Advocate Digital Asset Management Guide

Recommendations and User Guide

Digital Asset Management on NetX

TABLE OF CONTENTS KICK OFF THE DAM . . . . . . . . . . . . . . . . . . . PAGE 3

ACTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . PAGE 39

USERS & PERMISSIONS . . . . . . . . . . . . . . . . PAGE 5

DOWNLOADING . . . . . . . . . . . . . . . . . . . . . PAGE 44

USER INTERFACE OVERVIEW . . . . . . . . . . PAGE 10

COLLECTIONS . . . . . . . . . . . . . . . . . . . . . . PAGE 47

UPLOADING FILES . . . . . . . . . . . . . . . . . . . PAGE 17

SEARCHING . . . . . . . . . . . . . . . . . . . . . . . . PAGE 54

FOLDERS . . . . . . . . . . . . . . . . . . . . . . . . . . . PAGE 19

SHARING . . . . . . . . . . . . . . . . . . . . . . . . . . . PAGE 60

MANAGING FOLDERS . . . . . . . . . . . . . . . . . PAGE 21

EDITING ATTRIBUTE VALUES . . . . . . . . . . . PAGE 68

SETTINGS & WORKFLOWS . . . . . . . . . . . . . PAGE 23

METADATA . . . . . . . . . . . . . . . . . . . . . . . . . . PAGE 75

ASSET GALLERY . . . . . . . . . . . . . . . . . . . . . PAGE 27

AFTER GO-LIVE . . . . . . . . . . . . . . . . . . . . . . PAGE 85

ASSET DETAIL OVERVIEW . . . . . . . . . . . . . PAGE 32

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KICKOFF

ASSETS • Assets are files that have value to your organization.

• Assets can be files, metadata, collections of various auxiliary files, and everything in between.

• Assets typically have a lifespan of at least 18 months.

• Assets are not just all files that your organization comes across.

DATA MODEL: THE STRUCTURE OF THE DAM INSTANCE Taxonomy Organizing all assets into folders Metadata Adding data to all assets so they have context and determining how users will think about that context for the purposes of search User levels Classifying user populations with corresponding access levels to the system Permissions Choosing which folders (assets) are visible to groups of users

Resist storing EVERYTHING. Kicck off the DAM

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KICKOFF

KEY THOUGHTS… • DAM is an initiative, not just an application.

• Great benefits can had when the DAM becomes an information hub.

• Usability is key!

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Users & Permissions USERS & PERMISSIONS

WHY DO YOU NEED ACCESS CONTROL? Protect assets.

Protect confidential and proprietary data.

Provide access to just the right amount of data — not too much, not too little.

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USERS & PERMISSIONS

ACCESS CONTROL EXAMPLE

“Jane” is assigned a user level of Producer. This means she can import and edit assets, but only for assets that she has been granted permission to access.

She is put into the group “Marketing”. This group was created by the NetX admin and includes all of the users from the marketing department.

The NetX admin creates a permission for the Marketing group to access the folders called “Campaigns” and “Social Media Images”.

This means that Jane now has the rights to import into those two folders. She will also only be allowed to edit assets that are contained in those two folders.

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USER LEVELS No access

Disabled account

Browser

Can view

Consumer

Can download

Importer

Can import (blindly)

Producer

Can import and edit assets

Manager

Can edit categories

Director

Can manage users and groups

Administrator

Can do anything 55

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LOGIN

The DAM is a web application accessible by all major web browsers. To access the DAM, enter your username and password and click the Login button to log into the DAM. catalog.advocateprinting.com

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GETTING STARTED

DASHBOARD

Upon logging into the DAM for the first time, you will be taken to the Dashboard.

The Dashboard displays configurable windows of content, known as Pods. To load the assets that are contained in a Pod into the Gallery, click View all in the bottom right corner of a Pod.

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User Interface Overview USER INTERFACE

NAVIGATION Users can browse, search, collect, manage, and share, all from a single area of the application.

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SIDEBAR MENU

Located in the top left, the sidebar allows you to quickly switch between the following contexts:

Home Takes you to the the dashboard.

