INFORMZ USER GUIDE: The Asset Manager Version 1.0 January 29, 2014 ABOUT THIS GUIDE This guide provides an overview of the Asset Manager used by Informz. This guide covers the Asset Manager s basic functionality and frequent user actions. This guide can be used as a reference while learning how to manage content with the Asset Manager. Page 1 of 11
CONTENTS INTRODUCTION... 3 BROWSERS... 3 ASSET MANAGER BASICS... 3 ACCESSING THE ASSET MANAGER... 3 USING THE ASSET MANAGER... 5 THE CREATE BUTTON... 6 MANAGING/DELETING FOLDERS... 6 THE UPLOAD BUTTON... 6 UPLOAD PROGRESS... 7 FILE TYPES AND SIZE LIMITS... 7 IMAGE FILE DIMENSIONS... 7 THE MANAGE BUTTON... 8 THE LIST/THUMBNAIL BUTTONS... 9 THE SORT BUTTON... 9 THE FILTER FEATURE... 9 EDITING IMAGES... 10 RESIZE IMAGES... 10 CROP IMAGES... 11 FLIP/ROTATE IMAGES... 11 IMAGE FILTERS... 11 LEARN MORE... 11 Page 2 of 11
INTRODUCTION Informz allows images and linked files used in mailings to be stored in a holding area called the Asset Manager. The Asset Manager provides users with an easy-to-use image and file repository. It also allows small-scale edits to images within the Asset Manager. BROWSERS Informz s recommended browser is Firefox. The Asset Manager works with other browsers as well, but Firefox should be used for the best user experience, since each browser handles HTML code differently. ASSET MANAGER BASICS The purpose of the Asset Manager is to allow easy manipulation and storage of image files used in mailings, as well as other types of files, such as PDF files, that are sometimes linked from a mailing. Images and files are held in the Asset Manager to be reused and easily referenced by the account s users. ACCESSING THE ASSET MANAGER The Asset Manager is available from any page where an image can be inserted into content: Mailing Designer Design tab, Content Manager story creation, template creation, Survey question creation, etc. The Asset Manager is launched by clicking the Insert/Edit Image toolbar button, shown in the circle below: Clicking the circled toolbar button launches the Insert Image dialog window. Click on the image of the file folder (circled below) to bring up the Asset Manager. Page 3 of 11
The Asset Manager can also be accessed by inserting a hyperlink and choosing the Document selection in the dropdown. Finally, the Asset Manager is accessible directly from the main menu in Informz by going to Mailings -> Asset Manager. Page 4 of 11
USING THE ASSET MANAGER When the Asset Manager is launched, the files currently residing in it are shown. The following image shows an example of the Asset Manager: ICON/BUTTON TOOL TIP TEXT DESCRIPTION ADDITIONAL NOTES Create Upload Manage Refresh List Thumbnail Sort Create a folder for holding files Bring a file into the Asset Manager Manage files Refresh the list of available files See the files in list format See the files in thumbnail format Change the order of the files based on selected criteria Button only visible when a file or folder is checked Changes to the files in the Asset Manger are reflected after Refresh is clicked Small images of the larger files are provided if possible Page 5 of 11
THE CREATE BUTTON The Create button allows the user to create folders within the Asset Manager. Folders let users manage image and document files within an account. MANAGING/DELETING FOLDERS Folders can be created within the main area of the Asset Manager, or they can be created within other folders. Checking the checkbox for a folder and then going to Manage -> Remove deletes that folder, as well as any files or subfolders within that folder. THE UPLOAD BUTTON Clicking the Upload button provides access to the Upload window, shown below: There are two ways to bring files into the Asset Manager: 1. If the files are available on the desktop or an open window, simply drag one or more files into the area of the window that says Drag files here. After dragging the files into the area, their names appear in the window. Click the Upload button to finish. 2. Click the Add Files button. This brings up a standard Browse for File interface, allowing the user to locate the files for upload on a computer or network. Once the files are located, click them in the window and click the Open button. When this happens, their names appear in the Asset Manager. Click the Upload button to finish. Page 6 of 11
UPLOAD PROGRESS When files are brought into the Asset Manager upload area, they are listed with a status bar is displayed for each. Once the Upload button is clicked, the display bars track the upload progress of each. When the uploaded files are complete, the Upload button disappears, and the window is closed by clicking the Close button. FILE TYPES AND SIZE LIMITS Note that there are a handful of image types that can be brought into the Asset Manager. The image types are filtered to ensure that all Informz users are following best practices for digital marketing. Currently the Asset Manager accepts the following image file types: bmp, png, jpg, jpeg, and gif. Files of more than 10 MB cannot be uploaded into the Asset Manager. If a document file is being uploaded into the Asset Manager, many more types of files can be imported: pdf, doc, docx, docm, xls, xlsx, ppt, pptx, pptm, txt, wav, mov, wmv, wma, avi, mpg, mpeg, mp3, zip, and 7z in addition to the image files mentioned earlier. The 10 MB limit covers these other file types as well. IMAGE FILE DIMENSIONS In addition to the limit on file size, that Asset Manager puts a limit on the height and width of image files being imported into the Asset Manager. The limits are 800 pixels high and 700 pixels wide. Image files outside of those parameters are automatically adjusted to fit. Ratio aspect settings are engaged, ensuring that the image is not distorted by the resizing. These dimensions are enforced to make sure that best practices for digital marketing and deliverability are followed. Page 7 of 11
