CUMULUS WEB CLIENT USER ASSISTANCE 2014, CANTO GMBH. ALL RIGHTS RESERVED. Welcome!

Transcription

1 Cumulus is Canto s state-of-the-art Digital Asset Management solution. Cumulus makes it easy to quickly organize, find, share, and track all of your digital files: photos, logos, presentations, videos, as well as PDF, Office, or InDesign documents anything digital, on any platform. The Cumulus Web Client with its modern and easy-to-use interface makes it even more easy to organize your files and collaborate with others. Cumulus Web Client

2 WELCOME! Welcome! This user assistance introduces you to Cumulus Web Client and is intended to show you your way around. It provides following main topics: Look and Feel gives an overview on the main elements of the Cumulus Web Client. How-Tos provides short instructions on how to achieve different tasks with the Cumulus Web Client. Troubleshooting and FAQs is an evolving collection of questions and relies on your input.

3 Using this User Assistance WELCOME! The purpose of this user assistance is to provide an overview of the key features and explain the basic usage of Cumulus Web Client. When you click on the Help icon, this page opens. The user assistance contains the latest updates and allows you to provide feedback or ask questions. Find what you are looking for Missing the description for a specific feature? Type the words you are looking for in the Search field at the top. Browsing what is available? Let the links in the Contents panel to the left guide you to the information. Find an item via index? Click the Index icon next to the Contents icon. A list of topics is displayed. Reading on paper Prefer reading a paper document? Click the Print icon in the top right corner and have the current topic printed.

4 Tell us what you think WELCOME! We are committed to providing you with high quality documentation and you can help us to continually improve the documentation that we offer by telling us what you think. We appreciate all types of feedback and look forward to hearing from you. Write to us by clicking the icon in the top right corner.

5 Understanding conventions used WELCOME! Instructional steps are identified by numbers: 1. This would be the first step (and could be the last as well). 2. This would the next step (and could be the last as well). To differentiate user interface items buttons, menus, text fields, etc. from surrounding text, those items are displayed in bold. For example: Click Open. This example means to click the Open button. Another example: Select File > Open to open a file. This example means to select the Open item from the File menu.

6 Copyrights WELCOME! Copyright 2014, Canto GmbH. All rights reserved. Canto, the Canto logo, the Cumulus logo, and Cumulus are registered trademarks of Canto, registered in the U.S. and other countries. Apple, Mac, Macintosh and QuickTime are registered trademarks of Apple Computer, Inc., registered in the U.S. and other countries. Microsoft, Windows and Windows NT are either trademarks or registered trademarks of the Microsoft Corporation in the U.S. and other countries. Other third-party product and company names mentioned in this document are trademarks or registered trademarks of their respective holders. CWC-920-H-Z-1

7 LOOK AND FEEL Look and Feel This section provides an overview of the main elements of the Cumulus Web Client The Dashboard 2 The Header 3 The Main Menu The Toolbox (not depicted above)

8 LOOK AND FEEL The Basket (not depicted above) The Container Browser (not depicted above) NOTE: Taking Advantage of Standard Browser Capabilities The Cumulus Web Client supports standard browser capabilities such as working with multiple tabs, bookmarking pages or sending links via . This makes working with the Web Client even more easier. For details, see Take Advantage of the Browser s Capabilities.

9 The Dashboard LOOK AND FEEL The Dashboard is the main entrance to the content and the functionality of Cumulus. It is personalized and provides news and information about activities, changes and relevant tasks. The Dashboard is the first page that is displayed after a successful login (and the selection of a catalog, if applicable), but can be evoked anytime by clicking the Cumulus logo icon on the left side of the header. From the Dashboard, you can navigate to:

10 LOOK AND FEEL Content Provides a starting point for retrieving any file or container from the current catalog. Displays all containers and files on the top-most level of the catalog s container hierarchy. Files shown on this level are not, or not yet, assigned to a container. If all files in the catalog are neatly assigned to containers, there are only containers to be displayed here. (Same as from the main menu.) Your uploads Provides an overview on the files you have uploaded to the current catalog (if any). (Same as from the main menu.) Furthermore, the Dashboard provides information on following topics: Your recent activities A list of files (5 at the most) you have downloaded, checked out / checked in or commented recently. Your recent uploads A list of files (5 at the most) you have uploaded recently Recent activities A list of files (5 at the most) that have been downloaded, checked out / checked in or commented by any Cumulus user (including yourself).

