Digital Asset Management
2018 Spring Release

Digital Asset ManagementPermanent link for this heading

The digital asset management provides advanced management capabilities for digital content (Enterprise and higher only; must be enabled by Fabasoft Cloud Support).

Digital Asset Management DashboardPermanent link for this heading

The digital asset management dashboard is your access point to the digital asset management.

When you are added as an app user to a DAM configuration, a dashboard is automatically created and placed on “Home”. If you are removed as an app user, the dashboard is removed, too.

The digital asset management dashboard is divided in following areas:

  • Recently Used Assets
    Shows the assets that have been recently used by you.
  • Asset Shelf Structure
    Shows the top-level asset shelves that are used to manage the assets.
  • All Asset Shelves
    Shows all asset shelves independent of the level.
  • Transfer Collections
    Shows your transfer collections, if at least one transfer collection exists.

You can execute following actions:

  • Create Asset Shelf
    With the “Create Asset Shelf” action you can create new asset shelves.
  • Create Transfer Collection
    With the “Create Transfer Collection” action you can create new transfer collections. Transfer collections are used to collect assets from different folders and shelves and make them available as a public link.
  • Switch to Configuration
    With the “Switch to Configuration” action you can view the configuration that is associated with the dashboard.
  • Settings
    With the “Settings” action you can define common properties of the digital asset management dashboard like the logo or notification setting.

DAM ConfigurationPermanent link for this heading

In the DAM configuration, you can define download formats, categories, user-defined forms, BPMN processes, thesauri, available optional fields, general settings and app users.

DAM configurations can be created in the organization by the organization owner, organization administrator or payment user. The defined DAM administrators can edit the corresponding DAM configurations.

Note: As app administrator, you can use the digital asset management dashboard to access to the corresponding configuration.

Areas

The DAM configuration is divided in following areas:

  • Download Formats
    Shows the available download formats. You can modify the download formats (“Properties” context menu command) or delete them (“Delete” context menu command).
    Note: The “Original Format” cannot be deleted.
  • Asset Shelf Structure
    Shows the top-level asset shelves that are used to manage the assets.
  • All Asset Shelves
    Shows all asset shelves independent of the level.
  • Categories
    The categories defined here can be assigned to digital assets. To make form categories available, the corresponding forms can be copied from the “Forms” area and inserted in the “Categories” area.
  • Forms
    Digital assets can be expanded with user-defined forms. To do so, the corresponding form must be inserted in the “Categories” area and the form category has to be assigned to the digital asset. For more information on user-defined forms, see chapter “Forms”.
  • Processes
    Enables the creation of BPMN processes for processing digital assets within a workflow. For more information on the workflow, see chapter “Workflow”.
  • Thesauri
    Shows the thesauri in which terms for tagging assets can be managed. At least one thesaurus has to be created so that the tagging can be used. The default thesaurus for new terms can be defined in the settings of the DAM configuration. In this way, new terms can be created directly during tagging. If no standard thesaurus is specified, only the predefined terms in the thesauri can be used.

Actions

You can execute following actions:

  • Create Download Format
    With the “Create Download Format” action you can create download formats for images, audios, videos and documents (generic content). Depending on the type, you can specify different parameters. In addition, you can define who is entitled to use the download format.
  • Create Asset Shelf
    With the “Create Asset Shelf” action you can create new shelves.
  • Settings
    With the “Settings” action you can define further configuration settings.
  • Team
    With the “Team” action you can define app administrators who are allowed to edit the configuration. App members are entitled to use the digital asset management. The respective access rights are defined in the DAM shelves.
    Note: Based on the defined users, the consumed licenses are calculated.

