How to Manage Items with Portfolio Manager – Envato Author Support | Help Center

This guide covers the key features for managing your items in the Portfolio Manager, after your items have been uploaded and approved.

Navigating Your Portfolio

The Portfolio Manager homepage gives you quick access to different views of your portfolio. Selecting a button applies the necessary filters to show you the right group of items.

For example, if you select ‘Not Submitted’, the main portfolio page will be shown with the ‘Not Submitted’ filter already applied. You can remove or change filters at any time.

By selecting 'Author Portfolio (All)', your full portfolio will be displayed. From here, you can filter your items by file type, item state, or eligibility for resubmission.

Editing Approved Items

You can edit the metadata (title, description, and tags) of your approved items. Here’s how to submit an edit for review:

Sign in to the Portfolio Manager and select the ‘Approved’ view.
Navigate to the item you wish to edit and click to open its ‘Full view’.
Scroll down to the ‘Pending Edits’ section and click the ‘NEW EDIT’ button.
Make your required changes to the Title, Description, or Tags. When you are finished, click ‘SAVE’, then click ‘Submit for Review’.
You can confirm your edit has been submitted by checking the ‘Pending Edits’ section again.

Updates to your item will be published once the review team approves them. If your edits are rejected, the item will remain unchanged.

How to Delete Items

Important: You can only delete items that have not yet been approved. If you need to remove a published item, please contact author support for assistance.

Go to the Portfolio Manager.
Select the item or items you wish to delete by ticking the checkbox on each item.
In the 'Overview' panel on the right, click Actions.
Select Delete and confirm your choice.

Managing Disabled or Taken Down Items

The Portfolio Manager uses visual icons to show the status of your items. If an item has been disabled, a red cross will appear on the thumbnail. If it has been taken down for another reason, you will see an exclamation mark.

To find more information on why an item was disabled or taken down:

Locate the item and hover over it to view more options.
Click the 'Full view' icon (a square with an arrow).
In the 'Full view' mode, you will see a notification explaining the reason for the takedown or disablement.

You will also receive an email from our support team with more details. If the item is eligible for resubmission after editing, this will be indicated in the notification. If you need further support, please get in touch with our team.

Troubleshooting Common Errors

Error: "Item state: This asset does not meet these conditions"

This error means your item is missing one or more of the technical requirements.

Cause: The item is missing a title, description, or tags, or it does not meet the file format/size rules.
Solution: Click OK to close the error. Check the 'Overview' panel to see what information is missing and complete all the required fields.

Error: "You are not allowed to change the Item state of this document"

This error appears when you try to skip an item state.

Cause: You cannot move an item from 'Incomplete' directly to 'Submitted for review'. An item must have all required information first, which moves it to the 'Not Submitted' state.
Solution: Ensure the item has a title, description, tags, and that the release form box is checked (if needed). This will change the status from 'Incomplete' to 'Not Submitted'. From there, you can change the status to 'Submitted for review'.

Reference: Item States Explained

Incomplete: The item is missing required information (e.g., title, tags, description).
Not Submitted: The item has all required information but has not been sent to the review queue yet.
Submitted for review: The item is now in the queue for the review team.
Approved: The item has been approved for sale.
Rejected: The item was not approved. Check the item for feedback from the review team.

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