11 The Header LOOK AND FEEL The header is displayed on every Web Client page and provides access to global functions. It may contain the following elements: Cumulus icon Click this icon to switch to the Dashboard. Upload Drag files you want to add to the catalog from the desktop onto this button, or click this button to open a file browser for selecting files to upload. Basket The Basket is a temporary or intermediate repository which is especially useful to collect files from different locations within the catalog hierarchy. Drag items (files or containers) from within the Web Client onto this icon to add the files to the Basket. Files added to the Basket remain there until you explicitly remove them. Click this button to get the contents of your basket displayed. The number of files contained in the basket (if any) is displayed on the button. Notifications All kind of messages from Cumulus, e.g on successful or failed downloads. clicking the button opens the messages for reading. The number of available messages is displayed on the button Browse

12 LOOK AND FEEL Click this button to open a container browser just below the header that allows you to navigate through the container hierarchy, to open any container, and to get basic information on the selected container, such as description and the number of contained files. Clicking the button again hides the container browser. The search field Type a search term into the field and hit Enter or click on the magnifying glass icon to find matching files or containers anywhere in the current catalog. Options Clicking this button offers the possibility to switch to an other catalog (only if you have access to more than one catalogs), and to log out from Cumulus.

13 The Main Menu LOOK AND FEEL The main menu is displayed on the left side of every Web Client page and provides the follwing entries: Content Provides a starting point for retrieving any file or container from the current catalog. Displays all containers and files on the topmost level of the catalog s container hierarchy. Files shown on this level are not, or not yet, assigned to a container. If all files in the catalog are neatly assigned to containers, there are only containers to be displayed here. Your uploads Provides an overview on the files you have uploaded to the current catalog (if any). Workflows Provides an overview on the workflows available for the catalog you are currently working with. Clicking on any workflow name displays the files in this workflow that are currently assigned to you, ordered by their workflow states (one tab for each state). From here, you can promote files to the next possible state in the workflow by clicking on the respective activity in the toolbox. This entry is available only if the catalog contains workflows. Your collections Provides an overview on the collections you have access to, either because you have created them yourself, or because other Cumulus users have shared them with you.

14 LOOK AND FEEL The collections overview page provides several tabs: one tab for all collections, and one tab for each collection type available (download, upload, shared and private collections). Help Opens the Web Client user assistance this file in a separate browser tab. Optional: predefined searches In order to facilitate working with the Cumulus Web Client, administrators can define searches, e.g to quickly find the most used files from a catalog, or the most recent uploads, or whatever. Such predefined searches will show up with their icons and names just below the Your collections entry.

15 The Toolbox LOOK AND FEEL The Toolbox is displayed on the right side of all pages that show files or containers, e.g. overview pages or the information views or edit modes of files and containers. The Toolbox offers different functions needed to work with items in the catalog, eg. to create containers, to view and to edit metadata of files and containers, to create collections, to download files or share them with others, etc. Which functions are available depends on the context, that is, the page that is currently displayed, whether there are items selected on that page or not, and, last but not least, on your user permissions.

16 The Basket LOOK AND FEEL The basket is a temporary repository for files which is especially handy if you want to edit a couple of somehow associated file. You can put files into the basket from anywhere in the catalogs container hierarchy, and you can work with these files as usual. The content of your basket is kept even if you stop working with the Web Client and resume your work later on.

17 The Container Browser LOOK AND FEEL The container browser is a means to browse through and navigate in the container hierarchy. It is displayed directly below the header. Clicking on the Browse icon toggles the display of the container browser. The container browser expands the container hierarchy from left to right. Any column shows the containers of certain level. If you select a container by clicking its name, some information about this container is displayed, e.g. its icon, its type and the number of contained files. If the selected contains further containers, they are displayed in a new column between the selected container and the corresponding information.

18 How-Tos This section provides short instructions on how to achieve different tasks with the Cumulus Web Client. NOTE: You may not be able to perform all tasks described in this guide. Which tasks you are actually allowed to perform depends on your user permissions which are defined by the Cumulus Administrator. Take Advantage of the Browser s Capabilities The Cumulus Web Client supports standard browser capabilities which makes working with the Web Client even more easier. For example, you can use multiple tabs or browser windows simultaneously, e.g. to view or edit items from a search result while the search result page remains untouched on its original tab bookmark any page (e.g. a search result, or the details of an interesting item) and thus quickly return to this page using the bookmark links to interesting content directly to other Cumulus users (recipients which are currently not logged into Cumulus, would be prompted to login first and subsequently get the respective page displayed) update a search result by just refreshing/reloading the page

19 Working with Multiple Tabs The common way to perform an action is to click an icon, a menu option or a toolbox entry. To perform the action in a new tab, simply right-click the respective item and select Open (Link) in New Tab. You can open a new tab for any action that would result in a new page displayed within the Web Client. This includes opening the basket, displaying any overview page, including the Content, Your uploads, or Your collections pages, as well as viewing and editing items. On the other hand, actions that would be performed immediately (e.g. deleting items), as well as actions that require your input in the first instance (e.g. creating containers or collections) can not be performed in a new tab.

