MAM/MDB: CELUM5 Tutorial

Transcription

1 MAM/MDB: CELUM5 Tutorial Login... 3 Change Password... 4 Navigation... 5 Dashboard... 5 Main menu... 6 Quick search... 6 User Menu... 6 Action toolbar and View... 7 Action toolbar... 7 View... 8 Assets/Nodes Types of nodes Folder Keywords Collections Node options Create Edit Delete Subscribe Download Search in Create Favorite Manage PIN-Code(s) Show Hyperlink Asset details Asset options Add to Download-Basket Download Original Edit Metadata Delete Fullscreen Preview Add to Nodes

2 Remove Asset from Node Create Favorite Lock Asset Manage PIN-Code(s) Show Hyperlink Go to Node Compare View Link Assets Search Dock Download Upload Clipboard New Features

3 Login You will find the Swarovski MAM System via Before logging in, you might want to check the System requirements by clicking the according label in the left hand bottom corner of the screen. The MAM should work with every up-to-date standard browser, but they are listed in detail in this section. For your first login please enter the username and password that you received after your user was created. If you do not have any login details, please click Register in order to request a new User. 3

4 Change Password After your first login, you will be asked to change your password. Please pay attention to the requirements listed below and adjust your password accordingly. In order to change your password, all of the requirements need to be fulfilled, indicated by the green checkmarks. Old MAM Users Tip The requirements for your password must now adhere to the general company security standards for passwords, so you might not be able to use the same password you used for your old MAM account. 4

5 Navigation Dashboard After logging in you will reach your MAM Dashboard. From this screen you can enter all relevant subsections for browsing, but there are some additional features that have been newly introduced. 1 Quick Search: On the header, you will find a quick access search bar; it works the same way as the quick search that you will find on every subpage of the database. If you want to perform more detailed searches, you might want to make use of the search option from the main menu instead. 2 Getting Started: This widget provides some quick access information added by the system administrator, for instance training documentation and maintenance information. 3 Last Uploaded Media: Displays the latest additions to the database (within the areas that you can access). 4 My Favorites: Displays favorites manually added by you for quick access. How you can add those will be explained in the option sections for assets and nodes. 5

6 Main menu The main menu containing all important options for navigating the MAM database is always located at the top of your screen on the left-hand side. Please view each sub section in order to find out what each of those options do. Quick search The quick search allows you to perform a simple fulltext search throughout the entire system (within the areas you have access to). Please be aware that the search pattern for the quick search is set to AND, meaning only assets containing all specified search terms (separated by white-spaces) will be displayed. Please also note that fulltext really looks through ALL fields of each assets, which might lead to unexpected results. If you would like to perform a more specific search, please use the Search option from the main menu instead. User Menu The User Menu has several sub-menus with options regarding your view and Profile. Profile Change Password allows you to change your password according to the internal specifications. Reset Main View will reset any changes you have made to your MAM s appearance (including resized columns and view settings) to default and bring you back to the dashboard. Asset List Configuration allows you to set certain fields that you want to see in your asset list, allowing you to sort by those parameters as well. You can read more about your asset list view in the view article. Help Help will provide a link to the official manual for the MAM software CELUM; however, that manual is, of course, not catered to the specific internal needs of Swarovski users like this one is. About provides information about the CELUM system. Finally, log out by clicking the logout icon. 6

7 Action toolbar and View Action toolbar Inside each section from the main menu, you will always find a black, blue or green toolbar (depending on your profile) underneath the main menu: This toolbar provides a quick access to the most important actions that you can perform in the system. What will be displayed in this toolbar depends on your current active element, i.e. the element you last clicked. You can also select multiple elements the same way as in Windows Explorer by holding the Ctrl key while clicking multiple files, or select all elements in-between two others by holding the Shift key while clicking the first and last element of your desired selection. You can easily check which element(s) is/are active by looking at the Sidebar or Detailview if either of them is set to be displayed. For more details about your view settings please refer to the view section. New 1 If you have a node selected, there will be a + sign with the caption Folder, Collection or Keyword, depending on which sub section from the main menu you re currently in; this option allows you to create a new node with a simple click and will lead you to the dialog that is explained in-depth in the node options. Edit 2 Nodes and Assets both have a Metadata option that will allow you to edit the metadata of the respective active element. 3 The delete option moves the active element to the trashbin please watch out especially if you re not sure about your active element and read the confirmation message carefully. Download The download options appear only if an asset is selected they re not available for nodes. 4 The Basket option will open a dialog on click that allows you to choose your desired format; on selection of a format, the asset will be added to your download section in the dock. Please refer to the regarding articles in order to find out more about how to download files. 5 The Original option will allow you to download the selected asset in its original format without further ado the download will start directly on click and without the detour via the dock s download section. 7

