HP Asset Hub resource center

HP Asset Hub Frequently Asked Questions

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Toggle this Access/Registration

Toggle thisHow do I register for HP Asset Hub access?

HP users (Employees and Contingents) need to fill the Asset Hub registration form, after that you will be able to access with your Digital Badge or NT credentials (email and computer password). Agencies and Channel Partners must have an HP Passport account to register to HP Asset Hub. If you do not already have an HP Passport account, go to the HP Passport site and complete the HP Passport registration form. Once you have your account, login to HP Asset Hub and complete and submit the registration form.

Toggle thisWhat if I already have an HP Passport account? (Channel Partners and Agencies)

If you already have an HP Passport account, login to HP Asset Hub at http://www.hp.com/go/assethub. Upon athentication with HP Passport, you will be able to complete and submit the HP Asset Hub registration form.

Toggle thisDo I need further authorization to get access to HP Asset Hub once I registered?

HP employees and HP contractors need no further authorization. HP agencies will have to indicate the name and @hp.com email address of their HP sponsor on the registration form. The sponsor will have to approve their request for access. Channel partners will have to indicate their HP partner ID.

Toggle thisWhat is the role of an "HP sponsor"?

An HP sponsor is a partner's HP contact who is familiar with the partner's role.

Toggle thisHow long does it take to get access to HP Asset Hub once I registered?

HP user accounts will be activated within one business day, user accounts for HP agencies should be activated within three business days, depending on their sponsor's access approval response time. User accounts for channel partners should be activated within one business day if the correct partner location ID is provided, based on which the access request is validated and approved.

Toggle thisWhat default user rights and permissions are assigned to a user upon registration?

New users, HP employees, HP contractors, agencies and channel partners, will be assigned "Reader" rights upon registration, allowing them to search for, download and share assets, as well as creating folders. Access permissions for channel partners are further defined by their partner membership status: platinum, gold, silver or business partner. HP employees, contractors or agencies can request additional user rights by submitting a case to helpdesk.

Toggle thisI forgot my login credentials. How do I retrieve my user ID or password? (Channel partners and Agencies)

Log on to HP Asset Hub via http://www.hp.com/go/assethub. On the HP Passport page, click on the "Forgot Password" or "Forgot user ID" links beneath the respective input fields and follow the process to renew your credentials.

Toggle thisWill user access expire?

Currently, your user access will not expire, but we are reviewing this policy.

Toggle this Downloading assets

Toggle thisCan multiple files be selected for download at one time?

Yes, after performing your search, click on Actions, then select all the files that you want to download and click Download. Check the DRM usage rights and restrictions, select the rendition and click the blue Download button. This will generate a ZIP file with all your assets, and you will receive a notification in your inbox once that ZIP file is ready for download. Multiple download is limited to 100 assets or 5 GB.

Toggle thisDo product images have clipping paths and different formats/renditions?

Yes, you can select from a number of formats/renditions before downloading the image.

Toggle thisHow do I know which file rendition is the best to download?

This depends for what you want to use the files. Online use, including PowerPoint presentations usually only need low resolution files which are tagged with the word SCREEN. Files that will be printed usually need high resolution, these are tagged with the word PRINT.

Toggle thisAre all assets available in HP Asset Hub brand-compliant?

HP Experience Center and Asset Hub are the official sources for approved brand imagery. If in doubt, seek brand approval.

Toggle thisWhat are the default usage rights of an asset?

There are no default rights. Each asset has its own usage rights defined by its metadata.

Toggle thisWhere do I find more information about usage rights and restrictions of an asset?

The usage rights and restrictions are outlined in the download window and must be acknowledged before downloading the asset.

Toggle thisWhen downloading a file, do I need to wait for the "loading" wheel to finish spinning before I proceed with the download?

No, you can ignore the spinning wheel and click on the DRM usage rights and restrictions and proceed with the download.

Toggle thisCan I download the entire iconography from Asset Hub?

To get the entire iconography collection, please send an email to: icon.requests@hp.com. For more information, please review the Icons section in the "HP Experience Center.

Toggle this Google Drive Integration

Toggle thisCan everyone create Google Drive folders?

You need special rights to create Google Drive folders. To have your permissions adjusted to gain access to this functionality, contact the helpdesk.

