FocusOPEN Administrator Guide

Transcription

1 Revision: 3 Date: 27 February 2013 Contents Overview...4 FocusOPEN Version...4 Target Readership...4 Prerequisites...4 SQL Server Backups...4 A. Branding & Design...5 A.1 What Is a Brand in FocusOPEN?...5 A.2 What If We Only Operate One Brand?...5 A.3 What Is a Master Brand?...5 A.4 Applying Your Brand...5 A.4.1. File System Brand UI Pack Access...9 A.5 Brand URLs and Domain Names...10 B. Companies...11 B.1 The Difference between Brands & Companies...11 B.2 Setting Up Companies...11 C. Groups, Users & IP Addresses...13 C.1 Groups...13 C.1.1 Primary Groups...13 C.1.2 Managing Groups...13 C.2 Managing Users...15 C.2.1 Adding Users...15 C.2.1 User Roles...17 C.2.3 Editing Users...18 C.2.4 Emulate User...19 C.2.5 Enabling Engineer User...19 C.2.6 Forgotten Passwords...19 C.3 IP Addresses...19 C.3.1 Internal User Access Control...19 C.3.2 Guest Account Access...20 D. Metadata...21 D.1 Types Of Metadata...21 D.1.1 Filters & Tags...21 D System Metadata...21 D Text Field Metadata...21 D Text Area Field Metadata...21 D Select metadata...21 D Special Metadata...21 D.1.3 Filters...22 D.1.4 Categories...22 D.2 Metadata Management Facilities...23 D.3 Configure Metadata...23 FocusOPEN Software All Rights Reserved

2 D.3 Managing Categories...26 D.3.1 Taxonomy Upload...28 D.4 Manage Metadata Values...28 D.4.1 Metadata Catalogue Selection Options...30 D.4.2. Checkbox Select Metadata Options...30 D.4.3 Radio Buttons...31 D.4.4 Combo Box...31 D.4.5 Preset Text Area...32 D.4.6 Drop Down Menu...33 D.4.7 Taxonomy Upload/Download...33 D.5 Filter Management...33 D.5.1 Configure Metadata Search Filters...34 D Basic Search...36 D Filter Control Mark-up...37 D.5.2 Configure Admin Search Filters...37 E. Assets...39 E.1 Uploading...39 E.1.1 Single File Upload...39 E.1.2 Batch File Upload...41 E.1.3 File System Ingestion...41 E.1.4 Extended Upload Options...41 E.2 Cataloguing Assets...42 E.2.1 Catalogue Step E.2.2 Catalogue Assets Step E Categories...45 E Title...46 E Short Description...46 E Copyright & Usage Restrictions...46 E Permissions...46 E Watermark...47 E Group Permissions...47 E No restrictions...48 E Approval required...48 E Hidden...48 E Attachments...48 E Linked Assets...48 E Contact E Publish Date & Expiry Date...49 E Publish Options...49 E Validation...50 E.2.3 Extended Asset Options...50 E Version Controls...50 E Replace Asset File...51 E Change Preview Settings E Delete asset...53 E Audit log...53 E Reload metadata...53 E Get API Asset Editing Template...53 E.2.4 View Asset List...53 Page 2

3 E Batch Actions...55 E Modify Metadata (Batch Modify)...56 E Asset Actions...57 E.2.5 Batch Import...58 E Preparing To Import...58 E Source Asset Files...58 E Asset metadata...59 E Metadata Conventions...60 E Specify File...60 E Specify Delimiters...60 E Specify Field & Validation Options...61 E Specify Field Mapping Options...64 E Text metadata...65 E Select & Category metadata...65 E Date metadata...66 E Contact E Download Restrictions...67 E Add/remove and other controls...67 E Specify Defaults...68 E Test Import...69 E Complete Import...70 F. Workflow...72 F.1 Basic Workflow Concepts...72 F.2 Workflow Design...72 F.3. Upload User Workflow Eligibility...73 F.4. Personal Workspaces...73 F.5. Adding A Workflow...73 F.6 Upload Workflow...76 F.6.1. Upload Approval Process...77 F.7. Download Workflow...78 F.7.1 Approving & Rejecting Requests...79 G. Media Types & Asset Processing G.1 Identifying What FocusOPEN Can and Cannot Process...80 G.3.2 Adding Non-Processing File Types...81 G.4. Adjusting Media Types...81 H. Restricted Asset Orders...84 H.1 Initiating Restricted Download...84 H.2 Order Approval Workflow...85 I. Home Page Management...88 I.1 Home Page Management Basics...88 I.2 Custom HTML...89 I.3. Bumper Page...89 I.4 Previewing & Publishing Home Pages...89 Page 3

4 Overview The Setup & Administration Guide explains how to adapt and customise the standard FocusOPEN deployment to suit the specific needs of your organisation. FocusOPEN Version This documentation applies to FocusOPEN version and above. Target Readership This guide is aimed at staff who will assume responsibility for managing an instance of FocusOPEN within their organisation on a day-to-day basis. Most of the options require no technical knowledge, but some options might require a systems administrator (or other IT staff) to make changes to the FocusOPEN configuration. Prerequisites You must have an operational edition of FocusOPEN that you are able to login to. See the FocusOPEN Deployment Guide if you need information on installing FocusOPEN. You must also have a working super administrator account. Those involved in systems administration should add the engineer role as described here: It is recommended that before you commence setting up FocusOPEN you have deployed either a staging (test) or production (live) instance that is assigned to a dedicated site with a domain name or DNS entry that you can browse from another computer rather than the server itself. SQL Server Backups During the configuration process, we recommend you make frequent SQL Server database backups after each key element is set up so it is possible to revert any changes made more quickly than having to manually un-pick them. Page 4

5 A. Branding & Design Having deployed FocusOPEN, there are a series of decisions and stages required to ensure the system is set up in a manner that will be effective for your organisation. FocusOPEN is designed to support multiple brands within from single deployed instance and also to allow each brand to look and feel different to other brands (if required). You can make any of the following changes on a per-brand basis: Rename the system to something other than FocusOPEN Change the URL (domain name) of the system Change the logo, colours, look and feel Swap copyright messages, terms and conditions, privacy policies and login messages Change the default settings. Commercial users also have an option to remove the 'Powered By FocusOPEN' logo and attribution links. All the above can be applied for each brand you want to host with FocusOPEN. All metadata, users, reporting and other features are linked to brands. An advanced branding guide is available for download by Commercial edition users or via a separate branding guide that can be purchased from the help and support section on the digitalassetmanager.com website. A.1 What Is a Brand in FocusOPEN? In FocusOPEN a 'brand' is an identifier that refers to a unique group of users and assets. It is possible to have an unlimited number of brands and to link each of them to their own product name, domain name and other copyright messages. FocusOPEN has been designed to fully segregate one brand from another so it is possible to host the assets for multiple companies or groups within one instance of the system and not have them aware of each other's existence. A.2 What If We Only Operate One Brand? If your organisation has just one brand, FocusOPEN will hide any options for multiple brands automatically and just use the master brand, but you still retain the same controls over a single brand described above. When first setting up the system, even if you do operate multiple brands, we recommend starting with just one then applying the settings for the others afterwards. A.3 What Is a Master Brand? The master brand is the first brand and the one all settings are derived from. When new brands are created, they inherit from the master brand. A.4 Applying Your Brand Follow the steps below to set up your brand. Page 5

6 1. Open your web browser and navigate to the location (URL) where FocusOPEN is currently deployed. 2. Login to FocusOPEN with a Super Administrator account. 3. After logging in, you will be in the Catalogue. This area is for end users where they search for, download and organise assets they wish to use. 4. Choose 'Admin' from the main menu: 5. You are now in the administrator area. The administrator area is for uploading assets, managing users, controlling system settings and getting reports. Not all users will have access to the admin system and those that do, may not have access to all features. The permissions available is described later in this document. 6. Click the Content menu and choose Manage Brands: Page 6

7 7. You will now be shown a list of brands that have already been set up. There should be just one: "FocusOPEN". This will also be the master brand. 8. Click "FocusOPEN" to access the brand settings: 9. Each of the settings is described below: Full brand name This is the name that will get displayed for most assets and users Page 7

