Asset Manager. Open Text Web Solutions Management Server 10.0

Transcription

1 Asset Manager Open Text Web Solutions Management Server 10.0

2 Copyright 2009 Open Text Cpation. All rights reserved. Documentation 06/ Management Server 10.0 This documentation contains infmation protected by copyright. Without pri written permission, any part of this documentation may only be reproduced, translated, sted analyzed in dp-systems by Open Text Cpation. The infmation in this documentation is subject to change without notice. Open Text Cpation shall not be responsible f technical editial errs omissions contained in this documentation. Open Text Cpation will not be liable f incidental consequential damages resulting from the furnishing, perfmance use of this documentation. Trademarks RedDot is a trademark of Open Text Cpation. All other product and service names are trademarks registered trademarks of their respective owner. General Infmation Visit our home page at f me infmation about Open Text products and services.

3 Contents About This Documentation... 5 Handbooks, Online Documentation, and Help... 5 Breakdown of Topics... 6 Conventions... 6 Activity Flow Chart... 6 Symbols... 8 Syntax... 8 About the Asset Manager... 9 User Interface Thumbnails File Infmation Wking with the Asset Manager Editing Folders Creating/Editing Folders Editing Folder Settings Selecting Publication Folders Activating File Folders as Asset Manager Asset Manager Maintenance Asset Control Editing Asset Manager Folders Opening Asset Manager/Editing Folder Content Deleting Folders Updating Asset Manager Creating/Editing Subfolders Deleting Subfolders Editing Personalization XML Defining Personalization Attributes Editing Folder Sharing Transferring Data Stage Shrinking the Versioning Database Defining Folder Authization Packages Connecting to Folder Authization Packages in Clipboard Impting Assets

4 Contents Editing Attributes Adding/Editing Attributes Deleting Attributes Detailed Authization Packages f Attributes Defining Detailed Authization Packages (Attribute) Editing Detailed Authizations (Attribute) Selecting Users and Groups Renaming Detailed Authization Packages (Attribute) Editing Reference Lists Disconnecting Detailed Authization Packages (Attribute) Creating Shtcuts in Clipboard (Attribute) Connecting to Detailed Authization Packages in Clipboard (Attribute) Deleting Detailed Authization Packages (Attribute) Editing Folder Authizations Folder Authizations (Asset Manager) Editing Folder Authizations Selecting Users and Groups Editing Properties Disconnecting Folder Authization Packages Deleting Folder Authization Packages Editing Reference Lists Creating Shtcuts in Clipboard Using the Asset Manager Opening Asset Manager/Editing Folder Content Expting Assets Moving Assets Cropping Images Extended Image Editing Options Editing Attributes Showing Versions Impting Files into the Asset Manager Transferring Local Files Showing Usage Index

5 About This Documentation This section provides an overview of the content and layout of the documentation. The handbooks and Help have been created and designed in a unifm way. The structure of the content is based on the structure of the software. Topics covered in this chapter include: Handbooks, Online Documentation, and Help (Page 5) Breakdown of Topics (Page 6) Conventions (Page 6) Handbooks, Online Documentation, and Help The Management Server documentation consists of the following sections: Installation Open Text Web Solutions Server Manager SmartTree Content Classes SmartEdit Asset Manager Online Documentation Context-sensitive Help The handbooks contain the following infmation: The Installation handbook infms the reader how to install, update, and uninstall Management Server. It also describes how to install and update the application servers in a cluster. The Open Text Web Solutions handbook explains the Web Solutions user interface. It also describes the functions of the Homepage, Tasks, and Search modules. The SmartTree handbook contains reference documentation f SmartTree. The Server Manager handbook contains reference documentation f the Server Manager. The Content Classes handbook contains an overview of content classes, elements, and templates. It also has a reference section that describes the individual functions available f wking with content classes. The SmartEdit handbook describes all functions available f wking with SmartEdit. The Asset Manager handbook describes all functions available f wking with Asset Manager folders. 5

6 About This Documentation Breakdown of Topics You can access the online documentation from any component via the Help menu item in the global menu. Its content reflects the sections in the following handbooks: Open Text Web Solutions, Server Manager, SmartTree, Content Classes, SmartEdit, and Asset Manager. The context-sensitive Help is available in every dialog window. Click the Help button in the bottom left cner of a dialog window. This opens the Help, which provides infmation about the current dialog. Breakdown of Topics The documentation consists of three levels of headings: chapter, topic, and section. At chapter and topic level, the user obtains an overview of the contents of the chapters and topics. F SmartTree and Server Manager, the level headings crespond to the tree items described. The dialog windows are described on the section level. A section consists of heading, activity flow chart, introduction, and operating procedure. In certain sections, a list of related topics will be included at the bottom of the page. The heading cresponds to the respective menu item. The activity flow charts and descriptions of the dialog windows follow a specific documentation syntax. See also: Activity Flow Chart (Page 6) Symbols (Page 8) Syntax (Page 8) Conventions The better your ientation within the documentation, the quicker you will be able to obtain the knowledge/infmation you need to carry out your wk with Management Server. F this reason, the following conventions have been set up f this documentation: Defined symbols Defined syntax At the beginning of every section, an activity flow chart depicts how to navigate to the individual dialog windows in Management Server. Activity Flow Chart Navigation in Management Server is explained at the beginning of each section within a gray box (activity flow chart). The dialog windows can be opened in various ways. Many dialog windows have multiple activity flow charts defined f them. In the printed documentation, you can find these activity flow charts wherever this type of infmation is necessary. 6

7 About This Documentation Conventions The activity flow chart is not initially displayed in the online documentation. A page that has an activity flow chart has a symbol. Click the symbol to display hide the activity flow chart. In the following examples, the actual names have been replaced by generic terms. Module Menu item/tree item Select Tree Item Menu Item in Action Menu Title of Dialog Window Module might refer to SmartTree, f example, the program component (module) from which further navigation steps are taken. In some cases, alternative paths are possible. The alternative paths are preceded by the wd in italics. The symbols used have the following meanings: Symbol Meaning The arrow symbol appears in combination with a menu item tree item. It represents the beginning of the next navigation step navigation event. A dialog window opening is one example of a navigation event. The pointer symbol appears in combination with a user-specific item in a tree view. Meaning: Select the desired item in the tree view. This pointer symbol is used f right-clicks. Right-clicking lets you open a shtcut menu that offers you different actions. This is the symbol f the Action Menu. The Action menu lists all menu items available f a tree item you have selected. Meaning: Click the Action Menu item described after the symbol. This symbol is used f Server Manager, SmartTree, and Wkflow Designer. This is the symbol f the global menu. It is located in the area on the upper right of the Web Solutions user interface. This symbol represents the Clipboard. Next to the symbol is the name of the objects that are in the Clipboard and that you have to select. This symbol is used f the Server Manager and SmartTree activity flow charts. This is the symbol f an open dialog window. The name of the open dialog window is given after the symbol. This symbol represents the wk area in SmartEdit. This is the symbol f the edit area in the Template Edit and text edit. This symbol stands f the wk area within the Wkflow Designer. 7

8 About This Documentation Conventions Symbols The following symbols will be used in the documentation text. Syntax Example This symbol alerts you to examples of the described functions. Tip This symbol indicates tips on how to make better use of certain functions. Infmation This symbol indicates useful background infmation. Warning This symbol indicates a warning that must be taken note of. The documentation uses the following syntax: Steps are numbered. Software elements are identified in process steps by bold fmatting (f example, buttons drop-down lists). Dialog window titles are fmatted in italics. Program code and source code (f example, XML, XSL, and HTML) are printed in Courier to differentiate them from the rest of the text. Directy names are separated by a slash (/) backslash (\). 8

9 About the Asset Manager An Asset Manager is a folder type that provides you with an easy way of managing editing files in your project. You can use Asset Manager folders in your projects if you have purchased the license f the Asset Manager module. Like file folders, Asset Manager folders are assigned to Image, Background, and Media elements in content classes. In SmartEdit in the project structure in SmartTree, the content of an Asset Manager folder is then available f the respective elements. You can also insert content from an Asset Manager folder into Text elements in the text edit. The Asset Manager button in the Main Menu lets you open your project's Asset Manager folder f general administrative tasks (f example, administering files updating). Here you can switch between different Asset Manager folders. Asset Manager folders have the following advantages over file folders: Thumbnails The thumbnail view provides a quick and intuitive overview of the files in an Asset Manager folder. Attributes You can freely define attributes and assign them to all files f extra infmation. The Asset Manager search function also uses these attributes. You can make attributes mandaty to ensure there are additional details f all files contained in an Asset Manager folder. Subfolders You can define subfolders f Asset Manager folders with data stage in the file systems, to structure your files even better. Impt / Expt / Move The impt, expt and move functions make creating and updating files quick and easy. Versioning Versioning is available f Asset Manager folders with data stage in the file systems. Controlled check-in and check- out of files helps ensure file consistency. Image Editing You can edit images directly in an Asset Manager folder. Editing functions include resizing cropping images. Authizations Access to an Asset Manager folder can be granted denied using folder authization packages. You can also assign detailed authizations f the attributes of an Asset Manager folder. Topics covered in this chapter include: User Interface (Page 10) Thumbnails (Page 14) File Infmation (Page 15) 9

10 About the Asset Manager User Interface User Interface The Asset Manager consists of the Search area, the Catalog area, the Info area, and the Action area. Each described area is shown in the respective screenshots. Search The Search area allows you to filter the files based on attributes and search f file names. On the right, you can see the Maximum number of assets displayed, as specified in the folder settings. This number tells you how many files can be displayed in the Catalog area, not how many files the Asset Manager folder can contain. If an Asset Manager folder contains me files than can be displayed, you can filter the display using a search string. In the case of Asset Manager folders with subfolders, you can include subfolders in the search. Catalog Area The Catalog area displays the files. You can choose to display the images as thumbnails in a list. The screenshot below shows the Thumbnail display option. The top section of the Catalog area shows the name of the Asset Manager folder you are currently using and the name of the subfolder, if applicable. 10

11 About the Asset Manager User Interface Click a thumbnail to preview a file. Click a file name to select a file. F the selected file, the Info area displays infmation and the actions that you can use f editing. The screenshot below shows the display option f the List. Click a file symbol to preview the file. The list view shows the Check-Out Status of checkedout files in an Asset Manager folder with enabled versioning. 11

12 About the Asset Manager User Interface Click Switch Folder to select a different Asset Manager folder subfolder. To navigate within an Asset Manager folder, use the following buttons: Back, Fward, Switch to page. The Select Asset from Local File System link lets you impt new files into the Asset Manager folder. You can also expt files from an Asset Manager folder to your local file system move them within the Asset Manager folder. Info Area The Info area shows a thumbnail, all available file infmation, and the file attributes f the file you have selected in the Catalog area. Actions F the files in the Asset Manager folder, you can execute different actions. These actions are available only when you have selected a file from the Catalog area. F each file, all currently available actions are shown. This may differ from the example shown here, depending on the settings configured f the Asset Manager folder. 12