20 Upload Files and Add Them to a Catalog Uploading files to Cumulus instantly adds them to the currently open catalog. Files can be uploaded via drag & drop, or by using the Upload button. Uploading Files with the Upload Button To do so: 1. Click the Upload button in the header of the Web Client. A file browser is displayed 2. Navigate to and select the files you want to upload, then click Open. 3. Depending on the administrative settings, the upload process is either started immediately, or the Add information window is displayed additionally. Here you can enter metadata information that will be added to all uploaded files during this cataloging process. If there are mandatory fields, they must be filled in before you can proceed. 4. Click Apply even if you did not enter any information. The upload process is started. To abort the upload process click Cancel. The progress of the upload is indicated in the Upload button. As soon as the upload is finished, the files are displayed under Your Uploads. NOTE: If you click the Upload button on a container overview page, the uploaded files will additionally be assigned to that container.

21 Upload Files Via Drag & Drop To upload files you can drop them either onto the Upload button, or onto any container that is currently visible. Dragging files onto the Upload button just adds them to the catalog. Dragging files onto a container additionally assigns them to that container. To add files via drag & drop: 1. Drag the files you want to upload into the Web Client window. The upload button and all visible containers are highlighted, indicating where you can drop the files. 2. Drop the files either onto the Upload button, or onto the container to which you want to assign them. Depending on the administrative settings, the upload process is either started immediately, or the Add information window is displayed additionally. Here you can enter metadata information that will be added to all uploaded files during the cataloging process. If there are mandatory fields, they must be filled in before you can proceed. 3. Click Apply even if you did not enter any information. The upload process is started. To abort the upload process click Cancel. The progress of the upload is indicated in the Upload button. As soon as the upload is finished, the files are displayed under Your Uploads. NOTE: If you drop files onto the Upload button on a container overview page, the uploaded files will additionally be assigned to that container.

22 Find Items in a Catalog Use the Search field in the Header of the Web Client to find files and containers in the currently open catalog. 1. Enter a search string a name, a term, a number... into the Search field and press Enter. The search result is displayed immediately. By default, the search is performed in the record fields Name, Document Text, Notes, Keywords, and Categories, and in the category field Category Name. The search result shows all files and container for which the search term is contained in any one of these fields. If an administrator has defined searches, you can use them via the search entries in the main menu. just below the Your Collections entry. Click on any of these entries to perform the search and find the respective items. NOTE: A search result never contains files that are alternates (of a master file) or variants (of a source file), but only master files, source files and of course, files that have no relations at all. For more information on a file s relation see Understanding Relations" and Use Relations".

23 TIP: View / Edit Items in New Tabs To keep a search result intact on its original browser tab, view or edit any item from that search result in a separate tab. To do so, select the respective item, right-click View or Edit in the tool box and select Open (Link) in New Tab.

24 Refining a Search You can refine your search by entering two or more terms into the search field and combining them with various operators. To combine two or more terms with and, just enter them into the search field. Cumulus does the combining automatically. Entering Canto Cumulus will result in all records that contain Canto AND Cumulus in any of the searched fields. To use a term that consists of more than one string, enclose the strings with double quotation marks. Entering Canto Cumulus will result in all records that contain the string Canto Cumulus (i.e. the words Canto and Cumulus separated by a space) in any of the searched fields. To combine terms with or rather than with and, separate them with two pipes ( ). Entering Canto Cumulus will result in all records containing either Canto or Cumulus or both in any of the searched fields. To search for records that do not contain certain terms in any of the searched record fields, prepend the terms with a minus symbol (-). Entering Cumulus - Cloud will result in all records that contain Cumulus, but do not contain Cloud in any of the searched fields.

25 Finding All Items To find all containers and files of a catalog: 1. Leave the Search field empty, and press Enter. All items belonging to the catalog are displayed, regardless of their location in the container hierarchy. NOTE: Keep in mind that searching with an empty Search field is different from clicking Content on the dashboard or in the main menu. The latter results in the display of the items on the top-most level of the container hierarchy as a starting point for retrieving more content from the catalog.

26 Select or Deselect Items On overview pages, you an select single items (files and/or containers), or you can select all currently loaded items. Likewise, you can cancel the selection of single items, or you can cancel all selections at once. Select Single Items or All Items on a Page To select a single item (a file or a container) on an overview page: 1. Click anywhere on the item except on the respective thumbnail. Selected items are highlighted. You can select as many items as you want. The number of selected items is displayed in the selection box which is located above the toolbox. The contents of the toolbox is adapted to the selection. NOTE: Clicking the thumbnail of a container opens the container and shows its content. Clicking the thumbnail of a file opens the information view, displaying the file s metadata. Instead of selecting single items (files and/or containers), you can select all items that are currently loaded on a page. To select all items on a page: 1. Click the select all icon in the selection box ( ).

27 All items displayed on the page are selected. The number of selected items is displayed in the selection box. If you subsequently increase the number of items, e.g. by scrolling down the page, these newly loaded items are initially not selected, but can be added to the selection by clicking the select all icon again.

