Cumulus Digital Asset Management

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2 2 Contents What is the Cumulus Library?... 3 Who will use Cumulus?... 3 Why does Monmouth need a digital asset management system?... 4 What s in the Cumulus Library?... 4 Logging into Cumulus... 5 Viewing Options... 6 The Category Tree... 6 Searching Cumulus for Images... 8 Quick Search... 8 Using the Quick Search... 8 Advanced Search... 9 Using the Advanced Search... 9 Custom Field Searches Common Keyword Search Terms Adding Images to your Basket Downloading Images Downloading Prints Working with the Lightbox Sending the Lightbox to Multiple Recipients Monmouth University Page 2

3 3 What is the Cumulus Library? Cumulus is a digital asset management system. It provides an easy way to store, organize, search, retrieve, and share files. Who will use Cumulus? Every member of the campus community can use Cumulus, whether it is to: Find the correct, official University logo; Collaborate with a group on a selection of photos to use in a project or class presentation; or Organize, store, and retrieve project files or collections. Monmouth University Page 3

4 4 Why does Monmouth need a digital asset management system? Several areas from across campus, including Information Management, the Department of Art and Design, Photography, Enrollment Publications, and the Library identified a long list of applications for a digital asset management system at Monmouth: Archive collections so they may be safely stored and searchable Provide ready access to photography and other assets not easily located using current methods Create, save, and retrieve presentations Safeguard against loss of assets, whether through disk corruption or other means Share and retrieve files from remote locations (example: share photos from an event without having to first return to campus) And more What s in the Cumulus Library? While many departments are primarily interested in archiving photography and image files of various file formats, Cumulus also contains: Video files Audio files Print project design files (InDesign, Quark) Flash files PowerPoint presentations PDFs An extensive list of files is supported by Cumulus. Monmouth University Page 4

5 5 Logging into Cumulus To get to the Cumulus portal type in in your web browser. The login screen should appear as you see it above. Type your User Name and Password to get into Cumulus. If you experience any problems use the Helpdesk link to contact the helpdesk. Monmouth University Page 5

6 6 Viewing Options You have a number of viewing options. You can change the size of your thumbnails by adjusting the slider. The Category Tree The library is made up of a number of categories and subcategories. Select the plus (+) sign next to the Photography category to expand the subcategories. Select the Student Activities category to review images. Select the Photography category if you want to select all the images in the subcategory. Monmouth University Page 6

7 7 You can also select a Root-Category from the drop-down menu. Select a Root-Category. Select the Photography category. All the subcategories for Photography will appear. Select the All item to bring back all the images. Monmouth University Page 7

8 8 Searching Cumulus for Images Quick Search There are two methods for searching the Cumulus Library for images. The first method allows you to enter a keyword and check the appropriate checkboxes for that word in the File Name, Description, Keyword, Categories, and/or Photographer. For example, type the word Library in the Search for: fields. Then check the image database for that word in the File Name, Keyword etc... If the results show too many images you can use the Advanced Search Feature to narrow your results. Using the Quick Search Type the word that best describes the image you are looking for. Check as many categories as possible that might include that word. Then select the Search Button. Monmouth University Page 8

9 9 Advanced Search The Advanced Search window allows you to be very specific about the image you are looking for. For example, your search may contain the word Library in the Keywords area and contain the word Building in the Description area. Using the Advanced Search Select the Advanced Search link at the bottom of the Quick Search task pane. The Advanced Search window appears. In the text box next to the dropdown menu type in your keyword. If your keyword is Library the search will include the desciption field for all assets which contains the word Library. You can use as many of the categories that you want. Keyword and Description are the most common. Monmouth University Page 9

10 10 The Results are as follows: The Description "contains" the word Building as indicated. The Keywords "contains" the word Library as indicated. Monmouth University Page 10

11 11 Custom Field Searches The advanced search feature has the ability to identify related categories based on your first criteria selection. For example: If your first drop down menu selection is based on Location (MU), your next drop down menu will have pre-selected categories to choose from. In this case, the second drop down menu will include locations around campus. 1. Click on "Advanced Search" in the rightside column. The advanced search pop-up appears. 2. In the very first field, select "Location (MU). The search variable in the next field will automatically change to "is" and the final field in that row will become a dropdown menu. 3. In the third field, select a location from the dropdown menu. Select "Multipurpose Activity Center. 4. Click "search". Monmouth University Page 11

12 12 Common Keyword Search Terms The following list contains some common terms you may consider using when conducting a search. These broad terms may help focus your search and narrow your search results to a manageable scope. Logo Male/female Graduate/undergraduate Student Professor Graduate Classroom Campus Architecture Small group/large group Talking Walking Also consider searching on a specific academic subject area, athletic team, or building name. When known, a professor or employee s name is also included in the keyword and description information. Monmouth University Page 12

13 13 Adding Images to your Basket Locate the image or images you need from your search results. Click on the shopping cart icon to add to your basket. Select the Basket tab to review images in your basket. Monmouth University Page 13

14 14 Downloading Images Select the Download All link to download your images from your basket. Or select individual images from the Menu of each image. Images will download as a Zip File for you to save locally. Downloading Prints Select the Print link to print a Contact Sheet. Or Select individual images from the Menu of each image. Images can be printed to PDF or other options. Monmouth University Page 14

15 15 The Print[1].pdf - Adobe Acrobat Professional window opens Monmouth University Page 15

16 16 Working with the Lightbox The lightbox is a workspace to share and collaborate on images with a group. It is a temporary space that can be ed to another user or a group. The images can be added to a basket once the selection is finalized. Sending the Lightbox to Multiple Recipients When sending a lightbox to more than one recipient, you may enter multiple addresses in the To field and separate them with either commas or just simply with a space. Do NOT separate addresses with semicolons. Correct: john@monmouth.edu, jane@monmouth.edu Correct: john@monmouth.edu jane@monmouth.edu Incorrect: john@monmouth.edu; jane@monmouth.edu Monmouth University Page 16

17 17 Select the Add All To Lightbox link Click the OK button Select the Lightbox tab Select the Save Lightbox link Monmouth University Page 17

18 18 The Save Collection page appears. Select the text box. Enter a name for your lightbox and select Save. Select the Send Lightbox link. The Send Collection - Windows Internet Explorer window opens. The Send Collection page appears. Select the text box to add the you want to send to. Include a subject and a message about the lightbox. Select Send to send your message. Monmouth University Page 18

19 19 Appendix Issues with downloading a file. Check these settings: 1. Internet Properties Control Panel 2. Security Settings Tab 3. Internet Zone 4. Click Custom Level button & look for 2 settings: a. Automatic Prompting for ActiveX controls b. Automatic Prompting for file downloads c. Both should be set to ENABLE. Monmouth University Page 19