8 View 6 The view options are on the right-hand side of the toolbar and have their own sub section for a more detailed explanation. View When browsing assets, you have multiple options on how to display them. Different views might serve different purposes depending on what you are looking for and how. Old MAM Users Tip A lot of options have been added here that were not available in the old MAM, so if you re used to the old display options and wonder where to find everything now, this article might be helpful to you. If you cannot remember what each icon stands for, the tooltips are helpful those are the textboxes that appear on hovering each icon. 1 Show/Hide Content of Sub-Nodes. This is very useful, for instance, when working with Keywords. Let s say you want to see images of all designer collections: in this case you might want to keep assets from sub-nodes activated and browse through the Designer keyword as a whole. You will see the contents of all its sub-nodes which are assigned to specific designers as well. If you deactivate this option, you will have a clean view of all the assets that are only assigned to the current node specifically and not just part of any sub-nodes. 2 Show/Hide Nodes in the Asset List. You could do this if you re browsing through the nodes and don t want to be distracted from the assets you re looking for; in order to move up and down in the node structure, you can simply use the tree on the left. 3 Reduce and enlarge size of preview images simply changes the size of the preview thumbnails. For instance, if you are looking for a very specific asset, you might want to zoom in; if you just want to get an overview, a smaller size might come in handier. 4 Show assets as list or thumbnails allows you to switch between a list view and a tiled view. While the thumbnails view gives you a better visual overview, the list view gives you a handy detailed overview of some of the asset s metadata. If image previews are activated, they will always appear in the asset list. We will look into this in a bit, when we look at the sorting options. 5 Show asset list only, Sidebar and Detailview allow you to switch between different asset views. Sidebar and Detailview will both open an additional sidebar on the right of the asset list. The sidebar only shows some general information about the current node in a quick overview (for instance, if a PIN code is set for the node or asset, it will be displayed in this view), while the detail view will automatically resize the asset list into a narrow column and provide all object details in different tabs. This view is handy, for instance, if you want to look through photos or metadata in detail without having to open the metadata editor for every single one. Those tabs are further explained in the asset detail view section. 8

9 6 You can rearrange the displayed objects in the asset list by clicking the various captions of each column. One click sorts the assets chronologically by the chosen parameter (i.e. Name, ID ), while the next click will sort them in reverse order. When you hover one of the captions, an arrow appears that will give you a quick way to choose your preferred order; with the Column option and its sub-options, you can choose which of the columns you want to have displayed. You can add even more columns using the Asset List Configuration from your user menu. You will see the contents of each parameter in the list view, but this tool can be used regardless of the view you ve set your asset list to. So even if you ve set it to thumbnail view and can t see the assets IDs, you can still sort by ID. An up- or downwards arrow next to the caption will indicate the current parameter and order you re sorting the assets by. 7 At the bottom of the asset list, you will see which page you are currently viewing. Here you have the options to move on to the next or previous pages with the arrows or to the first or last page using the arrows. If you want to jump to a specific page, you can use the text field holding the current page number. Do this by entering a specific page number and pressing Enter. You can also refresh the view using the circular arrow if you want to check if anything changed since you first loaded the page. 8 A very important thing to note is the number next to the refresh button. This option says how many elements are currently displayed per page. If you expect 60 elements inside a node and can only see 50, please check the number of elements you are displaying. If there is some blank space after the last element on the page, this doesn t mean that it is the last element overall! 9

10 9 On the right hand side of the pages toolbar, you will see the total number of elements inside the node and which ones you are viewing. Click the arrow next to the current number of displayed elements to change the value using a drop-down menu. If you are browsing folders with a big amount of assets, you might want to set a lower amount of displayed elements for quicker loading. Old MAM Users Tip There is no way to display object collections with their tree below the folder structure like in the old MAM; however, that option is not needed as there are several new ways to move assets around. In order to learn more, please view the asset options and the clipboard sections. 10

