library at any time. Edit assets to change image names, add internal notes about an asset's intended use, or manage tags or availability.

  1. Go to Plan, and then select Content from the top of the page.
  2. Select Content Library.
  3. Select a library from the list Down arrow icon. at the top of the page.
  4. Point to More beside an asset, and then select Edit or Delete.

To delete multiple assets, hold the SHIFT key and select the assets you want to delete. Then select More at the top of the library and select Delete.
The More icon selected showing more options.

Important: Deleting an asset from the library does not delete it from any scheduled posts, or prevent it from being published if it is already scheduled.

Manage asset tags

Organize your library assets with tags. Tagging assets lets you filter by tag for quick access to relevant content. Tags are specific to the library they are created in.

Add asset tags

  1. Go to Plan, and then select Content from the top of the page.
  2. Select Content Library.
  3. Select a library from the list Down arrow icon. at the top of the page.
  4. Hold the SHIFT key and select one or more assets to tag.
  5. Select More at the top of the library, and select Add Tags.
    The More icon selected showing more options.
  6. Enter your tags, and then select Save.

Delete a tag from one asset

  1. Go to Plan, and then select Content from the top of the page.
  2. Select Content Library.
  3. Select a library from the list Down arrow icon. at the top of the page.
  4. Point to More beside an asset, and select Edit.
  5. Select the X on the tag, and then select Save Changes.

Delete a tag from all assets

  1. Go to Plan, and then select Content from the top of the page.
  2. Select Content Library.
  3. Select a library from the list Down arrow icon. at the top of the page.
  4. Select More at the top of the library, and select Add Tags.
    The More icon selected showing more options.
  5. Select Manage Tag List.
  6. Select the X on the tag to delete it from the list. This deletes the tag from the library and from all assets previously associated with that tag.

Filter assets by tag

  1. Go to Plan, and then select Content from the top of the page.
  2. Select Content Library.
  3. In the Filter by tag box at the top of the library, enter one or more tags.
  4. Select More in the filter text box to change the default search from "all of these tags" to "any of these tags."

Set time frames for assets

You can set availability and expiration dates on library assets to control their use. Set time frames when you add or edit assets in a library. You can also pause assets with time frames to immediately make them unavailable.

All team members can view time frame restrictions on assets. The time frames respect the time zone of the admin who created the asset. When an asset is unavailable, it is not visible to team members.
A sample template asset in a content library, displaying the date when it will be unavailable.

Hootsuite does not publish posts that contain expired or paused assets. You can only schedule assets for publication during their availability time frame. If a scheduled post contains an asset that is later paused or given an expiration date, the post will not be published.

Important: Deleting an asset from the library does not delete it from any scheduled posts, or prevent it from being published if it is already scheduled.

Set or pause the time frame on an asset

  1. Go to Plan, and then select Content from the top of the page.
  2. Select Content Library.
  3. Point to More beside an asset, and select Edit.
  4. Choose from the following options:
    • Set the time frame for one asset - Select Set a time frame, and then select an Available and an Expiration date for the asset.
    • Pause an asset time frame - Select Pause Availability to make an asset unavailable.
  5. Select Save Changes.

If an asset is paused, select Set a time frame again to restore its original availability settings.

Set the time frame on assets in bulk

  1. Go to Plan, and then select Content from the top of the page.
  2. Select Content Library.
  3. Hold the SHIFT key and select one or more assets.
  4. Point to More at the top of the library, and then select Set Asset Availability.
  5. Select Set a time frame, and then select an Available and an Expiration date for the asset.
  6. Select Set for # assets.

 

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