8 Short brand name Application name Organisation name Website URL Allow brand selection during registration UI file pack Watermark Disable 'Powered by FocusOPEN' footer Enable direct download of assets Category node options Permission Group (singular) Filters open by default Categories open by default Group Administrator title Login page Default usage restrictions My account Admin copy it would normally be something like a subsidiary name. An alternative used as an identifier for some users The name for your DAM system note this is different to your company name. The name of the parent company, this is displayed on the copyright notice and other legal areas. The URL for the brand. See the technical notes below about domain names and URLs. If you enable users to register via a public area (see later) then if you check this option, they can choose which brand they wish to register under. If you provide FocusOPEN for clients and do not want them to be able to see who else the system is provided for, uncheck this option. See below, this contains the CSS, images, Help files and icons for this brand. If a UI file pack is not specified, it will inherit the default from the master brand. This is the PNG file that will get embossed on to images or videos if the user asks for a watermark. As with brands, if this is left empty, it will inherit from the master brand. Only available to Commercial edition users, this will suppress the logo and attribution links. If this option is checked, any assets that do not have access restrictions can be downloaded by users. In general, this should remain checked as you can still protect specific assets from download if you need to, otherwise, users are required to add them to their cart first. This determines how to display nested node metadata such as categories and hierarchical metadata. If you have many entries, this can become excessive for users. Collapse subnodes will reduce them all to the [+] rolled up state. You can also choose an amount of sub-nodes to trigger the autocollapse state (if greater than a given amount). This allows you to change the name of Groups in the system to some other term such as 'Department' or 'Business Unit' etc. Controls if the search filters are displayed open when the user logs in. The same but for folder metadata categories Applies to the user with Group Administrator role and allows you to change the name to something more appropriate, e.g. 'Department Administrator' The copy that appears above and below the login fields on the login page. This is the standard copyright notice that appears with each asset. Note you can change this for every asset, this will be the standard boilerplate copy that appears if asset suppliers do not change it. The copy that appears in the My Account area to users. The copy shown to admin users when they access this area. Page 8

9 Terms and conditions Privacy Policy These are shown across the system and appear when the user click the Terms & Conditions. You are advised to contact your legal department to request what should be inserted into this area. If you have a privacy policy in addition to terms and conditions then it may be inserted here. 10. The UI Pack is a zip file containing all the resources for the current brand. This includes: CSS files Images (including logos) Help files Custom home pages Tabs.config (controls the tab settings) To alter the look and feel, you will require either some basic web design and CSS skills or a web designer who can assist you to modify them. See the branding guide referred to above for more details on this. The CSS files can be quickly edited inline via the edit link. The appendix details some advanced configuration settings that can assist your designers to modify the look and feel for each brand. The tabs.config file can be used to control the appearance and link targets for the persistent tabs. By default, the UI Pack and Watermark will use the master brand, so if you would prefer to apply a design later, just leave these options empty. 11. Once you have set the details for your brand, click save to return to the brand list. 12. If you have added brands rather than just changed them, you should log out and login again to apply them. A.4.1. File System Brand UI Pack Access In many cases, it is easier for designers and developers to work directly on the files (i.e. in the file system). The files are contained within: ~/webroot/brand/brand_[x] where [x] is the ID of each brand. Within each brand master folder are the following folders: Consult the branding guide for more details on each of these files Page 9

10 System administrators may wish to provide file system level access (via FTP or SFTP if the FocusOPEN server is remotely hosted) to enable designers and client-side developers to modify these folders directly. A.5 Brand URLs and Domain Names This information is for technicians and engineers. Every brand must have a unique URL including a Fully Qualified Domain Name (FQDN). The URL is used pre-login to determine what brands the user has access to. If you operate a multi-brand organisation (or you host a library for multiple groups of end users such as your clients) this allows each group to have their own view upon the data in the system. The process of setting up separate URLs for each brand depends on whether you require a unique domain. If you require sub-domains or domains such as: x.example.com y.example.com z.example.com anotherexample.com etc. As well as adding each URL into the brand settings (described above) you must also make some changes in the web server to add host headers that will respond to the domain name: You must also make the required DNS changes to point A or CNAME records at your web server so they will respond. CNAME records are recommended if the domain is outside your control (e.g. the subdomain of a client) as this allows you to change the IP address of the server yourself. Page 10

11 B. Companies The next stage is to set up the Companies that will use FocusOPEN. B.1 The Difference between Brands & Companies As described in the previous section, Brands are identifiers used to link groups of companies, users and assets together and to allow them to be fully segregated. Companies are associated with Brands and it is possible to have many Companies associated with a Brand (e.g. your Company, suppliers, clients and other partners). Companies can also be linked with multiple brands, but they must always be associated with at least one. In essence, Companies are an access control method for either allocating users to a brand and deciding whether they are internal users or external. Internal users are normally able to self-register without requiring permission from an administrator (albeit as a Normal User only). Whereas External users need to have their accounts approved first. B.2 Setting Up Companies Assuming you have defined your required brands, follow these steps: 1. Login to FocusOPEN with a Super Administrator account. 2. Click the Admin menu link and select the User menu, then 'Manage Companies' 3. You will now be shown a page like the following where you can add, edit and remove companies: Page 11

12 4. To adjust the default company, click the edit link next to Example. You can change the company name, the brand associations (if more than one), the domain and whether the company is internal or external. Below each of these terms is defined: Company Name Brands Domain Internal Enable registration The name of the company. The brands this company is permitted to work with. If you are setting up suppliers or subsidiaries, take care to only assign companies to those brands you want them to work with. This is a crucial element of determining what Company a user belongs to. Decides the user's internal or external status. Internal users have less restrictive accounts than external users (see the Users section later for more details). If public registration is enabled, this allows users to choose this company when registering. You may wish to enable access for some companies, but not permit their users to register. 5. Amend the default to your own company to begin with and then add any others you may work with. Click the update link to apply a Company. Page 12

13 C. Groups, Users & IP Addresses Once your brands and companies are created, you need to control the Groups and Users who will have access. You can also set IP address access options including those for Guest Accounts if this features is enabled. C.1 Groups Within a Brand, Groups are a method of determining the level of access Users have to assets. The technique for changing access provisions is discussed in the Asset section later in this document. You can consider Groups as being sub-divisions of the same organisation. Using the Brand settings, it is possible to change the term 'Group' for an alternative such as Department or Business Unit which may help your understanding when assigning access. C.1.1 Primary Groups All Users and Assets have a setting called 'Primary Group'. This determines what the 'home' or main Group association is. This is important for the workflow features discussed elsewhere in this guide. All users must be assigned to at least one Primary Group which would normally correspond to the department they belong to. C.1.2 Managing Groups To change Groups, there is an option for Super Administrators on the Users menu: This will show a taxonomy/folder view where Groups can be managed. This will look similar to the following: Page 13

14 To modify a Group, click on the name and change the details on the right hand side. The meaning of the options is as follows: Label Function Group Name Ref Synonyms Show No Restrictions option for assets in this Group** Show Approval Required option for assets in this Group** Show Hidden option for Name of the Group as it appears to users An external reference number* Alternative names for each Group Checked by default. This is used when cataloguing assets and if unchecked prevents users from assigning 'No Restrictions' permissions to assets for this Group. As above, except provides the option to suppress the approval required option for the chosen group. The same, except prevents the hidden attribute for this Group. assets in this Group** User cannot select this node In some circumstances, a parent Group might be used to refer to a collection of sub-groups (e.g. "Marketing" and then sub-groups such as "Corporate Communications", "Graphics" etc). You can use this option to signify a 'Container' group but prevent users from choosing it. [Asset Primary Group associations] [User Group associations] The hyperlink will show you which assets have this Group as their Primary Group. This is mostly used if you either need to delete a Group or want to quickly find what assets a Group has. These all use the Primary Group relationship. The same as Assets, except for users. * If you have an existing taxonomy or reference system, you can use this to link FocusOPEN records to it. ** Each of these options will only become clear once you have catalogued assets and acquired some familiarity with the system. Initially, we recommend you do not change them. Page 14

