2010 [XOS Vault Manual] A user guide to the XOS Digital Network Vault

Transcription

1 2010 [XOS Vault Manual] A user guide to the XOS Digital Network Vault

2 Contents XOS Vault Concepts... 3 Assets... 3 Binders... 3 Workflows... 3 Getting Started... 3 Upload Manager Window... 3 Assets Tab... 4 Workflows Tab... 4 Setting your User Information... 4 Searching for Assets... 6 Placing an Order... 8 Downloading an Asset... 9 Downloading assets from an e mail order... 9 Downloading assets using the Download Manager... 9 XOS Vault Metadata Tagging To Mark Metadata on Assets Submitting Assets to the XOS Vault Bulk Metadata Changes Creating a Binder Contacting XOS Support Page2

3 XOS Vault Concepts Assets Within the XOS Vault system, an asset is comprised of a media file, such as a photograph, video or audio clip, some basic information such as a title, a description and tags, and additional metadata as defined by a metadata category. An asset is created for each media file that is added to the system. Binders A binder provides a mechanism for a logical grouping of assets. For example, a group of video assets that was captured during a particular game could all be grouped together using a game binder. Assets can be members of many binders. For instance, a particular player could have assets within multiple game binders, and perhaps a team binder or player binder as well. Binders can be searched and accessed in the system just as you would an asset. A binder cannot be grouped within another binder. Workflows Workflows define business practices and the steps required to complete them. When a workflow is initiated, the workflow engine keeps track of what jobs are in process and what step those jobs are currently in. An example of a workflow is the ingest process. When a new asset is created, it generally goes through an ingest workflow where the system performs steps that include transcoding the media file into other formats, generating thumbnail images and assigning a security profile. Getting Started Upload Manager Window The Upload Manager window is where you go to manually upload files to the Vault. Multiple items can be queued for upload and their progress monitored within this window. Closing the window does not interrupt uploading. You can continue working while uploads take place. You can access the Upload Manager via the Upload Manager button on the lower right area of the XOS Vault. Page3

4 Assets Tab The Assets tab is where you can navigate your content by searching or browsing. Selecting an item displays its details in the panel on the right. Double clicking on an asset in the list, or clicking the View Details button in the panel on the right, will open the asset details window. Workflows Tab The Workflows tab provides an overview of current workflows, their steps and the status of each of those steps. Clicking on a step allows you to see the assets that are currently within that step. Cart When you add items to your shopping cart, this is where they are displayed. Manage Binders Window This window allows you to view, add, modify or delete the binders in the system. Templates Window This window allows you to view, add, modify or delete the templates in the system. Orders Window The Orders window displays your order history and allows you to view the status and details of your orders. Setting your User Information Completing this information will expedite the Ordering Process as you will not be required to enter this information every time. 1. From the upper right hand corner select Preferences Page4

5 2. Select the Ordering tab 3. Complete the information following information: Organization, First Name, Last Name, Address, City, State, Zip Code, Telephone Number, E mail and Delivery Format (select digital) Page5

6 Searching for Assets 1. From the Main XOS Vault Landing Page select Assets from the top left hard corner. 2. You can select either a Simple or Advanced Search. 3. For a Simple Search enter the criteria for the search in the Search Text Box A search can be done on: Multiple Words Searching on "Oklahoma Alabama" returns items containing "Oklahoma" OR "Alabama". Not Operator Searching on "Oklahoma state" returns items containing "Oklahoma" but NOT "state". And Operator Searching on "Oklahoma and state" returns only items that contain both terms, regardless of what order and where they appear. Quotes Searching on "Oklahoma state" (WITH quotes) returns items containing both terms in the same order and next to each other Partial Words Searching on "ken*" returns items containing words starting with "ken", such as "Kentucky" or "Kent State". Likewise, searching on "*ay" will match any word ending in "ay", such as "Friday" or "Sunday" Fuzzy Search Searching on "roam~" returns similar items, such as "foam" and "roams". Single Character Wildcard Searching on "te?t" returns items containing words such as "text" and "test". Page6

7 4. For an Advance Search select the Metadata criteria from any of the available drop down menus. 5. Click Search to begin the search process. 6. You can filter and limit the search by checking/un checking the filtering boxes Page7

8 Placing an Order 1. When you have located the Asset you wish to order select it by clicking on it and click the Add to Cart button. 2. When your browsing is complete select the Cart tab from the upper left hand corner. 3. Complete your order by clicking on the Place Order button. 4. When all the necessary information has been completed click Place Order to complete the process. Entering your information in Preferences will expedite the process as this information will be pre populated. Page8