Toggle thisCan the Asset Hub helpdesk help if I’m experiencing issues while using Google Drive integration?

Asset Hub helpdesk can help determine if the issues you are experiencing are with Asset Hub or Google Drive. Issues with Google Drive should be reported to the Google Drive helpdesk.

Toggle thisDo I need to authenticate every time I create a Google Drive folder?

You need to authenticate your Google Drive username the first time you use this functionality. If you switch browsers or clear your browser’s cache you may be required to authenticate again.

Toggle thisDo I need a Google account to use the Google Drive integration functionality?

Yes, you need a Google account. If you don’t have one go to www.drive.google.com to create one.

Toggle thisCan I synchronize using my HP Google account?

No. HP Security policies prevent you from using your HP.com email address. We recommend you use a gmail account.

Toggle thisIs the synchronization with my Google Drive folder automatic?

Changes to your Google Drive folder are not automatically synchronized with the Asset Hub folder. Inside the folder Files saved in your Asset Hub GDrive folder are automatically copied to your Google Drive folder. The synchronize button can be found on the right side near the top while inside the GDrive folder.

Toggle thisHow do I create a Google Drive folder in Asset Hub?

Create a folder in your Google Drive, then go to Asset Hub and create a folder. Click “Folders” “New”, write a Folder name, then in “Folder Type” select GDrive. Enter the name of your Google Drive folder in the GDrive Path field, it is case sensitive. If this is your first GDrive folder click the Blue Authenticate in GDrive button below the field. If the button is grey either switch browsers or clear your browser cache and try the process again. If that doesn’t work contact the helpdesk.

Permission must be granted to use this feature. If you don’t see G-Drive in the list of choices for “Folder Type” submit a ticket to request access to helpdesk.

For more detailed information, please review the Google Drive and Asset Hub documentation available under Training section on this website.

Toggle thisIf files in Asset Hub are updated or deleted will the files in my GDrive folder be changed?

No. Files are copied from Asset Hub into those folders and updates are not tracked. Files published to Asset Hub from a GDrive folder are new assets with new metadata. If you need to revise the original file click on the asset in the Asset Library or from your search results page to open the asset preview page and then click the Replace Asset tab, if you don’t see the tab submit a ticket to helpdesk to ask for access to that feature.

Toggle thisCan I add metadata and move the files from my GDrive folder to the Asset Library?

Yes. While inside the GDrive folder click on the Action button, then the Publish button. Select the files you want moved to your workspace and the Asset Category for all the files. Click OK. The files will be moved to your Workspace, you can enter metadata and move the files to the Asset Library.

Toggle thisIf I delete files from my Google Drive or GDrive Folders will they be deleted from Asset Hub?

No. Files deleted from your GDrive folder have no impact on the file in Asset Hub.

Toggle thisCan I share my GDrive and Google Drive folder?

Yes. These folders can easily be shared with others inside and outside HP, as long as they do not contain pre-release or HP Restricted files.

Toggle thisCan I add Pre-Release files to my GDrive folder?

No. Only Public Released files can be saved to your GDrive or Google Drive folders.

Toggle this Searching and viewing assets

Toggle thisHow do I search for assets in the HP Asset Hub library?

HP Asset Hub offers various search methods: Keyword search, keyword search with the help of search operators and advanced search based on metadata elements (filters), product association (products), last update date and asset lifecycle status (subject to availability based in your specific permissions). Depending on your search criteria, one or the other method will help you to search more effectively.

Please review the search training documentation and videos located in the Training section of this webpage.

Toggle thisI cannot find the assets I am searching for. What can I do?

Search with the help of the various search operators or use filters available in Advanced Search to manipulate your search results. Please review the search training documentation and videos located in the Training section of this webpage.

Toggle thisIs there an easy way to limit the search to ONLY product images?

Yes, use the Filters option for advanced search and select the Image – Product only Asset Category filter.

Toggle thisI cannot see the scroll bars for the search results window. What do I do?

Minimize the page view and the scroll bars become visible.

Toggle thisCan I search for assets in my folders?

Yes, HP Asset Hub offers the same search options for assets saved in individual folders as for searching the HP Asset Hub library.

Toggle thisDoes capitalization matter for search queries in HP Asset Hub?

No, capitalization does not matter while searching in Asset Hub, only when using operators. AND - OR - NOT should always be capitalized.