13 About the Asset Manager User Interface See also: Opening Asset Manager/Editing Folder Content (Page 26) 13

14 About the Asset Manager Thumbnails Thumbnails Thumbnails will be created automatically in the following cases: when impting a file when updating a file in the Asset Manager. Thumbnails will be created f JPG/GIF/PNG files; f other files symbols will be used. Thumbnails are created via ImageMagick. When you change a file folder to an Asset Manager folder, you have to manually start the thumbnail creation process, using the Update Asset Manager action. See also: Updating Asset Manager (Page 30) Activating File Folders as Asset Manager (Page 23) See also: Creating Thumbnails You can also create your own thumbnails to use as thumbnails in the Asset Manager folder. You have the following options: You can specify that all files containing a specific file name extension will be displayed in the Asset Manager folder with a predetermined thumbnail. You can also specify that a particular file will be displayed in the Asset Manager folder with its own thumbnail. This option is in addition to the option of defining a thumbnail based on file name extension. The following applies f both options: Thumbnails must be in JPG fmat and may not be larger than 70x70 pixels. To create a thumbnail from a specific file name extension, the file name extension must be entered as the name of a file that will then be used as the thumbnail symbol. The required thumbnail file, f example, f all document files with the DOC file name extension would look like this: DOC.jpg. Save this file on the application server in the /ASP/Assetmanager directy. Use the Replace Thumbnail menu item to assign a thumbnail to a file that you selected in the Asset Manager folder. Opening Asset Manager/Editing Folder Content (Page 26) 14

15 About the Asset Manager File Infmation File Infmation The file type determines which infmation is displayed f each file in an Asset Manager folder. When the following file types are impted into the Asset Manager, the following infmation is automatically displayed: File type All Files JPG/GIF/PNG Wd Files - DOC PDF Files - PDF PowerPoint Files - PPT MP3 Displayed file infmation File size, creation date and iginal auth, last edit and date Additionally: height in pixels, width in pixels, col depth File size in bytes, Title, Auth, Template, Last saved by, Revision number, Application name, Printed, Created, Modified, Pages, Wds, Characters, Company, Lines, Paragraphs, Characters with spaces, Original auth, File name, Entry date, Last edit, Modification date File size in bytes, Title, Original auth, Created with, Created, Modified, Number of pages, Encrypted, Linearized, Original auth, Entry date, Last edit, Modification date File size in bytes, Title, Auth, Template, Last saved by, Revision number, Application name, Created, Modified, Fmat, Company, Bytes, Slides, Original auth, Entry date, Last edit, Modification date ID, Title, Artist, Album, Year, Comments, Genre. Currently able to evaluate ID3v1 tags. 15

16 Wking with the Asset Manager The Asset Manager is available f your project if you have purchased the appropriate license. Only users with the Asset Manager module can wk with an Asset Manager folder. You configure the settings f your wk with Asset Manager folders in various sections. Editing Folders (Administer Project Settings -> Project -> Folders) You create Asset Manager folders in SmartTree, like any other folder. Alternatively you can convert an existing file folder into an Asset Manager folder. F the Folder tree item, there are also the actions Asset Manager Maintenance and Asset Control. Editing Asset Manager Folders (Administer Project Settings -> Project -> Folders -> Select Asset Manager) You configure a number of Asset Manager settings in SmartTree, such as defining attributes assigning authizations. Wking with Asset Manager Folders (Open Asset Manager) An Asset Manager folder opens whenever you access an Image, Background, Media element in SmartEdit in the project structure in SmartTree and when you insert an image in the text edit. To access an Asset Manager folder in SmartTree, you can also go to Administer Project Settings -> Project -> Folders and select the Edit Folder Content item from the Action Menu. Asset Manager folders offer you a large number of actions f managing and editing files. The Asset Manager button is active in the Navigation menu f users who have been assigned the Asset Manager module. Users can use this button to open an Asset Manager folder, and use the Switch Folder action to switch to any other Asset Manager folder subfolder f which they are authized. Topics covered in this chapter include: Editing Folders (Page 17) Editing Asset Manager Folders (Page 26) Editing Attributes (Page 41) Editing Folder Authizations (Page 48) Using the Asset Manager (Page 53) 16

17 Editing Folders Editing Folders To create an Asset Manager, go to Administer Project Settings -> Project -> Folders in SmartTree. There are two ways of defining a folder as an Asset Manager: Create a new folder and define it as an Asset Manager under Administer Project Settings. Define an existing folder as an Asset Manager. The files contained in the folder will be adopted f the Asset Manager. To display the files as thumbnails, you need to refresh the Asset Manager. Creating/Editing Folders SmartTree Start Administer Project Settings Project Folders Create Folder Create/Edit Folder SmartTree Start Administer Project Settings Project Folders Select Folder Edit Folder Create/Edit Folder You can create various folders f your project edit existing folders. You use the folders to ste image, text, and media data, as well as content classes and style sheets f your project. If you did not clear the respective check boxes when you created the project, folders f images, files, and content classes have been created automatically. 1. You have the following options: Name - Enter a unique and meaningful name f the folder in this box. You can use special characters such as parentheses slashes. Description - Enter a description of the folder. Type - Choose a folder type. You can convert an existing file folder into an Asset Manager folder. To do this, choose Asset Manager as the folder type. Note: Changing a file folder into an Asset Manager folder is irreversible. When you create a new folder, the following folder types are available: File folder - Select this type to ste files that you will use to edit the project. You can ste these files either in the file system in the project database. Asset Manager - Select this type to ste files that you will use to edit the project. An Asset Manager folder offers me functions than a file folder. F me infmation, see the Asset Manager documentation. External application folder - Select this type of folder to use files in this project that are managed in an external system. Content class folder - Select this type to create a new folder f managing content classes. Style sheet folder - Select this type if you need a folder to keep your project style sheets in. 17

18 Editing Folders.NET folder - Select this type if you are using the.net framewk f your project. You can ste the necessary configuration files and assemblies in this folder. Only one.net folder can be created per project. The subfolder bin is automatically created. 2. Click OK to confirm Next to edit the settings of the current folder. Using.NET Folders If you want to use the.net framewk f your project, you must configure the following settings: Entering the physical path and the virtual directy Enter the physical path and the virtual directy to execute RDExecute and PreExecute pages such as ASPX pages. (Go to: SmartTree -> Administer Project Settings -> Project -> Action: General Settings -> Edit Settings: RDExecute and PreExecute Settings) Note: The virtual directy set here is added to the host header specified in the application server. If no special directy is specified, then the host header will be used exclusively. The virtual directy should ideally be located below the Management Server virtual directy. Under no circumstance should the virtual directy be located in the path of the Management Server virtual directy, f there is a risk that the configuration files affect Management Server itself. A directy that was created at a level parallel to the virtual directy of Management Server is not recommended when using a host header either because the host header is also used f integrations. It is possible that these would no longer wk. Setting up.net folders Create a.net folder in which you can ste the necessary configuration files and assemblies. Only one.net folder can be created per project. The subfolder bin is automatically created. The root directy of the.net project must be assigned to the.net folder as the publication folder. (Go to: SmartTree -> Administer Project Settings -> Project -> Folders ->Action: Create Folder) Setting up project variants You can define that the.net folder should be used f your project's project variants. If you have configured this setting f a project variant, each time this project variant is published, there will be a check to see if the files in the.net folder its subfolders have changed. In this case, all changed files will also be published. (Go to: SmartTree -> Administer Project Settings -> Project -> Project Variants -> Select Project Variant -> Action: Edit Project Variant -> Edit Project Variant -> Use.NET folder) Updating the.net folder The directy assigned to the.net folder can be manually updated. The update is triggered on the.net folder and is cluster-wide. (Go to: SmartTree -> Administer Project Settings -> Project -> Folders -> Select.NET folder -> Action: Update Virtual Directy) 18

19 Editing Folders Editing Folder Settings SmartTree Start Administer Project Settings Project Folders Create Folder Create/Edit Folder Next Edit Folder Settings SmartTree Start Administer Project Settings Project Folders Select Folder Edit Folder Create/Edit Folder Next Edit Folder Settings Some of the settings that you make during the creation of a folder can be changed via the Edit Folder menu item. 1. You have the following options: General settings - Lets you define the general folder settings. Attributes are mandaty - If you select this check box f an Asset Manager folder, all attributes must have values when a file is uploaded to the Asset Manager folder used in the project structure. Publish personalization attributes - Select this check box if you want to create an XML file f each file in the folder during publication. These XML files can be used to transfer personalization infmation to Delivery Server. Folder not available in the text edit - Select this check box if the folder should not be available in the text edit. This option is only available f file folders, Asset Manager folders, and external application folders. Maximum number of assets displayed - Specify the maximum number of files you want to display in a file folder Asset Manager folder. The value must be between 15 and 100,000. A value of 2000 is recommended. Very high values result in long loading times. The value that you set also applies to the subfolders of an Asset Manager folder. This number defines how many files can be displayed in the dialog window and not how many files the folder can contain. If, f example, you specify 2000 f a folder containing 3000 files, you can search f specific files that are not displayed and display them. Publication folder - Click Select to specify a publication folder. The name of the folder that you have selected appears in the box. All files from the current folder are published to the publication folder that you have selected. External systems and reference types - Lets you make content from external systems available f editing in your projects. Depending on the external system, the settings that are available in this area vary. External system - Select one of the external systems. The drop-down list contains all the connected external systems. CMS references the document via API - If you select this check box, the user can use API to reference the files that the user wants to use when editing content from external systems. During publication, the referenced file is copied from the external system to the live server. 19

