Understanding the Asset Library

The Asset Library is where you store, organize, and manage all the images and videos used across your posts and content. Think of it as a shared media hub for your entire organization and its branches.

How the library is organized

Rool splits your assets into two levels so the right people always have access to the right files.

Organization-level library ("Org Shared")

• Assets uploaded here are shared across every branch in your organization.

• Great for brand logos, approved templates, campaign imagery, and anything HQ wants every location to use.

• Only Admins and Editors can upload to or delete from the org library.

Account-level library ("Account")

• Each branch (account) has its own private library for location-specific media.

• Only team members assigned to that account (plus Admins and Editors) can upload and manage assets there.

• When you view an account's library, you will also see org-shared assets so you can use them in posts without switching views.

The "All" view

When you first open the Assets page, you land on the All tab. This shows every asset you have permission to see -- both org-shared files and files from all accounts you belong to. Each asset card displays a badge indicating whether it belongs to the org or to a specific account, so you can tell at a glance where it lives.

Supported file types

Files that fall outside these limits or formats will be flagged with an error when you try to upload them.

Uploading assets

1. Open the Assets page from the sidebar.

2. Choose the scope you want to upload to:

   • Switch to the Org Shared tab to upload to the organization library.

   • Switch to the Account tab and select the account to upload to a specific branch.

3. If you want the files inside a particular folder, navigate into that folder first.

4. Click Upload Assets in the top-right corner.

5. Drag and drop files into the upload area, or click the area to browse your computer. You can select multiple files at once.

6. Review the file list. Any invalid files will show an error message explaining why they cannot be uploaded.

7. Click Upload to begin. A progress bar appears for each file.

8. When all uploads finish, click Done to close the dialog. Your new assets appear in the grid automatically.

Organizing with folders

Folders help you keep your library tidy. You can create nested folders for campaigns, seasons, locations, or any structure that works for your team.

• Creating a folder -- Switch to either the Org Shared or Account tab (folders are not available in the All view), then click New Folder. Give it a name and it appears alongside your assets.

• Navigating folders -- Click a folder to open it. A breadcrumb trail at the top of the page shows where you are, and you can click any level to jump back.

• Nesting -- You can create folders inside other folders. Open the parent folder first, then click New Folder again.

• Deleting a folder -- Hover over a folder card, click the three-dot menu, and choose Delete. A folder must be empty (no assets or subfolders inside) before it can be deleted.

Org-level folders only appear in the org library, and account-level folders only appear in the matching account's library. You cannot mix the two.

Viewing asset details

Click any asset card to open the Asset Detail dialog. Here you can:

• Preview the full-size image or play the video.

• See metadata such as file name, file type, file size, and when it was uploaded.

• View any tags associated with the asset.

• Download the original file to your computer.

• Delete the asset (if you have permission).

Sorting your view

Use the sort dropdown in the top-right corner of the Assets page to reorder the grid:

• Newest first (default) / Oldest first

• Name (A-Z) / Name (Z-A)

• Largest first / Smallest first

Sorting applies to whichever tab and folder you are currently viewing.

Image optimization

When you view images in the asset grid or in posts, Rool automatically delivers optimized versions tailored to the context -- smaller thumbnails for the grid, medium previews for detail views, and higher-quality versions for social publishing. This keeps pages loading fast without sacrificing quality when it matters.

You do not need to resize or compress your images before uploading. Upload the highest-quality original you have, and the platform handles the rest.

Permissions at a glance

Tips

• Upload originals. Rool optimizes images on the fly, so you get the best results when you start with high-resolution files.

• Use folders early. Setting up a folder structure before a big campaign saves time later.

• Check the All view. If you cannot find an asset, the All tab shows everything you have access to in one place. Look for the account badge to see which branch it belongs to.

• Org assets are read-only in account views. You can use org-shared assets in posts, but only Admins and Editors can modify or delete them.