1 CREATIVE EXPRESS MODULE 2A Digital Upload Version 3 November
2 MODULE OBJECTIVES Understand the process for uploading general content for HP Users and Agency Partners Consider three types of upload processes 1. Single file to DAR (on-line upload of metadata) 2. Mass Upload to DAR (up to 25 files) **Metadata can be added one-by-one using the on-line upload capability, or all at once using the spreadsheet upload process. 3. FTP (via the Content Upload team) Become familiar with the required information (metadata) that must be included in an upload Appreciate how uploading digital files of all types to central repository is integral to HP s goal of streamlined collaboration. 2
3 MODULE TOPICS Definitions DAM & DRM Digital Destinations Digital Upload Options Upload to DAR Permissions Folder Structure Metadata Mass Upload to DAR Process Metadata Errors and reminders Upload via FTP Required FTP Submission Form FTP Process 3
4 DEFINITIONS Digital Asset Management (DAM) Digital Rights Management (DRM) Digital Destinations Digital Upload Options 4
5 DIGITAL FILES TO UPLOAD HP Repository 5
6 DIGITAL ASSET MANAGEMENT (DAM) Describes the efforts and systems that surround storing, cataloging, retrieving, and distributing digital assets In Creative Express, the generic term asset includes such items as: Marketing Campaign Tactics: , direct mail, radio, TV, web pages, social media elements, out of home advertising, etc. Sales Collateral: brochures, sales sheet, pamphlets, e-brochures, articles, white papers, press releases, etc. Creative Components: lifestyle photography, product photography, videos, audio, logos, graphic elements, copy blocks, legal language, fonts, etc. 6
7 DIGITAL RIGHTS MANAGEMENT (DRM) DRM protects the copyrights of digital content that is distributed online, whether it is downloaded, printed, passed from peer-topeer, or viewed Creative Express captures three types of DRM: Rights Expiration Date: The asset has a specific date beyond which it can no longer be used Rights Usage: The asset can only be used for specific applications, e.g., an asset is licensed for direct mail but not web usage Rights Restrictions: The asset can only be used by defined populations with HP or has other specific restrictions DRM dictates which assets are available to users and allows us to manage their use appropriately. 7
8 DIGITAL DESTINATIONS As a component of Creative Express, the DAR is the repository of HP assets that allows users to search and view digitized versions of campaigns and their related tactics as well as other marketing and sales collateral and assets. How to search for campaign tactics and related images is explained in Module 2, which you can also find on the Creative Express Resource Center. This module will focus on the process to upload content to the DAR. 8
9 DIGITAL UPLOAD OPTIONS Digital File Digital File(s) Upload to DAR DAR Concentra Digital File(s) HP Content Upload Team Allied Vaughn 9
10 UPLOAD TO DAR Permissions Folder Structure Metadata 10
11 DAR PERMISSIONS & SECURITY Who Can View Assets? Reader Can VIEW Contributor Can VIEW & UPLOAD Editor Can VIEW, UPLOAD & MODIFY The basic user permission level is READER, which allows you to view assets A user with CONTRIBUTOR permissions can view assets AND can upload files to the DAR A user with EDITOR permissions can view and upload, AND can modify or delete files in the DAR 11
12 ADDING AN ASSET TO THE DAR Requires Contributor or Editor Permissions for Folder Reader Cannot UPLOAD Contributor Can UPLOAD Editor Can UPLOAD & MODIFY Users must have Contributor or Editor permissions to upload to the DAR Permissions are assigned at the folder level You might have Contributor permissions for some folders and Editor for others 12
13 PROCESS PARAMETERS Digital Files Creative Express DAR Folder Contributors Single Digital File < 70MB Single Digital File 70MB 2GB Multiple Digital Files (each < 2GB) More than 500 Files Files Over 2GB Upload to DAR Mass Upload to DAR Mass Upload to DAR (up to 25 files in each mass upload session) Upload via FTP Contact the HP Content Upload Team Any users who do not have Contributor permissions to the DAR must upload through the FTP server and will start that process by contacting the HP Content Upload Team. 13
14 ADDING AN ASSET TO THE DAR Browse to the Correct Folder 14
15 DAR FOLDER STRUCTURE 15 Many folders Few folders Users see only folders for which they have permissions Folder structure may change DAR Asset Folders Advertisement Analyst Reports Archive/Inactive Folder Articles Brand Resources Campaigns Co-Marketing Commercial/Enterprise Co-Marketing Consumer/Retail Competitive Information Copy Decks Events Fonts Graphics/Illustrations Images Licensed Assets Logos/Awards/Icons Other Print Apps Product Demos Sales Tools & Collateral Success Stories Training Video/Audio
16 ADDING A SINGLE ASSET TO THE DAR Launch File Upload The File Upload feature can be launched in two ways Clicking the Add File icon within the folder to which the file is to be uploaded Selecting Add Document from the contextual drop down menu on the folder to which the file is to be uploaded. You can also launch Mass Upload here; more detail on that later in the module. 16
17 ADDING AN ASSET TO THE DAR Upload File & Add Metadata After you ve selected the file to upload, you ll be prompted to add metadata information The next several slides define the metadata fields 17
18 METADATA ENABLES DAR SEARCH 18
19 ADDING AN ASSET TO THE DAR General Metadata File Name: the physical file name with extension A more elaborate description of the file. Any information that will aid the end-user's search in DAR, including product abbreviations Category: Sub- Category (varies by Category): 19
20 ADDING AN ASSET TO THE DAR General Metadata Archive Date: Date the asset should no longer be available on the DAR; except by Archive Admins Country: Country of origin of the deliverable/asset Language: The language of the deliverable/asset Region: The region to which the product is limited Original Format (applicable to images only) 20