28 See how it works!

29 Deselect Single Items or All Items on a Page To cancel the selection of a single item: 1. Click anywhere on the selected item except on the respective thumbnail. The selection of the item is cancelled. To cancel all current selections at once: 1. Click the cancel icon in the selection box ( ). All selections are cancelled.

30 Preview Files Files can be previewed. 1. In the overview, select the file you want to preview, then click View in the toolbox OR double-click the thumbnail of the file. The information view of the file is displayed. 2. In the information view, click Preview in the toolbox OR double-click the thumbnail. A preview of the file is displayed. Comments belonging to a file can also be displayed and edited on the file s preview. See Use Comments" for details.

31 Rate Files Files can be rated with one to five stars. To rate a file: 1. Select the file you want to rate. 2. In the toolbox, click Edit. The file information is displayed in Edit mode. 3. Navigate to the Rating section (scroll down if necessary) and click the appropriate number of stars. The file is rated accordingly. Hint: Clicking the star icon of a one star rating removes the rating completely.

32 Label Files Files can be labelled with different colors. To label a file: 1. Select the file you want to label. 2. In the toolbox, click Edit. The file information is displayed in Edit mode. 3. Navigate to the Label section (scroll down if necessary) and select the desired label from the drop-down list. The file is labeled accordingly.

33 Add Keywords to Files Files can have as many keywords as necessary. To add a keyword to a file: 1. Select the file to which you want to add a keyword. 2. In the toolbox, click Edit. The file information is displayed in Edit mode. 3. Navigate to the Keyword section (scroll down if necessary) and click Add keyword. 4. Start to type the desired keyword. If the string you enter matches already existing keywords, a list of proposals is displayed. Select an entry from that list, or finish typing the keyword and press Enter. If you enter a string as yet unknown, a new keyword is created automatically. 5. In the toolbox, click Save. The keyword is added to the file. In Edit mode, you can remove a keyword from a file by clicking the remove icon (the small x) next to the keyword you want to remove.

34 Attach a Workflow to a File A catalog may contain workflows that can be attached to files. Starting a workflow for a file promotes the file to the first (initial) state of the workflow. Furthermore, a user is assigned who is responsible for the file during this workflow state. Depending on the workflow definition, the user assignment is performed either automatically or manually. To attach a workflow to a file: 1. Select the file you want to attach to a workflow. 2. In the toolbox, click Start workflow. A list of available workflows is displayed. 3. Select the desired workflow. 4. Additionally, you may be prompted to select a user to whom the file will be assigned in the first workflow state. The workflow is attached to the selected file. The file will be displayed in the Workflow overview of the user to whom it is assigned. NOTE: The Start workflow entry is only displayed if the open catalog contains at least one workflow, you have the permission to start the workflow, there is at least one workflow that is not already attached to the selected file.

35 Use Comments Cumulus users can comment on files. A comment can apply to a file in general, or it can refer to a specific detail in the file, e.g. an area of a picture. Additionally, it is possible within a comment to mention Cumulus users that will be notified about the comment by . Display a File s Comments Add a Comment to a File Reply to a Comment Edit a Comment Delete Comments Notify Cumulus Users About a Comment

36 Display a File s Comments Comments can be viewed on the Comments tab of a file s profile, or on the preview of a file. On the Comments tab To view all comments of a file on the Comments tab: 1. Open a file in its information view and select the Comments tab. An overview page shows all existing comments that belong to the file in chronological order (newest first). If there are comments on specific details of a file (mark ups), a thumbnail of the respective area is displayed to the left of the comment. On the Preview of a File To view all comments of a file on the file s preview: 1. Open a preview of a file. 2. If the comments are not displayed, click the comments icon in the upper right corner. A column with all existing comments belonging to the file is displayed on the right side. The comments are presented in chronological order (newest first). If there are

37 comments on specific details of a file (mark ups), the respective regions are marked and numbered. The same numbers are displayed next to the corresponding comments. A comment and the replies to it constitute a thread. If there is a new reply to an older comment, the whole thread is regarded as new and displayed on top of older threads. You can add a new comment or reply to an already existing comment.

38 Add a Comment to a File You can add general comments to a file on the Comments tab, and you can add general comments as well as comments to specific areas of a file on the file s preview. On the Comments tab To add a comment to a file on the Comments tab: 1. Open a file in its information view and select the Comments tab. 2. Enter your comment, then click Post comment. Your comment is saved and is immediately available to other users. On the Preview of a File To add a general comment to a file, or a comment to a specific region on the file s preview: 1. Open a preview of a file. 2. If the comments are not displayed, click the comments icon in the upper right corner. The comments column is displayed to the right side. 3. Enter your comment into the Add your comment field. OR

39 Select one of the comment tools ( sticky note, rectangle, or polygon tool) and place a respective marker wherever it is suitable on the image preview, then enter your comment 4. Click Post comment. Your comment is saved and is immediately available to other users.

