Autodesk DAM User Guide

Transcription

1 Autodesk DAM User Guide This guide provides an overview of important features of the DAM. It covers basics such as searching, navigating, and downloading. It also covers more advanced features such as saved searches, the clipboard, and the private collection. Use the index below to navigate to the topics relevant to you. User Guide Index Welcome to the Autodesk DAM Usage Terms Your Account The User Interface Finding What You Need Downloading Assets ing Assets Transforming Images The Clipboard Your Private Collection Search Options Creating a Successful Search Saving Searches Saved Search Examples General FAQ Additional Resources The Marketing Guidelines Site ( provides templates, brand guidelines, production guidelines, and additional information on the DAM. Assets can be uploaded to the DAM via Tracker ( If you want to upload your assets to the DAM, contact DAM.Admin@autodesk.com for more details. Index

2 Welcome to the Autodesk DAM Welcome to Autodesk s Digital Asset Management System (DAM)! The Autodesk DAM is the official repository for all Autodesk digital marketing assets. If you are an Autodesk employee or agency, you should be using the DAM to create, store, and distribute your marketing assets. What Is the DAM? The DAM is one component of the larger marketing asset lifecycle at Autodesk. This lifecycle begins in the planning phase and moves on to production, localization, and distribution phases. The DAM provides a central location for users to find assets during all phases of this greater asset lifecycle. It provides the largest repository of final editable Autodesk marketing assets in the company. Assets can be used for creative inspiration, re-purposed to create new assets, localized for new markets and shared with Autodesk marketing employees and agencies across the globe. Not only does the Autodesk DAM make it easier to find what you need, but it also helps prevent the misuse of assets. The usage terms provided for each asset on the DAM make it easy for you to know how, when, where, and by whom an asset can be used. Reading this information before you use assets will help you use assets correctly. It will also help Autodesk avoid costly lawsuits for usage rights infringement. What Isn t the DAM? With a few exceptions, the DAM is not for resellers or distributors. Partners should source marketing materials from partner distribution channels such as Partner Portal. For more information, please contact DAM.Admin@autodesk.com. The DAM does not contain templates, brand guidelines, or in-progress work. Templates and brand guidelines are available on the Marketing Guidelines Site ( Who We Are The DAM is managed by a small team of administrators. We provide user accounts, password resets, technical support and assistance, and upload assets to the system. Our imagery manager acquires and uploads images to the DAM Image Library, and ensures that all images are high quality, legally vetted, easily found, and properly used. For immediate user assistance, contact DAM.Admin@autodesk.com. Welcome

3 Usage Terms Usage terms are legal rights and restrictions. When you log in to the DAM, you agree to all legal terms and conditions provided in the Terms of Use Agreement. Additional terms of use are provided for each asset on the DAM. These usage terms are available on the Summary page for each asset. They indicate how and by whom assets can be used. Before downloading any asset from the DAM, click the thumbnail preview to read this information. A summary of important usage terms is below. Please read this section carefully and contact DAM.Admin@autodesk.com if you have any questions. Always remember that it is your responsibility to use assets from the DAM properly. You can be held legally liable if you misuse assets. Expiration Date The expiration date is the date an asset expires and can no longer be used, displayed, distributed, or presented. Do not download assets that have expired or will expire before the end date of your planned usage. Assets that do not expire will have an expiration date of Embargo Date The embargo date is the date when an asset can be released publicly. Prior to an embargo date, an asset is confidential and is to be used for creative, production, and localization work only. The embargo date for an asset will be noted in the Embargo Date field. If an asset is under embargo, a red E icon will appear next to the file. If you try to download an asset marked with the red E you will receive a warning. You may continue with the download, but you will be legally liable if you publicly release the asset before date provided. Permitted Users The Permitted Users field signifies which Autodesk user group has permission to use the asset. Check with Autodesk Sponsor See Usage Details Autodesk Employees Agencies Autodesk Public Relations The Permitted User information is unknown, or the Autodesk Sponsor must give permission before the asset can be used. There are special instructions associated with the use of this asset. The asset can be used by all Autodesk employees and associated creative agencies. The asset can be only used by Autodesk Public Relations employees. Usage Terms 1

