Asset Bank Guide November 2013

Transcription

1 Asset Bank Guide November 2013

2 1 Accessing Asset Bank 2 Contents Registration 2 Uploading assets 11 Single upload 12 Home page 3 Quick search 3 Browse categories 3 Searching 4 Downloading assets 5 How do I download an asset? 5 Downloading an image 6 Quick download: 6 Advanced download: 7 Video download: 8 Updating assets 13 Updating single upload 13 Batch update 14 Bulk update 15 Requesting assets 17 Appropriate assets to upload 18 FAQ 19 Contact us 19 Asset details 9 Lightbox 10

3 Accessing Asset Bank 2 Asset Bank can be accessed via You will need to log in to use asset bank. To get an account, please register. Registration Staff member: To register, please assetbank@unisa.edu.au and you will be added to the system. You will be notified when added. Then log in using your staff username and password. Supplier/Partner: You can begin the registration process by clicking on the register here link on the main login page. You will be asked to complete a short registration form. This includes choosing a username. Once an administrator has reviewed and approved your registration you will receive an with your username and password.

4 Home page 3 The home page is the starting point for users of Asset Bank. All users must log in before they see the home page. Featured image The featured image is the large image shown towards the top right of the home page. Any image in the system can be shown here (either a single image or one on rotation from a pre-determined set). What appears is managed by an administrator. Recently added The recently added panel shows a number of items that have recently been added to Asset Bank, and which the current user has permission to see. Clicking the See all recent items link will take you to the Recent Items page where you will see up to 100 of the most recently added assets. Quick search You can perform a Quick search from the home page. Simply enter one or more words into the search field and click Go. Browse categories The browse categories area shows a list of descriptive categories so that you can browse for items by category. Asset Bank will then search for matches in the metadata of the items (i.e. title, description, author etc.) as well as searching within the contents of textual items (for example Word files). For a more specific search click on the Advanced Search link.

5 Searching 4 You can search for an asset using: Quick search function Advanced search function Browse categories Saved searches You can save any searches you perform so that you can quickly execute the same search again whenever you like. To save a search, simply click the Save search link when you are on the Search Results page:

6 Downloading assets 5 How do I download an asset? If you have permission to download an asset you will see a download button when viewing its detail page. Clicking this will take you straight to the appropriate download page depending on the type of asset (e.g. video, image, document). If you don t have permission, you will not see a download button, but you may have the option of adding the item to your lightbox where you can request permission. The administrator will receive an about your request and you will be sent approval via . It is possible to download assets in bulk (all at once) by adding them to your lightbox and downloading from there.

7 Downloading assets 6 Downloading an image To download the asset, press the download button and select the file type and size you would like. You will need to tick a checkbox to confirm that you have read the Terms and Conditions. To reduce the size of your download you can tick the checkbox that asks you whether you want to compress your file. This will add your file to a ZIP archive. You can also send the item via rather than a direct download. Selecting this option, and clicking the now button will take you to a new page where you can specify the address(es) to send the item to. You will also be able to add a message to the and choose whether the item is included as an attachment or simply as a download link in the . Quick download: The quick download option allows you to download the asset in one of the following formats: High res for print Word PowerPoint Website PowerPoint 2 Intranet news item Please note if the attachment is over a pre-determined limit then you may only have the option to send a download link.

8 Downloading assets 7 Advanced download The advanced option tab allows you to edit the image before downloading it: Convert - use the dropdown to select the file format of the image. Crop - You can use the text boxes to manually define a crop area, or click on Select crop area... to draw a crop area with your mouse. Once defined, you can preview your crop by clicking the Preview button at the bottom of the page. Resize - Use the text fields to define the desired size of your image download. Keep the aspect ratio locked to maintain the original height/ width ratio of the image. At any stage you can preview your changes to the original image by clicking the Preview button. To download assets in a selected format click the Download now button. Your browser will then display a File download dialog box, in which you should click the Save button in order to save the item to your local computer.

9 Downloading assets 8 Video download The Download Video page enables you to download either the original video, or a converted version. You can convert the file, change the quality to reduce the file size and resize it if required. Before downloading a video you will be asked to check a checkbox to confirm that you have read the Terms and Conditions. Many videos will require approval for download.

