Logging In From your Web browser, enter the GLOBE URL: https://bms.activemediaonline.net/bms/

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1 About GLOBE Global Library of Brand Elements GLOBE is a digital asset and content management system. GLOBE serves as the central repository for all brand-related marketing materials. What is an asset? What is metadata? Assets are the intellectual property image files, videos, Microsoft Office documents, and so on that are managed by GLOBE. An asset is the combination of a file (or multiple files in the case of a compound asset) and related information about the file, called metadata. For example, you can upload an image with the description Company logo ; the image itself is the file, and the description Company logo is part of the asset s metadata. You use asset metadata to name, identify, and categorize assets so you can easily find them again. All metadata fields associated with an asset are searchable. Note: Unlike file-system folders, GLOBE collections can contain assets with the same name. However, it is recommended that you not give assets in the same collection the same name. Doing so complicates asset management. Access to GLOBE Access to GLOBE is now an esetup. (http://esetup.bms.com/) Just search for GLOBE, and add to cart. When you view your cart, there will be a drop down box where you can choose the products you will need to view. Logging In From your Web browser, enter the GLOBE URL: https://bms.activemediaonline.net/bms/ 1

2 Your BMS user ID and password are the same as your enterprise ID and Password. After Log in, choose the domain name that corresponds to the product you wish to view. (This will be limited to previously approved brands requested through esetup). Select Log In Logging Out When you are done using GLOBE, you should log out. You may be logged out automatically after a period of inactivity, but logging yourself out frees application resources more quickly. To log out of GLOBE: Click the Log Out link at the top of the main GLOBE window. Accessing Job Aids Job Aids can be located on the Marketing Excellence Main Page as well as on each branded site. To locate a job aid on the Marketing Excellence page, click the prompt in the lower left-hand side of the screen. Each branded site will have a folder called Job Aids. This folder will contain all help documentation for GLOBE as well as specific information for each site. 2

3 About the GLOBE Main Screen When you log in to GLOBE, the main screen appears: The following table describes the elements of the main screen. D E F A B C A L Item Element Description Help link Displays GLOBE online help. B Log Out link Logs out the current user. See Logging Out Lets you quickly navigate the hierarchical collection C Collection structure. Use the Show/Hide Collections button to Browser control whether the collection browser is displayed. See Using the Collection Browser D Clipboard tab Use this tab to view the assets currently on the clipboard. Use the clipboard as a scratch area for operating on assets from multiple workspaces. See About the Clipboard E Search tab Use this tab to search for assets or collections. See About Searching F What s New Shows all new assets uploaded in the past 14 days. 3

4 About the GLOBE Main Screen continued G H G H Item Element Description Shows you where you are in GLOBE and lets you easily retrace our steps. See Using the Breadcrumbs. Also, Breadcrumbs for workspaces (such as collections and search results), the breadcrumbs show the number of items in the workspace. Filter Displays only items that match the specified filter, such as only image assets. See Filtering the display View 4

5 Navigating in GLOBE GLOBE provides a number of navigation methods; Much of the text in GLOBE is clickable. For example, tab labels, collection names in the navigation tree, collection and asset names in workspaces, and action links are all clickable. When you move your mouse over clickable text, your mouse pointer changes shape, and the text may become underlined or highlighted. Many graphics are clickable. For example, collection and asset thumbnails and command icons are clickable. When you move your mouse over a clickable icon, your mouse pointer changes shape. Browsing Collections and Assets When viewing the Collections tab, you can click on items to browse collections and assets. The Current Item region is updated to display the item you clicked. Click Collection Content Click the collection thumbnail or name to navigate into a collection. Click the asset thumbnail or name to display the asset s detail view. Click a collection to display the collection s content. Click an asset to display the detail view for that asset, from which you can view asset information and perform a number of asset operations. 5

6 Using the Breadcrumbs GLOBE always displays a path, consisting of a series of markers called breadcrumbs that indicate where you are in the collection or search hierarchy. For workspaces (collections, search results, saved searches, the clipboard, and compound-asset content), the breadcrumbs show the number of items in the workspace. In addition to reminding you where you are in the collection hierarchy, you can also use the breadcrumbs to navigate. The parent collections listed in the breadcrumbs are hyperlinks. Click a collection name to navigate to that collection. When you reach the current page by clicking a link on an asset s Locations tab, a : separates the collection hierarchy path from the independent path. Note: The breadcrumb is displayed but is not active (no hyperlinks) when you are on a dialog page. Breadcrumbs Click Links to navigate. 6

