User Guide Rev1.1
Table of Contents General Use... 2 Searching for Assets (All users)... 2 Browsing for Assets (All users)... 2 Viewing and Downloading an Asset (All Users)... 2 Downloading Large Files in Multiple Parts... 3 Uploading and Asset (Authors and Admins)... 3 Forgotten/ Reset Your Password... 6 Administration Tasks... 7 Adding Users (Super Admin & Local Admin(restricted))... 7 Asset Audit (Super Admin & Local Admin)... 7 Decline... 8 Edit... 8 Delete... 8 FAQ Audit (Super & Local Admin)... 8 Groups... 8 Approval Centre... 10 To upload an asset... 10 Controlling an Asset... 10 Viewing an Approval Centre Asset... 11 1
General Use Searching for Assets (All users) 1. Login using your user name and password assigned by Maxxis 2. Use the search field at the bottom of the page by typing in your search terms and clicking Search. 3. When you see you results page, you can filter the results using the categories on the left hand side. Browsing for Assets (All users) 1. Login and then click on any of the squares to browse within that category. 2. When you have chosen a category you can then search within that category for a specific item, using the search box on the left hand side. 3. You can also browse the items using the numbers at the bottom of the page. 4. You can start again by clicking on the Search Again button in the top left of the page. Viewing and Downloading an Asset (All Users) 1. When you find an asset you are interested in, you can click on View for more details. 2. In the Asset screen you can see all of the details about an asset, including any questions people may have asked. 3. You can ask a question by clicking on the Ask a Question button. 4. To download an asset you first have to agree to the Terms and Conditions, which can be viewed by clicking on the link. 5. When you check the box to agree to the terms and conditions you can then click Download the File. 6. This will open a new window and download the item, please follow the instruction that your browser presents. 2
Downloading Large Files in Multiple Parts If large files have been uploaded they may be in multiple parts. The file names should end in.001,.002 etc. You should ensure that you have all of the parts of the asset and ensure that you have the archive program 7-zip installed on your computer. If not this can be downloaded from http://www.7-zip.org/. 1. Download all parts of the asset to the same folder on your PC, following the instructions for Viewing and downloading an asset. 2. If you have 7-Zip installed you should be able to right click on the downloaded file within windows explorer. 3. Then choose from the 7-Zip options. The simplest option is to choose Extract Here. This will then extract and join all of the files to give you the original asset. This may take some time depending on the size of the file. Uploading and Asset (Authors and Admins) Large Files We consider large files to be those larger than 550Mb and therefore the uploading of these files need to be performed in a slightly different manner. 3
It is recommended that you download 7-zip from http://www.7-zip.org/. This program will take large files and split them into volumes that can be uploaded more easily and quickly to the Brand Centre. The file is then re-constructed using the same program at the other end. This is a quick user guide to using 7-Zip with the Brand Centre. 1. Once you have downloaded and installed 7-zip you need to identify the file you want to upload, then open the 7-Zip program. 2. You then need to create a new archive by selecting the large file. Use the explorer to find the file you are archiving. 3. Highlight the file and then click on the + Add icon in the top left of the screen. 4. You will then be presented with the Add to archive screen: 5. The first box asks you to name your archive. If the archive is split into more than one part, then each part will have the same name with an incremental number automatically added. 6. The button with three dots to the right hand side of this box allows you to choose the folder in which the archive will go. 7. Ensure that Archive format is set to 7z 4