20 Editing Folders CMS references the document via URL - If you select this check box, the user has the option of using URL to reference the files that the user wants to use when editing content. During publication, a URL to the referenced file is published. Copy document to Management Server - If you select this check box, documents from the external system are copied to the page. Use iginal document name when publishing - Select this check box to use the file names from the external system without changes. If the system allows different documents to be given the same name and these documents are put into the same folder, they will overwrite each other. If you select a specific version of a document, the iginal document name with a version number appended is used as the file name. This option is only available if the external system suppts this function. INI file - This file is used to define the infmation required f connection between Management Server and the external system. Data stage - Select the type of stage you want to use f the files in the folder. You have the following options: Project folder - Select this option to make the folder specific to the current project. Database - Select this option to ste the files in the project database. This is the default setting. You can change the data stage setting from Database to File system later. File system - Select this option to ste the files in the file system of the application server. In the Path box, specify the path of the directy in the file system where you want to ste the files. Click Select. The Select Directy dialog window opens, letting you select a path. The path appears in the Path box. Click Check to test whether the specified path exists. Files in the specified directy will be saved in the newly created folder. Note concerning cluster operation: If you operate the application server in a cluster, you have to enter the netwk path as a UNC path so that the folder can be accessed by all computers in the cluster. Versioning - Select this check box to activate versioning. Versioning is only available f Asset Manager folders with data stage in the file system. With versioning, all the changes made to a file are documented. Older file versions can be rested. To edit a file, you have to check it out and in. Checked-out files are locked f other users. The files can be used, but they cannot be edited. Users with the Administrat role can reset a checkedout file to the current version. The Administrat can also reset other users' files. Within a project, the latest document version will always be used. This may also be a rested version. WebDAV - Select this option to access a WebDAV server via the file folder. WebDAV is an extension of the HTTP protocol. It defines a standard f accessing and managing documents. Management Server takes the role of a WebDAV client. You need to specify the Root directy of the WebDAV server in the box of the same name. In the User infmation section in the lower part of the dialog window, you can edit the authentication settings and the settings f Update document cache. 20

21 Editing Folders About file names: File names from WebDAV folders may contain characters that are not permitted in your local file system in the file system of your publishing target. Management Server does not make any crections, which may result in files not being published. The path and file name of a document from a WebDAV folder may be up to 255 characters long, minus the length of the root path f the folder in the ImageCache ([!CMS Installpath!] \ ImageCache \ [!ProjectGuid!] \ [!FolderGuid!]). IICE - Select this option to connect IICE (Infmation Integrat Content Edition) through the file folder and thus establish connection to various reposities (Documentum DM, Livelink DM, Lotus Notes DM, etc.). In the User infmation section in the lower part of the dialog window, you can edit the authentication settings and the settings f Update document cache. Web service URI - Enter the Web service URI of the IICE interface. Reposity - Enter the name of the reposity that you want to access through IICE. External folder - If you select this option, files are administered in a folder that has been released in a different project. This option creates a connection between the current folder and the specified folder in an external project. This option is only available if folders in external projects have been released f use by the current project. Project - Select a project from the drop-down list to use one of its released folders. The drop-down list contains all projects with folders that have been released f use in other projects. Folder - From the drop-down list, select the folder that you want to make available f the current project. The drop-down list contains all released folders f the project that you selected in the Project box. User infmation - Lets you specify the authentication f the integration of folders through UNC paths. User name and Passwd - Enter a user name and passwd f all users to use f authentication with the server. Basic authentication is suppted. Transmit user credentials - Select this check box to use the Management Server logon (user name and passwd) f authentication with the server. Update document cache - F perfmance reasons, the files from the WebDAV folder and the files that are used via IICE are saved temparily. You specify when the system should check whether a file on the WebDAV server in the reposity connected through IICE has changed. Fce update when publishing - Select this check box to ensure the WebDAV server the reposity connected through IICE always uses the latest file versions f publication. Validity - Enter a validity period in minutes. When this interval has elapsed, the system checks whether the files on the WebDAV server in the reposity connected through IICE have changed. If they have, it updates them. 2. Click OK to confirm. 21

22 Editing Folders See also: Subfolders f Asset Manager Folders You can create subfolders f existing and new Asset Manager folders, provided data is sted in the file system. To configure this setting, go to the Edit Folder Settings dialog window and select the option Data stage / Project folder / File system. You can create one level of subfolders f an Asset Manager folder. Additional levels are not suppted. Defining Personalization Attributes (Page 34) Editing Personalization XML (Page 33) Selecting Publication Folders SmartTree Start Administer Project Settings Project Folder Edit Folder Create/Edit Folder Next Create/Edit Folder Publication folder Select Select Publication Folder SmartTree Start Administer Project Settings Project Folder Select Folder (Asset Manager External Application Folder) Edit Folder Create/Edit Folder Next Create/Edit Folder Publication Folder Select Select Publication Folder SmartTree Start Administer Project Settings Packages Publication Packages Select Publication Package Select Publication Combination Select Folder ( ) Select Publication Folder Select Publication Folder SmartTree Start Administer Content Classes Select Content Class Folder Select Content Class Structural Elements Select Element Select Publication Package Select Publication Combination Select Folder ( ) Select Publication Folder Select Publication Folder SmartTree Start Administer Project Structure Select Project ( Select Page Select Link Element) Select Publication Package Select Publication Combination Select Folder ( ) Select Publication Folder Select Publication Folder 22

23 Editing Folders You can assign a publication folder to an Asset Manager a folder. The files contained in the folder Asset Manager will be published to this publication folder. To determine these settings, follow the description below: Administer Project Settings -> Project Administer Project Settings -> Packages Administer Content Classes Administer Project Structure 1. Activate this option to publish files in the current folder to the publication folder you have selected, select Root to publish the files of the current folder to the root of the publishing target. Note: You must assign Delivery Server publication folders to every folder whose files are to be published to a Delivery Server publishing target. These files cannot be published to the root directy of the publishing target. F.NET folders the publication folder that cresponds to the root directy of the.net project must be selected. This does not have to be the root directy of the publishing target. 2. Click OK to confirm. Activating File Folders as Asset Manager You can turn any file folder that was created under the tree item Administer Project Settings -> Project -> Folders into an Asset Manager. Released File Folders Released folders can be activated as Asset Manager in the iginating projects only. Changes will also be available in utilizing projects. Proceed as follows: 1. Go to Administer Project Settings -> Project, select a file folder, and click the Edit Folder Action Menu item to open the Create/Edit Folder dialog window f a file folder. 2. Select the Asset Manager type from the Type drop-down list. Note: Changing a file folder into an Asset Manager folder is irreversible. 3. Click OK to confirm. The fmer file folder is now identified as Asset Manager in the tree with the wds Asset Manager and highlighted in gray. File folders are marked with the wds File Folder. 23

24 Editing Folders Asset Manager and file folders are displayed in the tree like this: Folder Images Asset Manager Images File folder If you select the property Display file selection as Asset Manager f an existing folder that already contains files, the file infmation and thumbnails will not be generated automatically. You will need to update the Asset Manager folder. See also: Updating Asset Manager (Page 30) Asset Manager Maintenance SmartTree Start Administer Project Settings Project Folders Asset Manager Maintenance Asset Manager Maintenance You can delete files that are not being used in Background, Image, Media, Text elements from Asset Manager folders, file folders, external folders. During maintenance of the Asset Manager folders, the process looks f files that are used in the project structure that are preassigned in the content class elements. Files that are not used can be deleted. You can back up all the files that you delete from the folders. The folder structure is not retained. Furtherme, you can repair converted Wd documents following project impt from versions You have the following options: Repair converted Wd documents (PDF, HTML) after impting from version Select this check box to repair Wd documents converted to PDF HTML that have been damaged following project impt from version Delete inactive files - Select this check box to delete inactive files. Create backup copy of deleted files - Select this check box to create backup copies of the deleted files. Path - Specify the UNC path to a directy f sting the backup copies of the deleted files. User name - Enter the system user name f the directy specified under Path. Passwd - Enter a passwd f the specified user. notification - You can send out notification. This notification is sent when the process starts. Select a recipient f the notification from the To drop-down list, and enter a Subject. 24

25 Editing Folders Folder list - Select the check boxes f the folders from which inactive files are to be deleted. In Asset Manager folders, all inactive files in subfolders are also deleted. Select all folders - Select this check box to select all the check boxes f the displayed folders. 2. Click OK to confirm. Asset Control Smart Tree Start Administer Project Settings Project Folders Asset Control Asset Control The Asset Control function allows you to view all assets f a project and check their use. Where an Asset Manager folder is used by several projects, the use of assets is checked in all of those projects. 1. You have the following options: Display options - Lets you choose whether to display all assets only selected assets. Assets from this project and from other projects are shown. All assets - Select to display all assets. Referenced assets only - Select to display all assets that are used. Unreferenced assets only - Select to display all assets that are not used. These would be deleted during Asset Manager maintenance. Take preassigned assets into account - Select this check box to display all pages f which assets have been preassigned using content class elements. notification To - From the drop-down list, choose a recipient f the notification. Folder list - Select the check boxes f the folders whose assets you wish to display, select the Select all folders check box to select all folders. 2. Click OK to confirm. You are notified by of the result of a search f assets used in the project. The contains the following infmation: Date and time of the search f assets used Names of the folders that were searched Result of the search: F each folder and subfolder the system has searched, you are shown f which content class, page, and element an asset is used. If an asset is used in another project, the name of the project is also shown. 25

26 Editing Asset Manager Folders Editing Asset Manager Folders To edit an Asset Manager folder, go to Administer Project Settings -> Project -> Folders -> Select Asset Manager Folder in SmartTree. To change the name of an Asset Manager folder, use the Edit Folder Action Menu item. This action also allows you to convert a file folder into an Asset Manager folder. In the following dialog, Edit Folder Settings, you can block the Asset Manager folder from use in the text edit define the maximum number of assets shown. This dialog also lets you set the Asset Manager attributes as mandaty. The Action Menu item Update Asset Manager is used only after a folder has been turned into an Asset Manager folder. This Action Menu item completes the transition to an Asset Manager folder: Files are displayed as thumbnails, and all infmation related to those files is also shown in the Asset Manager folder. To open the Asset Manager folder, use Edit Folder Content. To delete the Asset Manager folder, use the Delete Folder Action Menu item. You can only delete Asset Manager folders that do not contain any files. You can also delete Asset Manager folders that do not belong to your project, provided they do not contain any files. They will be no longer available f your project. Use Add Attribute to determine the attributes that will be used to ste infmation about every file in the Asset Manager. You can also create subfolders f an Asset Manager when the data is sted in the file system. Additionally, you can release an Asset Manager and make it available to other projects. F Asset Managers whose data are sted in a database, you can Transfer Data Stage. The data will then be sted in the file system. This change in data stage is irreversible. If versioning has been activated f the Asset Manager, you can Shrink the Versioning Database. You have the option to Define Folder Authization Packages f Asset Managers one of its subfolders, to Connect to Folder Authization Package in Clipboard. To impt files to the Asset Manager folder, use the Impt Assets Action Menu item. Opening Asset Manager/Editing Folder Content Asset Manager SmartTree Start Administer Project Settings Project Folders Select Asset Manager Folder Edit Folder Content Asset Manager SmartTree Start Administer Project Structure Project Select page Background, Image, Media Select element Edit Element Content Asset Manager 26