Folders (previously known as Categories) These act as a container for organizing your assets.

Saved Searches This section contains all of the searches you have saved so that you can quickly repeat them later. Each time you click on a saved search, it updates the results with live data.

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SIDEBAR MENU Located in the top left, the sidebar allows you to quickly switch between the following contexts:

Collections (previously known as Carts)
 Allow you to closely curate a selection of assets for use in your workflow or team collaboration.

You can collect assets across multiple folders, add them from a search, or share collections to other users or groups.

Notifications
 Shows a list of recent notifications that have been triggered based on the tasks you are performing in the system.

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SEARCH BAR

Use the search bar to perform basic (keyword) searches. Access the Advanced Search menu by clicking on the Advanced button.

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USER INTERFACE

GALLERY

The Gallery is the central window area for viewing and selecting assets. To change the sort and view options, look to the top right corner of the Gallery.

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ADDITIONAL MENUS

Upload Use this tool to upload files into NetX. Tools Additional features such as Public Links, Datasets, and Approvals.

User View and update your User Profile, set Preferences, Report a Problem, and Logout.

System Only visible for Administrator-level accounts, this opens the System area for advanced settings and configuration.

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USER INTERFACE

QUICK EDIT Users can browse, search, collect, manage, and share, all from a single area of the application.

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Uploading Files UPLOADING FILES

To upload files (previously known as importing), click the Upload button on the top right side of the header. This will launch the upload tool.

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USER INTERFACE

UPLOADING FILES 1. Choose the folder you would like to upload into by clicking on the Choose a Folder menu. To select a folder, click the circle next to the folder name.

2. Click the Add File(s) button or drag and drop files from your computer into the upload window.

3. Check the Edit Attributes box to add attribute values to your assets during upload.

If there are mandatory attributes configured in your site, you will be required to enter them before completing the upload.

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Folders

FOLDERS

Folders are for browsing and routing users to certain locations. Generally speaking, your folder structure doesn’t FOLDERS need to be very complex, because that’s where searching and The Folder tree displays the list of attributes come into play.

FOLDERS

folders.

Users can quickly filter the tree

The Folder tree displaysbythe list of typing in the find folder box. folders.

Folder names and paths are also considered search keywords.

Users can quickly filter the tree by typing in the find folder box.

Folder names and paths are also considered search keywords.

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FOLDERS

BEST PRACTICES • Create a unified folder structure • Avoid going more than 3-4 levels deep • Permissions are usually created at the folder level. Consider this when determining your folder structure.

• Beware of illegal characters in folder names / \\ . , + \ : * | > < ? \n \r

• Moving folders is not recommended — the system is optimized for searching, not re-indexing. Don’t confuse your users.

• That being said, the structure will evolve over time.

• Don’t get too bogged down at the beginning because some things aren’t knowable until after the DAM is launched.

• Assets can live in more than one folder without being physically duplicated.

• Folder names (and paths) are considered metadata and can be searched upon.

• It is better to create a structure and stick with it as long as it’s effective.

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FOLDERS

Managing Folders

CREATING FOLDERS 1. To create a new folder, click on the plus icon.

2. A folder creation modal will appear. Fill out the name of the new folder, a description (optional), and the parent location that the new folder will be created in.

3. In the example below, the new folder "Designs" is being created inside the "Products" parent folder.

4. Click Save when finished.

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EDITING FOLDERS 1

2

To edit the name or description of a folder, click the pencil icon at the bottom of the Folders pane.

3

This will bring up a list of the folders. To edit one, hover over the folder name and then click on the pencil icon that appears.

Make your changes and click the Save button when finished.

DELETING FOLDERS 1 To delete a folder, click the pencil icon at the bottom of the Folders pane.

2 This will bring up a list of the folders. To delete one, hover over the folder and then click on the trash can icon that appears.

3 You will be prompted for a final confirmation to delete. Be aware that deleting a folder will permanently delete any assets that reside within that folder.