Toggle thisWhat file information is used by the search engine?

All information defined by the metadata of the respective assets.

Toggle thisAccording to which criteria are the search results displayed?

Per default, the most recently modified assets are listed first.

Toggle thisCan I sort my search results according to specified criteria?

You can sort the search results according to size or last modification date. On the left side below the Advanced Search criteria, select the sorting option you wish to apply.

Toggle thisHow do I save my search results for later usage?

In the Actions menu click on the Save results in folder button. Here you can create a new folder: to do that define and enter a folder name, select the folder type from the dropdown menu and click OK to save the folder. You have also the option to save the search results to an existing folder. Additionaly, you can save your query for later use, just click Actions and Save search, you can find your saved searches under My Assets/ Saved Searches.

Toggle thisDoes HP Asset Hub manage video assets and video streaming?

Yes, Asset Hub can manage video assets and video streaming.

Toggle thisCan I find HP logos in Asset Hub?

No, logos are not stored on Asset Hub. HP approved logos are available on
the HP Experience site.

Toggle thisHow do I find iconography in HP Asset Hub?

For quick and easy access to HP Iconography and the HP Experience Photography selection, login to Asset Hub and go to My Assets then to Folders. In the folders section, select Shared and access the HP Experience Iconography folder.

To easily find the HP icons you need, use the free text search field or filter by Keywords in the advanced search functionality.

You can download the icon, or you can download the source files of it, by clicking on thi zip file that shows up when you click Download.

Toggle this Stock photography

Toggle thisPhoto shoots

The Brand images and assets team conducts photo shoots on a regular basis. If you have specific photographic needs or would like to request a photo shoot, please contact Randy Stepon. Please be prepared to provide business justification for the need. In addition, any photos acquired from alternative sources must also be reviewed by the Brand Image and Assets team including Carolyn Knecht for stock image license review. Stock imagery may not be posted to the HP repositories. See section on Digital Asset Management.

For approved HP Photography, please go to the Asset Hub. Stock photos should not be used except in limited instances only.

Toggle thisStock photography

When your project requires a specific image not found at the Asset Hub image library, there is a limited, centralized stock image process for special requests only. Please consult the Brand Image and Assets team to ensure your stock purchase is brand consistent. We can also help guide adding the color blue in retouching. We will also verify usage rights and guide the image licensing process to ensure legal compliance. A minimum of 1 week for legal review is required. See section on usage rights.

Toggle thisLegal restrictions/ Digital asset management

When negotiating photography usage with a photographer or stock house, bear in mind that this is a contractual agreement and abiding by the licensing restrictions is extremely important. Re-using imagery after the license is expired or in a way not agreed upon may result in liability from both the photographer and any talent shown in the image. Please use the Brand Image and Assets team as a resource to help guide this negotiation. We can also help with asset hosting strategy. Imagery that has a finite license cannot be posted to Asset Hub without restriction. Stock imagery is not to be re-posted to an internal repository. The onus is on the HP employee to ensure that we abide by contractual photography agreements. Please let the Brand Assets team help ensure compliance. All images created by the Brand Image and Assets team have unlimited usage for an unlimited time and can be used for all HP projects without restriction.

Toggle this Support

Toggle thisHow do I contact HP Asset Hub support?

Please review the information in the Help section of this webpage.

Toggle thisWhat languages does the HP Asset Hub support?

The user interface is currently designed in US English only; however, there are no limitations to the language of the assets available in the HP Asset Hub.

Toggle thisHow long is the estimated turn-around time for support requests?

Support requests will be responded to within 24 hours.

Toggle thisWhich web browser should be used?

HP Asset Hub is in essence browser agnostic, has been tested, and works on Safari, Chrome, Firefox and Explorer.

Toggle thisWhat happens to enhancement requests?

All enhancement requests are logged and forwarded to the Asset Hub PMO for review.

The initial ticket will be closed after the request has been logged but this does not mean that the enhancement has been deployed nor does it mean that the request is forgotten.All enhancements are reviewed and prioritized. It may therefore take some time before the enhancement is reflected in a system update.

Toggle this Training

Toggle thisWhat type of training is available for HP Asset Hub?

"You can find the training availability as well as decks, videos and guides in this webpage, under Training section.