15 The method of presentation for this area is similar to other metadata features in use throughout FocusOPEN. The directional buttons can be used to move Groups around the taxonomy and the folder choices can be dragged and dropped also. C.2 Managing Users To access the User manager, go to Admin, select Users and Manage User: The list of users will then be shown. Users can be filtered using the Group option and you can also elect to show only those users who have a Primary Group association with the selected Group. Expired and suspended account allows the list to be filtered to show only those who do not have access to FocusOPEN any longer. C.2.1 Adding Users Click on a user name or click Add a new user to create a new account: The user editor will then be displayed: Page 15

16 Field First Name Surname Password Confirm password No Welcome Staff User Company Country Contact Phone No. Mobile Explanation The user's first name The last or second name of the user Their address A default password, if you leave this blank, the system will generate one automatically If you specify a password, you must re-enter it again to confirm This will not issue the user with a notification to inform them that their account has been opened. This determines whether the user is internal or external. A list of matching companies. The user's country The telephone number of the user The user's mobile (cell) phone number Page 16

17 Permissions Group Primary Group Approver Workflow Notify after publish Account Suspended User can delete their own assets Account never expires Password never expires Home use permitted The use's role (see explanation below) This shows a hierarchy with all available Groups. Check the ones the user is a member of. This must be one of the ones checked (it will be selected automatically if not already). This is used extensively in workflow and permissions. If the user is responsible for deciding whether assets are restricted or not, they will get s asking them to approve usage requests. These can be delegated to another super administrator user with this option (e.g. if the user is on holiday for a period of time). Decides whether the user's uploads are subject to workflow before being released. This subject is discussed later in this guide. When setting up the system for the first time, we recommend you leave workflow disabled. If checked, when this user publishes an asset, Super Administrators will be notified by . This can be used as simplified alternative to workflow. This only applies if the user is at least an Upload User. Blocks the user from logging in. In general, it is preferable to suspend users rather than deleting them in case you need to gain access to their details later. If the user is an Upload User or Group Administrator, this allows the administrator to prevent them from being able to delete their own assets. Upload Users cannot normally delete other user's assets. If this is unchecked, the user's account will be deactivated if they do not login for 90 days and they will receive an with a link which they must click to re-activate. The account expiry date can be changed in the application configuration, more details are provided in the deployment guide. By default, all passwords expire after 30 days. If this is checked, the password does not expire. This is only used if IP address restrictions are in place and allows internal users to login from an IP address which is not specified in the approved list. External users are not subject to these restrictions and can login from any address. Once you add a new user, depending on whether you specified it or not, they will receive a welcome with a password. C.2.1 User Roles There are six different types of user. The list below explains the privileges available to each: Role Normal user Upload user Group Administrator Brand Administrator Super Administrator Engineer Privileges Can login, search and download Normal user rights plus upload assets Can manage assets or users within a given Group. Can manage all users and assets within a given brand Has full control over all users and assets Has Super Admin rights plus diagnostic tools (in the admin area) Page 17

18 C.2.3 Editing Users The options for editing existing users are largely the same as for adding them. Some additional features are the status panel: Feature Status Date registered Last logged in Password expires Account expires API Token Description Shows whether the user's account is approved, pending approval, suspended or expired. Date the user first registered or had their account added. When they logged in. When their password will expire (determined by config settings) When their account expires and they need to self-renew it or have the account re-approved by an administrator. This is the User API Token and is used to generate an API Session Token which is required for all API operations. This is a technical feature and is used to allow API functions to impersonate a designated user account*. See the API documentation for more: The user action options are also present: Feature View audit trail Save user Delete user Cancel Emulate user Description This takes the user to the audit trail so the administrator can review all of their activity. Saves the user record. Removes the user record* Abandon any changes made without saving. Allows the user to impersonate another account without logging in as them, see below. Page 18

19 * We recommend that user accounts are suspended rather than deleted. FocusOPEN preserves all user statistics after a deletion but it can sometimes be more difficult to track what a given user did after they have been deleted. By suspending them only, you are able to return to their account later without loss of detail about their activity while active. C.2.4 Emulate User This option is available to Super Administrators only. If this is clicked, the Super Admin user can assume the identity of another user. This is helpful for dealing with support problems or to check whether an asset can be visible to a given user. C.2.5 Enabling Engineer User This can only be enabled by editing the IsEngineer Boolean field for the required user in the User table of the SQL Server database. See this article for more: C.2.6 Forgotten Passwords FocusOPEN one-way hashes (encrypts) all passwords when stored in the database. This means that the password is not recoverable from the database and is for security reasons to prevent passwords becoming exposed if the system becomes compromised. Instead of their original password, FocusOPEN will re-issue an alternative random password instead. C.3 IP Addresses IP addresses can impact two separate functional areas in FocusOPEN: Internal user login Guest account access Neither of these functions affect (or are direct impacted by) any IIS settings on access by IP address. If you simply want to allow/deny all access based on IP address then you are advised to manage that using IIS and/or your firewall or router. The IP address functions in FocusOPEN enable decisions to be delegated to an application level rather than a generic set of rules. C.3.1 Internal User Access Control For internal user login to be restricted by IP address, you must enable the config setting: IpAddressRestrictionEnabled to true. If this is set then the warning notice will not be shown on the IP address management page. Page 19

20 C.3.2 Guest Account Access A Guest account can be defined in the config settings of FocusOPEN and allows end users to gain access without logging in. Guest accounts can be enabled via config also. If the Guest access is active for a given IP address, the level can also be changed: Page 20

21 D. Metadata Before uploading assets, you need to define the metadata that users will be allowed to choose from. D.1 Types Of Metadata In FocusOPEN, there are two major types of metadata: tags or filters and categories. D.1.1 Filters & Tags It is possible to have many filters/tag fields associated with each asset, by default you can define 50 (this can be increased via config settings also). These are fields that users fill out when cataloguing assets and define the breadth of metadata that can be chosen for each asset. Tags are sub-divided into 5 major types: 1. System metadata 2. Text field metadata 3. Text area field metadata 4. Select metadata 5. Special metadata D System Metadata This is generated by the system usually automatically and includes fields such as filename. D Text Field Metadata This is single lines of text (shorter metadata) D Text Area Field Metadata Longer items of narrative text. D Select metadata This is any item of metadata where the input is controlled by a selection device rather than free text (although in the case of preset fields that is still permitted also). Select metadata can be one of: Checkboxes Radio buttons Drop-down menu Multi-item select ('Combo box') Preset The preset field is a special case and defines some text that is used as a default which users may edit. D Special Metadata There are some further generic types of metadata that do not fall into any of the above distinctions, these include: Categories (discussed below) Page 21

22 Access permissions Watermarks checkboxes Copyright & Usage Attached files Linked assets Publication Date Expiry Date Date Produced D.1.3 Filters Filters can be employed in the search interface to give users some advanced tools in the catalogue. They can also be used in the admin filter area also from Assets / View Asset List. As described later, filters can be disabled if required also. D.1.4 Categories Categories are analogous to folders. They are defined using a generic system that uses a taxonomy to specify the relationship between categories. Page 22

23 D.2 Metadata Management Facilities There are five main metadata management facilities: Configure Metadata Categories Metadata Values Metadata Filters Admin Metadata Filters D.3 Configure Metadata This option allows you to define what metadata is available for users to choose, the labels used, default tool tips and whether filters/categories are disabled. You access this via the Utilities menu: Page 23

24 If you operate multiple brands, you will need to choose which brand to configure since individual brands can have their own independent metadata settings. If you have one brand (and when you choose one if you have multiple) you should get this page: Page 24

25 Each row is as follows: Name Generate CSV template for active Catalogue fields Generate CSV template for all fields Catalogue/Detail Field Type Catalogue Display in Asset Detail Required Explanation This is used with the batch import feature and will produce a file that can be used batch load CSV data. The file uses the identifiers for each field (described below) which makes importing easier to set up. As above except this generates a template that includes every single field. This radio button allows the user to switch between modifying the catalogue fields (the ones the user edits) and the asset detail fields (those that appear on the pop-up asset detail page). Fields must be selected for Cataloguing to allow them to be used on the Detail page. The field the user sees when cataloguing or viewing an asset. Click (rename) to change the name of the field. What kind of field it is. Include in the metadata the user must complete for each asset Determines whether the field is shown in the asset detail pop-up window. Catalogue must be chosen for this to be active. If Catalogue is checked, the field is required. Each field has cross symbol next to it: This can be used to drag and drop the field to the required position. If the administrator clicks the [+] symbol next to an asset, they are shown additional fields: Page 25