Settings

  • Fields for Digital Assets
    Defines which optional fields are to be displayed for assets.
  • Standard Thesaurus for New Terms
    If a standard thesaurus is specified, new terms can be created directly during tagging.
  • Minimum Number of Terms to Be Assigned
    Defines the minimum number of terms that must be defined for an asset.
  • Registering New Digital Assets
    Defines whether the registration dialog is opened when new assets are stored in an asset shelf.
  • Use Licensing
    Defines whether the fields for licensing are displayed. Assets without a valid license can only be downloaded by app administrators.
  • Fields for Licensing
    Defines which fields are displayed for licensing.
  • License Types
    The listed, freely definable terms can be assigned as license types to assets.
    As Scope Note of the term, you can define the license text. This text is taken over as License Text when choosing a license type for the asset. In the Related Terms, you can define usage types, which will be prefilled when selecting a license for an asset.
  • Usage Types
    The listed, freely definable terms can be assigned as usage types to assets.

Download Formats

You can define the following download formats. When downloading, the content is converted according to the selected download format.

Download Format for Audios

  • Output Format
    As output formats MP3, OGG and “Original Format” are available.

Download Format for Images

  • Adjust Image
    • Do Not Adjust
      The image is not changed.
    • Adjust Aspect Ratio and Size
      Aspect Ratio: The image is cut corresponding to the defined aspect ratio. If a maximum size is additionally defined, this is taken into account.
      Maximum Size: Defines the maximum height and width of the image. The image is not distorted but scaled to the desired size.
    • Adjustable at Download
      Image adjustments can be set by the user when downloading.
  • Output Format
    As output formats JPEG, PDF, PNG, TIFF and “Original Format” are available.

Download Format for Documents (general content)

  • Output Format
    As output formats PDF and “Original Format” are available.

Download Format for Videos

  • Resolution
    Defines the resolution to which the video should be converted. Only if the resolution of the video is higher than the specified one, it will be converted.
  • Output Format
    As output formats MP4, OGV, WEBM and “Original Format” are available.

General

  • In addition, the download format “Original Format” is available by default (contents are downloaded unchanged).
  • You can use the Permissions field to specify the users who are offered the download format.
  • Sample download formats are provided, which you can customize or delete as required.

Asset ShelvesPermanent link for this heading

Asset shelves are used to manage the digital content and to define the access rights (“Team” action).

You can store your content directly in the shelf at top-level, or you can define a sub-structure with additional asset shelves or folders (“New” context menu command).

Note: The defined team of an asset shelf only applies to this asset shelf. Contained asset shelves define their own access right context.

External AreasPermanent link for this heading

External areas can be created in asset shelves. The team defined in the parent asset shelf automatically has the corresponding rights in the external area. Users with full control in the asset shelf can extend the team of the external area. In this way, for example, a close collaboration with an external graphic design agency can be realized, which should only have access to the external area.

AssetsPermanent link for this heading

Assets are digital content such as images, documents or videos. If the asset is stored in an asset shelf, you will find the “Digital Asset” tab in the properties of the asset. Which fields are displayed is defined in the DAM configuration.

  • Name
    The name of the asset.
  • Alternative Name
    Defines another name for the asset.
  • Terms
    The terms are used to tag the assets.
  • Description
    The description of the asset as free text.
  • License Type
    Defines the license type of the asset. The available license types are defined in the DAM configuration. A license type may be related to usage types, which will be prefilled when selecting a license.
  • Useable for
    Defines the context in which the asset may be used. The available usage types are defined in the DAM configuration.
  • License Text
    The license text as free text.
  • Copyright
    The copyright of the asset as free text.
  • Right of Use
    The right of use of the asset as free text.
  • Licensed From
    The asset is licensed as of the specified date. Assets with a not yet valid license cannot be downloaded (except by app administrators).
  • Licensed Until
    The asset is licensed up to the specified date. Assets with an expired license cannot be downloaded (except by app administrators).
    Note: If neither Licensed From nor Licensed Until is specified, all use cases can be performed as if the asset has a valid license. If only Licensed From is specified, the asset is licensed from this point in time (without expiration date). If only Licensed Until is specified, the asset is licensed up to this point in time (without start date).
  • Location
    The location of the asset (e.g. the location where the picture was taken).
  • Date
    The date of the asset (e.g. the date when the picture was taken).
  • Creator
    The creator of the asset.
  • Responsible for the Registration
    This field can be evaluated in the registration workflow to determine the user for the registration.
  • Provider
    The provider of the asset.
  • Source
    The source of the asset.

