1. What the Asset Library is

The Asset Library is the CRM’s shared file cabinet. It works like Dropbox: folders you open and drill into, a trail at the top showing where you are, and a checkbox on every file so you can email or download several at once.

Everything is organized into three kinds of space:

2. Getting around

Opening the Asset Library

In the CRM menu on the left, tap Asset Library. You land on the home view (Figure 1).

Figure 1. The home view: your favorites on top, then Shared by reps, the company folders, and My Folder.

Drilling into folders

• Tap a folder to open it. Folders can hold other folders, as deep as needed.

• The trail at the top (Asset Library › Item Promotion › Warehouse District) shows where you are. Tap any part of it to jump back up.

• Back is always the first row inside a folder and takes you up one level.

• Each folder shows how many folders and files are inside, so you know before you open it.

Figure 2. Inside a company folder. The gold 📌 Pinned file is one John or Colt put on top for everyone.

Searching

Type in Search all files at the top right. The search looks through every file you’re allowed to see, in every folder, by name, file name and description. Each result shows which folder it lives in. Tap clear to go back to browsing.

Figure 3. Search finds files anywhere in the library and shows the folder each one is in.

3. Favorites ⭐ and pins 📌

Tap the ☆ star at the right end of any file or folder to make it a favorite. It turns gold (★).

• Favorites are yours alone. Kevin’s favorites never show up for Cathy.

• They float to the top of whatever folder they’re in, and they all appear together under ⭐ My favorites on the home view, so your most-used price sheet is always one tap away.

• Tap the star again to remove it. Nothing else changes; the file stays where it is.

The gold 📌 Pinned tag is different: it’s set by John or Colt for files every rep should see first, such as this year’s price sheet. Pinned files always sit at the top of their folder for everyone.

4. Downloading and copying links

• Download one file: tap its name, or the ⬇ button on its row.

• Download several: check them off, then tap ⬇ Download in the dark bar that appears. On an iPad, allow the downloads if Safari asks.

• 🔗 Copy link: copies a link to that file you can paste anywhere. It works for 1 hour, which is handy for a text message on the spot. For a link that lasts a week, use Email instead (next section).

5. Emailing files to yourself or a customer

This is the fastest way to get spec sheets, brochures or price sheets into a customer’s inbox while you’re still in their showroom, or to send files to yourself to print later.

1. Open the folder and check the box next to each file you want to send. You can check files in different folders, too; search is a quick way to gather them.

2. A dark bar appears showing how many files are selected. Tap ✉️ Email selected.

Figure 4. Two files checked. The dark selection bar offers Email selected, Download and Clear.

3. To: your own address is already filled in. To send to a customer, add their address after a comma, or replace yours. Up to 10 addresses.

4. Subject: filled in for you; change it to whatever you like.

5. Message: write your note, just like a normal email. Line breaks are kept.

6. Check the file list at the bottom, then tap ✉️ Send.

Figure 5. The email window: To (yours pre-filled, customer added), Subject, your message, and the files being sent.

What the customer receives

The email arrives with your message on top and a download link for each file underneath. It comes from “Your Name via CHS,” and when the customer hits Reply, the reply goes straight to your inbox.

Figure 6. What the customer sees: your note, then one download link per file.

Bad email address

If you type in an email, it will appear in red placard under the email owner’s name, indicating that they failed, bounced, or opted not to receive emails from us. To work around this, email yourself and forward the email to the customer through your iPad mail. Restrictions don’t apply there.

6. Your personal folder

On the home view, 👤 My Folder is yours. The tag “only you, John & Colt” is a reminder of who can see it. Other reps can’t, unless you share a folder with everyone (Section 8).

Figure 7. Inside My Folder you get New folder, Upload files, and Move, Rename, Delete and Share buttons.

Uploading files

1. Open My Folder, or any folder inside it.

2. Tap ⇧ Upload files and pick one or more files. On an iPad you can choose from Photos, Files, or take a picture.

3. Each file uploads into the folder you’re in. Files over 50 MB are skipped; ask John or Colt for help with very large videos.

Creating, renaming and deleting folders

• 📁＋ New folder creates a folder inside the one you’re in. Build it however you like: by customer, by product line, by year.

• Rename changes a folder or file name.

• Delete removes a file permanently. A folder can only be deleted once it’s empty, so nothing disappears by accident.

7. Moving files and folders

Tap ↪ Move on any file or folder in your space, or check several files and tap ↪ Move in the dark bar. A picker shows your folders; choose where it should go and tap Move here.

Figure 8. The Move picker shows only the folders you can move into. The folder it’s in now is grayed out.

• Moving a folder takes everything inside it along.

• Reps can move things anywhere inside their own space. John and Colt can also move files between company folders and rep folders.

• A folder can’t be moved inside itself; the picker simply won’t offer that.

8. Sharing a folder with everyone

Built a folder every rep could use, like install guides, a builder packet, or photos of a great showroom? You can share it with the whole team. Like pricing-grid changes, sharing goes to John and Colt for a quick approval first.

Asking to share

1. In My Folder, find the folder and tap 🤝 Share with everyone.

2. Type a short note on why everyone should have it, and tap OK.

3. The folder shows ⏳ share pending. John and Colt get an email right away. Changed your mind? Tap Pending — cancel.

Figure 9. Your note goes to John and Colt with the request.

After John or Colt decide

• Approved: you get an email, and the folder shows “🤝 shared with everyone.” Every rep can now find it under 🤝 Shared by reps on the home view, labeled with your name.

• Not approved: you get an email with the reason. The folder stays private, exactly as it was.

• You still own it. Keep adding and updating files; everyone sees the latest. Other reps can view, download and email from it, but can’t change anything.

• Unshare any time to make it private again; no approval needed.

Figure 10. Shared by reps: folders other reps shared, with the owner’s name on each.

9. Quick reference

10. Questions and troubleshooting

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