26 Name Identifier Additional copy Tooltip The field name as it appears to end users This is the code name for the field and is used for imports and configuration. Any text to appear next to an asset. The link title (tooltip) that appears when the user rolls over the field during cataloguing Not all fields can be deleted (the delete link is missing) if they are part of the original FocusOPEN 'built in' fields these are retained for compatibility with legacy editions. They can be suppressed by disabling from cataloguing, however. At the bottom of the page are three further options: Add new field allows a new field to be created. The options are: Text field Text area Select The meaning of these is described in section D.1.1. If Select fields are added, these can be managed using the metadata managers. Hide filter search suppresses the filter option that appears in the main asset catalogue. If you have simple metadata requirements and do not use many of the drop-down options, this can be turned off by default. Hide category search suppresses the taxonomy browse folders. If you do not use categories, you can switch these off here. D.3 Managing Categories Categories are the taxonomy/folder view shown to the user when they click browse or show categories: Page 26

27 To edit categories, go to the admin area, choose the content menu and pick the manage categories sub-menu: You will then see the Categories manager: Page 27

28 To add a category, click the category you wish to add it to and click Add New: In the category editor, you can enter: The name of the category An external reference (e.g. if you have an existing classification system for categories) Category message this is displayed to users in the Catalogue when they click on a category. Synonyms alternative terms for the category that can be used in searches. You must have one root category at all times. Also, you cannot delete a category if it contains assets (although the system will redirect you to the asset list to enable you to reassign assets). You can drag and drop Categories to move their position in the hierarchy and use the directional buttons to change position. D.3.1 Taxonomy Upload Instead of manually entering Category values, it is possible to upload a CSV or XML file as well as download the taxonomy in the same formats and choose the export/import node. The external reference or database ID can be used to refer to new/updated values. Often the easiest method to modify the Category taxonomy is to download the existing one and amend that. D.4 Manage Metadata Values This option enables you to alter the filtered metadata which is used when cataloguing assets and the filter view. Page 28

29 Once selected, you will be shown a list of Metadata which was enabled during the Metadata Configuration stage: Click on one of the Metadata elements to edit it: The view is similar to the Category Manager. Metadata are indexed values (tags) which you can apply to assets. The Metadata entered here is used to provide the values for any filtered Metadata you wish to provide. Metadata Value is the name of the metadata Page 29

30 External reference is used to cross reference any existing classification scheme you may use Synonyms are alternative terms for the main term entered in Metadata Value. User cannot select node allow 'container' nodes to be defined (e.g. 'header nodes' that are designed to give information to the user). D.4.1 Metadata Catalogue Selection Options If this option is clicked, it will reveal choices about how metadata input selections are shown to upload users: Any of the following types can be chosen: Checkbox Drop-down menu Combo box Radio Preset Each of these can be previewed with the preview button also and must be saved to retain the selections. D.4.2. Checkbox Select Metadata Options If checkbox is chosen, the options are as shown above and as follows: Linear presentation: causes the checkbox to be displayed in a straight line: Page 30

31 If the Linear option is enabled, two options to order by row or column are shown along with the number of rows or columns: Sort alphanumerically or as designed: this determines whether the metadata is automatically sorted or output as shown in the hierarchy Allow multiple selections is on by default for checkboxes Expand/collapse nodes this is similar to the brand settings and allows the user to control how multiple sub-nodes are displayed and to auto-collapse above a given threshold. Always hide root node causes the default node to be suppressed. This is mainly used when a series of checkboxes should be a single row/column. D.4.3 Radio Buttons The options for Radio buttons are similar to checkboxes. The main difference is that radios are single select (mutually exclusive) rather than multi-select. D.4.4 Combo Box The Combo Box Select field choice is similar to checkboxes but modifies some behaviour: Page 31

32 The main difference is the presentation and the selection depth which controls how many rows are visible: D.4.5 Preset Text Area This option allows end users to choose a preset value and then modify it for a single asset metadata instance only. It would typically be used where are pre-determined list of values must be supplied, but the user needs to change them on an asset by asset basis. The following shows the presentation of the preset control: Page 32

33 D.4.6 Drop Down Menu This is one of the more basic Select controls and allows users to choose from a simple drop down menu of options. D.4.7 Taxonomy Upload/Download As with Categories, it is possible to download and upload larger sets of metadata into this hierarchy to avoid the need to manually key it all in. This can be useful for legacy data where there are hundreds of values. D.5 Filter Management There are two filtering configuration interfaces: metadata search filters and configure admin filters. These enable you to control what a user can access when they either use the 'show filters' option: or from 'View Asset List' in the Admin area Page 33

34 D.5.1 Configure Metadata Search Filters The metadata search configuration area is accessed from the Utilities menu: If you have multiple brands, you will be required to choose one to configure. You should then see this page: Page 34

35 This is a representation of the search filters that end users see and enables administrators to design the filter configuration by choosing the fields that go into it. You can also remove some of the generic filters like file size, date etc. Each filter has a drop-down menu where you can choose one of the Select metadata elements you configured previously: If you click the radio button next to each filter, you can modify the filter display options below: In the lower area shown, there are two choices: Page 35

36 A single field selection Multi-line selection If you choose the single field selection, the end user will see a drop-down menu for this filter. Will look like: If you choose multi-line, the end user will see a multi-line selection filter: Will look like: It is possible to define a multi-line filter with up to 10 rows. Once you have set your filter options, click 'Test Changes' to review what you will get before you apply the changes. Then click 'make live' to apply them to the user catalogue. D Basic Search Even if filters are disabled, the basic search always includes one filter (normally set to asset type). From this menu, you can choose what type of Select metadata appears for the basic filter. Page 36

37 D Filter Control Mark-up To enable further fine-tuning of the filter controls and modify CSS styles etc, you can open the filter control mark-up and modify how this is displayed. Note: this requires some basic knowledge of CSS and HTML: The reset to default button will restore any changes you made to the default state. D.5.2 Configure Admin Search Filters This option allows the admin user to configure filters that are used from the 'View Asset List' area. This is used extensively by Upload Users and above: The full functionality of this area is described later in this document. You can use the Admin Search filter configuration to control the visibility of some Select metadata filters: Page 37

38 This will then show a page like the following: Activated Select fields (those chosen for cataloguing) should be shown. Some options such as Asset Type and Publication Status cannot be removed. Save the Admin filters to apply them to the view asset list admin search feature. Page 38

39 E. Assets Having set up your Brands, Companies, Users and Metadata, you are ready to start uploading and cataloguing some assets. Note: you may want to define workflow processes for uploading assets (as well as restricted downloads). We recommend that you familiarise yourself with the asset cataloguing process before progressing to defining workflow as it will assist your understanding of any of the concepts involved. E.1 Uploading There are five different ways to introduce assets to the system: Single File Uploads Batched File Uploads File system ingestion Watched folders File system and API calls The first two methods can be carried out from any web browser that can connect to FocusOPEN, the last requires the assets to be on a server that can be accessed by FocusOPEN via the Windows file system. E.1.1 Single File Upload This is the simplest way to upload an asset. In the Admin area, click 'Upload asset' to upload an asset to the system: You will then see a screen like this: Page 39

40 We will cover the extended options later, for now, just find an image (e.g. a JPEG) and click browse to specify it for uploading then click upload. Once uploading commences, you will see a progress bar: Once uploaded, the page will refresh and should show this: If the asset uploaded was a duplicate of one which already exists, you will get a warning. Upload users are not permitted to upload duplicates. Once the asset is uploaded, the FocusOPEN Asset Processing Server (APS) will be notified and will attempt to create a preview and thumbnail for the chosen asset. The asset is now ready for cataloguing. Before we proceed, we will discuss the other upload methods. Page 40