7 Using the Collection Browser You can optionally display a hierarchical tree of collections (including saved searches), called the collection browser, on the left side of the GLOBE window. Collection Browser Current Collection Show/Hide Collection button The collection browser provides an alternative way to navigate the collection structure. By default, the collection browser is not visible because it uses a significant amount of screen space. The collection browser has two top-level collections: Your private collection hierarchy, which is called Private Collection by default. Only you can access this collection by default. You can, however, grant permissions to other users to view, edit, download, or even create new assets in a Private collection. The top-level collection for your login domain, that is the Brand or Product that you have access rights to view. To show the collection browser: Click the Show Collections button. 7

8 To hide the collection browser: Click the Hide Collections button. When the collection browser is displayed, you can use it to see the hierarchy of collections and to go directly to a specific collection. Click to collapse collection Click + to expand collection Click a collection name to visit the collection 8

9 Changing Display Views You can display the items in a workspace using several different view types: Thumbnail View This is the default view. Assets and collections are displayed 5 per row. Each asset s thumbnail is shown, but no metadata other than the Asset Name, Asset ID, Upload Date and type is displayed. A thumbnail is a small graphic that previews the asset for you. The thumbnail may be a static image, or it may be an animated GIF that rotates through some or all of the pages in that document depending on the asset type. Visual List View Assets and collections are displays one per row. Each item s thumbnail and some associated metadata are displayed. The list view displays Title, Creation Date, Product, Asset Type, Asset ID, and Expiration Date. 9

10 List View Assets and collections are displayed one per row. Thumbnails are not displayed; instead, additional metadata is displayed. Metadata is organized in columns that can be sorted by clicking on the column headers. Detail View When you click an asset, the asset s detail view is displayed. From the detail view, you can select from a number of tabs that display different information about the asset. 10

11 Viewing Asset Summary Information The asset Summary tab displays portions of an asset s metadata and properties, plus the asset thumbnail. This is the default view and will contain all the information that BMS Users will need to know about the asset. To display the asset summary information: 1. Navigate to the asset s detail view. 2. The Summary tab will appear by default. Viewing Asset Metadata To view asset metadata: 1. Navigate to the asset s detail view. 2. Click the Metadata tab. The Meta-data view will contain all information associated with the file. Viewing Asset Properties Asset properties refer to characteristics of the asset s file type. Some properties are general, such as file size. Most properties are file-type specific. For example, JPEG files have properties such height and width in pixels and the number of colors used, whereas PDF files have properties such as the number of pages. Properties differ from metadata in that properties are characteristics of the file independent of GLOBE, whereas metadata fields are characteristics of the asset extra information that you associate with the file for use by GLOBE. To view asset properties: 1. Navigate to the asset s detail. 2. Click the Properties tab. 11

12 Viewing Asset Locations The asset Locations tab lists the collections that contain the asset. If the asset is on the clipboard, the clipboard is also listed. Only collections for which you have view permission are listed. From the locations tab, you can go to the location of the asset by clicking the location s name. To display the asset locations: 1. Navigate to the asset s detail view. 2. Click the Locations tab. The collections that contain the asset are listed. The left column shows the collection name. The right column shows the path to the collection starting from the login domain s top-level collection. 3. To go to a location, float the mouse pointer over the name of the collection until the cursor turns to a hand, and then click the link that appears. Selecting Items GLOBE lets you operate on multiple items typically any combination of assets and collections at the same time. From any workspace, you can select one or more items, then perform an operation on the item group. Click Select All to select all the items in the current workspace (collection, search result, saved search, clipboard, and compound-asset content). If there are multiple pages, all items on all pages are selected. Once clicked, the command changes to Deselect All, which clears all selections when clicked. For multipage workspaces, your selections are maintained as you navigate across pages. However, your selections are cleared if you navigate outside of the workspace. 12