40 Polygon comments: See how it works!

41 Rectangle comments: See how it works!

42 Reply to a Comment You can reply to existing comments on the Comments tab or on the file s preview. On the Comments tab To reply to a comment on the Comments tab: 1. Open a file in its information view and select the Comments tab. 2. On the comment you want to reply to, click Reply. An entry field is displayed. 3. Enter your reply and click Post reply. Your reply is saved together with the original comment and is immediately available to other users. On the Preview of a File To reply to a comment on the file s preview: 1. Open a preview of a file. 2. If the comments are not displayed, click the comments icon in the upper right corner. The comments column is displayed to the right side. 3. Click the icon next to the comment you want to reply to. Enter your reply into the Add a reply field.

43 4. Click Post reply. Your reply is saved together with the original comment and is immediately available to other users.

44 Edit a Comment You can edit your own comments (but not comments of other users) on the Comments tab or on the file s preview. NOTE: Specific users may have the permissions to edit comments of other users. On the Comments tab On the comments tab, you can edit the text of a comment. To edit a the text of a comment on the Comments tab: 1. Open a file in its information view and select the Comments tab. 2. On the comment that you want to edit, click the menu icon and select Edit. The comment is displayed in edit mode. 3. Edit the comment as desired, and click Save. The modified comment is saved and is immediately available to other users. On the Preview of a File On a file s preview, you can edit the text of a comment as well as the size, shape and position of any marker on the preview To edit a comment on the file s preview: 1. Open a preview of a file.

45 2. If the comments are not displayed, click the comments icon in the upper right corner. The comments column is displayed to the right side. 3. On the comment that you want to edit, click the menu icon and select Edit. The comment text and the marker on the preview are displayed in edit mode. 4. Edit the comment text as desired. AND/OR Drag the marker to a different position. AND/OR Use the handles (little circles) at the corners of activated rectangles or polygons to resize or reshape them. 5. Click Save. The modified comment is saved and is immediately available to other users.

46 Delete Comments You can delete your own comments (but not comments of other users) on the Comments tab or on the file s preview. If you delete a comment that has replies, the whole thread is deleted (i.e. the original comment including all replies). NOTE: Specific users may have the permissions to delete comments of other users. On the Comments tab To delete a comment on the Comments tab: 1. Open a file in its information view and select the Comments tab. 2. On the comment that you want to delete, click the menu icon and select Delete. A confirmation dialog is displayed. 3. Click Delete to confirm the deletion of the comment. The comment is deleted and is no longer available to other users. On the Preview of a File To delete a comment on the file s preview: 1. Open a preview of a file.

47 2. If the comments are not displayed, click the comments icon in the upper right corner. The comments column is displayed to the right side. 3. On the comment that you want to delete, click the menu icon and select Delete. A confirmation dialog is displayed. 4. Click Delete to confirm the deletion of the comment. The comment is deleted and is no longer available to other users.

48 Notify Cumulus Users About a Comment While composing, editing or replying to a comment, you can mention other Cumulus users that you want to notify. These users will receive an containing the text of your comment and a link to it so that they can immediately reply or react. NOTE: Notifying only works with Cumulus users that have an active login and a valid address known to Cumulus. To notify Cumulus users about your comment: 1. For each Cumulus user you want to notify, enter character followed by the respective Cumulus user name. While typing, all matching user names are displayed. 2. Click on the appropriate name in the list of proposals. The user name is replaced by the user s full name, if known to Cumulus. The s are sent as soon as you post your comment. See how it works!

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50 Use Relations Relations are a means to structure and organize the files contained in a catalog. For more information, see Understanding Relations. Display a File s Relations Create Relations to a File Remove Relations of a File

51 Display a File s Relations To view the relations of a file: 1. Open a file in its information view and select the Relations tab. An overview page shows which types of relations the file has an how many files are related. If applicable, links to more detailed views are provided. 2. Follow any of these links to get detailed information on which files are related.

52 Create Relations to a File You can relate any file in a catalog to any other file, either as alternate or as variant. To relate files: 1. Select the files you want to relate. 2. In the toolbox, click Relate. The Create Relations window is displayed. 3. From the drop-down list, select the relation type you want to create. 4. From the previously selected files, choose one to represent this group, i.e. the one that will be the master of the alternates or the source of the variants. 5. Click Create. The files are related. NOTE: Keep in mind that all files that are set to be related to a master (of alternates) or a source (of variants) are no longer displayed in the catalog. From now on, they can be retrieved only via the Relations tab of the master or source file. IMPORTANT! Don t create nested relations (e.g., by relating a master or a source file as an alternate to a further file)!