27 Editing Asset Manager Folders SmartEdit OpenPage RedDot Background, Image, Media Element ( Edit Image Element Edit Media Element Edit Element Content) Asset Manager In an Asset Manager folder, you can: Search f files Impt new files Expt files Move files within the subfolder structure View files in the Asset Manager folder View file attributes and file infmation f each file Perfm actions on files You can find infmation about the user interface of the Asset Manager folder in another part of this documentation. See also: User Interface (Page 10) Asset Manager folders provide infmation about the files they contain and allow you to perfm actions. The options available to you in an Asset Manager folder are grouped into sections of the user interface. Search In the Search area, you can use search criteria to filter the files that will be displayed in the Catalog area. 1. Select a search attribute from the Search attributes drop-down list to filter the files displayed. You have the following options: File name Original auth Last edit Height Width Col depth File size User-defined attributes - This lists all the attributes that you have created f this Asset Manager folder. 2. F the attributes iginal auth and last edit, choose the required users from the drop-down list. F the other attributes, enter a term that fms part of the attribute that you have selected. You can also use the "*" wildcard. Example: To list GIF files only, select the File Name attribute from the drop-down list and enter the *.gif string in the search box. 27

28 Editing Asset Manager Folders 3. In the case of Asset Manager folders with subfolders, you can include subfolders in the search by clicking Subfolders. 4. Click the Start Search link. The files in the Asset Manager folder are filtered accding to the criteria you selected. The number of files displayed is limited by the value set f Maximum number of assets displayed. When searching in subfolders, the subfolder name in which the file is located is displayed in front of the file name. 5. Click the Reset Search link to reset the filter. Catalog Area You have two display options f viewing the content of an Asset Manager folder. You can choose between Thumbnail and List. The Switch Folder option lets you switch to other Asset Manager folders subfolders. F me infmation, see the User Interface section. Select Asset from Local File System - Click this link to impt individual files from your local computer to the Asset Manager folder. The files are administered there and can be used in your project. You configure the relevant settings in the Transfer Local File dialog. The names of these files must not contain the characters + '. To transfer several files to an Asset Manager folder in one step, you can use the Impt Assets action in SmartTree. Expt Assets - Click this link to expt files from an Asset Manager folder to your local file system. You configure the relevant settings in a later dialog. Move Assets - Click this link to move files between the subfolders of an Asset Manager folder. You configure the relevant settings in a later dialog. Click the thumbnail of a file to display the file content in a preview window. Image files appear in their iginal size. Provided an appropriate application is available on your local computer, all other files are also displayed in preview mode. If no such application is available on your local computer, you are prompted to download the file. Info Area Click the name of a file in the Catalog area to view the related infmation. The thumbnail is displayed in the Info area, along with the File Attributes and File Infmation. Actions The number of actions available depends on the settings configured f Asset Manager. Crop Image - Select this action to crop an image in a later dialog. The cropped image can replace the iginal file you can save it in the Asset Manager folder with a different name. If versioning is enabled, you can save it as a version. Extended Image Editing Options - Select this action to edit an image in a later dialog. You can flip hizontally and vertically, change the image size, and convert it to black and white to negative. You can also enter ImageMagick commands. Update File - Select this action to replace the content of the selected file with the content of a file on your local computer in a follow-on dialog. This option is not available if versioning has been enabled f your project. 28

29 Editing Asset Manager Folders Show Versions - Versioning is only available if the files of the folder are sted in a file system. With versioning, all the changes made to a file are documented. Older file versions can be rested. Within a project, the latest document version will always be used. This may also be a rested version. Check Out File - You can only check out files if versioning has been enabled f the Asset Manager folder. Checked-out files are sted in your local file system. F example, you can edit a file in an image processing application and then check the edited file back in the Asset Manager folder. As long as files are checked-out, they are locked f other users. The files can be used, but they cannot be edited. A user with the Administrat role can reset all users' checked-out files to the current versions. Undo Check-Out - You can undo the check-out process. Check In File - Use this action to check in a previously checked-out file. Delete File - Use this action to delete the file displayed in the info area. Edit Attributes - Use this action to edit the selected file's user-defined attributes. Refresh Thumbnail and File Infmation - Use this action to refresh the thumbnails and file infmation f the selected file. Files with a custom thumbnail are assigned the default thumbnail as a result. Replace Thumbnail - Choose this action to save a different thumbnail f a file in the Asset Manager folder. You configure the relevant settings in the Transfer Local File dialog. Show Usage - Select this action to see in the Show Usage dialog window where in a project a file is used. See also: Editing Subfolder Content To edit the content of a subfolder, open the Asset Manager folder. Then choose Switch folder to switch to the subfolder. Cropping Images (Page 58) Editing Attributes (Page 62) Expting Assets (Page 56) Extended Image Editing Options (Page 59) Moving Assets (Page 57) Showing Usage (Page 64) Showing Versions (Page 62) Transferring Local Files (Page 64) Deleting Folders SmartTree Start Administer Project Settings Project Folders Select Folder Asset Manager Folder Delete Folder Management Server 29

30 Editing Asset Manager Folders You can delete folders. You can only delete file folders, style sheet folders, Asset Manager folders, and content class folders when these folders are empty. You can delete external application folders even when they are not empty. If the files are sted in an external folder, you can delete these and their content in your project. You can only delete external content class folders when the folder is empty. 1. Confirm with Yes. The selected folder Asset Manager folder is irretrievably deleted. Updating Asset Manager SmartTree Start Administer Project Settings Project Folders Select Asset Manager Update Asset Manager Update Asset Manager You will need to update an Asset Manager folder in these situations: When you have converted a file folder into an Asset Manager folder While the system is updating the Asset Manager folder, the thumbnails f display in the Asset Manager folder are created, and all file infmation is updated. If you want to replace custom thumbnails f PDF, Wd, and PowerPoint files with the default thumbnails When you have an Asset Manager folder with data stage in the file system When files are added to the respective directy within the file system. The added files are immediately available in the Asset Manager folder. While the system is updating the Asset Manager folder, thumbnails f the new files are created, and all file infmation is updated. When subdirecties are added to the respective directy within the file system, if the directy had subdirecties when the Asset Manager folder was created. While the system is updating the Asset Manager folder, the subdirecties are created as a subfolders of the Asset Manager folder. The files from the subdirecties are made available in these subfolders. Note that this includes only subdirecties from the top directy level. Although you can continue wking with the Asset Manager folder during an update, please note that not all of the thumbnails will have been updated yet. 1. Select an address from the drop-down list. notification is sent to this address when the update is complete. 2. Edit the text in the Subject box as required. 3. Select the Replace individual thumbnails check box to replace custom thumbnails f PDF, Wd, and PowerPoint files with the default thumbnails. 4. Click OK to confirm. As soon as the update is complete, notification is sent to the specified user. 30

31 Editing Asset Manager Folders Creating/Editing Subfolders SmartTree Start Administer Project Settings Project Folders Select Folder ( Select Subfolder) Create Subfolder Edit Subfolder Create Subfolder Edit Subfolder You can create and edit subfolders f all Asset Managers located in the file system. 1. You have the following options: Name - Enter a unique and meaningful name f the subfolder. Directy name f file system - Enter a name f the subdirecty, where you want to ste the files in the file system. If no directy of the specified name exists then it is created. The directy name cannot be changed later. Description - Enter a description f the subfolder. 2. Confirm with OK. Subfolders f Asset Manager Folders You can create subfolders f existing and new Asset Manager folders, provided data is sted in the file system. To configure this setting, go to the Edit Folder Settings dialog window and select the option Data stage / Project folder / File system. You can create one level of subfolders f an Asset Manager folder. Additional levels are not suppted. Editing Subfolder Content To edit the content of a subfolder, open the Asset Manager folder. Then choose Switch folder to switch to the subfolder. 31

32 Editing Asset Manager Folders See also: Uniqueness of Files in Asset Manager Folders and Subfolders When files with the same name are located in an Asset Manager folder and in one of its subfolders, they are overwritten in the transfer process to Delivery Server because the files are impted into the same content group. To avoid this, you have two options: Select the Content and group names are only unique within the respective parent group check box f the Delivery Server publishing target. In Delivery Server, a child group is then created f the subfolder to which the files from the Asset Manager subfolder are assigned. If you do not select the Content and group names are only unique within the respective parent group check box, you still have the option to extend the file names in the subfolder automatically. Thus the file names become unique again. You activate the automatic file name extension function in the RDServer.ini file with the entry below: [Publisher] usesubfolderasprefixfassets=1 The file name of a subfolder asset now has the following syntax: <directy name f file system of the subfolder>-<prefix of the Delivery Server publication folder><file name of the asset> During publication, the name of the virtual directy is not extended by the subfolder name. If a publishing job has multiple Delivery Server publishing targets, the setting f the Content and group names are only unique within the respective parent group option must be identical f each of the publishing targets used. Editing Folder Settings (Page 19) Deleting Subfolders SmartTree Start Administer Project Settings Project Folders Select Subfolder Delete Subfolder Management Server You can delete empty subfolders of an Asset Manager folder. 1. Confirm with Yes. The subfolder you selected and the respective directy in the file system will be permanently deleted. 32

33 Editing Asset Manager Folders Editing Personalization XML SmartTree Start Administer Project Settings Project Folders Select Asset Manager Edit Personalization XML Edit Personalization XML You can have XML files with personalization data f the files of an Asset Manager folder created automatically during publication. To do so, the Publish personalization attributes setting must be activated in the Asset Manager folder settings. This personalization data can be evaluated by Delivery Server and included in the delivery. An XML file is created f each published file and sted in the same publishing target. The XML files are named as follows: filename_fileextension.xml The personalization XML has been predefined with the following structure: <rde-dm:impt> <rde-dm:reference type="internal" content-type="<%contenttype%>" group="<%contentgroup%>" exclusive="yes"> <%filename.extension%></rde-dm:reference> <keywds mode="set" locale-policy="none" keywd-separat=";" name-value-separat="=" hierarchy-separat="." resolve-entities="yes"> <%attributes%> </keywds> <constraints mode="set" resolve-entities="yes"> <constraint mode="expression" description="<%description%>"> <%constraint%> </constraint> </constraints> </rde-dm:impt> The placeholders marked in yellow have the following meaning: <%contenttype%>, <%contentgroup%> - When the files are published to a Delivery Server publishing target, the placeholders are automatically replaced by the values in the Content type and Group boxes from the assigned Delivery Server publication folder. When the files are published in another publishing target (directy ftp), the placeholder is not automatically replaced. In this case, you can specify the content type and group directly in the personalization XML by replacing the placeholder with a fixed value. <%filename.extension%> - When the files are published, this placeholder is automatically replaced by the file name and file name extension. <%attributes%> - When the files are published, the placeholder is replaced by the attributes selected in the Define Personalization Attributes dialog window and their assigned values. The attributes are separated from their assigned values by an equal sign. Multiple attributes are separated from each other by semicolons. Example: Attribute1=Value1;ChangeAuth=User23;ChangeDate= :27:18 33

