Digital Assets Reference Guide

Transcription

1 Digital Assets Reference Guide Save this document as part of a digital or printed reference guide. This guide provides explanations, examples, and guidance on creating, editing, and publishing webpages in the websites console of CQ. Introduction Digital assets are stored and managed in the digital assets console. The digital assets console consists of commands and tools that work together to make asset management easy.

2 Digital Assets Overview When users first select the digital assets console, they are presented with a folder and list structure of all assets managed within CQ. Users need to have a solid understanding of this structure and navigation in order to locate and manage assets within CQ. Page Tree The page tree works similar to a folder structure. Clicking the [+] icon expands the tree and reveals additional folders nested under the folder expanded. The refresh button in the top left corner of the page tree refreshes only the page tree so the contents displayed in the list view are not disturbed. Icon Bar The icon bar at the top is for navigating to other consoles. The globe icon is for the Websites console and the camera icon is for Digital Assets. These icons are helpful for easy navigating between consoles without existing out to the home page.

3 List View The list view in the middle pane displays all assets located within the selected folder structure. The column labels on the list view indicate the name, publish date, last modified, width, height, and size. A thumbnail of the asset is also displayed. Command Bar The command bar at the top of the list view contains commands for managing assets located within the list view. New, activate, deactivate, and tools all have drop-down arrows indicating additional commands are available. These commands are reviewed in detail in the MANAGE DIGITAL ASSETS topic. Search and HELP The search bar located in the top right corner of the screen is helpful is detailed search information is already known. If only general information is known, the search results may be too large. The HELP button opens the CQ5 user guide, which provides detailed instructions and information on working with digital assets in CQ5 for Intel.com.

4 Prepare Assets Prepare assets is the first step in the four-step process for managing assets. Assets need to be prepared for optimal web publication. Preparation includes a consistent naming strategy, sizing, cropping, and securing. Naming Conventions In order for assets to function properly within the CQ platform, a consistent naming strategy is applied when preparing assets. To avoid overwriting an existing asset, perform a search in the Digital Assets console prior to naming or uploading a duplicate. All asset names must follow the basic structure of subject-type-date (date is optional and used only when it is important to show a date as a version.) Use only lowercase alpha-numeric characters. CQ returns different search queries for lower case vs. upper case so it is important only lower case is used. No spaces. Use a hyphen (-), not an underscore (_), to separate words Don t add Intel to the file name Example of Document: 3-chipset-brief.pdf Add the word video to the end of the file name for indexing and search purposes Example of Video: 3-chipset-video.mp4 Add the image ratio to the file name for images Example of Image: 3-chipset-3x1.jpg

5 Prepare Images In order for images to fit the variety of web page templates, a number of image ratios are accepted: 1x1, 2x1, 3x1, 3x2, 5x1, etc Images need to be cropped, scaled, and named before they are used on web pages. If multiple image ratios are needed for a specific web page, each image ratio will need to be prepared separately prior to running asset workflows. There are two methods to crop, scale, or size an image. Method 1: Use photo-editing software. Method 2: Use the CQ cropping tool (image must be uploaded first). Tips for preparing images: Always search the Digital Assets console to avoid uploading duplicates Always crop and re-size your image using one of the above methods Use the largest pixel dimensions possible for the clearest image Save files in.jpg or.png format only..jpg is the default format..png is used for images that require a transparent background.

6 Prepare Videos Videos need to be prepared prior to uploading to the Digital Assets console. There are not any video editing capabilities in CQ. Video assets are unique from other assets in that they are uploaded to CQ but hosted by Brightcove. Tips for preparing videos: Always search the Digital Assets console to avoid uploading duplicates Use a 16:9 aspect ratio, 631x355 resolution Prepare for Internet streaming following video editing software Use H.264 encoding with preferred formats of.mov or.mp4