Registering AssetsPermanent link for this heading

Assets that have not yet been assigned to an asset shelf can be registered to an asset shelf. In the course of registration, capturing metadata is possible. To do so, navigate to the desired asset and execute the “Register as Digital Asset” context menu command. Define an asset shelf as target. Metadata that can be extracted from the asset (e.g. Exif) is automatically taken over. The corresponding fields are highlighted in color and can be modified if necessary.

Note:

  • To assign an asset to an asset shelf, you can alternatively cut the asset and insert it into the asset shelf.
  • In the DAM configuration, you can define that the registration dialog is displayed automatically when new assets are added.
  • You can also register several assets or entire folders containing assets at once.
    • The specified values can be applied to all assets (“Apply Values for All Digital Assets” button).
    • The name prefix is added to all asset names.
    • In the Digital Assets field, the values of individual assets can also be changed. If you want to set common values and also change individual assets, always apply the common values first (“Apply Values for All Digital Assets” button) before changing the values of individual assets.

Converting AssetsPermanent link for this heading

You can convert video files to MP4, OGV or WEBM. For audio files, MP3 and OGG are available. To do so, the “Save as <format>” context menu commands are available. The conversion runs in the background and may take longer depending on the size of the source file. The result of the conversion can be found in the properties of the multimedia file, on the “Content” tab in the File in Different Formats field.

Downloading AssetsPermanent link for this heading

When you download an asset, you can select the download format. The formats defined in the DAM configuration, which are suitable for the type of the asset and which are allowed to use, are offered as download formats.

Note:

  • If you select several assets, they are downloaded as ZIP file.
  • If you download a single image, the "Copy to Clipboard" button is also available.
  • If you select a download format for images that allows you to customize the image when you are downloading, you can use the “Edit” button to scale the image and specify an area.
  • If you select different types of assets to download, download formats are offered according to the selected types. Only those assets are downloaded, which can be converted to the selected download format.
  • If videos or audios are not available in the desired download format, an appropriate message is displayed and the conversion is started in the background. After conversion, you can run the download again.

Tagging AssetsPermanent link for this heading

If at least one thesaurus is defined in the DAM configuration, you can define terms on the “General” tab of your assets. Whether you can directly create new terms depends on whether a standard thesaurus for new terms is specified in the DAM configuration.

Public Links to AssetsPermanent link for this heading

When you create a public link to an asset (“Create Public Link” context menu command), you can also define the download format.

Note: When creating a public link to a folder with different types of assets, download formats are offered according to the contained types. Only those assets are included in the public link that can be converted to the selected download format.

Using Transfer CollectionsPermanent link for this heading

Transfer collections are used to collect assets from different folders and shelves and make them available as a public link. Transfer collections are assigned to a single user and cannot be managed together with other users.

Note: Public links must be allowed for the asset shelves.

Create a Transfer Collection

You can use the “Create Transfer Collection” action to create transfer collections. If usage types are defined in the DAM configuration, you can define the required usage types for the transfer collection. Only assets that have all the necessary usage types can be placed in the transfer collection. If licensing is used, the assets must also have a valid license.

Place the desired assets in the transfer collection (e.g. use copy and paste or use the “Add to Transfer Collection” context menu command).

Note:

  • If the asset has already been added to a transfer collection, this is indicated by a checkmark next to the respective transfer collection. Click on the corresponding transfer collection, if you want to remove the asset again.
  • You can also create a new transfer collection using the context menu.

Close a Transfer Collection

After you have placed the assets, you can complete the transfer collection and create a public link using the “Close” action. The transfer collection can still be edited, but closed transfer collections are no longer offered in the context menu of assets.

Note:

  • If public links are disallowed afterwards, the assets of the corresponding shelf are no longer available in the public link of the transfer collection. This is indicated by a status symbol.
  • For closed transfer collections, additional public links can be created (“Manage Public Links” action).