4 Autodesk Resellers Distributors Unrestricted Third Party The asset can be used by Autodesk partners, resellers, and distributors. It cannot be used by 3 rd party individuals, companies, and organizations. The asset has no user restrictions and can be used by all employees, agencies, resellers, and distributors. It can also be used by third-party individuals, companies, and organizations. Permitted Use The Permitted Use field indicates any legal restrictions on how and where the asset can be used, whether it can altered or localized, and/or which Autodesk audience is allowed to see the asset. Check with Autodesk Sponsor See Usage Details All Usage Except Advertising Can Be Localized Confidential Internal Only Customer Facing Geographically Restricted No Alterations No Localization or Reuse Presentation Only Reseller Facing Not for Customers Unlimited All Media Use Permitted Web Only The Permitted Use information is unknown, or the Autodesk Sponsor must give permission before the asset can be used. There are special instructions associated with the use of this asset. The asset can be used for all marketing purposes except advertising. The asset is an international master asset and can be localized for all markets. The asset is confidential and can be viewed by and distributed to a select audience only. The audience will be noted in the Permitted Users field. The audience for the asset is customers. The asset is legally restricted for use in certain markets. No alterations can legally be made to this asset. This includes cropping, resizing, and any edits. The asset has been localized and cannot be re-localized or reused. The asset can be used presentation purposes only. The audience for the asset is resellers, partners, or distributors. The asset can be used for any marketing purpose. There are no usage restrictions. The asset can be used only for online marketing purposes. Usage Terms 2

5 Image Rights Type The rights field describes images and their legal use. Check with Autodesk Sponsor Not Applicable See Usage Details Autodesk Owned Customer Owned Image Restricted This Asset Only Rights Managed Royalty Free The image rights information is unknown, or the Autodesk Sponsor must give permission before the image can be used. The asset does not contain any images. There are special instructions associated with the use of this image. The asset was created by and is owned by Autodesk. Autodesk owned assets typically have unrestricted usage and do not expire. The image is owned by the customer, who is allowing it to be used for Autodesk marketing purposes. Customer-owned images may have credit line requirements and/or usage restrictions. All assets that contain images, but are not themselves images, are given this value. The images used in the asset cannot be used in other assets. The image is licensed by Autodesk for a limited duration, according to specific usage terms. These usage terms should be entered in the Usage Terms field. Autodesk has licensed the asset for an unlimited duration with unrestricted usage rights. Royalty free assets do not expire. Standard royalty free licenses only allow a maximum of 10 users in one office location. Because the DAM is serving hundreds of Autodesk users worldwide, only assets with upgraded, multi-seat royalty free licenses are included on the DAM. Helpful Hints Do not share account information with another individual. Account use can be monitored and improper use of assets can be traced to the user account that downloaded the assets. Do not create an alternate storage repository to store assets. Servers, personal computers, and other storage systems to not have the ability to store usage terms with assets. Usage Terms 3

6 Your Account DAM accounts are available to all Autodesk employees with a need for marketing assets. They are also available to external agencies with approval from an Autodesk Sponsor. Autodesk Sponsors own an agency relationship. They are accountable for ensuring proper use of the DAM by their agency and notifying the DAM administrators when the agency is no longer working for Autodesk. To request an account, contact DAM.Admin@autodesk.com. After receiving your account credentials, go to to log in. When logging in for the first time, please review the terms and conditions agreement and create a personal password. Instructions for changing your password are provided below. Changing Your Password To change your password, follow the steps below: Click the Change Password link. This link is located in the top right corner of each page. Enter your current password, your new password, and click Update. When changing your password, keep in mind the following guidelines: Passwords must be at least eight characters long. Passwords should contain a random mix of alpha (a, A), numeric (1, 2), and special characters (@, +, #). Password Assistance Passwords do not expire for the DAM, but user accounts can be disabled. User accounts are disabled when an Autodesk employee leaves the company, an communication fails, or a user has been inactive for over six months. If you forget your password or think your account has been disabled, please contact DAM.Admin@autodesk.com for assistance. Helpful Hints When logging in, you can save time by typing Marketing into the Domain box. Internet Explorer is the supported browser for Windows operating systems. Safari is supported for Macintosh operating systems. The DAM is not connected to the Autodesk network. If you want your DAM password to match your network password, you must set it manually. Your Account

7 The User Interface The Autodesk DAM contains multiple options for viewing, navigating, searching, and customizing your user experience. It is best to use the navigation options provided by the DAM. Using browser navigation features such as back or reload may result in HTTP 500 errors. If you receive such errors, log out and log back in to the system. Contact if you continue to experience problems. Key interface features are highlighted below. 1 Click on the Navigation Tree to view collections in a folder structure format. 2 Click on the Clipboard tab to view items saved to your clipboard. 3 Click the Search tab to begin an advanced search. The advanced search allows you to search any field in the metadata template. 4 The Breadcrumb displays your path in a collection or search result page. Use it to return to a previous location or keep track of your current location on the DAM. 5 Select one of three View Options to change how you view assets. The Visual List view shows a thumbnail preview, description, and version information. The List View shows the full file name and can be used to sort files by date or Autodesk Sponsor. 6 Use the Quick Search to search asset names, keywords, and IDs. 7 Select assets and click Add to Clipboard to add assets to your clipboard for future use. 8 Use the Localization Filter to view assets by market. Once you select your market, the setting will last until you change it or log out. To view assets that are not localized (such as images) make sure your filter is set to All Localizations. 9 Use the Navigation Arrows to browse collections or search results. You can browse page-bypage or skip to a specific page. 10 Click on the Thumbnail Preview for important usage terms and other information about assets. User Interface