9 Downloading an Asset An Asset maybe downloaded for your convenience in one of the following ways: FTP, Signiant or using the XOS Download Manager. Please check with XOS Support if unsure of the best method for your organization. Downloading assets from an e mail order 1. Once the order has been placed two e mails will be sent to the e mail address used during the ordering process. The first e mail will serve as a Confirmation/Receipt of Asset Order The second will contain the information for the download information (see below) Signiant is the faster/preferable method of download. FTP will work in either a Web Browser or FTP software client Downloading assets using the Download Manager Alternatively assets can be downloaded directly from of the XOS Vault using the Download Manager. 1. Search and select the desired assets. 2. Once the asset is select choose the Download with Download Manager option from the batch drop down. Page9

10 The Vault may prompt to install Adobe Air if it is not installed on the local computer. 3. Download manager will open and prompt a user name and password to begin downloading. Enter your user name and password for the XOS Vault to begin the download. Multiple files can be added to the download manager either through shift selecting or multiple asset searches. XOS Vault Metadata Tagging The process of Metadata Tagging is crucial for finding the asset once it has been ingested. Proper initial tagging will make searching for the asset quicker and easier later on. To Mark Metadata on Assets 1. Logon to your local XOS Vault using the URL/Username/Password provided. If you have any questions about your user name, password, or Local Vault URL please contact the XOS support team. Page10

11 2. From the Main XOS Vault Landing Page select Workflow from the top lefthand corner. 3. Select the Ingest Category from the Workflow Control window. 4. Click on Enter Metadata Workflow step. 5. Select the item to add Metadata to and click the View Details button. Page11

12 6. If not already selected, change the Category to College Content. Page12

13 7. Enter the following Fields of Metadata for each asset Ingested: Description Copy the Title to the Description if unknown. Game Sport Home Team Home Team Colors Home Team Conference Away Team Away Team Colors Away Team Conference Date of Game Stadium Arena Country City State Game Type Weather (if indoors select indoors ) Day Night Video Broadcast Graphics Tape Number (if ingested from Physical Asset) Video Type Aspect Ratio Speed Video Length Shot By General Keywords Camera Angle Participants (if known) Color Black White Original Format (digital if from the Encoders) Photo (applicable to photos only) Byline Title Credit Photographer IPTC Category Photo Supplemental Category Photo Vertical Horizontal Photo Rights Rights Holder (who holds the rights to license) Source Broadcast Network Audio Produced By A few good resources for discovering some of this information include: If unsure of any of the fields or how to mark the fields call XOS Digital Support at When prompted dial 1 for XOS Digital Media Services and then 2 for Support. Page13

14 8. When complete click OK to save. Submitting Assets to the Vault 1. Select the asset (or multiple assets, or select all) and click on the Submit button. 2. If the asset is ready to be submitted to the Vault click Next Step and select continue. If asset still requires additional work, select reject (this places the asset in the rework Workflow for further Q/A). 3. Click the Submit button. Page14

15 Bulk Metadata Changes You can change multiple assets within the Vault at one time. 1. From the Search results window select (Control+Select) the assets to change. 2. Select Batch from the menu and then Edit from the drop down menu. 3. Change the fields of metadata that apply to all assets selected. When done select OK to finish and save. Creating a Binder A binder provides a mechanism for a logical grouping of assets. An asset can be a member of many binders. Binders can be searched and accessed in the system just as you would an asset. A binder cannot be grouped within another binder. 1. On the upper right window click on Manage Binders. 2. From the Manage Binders window click on New. 3. In the Title Field name the Binder. (Binder names are searchable in the assets field) Page15

16 4. Enter a brief description of the asset in the Description Box. Page16

17 5. Select the appropriate Category from the drop down menu. Fill in the minimum required fields for meta searching. (Required fields are in RED and have a * ) Page17

18 Contacting XOS Digital Support XOS Digital Raving Fan Support is committed to its partners unconditionally. By contacting the XOS Support Team, you're guaranteed the following: 1) Prompt responses 2) Professional insight 3) Effective solutions Our dedicated support professionals are passionate about sports, digital media and making your user experience as successful as possible. Therefore, we are dedicated to providing both the latest digital technologies and the best customer service possible to ensure your success. Our knowledgeable representatives are always accessible to keep your systems operating at maximum efficiency. Contact XOS Digital Raving Fan Support for excellence in installation, training and technical solutions: 1. Phone: XOS Digital Dial 1 for XOS Digital Media Services then 2 for Support If you experience difficulty downloading ordered asset, Support can be directly contacted by using the Contact Support link in the fulfillment e mail. 4. If you experience difficulty finding an asset, Support can be directly contacted using the Contact Support link in the bottom left corner of the Vault UI. a. 5. When contacting Support please have the following information avaliable. a. User Name / Password b. URL for accessing the Vault c. Asset name or Unique ID Page18