11 Assets/Nodes Two terms that will pop up frequently when working with the MAM system are nodes and assets. It might be important to know what they are in order to understand some of the options provided by the system. Nodes can be folders, collections or keywords. A common factor between them is that they can cumulate other objects which can be assets or other nodes. Each node can, but must not have, multiple children. Think of the folder structure in the file explorer on your computer you could think of the folders as nodes, as they can be parents of other folders and files. Nodes in MAM follow a similar principle. Assets, however, are single files like images, videos, PDFs and so on. Each asset can belong to multiple different nodes; this structure helps to easily navigate and find the media you need even without consulting the search option. An asset can, in turn, not be a parent to any other asset or node. Types of nodes The types of nodes you can work with in MAM are Folders, Collections, and Keywords. 1 Each node section displays the current path you are located in right under the main menu, above the action toolbar, allowing you to get a quick overview. 2 On the left you will find the tree structure for the selected node type. An arrow next to a node in the tree structure indicates that it has sub nodes; click the arrow to open up the sub 11

12 structure. For more information on how to navigate in each structure, please have a look at the view section. 3 The Lookup search allows you to search for specific nodes; this is especially useful if you know the name and type of a node but not where it s located. This is also the only way to search for specific nodes, as the main search option will only find assets. Folder Folders make up the general structure of the system. The structure includes sub folders for various Swarovski departments which will help you arrange objects accordingly. When you Upload new objects, please try and choose a fitting path for them that your colleagues, who work with the same folders as well, can be expected to find. Every asset has to be linked to at least one folder, but does not have to be linked to collections or keywords. Keywords Keywords can be used as a way to sort assets, independent from their folder structure. They can be very useful to users who are searching for certain images and other assets that share a common theme but not necessarily a common folder, for instance pictures from various events that might be located in entirely different sub folders. Keywords are also arranged in a tree structure, allowing you to create child keywords that are more specified than their parent. A very useful aspect about this is that you can use or deactivate the Show content of sub nodes option (explained more thoroughly in the view section) according to your needs in order to display the best results. An advantage that keywords have over the search is that if you know where to look (and the tree should be fairly self-explanatory if it s well-maintained), you can find the assets you need without having to try different names and terms for the fulltext search, which might produce none or too many results that might not even be what you were looking for. Please be sure to add the appropriate keywords when uploading new assets, helping your colleagues (and yourself) to find the assets they need. Collections Collections are a very important and often-used aspect of the MAM, especially in combination with PIN-Codes (further described in the node options article, as well as some of the features described in the following). They allow you to create a set of assets independent from the folders they re located in. This is very useful if you want to put together a few assets for somebody who does not have MAM access. The objects might lie in various different folders, be marked with different keywords they might not even have anything to do with each other! They could be an accumulation of files for different projects that you might want to share with the same person. You can then create PIN-Codes for entire collections to pass on, save needed objects for yourself if you re working on something in multiple sessions and don t want to keep everything in your Clipboard, or easily send the hyperlink for the collection to a colleague who does have a MAM user. 12

13 Node options On right-clicking any node or asset, a menu with various options will pop up. This includes some of the actions from the action toolbar, but also a variety of other important features. Create The option will open the Create dialog which provides a few quick and simple options to create a new sub-node. The parent of the new node will be the node you performed the create action on. You can simply set a name for your node (please keep in mind that many others are working with the MAM system and try to make them as descriptive as possible) and create it, but you might also want to make some changes beforehand. The validation level for your folder is predetermined by what your administrators set for the parent folders. The validation level says how strictly mandatory fields are handled; tolerant will allow users to skip mandatory fields, but there will be a warning message reminding about the missing text when viewing the asset details. If you re creating a new Folder, you will also have the option to set a specific icon which might help with overview. However, this option is not available for Keywords and Collections. 13

14 Edit This option allows you to edit any of the folder options set in Create afterwards. The only addition here is that you will see the node ID in the Information tab; IDs are automatically generated by the system and cannot be modified by users. Delete 14