34 Editing Asset Manager Folders <%description%>, <%constraint%> - These placeholders are not automatically replaced at the moment. However, you can replace them directly in the personalization XML. Enter a description f the <%description%> placeholder and a constraint f the <%constraint%> placeholder. Example f the <%constraint%> placeholder: user:level EQ 3 AND user:rdegroups containsany "manager" In addition, the following placeholders are also possible: <%iginalfilename%> - When the files are published, this placeholder is automatically replaced by the iginal file name and file name extension. This file name can be different from the one that is returned with the placeholder <%filename.extension%>, f example, when files were scaled converted automatically with Content Class element settings. <%<attribute name="" default=""/>%> - With this placeholder, name attributes can be called directly (f example, the groups attribute) and have the value returned. Using default, a value can be defined that is returned when the attribute is empty. You can define any attribute that was specified as a personalization attribute. The attribute values that are returned can be used, f example, in constraints: user:rde-groups CONTAINSANY "<%<attribute name="groups" default="regularuser"/>%>" 1. You can adapt the personalization XML to suit your needs by changing the text in the dialog window. 2. Click OK to confirm. See also: Editing Folder Settings (Page 19) Defining Personalization Attributes SmartTree Start Administer Project Settings Project Folders Select Asset Manager folder Define Personalization Attributes Define Personalization Attributes You can select attributes to be embedded in the personalization XML file. All of the Asset Manager file attributes and attributes that you created are available to you. F the selected attributes, the name of the attribute and the assigned value f each file are written to the personalization XML on publication. If you do not select an attribute in this dialog window, a personalization XML will not be created on publication f the files in the Asset Manager folder. 1. Select the check boxes f those attributes which you want to be output in the personalization XML. Next to the file attributes it tells you if they are only available f certain data fmats (e.g., MS Office documents, PDF files). 2. Click OK to confirm. 34

35 Editing Asset Manager Folders Attribute Names in the Personalization XML The file attributes available f selection in the Define Personalization Attributes dialog window are used in the personalization XML with the following attribute names: File attribute Paragraphs (OFFICE) Last edit Modification date Number of pages (PDF) Application name (OFFICE) Hidden slides (OFFICE) Auth (OFFICE) Auth (PDF) Total editing time (OFFICE) Width (IMG) Characters (with spaces) (OFFICE) Bytes (OFFICE) File size File name Entry date Created on (PDF) Created with (PDF) Original auth Col depth (IMG) Company (OFFICE) Slides (OFFICE) Fmat (OFFICE) Changed on (PDF) Height (IMG) Categy (OFFICE) Comments (OFFICE) Linearized (PDF) Manager (OFFICE) Attribute name in XML RDParagraphCount RDChangeAuth RDChangeDate RDPageCount RDAppNAme RDHiddenSlides RDDocCreateAuth RDAuth RDTotalEditTime RDWidth RDCharacterCountWithSpace RDByteCount RDSize RDFileName RDCreateDate RDDocCreateDate RDProducer RDCreateAuth RDDepth RDCompany RDSlideCount RDPresentationFmat RDDateLastChanged RDHeight RDCategy RDComment RDLinearized RDManager 35

36 Editing Asset Manager Folders See also: File attribute Multimedia clips (OFFICE) Notes (OFFICE) Revision number (OFFICE) Keywds (PDF) Subject (OFFICE) Title (OFFICE) Encrypted (PDF) Template (OFFICE) Wds (OFFICE) Characters (OFFICE) Lines (OFFICE) Editing Personalization XML (Page 33) Editing Folder Sharing SmartTree Start Administer Project Settings Project Folders Select Folder Asset Manager Edit Folder Sharing Edit Folder Sharing You can release folders (file folders, style sheet folders, and content class folders), and Asset Managers f use in other projects. This Action Menu item is only available to users who have been assigned the modules SmartTree and Server Manager. 1. You have the following options: Read authization - With this check box selected, the content of the folder Asset Manager folder may be used in other projects. If you clear this check box, the contents of the folder Asset Manager folder cannot be used. Full control - With this check box selected, you can add files to the folder Asset Manager folder in other projects, change delete existing files. If you clear this check box, the contents of the folder Asset Manager folder cannot be used. Full control is not allowed f content class folders. 2. Click OK to confirm. Attribute name in XML RDMultimediaClips RDPresentationNotes RDRevisionsNumber RDKeywds RDSubject RDTitle RDEncrypted RDTemplate RDWdCount RDCharacterCount RDLineCount In addition to releasing content class folders f use in other projects, you also have to update the affected projects via the Update Connected Projects Action Menu item. You must update content folders every time you release one f use in another project when changes have been made to the templates contained in the folder. If you do not update, any changes made to the templates will not be displayed in other projects. 36

37 Editing Asset Manager Folders Released Folders A released folder will be displayed in the tree with the following symbol:. Folders can only be shared when me than one project is available. The released folders are available f the selected projects on the same server cluster. When accessing via a different project there are no passwd queries. Transferring Data Stage SmartTree Start Administer Project Settings Project Folders Select File Folder Asset Manager Transfer Data Stage Transfer Data Stage You can convert Asset Manager folders and file folders with data stage in the project database to folders with data stage in the file system. Note: Changes to data stage cannot be undone. This means that every file impted into the file folder Asset Manager folder will also be sted in the file system. 1. Configure the following settings: recipients - Choose a recipient f the notification from the drop-down list. When the data transfer has been completed, an notification will be sent to this address. File system path - Enter a file system path click Select. Data from the file folder Asset Manager folder will be transferred to the selected directy. The directy must be empty. Select - Click to select a directy. The files from the folder will be transferred to this directy. Check - Click to check whether the specified file system path exists. The system also checks whether the directy is empty. 2. Click OK to confirm. Shrinking the Versioning Database SmartTree Start Administer Project Settings Project Folders Select Folder (Asset Manager Style Sheet Folder) Shrink the Versioning Database Shrink the Versioning Database To shrink the versioning database used by an Asset Manager style sheet folder, you can have older file versions automatically deleted. To be able to version the folder content, the folder must be located in the file system and versioning must have been selected in the Edit Folder Settings dialog window. 37

38 Editing Asset Manager Folders 1. Edit the following settings: Days - Enter the number of days after which all versions should be deleted. If you enter 5, f example, all versions older than five days will be deleted. recipients - Select a recipient f the notification from the drop-down list. Subject - If required, change the subject line of the notification. 2. Confirm with OK. Defining Folder Authization Packages SmartTree Start Administer Project Settings Project Folders Select Asset Manager External Folder ( Select Subfolder) Define Folder Authization Package Folder Authization Package You can define folder authizations f an external folder, f an Asset Manager and its subfolders. A folder authization package that is connected to an Asset Manager also applies to the Asset Manager's subfolders. Alternatively you can define authizations f the individual subfolders. 1. Edit the following settings: Create new folder authization package - Select this option to create a new folder authization package. Name - Enter a unique and meaningful name f the folder authization package. Based on - Choose an existing folder authization package from the drop-down list. This is used as a basis f the new folder authization package. The authizations from the package you have selected are taken to create a new folder authization package. Subsequent changes to the template do not affect the new folder authization package. Connect to existing folder authization package - Choose one of the folder authization packages in the field. You can use a folder authization package at various points in your project. Any changes to the authizations apply to all points the package is connected to. 2. Click OK to confirm. The folder authization package is shown in the tree with its name and the symbol f folder authizations. The other editing options f folder authizations have already been described in other places in this documentation. 38

39 Editing Asset Manager Folders See also: Editing Folder Authizations (Page 48) Selecting Users and Groups (Page 44) Editing Properties (Page 50) Disconnecting Folder Authization Packages (Page 51) Deleting Folder Authization Packages (Page 51) Editing Reference Lists (Page 45) Creating Shtcuts in Clipboard (Page 52) Connecting to Folder Authization Packages in Clipboard SmartTree Start Administer Project Settings Project Folders Select Asset Manager External Folder ( Select Subfolder) Connect to Folder Authization Package in Clipboard You can use the Clipboard to connect an existing folder authization package to an external folder to an Asset Manager folder one of its subfolders. The folder authization package must be referenced to the Clipboard and selected. When you have carried out the action described above, the folder authization package from the Clipboard is connected to the Asset Manager a subfolder. Wking with Clipboard Items The check box of the item(s) you wish to wk with must be selected. Impting Assets SmartTree Start Administer Project Settings Project Folders Select Asset Manager folder Impt Assets Impt Assets You can impt files from your local file system into an Asset Manager folder. The impted files keep their iginal file names. 1. You have the following options: notification - Select this check box to receive an notification when the file impt is complete. To - Select a recipient from the drop-down list. Subject - If required, specify a brief subject line f the notification. 39

40 Editing Asset Manager Folders Settings Include subfolders - Select this check box to include files from the impt path specified and files from any subfolders in the impt. Please note the following rules, which depend on the type of data stage used f the Asset Manager folder: Data stage in the database: All files from all Asset Manager are impted, but no subfolders are created. Data stage in the file system: All files from first-level subdirecties are impted. If the Asset Manager folder does not have matching subfolders, such subfolders are created. Replace files - Select the check box to replace existing files of the same names with impt files. If versioning has been enabled f a project and a file of the same name already exists, a new file version is created. Impt path - Click Select to choose an impt path in the file system. Click Check to check the impt path you have selected. 2. Click OK to confirm. Mandaty Attributes When you impt files to an Asset Manager folder that requires attributes, the files are impted but are marked inactive. You can only use these files after manually assigning attributes to them. 40

41 Editing Attributes Editing Attributes You can provide infmation available on files by defining your own file attributes. The attribute contents can be edited. Adding/Editing Attributes SmartTree Start Administer Project Settings Project Folders Select Folder (Asset Manager external folder) Add Attribute Edit Attribute SmartTree Start Administer Project Settings Project Folders Select Folder (Asset Manager external folder) Select Attribute Edit Attribute Edit Attribute You can create attributes f Asset Manager folders external folders. When a new file is added to an Asset Manager folder, one of its subfolders, an external folder, all its attributes are displayed f editing. You can also assign detailed authizations f editing these attributes. Attributes allow you to define your own editable infmation f the files in an Asset Manager external folder. F example, you may want to keep infmation on file sources, billing IDs, topics. The attributes of an Asset Manager folder may be mandaty, i.e., they must be assigned a value. You set this property in the folder settings. It applies to all attributes of an Asset Manager folder. Users are prompted to assign values to mandaty attributes when uploading files to the Asset Manager folder; when using a file that has been added to the Asset Manager folder with the Impt Assets action, and some of its attributes have not been assigned values; when using a file and some of its attributes have not been assigned values because the Attributes are mandaty option was selected after they were created. 1. Enter a unique and meaningful attribute name in the Name field, edit the name of an existing attribute. 2. In the Default value field, enter a default attribute value. When a file is uploaded, the default attribute value is shown. It can be edited. 3. Click OK to confirm. The attribute you have created is displayed in SmartTree f the respective Asset Manager external folder. 41