8 Finding What You Need Assets on the Autodesk DAM are grouped into collections. These collections are designed to help you quickly find what you are looking for. The following section provides an overview of the major collections on the DAM and may be subject to change. Please note that you may not have access to all of the collections listed below. If you have questions about your access or difficulty finding assets, contact for assistance. Campaigns Events Libraries Public Relations Sales Tools The Campaigns collection contains assets for marketing campaigns. Assets located here include print advertisements, online banners, print and electronic direct mail, web landing pages, and associated copy. Some campaigns may also contain related sales tools. The Events collection contains assets for live events, webcasts, and events-related campaigns. Assets located here include signage and roll-up banners, agendas, invitations, and event-related merchandise, advertising, and direct marketing. The Libraries collection contains brand assets such as audio, box shots, images, logos, and icons. Non-marketing users are restricted to Library-only access by default. The Public Relations collection contains assets created and used by Autodesk public relations teams. Assets located here include press releases, news flashes, backgrounders, headshots, and press presentations. Access to this collection is restricted and requires additional approval for access. The Sales Tools collection contains sales materials such as product descriptions, presentations, product brochures, customer stories, and demonstrations. It also contains product launch materials such as trial downloads and product banners. Finding What You Need

9 Downloading Assets Assets on the DAM can be downloaded to your local computer. Note that some assets require an extra step to download. These assets usually InDesign brochures are uploaded to the DAM as compound documents. Compound documents consist of a master file and associated files such as images, copy, or instructions. These associated files are available for download on the Content tab for the master file. Please read the instructions below carefully and contact DAM.Admin@autodesk.com if you have any questions. Make sure to read and adhere to all terms of use before downloading any asset from the DAM. Downloading Individual Assets To download individual assets from the DAM, follow the steps below: Click the asset thumbnail to go to the Summary page. On the Summary page, read the usage terms. If you are legally able to use the asset, proceed to step 3. Check the tabs on the left. Is a Content tab available? No. Click Download. The asset will download to your computer. Yes. Click the Content tab and click Download All. The asset and all associated content will download to your computer as a ZIP package. Downloading Multiple Assets To download multiple assets from the DAM at one time, follow the steps below: Read the usage terms for all assets. This information is provided on the Summary page for assets. If you are legally able to use the assets, proceed to step 2. Select your assets. To select, check the box underneath the asset thumbnail. Click Download. The assets will download to your computer as a ZIP package. Downloading Assets 1

10 Downloading Embargoed Assets An embargo date is the date when an asset can be released publicly. Prior to an embargo date, an asset is confidential and is to be used for creative, production, and localization work only. If an asset is under embargo, a red E icon will appear next to the file. If you try to download an asset marked with the red E you will receive a warning. You may continue with the download, but you will be legally liable if you publicly release the asset before date provided. Helpful Hints View previews before downloading. Click the P icon beneath the thumbnail to preview files before downloading. Download PDF versions of print files. To download a PDF version of a brochure or Office document, click the P icon and save the PDF preview to your computer. Copy assets to the clipboard before downloading. If you are downloading assets from multiple pages or collections, copy your assets to the clipboard before downloading. If your download times out, you will have a backup of the assets available to you. Downloading Assets 2

11 ing Assets Autodesk employees can assets from the DAM. This feature is particularly useful for sharing assets with agencies or Autodesk users who do not yet have DAM accounts. Usage Terms When ing from the DAM, please remember that this feature comes with significant liability to Autodesk. Assets should be ed to appropriate recipients, and only after you have confirmed the legal terms of use. Usage terms should always be included in the body of your . How it Works Assets are ed from the DAM as thumbnail previews with links. When a recipient clicks on a link, the asset will automatically download to his or her computer. Because assets are sent as links, there are no size restrictions. Any individual with an address can receive assets ed from the DAM. The recipient does not need to have a DAM user account to receive or open the ed links. ing Individual Assets To individual assets from the DAM, follow the steps below: Click the thumbnail preview to go to the Summary page. On the Summary page, read the usage terms. If the intended recipient is legally able to use the asset, copy the usage terms for the asset and proceed to step 3. Check the tabs on the left. Is a Content tab available? No. Click . Yes. Click the Content tab and click All. Step 4 Paset the usage terms in the message body. Select an expiration date for the links and a limit for the number of downloads. These restrictions help keep Autodesk assets secure. Step 5 Click . ing Assets 1