15 This option will move the node, any existing sub-nodes and contained assets to the trashbin. Upon selecting the Delete option, a dialog will ask you to confirm, showing you the amount of objects that will be deleted. Please look carefully at this dialog to see if you re really deleting the right objects. Please note that if you delete nodes from the tree structure, you will be brought back to the root nodes with all nodes decollapsed this does not mean that you accidentally deleted everything! If you would like to stay where you are, delete the nodes from within the asset list. Please also note that if you happen to make any mistakes, your administrator might need to know the deletion date and time in order to recover deleted files. Subscribe This option provides a handy feature to subscribe to any folders you would like to keep watching. You will receive regular s informing you about updates, based on your settings here. In the General Settings, you can set the intervals for these notifications. Please keep in mind that you will, of course, only receive those notifications if changes are made by users other than yourself. The Scope section allows you to set exactly which nodes you would like to follow. You are not bound to any structures in choosing which nodes are interesting for you, but you can make use of them with the respective options. The option Subscribe to specific subnodes provides you with ultimate freedom in this case. If you know the names of the nodes that you want to subscribe to, enter them in the text field and you can set them by clicking them or easily remove set nodes by clicking their X. If you know the path rather than the name, a click on the icon next to the search bar will take you to a tree view of the nodes, allowing you to add them on click or navigate into their sub structures. Please also note that there is an option provided to subscribe to all further subnodes of the chosen subnodes, so you 15

16 don t have to add each of them individually. Unticking the Include the current node option also allows you to subscribe to children only. Finally, you can set in-depth which changes you would like to be informed about. On clicking the gear symbol next to each category, you will be provided with very detailed options on which fields you would like to subscribe to. If you want to subscribe to all changes and modifications, you can just conveniently set the Select all option. Download This is a simple option to download the current node. On clicking, you will enter a dialog asking you if you would like to download the current node only or its sub-nodes as well. This is equivalent to just dragging the node into the download area on the dock, as described further in the respective section. Search in This simply brings you to the search, but with the current node already preset as the location you want to search in. Create Favorite This will add the current node to your favorites. When you go back to the Dashboard by clicking Home in the main menu, the node will be displayed in your favorites section now for quick access. 16

17 Manage PIN-Code(s) PIN-Codes are a very important and frequently used feature of the MAM system. They allow you to share certain assets and nodes with others without having to give them access to the database as a whole. This feature is often used in combination with Collections and one of their main purposes, but can also be used with folders and keywords. In the PIN-Codes dialog, you will see all existing PINs for this node that your user or group is enabled view or edit. The crossed-out pencil icon will indicate that you can only view, but not edit a PIN. It might make sense to check existing codes before creating a new one and see if they have the requirements that you need for sharing. Please be extra careful here and do not simply edit or delete existing PINs that might break links that your colleagues sent out to others! If you want to create a new PIN, click New. A new PIN with 12 characters will be autogenerated. You can regenerate the PIN code using the refresh icon if needed or even make up your own, but you re restricted to the letters a-z, A-Z and the numbers 0-9. Your PIN is now functional already, but you have a few further useful options: you can give the PIN a name, which will then be displayed in the sidebar instead of the PIN code. This is useful to make it apparent at one glance what the PIN was used for. You can set a validity, if you do not want to release the assets prior to a certain date or only want to make them accessible for a set time frame. If the recipient accesses the PIN outside that time frame, they will get an error message. You can also enter information for the recipient in the respective text field; this will be displayed for them in the sidebar. If you check the option confirm reading, the recipient will even get a prompt containing the information text; this is to make sure a recipient reads an important remark prior to downloading. 17

18 In the section Download Formats which you can access either by scrolling or by clicking the tab in the PIN code editor you can choose one or multiple formats that the user can download the assets in. You can type here to search or just click the arrow of the drop-down menu to see the full list of available file types. This restriction is very useful if you know that your recipient is going to use the files for a certain purpose so you can provide them with the matching format or if you don t want to give the recipient access to the full-sized original files. In the People section you can restrict the viewing and editing rights for the PIN to certain people or groups. Please note that this has nothing to do with who can access the hyperlink on receiving it (this is not restricted, since the entire purpose of PINs is giving access to people without MAM users). Search by typing or looking through the drop-down menu. If you do not want to set restrictions for single people, but for entire groups, click the group icon to switch to group mode. Finally, use the share button on the top right of every PIN code in the editor to get the direct link for that PIN. You can simply copy the link from here using Ctrl + C or even send an containing the link by clicking the respective button. Each PIN link leads to a subpage independent from the rest of the MAM system and provides instructions for the recipient on how to download the assets. Show Hyperlink This option provides a hyperlink that will lead to a MAM view that has the selected node as the active element. Please note that this does not work like a PIN; the recipient will need to have MAM access to be able to correctly open this hyperlink. 18