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Settings & Workflows SETTINGS & WORKFLOWS

COLLECTIONS

Collections are saved selections of assets for use in your workflow or team collaboration. You can collect assets across multiple folders, add them from a search, or share collections to other users or groups.

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SETTINGS & WORKFLOWS

SELECTING FILES FOR INGEST For example…

Usually best to store the highest resolution (images and video) and repurpose on demand for derivatives.

Resist storing raw, unedited video.

You can always archive that to a backup system.

However, stored assets are usually not your raw materials.

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SETTINGS & WORKFLOWS

PREPARING FILES

• Deduplication is available

• Files can be named the same but have different content

• Descriptive, intuitive.

• Watch for illegal characters • Not too long: less than 50 characters is best.

Conventions are best.

/ \\ .. + \ , : * | > < ? \n \r

• Case matters for automation: JPG, jpg, and jpeg are all different in the system 74

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SETTINGS & WORKFLOWS

SETTINGS & WORKFLOWS

BULK INGESTION

LARGE FILE INGESTION

• NetX I/O turbo-charges your importing.

• Drag-and-drop folders and files.

• Watch folders.

• Ingestion of large files can be taxing on the system.

• Video, large TIFFs, many-page PDFs • Upload a few at a time, not all at once, to help processing.

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ASSET GALLERY

Asset Gallery

GALLERY OPTIONS When browsing through folders, saved searches, or collections, the assets that are contained within those contexts will be displayed in a central viewing area, known as the Gallery.

There are three ways to display assets in the Gallery. You can switch between these views using this selector, located in the upper right corner:

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ASSET GALLERY

USER PREFERENCES

The display of metadata and custom attributes in the different Gallery views is controlled by user Preferences. To access these settings, click on the User menu in the top right corner of the application, then click Preferences.

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ASSET GALLERY

CUSTOMIZING LIST VIEW The list view's columns are based upon what is configured in Preferences. However, you can also change the Preferences by right-clicking on the column header in List view. The star icon denotes the main custom attribute or metadata value that appears on the thumbnail when in Card view.

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ASSET GALLERY

SORT OPTIONS

The sort menu (located in the upper right corner of the Gallery) provides the ability to sort assets by both embedded file metadata and all custom attributes.

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ASSET GALLERY

FACETED NAVIGATION

Faceted Navigation allows assets to be filtered in the Gallery using existing file metadata and attributes. For example, the results of a search for jpg images can further be filtered by size, creation date, and/or any other custom attributes you have configured.

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ASSET DETAIL

Asset Detail Overview

VIEWS Asset Detail view provides an indepth look at individual assets.

There are two main sections in Asset Detail view. Preview contains a larger view of the asset, with basic details and the ability to zoom. Detail displays all of the relevant information that pertains to an individual asset 43 Using the D.A.M. -

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DETAIL SECTIONS

Versions All of the versions of an asset.

Views Alternate images and related files.

Description An editable description field.

Path The physical location of the asset file on storage.

File The physical name of the file.

Name The name as represented in NetX.

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DETAIL SECTIONS

Asset ID The unique ID of the asset in the database.

Size The size of the asset file.

Visibility Files that are not marked as visible can't be seen by anyone but Administrators.

Format The file format of the asset.

Creation Date This date is read from the file itself.

Modification Date The last time that the asset record was modified in the NetX application.

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DETAIL SECTIONS

Mod User The last user that modified the asset record in NetX.

Location

Folders All of the folders that contain the original or copies (aliases) of the asset record in the NetX application. The folders don't necessarily correspond to physical storage locations of the file.

This specifies the storage location of the physical file.

Attributes All of the custom attributes and values that are visible according to viewer permission and Attribute Set chosen.

Pages If the asset is a document of some kind, this will show all of the individual pages that make up the document.

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DETAIL SECTIONS

Keyframes If the asset is a video, these represent individual frames of the video.

Permissions Displays the Permissions that apply to this file.

Index Displays the search engine index record for the asset.