12 ing Multiple Assets To multiple assets from the DAM at one time, follow the steps below: Read the usage terms for all assets. This information is provided on the Summary page for assets. If the intended recipient is legally able to use the assets, proceed to step 3. Select your assets. To select, check the box underneath the asset thumbnail. Click . Step 4 Include relevant usage terms in the message body. Select an expiration date for the links and a limit for the number of downloads. These restrictions help keep Autodesk assets secure. Step 5 Click . Helpful Hints BCC yourself on s. Adding yourself to the BCC field will ensure you have a record of your sent s. ed links are not automatically updated when an asset is changed. Setting expiration dates and limiting the number of downloads for links will help prevent old versions of assets from being accidentally downloaded. ing Assets 2

13 Transforming Images The transform feature allows you to download image files at a custom size and/or file type. This feature is useful if you do not have photo-editing software on your computer. It is also useful if you do not need the full size image and would like to reduce the image size before downloading. The transform feature will only work for images. It will not work for video, web, or print production files. If you have questions about how to transform images for your needs, DAM.Admin@autodesk.com for assistance. Transforming To transform and download an image from DAM, follow the steps below: Click the asset thumbnail to go to the Summary page. On the Summary page, read the usage terms. If you are legally able to use the asset, proceed to step 3. Click Transform. Step 4 Select your transform criteria. See Helpful Hints below for more information. Step 5 Click Transform. Do not click more than once. The transformation process begins after you click transform, but will not be noticeable to you until the download begins. Step 6 Allow time for the transformation process to complete. The transformed file will automatically start downloading to your computer. At this point, you may click Return to Site to continue browsing. Helpful Hints Most images in the Image Library are in TIF format. To reduce file size, change the file format to JPEG. This will reduce the image data while preserving most of the image quality. Do not try to increase file size when transforming. Images in the Image Library are provided in the largest file size and pixel dimensions available. Be patient. Clicking Return to Site before the download begins will cancel your transform request. Transforming Images

14 The Clipboard The clipboard is a private workspace to which you can copy assets for easy reference. It is useful when browsing or downloading assets from multiple collections. You cannot create collections or save searches in the clipboard. To view your clipboard, click the Clipboard tab. You can also view the clipboard in a split-pane window while browsing. To view as a split-pane, click the tab at the bottom of your DAM window. Adding Assets You can add assets to your clipboard at any time, without leaving the page you were viewing. Add assets to your clipboard as follows: Select your assets. To select, check the box underneath the asset thumbnail. Click Add to Clipboard. Removing Assets Assets will remain on your clipboard until you remove them. Remove assets from your clipboard as follows: Select the assets you want to remove. To select, check the box underneath the asset thumbnail. Click Remove. To remove all assets from your clipboard, select the Remove All link. Helpful Hints To save time when browsing, save the assets you like to the clipboard. When you are finished browsing, you can compare assets and check usage terms from the clipboard before downloading. Copy assets to the clipboard before downloading. If you are downloading assets from multiple pages or collections, copy your assets to the clipboard before downloading. If your download times out, you will have a backup of the assets available to you. Clipboard

15 Your Private Collection In addition to being a global repository for Autodesk s digital marketing assets, the DAM can also be a customizable workspace. Your private collection is a private workspace where you can copy assets, create collections, or save searches. Access your private collection by clicking the Navigation Tree arrow. This arrow is located on the left side of your DAM window. Features of the private collection are summarized below. For more information, attend a training session or contact DAM.Admin@autodesk.com for assistance. Copying Assets Copy assets from the public areas of the DAM to your private collection as follows: Select your assets. To select, check the box underneath the asset thumbnail. Click Copy. Select a location in your private collection and click Copy. Saving Searches Saved searches allow you to save the results from any advanced search to your private collection. See Saving Searches for more information. Creating Collections Organize your private collection with sub-collections. You can create a sub-collection as follows: Select the location in your private collection where you want to create the new collection. Click the Create New Collection link. Create a name and description (optional) for your collection and click Create. Private Collection 1

