Your Assets Library

The Assets tab is your brand’s shared library of photos, videos, audio and text files. Everything you upload anywhere in Orsa is saved here, and the design editor’s Brand Assets tab shows the same files.

Use it to keep your files organized in folders, find the right photo fast, see which designs already use a file, and get a time-stamped transcript of a video.

Open it from the Brand section of the sidebar: Assets. Every member of the brand sees the same library.

This guide covers:

• Finding your way around the Assets tab
• Folders and moving files
• Search, Smart search and filters
• What you can do with a file, including links, tags, products and transcripts
• Seeing which designs use a file
• Selecting, downloading and deleting

Quick start (5 minutes)

1. Open Assets.
2. Click New Folder, type a name like Product Photos, and click Create.
3. Click the folder to open it.
4. Click Upload Files, drop in a few photos, and click the upload button. See Uploading Files.
5. Hover over a photo and click its menu button to see everything you can do with it, like Manage tags or Copy Link.

The Assets tab at a glance

• Top row: where you are in your folders (starting at My Files), plus the Upload Files and New Folder buttons.
• Media Assets bar: the Filters button, the search box with its Smart switch, and a button to switch between grid view and list view.
• Your files and folders: folders come first, then files. More files load as you scroll down.

Grid view shows a thumbnail for each file, its name, its tags, and which designs use it.

List view shows one row per file with Name, Type, Size, Uploaded, Designs and Actions. To preview an MP3, hover over its purple music icon.

Click any thumbnail to open a large preview.

Organize files in folders

Create a folder

1. Open the folder you want the new one to sit in, or stay in My Files.
2. Click New Folder.
3. Type a Folder Name and click Create.

Folders can hold other folders. A folder name can’t contain “/”, and two folders in the same place can’t share a name.

Open and leave folders

• Click a folder to open it.
• Use the back arrow, or click a folder name in the row at the top, to go back.
• Click My Files to return to the top level.

Rename or delete a folder

1. Hover over the folder and click its menu button.
2. Click Rename or Delete.

When you delete a folder that has files in it, choose what happens to them:

• Delete folder and all contents: deletes the folder plus every file and folder inside it.
• Move contents to another folder: click Select Destination Folder, pick a folder, and then click Delete Folder. Only the empty folder is deleted.

Example: a gym has Classes, Trainers and Old Promos. They delete Old Promos, pick Move contents to another folder, and choose Classes. The photos are kept and the folder is gone.

Move files

You can move files in three ways:

• Drag a file onto a folder. You can drag a folder onto another folder, too.
• One file: open the file’s menu, click Move to…, and pick a folder. Pick My Files to move it back to the top level.
• Several files: select them (see Select, download and delete several files), then click Move 3 file(s) at the top and pick a folder.

Search your files

Type in the search box above your files. Orsa searches file names across your whole library, in every folder. Folders are hidden while you search.

Example: type latte to find iced-latte.jpg and latte-art-video.mp4, wherever they are.

To go back to browsing, clear the search box with its x.

Smart search

Smart search finds files by meaning instead of by name.

1. Click Smart in the search box. The box gets a coloured border and suggests Try ‘me talking about cookies’….
2. Type what you’re looking for, like owner explaining our sourdough.
3. Press Enter, or click the sparkle icon.

Smart search works best on videos you’ve made a transcript for, because it can search what’s said in them. A new transcript can take up to a day before Smart search finds it. See Video transcripts.

Click Smart again to go back to searching by name.

Filter by type, tags and products

Click Filters to open the filter panel. It has three sections:

• File Type: All Files, Documents, PDFs, Images, Videos, Audio and Text, each with how many files you have and how much space they use.
• Tags: only show files with the tags you tick.
• Products: only show files linked to the products you tick.

Filters apply as soon as you click them. The number on the Filters button shows how many filters are narrowing your list.

Show only one type of file

All types are on to start with. Click the type you want, like Images, and only that type shows. Click more types to add them.

To go back to normal, click Clear all filters at the bottom of the panel.

Example: a bakery wants only product photos of its croissants. They click Images, then tick the Croissant product. The grid shows just those photos.

The file menu

Hover over a file and click its menu button. Depending on the file, you’ll see:

Find similar is greyed out on files Orsa hasn’t analysed. When it works, the search box shows Viewing similar files with the file you started from. Click the x or the back arrow to return.

Copy a link to a file or folder

A file: open its menu and click Copy Link. You’ll see File link copied to clipboard. The link opens a large preview of the file.

A folder: open the folder’s menu and click Copy Link. The link opens that folder on the Assets tab.

Links only work for people who are members of your brand. Anyone else sees File not found. To give a teammate access, see Inviting Your Team.

Example: a manager drops the link to Summer Menu into the team chat with “final photos are in here”. Everyone in the brand clicks straight through.

Tag a file

Tags are short labels you add yourself, like hero shot, staff or needs retouch.

1. Open the file’s menu and point to Manage tags.
2. Tick the tags you want, or search for one with Search tags….
3. To make a new tag, type it in New tag name… and press Enter.

Tags show under the file. Use Filters > Tags to find tagged files later.

Link a file to a product

Linking a photo to a product keeps product photos easy to find.

1. Open the file’s menu and point to Link to product.
2. Click a product to link it. Click it again to unlink it.

Use Filters > Products to see every file for a product. See Products and Promotions.