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ASSET GALLERY

EDITING ASSETS

There are some fields in Asset Detail view that are editable (depending on user level/ permissions) such as Description and Attributes. Remember to click the Save button on the bottom left after you are finished editing to record your changes.

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ACTIONS

SELECTION ACTIONS

ACTIONS

Actions

SELECTION ACTIONS ACTIONS

SELECTION ACTIONS Actions are a set of specific tasks that you can perform using your assets. Whether you are working with a single asset, a quick selection of multiple assets, a set of search results, or a saved To perform action on single or multiple collection, thean same actions are consistently assets, to you can click checkmark available you via thethe Actions menu. icon on the asset thumbnail to create a selection and use the Actions bar that appears below.

To perform an action on single or multiple assets, you can click the checkmark icon on the asset thumbnail to create a selection and use the Actions bar that appears below.

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SELECTION ACTIONS The asset bar will appear at the bottom of the screen to let you know that your assets have been selected.

You can then click the actions menu on the far right side of the bar and choose an action to perform on your selection.

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ACTIONS

FOLDER, COLLECTION,â&#x20AC;¨ AND SAVED SEARCH ACTIONS

There is a small subset of actions that you can perform on a Folder, Collection or Saved Search. To access this menu, click on the arrow next to the header on the top left corner of the Gallery page.

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ACTION DESCRIPTIONS

Download All of the versions of an asset.

Collect ACTION DESCRIPTIONS You can either add your assets to an existing Collection or create a new one that includes your selection.

Add to folder This will "copy" the assets to an additional folder.

This doesn't actually make physical copies of the assets, but instead registers a link (or alias) to the original assets.

Move to folder This will physically move the assets to a different folder.

Share Share your selection via email. The email will include a link for downloading the assets.

Delink User can choose whether to remove all links (relationships) or only the links that exist between the selected assets.

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Link Create PDF

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This will "copy" the assets to an additional folder. This doesn't actual make physical copies of the assets, but instead registers a link (or alias) to the original assets.

ACTION DESCRIPTIONS

User can choose whether to remove all links (relationships) or only the links that exist between the selected assets.

Link Create PDF This process to create a PDF of the selected ACTION Addinitiates to foldertheDESCRIPTIONS

image assets. You will be asked to choose the layout and otherwill informational detailstothat are displayed along with This "copy" the assets an additional folder.

This the images. doesn't actual make physical copies of the assets, but

This will create a relationship, or link, between the assets.

The linked assets will appear in the Asset Detail view under Delink the Relationships tab. This is a way to indicate additional User can choose whether to some remove all links assets that are related or of interest to (relationships) users when browsing particular asset. or only thea links that exist between the selected assets.

instead registers a link (or alias) to the original assets.

Repurpose Create PDF creates modified derivatives of an Repurposing original asset by sending it through one or more This initiates the processsupported to create aby PDF the selected manipulation processes theofconfigured image assets. willthe berepurpose asked to choose engines.

WhenYou using action,the youlayout will and other informational details that are displayedpreset along with be prompted to choose between a repurpose themanual images.configuration of settings. At this time, or

Resync Link This will regenerate thumbnails, previews, and zooms, This will create a relationship, or link, thefile. assets. retrigger the XMP metadata sync, and between reindex the The linked assets will appear in the Asset Detail view under the Relationships tab. This is a way to indicate additional assets that are related or of some interest to users when browsing a particular asset.

manual repurpose configuration is only available when repurposing a single asset.

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Downloading DOWNLOADING

Users can download assets, derivatives, and attribute data from NetX. To get started, initiate the Download action on a single asset, selection, collection, or saved search.

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DOWNLOAD OPTIONS

The Download Options dialog allows users to download the files below. To navigate through the options, use the tabs at the top of the screen.

To download the files, make your selections and click the Download button.

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DOWNLOAD OPTIONS Options includeâ&#x20AC;Ś Original asset Please note that the options will depend on user level, permissions, and settings that your administrator may have configured.

Thumbnail Preview Repurpose Derivatives (preset only) PDF Contact Sheet Attribute data

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Collections Collections (previously known as Carts) are saved selections of assets for use in your workflow or team collaboration. You can collect assets across multiple folders, add them from a search, or share collections to other users or groups.