13 Note: The commands that appear to the left of the selected-item region operate on the current item, not on selected items. Note: Items from different workspaces cannot be selected at the same time. To operate on assets from multiple workspaces, copy the assets to the clipboard first. Managing Assets Once items are selected, can perform a number of operations on existing assets, assuming you have the appropriate privileges and permissions. Any operations (such as Move, Delete) that are grayed out, cannot be clicked on if you do not have permission for that function. This is for security reasons. If you cannot perform a function, you can contact the GLOBE team for assistance. Most users will be limited to Downloading. 13

14 Adding Assets to the Clipboard You can copy an asset from your workspace (collection, or search result) to the clipboard. The clipboard is useful for operating on assets from multiple collections. From the clipboard, you can copy assets to your Private Folder as well as perform a Batch Download. See Batch Downloading. 14

15 Searching You can locate assets and collections by browsing collections or by searching. Searching is a powerful way to locate assets and collections when you do not know the collection structure, or when you want to view assets that are related in some way but are not located in the same collection. When performing a search, only items to which you have access (permission to view) are displayed. Search criteria can be saved for later use by creating a saved search, which acts like a dynamic collection. There are two search methods: Asset Search - lets you search for assets based on any metadata values. See Searching for Assets. Collection Search - lets you search for collections based on any metadata values. See Searching for Collections. Searching for Assets You can search for assets based on general attributes (name, description, keywords, creation date) and any metadata fields associated with the asset. An asset search is an AND search; only assets that match all your criteria are returned. For example, if you specify Name Ends With ppt and Description Contains brandx, then only assets whose names end with ppt and whose description contains brandx are returned. In contrast, Quick Search is an OR search; see Using Quick Search. To search for assets: 1. Click the Search tab. The Search page appears. 2. If not already selected, click the Assets button. Click Search Click Assets Select a metadata template 15

16 4. You can select the Search Scope check box to limit your search to the current collection and its sub-collections. By default, searches are global all assets you have permission to view are searched, including orphan assets (assets that aren t in any collection). The current collection is the collection you are visiting in the Collections tab. If you are visiting an asset, then the current collection is the asset s parent collection. The current collection is always the right-most collection in your breadcrumb (see Using the Breadcrumbs). 5. Specify search criteria using metadata fields: a. Select the metadata template containing the fields you want to search for. The metadata fields for the selected template and all parent templates appear. b. Supply metadata values as needed. 6. Click Search. An animated activity indicator appears in the upper-right corner of the GLOBE window while the search is performed. When the search completes, GLOBE displays all assets that match your search criteria to which you have access. To modify your search, click Modify Search from the actions list. The Search page reappears with your previous search criteria. To search again using different criteria, click New Search from the actions list. The Search page reappears with all search fields blank. Searching for Collections To search for collections: 1. Click the Search tab. The Search page appears. 2. Click the Collections button. Click Search Click Collections Specify your search criteria Click Search 16

17 3. Define your search criteria using any or all of the available search fields. Note that the search fields are additive (AND search); only collections matching all specified fields are returned. 4. Click the Search Scope check box to limit your search to the current collection and its sub-collections. By default, searches are global all collections you have permission to view are searched. The current collection is the collection you are visiting in the Collections tab. If you are visiting an asset, then the current collection is the asset s parent collection. The current collection is always the right-most collection in your breadcrumb (see Using the Breadcrumbs). 5. Click Search. An animated activity indicator appears in the upper-right corner of the GLOBE window while the search is performed. When the search completes, GLOBE displays all collections (including saved searches) that match your search criteria to which you have access. By switching to the Visual List you will be able to see full details about that collection. Downloading Assets Downloading an asset retrieves a copy of the asset file from the repository and transfers it to your computer for local access. You can download a single asset, or you can download a group of assets, in which case GLOBE compresses the files and downloads them as an archive (Zip) file. For information on downloading compound documents, see Downloading Compound Documents. Downloading Single Assets From the Thumbnail View 1. Locate your asset by searching or clicking on a collection. 2. Click on the appropriate icon located under the thumbnail. Please note that certain file types may not be able to be launched on BMS computers. Most BMS users should select the PDF option for all files and instruct their agencies to download the actual design files. The easiest way to determine if the asset will open on your computer is to look at the type of file. Promotional Materials and High-Res Images usually require software that is not standard on BMS computers. Low-Res Images and Microsoft Office files (e.g. Word, PowerPoint Excel) will open on BMS computers. 3. Select download or PDF P 17