41 E.1.2 Batch File Upload Batch File Uploads enable multiple files to be uploaded to the server at once in a zip file. The process is the same as single file uploads, except the assets need to be zipped first. E.1.3 File System Ingestion This option allows assets to be ingested from a file system which can be accessed by the web server where FocusOPEN is hosted (e.g. when hosting internally or integrating with another system which deposits files for use with FocusOPEN). To enable this, see the FocusOPEN deployment guide. The AssetSourcePaths.config file needs to be changed to include a list of paths which the user can choose from. Assuming this has been set up, choose the [+] show extended upload options: The Asset file source path enables the user to pick a location on the file server and either move or copy files from it into FocusOPEN: E.1.4 Extended Upload Options The extended upload options include a range of capabilities to allow you to alter the default upload behaviour: Page 41

42 Option Target Category Asset Type Not a batch (preserve zip) Do not submit assets for preview processing Asset file source Automatically generate categories me when video previews have processed Map embedded metadata Purpose Only shown if categories are enabled for the current brand. This will automatically add assets into a given category. By default, FocusOPEN will use the extension of the file to determine what type to assign it to (e.g..jpg will be associated with Images). The asset type can be forced if required, so an asset is assigned to a different type instead. Sometimes you may want to upload a zip which is not a batch of assets. Use this option to preserve the zip file. This allows assets to be uploaded without processing them automatically into previews. See previous section. If a zip is uploaded with sub-folders, or when ingesting from the file system, this option will automatically create categories that mirror the file system or zip structure. Video previews can take some time to process, this option will send the user an notification when this is complete. This enables embedded metadata contained in file (especially images) to be mapped to FocusOPEN fields using the identifiers you have set up for them. More details on this are provided in the deployment guide, you may also wish to consult this forum posting: E.2 Cataloguing Assets Cataloguing assets is a two stage process involving selecting assets to catalogue and then carrying out the cataloguing operations. You can catalogue directly after uploading an asset using the link FocusOPEN shows postupload: If you uploaded in a previous session, you can also access the Catalogue Step 1 area directly: Page 42

43 The View Asset List area allows direct access to Catalogue Step 2 (this is described later). E.2.1 Catalogue Step 1 Choose Catalogue Assets from the Asset Menu. You should now see a screen like this: This area enables you to choose the assets you wish to Catalogue. You can filter the available assets by media type, preview the asset thumbnail or even delete an asset if you have uploaded one you do not require. Template cataloguing enables you to catalogue multiple asset s by using another asset as the default (or template) for all the rest. To use template cataloguing, you must Control (CTRL or Option on a Mac) or Shift click the required assets you require. Next choose either: Use first as a template Use another as a template The first option will use the first asset catalogued as a template for all others. The second will allow you to pick another asset and use that instead. Once you click catalogue selected, the Catalogue Step 2 page will be shown. Page 43

44 E.2.2 Catalogue Assets Step 2 When you choose to catalogue the asset, Catalogue Step 2 will be shown. There are many different options for cataloguing assets, not all of which will be used. The top section shows a preview of the asset and some default information about the asset. Some of the metadata selections you made earlier will determine how much is now shown in the remainder. The versioning controls and links shown under the preview will be described later. The following section will depend on what metadata you enabled. This is where you enter most of the core tagging information about assets: Page 44

45 Note: many of the metadata fields shown will be different for your edition. Below we describe the generic items that are usually always present. E Categories If categories were not disabled for the current brand, the categories section allows you to allocate assets to one or more: The Primary Category section determines the 'breacrumb' that appears across the top of the asset detail (pop-up) when users click on it: Page 45

46 All assets must have at least one Primary Category. E Title The title field is used in list view (and view asset list in the admin area). It defaults to the filename of the asset (minus the extension). E Short Description Short description allows you to enter a brief description of the asset. This appears when the user rolls over it: E Copyright & Usage Restrictions The Copyright & Usage Restrictions area enables details of the asset's intellectual property to be specified: E Permissions The permissions fields allows the user to change the permissions of an asset. Page 46

47 E Watermark Watermark preview will apply a watermark to the asset preview to prevent it being used for production purposes (this applies to video also). The watermark is a PNG file and can be specified uniquely for each different brand. E Group Permissions The bank of radio buttons that follows correspond to each Group you set up earlier. Subgroups are usually collapsed: They can be expanded or left collapsed to apply the settings described below to all subgroups. The 'All Groups' row at the top allow you to quickly change settings for everything: Before: After Page 47

48 For each Group, it is possible to specify: No Restrictions (N) Approval Required (A) Hidden (H) E No restrictions Users in this Group can download without requiring approval E Approval required Users in this Group need to request approval first before they can download the asset (this is covered later in the workflow section). Asset thumbnails will look like this if approval is required: Approval required means non-admin users have to place the asset into their cart and specify a reason why they want to use the asset. E Hidden Users in this Group will not see the asset if it is set to Hidden. E Attachments The attachments area allows files such as Word or PDF documents (e.g. licences or usage guidelines) to be added. Attachments can be restricted also: E Linked Assets Linked assets allows one asset to be automatically linked to another. Enter the asset ID to connect the two together: Page 48

49 E Contact Contact assigns an asset to a specific individual (who must be registered on the system): Decisions about whether to approve or reject an asset are sent to the asset contact to approve. E Publish Date & Expiry Date This set of fields determine when an asset is published to the system or is removed from the catalogue: If the publication date is set in the future, the asset can be catalogued but it will not be shown until the date specified. If Asset Expires is set to 'Yes' then the Expiry Date is activated. On the asset expiry date, the asset ceases to be accessible via the catalogue (but it can still be accessed via the admin area see the next View Asset List section). E Publish Options What is shown in this area depends on whether you have workflow enabled for your account. For a default super administrator account, the options should look like this: Publish to My Workspace is the default and keeps the asset for access only by the Upload User, their Group Administrator, the Brand and Super Administrators. General users cannot gain access. In the user's Personal Workspace, they can invite others to review the asset and comment upon it. This functional area is discussed in the workflow section later in this document. Submit to Worfklow. This is optional for Super and Brand Administrators but if the user is subject to workflow (as defined on their user profile) this will be the only other option available to them. Once saved, this will initiate a workflow approval process. Page 49

50 Publish this asset. This is normally only available to Super Administrators and those users who do not have the workflow option enabled on their profile. If this is selected, when the user saves, the asset will be published. E Validation A number of fields are either mandatory anyway (e.g. Short Description) or can be made so in the metadata configuration area. If the user saves and leaves the asset as being published to their personal workspace only, they are not required to complete all mandatory fields. It is only when submitting to workflow or publishing that mandatory fields must be completed. This allows users to save their work without publishing should the need arise (e.g. they have uploaded and entered some metadata at the end of a working day). E.2.3 Extended Asset Options These controls are shown under the asset preview. E Version Controls Versioning can be optionally disabled in the application configuration. If it is enabled, each time an asset is changed, a new version of it will be made. If only the metadata has been amended, only updates to the metadata will be stored. If the asset file has been replaced, a zipped copy is made of the old version. The version controls can be summarised as follows: Option Version drop-down Preview Revert Rollback Description This allows users to pick an older version This will show the asset version in a pop-up window that is similar to the asset detail page that users see in the Catalogue. Revert takes the selected version and create a new version using that as the copy. For example, if version 4 is the most up to date version and you choose version 2 and revert to it, version 5 will be created using a copy of version 2. This is analogous to the 'save as' command in conventional applications and is non-destructive. This will fully erase any versions added subsequent to the one chosen to rollback to. For example, if you are on version 4 and you choose to rollback to version 2, then versions 4 and 3 are removed entirely and version 2 becomes the active one (with version 1 remaining). Rollback is like rewinding a tape and is therefore a destructive option which will result in metadata and asset files being deleted irrevocably. Do not use rollback unless you need to completely remove a series of versions and never access them again. Page 50

51 E Replace Asset File This allows the user to replace one asset file with another. This is like uploading, except the new file will acquire all the metadata of the current asset. E Change Preview Settings. If you click this option, you will be warned that any current unsaved metadata changes will be lost unless you save. When you agree to the warning dialogue, you will be shown a page like this: Option Preview Plug-In Description Each type of file that FocusOPEN can accept is associated with a 'Preview Plug-In' this is a web control to display a preview for a given type of media. These are mainly one of three types: Standard (image representation) Video (a video player that uses the open source Flowplayer Page 51

