Managing Assets
Beta Feature Liferay DXP 2025.Q4+
Currently, this feature is behind a beta feature flag (LPD-17564) and also depends on a release feature flag (LPD-34594) and a beta feature flag (LPD-11235). Read Feature Flags for details on configuring feature flags and Feature Availability for availability details.
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. |
| Liferay 2026.Q1+ (Single) Copy | Copies a single asset or folder to another location or space. See Copying and Moving Assets to learn more. |
| Liferay 2026.Q1+ (Single) Move | Moves a single asset or folder to another location or space. See Copying and Moving Assets to learn more. |
| (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. |
Copying and Moving Assets
Copy and move single assets or folders within the same space or across spaces where you’re a member.
When you start a copy or move action, the item selector shows available destination folders based on where you start the action:
-
From All, Contents, or Files, the selector shows folders across all spaces you can access.
-
From a space, the selector shows folders in the current space by default.
To copy or move an asset or folder,
-
Open Actions (
) for a file, content, or folder. -
Select Copy to or Move.
-
In the item selector, choose a destination folder.
-
Click Select.
How Copy and Move Work
Copy and move actions follow these rules:
-
When you copy a folder, all its contents are copied as well. When you move a folder, all its contents move with it.
-
Only categories and tags available in the destination are retained when moving and copied when copying.
-
Copied assets and folders inherit the destination folder’s permissions. If the destination folder uses different permissions, the system informs you before completing the move.
-
Assets that use content structures not available in the destination space cannot be copied or moved.
-
If a folder contains an asset that is not available in the destination space, the copy or move action cannot be completed.
-
The system prevents invalid operations, such as moving content into Files or moving files into Content.
Resolving Name Conflicts
When an item with the same name already exists in the destination folder, you can choose how to proceed:
-
Do not copy or move the item
-
Replace the existing item
-
Keep both, which adds a suffix to the new item’s name
If a copy or move action fails, an error message appears that explains the reason.
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,
-
Open the asset or folder you want to share.
-
Click Actions (
) for the asset and select Share. -
Enter the user’s name, email, or user group (1).
-
Select one of the available permissions: View and Download, View, Download, and Comment, or View, Download, Comment, and Update (2).
-
(Optional) Set an expiration date for the shared access (3). Once the date is reached, users lose access automatically.
-
(Optional) Use the Actions (
) menu to Allow Resharing or to Remove Access (4). -
Click Save.
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.
Expired or deleted versions cannot be restored.
To view an asset’s version history,
-
Open the asset or folder whose history you want to see.
-
Click Actions (
) for the asset and select View History. -
Review the list of versions, which shows the version number, workflow status, author, and modification date.
-
(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
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.
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.