What is the asset list?
The asset list contains information about every asset your site, providing a global view of all the data on your site. This tool has an entry for every dataset, view, story, etc. including published and unpublished datasets and views. It differs from the public catalog on your site, because it contains private and public datasets.
How do I access the asset list?
The asset management experience can be accessed through the administrative panel of your site.
Asset list Filtering
The asset list can be quickly filtered in a number of ways, depending on what you’re looking for.
The first filtering option is available in the upper left corner of the page, where you have three tabs: My Assets, Shared to Me, and All. Clicking on any of these options will quickly show you all assets that you own, assets which have been directly shared to you, or all assets you have permission to discover and access.
Or, you might want to filter assets by type -- you can do so by clicking on any of the asset type counts in the upper right corner. For example, clicking on the “3” next to Charts will quickly filter the page to only display the three charts on your domain.
Finally, there is a comprehensive set of filter options available in the Filter panel on the right side of the page. Available options here include:
- Recently Viewed: checking this box will filter to show your most recently viewed assets
- Asset Types
- Visibility: Public or Private
- Category: choose from a list of the categories defined on your domain
- Tags: choose from a list of tags used on your domain
If you have any custom search facets configured for your public catalog, these facets will also be available for filtering in the asset list.
You can clear your filters at any time using the Clear All button next to the search box.
*Please note that federated assets will not appear in the asset list.
Asset Level Actions from Asset list
The Assets page can also be used to complete asset-level actions quickly. Simply click on the icon in the Actions column to view the available actions:
- Edit Metadata: redirects you to the asset metadata management page
- Manage Viewers: opens an overlay where you can modify the visibility of an asset
- Manage Collaborators: opens a modal where you can invite other users to collaborate on the asset
- Hide from Catalog: sets the selected asset to be hidden from the public Catalog allowing for more granular curation of public content. Note: private assets do not show up in the public Catalog, so hiding/showing a private asset does not change its Catalog status.
- Transfer Ownership: opens a modal that allows you to transfer the asset to another user
- Delete: clicking this option will open up an overlay asking you to verify that you’d like to delete the asset. For datasets with views built on top of them, the overlay will let you know how many associated views will also be deleted.
View as a Dataset
You can view the Asset list as a dataset via the button "Asset Inventory Dataset" in the All Assets tab. You can also find it by searching for "Asset Inventory," a table view, in your site’s Admin Datasets or Assets View. The Asset Inventory is a private dataset, so it is only available to roles with permissions to view private datasets on your site.
Note: If the "View as a Dataset" button is greyed out, you will need to reach out to us at firstname.lastname@example.org to get your asset inventory dataset set up.
What does the Asset Inventory Dataset include?
The columns of the Asset Inventory Dataset contain information about every dataset, view, visualization, or story on your site. These include metadata fields such as name, description, and category, as well as statistics, such as number of visits and downloads.
The Asset Inventory Dataset is updated once per day.
Columns in the Asset Inventory Dataset include:
- URL: The full URL link to the dataset or view.
- UID: The unique, 4 digit identifier associated with the dataset or view.
- Public: (True or False) True if the dataset is public, false if it is private.
- Derived View: (True or False) True if the dataset/view is a derived or based on another dataset. For example, a filtered view of a dataset or a Data Lens page.
- Parent UID: The unique identifier of the parent dataset. This entry shows if the asset is a derived view and has a parent.
- Domain: The domain of the dataset.
- Type: The type of dataset or view, e.g. dataset, Table, chart, map view, data lens, story, file, href, gis map, filter, calendar.
- Name: The name of the dataset.
- Description: The description of the dataset.
- Visits: The number of visits to the dataset.
- Creation Date: The date the dataset was created.
- Last Update Date (data): The date the data in a dataset was last updated.
- Category: Categories associated with the dataset.
- Keywords: Any keywords associated with the dataset.
- Downloads: Number of downloads of the dataset.
- Owner: The name of the owner of the dataset.
- Contact Email: The contact email associated with the dataset.
- License: Any licensing associated with the dataset.
- Publication Stage: Has four possible values:
- Published: The authoritative and broadly available current copy of a dataset
- Unpublished: In working copy state. Does not show up in catalog. Waiting to be published.
- Snapshotted: An older copy of the dataset which has been saved for reference
- Copying: A dataset which is in the process of being copied internally. This is an ephemeral state.
- Published Version Name: The name of the currently published version of this dataset. Depending on the publication stage, this field may be blank.
- Published Version UID: The UID of the currently published version of this dataset. Depending on the publication stage, this field may be blank.
- Data Provided By: The name of the data source, for example an agency name.
- Source Link: The link to the source for the data.
- routing_approval (In deprecation process): The status of a dataset in Routing & Approval; possible values are: Not in Queue, Pending, Approved, Rejected.
- api_endpoint: The SODA API json endpoint, following the format https://[data.yourgov.gov]/resource/[UID]/json.
- Update Frequency: The rate at which the dataset or view is updated. Options are Annually, Semi-Annually, Static, Quarterly, Ad Hoc, Monthly, Other.
- owner_uid: The UID of the user account who has ownership of that asset.
- provenance: To distinguish between Community and Official views.
- Connected ESRI Map Layer Fields: The connected ESRI map layer generates metadata fields based on what is stored in the ESRI map layer. Some examples of commonly used fields include:
- Spatial Reference wkid
- Any custom metadata fields defined on the domain are also included
Published Version Name & Published Version UID will have entries if the asset is snapshotted or an unpublished version of a dataset that has already been published. For instance, if I publish a dataset and then create a working copy, that working copy is an unpublished version of the dataset where a published version also exists, and as such would have an entry in these columns.
How can I make use of the Asset Inventory Dataset?
The Asset Inventory Dataset is an important tool for program management and dataset tracking. You can search this dataset, sort it, filter and visualize as you would with any dataset. You can also download it or export it via OData or the API Endpoint so that you can use common tools like Excel and Tableau to do further analysis of your open data program.
Here are some examples of ways to use the Asset Inventory to answer important questions.
- What’s the breakdown of source datasets and derived views?
- Use the Visualize panel to create a Data Lens page view of this dataset. There add the column card for the Derived View column and compare the “false” entries, meaning source datasets, to the “true” entries, meaning derived views.
- What has been most recently published?
- Sort the Creation Date column in descending order, so that the most recently created asset is at the top.
- If you’d like to know only assets that are actually published, you can add a filter on the Publication Stage columns for “published.”
- Alternatively, you could also view these 2 cards on a Data Lens page and filter Creation Date by a set of dates.
- Who is publishing the most assets?
- First, you’ll want to create a filter on the dataset for entries where the column Publication Stage is “published."
- Then, use the Sort & Roll-Up function to group by the columns Owner and Type, roll-up on column UID by the count function. Finally, sort the UID column in descending order to have the highest count at the top.