16 Additional Privileges In your private collection, you will also be able to move, remove, and delete assets and/or collections. A summary of your privileges is below: Move Remove Assets Delete Collections To move assets or collections, simply select them and click Move. You will only be able to move them to another location in your private collection. To remove copied assets from your private collection, select the assets and click Remove. You will not be able to delete assets. To delete a collection, select all assets in the collection and click Remove. Once all assets have been removed from the collection, select the collection and click Delete. You will not be able to delete a collection that contains assets. Helpful Hints Don t store assets on your local server or personal computer. Copy them to your private collection instead. If the assets are updated, you will have the most recent version available to you. Copy assets, not collections. Collections from the DAM cannot be edited or changed in any way, even if they are in your private collection. Always copy individual assets or saved searches to your private collection. Private Collection 2

17 Search Options Searching is an important feature of the DAM. It allows you to quickly locate assets without having to navigate through the collection hierarchy. It also allows you to easily view assets across collections. The DAM offers two search options: the quick search and the advanced search. Instructions for both are provided below. Additional search information is provided in subsequent sections. The Quick Search The quick search is a global feature of the DAM. It is located at the top right corner of any page. Run a quick search as follows: Enter your search terms in the quick search box. The quick search will search the name, keywords, and Asset ID fields for the values you enter here. Select the search scope. A global search will search the entire DAM. A local search will search the collection where you are located. Click Go. The Advanced Search The advanced search allows you to search any field in the metadata template and save your search for future reference. Run an advanced search as follows: Click the Search tab. Select the search scope. The local search will search the collection where you are located. Deselect the Search Scope box to run a global search. Select your search terms. You can select multiple values in one metadata field, or values across multiple fields. Step 4 Click Search. Once your results are returned, you can choose to modify or save your search. Search Options

18 Creating a Successful Search Running a search is easy. Creating search that finds what you need can sometimes be difficult. The information below should help you run more successful searches. When creating your next search, consider the questions below. If you still can t find what you need, contact DAM.Admin@autodesk.com for assistance. Where are you searching? Before you create your search, make sure you know what collections you will be searching. The DAM defaults to a local search. This will search the collection (and all sub-collections) where you are located. You can use a local search to limit your results by navigating to a collection then running a search. A global search will search the entire DAM, including linked content available on Content tabs. If your local search is unsuccessful, use a global search to increase your results. Which search to use? Knowing when to use the quick search and when to use the advanced search will help make your search results more accurate. Quick Search Use the quick search when you are searching for information that is included in the Name, Keywords, or Asset ID fields: File name Asset ID Asset Type Primary Subject Product Name and Version Localization Language Campaign Name Autodesk User Groups Media Type Asset Size Successful Searches 1

19 Advanced Search Create an advanced search when you are searching for: Metadata values not included in the name, keywords or asset ID fields. Multiple metadata fields and values. More accurate results. You should also use an advanced search if you want to modify or save your search for future reference. What are your search terms? The advanced search allows you to search over 20 metadata fields, and hundreds of metadata values. You can select any combination of these fields and values to create a custom search for your needs. File Name Description Keywords Upload Date Version Version Date Asset ID Asset Type Primary Subject Product Product Version Localization Embargo Date Expiration Date Permitted Users Permitted Use Usage Details Credit Required Credit Line Image Rights Type Autodesk Department Autodesk Sponsor Source Source Details Additional Info Helpful Hints Search broadly. If using an advanced search, select all values in a metadata field that apply. Avoid searching for file names. Search for keywords instead. If you are searching for a file name, omit the file extension. Try again! If at first you don t succeed, check your search location and criteria. Make adjustments, and re-run your search. Trust yourself. If you have tried a few searches and still can t find what you need, it might not be on the DAM. DAM.Admin@autodesk.com for assistance. Successful Searches 2

20 Saving Searches If you find yourself running the same search each time you visit the DAM, you may benefit from the saved search feature. Saved searches allow you to save the results from any advanced search to your private collection. These searches are stored like collections, but they are dynamic. Each time you visit a saved search, the results are updated. Features of the saved search are summarized below. For more information, review some popular saved search examples in the next section, attend a training session, or contact DAM.Admin@autodesk.com for assistance. Creating a Saved Search Create a saved search as follows: Run an advanced search with your selected search criteria. After your search results have been returned, click the Save Search link. Create a name and description (optional) for your search and click Next. Step 4 Choose a location in your Private Collection to save your search. Once your search has been saved, you can access it from your private collection at any time. Modifying a Saved Search Once you have saved a search to your private collection, you can easily make changes to your search criteria. Modify your saved search as follows: Navigate to your saved search and view the results. From your saved search results, click the Search Criteria tab. Change the search criteria as needed and click Update. Your results will be updated to reflect the new search criteria. Saving Searches 1