Why you need an Organization Assets library (or two) for your SharePoint intranet

March 11, 2020

Organization Assets libraries helps content managers designate a library of “organization approved” images and logos to use anywhere on your intranet. When you have an Organization Assets library, you are creating a single place to store and maintain important brand assets that can be used anywhere in your tenant. This is a great way to provide access to brand-approved images and logos – and keep them up-to-date in one place. My favorite super-power for Organization Assets is that when you update an image or logo, it is automatically updated on every site and page that uses the image!

Note: This feature is not currently available in Office 365 Germany, China, or Office 365 Government plans.

Getting Started

To get started, you’ll need to designate a single site collection to host your Organization Assets libraries. You can have up to 30 individual libraries, but they need to live in a single site collection. If you have an existing Brand Assets site, you might consider hosting the libraries on that site or you can create a new site collection. Organization Assets libraries are available when you add images to page headers, galleries, or other web parts. (Figure 1.)

Figure 1: How users experience the Organization Assets library

To set up your libraries, you’ll need to have an image to associate with the library. The image needs to be in the same site as the library. I recommend using a solid color block for the image so that you get the best contrast in the user experience. Find detailed instructions, including the specific PowerShell command you’ll need in how to create an organization assets library. Adding an organization assets library will enable a content delivery network (CDN) for your organization to provide fast and reliable performance for shared assets.

Tips for Your Organization Assets Libraries

  • If you create a new site collection, call it Organization Assets (or Org Assets). Seems obvious, right? Make sure that the “Everyone” group has read access to the site.
  • Create a separate library for logos. This will make them easier to manage and keep them separated from other images.
  • Consider adding a library for leadership headshots and approved photos. If you have a large, global organization, finding photos of leaders for news articles and web pages can be really challenging. Wouldn’t it be so much easier if all the photos were stored (and updated) in one place?
  • Use folders to organize photos in each organization assets library. Currently, when you are selecting photos from an organization asset library, you can only see the photo name or image – not any metadata associated with the photo. If you want to organize photos in an organization assets library, you will need to use folders.
  • Don’t forget to provide training and guidance for using the content in your organization assets site. When you select an image or logo from an organization assets library, the image itself is not uploaded to the site. If all of the images on the site come from organization assets, the Site Assets library is not created for the site.
  • You don’t need to be the SharePoint Admin to manage the content in the libraries – but you probably want to limit who can upload organization images to teams like Corporate Communications.

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