Managing Assets

Beta Feature Liferay DXP 2025.Q4+

Important

Currently, this feature is behind a beta feature flag (LPD-17564) and also depends on release feature flags (LPS-179669 and LPD-34594). Read Feature Flags for more information.

Accessing Assets

Access content, files, and folders in Liferay CMS in different ways, depending on your current location in the interface.

Start from one of these locations:

• The All, Contents, and Files sections under Assets (1) display assets from all of your spaces.

  Open the Global Menu () → CMS → All, Contents, or Files.

• To view assets within a specific space, navigate to that space (2) and click View All Files.

Managing Asset Actions

Open the Actions menu () next to each asset (1) to perform different actions.

To manage multiple assets, select their checkboxes-—-or use the checkbox at the top to select all items (2)-—-and click Actions () in the top-right corner, next to the () icon (3).

Actions vary by type: some apply to specific assets (files, folders, or content), some apply to all assets, and others are limited to bulk selection.

Action	Description
Edit	Opens the editing view for updating the file or folder details.
Share	Opens the sharing modal to share the asset with other users or groups.
Show Details	Opens the Information side menu with the Details, Categorization, Performance, Versions, and Comments tabs.
Translate	Opens the translation page.
Expire	Expires the asset.
View	Views the asset.
View History	Opens the asset’s history page.
Permissions	Opens the permissions configuration dialog for the asset.
Reset to Default Permissions	Restores permissions to their default settings.
Delete	Deletes the selected asset.
Export for Translation	Exports the asset for translation workflows.
Import Translation	Imports translated versions of the asset.
Download	Downloads the asset to your device.
(Folder) View Folder	Opens the folder.
(Folder) Default Permissions	Opens the default permissions configuration dialog for the asset.
(Bulk) Delete	Deletes all selected assets.
(Bulk) Download	Downloads all selected assets as a single compressed .zip package.
(Bulk) Edit Categories	Assigns or updates categories for all selected assets.
(Bulk) Edit Tags	Adds or updates tags for all selected assets.

Sharing Assets

Share assets, folders, and other content with users or user groups. Sharing provides controlled access for collaboration without changing global permissions and can include an optional expiration date.

To share an asset,

1. Open the asset or folder you want to share.

2. Click Actions () for the asset and select Share.

3. Enter the user’s name, email, or user group (1).

4. Select one of the available permissions: View and Download, View, Download, and Comment, or View, Download, Comment, and Update (2).

5. (Optional) Set an expiration date for the shared access (3). Once the date is reached, users lose access automatically.

6. (Optional) Use the Actions () menu to Allow Resharing or to Remove Access (4).

7. Click Save.

Note

Sharing grants access for collaboration. To manage detailed permissions independently of sharing, use the Permissions action.

Viewing Asset History

Track and manage all versions of an asset. Depending on your permissions, you can preview, restore, expire, delete, download (for files), or copy any previous version.

Warning

Expired or deleted versions cannot be restored.

To view an asset’s version history,

1. Open the asset or folder whose history you want to see.

2. Click Actions () for the asset and select View History.

3. Review the list of versions, which shows the version number, workflow status, author, and modification date.

4. (Optional) Perform version actions.

Restore: Revert the asset to a previous version. The restored version becomes the latest version while preserving its workflow status.

Delete: Permanently remove a version. Previous version numbers remain unchanged.

Expire: Expire a version so it is no longer actively used. Expired versions cannot be restored.

Download: Download a specific version (available for file entries only).

Make a Copy: Create a new independent copy of a specific version as a new asset.

Preventing Broken Links When Deleting Assets

Tip

This feature is enabled by default. To disable it, add cms.broken.links.checker.enabled=false to portal-ext.properties.

When you delete an asset in the CMS, the system checks if the asset is mapped to a fragment on a page or to a field in another asset. If the asset is in use, a confirmation modal appears listing the references. Review the references and related items, then decide whether to proceed with deletion.

For bulk or folder deletions, the confirmation modal groups items and shows details for each asset, displaying their references.

Note

This safeguard applies only to the CMS. It does not cover deletions via API calls, widget or collection references, asset expiration, or permission changes. It also does not audit or fix existing broken links.

Related Topics

• Creating Folders and Uploading Files
• Managing Space and Default Permissions