THE MANAGE BUTTON When a file or a folder is selected in the Asset Manager (by checking the checkbox for the item), the Manage button appears. Clicking the Manage buttons shows a dropdown with several options, as shown below: ICON/COMMAND DESCRIPTION ADDITIONAL NOTES CUT COPY Cut the files or folders selected Copy the files or folders selected PASTE Paste the files or folders selected VIEW View an image in the Asset Manager Only applicable for images EDIT Edit an image in the Asset Manager Only applicable for images RENAME DOWNLOAD ZIP Rename a file in the Asset Manager Save a file from the Asset Manager to your computer or network Move selected files into a Zip file UNZIP Remove files from a Zip file REMOVE Delete a file Page 8 of 11
THE LIST/THUMBNAIL BUTTONS The Asset Manager defaults to a thumbnail view of the files within it. This allows a user to quickly see a smaller version of all the images available. If a user would rather use a list view of the Asset Manager contents, the List button allows the user to toggle to that view. Clicking the Thumbnail button toggles back to the thumbnail view. The image below shows an example of the list view: THE SORT BUTTON When the Asset Manager is in list view, the user can change the sorting by clicking at the top of any of the columns. For example, clicking the top of the Size column will sort the files in descending order (largest to smallest). Clicking it again sorts the files by size in ascending order. In the thumbnail view, since there are no columns to click and sort, the sorting can be done via the Sort button. Simply click the Sort button, and select the criteria by which to sort the files. The thumbnails of the files are then sorted by that criterion. THE FILTER FEATURE In some cases, a user might have a large number of files in an Asset Manager folder. The Filter feature allows a user to search the files in the current view of the Asset Manager by inputting a series of characters into the Filter area and clicking the magnifying glass icon. Only the files whose names contain those characters will show in the Asset Manager thumbnail or list area. To see all of the files again, remove the characters from the Filter area and click the magnifying glass icon. Page 9 of 11
EDITING IMAGES If the user selects an image file in the Asset Manager and then goes to Manage -> Edit, the Image Editor is launched. The selected image appears in the window, along with some editing options: The image appears in the main area, while various editing options appear on the left. A Zoom slider in the top-right lets the user change the view size of the image, although zooming does not change the file itself. The button on the top left allow the user to save an edited image, revert back to the original image (canceling any changes made), undo changes, or redo changes. RESIZE IMAGES When the Resize function is selected for an image, the height and width of the image (in pixels) is displayed. The user can change the numbers in the height and width boxes to quickly resize an image. If the Constrain Proportions checkbox is checked, the ratio of height to width is maintained, so changing just one of the dimensions automatically changes the other to match the proper ratio. The Apply button changes the image to the new size, while the Reset button returns the image to the starting size. Page 10 of 11
CROP IMAGES When the Crop function is selected for an image, a cropping box surrounds the image. The user clicks and drags one of the small white squares on the cropping box. If the cropping box is pulled inward, the part of the image left out will be removed from the image as a whole. The Apply button changes the image to the new cropped version, while the Reset button returns the image to its original state. FLIP/ROTATE IMAGES When the Flip/Rotate function is selected for an image, four buttons appear at the top of the window. The first button flips the image horizontally (left to right), while the second button flips the image vertically (top to bottom). The next two buttons control image rotation: the third button rotates the image 90 degrees counterclockwise, and the fourth button rotates the image 90 degrees clockwise. The Apply button changes the image to the new cropped version, while the Reset button returns the image to its original state. IMAGE FILTERS In addition to altering the images, a variety of filtering affects. Most of these filtering options are handled via a slider, where sliding the handle to the right increases the level of the chosen filter, and sliding the handle to the left decreases the level of filtering on the image. LEARN MORE For more information or for helpful tips and tricks, please contact your emarketing Advisor. Page 11 of 11