Video transcripts

A transcript turns what’s said in a video or MP3 into text, split into short, time-stamped parts.

1. Open the file’s menu and click Generate Transcript. The menu closes while it works.
2. When it’s done, the menu shows View Transcript with the number of parts, like View Transcript (14).
3. Click View Transcript to read it. Each part shows its time, like 0:12 - 0:18 (6s), and what was said.

Example: a yoga studio uploads a 10-minute class. After Generate Transcript, View Transcript (38) lists every cue with its time, so they can pick a 20-second clip for a Reel.

Good to know:

• Generate Transcript appears for MP3 files right away. For videos, it appears once the video has finished processing after upload, and only if the video has sound.
• A file gets one transcript. Once it has one, Generate Transcript is replaced by View Transcript.
• To use a video’s words in a script, link the video to a transcript in Create. See Transcripts.

See which designs use a file

When a photo or video is used in a design, Orsa shows it on the file:

• In grid view, under the file: a button like 2 Links, or Not used in any design.
• In list view, in the Designs column: a button like 1 Link, or Not used.

Click 2 Links to see the designs. Click one to open it in a new tab.

Files used in designs also have an info icon. Hover over it to read Deleting this asset won’t affect designs.

In the design editor, Brand Assets > More > Filter out used files hides files that are already in a design. See Design Templates and Your Brand Kit.

Select, download and delete several files

Select files

• Open a file’s menu and click Select File. Then click other thumbnails to add them to the selection.
• Or drag a box around files, starting from an empty spot in the grid. Hold Ctrl, Cmd or Shift while dragging to add to what you’ve already selected.

While files are selected, a bar shows 3 selected with these options:

• Select all: selects every file in the current view, loading the rest first.
• Unselect all: clears the selection.
• Download (3): downloads the files together as one zip file.
• Delete: asks Are you sure you want to delete 3 files? first.

To move the selected files, click Move 3 file(s) at the top.

Download one file: open its menu and click Download. You’ll see File download started.

Delete one file: open its menu, click Delete File, then click Delete to confirm. Designs that use the file keep their copy. There’s no undo or bin for deleted files.

Deleting files frees up space in your brand’s storage. See Plans and Billing.

Images from your website

While your brand is still being set up, the Assets tab can show AI Website Images Available with images found on your website. Click Preview, then Import under the ones you want. Orsa copies each image straight from your website into the folder you have open, and you see “Successfully imported” with the file name. Only JPEG, PNG and WebP images can be imported. See Set Up Your Brand from Your Website.

Ideas for using your Assets library

One folder per campaign. Keep each campaign’s photos and videos together so anyone can find the final versions.

Example: a boutique creates Autumn Drop, Black Friday and Holiday Gifting, and copies the folder link into each campaign brief.

Tag by use, not just by subject. Tags like approved, hero shot or needs retouch help the team pick the right file.

Example: a dental clinic tags its best team photos approved. When making a post, they filter by approved and know every photo is cleared to use.

Product photos linked to products. Link each photo to its product so a product’s photos are one filter away.

Example: a candle shop links 6 photos to Fig & Cedar. When designing a promo, Filters > Products > Fig & Cedar shows exactly those 6.

Clips from long videos. Generate a transcript for a long talk or class, then read the time stamps to find the moment worth posting.

Tips for the best results

• Name files clearly before uploading. Search looks at file names, so kitchen-team-2026.jpg is found and IMG_4412.jpg isn’t.
• Set up folders first, then upload into them. Uploads on the Assets tab land in the folder you have open.
• Generate transcripts for videos with speech. They give you time-stamped text to work from, and they let Smart search find the video by what’s said.
• Check Links before deleting. A file showing Not used in any design is the safest to remove when you need space.

Common questions

I uploaded a file but can’t find it. Check which folder you’re in. Uploads on the Assets tab go into the open folder. Uploads from the design editor or the Files window go to My Files. Or type the file name in the search box, which searches every folder.

My inspiration images aren’t on the Assets tab. Images uploaded as inspiration for AI Design requests or Visual identity are kept separately and don’t appear here.

Documents and PDFs are always empty. The uploader doesn’t take PDFs or Word documents, so these are usually empty. See Uploading Files.

Find similar is greyed out. Orsa hasn’t analysed that file, so it can’t look for similar ones.

Smart search doesn’t find my video. Smart search finds videos by what’s said in them. Generate a transcript first, then give it up to a day. Videos with little or no speech are hard to find this way, so search by name instead.

I don’t see Generate Transcript on my video. It appears once the video has finished processing after upload, and only if it has sound. Reload the page after a few minutes. If the menu shows View Transcript, the video already has one.

I clicked Generate Transcript and nothing happened. Transcripts take a little while, longer for long videos. Wait, then reload the page and open the menu again to look for View Transcript.

Can I get a deleted file back? No. Deleted files can’t be restored from the app. Upload the file again if you still have it.

A teammate opened my file link and saw “File not found”. They aren’t a member of this brand, or the file was deleted. Invite them to the brand, or send them the file another way.

I can’t move a folder. A folder can’t go inside itself or one of its own folders, and you can’t move it somewhere that already has a folder with the same name. You’ll see a message like Cannot move folder into itself or its subfolder.

I get “A folder with this name already exists in this location”. Pick another name, or open the existing folder instead.

Renaming a folder says “A folder with this name already exists in this location”. Another folder in the same place has that name. Pick a different name.