10 Asset details 9 You can view the full details of any asset by clicking on either its thumbnail image or the View details link for the asset when searching. The Asset Details page shows the details of the asset, and varies depending on whether the asset is an image, video, audio or other document.

11 Lightbox 10 Your lightbox is similar to a shopping basket. You can add assets to it from the Search Results, Browse Categories or Asset Details pages. A summary of your lightbox is displayed on every page in the area Lightbox under the left-hand menu. To see the details of your lightbox, click on the menu item My Lightbox, or click View contents in the My Lightbox area. The My Lightbox page lists all the assets you have so far added to your lightbox. For each asset in the list, you can click on thumbnail or View details link to view its full details. Click the link Remove, shown under each asset, to remove that asset from your lightbox. The assets in your lightbox are grouped under Ready to download, which allows you to download them straight away. Or they may be under Approval required, which allows you to request approval.

12 Uploading assets 11 There are a select group of people that have permission to upload assets. If you would like to upload an asset, please contact your Asset Bank Representation (often Division Marketing) or CMK via assetbank@unisa.edu.au If you have permission to add assets you will see the link Upload in the left-hand menu. You can add files one at a time, using the Single Upload, or a number at once, using the Bulk Upload. If you would like Bulk Upload rights please contact Anne Delvizis on anne.delvizis@unisa.edu.au First step: The first step to uploading an asset is ensuring that you have rights to that asset and its use. Please ensure you have all talent release forms and have sent them to Copyright@unisa.edu.au It is best to include all talent release forms for a photo shoot in one , including project name and date. Please request a reference number from the copyright team when submitting the forms (in the same ). It is important that you request the talent release form number. This number will be asked for when uploading an asset.

13 Uploading assets 12 Single upload: To add an asset you need to first upload the file, and then you will be asked to fill out the attribute values or metadata for the file. If you click on the Single Upload menu item, you will see this page: Click the Browse button (in the File field) to browse to the file you want to add. Click the Upload button. The file will then be uploaded to the server: this may take some time, depending on the size of the file. Once the file successfully uploads, you will be asked to enter the attribute values for the asset. Please fill in attributes carefully. Some attributes are required, others are optional. Duplicates Asset Bank will perform a check for any duplicate assets in the system at this point. If any are found then you will be taken to a screen listing the potential duplicates and you will be able to decide whether to continue with the current upload (marketing as nonduplicates) or cancel the current upload.

14 Updating assets 13 If you have permission to add or update assets you will see a link Update Items in the left-hand menu. There are two options: Batch Update : Performing a batch update enables you to search for assets to create a selection to work on, then step through each asset, one at a time, to update its metadata. Bulk Update : In a Bulk Update, you again start by searching for assets to create a group of items you want to update. You can then define changes or additions to the attributes/metadata which will be applied to the entire group of assets in one operation. Updating single assets If you have permission to update an asset then you will see an Edit button on the Asset details page. You can access this page by searching for the asset and then clicking View details in the search results. On the Update asset page you can change the metadata of the assets, upload a different file for the asset (e.g. replace a document with a new version), and change the categories and access levels that the asset resides in. Make sure to save all changes.

15 Updating assets 14 Batch update The Batch Update page enables you to enter metadata against a set of images quickly, without having to return to a search results page after each update. You will want to use Batch Update if you need to add metadata to a particular group of assets, but the information you are adding is not the same for all assets. Steps include: click Start new batch update enter the search criteria that will be used to select the assets that will form the batch to be updated (for example, select a category to update all assets in a particular category, or select Metadata Status Incomplete to update all assets that are still flagged as Incomplete ) click search when you click Search Asset Bank will find all the assets that match your criteria and take the first 100 to create your batch you will see the first asset in the batch change the metadata and press Save & Continue to save changes if you don t want to change the asset then click Skip to skip to the next asset (this will take it out of the batch and it will not change) continue until the final asset is reached the heading will keep a running total of how many you have remaining in your batch When a batch update is in progress, all assets that are in your batch (that you haven t either saved or skipped) will be unavailable to another user if they start a new batch update: this is to prevent users updating the same image. These images will become available again when you either finish the batch or log out of Asset Bank. You can only have one batch update in progress at a time for a particular user.