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CREATING COLLECTIONS

To create a collection, select some assets and click Collect in the lower right corner of the Action Bar.

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COLLECTIONS

CREATING COLLECTIONS

You will be prompted to either create a new collection, or add your selected assets to an existing collection. Click Save when finished.

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COLLECTIONS

VIEWING COLLECTIONS

To view collections that you have created (or those that have been shared with you) click on the Collections icon on the sidebar.

You will see a list of collections in the pane.

To view one, click on it and it will display its contents in the gallery.

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COLLECTION ACTIONS There is a special set of actions that you can perform on a collection as a whole. These are accessible via the drop-down menu next to the collection name in the gallery.

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COLLECTIONS

COLLECTION ACTIONS

Duplicate Collection Make a copy of the current collection.

Download Download the entire collection.

If you would like to perform additional actions on all of the assets within the collection, click Select All and the assets within the collection will be added to your selection. You can then perform actions using the action bar that appears at the bottom of the screen.

Create PDF Create a PDF contact sheet of all the assets in the collection.

Shareâ&#x20AC;¨ Share the collection to users within NetX or send a download link for external recipients.

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EDITING COLLECTIONS To delete a collection, hover over its name in the list of collections until a trash can icon appears. Click the trashcan icon to delete the collection. This will not delete any assets, it will only delete the collection that they were grouped into.

To remove an asset from a collection, it must be unselected. Right-click on the asset and choose Remove from Collection from the menu.

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Searching The most convenient way to search in NetX is from the general keyword search box at the top of the screen. This is referred to as Basic Search. This search box will search everything that is indexed as a "keyword" by the search engine.

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BASIC SEARCH Keywords include the following information:

Asset name

File format family

File name

Description

Folder(s) the asset is contained in

All custom attribute values associated with the asset

Full folder path

Document content (if enabled)

File type 75

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SAVING SEARCHES

SAVING SEARCHES

The DAM allows you to save a set of search results for future reference or sharing with others.

1. Perform a search by typing into the search box.

You can use either Basic or Advanced mode.

2. When your search results are listed in the gallery, click Save.

3. You will be prompted to save your search with a name.

4. If you want to make the saved search available to all users in the application, clickâ&#x20AC;¨ Make public.

5. Click Save when finished.

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SEARCHING

VIEWINGâ&#x20AC;¨ SAVED SEARCHES

To view searches that you have saved, or that have been shared with you, click on the Search icon (magnifying glass) in the sidebar. The list of searches will appear and you can view one by clicking its name.

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SEARCHING

SAVED SEARCH ACTIONS

To access the list of actions that can be applied to a saved search as a whole, click on the drop-down menu next to the search name.

Download Download all assets included in the saved search results.

Create PDF Create a PDF contact sheet of all the assets included in the saved search results.

Shareâ&#x20AC;¨ Email the search results or send a download link for external recipients.

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SEARCHING

EDITING SAVED SEARCHES

To delete a saved search, hover over the name of it in the left pane, then click the trash can icon that appears. This will not delete any assets, it will only delete the saved search itself.

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SHARING

Sharing

The DAM provides many ways to share assets to recipients both internal and external to the application.

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SHARING

LINKS

Users can share single assets, selections, collections, and saved searches with external users by creating Links. When initiating a share action from any of the aforementioned contexts, NetX will prompt you to select which type of sharing you want to perform.

Create Linkâ&#x20AC;¨ This will create a link with configurable security options that can be copied and pasted for external users.

Email Linkâ&#x20AC;¨ This will allow you to choose your Download Options and send a download link via email from inside the application.

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SHARING

LINK OPTIONS

Title Customize the link title here.

Duration Configure how long the link is valid for.

• No expiration: the link never expires.

If you select Create Link, you will be asked to configure some options for the link.

• Number of uses: this allows you to set the number of times the link page can be accessed.

• Expiration date: choose a date for expiration of the link.