42 Editing Attributes Deleting Attributes SmartTree Start Administer Project Settings Project Folders Select Asset Manager Folder External Application Folder Select Attribute Delete Attribute Management Server You can delete attributes. 1. Confirm with Yes. The selected attribute is irretrievably deleted. Detailed Authization Packages f Attributes You use the detailed authization package f the attributes of an Asset Manager folder to determine which users may read and edit the attributes of files in the Asset Manager folder. To create an Asset Manager, go via the tree item Administer Project Settings. Choose the folder type Asset Manager to define a folder as an Asset Manager. F every Asset Manager, you can define attributes, each of which may contain detailed authization packages. You can define detailed authizations f an attribute only directly f an Asset Manager. Folders Images Asset Manager Attribute Detailed Authization Package See also: Editing Folder Settings (Page 19) Adding/Editing Attributes (Page 41) Defining Detailed Authization Packages (Attribute) SmartTree Start Administer Project Settings Project Folders Select Asset Manager External Folder Select Attribute Define Detailed Authization Package Detailed Authization Package You can create a detailed authization package f an Asset Manager external folder attribute, connect an existing detailed authization package to such an attribute. Detailed Authization Packages contain authizations f users groups, which you can grant deny. 42

43 Editing Attributes 1. Make the following settings: Create new detailed authization package - Select this option to create a new detailed authization package. Name - Enter in this box a unique and meaningful name f the detailed authization package. Based on - Select an existing detailed authization package from the drop-down list. The new detailed authization package will be created on the basis of the existing one. Connect to existing detailed authization package - Select an existing authization package from the list. 2. Confirm with OK. The detailed authization package with its new name and the detailed authization symbol will be displayed in the tree. You can find infmation on editing detailed authization packages in another part of this documentation. See also: Selecting Users and Groups (Page 44) Renaming Detailed Authization Packages (Attribute) (Page 45) Editing Reference Lists (Page 45) Disconnecting Detailed Authization Packages (Attribute) (Page 46) Creating Shtcuts in Clipboard (Attribute) (Page 46) Deleting Detailed Authization Packages (Attribute) (Page 47) Editing Detailed Authizations (Attribute) SmartTree Start Administer Project Settings Project Folders Select Asset Manager Select Attribute Select Detailed Authization Package Edit Detailed Authizations Select Users and Groups Next Edit Authizations SmartTree Start Administer Project Settings Project Folders Select Asset Manager Select Attribute Select Detailed Authization Package Select User Group Edit Authizations Edit Authizations You can assign users and groups detailed authizations f Asset Manager folder attributes. 43

44 Editing Attributes The following table lists detailed authizations that are available f Asset Manager attributes, including the effects of denying an authization in SmartTree and Asset Manager: Denied authization Effect in SmartTree Effect in Asset Manager Edit Attribute Global Authizations, Authizations, and Detailed Authizations You can assign global authizations, authizations, and detailed authizations in a project. Global authizations are valid f the entire project. Authizations are assigned to pages and links; here you can specify if the authizations should be inherited to substructures. Detailed authizations are valid f and can be assigned to single pages, links, elements, and attributes. They cannot be inherited to substructures. Selecting Users and Groups The menu items Edit Attribute and Delete Attribute are not available. SmartTree Start Administer Project Settings Project Folders Select Asset Manager ( Select Subfolder) Select Folder Authization Package Edit Folder Authizations Select Users and Groups SmartTree Start Administer Project Settings Project Folders Select Asset Manager Select Attribute Select Detailed Authization Package Edit Detailed Authizations Select Users and Groups You can define authizations f specific users and groups. The relevant users and groups can view this attribute in the Asset Manager but not edit it via Edit Attribute. Read Attribute None The relevant users and groups cannot see this attribute in the Asset Manager. Assign authization package Full control The menu item Define Detailed Authization Package is not available. Disables all authizations f the respective users/groups. None Disables all authizations f the respective users/groups. 44

45 Editing Attributes 1. Select the check boxes of the group and users to whom you want to assign authizations. 2. Click Next to continue. Click Cancel if you do not want to select a group user. Renaming Detailed Authization Packages (Attribute) SmartTree Start Administer Project Settings Project Folders Select Asset Manager Select Attribute Select Detailed Authization Package Rename Detailed Authization Package Rename Detailed Authization Package To rename a detailed authization package f an attribute, follow the steps below. 1. Enter a unique and meaningful name f the authization package detailed authization package in the Name field. 2. Click OK to confirm. Renaming All assignments within Management Server are made via the GUID. This is why renaming has no effect on existing assignments, references, connections. If you change the name of a wkflow, authization package, publication package, element, etc., the name will be changed throughout the project wherever it appears. Editing Reference Lists SmartTree Start Administer Project Settings Project Folders Select Asset Manager ( Select Subfolder) Select Folder Authization Package Edit Reference List Edit Reference List SmartTree Start Administer Project Settings Project Folders Select Asset Manager Select Attribute Select Detailed Authization Package Edit Reference List Edit Reference List The reference list shows all tree items to which a particular authization package applies. You can edit the reference list f an authization package. 45

46 Editing Attributes 1. Use the check boxes to select the tree items that you want to disconnect from the package. You have the following options: - Click this symbol to display the item in the tree. Select all - Select this check box to select all of the tree items. 2. Click Disconnect package from selected items to disconnect all the selected elements from the package. Disconnecting Detailed Authization Packages (Attribute) SmartTree Start Administer Project Settings Project Folders Select Asset Manager Select Attribute Select Detailed Authization Package Disconnect Detailed Authization Package Management Server You can disconnect detailed authization packages from attributes. The detailed authization packages are not deleted; they remain intact everywhere else they are applied. 1. Confirm with Yes. The selected package is disconnected. Creating Shtcuts in Clipboard (Attribute) SmartTree Start Administer Project Settings Project Folders Select Asset Manager Select Attribute Select Detailed Authization Package Create Shtcut in Clipboard You can create shtcuts in the Clipboard f detailed authization packages, to allow you to apply them to other attributes. After completion of the action described above, the shtcut f the selected authization package will be created in the Clipboard. Connecting to Detailed Authization Packages in Clipboard (Attribute) SmartTree Start Administer Project Settings Project Folders Select Asset Manager External Folder Select Attribute Select Detailed Authization Package Connect to Detailed Authization Package in Clipboard You can use the Clipboard to connect a detailed authization package you have created f one attribute to a different attribute. The detailed authization package must be referenced to the Clipboard. 46

47 Editing Attributes Use the Connect to Detailed Authizations in Clipboard Action Menu item to connect a referenced and selected detailed authization package in the Clipboard to the selected tree item. The detailed authization package will then be displayed in the tree. Deleting Detailed Authization Packages (Attribute) SmartTree Start Administer Project Settings Project Folders Select Asset Manager Select Attribute Select Detailed Authization Package Delete Detailed Authization Package Management Server You can delete detailed authization packages f specific attributes. 1. Confirm with Yes. The package is irretrievably deleted f the entire project. 47

48 Editing Folder Authizations Editing Folder Authizations You can define folder authizations f Asset Manager folders and their subfolders. Folder Authizations (Asset Manager) Via the folder authizations f an Asset Manager and its subfolders, you determine which users and groups may read and edit the content of the Asset Manager and its subfolders. Only Asset Managers with data stage in the file systems can have subfolders. You create an Asset Manager folder under the tree item Administer Project Settings -> Project -> Folders. You can grant folder authizations f Asset Manager folders and subfolders. Folder Image folder Asset Manager Folder authization package Subfolders Folder authization package To create folder authizations f an Asset Manager its subfolders, go to Administer Project Settings -> Project -> Folders -> Asset Manager -> (Subfolder) -> Define Folder Authization Package. You can edit these authizations via the same path. Alternatively, go to Administer Project Settings -> Packages -> Edit Folder Authization Packages. Editing Folder Authizations SmartTree Start Administer Project Settings Project Folder Select Asset Manager ( Select Subfolder) Select Folder Authization Package Edit Folder Authizations Select Users and Groups Next Edit Authizations SmartTree Start Administer Project Settings Packages Folder Authization Packages Select Folder Authization Package Edit Folder Authizations Select Users and Groups Next Edit Authizations You can define folder authizations f specific users and groups. 48

49 Editing Folder Authizations This table shows which authizations are available f Asset Manager folders and their subfolders. When a function is not authized, a user trying to use this function is notified that it is not available. The right-hand column lists the effects of denying an authization in SmartTree, SmartEdit, and in Asset Manager folders. Denied authization Use folder Create/change content Effect in SmartTree Effect in SmartEdit Effect in Asset Manager folders The action Edit Folder Content is not available f the Asset Manager folder. No elements to which the Asset Manager folder is assigned can be edited in the project structure. A message infming the user of this will appear. The Asset Manager folder is not available in the text edit either. The action Impt Assets is not available f the Asset Manager folder. No elements to which the Asset Manager folder is assigned can be edited. A message infming the user of this will appear. The Asset Manager folder is not available in the text edit either. None. None. No impt editing functions are available in the Asset Manager folder. Delete files None. None. The action Delete File is not available in the Asset Manager folder. Full control The action Edit Folder Content is not available f the Asset Manager folder. No elements to which the Asset Manager folder is assigned can be edited in the project structure. A message infming the user of this will appear. The Asset Manager folder is not available in the text edit. No elements to which the Asset Manager folder is assigned can be edited. A message infming the user of this will appear. The Asset Manager folder is not available in the text edit. None. 49

50 Editing Folder Authizations Selecting Users and Groups SmartTree Start Administer Project Settings Project Folders Select Asset Manager ( Select Subfolder) Select Folder Authization Package Edit Folder Authizations Select Users and Groups SmartTree Start Administer Project Settings Project Folders Select Asset Manager Select Attribute Select Detailed Authization Package Edit Detailed Authizations Select Users and Groups You can define authizations f specific users and groups. 1. Select the check boxes of the group and users to whom you want to assign authizations. 2. Click Next to continue. Click Cancel if you do not want to select a group user. Editing Properties SmartTree Start Administer Project Settings Project Folder Select Asset Manager ( Select Subfolder) Select Folder Authization Package Edit Properties Edit Properties SmartTree Start Administer Project Settings Packages Folder Authization Packages Select Folder Authization Package Edit Properties Edit Properties You can rename folder authization packages. 1. Enter a unique and meaningful name f the authization package detailed authization package in the Name field. 2. Click OK to confirm. Renaming All assignments within Management Server are made via the GUID. This is why renaming has no effect on existing assignments, references, connections. If you change the name of a wkflow, authization package, publication package, element, etc., the name will be changed throughout the project wherever it appears. 50