52 control) Audio (a Flash based SWF MP3 audio player) It is possible to construct your own viewers also using the preview plugins, but that is outside the scope of this document. In general, the standard plug-in should be sufficient. Sometimes, you might need to swap the plug-in for another type. This is more common if you are using a preview which is unrelated to the asset. An example might be a spoken audio edition of a document. Sometimes, if the plug-ins have not been set up properly, you might have to manually apply them. This is most common with video files. It is rare to need to change preview plug-in settings, so before adjusting these, verify all other system settings to ensure that the modifications will have the desired effect. Processed Save This is often used to recover a failed APS processing operation. If you have uploaded a file which should process and has not for any reason (e.g. the APS has crashed or become unavailable) then you must change the processed flag before you can replace a preview with one of your own choice. Switch this to 'true' to carry this out and save. Saves the above settings The other options are as follows: Option Re-generate preview and thumbnail Regenerate bitmap files Regenerate preview Delete preview Browse Description If processing failed, you can use this option to re-submit the job to the APS and try again. This is most useful for diagnosing APS faults. These are unused for most non-customised editions of FocusOPEN, although they are used for PDF contact sheets and some preview plugins like zoom functions might use them also. This will attempt to regenerate any custom bitmap groups. Unless you know you use these elements, you should not generally need to initiate a bitmap regeneration. This will regenerate the preview only This will remove the current preview Allows the user to select a file to be used with the preview. Note: this file is often not the same format as the asset. Usually, it will be one of the following: JPEG (images and static representations of documents) FLV (video) H.264 (video) MP3 (audio) Page 52

53 Regenerate thumbnail Delete thumbnail Browse As above except for thumbnails only Delete the current thumbnail For thumbnails, only a JPEG file can be used. E Delete asset Remove the current asset and returns to view asset list. E Audit log Launches the Asset Audit for the selected asset. E Reload metadata Will re-load embedded metadata from the assets. This might be used to retrieve values from embedded metadata that the user has accidentally overwritten. E Get API Asset Editing Template This is only shows for super administrators with the engineer option. If this is selected, a default template with the XML values for updating the asset will be generated. This is useful for developers to allow them to more quickly obtain details of the asset for purposes of updating it via the editasset API functions. This is outside the scope of this guide. E.2.4 View Asset List View Asset List enables the administrator to access any asset, including ones which are not published. From this area, a number of other batch functions are also possible. To access View Asset List, click the Assets Menu and View Asset List The asset list will then be shown: Page 53

54 There are various filtering and display options which are described below. You may also have some custom metadata filters which you added in section D Configure Admin Filters. Option Search Type Category Group Upload User Publication status Import Process ID Output Show thumbnails Purpose Keyword search of asset metadata. The adjacent drop-down allows filtering by asset type. This is unlabelled and adjacent to the search field. This shows all available asset types. Filter assets by a given category (required for some operations like delete). Allows the list of assets to be filtered by Group. Filter assets by a specified upload user. Allow unpublished or pending assets only to be shown. If assets have been batch imported, they are assigned an import process ID. This filter is usually accessed from a link in the asset catalogue step 2 area and allows all assets imported to be displayed (e.g. to batch update some item of metadata that was found to be incorrect after import) View below shows the data on screen. CSV and XML generates a file with the asset metadata in the chosen format. This can be used to export asset metadata to another system. If checked, will provide a thumbnail next to each asset. At the top and bottom of the results are batch action options: Page 54

55 Select all Deselect all Batch actions Checks all assets to enable a batch operation to be carried out (see below). Note: this will select all assets visible on the page only. Uncheck all assets. A range of actions you can apply to all selected assets. Assets can be chosen by clicking the checkbox next to them. You can also drag-select over a range of checkboxes to select many without having to manually click each one (like Photoshop layers) E Batch Actions The batch actions menu shows a number of options available, these are described below: Option Renew assets Delegate assets Delete assets Purpose Allows the selected assets to be renewed from expiry for a period. Transfers control of the asset from one user to another (modifies the asset contact - the address of the user who owns or has responsibility for the asset). Enables a range of assets to be removed. Since this is a high-risk function, there are two further fail-safes. The user must enter their password before they can delete. Secondly, the amount they are able to batch delete is limited to a pre-designated number. Page 55

56 System Administrator Note The maximum number of assets that can be deleted in a batch operation is defined in the MaxBulkDeleteAllowed web.config setting (see the deployment guide). Set this number to a high amount to remove restrictions on this feature. Reassign categories This option requires that the user has filtered by a given category first and then moves all selected assets to the chosen category. Change permissions This will allow just the permissions settings to be changed for a batch of assets. Modify metadata Enables one or more fields in the batch of selected assets to be modified to a single value. This feature is described below. Template catalogue This will place a batch of assets back in the catalogue step 1 area so they can be used for template cataloguing. Regenerate previews This will initiate re-processing of all selected assets. Mark as processed Will re-designate a batch of assets as 'processed'. This is usually to allow Re-load embedded metadata failed previews to be manually replaced. Causes the embedded metadata for all assets to be loaded again (warning: this may overwrite any existing metadata that you have already entered, depending on any embedded metadata field mapping rules). E Modify Metadata (Batch Modify) This batch function allows a range of assets to be modified. Once selected, the process is multi-step: Page 56

57 Option Show unused fields Choose fields to amend Defaults Purpose This will show any metadata fields that exist but are not enabled for cataloguing. A typical use for this feature is to blank any old metadata values that are not required any longer. Select all the fields you wish to batch update. This is similar to template cataloguing, you can either enter new values to update with, or use the first asset's metadata, or take an existing asset. In the second two cases, the default will be taken from either the first or the specified asset. You still have an opportunity to adjust this before committing the update. Click 'enter metadata' to proceed, you are then show all the selected metadata fields (with any default options specified). The view will be very similar to editing an asset record, except only those fields chosen for editing will be displayed. If you check the asset versioning box, this *will not* create a new version of the asset. Note that this means you will not be able to revert any alterations. Not creating a version can be much quicker than the default with versioning, however. If check 'suppress validation' then any missing or incorrect data will be ignored. E Asset Actions In view asset list, on the right hand side of each asset record, there is a control which allows rapid access to single asset functions: Page 57

58 These are described below Option Stats Edit Delete Log Download Purpose Shows the statistics for the asset. Allows the asset to be edited. This can also be accessed by clicking on the reference number. Deleted the asset. Shows the asset audit trail. Delivers the original file E.2.5 Batch Import Batch import permits a large number of assets and an associated CSV metadata file to be loaded in using a multi-step wizard. This is one of the more powerful and extensive functions of FocusOPEN. We recommend you experiment with this on smaller batch of files before using it for some more extensive import jobs. E Preparing To Import Before you can import data, it must be prepared. There are two key requirements: Source asset files Asset metadata E Source Asset Files Source asset files should be stored in the Import folder for the user who is initiating the import. This is normally in a path with this template: [FocusOPEN install folder]\[application_data]\imports\[brand ID]_[Brand Name]\[User ID]_[User ]\Batch Where: [FocusOPEN install folder] is the web application root folder [application_data] is the folder where application data is stored* Imports should exist already and is the point where files are loaded into FocusOPEN [Brand_ID]_[Brand Name] is the ID number of the brand and name [User ID]_[User ] is the ID and address of the user Batch is the special location for batch import files to be placed. Page 58

59 * Note: this is not your asset data folder as specified in the database. This is the "ApplicationDataFolder" setting in appsettings.config. By default this is held as a sub-folder of the FocusOPEN web application folder (at the same level as webroot - not inside it). Example C:\ FocusOPEN\application_data\Imports\1_FocusOPEN\1_admin@example.com\Batch\ There is another set of folders for importing attachments also. These are contained in ImportAttachments and use the same conventions as the main import folder. All files to be imported should be contained in this folder at the same level (i.e. not subfolders) or they may not be found. Each file should have a unique name and should be cross referenced by your metadata, or it will not be found when importing. E Asset metadata Your asset metadata should be in a CSV file. The supported convention is standard CSV as exported by Excel so the delimiter is a comma and any metadata that uses commas as values should be quoted. As well as commas, the import wizard can be used to import metadata with multiple choices (such as checkboxes or combo boxes). You have an opportunity to select the choice delimiter, but the default is a semi-colon. By default, FocusOPEN will assume the 1st line of the file has the headers and this is what it will use to allow you to cross reference import file fields with FocusOPEN fields. If you use identifiers as the field headings, these will automatically map your candidate import metadata to FocusOPEN fields. If you have engineer mode enabled on your account, you can obtain a template file to make the import process more straightforward. Go to Admin > Utilities > Configure Metadata > Configure Metadata Fields and then choose: Generate CSV template for active Catalogue fields: A file with the first row generated for you will be served. Save this file and use this as the template for import files by either adding to it or copying/pasting data into it. It's not mandatory to use this template, however, this will speed up the process of allocating each column to one of your FocusOPEN metadata fields. Page 59