Toggle thisWhere can I find training materials for HP Asset Hub?

For the latest training documents, visit the Training section of this website.

Toggle thisIs training mandatory?

Participation in the training is critical to optimize your user experience and effectiveness when you first start using HP Asset Hub or when new functionality is introduced. Please find training availability, documentation and guides in the Training section of this webpage.

Toggle this Uploading assets

Toggle thisCan any user upload assets?

You must have "Contributor" and/or "Editor" permissions assigned to you in order to be able to upload assets.

Toggle thisDo assets need to be approved before they are uploaded?

If you are uploading assets to HP Asset Hub, you are responsible for any approvals that might be required in order to ensure brand consistency and quality.

Toggle thisCan I upload multiple assets at the same time?

Yes, you can select and upload multiple assets to the staging area Assets in my workspace (found under the Upload menu) at the same time; however, you will have to complete the metadata form for these files before they can be pushed to the HP Asset Hub library.

Toggle this Is there a limit to the number of videos that an asset owner can upload or file size?

Any file types over 2 GB, need to be completed by the HP Business Operations Team. The asset owner will need to submit a case to helpdesk.

Toggle this Is there a risk of uploading an asset with the same file name as a previously uploaded one?

There is no risk since Asset Hub generates a unique internal ID for each uploaded asset. However, it is advisable that you use different file names to ensure clear asset identification. If you have a new version of an existing asset you can replace the current asset in the Asset Library with the new version.

Toggle thisDo I have to follow naming convention guidelines for campaigns assets to be uploaded?

Naming conventions have been defined and need to be adhered to PPS campaign assets that are uploaded to HP Asset Hub.

Toggle thisDo we need to follow a naming convention for an asset that is not campaign related?

For all non-campaign asset, groups need to follow their own naming conventions

Toggle thisDo I need to get an Aprimo ID number for trans-adapted files?

Yes, if your organization is using the BMT system you will need to pull a new Aprimo ID as this will be considered a new asset with different metadata.

Toggle thisWhat is a trans-adapted file?

This is an asset created by the Global team that is then localized for a specific region.

Toggle thisWill preview thumbnails be automatically generated for all assets upon upload?

HP Asset Hub automatically generates preview thumbnails for PDF, Word, PowerPoint, image and video files. All other asset types will show a generic thumbnail. This can be replaced by adding a thumbnail image file; for archive files (.zip) uploading an asset-specific thumbnail is a mandatory requirement.

Toggle thisWho is responsible for the quality and compliance of an asset?

The user that is uploading the asset needs to make sure they have provided high-quality, error free and compliant assets.

Toggle thisAre there file format or size restrictions for assets to upload?

There are no file format or size restrictions. However, in order to upload files over 2 gigs, you will need to submit a ticket to helpdesk.

Toggle thisIf there is overlap with the asset category, can multiple categories be selected for one asset?

No, only one category can be selected.

Toggle thisHow do I know whether my assets have been submitted from "Assets in my workspace" to the main HP Asset Hub library?

Assets in Assets in my workspace that have been submitted show a hourglass in the bottom right corner. This lets you know that the asset is being transferred to the main HP Asset Hub library and will disappear from the Assets in my workspace if the transfer is successful. If you see a warning triangle in the bottom right corner, the upload to the main library has failed. Please contact Asset Hub helpdesk to re-process your assets.

Toggle thisWhat is metadata?

Metadata is information about the file, and its content, that is stored with the file in Asset Hub. Without metadata, finding the files you need in Asset Hub would be impossible. By adding complete and accurate metadata – such as a unique title, description and keywords – you’re not only ensuring you can find the files, you’re also ensuring they can be easily found by others - making them an asset for all users.

Toggle thisHow do I add metadata to an asset?

Click on the asset that is pre-staged in Assets in my workspace and complete the metadata form.

Toggle thisAre there any guidelines for completing the metadata?

Compulsory metadata fields are marked accordingly and must be completed, without which the asset cannot be uploaded. The more complete the metadata is for an asset, the more effective is its search and usage.

Toggle thisWhat happens if I upload an asset with the same file name and type that is already available?

Upon upload, each asset will be given a unique asset ID that differentiates the asset from any previously uploaded asset even if the file name and asset type are identical. However, it is advisable that you use different file names to ensure clear asset identification. If you have a new version of an existing asset you can replace the current asset in the Asset Library with the new version.