51 Editing Folder Authizations Disconnecting Folder Authization Packages SmartTree Start Administer Project Settings Project Folders Select Asset Manager ( Select Subfolder) Select Folder Authization Package Disconnect Folder Authization Package Management Server You can disconnect a folder authization package from an Asset Manager folder one of its subfolders. These authization packages are not deleted; they remain intact everywhere else they are applied. 1. Confirm with Yes. The selected package is disconnected. Deleting Folder Authization Packages SmartTree Start Administer Project Settings Project Folders Select Asset Manager ( Select Subfolder) Select Folder Authization Package Delete Folder Authization Package Management Server SmartTree Start Administer Project Settings Packages Folder Authization Packages Select Folder Authization Package Delete Folder Authization Package Management Server You can delete folder authization packages. 1. Confirm with Yes. The package is irretrievably deleted f the entire project. Editing Reference Lists SmartTree Start Administer Project Settings Project Folders Select Asset Manager ( Select Subfolder) Select Folder Authization Package Edit Reference List Edit Reference List SmartTree Start Administer Project Settings Project Folders Select Asset Manager Select Attribute Select Detailed Authization Package Edit Reference List Edit Reference List The reference list shows all tree items to which a particular authization package applies. You can edit the reference list f an authization package. 51

52 Editing Folder Authizations 1. Use the check boxes to select the tree items that you want to disconnect from the package. You have the following options: - Click this symbol to display the item in the tree. Select all - Select this check box to select all of the tree items. 2. Click Disconnect package from selected items to disconnect all the selected elements from the package. Creating Shtcuts in Clipboard SmartTree Start Administer Project Settings Project Folder Select Asset Manager ( Select Subfolder) Select Folder Authization Package Create Shtcut in Clipboard SmartTree Start Administer Project Settings Packages Folder Authization Packages Select Folder Authization Package Create Shtcut in Clipboard You can create a shtcut in the clipboard f a folder authization package you wish to use f other Asset Managers subfolders. After completion of the action described above, the shtcut f the selected authization package will be created in the Clipboard. 52

53 Using the Asset Manager Using the Asset Manager You can impt, refresh, and delete files in the Asset Manager, and you can view, and edit file infmation saved in the fm of attributes. You can crop images, and you also have extended editing options. If you enabled versioning f the Asset Manager, you can view previous version of files and also reste them. Opening Asset Manager/Editing Folder Content Asset Manager SmartTree Start Administer Project Settings Project Folders Select Asset Manager Folder Edit Folder Content Asset Manager SmartTree Start Administer Project Structure Project Select page Background, Image, Media Select element Edit Element Content Asset Manager SmartEdit OpenPage RedDot Background, Image, Media Element ( Edit Image Element Edit Media Element Edit Element Content) Asset Manager In an Asset Manager folder, you can: Search f files Impt new files Expt files Move files within the subfolder structure View files in the Asset Manager folder View file attributes and file infmation f each file Perfm actions on files You can find infmation about the user interface of the Asset Manager folder in another part of this documentation. See also: User Interface (Page 10) Asset Manager folders provide infmation about the files they contain and allow you to perfm actions. The options available to you in an Asset Manager folder are grouped into sections of the user interface. 53

54 Using the Asset Manager Search In the Search area, you can use search criteria to filter the files that will be displayed in the Catalog area. 1. Select a search attribute from the Search attributes drop-down list to filter the files displayed. You have the following options: File name Original auth Last edit Height Width Col depth File size User-defined attributes - This lists all the attributes that you have created f this Asset Manager folder. 2. F the attributes iginal auth and last edit, choose the required users from the drop-down list. F the other attributes, enter a term that fms part of the attribute that you have selected. You can also use the "*" wildcard. Example: To list GIF files only, select the File Name attribute from the drop-down list and enter the *.gif string in the search box. 3. In the case of Asset Manager folders with subfolders, you can include subfolders in the search by clicking Subfolders. 4. Click the Start Search link. The files in the Asset Manager folder are filtered accding to the criteria you selected. The number of files displayed is limited by the value set f Maximum number of assets displayed. When searching in subfolders, the subfolder name in which the file is located is displayed in front of the file name. 5. Click the Reset Search link to reset the filter. Catalog Area You have two display options f viewing the content of an Asset Manager folder. You can choose between Thumbnail and List. The Switch Folder option lets you switch to other Asset Manager folders subfolders. F me infmation, see the User Interface section. Select Asset from Local File System - Click this link to impt individual files from your local computer to the Asset Manager folder. The files are administered there and can be used in your project. You configure the relevant settings in the Transfer Local File dialog. The names of these files must not contain the characters + '. To transfer several files to an Asset Manager folder in one step, you can use the Impt Assets action in SmartTree. Expt Assets - Click this link to expt files from an Asset Manager folder to your local file system. You configure the relevant settings in a later dialog. Move Assets - Click this link to move files between the subfolders of an Asset Manager folder. You configure the relevant settings in a later dialog. 54

55 Using the Asset Manager Click the thumbnail of a file to display the file content in a preview window. Image files appear in their iginal size. Provided an appropriate application is available on your local computer, all other files are also displayed in preview mode. If no such application is available on your local computer, you are prompted to download the file. Info Area Click the name of a file in the Catalog area to view the related infmation. The thumbnail is displayed in the Info area, along with the File Attributes and File Infmation. Actions The number of actions available depends on the settings configured f Asset Manager. Crop Image - Select this action to crop an image in a later dialog. The cropped image can replace the iginal file you can save it in the Asset Manager folder with a different name. If versioning is enabled, you can save it as a version. Extended Image Editing Options - Select this action to edit an image in a later dialog. You can flip hizontally and vertically, change the image size, and convert it to black and white to negative. You can also enter ImageMagick commands. Update File - Select this action to replace the content of the selected file with the content of a file on your local computer in a follow-on dialog. This option is not available if versioning has been enabled f your project. Show Versions - Versioning is only available if the files of the folder are sted in a file system. With versioning, all the changes made to a file are documented. Older file versions can be rested. Within a project, the latest document version will always be used. This may also be a rested version. Check Out File - You can only check out files if versioning has been enabled f the Asset Manager folder. Checked-out files are sted in your local file system. F example, you can edit a file in an image processing application and then check the edited file back in the Asset Manager folder. As long as files are checked-out, they are locked f other users. The files can be used, but they cannot be edited. A user with the Administrat role can reset all users' checked-out files to the current versions. Undo Check-Out - You can undo the check-out process. Check In File - Use this action to check in a previously checked-out file. Delete File - Use this action to delete the file displayed in the info area. Edit Attributes - Use this action to edit the selected file's user-defined attributes. Refresh Thumbnail and File Infmation - Use this action to refresh the thumbnails and file infmation f the selected file. Files with a custom thumbnail are assigned the default thumbnail as a result. Replace Thumbnail - Choose this action to save a different thumbnail f a file in the Asset Manager folder. You configure the relevant settings in the Transfer Local File dialog. Show Usage - Select this action to see in the Show Usage dialog window where in a project a file is used. 55

56 Using the Asset Manager See also: Editing Subfolder Content To edit the content of a subfolder, open the Asset Manager folder. Then choose Switch folder to switch to the subfolder. Cropping Images (Page 58) Editing Attributes (Page 62) Extended Image Editing Options (Page 59) Moving Assets (Page 57) Showing Usage (Page 64) Showing Versions (Page 62) Transferring Local Files (Page 64) Expting Assets Asset Manager Expt Assets Expt Assets SmartTree Start Administer Project Settings Project Folders Select Asset Manager Edit Folder Content Asset Manager Expt Assets Expt Assets SmartTree Start Administer Project Structure Project Select Page Select Background, Image, Media Element Edit Element Content Asset Manager Expt Assets Expt Assets SmartEdit OpenPage RedDot Background, Image, Media Element ( Edit Image Element Edit Media Element Edit Element Content) Asset Manager Expt Assets Expt Assets You can expt files from an Asset Manager folder to your local file system. 1. In the Expt Assets dialog window, you have the following options: notification - Select this check box to have notification sent when the file expt is complete. To - Select a recipient from the drop-down list. Subject - Enter a brief subject line f the notification. 56

57 Using the Asset Manager Settings Folder - Select this option to expt the complete folder content. Include subfolders - Select this check box to also include all subfolders in the expt. Search result - Select this option to expt the result of your search in Asset Manager. Expt path - Click Select to choose an expt path in the file system. Click Check to check the expt path that you have selected. 2. Click OK to confirm. Moving Assets Asset Manager Move Assets Move Assets SmartTree Start Administer Project Settings Project Folders Select Asset Manager Edit Folder Content Asset Manager Move Assets Move Assets SmartTree Start Administer Project Structure Project Select Page Select Background, Image, Media Element Edit Element Content Asset Manager Move Assets Move Assets SmartEdit OpenPage RedDot Background, Image, Media Element ( Edit Image Element Edit Media Element Edit Element Content) Asset Manager Move Assets Move Assets You can move assets as follows: From an Asset Manager folder to one of its subfolders, vice versa From one subfolder to another within the same Asset Manager folder If an Asset Manager folder has been released f use in several projects, assets can only be moved in the iginal project the Asset Manager folder belongs to. All necessary assignments in child projects are automatically updated. Existing assignments preassignments of elements in the project are not affected. 1. In the Move Assets dialog window, you have the following options: Send - Select this check box to be notified via when the process has been completed. To - Select a recipient from the drop-down list. Subject - If required, specify a brief subject line f the notification. 57

58 Using the Asset Manager Settings Current folder - Select this option to move all assets from the current folder. Current search result - Select this option to move the results of a previous search in the current folder. Replace assets with the same file name in the target folder - Select this check box to replace existing files of the same name in the target folder. Move to - Select a target folder that the files will be moved to. 2. Click OK to confirm. Cropping Images Asset Manager Crop Image Crop Image SmartTree Start Administer Project Settings Project Folders Select Asset Manager Edit Folder Content Asset Manager Crop Image Crop Image SmartTree Start Administer Project Structure Project Select Page Select Background, Image, Media Element Edit Element Content Asset Manager Crop Image Crop Image SmartEdit OpenPage RedDot Background, Image, Media Element ( Edit Image Element Edit Media Element Edit Element Content) Asset Manager Crop Image Crop Image You can crop images using the pointer and save them. The cropped image can replace the source file, you can save it in the Asset Manager folder with a new name. If versioning is enabled, you can save a new version of the source file with the same name. 1. Select how you would like to have the changed file saved: Replace source file - Select this option to overwrite the source file with the cropped image file. Create new file - Select this option to save the cropped image as a new file. In the next box, enter a file name f the new file, without file extension. The file name extension of the source file will automatically be adopted. 2. Select the aspect ratio f the changed file: No fixed ratio - The aspect ratio can be scaled freely. Click on the preview and draw a rectangle around the image segment you require while keeping the mouse button pressed. The selected image segment turns a lighter col, the rest of the image is 58