19 Asset details In detail view, you will be provided with a set of tabs to look up a vast amount of details about the selected asset. In the Overview tab, images will have a toolbar on top of them that allows you to display them in a convenient way. The arrow inside the square will allow you to fit the image to the current available space; this is responsive and the image will automatically resize again if you resize the window or any of the columns, but the image will never be scaled above its original size. The button will show the image in its original size. You can further resize the image using the buttons. The blank dropdown will allow you to access different versions of the image. The checkbox allows you to change the color of the image toolbar. Click and drag your image in order to move it around inside the available space. Finally, the outward arrows are a very useful feature that allows you to enter fullscreen mode, which is further explained in the section for asset options. The Information fields tab you will see the main fields about the object s creation date etc. again as well as all nodes that the object is part of, similar to what the Go to Node asset option will show you. What's even more important, however, is the extra tab Additional Information in the menu on the left. Additional Information shows you all the Metadata that is important for working with each asset. Please check this section before using an asset. File Information shows you information about the file itself, like image width and height. Under Description, there are abbreviations that show more information corresponding with the file type. 19

20 Versions provides you with a version history; you will see all previous versions of an asset here. If you want to upload a new version yourself, you can simply click the Add new version button here and select an image. You will not be required to set all the metadata again; the image will just be added here. The latest uploaded version will be the current version unless set otherwise by clicking the Make current button on another version from the version history. The Compare with current button will open the compare view further explained in the asset options. The Asset relation tab shows all assets linked with the selected asset (as explained in the linking assets section in the asset options) and gives you quick access to those assets. 20

21 Asset options Add to Download-Basket This is a simple option to add the current asset to your download basket, equivalent to just dragging the node into the download area on the dock, as described further in the respective section. Download Original This will directly download the selected asset into the download folder on your computer without using the download basket as an in-between step. Edit Metadata Metadata is information about each asset that help other users find out when, where and for which purposes each asset can be used. Next to the keywords and the search function, one of the most crucial points for the efficiency of the MAM database is the careful maintenance of these fields. If you use similar tags often, the option provided by the new MAM to save and load templates might be useful to you. Simply click the Save Template as button on a set of details that you frequently use; you can add a name and, if wanted, a description for better overview. On clicking the Load template button and choosing a template from the list, the metadata of the current object(s) will be replaced by the template data. When multiple assets are selected, the data you enter in the Edit Metadata dialog will be set for all of these assets. If the assets already have fields with different information, those fields 21

22 will be hidden, indicated by the text "Different values". If you want to open the dialog for multiple assets at once, but set the data individually, click one of the element templates in the sidebar on the left. If you open the Informationfields tab from here, all the data you change will apply to each object individually; you can change between the objects by clicking each thumbnail. In this view, you can copy certain fields by clicking the copy icon next to the field. You will be asked to confirm before any data is overwritten. You can go back to the group editor by clicking the close button in the top left. Delete This option will move the asset to the trashbin. Upon selecting the Delete option, a dialog will ask you to confirm, showing you the amount of objects that will be deleted. Please note that if you happen to make any mistakes, your administrator might need to know the deletion date and time in order to recover deleted files. Please also note that deleting an asset will remove it from all nodes it is part of, since assets are only linked and not copied to each node. If you are not certain if somebody else might still be working with a node, please only remove the link to the node where you do not want it anymore. This will be explained a few paragraphs later. Fullscreen Preview In fullscreen mode, you will only see the image and its toolbar with back- and forward arrows added on the top left, enabling you to navigate back and forth between assets without having to exit fullscreen mode. Exit this mode by clicking the on the top right of the toolbar. The other toolbar options are explained further in the view section. 22

23 Add to Nodes This option opens a dialog which allows you to select multiple nodes you want to add your asset to. You can select a node type and enter a specific node of that type in the search bar at the top or you can use the tree to navigate. Each asset can not only be part of multiple collections and keywords, but also multiple folders this will not create a copy, but link the asset to another folder as well. Please mind this and do not re-upload assets that might be needed in multiple folders, but link them correctly instead. Regarding keywords, it might only make sense to add assets to the most specific keyword and not to its parents as well, since sub-keywords can be seen by showing the content of sub-nodes. Refer to the view section to see how you can do this. You can also add or move assets to nodes by simply dragging them there. Please note that this depends on the Show/Hide content of Sub-Nodes (described in the view section). If subnodes are shown, dragging assets will move them into different nodes, as shown with a green arrow symbol next to your cursor. However, if sub-nodes are hidden, this will not move the entire asset to that different node (even if you drag it from one folder to another), but create an extra link (there will be a green plus sign next to your cursor). If you accidentally drag an asset somewhere, please watch out and do not simply delete the asset again, as not only the link, but the entire asset will be removed! To remove the link only, please use the Remove from Node option described next. 23