Toggle thisCan I enter metadata for multiple assets at the same time?

Yes, you can do this by selecting multiple files in My workspacearea and clicking on Edit metadata and filling out the metadata fields that are common to all assets selected. As metadata requirements are driven by the asset category, assets edited using this method should have the same asset category. Metadata that is unique to each asset will need to be completed individually.

Toggle thisDoes metadata need to be localized for localized/translated assets?

No, use the language and country designations selectable in the metadata for any localized asset.

Toggle thisWho has the ability to update metadata?

Anyone who has upload permissions does also have the right to update metadata.

Toggle thisWill all uploaded assets become visible to all users?

Assets pre-staged in the Assets in my workspace area are only visible to the respective user upon upload. They become available in the Asset Library after the metadata form has been completed and the release date set in the form has been reached. Their availability to all users is subject to each user’s individual permissions.

Toggle thisDo assets expire after an amount of time?

Assets expire based on the Obsolete date or Rights expiration date defined in the metadata.

Toggle thisHow do I restrict pre-released assets from general availability?

On the metadata form, you can manually set up restrictions by directly entering the Release date.

Toggle thisDo all users have access to pre-released assets?

No, only users with special permissions will have access.

Toggle thisDo I have to manually modify the pre-released asset's metadata once the release date has passed?

No, HP Asset Hub will automatically move unreleased assets to released assets upon the release date defined in the metadata, making the assets available for all users.

Toggle thisWhat is the process if I need a model release form?

You will need to submit a request to the helpdesk. They will confirm with the owner that the form can be sent and if so provided it to you.

Toggle thisI can't find assets that I previously uploaded. What can I do?

These files were possibly uploaded during a period of instability in the system. Please contact the helpdesk to investigate the issue.

Toggle thisI see an exclamation (!) icon and a transfer error after attempting to submit from workspace, what should I do?

The asset failed to transfer due to an issue within the Asset Hub database. You need to re-edit the metadata again and resubmit the asset. Please ensure that the system health light is green when you do this. If the asset is not correctly submitted, please contact the helpdesk.

Toggle thisOnce we upload a video to Asset Hub, what are the steps for making this an external (public) link for Eloqua campaigns?

If you want to share the video within Asset Hub, add the video to a folder and share either the folder or the asset. If you want your video to be published in the Video Gallery or to obtain an embed code, you have to publish it via Brightcove by using the Brightcove-specific metadata found on the Deploy tab.

If you don't see the button Deploy once you click on the asset, please contact the helpdesk for further information on your permissions.

Toggle thisWhat is the difference between posting videos in Media Solutions vs HP Asset Hub?

The Media Solutions platform hosts internal and external videos, and charges a fee for uploading them to their servers. Their videos can be password protected and they have more restrictions that can be applied. You can also track who viewed the videos. However, this is only a storage, streaming service and you cannot use it as repository. Asset Hub holds public videos only, there's no fee. It acts as a repository for all your assets.

Toggle thisWhy is target country field important? Are there assets that cannot be used in some countries?

Yes. Target countries is meant to show regional availability, and to ensure correct asset distribution the downstream systems (such as CAP, Sales Central, hp.com and other publishers).

Toggle thisWhat assets can be published to downstream systems (CAP/Sales Central/other publishers) from Asset Hub?

Assets must meet all the following requirements to be distributed to downstream channels:

The asset category must be one of the following: Video – Product Overview,
Video – Corporate, Multimedia – Interactive demo, Image – Product in Use,
Image – Annotated or Multimedia – Inforgraphic
Asset disclosure level must be Public
The assets must be associated to at least one hierarchy node through the
Product Association field.
The field “Publish Asset” must be set to “TRUE”.

Toggle thisHow can I associate an asset to products?

You can do this by using the Product Association field in the metadata form. The field is connected to Product Master (HP’s source of record for product hierarchy) and you can select only nodes that have been created in Product Master.

Toggle thisWhy is product association important?

Accurately tagging your assets to products accomplishes 2 goals: your assets will be easy to find in Asset Hub through the Products option in advanced search and, provided that they meet all publication criteria, they will be distributed through CAP to Sales Central and other downstream partners.