59 Using the Asset Manager dimmed. You can modify the size of the cropped image afterwards by moving the resizing handles. You can move the entire cropped image by clicking in the cropped image and moving it while keeping the mouse button pressed. 16:9, 4:3 - A cropped image with the selected aspect ratio is displayed. You can edit this as described under the option No fixed ratio. The fixed aspect ratio is retained. User defined - Enter an aspect ratio in the box (e.g., 2:3). Confirm by pressing Enter clicking on the preview. A cropped image with the specified aspect ratio is displayed. You can edit this as described under the option No fixed ratio. The fixed aspect ratio is retained. 3. Click OK to confirm and save the cropped image as described in section 1. If an Asset Manager folder is versioned, the image will be saved as a new version. If you want to replace the source file, click OK in response to the safety query. If attributes have been defined f the Asset Manager, the Attributes dialog window opens, allowing you to specify attribute infmation. See also: Editing Attributes (Page 62) Extended Image Editing Options Asset Manager Select File Extended Image Editing Options Extended Image Editing Options SmartTree Start Administer Project Settings Project Folders Select Asset Manager Edit Folder Content Asset Manager Select File Extended Image Editing Options Extended Image Editing Options SmartTree Start Administer Project Structure Project Select Page Background, Image, Media Select Element Edit Element Content Asset Manager Select File Extended Image Editing Options Extended Image Editing Options SmartEdit OpenPage RedDot Background, Image, Media Element ( Edit Image Element Edit Media Element Edit Element Content) Asset Manager Select File Extended Image Editing Options Extended Image Editing Options You can edit an image that you selected in the Asset Manager. 59

60 Using the Asset Manager 1. You have the following options: File Replace source file - Select this option to replace the source file with the modified image. Create new file - Select this option to save the image as a new file. Enter the name of the new file without the file name extension in the next box. The file name extension of the source file will automatically be adopted. Editing Options To edit an image, click an editing option the green arrow next to the relevant text box. The image preview reflects your changes. You can edit an image in several consecutive steps. The individual steps are shown above the image preview. Click Reset to undo all changes. Rotate - Lets you rotate an image. In the Degree box, specify how far you wish to rotate the image. Flip (hizontally) - Lets you flip an image hizontally, along the vertical axis. Flip (vertically) - Lets you flip an image vertically, along the hizontal axis. Convert to black and white - Lets you convert a col image to a monochrome image. Negative - Lets you display the negative of an image. Resize image - Specify image height and width in pixels to reduce enlarge an image. Retain proptions - Select this check box to maintain the iginal height-towidth ratio. ImageMagick command - In the command line, specify an ImageMagick command. You can find me infmation on this topic in the info box below. 2. Click OK to confirm. If you want to replace the source file, click OK in response to the safety query. 60

61 Using the Asset Manager ImageMagick Command You can edit an image using an ImageMagick command. To do this, you enter an ImageMagick command in the command line of the Extended Image Editing Options dialog window of the Asset Manager. You can find ImageMagick commands at Example: You want to edit an image with the Charcoal command to see how it would look as a sketch. 1. Open the Asset Manager. 2. Click the file name of the image you want to edit. 3. Select the Extended Image Editing Options action. The Extended Image Editing Options dialog window opens. The following ImageMagick command is available: # convert -charcoal 2 4. Enter the following ImageMagick command in the command line: -charcoal=0.5 Make sure to replace the space in the iginal command with an equal "=" sign. 5. Click OK to confirm. The images now appears as a small sketch. 61

62 Using the Asset Manager Editing Attributes Asset Manager Select asset from local file system Transfer Local File Select File Edit Attributes Attributes Asset Manager Select File Edit Attributes Attributes Asset Manager Select File Crop Image Crop Image OK Attributes You can edit the contents of attributes. The Attributes dialog window lists all of the attributes that you have created f the respective Asset Manager. Each attribute content may contain up to 255 characters. 1. Make the necessary changes. 2. Click OK to confirm. See also: Mandaty Attributes If an Asset Manager folder has mandaty attributes, you can upload files to the Asset Manager folder use them in the project only if all attributes have values. Adding/Editing Attributes (Page 41) Deleting Attributes (Page 42) Showing Versions Asset Manager Select File Show Versions Version list f: SmartTree Start Administer Project Settings Project Folders Select Asset Manager folder Edit Folder Content Asset Manager Select File Show Versions Version list f: SmartTree Start Administer Project Structure Project Select Page Background, Image, Media Select Element Edit Element Content Asset Manager Select File Show Versions Version list f: 62

63 Using the Asset Manager SmartEdit OpenPage RedDot Background, Image, Media Element ( Edit Image Element Edit Media Element Edit Element Content) Asset Manager Select File Show Versions Version list f: You can view the versions of any file contained in an Asset Manager folder, provided versioning has been activated f Asset Manager. Versioning is only possible if the files of the folder are sted in the file system. You activate versioning in the Edit Folder Settings dialog window of the Asset Manager folder. With versioning, all the changes made to a file are documented. You can reste a previous version of your file by resetting the file to that version. To edit a file, you can check it out. When you check the file in again, a new version is automatically created. Checked-out files are locked f other users. The file can be inserted into an element, but it cannot be edited in Asset Manager. A user with the Administrat role can undo that a user has checked out a file in Asset Manager. Your project always uses the current file version the version that was rested. 1. The left of the dialog window shows a Version list f the file that you have selected. It contains the following infmation: - The arrow indicates f which version the File Infmation and File Attributes are shown in the right of the dialog window. # - The version number is shown below the number sign. File name - Shows the file name. Creation date - Shows the date and time when the file was created replaced. Creat - Shows the name of the auth who created changed the file. 2. Click a version's file name to display the File Infmation and the File Attributes in the right area of the dialog window. F me infmation, see the cresponding sections of the documentation. 3. The Action Menu in the lower-right cner offers the following options: Reset Version - Click the version in the list to which you want to reset the file. Choose the Reset Version menu item in the Action Menu to reset the file to the version that you selected. A new version of the file is created with the same state as the version that you selected. Preview - Lets you preview the versions. 4. Click Close to close the dialog window. See also: Editing Folder Settings (Page 19) Transferring Data Stage (Page 37) File Infmation (Page 15) Editing Attributes (Page 41) 63

64 Using the Asset Manager Impting Files into the Asset Manager You can impt any type of file into the Asset Manager. During the impt you can edit the attribute contents of the cresponding file. After impting is complete you will be able to see the thumbnails f your files. These will automatically be created f every file type. You can impt individual files complete folders to an Asset Manager folder. To impt individual files, open the Asset Manager folder and use the Select asset from local file system action. To impt all files in a directy in one step, select an Asset Manager folder in SmartTree and can use the Impt Assets action. See also: Impting Assets (Page 39) Opening Asset Manager/Editing Folder Content (Page 26) Transferring Local Files You can select a local file and transfer it to the folder. 1. In the Transfer Local File dialog window, enter the directy path and file name of the desired file in the Path and file name box, click Browse... and select a file. 2. Click OK to confirm. F larger files, it may take a while to complete the asynchronous transfer. In this case, the file will not be visible in the preview SmartEdit immediately. Showing Usage You can see where in a project a file is used. To do this, open the Show Usage dialog window in a file folder using the symbol and in an Asset Manager folder using the Show Usage link. You can generally use files in the following ways: in the pages of the project structure, in the elements Text, Image, Background, Media in content classes, f preassigning the elements Image, Background, Media as preview symbols f content classes and page definitions as image links as style sheets f elements of a content class Depending on the usage of a file, the dialog window shows the following infmation: [Page ID] Name of the page where the file is used Name of the element image link and language variants where the file is used 64

65 Using the Asset Manager Name of the content class in which the file is preassigned Name of the element image link and language variants in which the file is preassigned You have the following options: If you have opened the dialog window from SmartTree, you can click the name of an element to be brought to that place in your project. If the file is used in a page, click the symbol f the page preview in the current language variant. Click Close to close the dialog window. 65

66 Index Symbols.NET folders creating editing A activity flow charts showing and hiding... 6 Asset Manager... 9 attributes deleting editing content creating creating thumbnails defining... 17, 23 editing... 17, 26, 53 impting files introduction... 16, 26 maintenance versioning database shrinking Asset Manager folders attributes adding data stage transferring deleting editing folder authizations defining impting assets sharing updating with folder authization package connecting assets control expting impting moving attributes adding defining f personalization XML deleting attributes (continued) detailed authization packages defining disconnecting editing editing content example C Clipboard detailed authization packages f attributes content class folders creating deleting editing... 17, 19 cropping images D data stage transferring deleting Asset Manager folders attributes detailed authization packages folder authization packages folders detailed authization packages connecting via Clipboard creating shtcut in Clipboard defining f attribute deleting f attributes... 42, 46 renaming selecting users and groups... 44, 50 detailed authizations attributes editing in Clipboard connecting documentation activity flow charts... 6 breakdown of topics... 6 symbols... 8 syntax

67 Index Dot Net folders creating editing E external application folders attributes deleting creating deleting editing... 17, 19 external folders attributes adding folder authizations defining with folder authization package connecting F file folders creating data stage transferring deleting editing file infmation identifying files deleting... 24, 26, 53 impting... 26, 53 searching... 26, 53 usage displaying folder authization packages creating shtcut in Clipboard deleting disconnecting editing in Clipboard connecting renaming selecting users and groups... 44, 50 folder authizations defining editing folder settings editing folders asset control creating deleting editing... 17, 19 releasing turning into Asset Manager updating as Asset Manager folders 30 H Help using... 5 I image editing extended images cropping editing usage displaying impts assets O online documentation described dialog windows finding... 6 using... 5 P personalization attributes defining personalization XML editing publication selecting Asset Manager folders selecting folders publication folders defining selecting R reference lists editing... 45, 51 renaming detailed authization packages

68 Index S style sheet folders creating deleting editing... 17, 19 shrinking versioning database subfolders creating deleting editing symbols in activity flow charts... 6 used in documentation... 8 U usage displaying user interface Server Manager V versioning database shrinking versions showing X XML files f personalization editing