53 Remove Relations of a File You can remove relations of the type variant or alternate from a file. To remove such relations: 1. Open the file from which you want to remove the relations in information view, then open the Relations tab. 2. Open the details of the relation type that you want to remove (Alternate or Variant). All files that are variants or alternates of the initially selected file are displayed. 3. Select one or multiple files. In the toolbox, click Remove relation. The Remove Relations window is displayed, listing all files that no longer will be related to the initially selected file. 4. Click Remove. The files are no longer related. Files that have been alternates or variants are again displayed in the catalog.

54 Edit Metadata Edit Metadata of a File or Container Edit Metadata of Multiple Files Apply a Metadata Template

55 Edit Metadata of a File or Container Certain metadata of files and container can be edited. Usually, not all metadata fields are user editable. Editable fields have a grey background when the item is displayed in edit mode. To edit metadata of a container or a file: 1. Select or open the container or file the metadata of which you want to edit. 2. In the toolbox, click Edit. The metadata of the item are displayed. Editable fields have a grey background. Active fields turn yellow. 3. Make your edits. 4. In the toolbox, click Save. Your edits are saved. The item s metadata is displayed in view mode.

56 Edit Metadata of Multiple Files Instead of editing the metadata of just one file, you can edit metadata for multiple files at once. To edit metadata of multiple files: 1. Select the files the metadata of which you want to edit. 2. In the toolbox, click Edit. The metadata of the files are displayed. If a field contains different content for different files, the string multiple values is displayed. Fields that can be edited have a grey background and a check box in front of them. 3. Activate the check boxes of the fields that you want to edit. Additional information on the fields may be displayed, e.g. whether a field is mandatory. 4. Make your edits. If you want to discard your edits, just deactivate the check box. If you edit a field that already contains a value for at least one file, you must decide how to handle existing values. Depending on the type of the field, you can either: replace the existing value, insert the new value only if the field is empty insert the new value before or after the existing one add the new value to the existing one remove specific parts of an existing value, e.g. selected keywords clear the existing value.

57 NOTE: Use the Replace and the Clear options with caution! These options delete all existing values and cannot be undone. 5. In the toolbox, click Save. The information from the fields with activated check boxes is saved with the metadata of the initially selected files. The current metadata of these files are displayed in view mode, and you can check your changes. TIP: Working even faster Instead of first activating a check box and then editing the respective field, you can just start editing a field. The check box is then activated automatically.

58 Apply a Metadata Template With metadata templates, you can assign plenty of predefined metadata to one or multiple files at once in a convenient way. To apply a ate: 1. Select the file(s) to which you want to apply predefined metadata. 2. In the toolbox, click Apply template. The Apply Metadata Template window is displayed. 3. Select the ate you want to use. 4. Click Apply. The selected ate is applied immediately. NOTE: Metadata templates must be configured by the Cumulus Administrator.

59 Use Collections Display the Collections Containing a Given File Create a Private Collection Share Files With Cumulus Users Share Files With External Users Create an Upload Collection Delete Collections

60 Display the Collections Containing a Given File To view the collections a file belongs to: 1. Open a file in its information view and select the Collections tab. An overview page shows all collections to which the file belongs.

61 Create a Private Collection You can create a private collection from any selection of files you have made. A private collection can only be seen and used by its creator. To create a private collection: 1. Select the files. 2. In the toolbox, click Share. The Create a collection and share it window is displayed. 3. Click Create a collection for personal use only. The properties of the new collection are displayed in edit mode. 4. You can modify the name of the collection add a description 5. In the toolbox, click Create. A collection is created containing the files you have selected. The new collection is listed under Your Collections.

62 Share Files With Cumulus Users You can share files with other Cumulus users. To share files with Cumulus users: 1. Select the files you want to share. 2. In the toolbox, click Share. The Create a collection and share it window is displayed. 3. Click Share the collection with Cumulus users. The properties of the new collection are displayed in edit mode. 4. You can modify the name of the collection (100 characters maximum) add a description decide whether you want your selection to be shared with all Cumulus users, or with selected users only. 5. In the toolbox, click Create. A collection is created containing the files you have selected. The collection is immediately shared with the users you have specified. The new collection is listed under Your Collections.

63 Share Files With External Users You can share files with anybody by sending them a collection link. To send a collection link: 1. Select the files you want to share. 2. In the toolbox, click Share. The Create a collection and share it window is displayed. 3. Click Send a link to the collection to the selected recipients. The properties of the new collection are displayed in edit mode. 4. You can change the name of the collection, e.g. to something more meaningful (100 characters maximum). 5. Enter the recipients addresses (To), and a Subject text. 6. Additionally, you can add a message Text modify the Embargo Date and the Expiration Date require a Password define the Permissions the recipients have on the files in the collection 7. In the toolbox, click Send. A collection is created containing the files you have selected. An is sent to each of the recipients you have specified, providing a link for opening the collection in Cumulus Sites.