24 Remove Asset from Node This option (called Remove Asset from Folder, Collection or Keyword, depending on the node type) will remove the link to a certain node from an asset without deleting the asset itself. This option will only appear if the asset would be linked to at least one folder after removing the current link, since this is a requirement for assets. Assets do not, however, have to be linked to any collections or keywords. Please note that this option is only visible if the option Show/Hide Content from Subnodes is set to hide. More details on this can be found in the view section. Create Favorite This will add the current asset to your favorites. When you go back to the Dashboard by clicking Home in the main menu now, the asset will be displayed in your favorites section now for quick access. Lock Asset You can lock an asset if you want to restrict everyone else from making changes to that asset, including downloading it. This is useful if you want to use an asset but need to check back with your team, a superior or somebody else and don t want the asset to be touched meanwhile. Please add a comment to make it easy for others to see what s happening and why you are blocking the asset. If an asset is locked, this will be indicated by a lock symbol beneath the thumbnail. Additionally, there will be an extra section in the sidebar, displaying the Locking Status including the comment. If you locked an asset, the Lock Asset option in the menu will be replaced by the option Unlock Asset. You only have to click this to unlock the asset again. Make sure not to forget about this when you work with this option so you don't block other users. Manage PIN-Code(s) You can set PIN codes for single assets, which might make sense in certain cases. However, this feature is generally built for nodes rather than assets and described in detail in the nodes options. Show Hyperlink This option provides a hyperlink that will lead to a MAM view that has the selected asset as the active element. Please note that this does not work like a PIN; the recipient will need to have MAM access to be able to correctly open this hyperlink. 24

25 Go to Node This will let you access any node that the asset is part of, allowing you to jump between folders and collections, for instance, or just to check which nodes the asset belongs to. Compare View This option will only appear when you have exactly two assets selected at once. It will open both assets in an opposing fullscreen mode, as further explained in the asset details. You can 25

26 also go back and forth between the images in the asset list like in the normal fullscreen mode. An additional option in Compare View is the lock symbol. If activated, all changes done to the view options are applied to both assets. You can leave this mode by clicking the close button on the top right above the displayed assets. Link Assets Another asset option that cannot be accessed on right click is linking two assets to each other. You can do this by dragging an asset onto another. A dialog will open, asking you if and how you would like to create a relation between the two assets, for instance if you have multiple objects that are different language versions of the same asset. Once a link has been created, you can find all assets linked with the current one in the Asset Relation tab in each asset s detail view. 26

27 Search Old MAM Users Tip The search has been thoroughly updated and is now much faster than the old version. In order to add various search filters, you now use widgets. If you have been working with the old MAM, you might find that the way you add those is similar to the old search filters, with some changes and different functionality. First of all, please note that the search operates in real time; every time you enter something new into any of the fields, the results will automatically reload. If you do not want this to happen, you can activate the icon Switch to manual search ; a search button will then appear, which you can click whenever you wish to update your results. There are two ways to add more widgets to your search: you can simply click the icon and choose from a drop-down list (it also allows typing, so if you already know your widget s name you can enter it here and then choose it), or you can use the gear icon to enter the Configure Restrictions dialog that helps you choose your widgets by category. If you remove or add widgets here, the search will be updated to show those widgets after clicking Save in this dialog. Here, the widgets will also be explained by category, but all mentioned widgets except for Browse a node can also be found in the filter drop down menu. Asset Property: This group of widgets includes properties that are associated with the asset in the database, like the ID, the Creator, or the File Extension. File Property: These include properties about the content of the file, like image height and width. 27

28 Node Search: These widgets allow you to restrict your search to certain node types or nodes and their sub-nodes. This group includes the only widget that allows you to search for nodes themselves, the Browse a node widget. Before using this widget, you will need to set a Zone and a root node and click the save icon on top of the widget. Otherwise the widget will not be added after closing the Configure Restrictions dialog. In the search field that appears after adding the Browse a node widget, you can now choose or enter sub-nodes to be displayed in the asset list. Fulltext Search: This includes only one widget, the Fulltext Search widget. This widget searches all fields, including metadata, height, creation or modification dates and so on, and it might provide unexpected results. In order to execute more precise searches, you might prefer some of the other widgets. Information Field: These widgets include all information fields from the asset metadata, which is explained more in-depth in the asset options. Most of the widgets consist of a text field, giving you full freedom in what you want to enter. In those kinds of widgets, there will be an icon on the right of the text box, indicating the restrictions that are set on this widget. Your options will be a choice of the following: All of these values to indicate that all entered terms need to be in the field specified in your widget; Any of these values to indicate that at least one of the terms needs to be in the field; Field is empty to mean that you want objects where this field is not filled in; and Field is not empty to mean that there can be anything in the field, as long as it s not empty. 28