60 Note: if your assets do not exist already on FocusOPEN (i.e. the file is not an update) then you should remove the asset ID field. If you do not refer to a file, the assets will be created as new metadata only assets with no associated file. E Metadata Conventions Select metadata or Categories can be imported in one of three ways: By database ID By external reference As a literal mapping Database ID means that the metadata selections must use database ID reference numbers from the SQL Server database. These are visible on metadata choices here: External reference allow metadata to be imported by making reference to an external reference. This would be either a taxonomy convention or (more frequently) a legacy database ID that you are migrating from. The external reference is visible in the location give above. See the taxonomy loading sections before also, we recommend loading in your existing Select metadata first before commencing a migration task. Literal mapping: the actual value of the metadata will try to be mapped. There are some options to limit this using operators such as 'starts with' or 'contains'. This is the least precise, but most flexible mapping method. Each of these options will be explained in more detail below. E Specify File The first step is to choose your CSV data file: E Specify Delimiters If the file is loaded, you will see the following display: Page 60

61 The field delimiter is the character which separates each field. The default is a comma. The choice delimiter is used to specify delimiters within a metadata field (where a field can have multiple values). In most cases, the defaults can be used. E Specify Field & Validation Options You will next be shown these options: Page 61

62 Option First row has field names Asset ID or file Purpose If unchecked, FocusOPEN will not attempt to match column 1 values to metadata fields and you must specify this manually. Create new assets (do not try to map) is used to create new asset Page 62

63 mapping records. Try to map to either an Asset ID or a file in your batch import folder will look for either an existing asset and replace the metadata a row from the CSV file, or it will use a file in your batch import folder. Usually, the second option is the most commonly used, but you must select one. If you choose this option, some further sub-options are available: You can choose both checkboxes here to try and match either/or. Attachment File Loading It is possible to import attachments from the ImportAttachments folder as well as assets. The two options are: Do not attempt to load any attachments Load attachments from your attachments import folder If you do not have any attachments with your assets, leave the first default option selected. Multiple Records Mapped Validation: Missing Required Fields If the target CSV row matches multiple records, you can skip it (the default), map to everything or fail the job and abort. You would normally only change this if you either wish to be strict about any possible mapping issues (fail the job), or you know you may run into problems and want to import as much as possible (map to multiple). This option must be explicitly chosen by the user before you can proceed: Fail whole job: if any import field does not adhere to validation rules, the whole file is rejected. Skip this record: if the validation fails for that row only, do not import it and move to then next. Import but do not publish: will load the asset in but not publish to the catalogue area (for example, where you might want to add missing metadata or otherwise clean up the asset). Import and publish: will publish the record anyway Automated Publishing Which option is the right one depends on how strict you want to be about imports and verifying that the metadata is accurate first. This option allows the user to control what happens to assets after they are imported: Page 63

64 Auto-publish non-failed asset records: this will publish all records that were not rejected (the default) Do not auto-publish any asset records: will not publish any asset, even if it was successfully loaded. Do not publish records with asset record import warnings: will not publish any imported asset record where there was an issue reported. E Specify Field Mapping Options You will then be shown the field mapping control. If you used the identifiers from the metadata configuration area, most of these should be mapped for you: If some or all fields did not use the identifiers, you will have to manually assign them. Choose the field from the column on the right, then choose one of the mapping types: Asset ID, File and Attachment have no sub-options as these should match either an asset ID or filename exactly. Other data, will result in further options being displayed: Page 64

65 One of the following types of additional options will be shown: E Text metadata The two further sub-options here are to truncate or fail source data that is too long. This will be shown for any selected text or text area field. E Select & Category metadata If you choose a Select metadata item (which you would usually enter values for in the metadata manager) or Categories then this will be displayed: Page 65

66 The mapping select fields radio group is a choice of Literal, External Reference or Database. See the previous section for the meaning of these. The literal mapping options allow you to be strict or lose on the mapping rules. Much depends here on the quality of your source data and willingness to import some records that are an imperfect match. Fail match decides whether the failed mapping should fail the whole job, skip or set it to blank. E Date metadata If you choose a date field (e.g. 'date produced') then you must select how to map your dates: The date format allows a choice of European or US date formats (or the file creation date). The ignore whitespace option can be used if your source date has time stamps after it (which will be discounted). Fail match options are as with Select metadata. E Contact The contact sets the asset contact and has some special mapping rules: Page 66

67 This will check to see if the address is valid and skip or fail if the contact is not valid. If you map to this field, it must be a valid address and the user must be registered. The 'Do not asset contact checkbox controls whether or not the new asset contact is ed to tell them the asset is being delegated to them. This should normally be off as it will generate many notification messages with large imports. E Download Restrictions Download restrictions can be specified in a CSV import, but they use a special notation. Unless you have unique restrictions for each individual asset, you may find the defaults or batch metadata modification to be easier to use. The convention for this field is: [group name/id/ext ref]@[one of N, R or H]; [group name/id/ext ref]@[one of N, R or H] Example Internal@N;External@R;Suppliers@H E Add/remove and other controls When you have specified a field, you use the add and remove options to add the fields to be imported into the list on the right. Use the row selector to see values in other rows apart from the first. If you select a field from the right-hand list it will tell you more about the field and the active selection options: Page 67

68 It is possible to change field mapping options from either the right or left columns rather than removing the field. E Specify Defaults In addition to importing metadata, it is also possible to specify defaults for any unmapped values. This allows you to use a CSV source for a small range of fields and then use generic values for everything else. If you have metadata that does not change from one asset to another, this can be a simpler option than having to specify it using the field mapping wizard. System default will use automatic values generated by the system. For example, in the case of title, the asset file name will be used. Embedded metadata will use any embedded metadata mappings instead. This would be used to combine CSV and embedded metadata into a single import operation. The checkbox ("Embedded metadata overwrites existing asset metadata") allows embedded metadata to overwrite any existing values that might already be present. Page 68

69 Choose defaults allows the user to specify the default values for any missing items. This selection is similar to the batch metadata update facility described in previous sections. Set all allows the user to move all options to one of the three values rather than clicking them individually. The next step lets the user enter the values: E Test Import Before the CSV data can be loaded, it must be tested This section allows the user to do that: Page 69

70 You can specify how many records to test. *** Warning: the process of loading metadata in this way is fairly slow. If you have a large source file, even testing can take a long time. You will then be shown some feedback about the import. A red 'failed' exclamation will prevent the import from proceeding. E Complete Import Once the CSV file has been tested and completed, the import job can be run. If the test was successful, the import should usually work also. Page 70

71 The view imported data link at the bottom of the final step allow you to view all assets imported using the import process id as a filter: If you edit the asset, the import process will be filled also: This can be used to quickly identify all assets imported at the same time. Page 71