64 The new collection is listed under Your Collections.

65 Create an Upload Collection You can create an upload collection and send an upload link to any address. When a recipient clicks the link, a landing page is opened in the recipient s Web browser that allows to upload files. Uploaded files are added to the current catalog and gathered in the upload collection you have created. To create an upload link: 1. In the main menu, click on the Your Collections icon to open the collections overview page. 2. In the toolbox of the collections overview page, click Create upload collection. The properties of the collection are displayed in edit mode. 3. You can change the collection s name, e.g. to something more meaningful (100 characters maximum). 4. Enter the recipients addresses (To), and a Subject text. 5. Additionally, you can add a message Text modify the Embargo Date and the Expiration Date require a Password define the Permissions the recipients have on the files they have uploaded 6. In the toolbox, click Send. An empty collection is created. An is sent to each of the recipients you have specified, providing a link that allows uploading files via Cumulus Sites.

66 The new collection is listed under Your Collections. As the recipients use the link to upload files, this collection will be filled over the time. As the creator of an upload collection, you will receive a notification each time someone uploads files to this collection.

67 Delete Collections You can easily delete any collection that you own (that you have created). Deleting a collection does not modify or delete the file(s) assigned to that collection. To delete a collection: 1. Open the Your collections overview. 2. Select the collection(s) that you want to delete, or open a collection. 3. In the toolbox, click Delete. A confirmation window is displayed. 4. Click Delete. The selected collections are deleted. NOTE: Be careful when deleting a shared collection, because this may affect the work of others.

68 Download Files You can download a single file or multiple files. You can also select containers to download all files belonging to them at once. To download files and containers: 1. Select the items you want to download. 2. In the toolbox, click Download. The Download window is displayed If the selection includes containers, specify whether you want to download just the files belonging directly to the selected containers, or all files from all subcontainers as well. 3. Select an option that is applied to the files you want to download (e.g., Convert and compress, or Create ZIP, or Copy Original Asset, etc). 4. Click Start download. The files are downloaded immediately.

69 Work With Containers Create a Container Add Files to a Container Delete Container Remove Files from a Container Navigate in Container Hierarchies

70 Create a Container You can create containers as you need them on any content overview page (All, Containers or Files) as well as on any open container. A new container is always created within (as a child of) the currently open container. To create a container: 1. In the toolbox, click Create Container. The properties of the container are displayed in edit mode. 2. In the Name field, enter a name for the new container 3. In the toolbox, click Create. The new, initially empty container is created. You can now start adding files to the new container.

71 Add Files to a Container Any file in Cumulus can be added to as many containers as needed. Adding a file to a container does not modify the file in any way. To add a file to a container: 1. Drag the file on any container visible on the current page, e.g. in the container browser. The file is added to the container.

72 See how it works!

73 Files can also be added to a container that is not visible on the current page: 1. Select the file you want to add to a container. 2. In the toolbox, click Edit. The file information is displayed in Edit mode. 3. Navigate to the Containers section (scroll down if necessary) and click Assign file to a container. 4. Start to type the name of the desired container. As soon as you start typing, all matching container names are displayed. Click on the appropriate name in the list of proposals. 5. In the toolbox, click Save. The file is added to the container. NOTE: Files can be assigned to a container already during the upload. See Upload Files and Add Them to a Catalog.

74 Delete Container You can easily delete container. Deleting a container does not modify or delete the file(s) assigned to that container. To delete a container: 1. Select the container(s) that you want to delete, or open a container. 2. In the toolbox, click Delete. A confirmation window is displayed. 3. Click Delete. The selected containers are deleted.

75 Remove Files from a Container Files can be easily removed from a container. Removing a file from a container does not modify or delete the file itself. To remove a file from a container: 1. Open the container from which you want to remove files. 2. Select the files you want to remove from the container. 3. In the toolbox, click Remove. OR 1. Select the file you want to remove from a container. 2. In the toolbox, click Edit. The file information is displayed in Edit mode. 3. Navigate to the Containers section (scroll down if necessary) and click the remove icon of any container from which you want to remove the file. The file is removed from the Container.

76 Navigate in Container Hierarchies Containers can be deeply nested into other containers, thus forming complex container hierarchies. With the container browser and the breadcrumb navigation, Cumulus Web Client provides two efficient means to navigate easily in container hierarchies. Container Browser To browse for containers: 1. In the header, click Browse to show the container browser. The container browser is displayed. If you are currently working within a container, this container is already selected. If the current container has subcontainers, they are displayed in a column to the right. If it has a parent container, the containers of the superior level are displayed in an column to the left, the parent container is marked. 2. You can: Click on any container name to get information about it and to see its subcontainers and the containers of the superior level(s). Click a container s icon, or double click its name, to open it. Breadcrumb Navigation With breadcrumb navigation, you can easily navigate from any container through all hierarchy levels down to the basic or Content level of a catalog.