29 There are widgets, like the Create and Modified widgets, that will allow you to pick a specific date, which you can extend to a range by ticking the Select Range option. Please note that you will have to click the + sign in order to add a date or range to your search this will not happen automatically. Other widgets, like ID, Height, and Width, work in a similar way, but here you enter numbers into a text field instead of using a date picker. Some widgets, like the Creator/Modifier widget, will have additional options that you can access by clicking the pencil symbol. In this case, you can restrict the search to either Creator or Modifier by unchecking on of them. 29

30 Finally, some widgets, like File Category, will allow you to choose your results from a dropdown menu, indicated by the arrow inside the text field. Typing in those fields will only allow you to search within the dropdown menu and will not directly search for the entered term. The search will take all included widgets into consideration (it is not enough for objects to fulfill the criteria of just one of the specified widgets for them to show up in the search) and you can separate terms with a whitespace. With the buttons on the left above the search bar you can save and load specific queries as templates. On clicking the save icon, a dialog will allow you to set a name and description and all your current widgets and search terms will be saved in this template. You could use the description field to list your used widgets, for instance, as you will not see those at a glance when loading queries. On clicking the load icon, all saved queries including their descriptions will appear in a menu. Finally, if you want to reset your search to the default settings (which is just the fulltext search widget in our system), please click the Restore default system settings icon from the search options. Please be aware that this will clear your current search as well as your current search results. You can also reset specific widgets by clicking the same icon next to the widget title. 30

31 Dock The dock is a new feature that is designed to make it easier to download, upload and generally manage the assets you re using during your sessions It is located at the bottom of the window at all times while browsing the MAM and can easily be collapsed at any time by clicking the arrow on its right-hand side or hidden again, for situations in which you would like to make use of all the space you ve got (displaying huge asset lists, for instance). Old MAM Users Tip Using the old MAM, you might have needed to create lots of collections or download multiple assets one by one in order to get what you needed from the database. With the new MAM, you can manage your assets while working and add assets to the download basket in order to download everything at once in the end. A very big advantage to this is that up- and downloads can run in the background, which means you can conveniently work on in the database without having to wait for the up- or download to be finished and even hide the dock while it keeps running. Please note that all of the dock sections have a similar paging view as the asset list itself. This is further explained in the view section. Download The download section, located in the dock, is your download basket and will store all objects (nodes or assets) that you ve marked for download by choosing the according options. Another, even easier way to download objects is to open the Download tab in your dock and simply drag the assets there. Please note that you can drag both nodes and assets or even multiple assets at once, but no more than one node at a time. This is because each node will 31

32 prompt you with a dialog asking if you want to include its sub-nodes in your download as well. For each asset, you will be asked about your desired download format. If you drag multiple assets at once (you can select multiple assets by holding the Ctrl key while clicking each of them), the dialog will not pop up for each of them, but your format of choice will be applied to all the assets. All elements will be converted to the chosen format right after being added to the basket. When all current assets are ready, the Start download Icon will appear on the right. Before you start the download, you can remove particular assets by either right-clicking them and selecting the remove option or by clicking the remove button on the top right of the dock. If you need to remove all assets, a handy way to select them is to click the select all button. Please note that removing object here has no effect on those objects in the database you will only remove them from your basket, not from the system. Once you have made your object selection, click the Start download Icon on the right and a message will be displayed, saying that your ZIP is being generated. Once the ZIP is ready, your download will start automatically and the ZIP will be placed in your download folder. Upload The Upload section holds all files that you intend to add to the database. You can keep adding assets to your Upload section without having to interrupt your work with the database while waiting for them to be ready, and you can add your metadata at any point before you finish your upload. 32