18 4. Open or save the asset as desired. Downloading Single Assets From the Detail View 1. Navigate to the asset s detail view (see Asset Detail View). 2. Click on the appropriate icon located on the lower-left. Please note that certain file types may not be able to be launched on BMS computers. Most BMS users should select the PDF option for all files and instruct their agencies to download the actual design files. The easiest way to determine if the asset will open on your computer is to look at the type of file. Promotional Materials and High-Res Images usually require software that is not standard on BMS computers. Low-Res Images and Microsoft Office files (e.g. Word, PowerPoint Excel) will open on BMS computers. Click download or PDF 3. Open or save the asset as desired. 18

19 Downloading Multiple Assets as an Archive You can download multiple assets from a workspace at one time. GLOBE will compress the files, and download them as a Zip file. Note: If you select assets for which you do not have download permission, a file is included in the downloaded archive file that lists the assets that were omitted. To download multiple assets as an archive: 1. View the workspace containing the assets to download. 2. Select the assets to download, then click Download. The Download selected items page appears. 3. Click Download. Your browser displays a download dialog box. Open or save the asset as desired. Select MAC or PC Select Open or Save 19

20 About Compound Documents A compound document consists of a master file and one or more linked files. The linked files are often large images or specially licensed font files required for quality print and prepress processes. Linked files might also be spreadsheets, drawings, or textual elements, depending on the type of compound document. A number of common file formats can be treated as compound documents in GLOBE, such as: Adobe InDesign documents QuarkXpress documents FrameMaker documents Illustrator files used as container documents HTML files used as container documents The master document and each linked file are ingested as individual assets when uploaded to GLOBE. As such, they can be independently viewed, downloaded, versioned, and so on. You can also update, download, and the entire compound asset. Viewing Linked Assets You can view the linked assets for a compound asset from the details view of the master asset. Note: If you uploaded a PDF proxy with this compound document, it will not appear as a linked file. You must view it separately. To view linked files: 1. Navigate to the detail view of the master asset (Detail View). 2. Click the Content tab. This tab is only present for master assets. The linked assets are displayed. Click Content Tab 20

21 Downloading Whole Compound Documents You can download the master document and individual linked documents just as you would any asset; see Downloading Assets. You can also download the compound document as a Zip file. When you download a specific version of a compound document, you have the choice of downloading the versions of the master and linked files that were created at the time the compound document version was created, or you can download the latest versions of the linked files. To download a compound document: 1. Go to the Detail View of the asset. 2. Click the Content tab to view the linked assets. 3. Select Download All Content Note: If one or more of the compound document s linked assets cannot be downloaded (for example, you do not have the appropriate permissions), an additional file called Skipped Assets.txt is included in the Zip file. This text file lists the asset(s) that cannot be downloaded. Downloading Individual Images from a Compound Document You can also download individual images etc from a compound document. 1. Go to the Detail View of the asset. 2. Click the Content tab to view the linked assets. 3. Select the Download button located under the thumbnail of the image you wish to download. 21

22 Glossary Default Meta-Data Template Meta-Data field *required fields Description Asset ID: Every asset has a separate and specific ID number for archiving and searching purposes. Chemical Name: Generic drug name. Agency Contact Info: Contact information for the Agency that created the piece. Target Audience: Population for whom the material was created. Title: Corresponds with the NAME given to the file in MERCURY. If the file did NOT go through MERCURY, use the document s title or a short descriptive name (e.g., metabolics training curriculum ). This is not the file name, such as metabolics_curr.doc. Disease/Indication: Select those that relate to your asset. Note: Holding down the control key will allow you to select more than one product. 22

23 Language: Language the material is created. Notes/Keywords: Additional descriptors for the document to aid in searching. For example, use this field to type/edit "keywords", which will assist with future searching for this material. Expiration Date: Date of usage right expiration or date for MERCURY re-review. Champion: Name of individual responsible for the asset. Region: Intended area of distribution or asset. Year: Year published or created. Asset Type: Classification of documents. Such as Image or Vis Aid. Asset Status: Active, Inactive or Draft Usage Rights: Lists specific rules regarding the usage of images. Original Date Uploaded: Date asset first appeared on Globe. Product: List of brand names. Note: Holding down the control key will allow you to select more than one product. 23

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