Security You can choose whether to specify a password that is required for link access.

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SHARING

LINK OPTIONS

Please note that when using the Email link workflow, that you will not be prompted to customize the link options. Links that are emailed from within the application will expire (by default) within 72 hours, but this is configurable by your Administrator via a property.

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SHARING

DOWNLOAD OPTIONS

When choosing either the Create link or Email link workflow, you will be prompted to choose the types of files that you want the link to deliver.

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SHARING WITH TEAM The DAM allows you to share Collections with internal users. This action is called Share with Team.

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SHARING WITH TEAM 1. Navigate to your Collections and select oneâ&#x20AC;¨ to load it into the Gallery.

2. From the header menu, click the drop-down menu to see a list of actions. Click Share.

3. From the workflow menu, click Share with Team.

4. Choose the sharing permissions for the Collection, and click Share when done.

5. The recipients of the shared Collection will now see the collection appear in their list.

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SHARING WITH TEAM Action

Permission required

Add/remove assets

write

Add/remove manage permission for a user

manage

Add/remove users

manage

Add/remove write permission for a user

manage

Change owner

owner

Delete collection

owner 89

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Editing Attribute Values ASSET UPLOAD

There are several different ways to edit attribute values, whether it be on single or multiple assets.

You will get a chance to fill in attribute values during the initial import of an asset.

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ASSET UPLOAD 1. Click on Upload to import a new asset.

2. Choose the destination folder you wish to upload into.

3. Choose a file to upload.

4. Check the Edit asset attributes checkbox.

5. Click Upload.

6. You will be presented with a screen for entry of your attribute values. When finished, click Save.

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EDITING ATTRIBUTE VALUES

ASSET DETAIL VIEW

If you would like to edit attribute values for a single asset, you can do so in asset detail view.

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EDITING ATTRIBUTE VALUES

ASSET DETAIL VIEW

1. Click on an asset in the gallery.

2. You will be taken to asset detail view. Make sure you are viewing the Detail page.

3. Click on Attributes on the left pane to be taken to the attributes page.

4. Make sure that you have chosen the correct set of attributes to display. Unless your administrator has defined special sets, you will choose between All attributes or My attributes.

5. Don't forget to click the Save button that appears in the lower left corner if any values are edited.

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EDITING ATTRIBUTE VALUES

QUICK EDIT

The Quick Edit panel can be used to edit attribute values for a single asset or assets in bulk. It also allows you to build a custom display of attributes called My attributes which can then be quickly accessed in other contexts of the application, such as Asset Detail view and the Attribute Grid Editor.

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EDITING ATTRIBUTE VALUES

QUICK EDIT 1. To get started with the Quick Edit panel, select some assets.

2. Choose which attribute set you want to see: All attributes or My attributes. In this example, we are going to select the My attributes set and build it to our preferences.

3. You will then be asked to add attributes to the My attributes set. Click the Add attributes button, then the + button to add your first attribute.

4. The + button adds a single attribute every time you click it. You can then select which attribute you want to add by clicking on the down arrow. You can remove an attribute by clicking the x next to its name.

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EDITING ATTRIBUTE VALUES

QUICK EDIT 5. When you are finished adding attributes, click Save to finalize your My attributes set.

6. You can now begin entering or changing values using the attribute fields provided in your set.

8. Click Save when finished to save your values.

9. If you want to make changes to the My attributes set, click the pencil icon in the top right of the Quick Edit panel.

7. The Append selector gives you the option of adding to existing values for certain attribute types. It will automatically enter a space in between the existing value and your additional value.

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METADATA

Metadata

• Without metadata, you might as well have installed a simple file storage system.

• Your search is only as good as your classification.

• Metadata provides ways for users to find what they are looking for.

Attributes are custom keywords for your organization, and help classify assets and return accurate search results.

Attribute values can trigger workflows.

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STRATEGIES Descriptive How do users find what they are looking for?

Technical External system may need specific technical details (like a SKU, or UPC).

Administrative Metadata can define access controls as well as drive workflow.