8. All other settings can be left as they are APART FROM Split to volumes, bytes. This is asking how big each volume will be. We would recommend a maximum of around 300-500MB depending on the overall size. This can be written as 300M (without )when entering in the box. 9. Click OK, and 7z will start the archive. 10. After it has finished, you can then upload these files to the brand centre. Please note that it is recommended that the total size of a upload transaction does not exceed 400Mb. Large files that are uploaded may take some time to be processed by the server. To upload a single asset 1. From the homepage, click on the blue Upload an Asset button near the bottom of the page. 2. Click the choose file button. 3. Browse to the file you wish to upload. Click on the file and then, depending upon operating system, click Open in the bottom right. 4. This should return you back to the BC page, showing the file you have just picked in the white box. 5. Click Upload 6. The file will be uploaded and you will be presented with the Asset Detail entry screen. 7. Choose a name for your file. 8. Enter a description, ensuring that the description is suitable and will help people to find it easily. Try to give as much detail as you can. 9. The next box shows the actual asset file name. 10. As a default, all user roles will be able to see the asset; however you can de-select any roles that you do not want to see the asset. 11. Next you need to select a category to which the asset will be placed. Do this by clicking on the drop down list. 12. When you have selected a Category, you then need to add tags. These will appear underneath the Category chooser. As you click tags they will be added to the list on the right hand side. If you make a mistake you can remove a tag by clicking on it in the list on the right hand side. 13. Next you have to ensure that any usage rights for the asset are detailed. a. If Maxxis have full international rights for an asset, highlight Yes and the comment box will disappear. b. If you highlight No then you have to describe what rights you do have. 14. Finally when you are happy that everything is correct click Create 15. Depending on your level of access, you may have to wait for your asset to be approved by and admin before it is visible on the site. 5
Uploading multiple assets 1. From the homepage, click on the blue Upload an Asset button near the bottom of the page. 2. Click the choose file button. 3. Browse to the files that you want to upload. 4. Highlight all of the files and click Open. 5. Then click upload. 6. Follow instructions from step 6 for single file uploads, remembering that the Category and Tags that you choose will be applied to all assets Forgotten/ Reset Your Password 1. Go to the Maxxis Brand Centre homepage 2. Click on the Forgotten your password link at the bottom of the page 3. Enter the username that you have been sent for the site. 4. Click on the Send Email button. 5. Wait for the email to arrive. Click on the link within the email. 6. Enter your username and then fill in your new password. 7. Repeat your password. 8. Click the reset Password button. 9. Then follow the link to return to the homepage and login with your new details. 6
Administration Tasks Adding Users (Super Admin & Local Admin(restricted)) 1. When in the admin dashboard, click on the Users tab. 2. Then click Add User in the top right of the grid. 3. Fill in the required details 4. Click OK 5. Click Close this window 6. On the next screen you can alter the users profile and access levels. 7. User Groups tell the system what the specific user is allowed and not allowed to do within the Brand Centre. a. Distributor Can only view and download items assigned to their group b. Maxxis Can only view and download items assigned to them ( A general group for Maxxis employees) c. Author An author can do everything that a Distributor can do but can also upload documents to the Brand Centre (they will go live after approval) d. Local Admin This group can do the same actions as an author plus can add and edit users, add and edit groups, ad and edit assets e. Super Admin This user can do all of the above plus create global groups, add users to the local admin group f. Approval Centre This gives the user access to the approval centre (see page 9) 8. Use the tick boxes to place the user in a specific group. Usually you only need to tick one box, however, If the User needs to have access to the approval centre and to upload to the Brand Centre then you would need to tick both Author and Approval Centre. MAKE SURE YOU CLICK ON UPDATE AT THE BOTTOM OF THE LEFT HAND COLUMN 9. In the right hand column enter the users Name and Last name. MAKE SURE YOU CLICK ON UPDATE AT THE BOTTOM OF THE RIGHT HAND COLUMN. 10. You can then click CLOSE THIS WINDOW to return to the Admin section. Asset Audit (Super Admin & Local Admin) This section allows manipulation of the assets. The table shows all of the assets on the Brand Centre. The view can be manipulated using the filters at the top of each column. They are used by entering a value in the box, then click on the down arrow and give the value a behaviour. You have choices for each asset on the right hand side. Decline Edit Delete 7