7 Prepare Documents Save documents as PDFs for easier readability by site visitors. Most documents are secure (locked) to prevent others from being able to edit them. In order to work with PDFs in CQ, both a secure (locked) and unsecure (unlocked) version should be prepared. During the workflow step, PDF workflows only work on unsecure versions. Tips for preparing PDFs: Always search the Digital Assets console to avoid uploading duplicates Prepare both a secure (locked) and unsecure (unlocked) version Include the version number if important

8 Upload Assets Upload assets is the second step in the four-step process for managing assets. Once assets are prepared, they are uploaded to CQ in the appropriate folder. Always perform a search on assets before uploading, to avoid duplicates. There are two methods for uploading assets: Method 1: From the command bar in the list view, use the New drop-down to upload a new file Method 2: Drag the asset from your local folder structure desktop into the list view. Use the Ctrl key to select and drag multiple assets at once.

9 Add Asset Properties Add asset properties is the third step in the four-step process for managing digital assets. Asset properties (metadata) refer to titles, descriptions, and tags that populate various modules of Intel.com, in the content library, and externally in search results. Due to the quantity of assets often surrounding one product or topic, this information must be unique to communicate the essential information. The asset property fields are located in the details of the asset. It can be accessed by doubleclicking on the asset to open it up or with a right-click and open option. Asset property fields marked with an asterisk (*) are required. Field-specific guidance on the types of data needed for each field is located in the Asset Properties Matrix. Tips when working with asset properties: Avoid tagging habits. Do not automatically tag assets with similar subject matter with the same tags. Consider each asset as unique and tag accordingly.

10 Use optional fields. Consider the implication of leaving particular fields blank and how assets appear on other pages. Run Asset Workflows Run asset workflows is the fourth step in the four-step process for managing digital assets. Workflows are automated processes that provide users one-click execution of pre-defined CQ functions. Many workflows execute automatically behind the scenes. Some require manual execution. Workflows are executed in the list view. The following are commonly used workflows for Digital Assets: Video Video workflows are used to manage the hosting services provided by Brightcove.

11 Documents PDF conversation workflow prepares the PDF into a flash rendition for the web pages. It only works on unsecure (unlocked) assets. Once the workflow is completed, a secure (locked) version of the PDF can be imported to overwrite the existing asset file. This final step does not affect the workflow that was previously run. Images Image workflows create additional sizes for the given rendition. For example, a 1x1 workflow would process a 1x1 image rendition and generate the following sizes automatically: 36x36; 64x64; 118x118, 128x128, 168xx168, 288x288, 450x450, 640x640, and 880x880.

12 All Assets Publish to Preview Server The preview server is used to preview web pages in their final form before publishing. If web pages are published to the preview server, the assets on that page also need to be published. This is accomplished through the staging workflows. All Assets Localization The localization team uses localization workflows when pages in other geographies need to inherit attributes from a US counterpart.

13 Additional Functions When working with assets, additional functions and commands are available. The following list of commands is available in the list view of the Digital Assets console. The Activate, Deactivate, and Tools commands contain drop-down menus with additional commands. Additional functions are available in the command bar and include the following: Copy/Paste The copy and paste command is used to make a copy of an asset and paste it to the same or another location. It works similar to any copy / paste function used in text editing software. Delete Deletion of assets is limited to those with additional user rights, such as administrators. When considering the deletion of an asset, End of Life Policy is reviewed and followed so as not to delete something in error. Move/Rename Assets can be renamed or moved using the Move command. When moving, assets can be moved to the same location or to a new location. Activate/Activate Later The activate command publishes the image so it can be viewed on web pages. Activate publishes the image immediately. Activate Later publishes the image according to a set date and time. Deactivate/Deactivate Later The deactivate command removes the asset from published status so it cannot be viewed on web pages. Deactivate removes the asset from published status immediately. Deactivate Later removes the image from published status according to a set date and time. Tools The tools command contains a list of references the asset is displayed on. This is important information before an asset is moved, deactivated, or deleted.

14 Versions Asset versions are maintained in the Digital Asset Console within the asset details. To see and work with asset versions, open the asset by double-clicking or by selecting the open option with a right-click. Versions are created and restored in the version tab where the asset is located.