33 Old MAM Users Tip In the new MAM, the upload section has now also been moved to the dock, giving you more flexibility and comfort. There is no further upload option within the asset menu - the dock is now the only way to upload assets. There are two ways to add assets to the Upload area: you can click the red Browse button next to the tab caption and choose files from your computer; or, alternatively, you can directly drag files from your computer s file explorer into the dock. The upload tab does not have to be selected to do so, however it might be good practice to open the tab so you can see immediately if all needed files have been added. Please note that you cannot upload entire folders; you will have to copy its contents to the upload section and create the folder individually in the MAM system. Once you can see the thumbnails for the added files, they are fully converted and ready for upload. This would be a good opportunity to set the metadata in order to not forget it later, as the system does not require you to do so. You can do this using the option you find on right-clicking each asset or by clicking the metadata button on top of the upload area. A good way to edit metadata would be to click the select all button and then the metadata button; this will allow you to edit the metadata for all assets in one go and copy data if needed. Please refer to the metadata section in the asset options for more information on how to set them. Now choose the nodes you want to move your assets to. You can do this by using the Add to Nodes option from the right-click menu (this is explained in more detail in the asset options) or by directly dragging the asset to a node. Please note that you should not try and drag the assets onto other assets, since this will try and link those assets, as further described in the asset options. You can safely drag assets into any node in the tree structure, into the free space beneath the objects in the asset list, or onto the scrollbars or page view of the asset list. After selecting the desired nodes for your assets, you can remove them from your upload area by clicking the release button in the upload menu. Please note that you will not be able to release assets before adding them to at least one folder linking an asset to a collection or keyword is not enough. The red link icon beneath each thumbnail will indicate at one glance that an asset is not correctly linked to a folder yet. You can also set the Release on dragging switch, which will remove the objects from your upload area immediately after you ve added them to a folder; however, this option should be deactivated if you would also like to add your assets to collections or keywords or to multiple folders. Please note that you will never have to remove assets manually from the upload area. If an asset is still there, this means that you ve never released it and thus the upload was not successful. If you want to remove a file that you want uploaded to the database, always click release instead. The system will also recognize if you re trying to upload an asset that is already present in the database. This will be indicated with a red copy icon under the thumbnail and a duplicate message will pop up on top of the upload area. Please click the duplicate message 33

34 and, if they are really the same, tick the checkboxes for the existing images to set the asset you are uploading as a new version of the existing asset. On confirming the dialog, the object will disappear from your upload list as if you had released it. On more information on versions please regard the article on asset details. You do not have to set the asset as a new version the assistant will let you re-upload it anyway; however, keep in mind that, if you want to use the same asset in multiple nodes, a better overview for everyone would be granted by just linking the regarding asset with the desired nodes instead of creating a copy. This is described in the asset options. Clipboard The clipboard is a feature that allows you to work with certain assets or mark them for later without having to create a collection for them each time. Add a node or asset to your clipboard by simply dragging it onto your dock while the clipboard tab is open. This will not remove the object from its previous location, but simply create a temporary link for you. You can perform most of the usual asset options and a selection of node options on any objects on your clipboard. You can also drag objects from your clipboard into different nodes; assets will be linked to those nodes, while nodes can be moved into nodes of the same type (however, you cannot move keywords into collections, for instance). In this case especially, please keep in mind that you will move the node from its original location to the new one nodes, unlike assets, cannot be linked to multiple other nodes, they only have one location at a time. Please note that if you want to remove assets from your clipboard again, do not choose the delete option from the right-click menu this will actually delete the asset from the database! To remove nodes or assets from the clipboard, simply click the remove button on 34

35 top of the clipboard area. In order to remove all objects at once, you can click the select all switch beforehand. 35

36 New Features Despite the update, the basic functionality of the MAM is still the same and you will find most features that you used to have in the same or an updated way. Before getting started, please note that your password needs to be updated. For more on that, please view the Change password section. The biggest changes have been made in the basic layout and navigation; the most important articles you ll want to look at are Dashboard, View, Dock, and the Action toolbar. While the dashboard and the action toolbar might be self-explanatory, the view section had some thorough updates that this article will help you with. If you have not heard the terms assets and nodes yet, you might also want to look them up in the assets/nodes article as you will stumble across them a lot in the new system. The options for both assets and nodes (which existed previously but were called different names) have also been changed slightly to go with the updated functionality. Looking at the respective articles will surely help you grow accustomed to those changes. And finally, another section that has experienced a lot of changes is the Search. The article will list and describe the new widgets and help you find out how to set up and optimize your queries in the new system. 36