Decline This will remove an asset from view but not delete it from the database. Edit This will take you to the Asset Edit screen. It is very much like the upload screen for an asset and will allow you to change all of the options that you or someone else set when it was uploaded. Delete This option will delete the asset permanently from the BC and the database. FAQ Audit (Super & Local Admin) Here admins can view any assets that have had questions asked. You can also see the answers that have been previously given, the date the question was raised, the date it was answered and if the question is visible on the assets individual page. There are three buttons to the right of each of the assets listed that allow you to View the asset. Add/Edit an answer and edit the question. Delete the question from the database. To answer a question and make it Live on the site: 1. Click Edit next to the question you wish to answer 2. Type your answer in the Answer dialogue box. 3. Ensure that the Visible check box is ticked. 4. Click OK You can then double check that the answer and question are live by clicking View Asset Groups Groups allow user to be placed in collections of people so that only certain assets can be assigned to those groups. For example if you have an asset that should only be seen by people with Local Admin rights then the asset can be assigned as such. The Groups tab in the admin section allows you to assign specific users to these groups. To edit the users in a specific group: 1. Click on Edit Group Members for the desired group 2. You will then see the following window. The left box shows members already in the group and the right hand box shows members of the centre who can go into the group. 3. To add a member to a group, simply high light the member in the rifght hand box and then click the single left pointing arrow. 4. To add everyone from the right hand box click the double left arrow. 5. To remove people from a group, simply highlight their name in the left hand box and click the single right arrow to move them out. 8
6. When you have finished making your changes click Update button in the bottom left of the window. Please follow the link to see the instructional video. 9
Approval Centre The approval centre is separated from the Brand Centre in terms of visibility. It allows secure transfer and commenting on files. Only those users assigned to the Approval Centre will see the tab on their dashboard. The users then have to be individually assigned to an asset to allow them to view or comment. To upload an asset 1. Click on the Approval Centre tab on your admin dashboard. 2. Click on the blue Upload asset to Approval Centre button 3. Click Choose File and browse to the file you wish to upload. 4. Click Ok or Open in your explorer window. 5. Click the blue Upload button. 6. Give the asset a name and description. 7. Select a user to be the Controller of the asset. 8. Click Create and then Ok when the dialogue box appears. 9. If you have uploaded an asset and made yourself controller you will now see the asset in the approval centre. If you made someone else the controller you will not be able to see the asset as the Controller now decides who can view the asset. Controlling an Asset When you have been assigned as a controller of an asset you will receive an email informing you. You need to login and go to the Approval centre. You will see listed any items that you can view and if you have been assigned as controller you will see a Control button listed next to an asset. 1. Click the Control button. 2. Choose from the list of Approval Centre members (right hand side box) to assign to the asset. This will give the users access to comment on the item. Highlight the name and then click the single left arrow to move them across. DON T FORGET TO CLICK UPDATE USERS. 3. If this is your last action you can now close the box and wait for people to view the asset and comment. 4. If you have already performed the above actions and people have commented then you have the following options: a. Approve - If you approve the item, the creator will be notified via email. b. Reject - If you reject the item, the creator will be notified via email. c. Create as Asset - Creates a Brand Centre asset from this item. d. Achieve - Upon archiving, this item will no longer appear in the dashboard for any users. It can still be found in the archive. e. Delete Asset - Permanently deletes this approval item. f. You can close the control box by using the cross in the top right hand corner. 10
Viewing an Approval Centre Asset When you have been assigned to an asset you will receive a notification via email. You can then log into the Brand Centre and go to the admin screen and click on the Approval Centre tab. You will be presented with all assets that you have been assigned to. 1. Click on view next to the asset you wish to view. 2. You will see a thumbnail view, and a button to download the asset. 3. Click on Download and view the asset. 4. When you have formed your view you can leave a comment by typing in the Add Comment box. 5. When you have finished typing, click Add Comment and your comment will be visible on the asset page. 11