How-to guideGet a task done

Manage deliverables

This guide explains how to add deliverables to a project’s brief and upload content to them. Each deliverable is a placeholder for an asset the project must produce, so the team knows exactly what to create.

What you see here depends on your workspace’s configuration. Which view each workflow stage shows, what the deliverable tabs are called, whether you can duplicate a deliverable, and whether an upload moves to a set state all vary. To change it, contact your administrator. Understanding project types and forms explains how this is configured.

Prerequisites

Before you begin, ensure you have:

  • Access to Collaboration Hub projects, through a group set up by your administrator. Access granted through groups explains how groups grant this access.

  • A project whose project type includes deliverables.

  • The Owner, Editor, or Creator role on the project. Your administrator can assign these roles, or the project owner can assign them on the project’s Collaborators tab. Manage project collaborators covers adding collaborators and assigning their roles.

Add deliverables to the brief

Add a placeholder for each asset the project must produce, then complete its specification.

  1. Select Content Portal from the app switcher in the left navigation.

  2. Select Collaborate, then select the All Projects tab.

  3. Select a project.

  4. Navigate to the Deliverables tab.

  5. Select Add Deliverables at the top right of the tab.

    When the tab has no deliverables yet, the Add Deliverables button also appears under the No Deliverables Found message.

  6. In the Add Deliverables dialog, select a category. The dialog selects the first category by default.

  7. Select each deliverable you need, then set its quantity.

  8. Select Add To Brief.

    The deliverables appear in the tab as placeholders, listed by category. Within each category, the tab groups deliverables by state, with a count for each state. For example, a placeholder with nothing uploaded is at Draft, and one with an upload is at Populated. Each placeholder has a default file thumbnail.

  9. Expand a category and complete each deliverable’s specification fields and keywords. A required field has an asterisk in its column heading. A field’s description appears in a tooltip on the field name.

    1. Select any field value in the deliverable’s row, or the - in an empty field. The whole row switches to editing mode.

    2. Edit the deliverable’s name and add or edit its field values and keywords as needed.

    3. Select to save all the changes in the row, or to discard them.

  10. Select Continue.

    If any required fields are empty, the first deliverable with missing required fields opens, with those fields highlighted. The other deliverables stay collapsed. Complete the highlighted fields, then select Continue again.

To view a larger preview of a deliverable, select on the deliverable’s thumbnail. The preview opens with the deliverable’s details in a panel beside it.

Edit several deliverables at once

To give several deliverables the same field values or keywords, edit them together. You can bulk edit deliverables of the same type that are at the same state.

  1. In the Deliverables tab, find the category with the deliverables you want to edit.

  2. In the category’s header, select Bulk Edit Deliverables.

    The Bulk Edit Deliverables button appears only when the category has more than one deliverable. To change a single deliverable, edit its row instead.

  3. In the bulk edit dialog, select the deliverables you want to change, or use the select-all checkbox.

    The dialog highlights the selected rows.

  4. Add or update the field values and keywords.

    Each change applies to all the selected rows at once. A triangle in the corner marks each field you have changed. You cannot change deliverable names here.

  5. Select Save.

    If a required field is empty, a warning appears on the field. You cannot save until you complete it.

  6. In the confirmation dialog, select Confirm.

    The dialog closes, and the changes apply to all the selected deliverables.

Change the list of deliverables

To change which deliverables the brief asks for, duplicate or delete them in the Deliverables tab.

  • To add another deliverable with the same specifications, open the deliverable’s menu and select Duplicate. The copy appears under the original, with the same field values.

  • To remove a deliverable you no longer need, open the deliverable’s menu and select Delete. A confirmation message appears at the bottom of the tab.

Upload content to deliverables

When an asset is ready, upload it to its deliverable placeholder. Depending on the deliverable type, you can upload a file or URL.

  1. In the project, navigate to the deliverable Populate tab.

  2. Find the deliverable you want to populate. The tab lists the most recently modified deliverables first.

  3. Open the Populate Deliverable Placeholder dialog:

    • For a file, select Choose a file.

    • For a URL, select Click here.

  4. Add the content:

    • For a file, drag the file into the dialog, or browse for it. To remove a file you added by mistake, select the file’s .

    • For a URL, enter a name and the URL. Follow the URL format guidance shown in the dialog.

  5. Use the Apply File Name toggle to choose whether the upload renames the deliverable. In the URL dialog, the toggle is Apply URL Name. The toggle is on by default.

    • To replace the deliverable’s name with the name of the upload, leave the toggle on. For a file, the file extension is removed from the new name.

    • To keep the deliverable’s planned name, turn the toggle off.

  6. Select Upload.

    The upload appears on the deliverable. For a URL, the address appears above the thumbnail. You can open the URL in a new browser tab.

    The asset’s state appears under its name and type, and updates when the state changes. If your workspace sets a state for deliverable uploads, the upload takes that state and displays the state’s specification fields.

  7. Add or update the deliverable’s specification fields and keywords.

    Select any field to switch all the deliverable’s fields to editing mode. Select to save all your changes, or to discard them. If the deliverable has no specification fields, No Deliverable criteria Defined appears instead.

  8. Select Save & Continue.

    A tick appears on the tab to show that it is complete. You can now move on to the next tab.

Replace an uploaded file or URL

To correct a wrong or outdated upload, replace it on the deliverable.

  1. In the Populate tab, find the deliverable.

  2. Below the deliverable, select the update option:

    • If the deliverable accepts only URLs, select Update URL.

    • If the deliverable accepts both files and URLs, open the update menu, then select Update File Upload or Update URL Upload.

  3. Add the new file or URL, and set the Apply File Name or Apply URL Name toggle.

  4. Select Upload.

    The new upload replaces the previous one as a minor version, so version 1.0 becomes version 1.1. The new version number appears on the deliverable’s thumbnail in the deliverables grid, in its details panel, and in Manage Versions. For further information, refer to Work with deliverables in the grid.

Troubleshooting

Each problem below is a common cause of a blocked deliverable task. Select one to see how to fix it.

Problem: The project does not move to the next stage because of missing fields.

Solution: one or more deliverables have empty required fields. When you select a transition in the workflow panel, the project stays at its current stage. Instead, the first deliverable with missing required fields opens. This happens at briefing and non-briefing stages.

If a Missing Specification Fields dialog appears, it lists each deliverable category with its number of missing fields. Select Complete Missing Fields to open the Deliverables tab. Indicators mark the affected categories and fields until you complete them.

Complete the highlighted fields, then move the project to the next stage again. For further information, refer to Move a project to the next stage.

Problem: Add Deliverables, Duplicate, or Delete is unavailable.

Solution: your administrator has restricted the tab at the project’s current workflow stage, so the deliverables list cannot change. A tooltip on the unavailable control explains this. You can still edit deliverables, and in the grid you can still download and review them. If you need to change the list at this stage, contact your administrator.

Problem: Duplicate does not appear in a deliverable’s menu.

Solution: the deliverable’s type does not allow duplicates. To duplicate this type of deliverable, contact your administrator.

Problem: The update controls do not appear on a deliverable.

Solution: you do not have the Owner, Editor, or Creator role on the project. Ask your administrator or the project owner to assign one of these roles to you. For further information, refer to Manage project collaborators.