21 ADDING AN ASSET TO THE DAR General Metadata Image Context: The style or genre that best describes the image. Channel partners can only see product only and Product in environment Supplier: The submitting agency of the file Keywords: words that would aid the end-user's search in DAR Disclosure Level: describes the delivery of a document (or limitation of) based on a target audience, HP Confidential, HP Restricted, HP and Channel Partner Internal Use, or Public Creator: The internal group or external creative agency that commissioned the asset Contributor Name: Intellectual content contributors Code Name: sometimes used before a product is launched to the public HP Rep: The HP employee who is responsible for answering questions on the image or file submission 21
22 ADDING AN ASSET TO THE DAR Upload A Thumbnail Click BROWSE button to upload a thumbnail image that will be used in search results to represent the asset Upload a thumbnail so that users see a preview of the asset rather than a zipped file icon 22
23 ADDING AN ASSET TO THE DAR Upload File Folder/Sub-Folder Details If applicable, you will provide asset-type specific metadata based on the selected folder. For example, if you are uploading an image in the Lifestyle Images folder, you ll be asked to provide additional information such as Photographer, Ethnicity, People Represented, and Model Release Form Number. 23
24 VIEWING AN ASSET Folder/Sub-Folder Details 24
25 ADDING AN ASSET TO THE DAR Upload File Additional Options Next you ll indicate if one or more additional upload screens are required. Check the boxes to activate additional screens for DRM, Product Associations, and to upload supporting files. 25
26 ADDING AN ASSET TO THE DAR Upload File Provide DRM Metadata 26
27 VIEWING AN ASSET DRM Metadata 27
28 ADDING AN ASSET TO THE DAR Upload File Additional Options Next you ll indicate if one or more additional upload screens are required. Check the boxes to activate additional screens for DRM, Product Associations, and to upload supporting files. 28
29 PRODUCT ASSOCIATIONS 7 levels of Product Hierarchy Assets uploaded to DAR are validated against HP s Product Master and can be associated to any of the 7 levels of the hierarchy Product type Product category Product sub-category Product big series Product series Product name Product model number/sku This allows users to search, navigate, and find content associated at any of the 7 product levels Additionally, linking to Product Master SKU level enables the security check within DAR Search. 29
30 DAR PERMISSIONS & SECURITY Three-Tiered Security Check Competitive Information An expired image would not be displayed A pre-released product would not be displayed Competitive information is hidden from agency and channel partners 30
31 ADDING AN ASSET TO THE DAR Upload File Create Product Association Click on the name to expand the tree Check the box to select as association You can find the hierarchy of any HP SKU in RDMA (Reference Data Maintenance Application) 31
32 VIEWING AN ASSET Product Association Metadata 32
33 ADDING AN ASSET TO THE DAR Upload File Additional Options 33
34 ADDING AN ASSET TO THE DAR Upload File Add Supporting Files This optional feature allows you to store other files with your asset Supporting files do not require their own metadata; they cannot be searched for separately; they are found with their parent asset. Examples: Still frame image of banner; model release form; PDF image of tactic attached to InDesign file. 34
35 VIEWING AN ASSET Supporting Files Supporting files can be any file type 35
36 ADDING AN ASSET TO THE DAR Upload File Create the Asset Record 36
37 MASS UPLOAD TO DAR Uploading Multiple Assets 37
38 INITIATE MASS UPLOAD Browse to desired folder; select Mass Upload 38
39 SELECT FILES Browse to desired files, ctrl-click to select multiples in same folder Mass Upload can include up to 25 files 39
40 FILES ARE UPLOADED Upload and Resume Upload 40
41 MY PORTAL Metadata must be added at this point! 41
42 MY PORTAL ADD METADATA 42
43 ADD METADATA SINGLE FILE Add the metadata: Folllow the same process as described in pages Once the metadata is applied, the asset will be removed from the My Portal page. Go to DAR Search to find the asset; Change the Sort By drop down to Last Uploaded Date. 43
44 ADD METADATA BY SPREADSHEET 44
45 ADD METADATA BY SPREADSHEET 45
46 METADATA SPREADSHEET 46
47 UPLOAD SPREADSHEET Step 2: Go to Processing Status Step 1: Upload Spreadsheet 47
48 REVIEW PROCESSING STATUS For all successfully loaded assets, you may now search for them in the DAR. 48
49 ADDITIONAL PROCESS DETAIL HP Resource Center More detail on the Mass Upload process can be found in the HP Resource Center 49
50 FTP UPLOAD VIA HP CONTENT UPLOAD TEAM Required Form FTP Process Bulk Upload 50
51 REASONS TO CONTENT UPLOAD TEAM Don t have Contributor permissions in DAR Video & Audio Files Hundreds of Files Or very large files 51
52 FTP PROCESS FTP Process 1. Request an FTP ID and Password (if 1 st time to FTP) 2. Obtain Submission Form (see next slide) Detailed instructions From From Creative Express Resource Center: within Document Library 3. Complete Submission Form Upload the form together with the image and also send the form to 4. Place a copy of the Submission Form and the file at the FTP site ftp.usa.hp.com User ID & password: Individually defined per agency 5. The HP Content Upload Team will place your file in the appropriate folder within the DAR Where to get support? 52
53 FTP UPLOAD SUBMISSION FORM In addition to the digital file, users must upload a Submission Form. This is a spreadsheet designed to collect all relevant metadata. 53
54 FTP SUBMISSION ACKNOWLEDGEMENT When the data file and form have been uploaded, an electronic confirmation will be sent to the originator A subsequent electronic acknowledgement will be sent when the files have been successfully loaded to the DAR. DAR Digital File HP Content Upload Team 54
55 CREATIVE EXPRESS Support Desk On the Creative Express Resource Center Go to Get Help There, you ll find different support service options. OR Send an to 55
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