16 Updating assets 15 Bulk update More information can be found on updating assets via assetbank.co.uk/go/help/&template=help_full#anchor_updating_assets Bulk Update is similar to Batch Update - the important difference is that instead of changing all the assets individually, you can update the metadata for all assets simultaneously. Please note that all assets will then have exactly the same metadata. Steps include: click Start new bulk update enter the search criteria that will be used to select the assets that will be updated click search when you click Search Asset Bank will find all the assets that match your criteria From here there are a few options: >> Select assets in batch for update: this will take you to a screen showing all the assets in your current batch. Simply click on any of the assets to select them for update. >> Run an update on the selected items in this batch: any upcoming metadata changes will be applied to all assets in your search results. (see Run an update on the selected items in this batch section on page 16). >> Run a Find and Replace on the selected items in this batch: any upcoming find and replace changes on text metadata will be applied to all assets in your search results. >> Delete the selected items in this batch: this option presents you with a warning asking you to confirm that you want to permanently delete the assets in the current batch from the system. Warning: this is a permanent deletion. You will not be able to retrieve the assets afterward. >> Finish with this batch: this option cancels the current Bulk Update, releasing the assets for other users to update them.

17 Updating assets 16 Run an update on the selected items in this batch: Once you have selected your assets, you can choose to Run an Update: This page lists all of the possible metadata fields that can be changed. For each attribute that you want to be updated in bulk, choose to either replace or amend the current value, then fill in the new value in the right-hand column. If you leave the left hand drop down at its default -Skip- value, then that attribute will not be updated. You can select a new thumbnail to assign to the assets. However, this will only apply to assets that are non-image assets for example Word documents. If there are image assets in the batch then the thumbnail will not be applied to these (but any other attribute changes will be applied). When you have updated the attributes, press start update.

18 Requesting assets 17 If an asset requires approval to download, you can request approval via your lightbox. If approval to download is required, it will say You can request permission to download this item from your lightbox. To request approval follow the below steps: 1. Click the add to my lightbox link on the asset details page 2. Click on your lightbox (on the left hand menu) 3. Click the Request approval button 4. Note how you intend to use the asset please be as detailed as possible 5. Click submit. Once a request is submitted a notification will be sent to managers/admins, who will approve it. Note that you can amend the description up until the request is approved. When fulfilled, the system will send a notification to you, and the requested Asset will be available in the Request details.

19 Appropriate assets to upload 18 Type of assets to upload: Images of the University Testimonial images taken within two years Images of students and staff with talent release forms University owned images Clear, high quality images at least 300dpi Video footage with talent release forms Images of student and staff work (including research) with permission Images that reflect the University s brand. Assets not appropriate: Purchased images from sites such as istock Images of people without talent release forms Images of children under 18 years without parent or guardian consent Images of people taken over three years ago Images of old university facilities no longer used Images of staff who no longer work at the University Blurry images Images of student work taken without permission Sexually explicit, racist and violent images. Images that are too dark, light or washed out.

20 FAQ Q: How do I get access to Asset Bank? A: If you are a staff member, please assetbank@unisa.edu.au and request access. You will be notified when access has been provided. Use your staff log in and password to enter. 19 Q: Why can t I upload an asset? A: You may not have user rights to upload assets. In this case, contact your Division marketing representative. If you are not from a Division please contact assetbank@unisa.edu.au If you do have uploading rights, please ensure you have filled in all mandatory attributes and ticked the terms and conditions. Q: Why can t I download an asset? A: For some assets, you must request approval to download an asset. Please refer to Requesting Assets section of this guide. If approval is not required, please ensure you have ticked the terms and conditions box before downloading. Q: I uploaded an asset however I can t find it anymore. Contact us A: The asset may not have been appropriate for asset bank. Please refer to the Appropriate Assets to Upload section of this guide. If you have any questions please contact: Malcolm Hamilton Communications Coordinator (Publications) assetbank@unisa.edu.au Anne Delvizis Project Coordinator (Marketing) assetbank@unisa.edu.au Asset Bank Guide: September 2013

21 Information correct at time of publication (November 2013). CRICOS provider number 00121B.