77 In the heading of any container open in view mode, the containing or parent container s name is displayed. Clicking on the name of the parent container opens a list of all containers in which form the hierarchy from the Content level up to the current container the breadcrumbs. Clicking on any container name in this list immediately opens the respective container. Breadcrumb navigation also works with the display of containers to which a file is assigned to on the file s Information tab (view mode only). Clicking on the name of any container opens a list of the respective parent containers. Clicking on any container in this list immediately opens it.

78 Use Filters In any file overview, you can use filters to narrow down the number of displayed files in order to just get what you need. To do so, either enter a string to be used as filter criterium, or choose from several pre-defined filters. You can combine filters as you need to. To apply a string as filter: 1. Enter a string in the search field of the Filter bar, and press Enter. By default, the search for the filter string is performed in the record fields Name, Document Text, Notes, Keywords, and Categories. The filtered result shows all files for which the filter string is contained in any one of these fields. To apply a predefined filter 1. If necessary, expand the Filter bar with the triangle icon. 2. Click the Choose filter field for the filter you want to apply and select a value from the drop-down. 3. Some filters have a multi-level structure, i.e. after the first value is set, a new dropdown list is displayed with further filtering options. Continue to select filter values until you get what you want. Only such file are displayed that match the selected filter criteria.

79 Set filters can be easily cancelled. To cancel a filter: 1. Click the minus-icon to the left side of the set filter value.

80 Manage Filters You can configure which filters are displayed in the Web Client. To manage filters: 1. If necessary, expand the Filter bar with the triangle icon. 2. Click Manage filters. The Filter list is displayed. 3. Activate the filters that you want to be displayed in the Filter bar, or deactivate the filters that you don t want to be displayed. 4. Click OK. In the filter bar, the filter are displayed accordingly.

81 Put Files Into the Basket The basket is a temporary storage space for files. To add files to the basket: 1. Select the file(s) you want to add. 2. In the toolbox, click Add to basket, OR drag the selected file(s) onto the basket icon in the header. The files are added to the basket. You can also add all files in a container to the basket at once. 1. Select the container(s). 2. In the toolbox, click Add to basket, OR drag the selected container(s) onto the basket icon in the header. 3. Select whether you want to add just the files that belong to the selected containers, or also the files belonging to any subcontainers of the selected containers. The files that belong to the containers are added to the basket.

82 NOTE: The Basket just contains plain list of files. Container structures are not reflected in the Basket! However, you can check the container assignment of each file via it s information view.

83 Checking Out and Checking In a File If the catalog you are working with supports file versioning, you can check out files for editing them, and check in new version of files. Additionally, you can undo the check out of files. To check out a file: 1. Select the file you want to check out and open it s information view. 2. In the toolbox, select Check out. The checked out file is downloaded to your browser s default download location. Depending on the browser settings, you may instead be asked whether you want to open the file or download it. For checked out files, the respective entry in the toolbox reads Undo check out. To check in a new version of a file: 1. Select the file for which you want to check in a new version and open its information view. 2. In the toolbox, select Check in. You are prompted to select the file you want to check in. 3. Select the appropriate file and optionally add a comment, then click Check in.

84 The file is uploaded and added to the catalog as the current version of the initial selected file. See also Manage Versions of Files". NOTE: A new version can be a completely different file, e.g. a PDF file as the last of several versions representing processing steps of a Word file or InDesign document. To undo the check out of a file: 1. Select the file for which you want to undo the check out and open its information view. 2. In the toolbox, select Undo check out. The check out or the file is cancelled.

85 Manage Versions of Files If the catalog you are working with supports file versioning, you can store, edit and manage different versions of files. (See also Checking Out and Checking In a File".) To manage versions of files: 1. In the information view of a file, select the History tab. An overview on all versions of the file is displayed.

86 2. Click the gear wheel next to a version to select an action you to be performed on this version. Which actions are available depends on your user permissions. They usually comprise Preview, Download, Delete, and for previous versions Make current. NOTE: The actions offered in the toolbox are always performed on the current version only!

87 Subscribe to a File In order to get a notification if a file s metadata has changed, you can subscribe to individual files. Which modifications exactly will cause a notification (e.g. workflow state, rating, version change, etc) depends on the settings defined by an administrator. Notifications are delivered via . An is sent to you whenever any of the defined metadata fields of a subscribed file is modified. The subscription state of a file is indicated by an icon located above the name of the file. The icon is displayed in grey ( )if you are not subscribed to the file, and in blue ( ) if you are. As soon as the curser hovers over the icon, it expands showing the currently possible action (Subscribe or Unsubscribe). To subscribe (or unsubscribe) to a file: 1. In the information view of a file, click the subscription icon. The subscription / unsubscription takes immediate effect. This function is only available if the catalog you are working with is configured to support subscriptions! See how it works!

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