72 F. Workflow FocusOPEN's workflow features have been altered significantly from previous editions. Unlike previous models, the new workflow tools can be used to define both publication (upload) and usage approval (download) workflow using the same interface. Furthermore, there are now options to permit discussions which were not possible before. F.1 Basic Workflow Concepts There are several basic concepts behind the FocusOPEN workflow model: Concept Direction Applicant Approver Commenter Sequential Approval Group Approval Meaning This refers to whether the workflow is for publication approval (uploading) or usage approval (downloading). A user asking for permission to either use an asset (download) or publish an asset (upload) A user who is asked to help decide whether a workflow request can be approved or rejected. A user who can comment on workflow, but not approve or reject. In this model, a series of approvers are asked to approve an asset in a linear order. A discussion facility where multiple approvers are invited to consider whether an a decision can be approved or rejected. Approval can either require all approvers to agree, or just one approver. In Group Approval (as with Sequential Approval) if any approver rejects a request, the whole request is rejected. F.2 Workflow Design As well as the Upload/Download direction, workflows can be defined by any combination of these criteria also: User Group Asset Type Asset Category User Group means the Primary Group that an Asset belongs to. Asset Type is the specified type of each (e.g. Image, Video, etc) Category is the Primary Category assigned to each Asset. The workflow precedence is in the order given above, so the asset Primary Group, then Asset Type then Primary Category will be checked. Workflows populate downwards. Therefore, if you define a Workflow for a given Group but do not specify variations for Asset Type or Category, they will all inherit from the Group settings. Page 72

73 This flexibility allows you to define some fairly sophisticated rules, for example, you could say that all assets from a department such as Marketing of type Print in Category Brochures should be checked by a different range of Approvers to everything else in Marketing. F.3. Upload User Workflow Eligibility Users will only become involved in upload workflows if they have the option enabled on their account: Super Administrators are optionally exempted from workflow. They can elect to not participate in a workflow and just publish directly if they prefer. This is a failsafe to allow administrators to quickly publish an asset should the need arise to do it rapidly. F.4. Personal Workspaces All Upload Users (and above) have what is called a 'Personal Workspace'. In essence this means that the asset is unpublished and only available for their use. Unpublished assets and those not submitted for workflow approval are held in each user's workspace. They can optionally invite others to comment on personal assets also if they need to: F.5. Adding A Workflow To add a workflow, select Manage Workflows from the User menu: Page 73

74 The list of workflow will be shown: Workflows can be filtered by Group, User or Asset Type. To add a workflow, click the add link: This will show a page like the following: Page 74

75 Option Description Group The Primary Group this applies to. The Primary Group is the Group of the Asset. Asset Type The asset type (image, video etc) Category The Primary Category of the asset Direction Direction (Upload or Download) Workflow Name An optional workflow name. If not specified, this will use the Group / Type / Category to create a name Select Users Any Upload Users and above who can participate in workflows Add Users Adds users from the list of those eligible. Workflow Type Sequential or Group workflow (see workflow concepts earlier) In This Workflow Anyone added to the workflow. This will show additional options for those users: Page 75

76 The directional arrows only affect Sequential workflow and allow the position of the user to be changed. If Group workflow is chosen, the display looks like this: All or Any Approver Required Pre-Approval Restrictions The checkbox denotes a designated approver. At least one must be chosen. Remove allows an Approver to be removed. If any Approver is required, only one Approver may approve an Applicant's request to use or publish an asset. If all Approvers are required, all listed Approvers must approve a request. In this case, the checkbox selections are irrelevant. This is only relevant for Upload workflow. Can be either: "No editing" or "Notify Approvers". This determines whether an Applicant can amend asset metadata before approval (which results in Approvers being notified) or editing is blocked entirely until a decision has been made. Post-Approval Restrictions As with pre-approval except this determines what happens before approval is completed. Once the options for a workflow are specified, click save to set the workflow up. The rules apply to relevant publication or download usage requests. F.6 Upload Workflow When an Upload User who is subject to workflow completes an asset, they only have two options: Publish to my workspace Submit to workflow If they choose the latter, Approvers are notified by and requested to assess the publication request. They can also click the 'pending' link in view asset list: Page 76

77 If the Applicant returns to the asset to amend it, the view is similar to the following: F.6.1. Upload Approval Process Once the Approver opens the approval area up, if this is a Group approval, they are shown a screen like this: Approvers can add comments here which are ed back to the Applicant. Approve or Reject confirm or denies the publication request. Page 77

78 Force approval can be used by Super Administrators to force approval through. Close comments suspends any further discussion on a workflow. Invite for comments (show below) allows a new individual to be asked to join the workflow approval as a Commenter only (i.e. they cannot approve). After any comment is made, all users are informed by . Once an asset is approved or rejected, an confirmation is issued: F.7. Download Workflow The process by which assets get approved is covered in more detail in the Restricted Access Orders section later. Requests to download or access restricted assets are called 'Orders' and are held in the view orders area: The order list is shown below: Page 78

79 Approvers are automatically issued s when an asset request must be approved, alternatively, they can use the interface above. Unless they are super administrators, users only see orders they are eligible to participate in here. F.7.1 Approving & Rejecting Requests For each item requiring approval, users are shown an interface like the following: Page 79

80 G.. Media Types & Asset Processing. This section explains what types of asset FocusOPEN can process and how to modify assets if the user G.1 Identifying What FocusOPEN Can and Cannot Process All assets that can be processed into previews are handled using a special media processing capability called the APS (Asset Processing Server). It is possible to see what files the APS can handle via the Manage File Extensions facility available to Super Admin users: Go to the Admin area, select Content and Manage File Extensions: All the file types that the system can potentially cope with are shown in the APS column: Page 80

81 If you upload a file and it does not process either because it is not supported or there is another reason why a preview cannot be generated, refer to the steps outlined in the asset metadata section: changing preview settings for more information on re-generating a preview or applying your own thumbnail or preview. G.3.2 Adding Non-Processing File Types In addition to assets that the system can automatically process, it is also possible to allow file extensions in less common formats. This allows users to upload a file and assign it to one of the known media types rather than a generic file: Go to the Admin area, select Content and Manage File Extensions. Click add new file extension: Enter the file extension letters (without the full stop), give the file format a name and choose a media type: You can also supply an icon (this must be sized manually). Click save to add the extension. Save and duplicate can be used if you have several file extensions that share common characteristics. Note: the system cannot normally generate a preview for any type you add unless a plug-in has already developed for it, so you will normally need to supply your own previews for this. G.4. Adjusting Media Types Media types are groups of file extensions. The media type filter is used in the main catalogue and assets are automatically assigned to a media type based on their file extension (as defined in the previous exercise). You can change the name of the media types, add or remove them (providing no assets have been assigned) using this process. Page 81

82 Select Manage Asset Types from the Admin > Content menu: You will then be shown a screen like the following: Add a new asset type in the field at the bottom of the page: Once the new asset type is added, you must assign some extensions for it: Page 82

83 Click add new and you will be returned to the File Extension Manager to specify them. Unwanted asset types that still have assets assigned to them can be suppressed rather than deleted by unchecking 'Visible'. Page 83

84 H.. Restricted Asset Orders When assets are marked as 'permission required to download', normal users are required to add an asset to their cart and specify what they wish to use the asset for. This process is called the 'order conversation'. H.1 Initiating Restricted Download Users have to ask for permission to download an asset (and therefore get involved in Download or usage approval workflow). A user must request approval for an asset if it is marked as 'A' (Approval Required) This causes an asset to have the restricted icon shown next to it rather than the download link: To request a restricted asset, users have to place assets into their cart and described what purpose they need an asset for and when they want to use it. Unrestricted assets do not have the same request requirements. Page 84

85 Once the reason and deadline has been supplied, the order goes into 'the order conversation'. This is between the Applicant and the Approver(s). The Applicant sees the order conversation from the Order Manager: The order conversation continues with the end user supplying more detail until an approval or rejection is finally made. All interaction between Applicant and Approvers is logged and recorded. H.2 Order Approval Workflow As described in the workflow section, Download workflow approval is defined in the workflow designer. Approvers will be notified about requests to approve orders, or they can use the Order admin manager to view these: Page 85

86 This will show a screen like this: Click the reference to view each order. Page 86

87 Any comments entered are shared between Approvers and the Applicant user. Orders can be force approved by Super Administrators also. Page 87

88 I.. Home Page Management There are four main types of home page: Standard Custom HTML (with navigation) Custom HTML (without navigation) Magazine The first three are legacy home page templates that were present in the old editions of FocusOPEN (from and before). "Magazine" uses a new method that is described in the Custom Homepage Development Kit (CHDK) documentation. I.1 Home Page Management Basics Each template includes a number of options that allow the user to modify the content of the home page by modifying HTML text or choosing options such as featured categories. Some home page templates give you the option of choosing image tiles or assets from the system. Page 88