Structural Metadata is a component of your taxonomy (categorization is metadata).

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METADATA

SEARCHING

• Keyword basic search is done via the search bar at the top of the application.

• This searches the keywords field in the Solr (search engine) index.

• Searches can be saved for future access

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METADATA

ADVANCED SEARCH

Advanced Search allows you to search on additional criteria. All custom attributes and some embedded file metadata is available to search upon.

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METADATA

ADVANCED SEARCH You can further narrow down your search by using operators.

It is recommended that you use either the "Match All Words [AND]" or "Match Any Words [OR]" search operators while searching content.

The "Match Any Words [OR]" operator works great for searching a system for multiple words as well as individual ones, while the "Match All Words [AND]" operator is best for searching by individual words only.

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TERMINOLOGY Embedded Metadata vs Attributes: Embedded Metadata is a term used in NetX to describe data that is embedded in your physical asset files. Examples include EXIF, XMP, IPTC, etc.

Attributes are custom keywords that are unique to your organization.

METADATA All attributes and mapped embedded metadata are indexed by NetXâ&#x20AC;&#x2122;s search engine for quick search retrieval.

Attribute data can be entered during import, on single assets, in bulk after import, or via CSV file.

By default, only Producers and higher can edit

Embedded metadata values can be mapped to attributes, and vice versa.

attribute data.

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ATTRIBUTE TYPES Text A text field, ideal for words or single lines of text.

Text

Date Provides a date picker. Only a single date can be chosen.

Date

Textarea A text field, ideal for words or single lines of text.

Multi-Select Box Provides a date picker. Only a single date can be chosen.

A large text field, ideal for paragraphs.

A list of values, multiple values can be selected.

Textarea ATTRIBUTE TYPES Pulldown

A large text field, ideal for paragraphs.

A list of values, only one value can be selected at a time.

Pulldown Tags A list of values, only one value can be selected at a time.

Allows you to specify a â&#x20AC;&#x153;controlled vocabularyâ&#x20AC;? of tags via a CSV import.

Multi-Select Box Number A list of values, multiple values can be selected.

A field that only accepts numeric input, can be further defined with additional options.

Number A field that only accepts numeric input, can be further defined with additional options.

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This option is a great alternative to multi-select if you have a large number of values.

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METADATA

ATTRIBUTE OPTIONS Type This menu tells NetX what kind of Attribute you want to make.

Minimum user level Minimum User Level is a security feature that prevents the User Level selected from seeing the Attribute, as well as any User Level below them.

Name Here you can enter the name, or label, for your Attribute.

Value Value is used to store default values that will be available in your new Attribute.

Mandatory Turning on this option will force users to enter a value when modifying the attribute metadata or uploading a new file.

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NUMBER ATTRIBUTE OPTIONS Type This pulldown menu appears when an attribute type of Numbers is selected, and is used to define how many numbers are allowed after the decimal mark. Unlimited means there is no limit. Whole number (no decimals) means there is no decimal mark. Additionally, if your attribute values contain non-natural numbers, you will need to specify the sortable subtype if you would like them to be sortable in search results.

Size When used for the Numbers Asset Type - The size pull down defines how many numbers are allowed before the decimal mark.

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ATTRIBUTE SETS • Users can choose to build their own sets of attributes that will control which attributes are visible when using bulk edit tools such as Quick Edit and Grid Editor.

METADATA

BEST PRACTICES

• This helps filter out the noise when editing or reviewing attributes.

• Strike a balance. Search will be ineffective if there isn’t enough metadata. If there is too much, the system becomes unmanageable and usability suffers.

• My Attributes is unique to each user.

• 25 custom attributes is a good limit to stick to.

• You can flip back and forth quickly between All Attributes and My Attributes as needed.

• Try to limit the number of mandatory attributes.

Make it easy for users to import, encouraging mass adoption.

• This custom set is called My Attributes.

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AFTER GO-LIVE

• Even with many departments, someone needs to manage the DAM. • DAMS can become messy very quickly, and easily.

• Someone needs to continually validate the need to retain assets in NetX.

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