Canto Cumulus 5.5. Workgroup Edition. Administrator Guide. An administrator s guide to the Canto Cumulus Digital Asset Management System.

Transcription

1 Canto Cumulus 5.5 Workgroup Edition Administrator Guide An administrator s guide to the Canto Cumulus Digital Asset Management System. 290 Division Street, Suite 400 San Francisco, CA U.S.A. Voice: Fax: [email protected] Alt-Moabit Berlin Germany Voice: Fax: [email protected]

2 Copyright 2002, Canto Software. All rights reserved. Canto, the Canto logo, the Cumulus logo, and Cumulus are registered trademarks of Canto Software, registered in the U.S. and other countries. Corel image viewers copyright (c) 1999 Corel Corporation. All rights reserved. Corel DRAW and Corel Photo Paint are registered trademarks of Corel Corporation. Apple, Mac, Macintosh and QuickTime are registered trademarks of Apple Computer, Inc., registered in the U.S. and other countries. Microsoft, Windows and Windows NT are either trademarks or registered trademarks of the Microsoft Corporation in the U.S. and other countries. Other third-party product and company names mentioned in this document are trademarks or registered trademarks of their respective holders. The layout and parts of this document were developed for Canto Software by: San Francisco, CA U.S.A. Comments? Canto encourages you to express your thoughts on this user guide. Please comments to or via fax at CU-WS-550-MN-U-1

3 TABLE OF CONTENTS iii Table of Contents Intro 7 Cumulus This Administrator Guide Organization Cross-Platform Issues User Interface Item Conventions Cumulus Step by Step Understanding Cumulus Assets Catalogs Collections Categories Records How Cumulus Workgroup Works The Cumulus Client/Server Architecture Cumulus Administrator Tasks Cumulus Clients Finding Help Online Help for Windows Users Canto Online Technical Support Install 13 System Requirements Cumulus Server System Requirements Windows NT/ 2000/ XP Mac OS Mac OS X UNIX Cumulus Client System Requirements Windows 95 / 98 / Me Windows NT / 2000 / XP Mac OS Installation Overview Previous Versions under Windows Previous Versions under Mac OS Previous Versions under UNIX Catalogs from Previous Versions Uninstalling Versions Uninstalling Cumulus under Windows Uninstalling Cumulus under Mac OS Uninstalling Cumulus Server under UNIX Installing the Cumulus Server Installing the Cumulus Server under Windows Installing the Cumulus Server under Mac OS Installing the Cumulus Server under Mac OS X Installing the Cumulus Server under UNIX Installing Cumulus Clients Installing Cumulus Clients under Windows Installing Cumulus Clients under Mac OS Adding Clients or Servers Purchasing Additional Licenses Getting Started 25 The Cumulus Server Accessing the Server Properties Window Administring Cumulus Server under Mac OS X THE SERVER PROPERTIES WINDOW Administring Cumulus Server under UNIX Registering Cumulus Opening the License Dialog Box Web Registration Registration by Mail, Fax or Entering Your Activation Key Activation Key for Cumulus under UNIX or Mac OS X. 31 The Cumulus Administrator Changing the Cumulus Administrator Logging On as Cumulus Administrator User Interface Visual Overview Page

4 iv CUMULUS WORKGROUP ADMINISTRATOR GUIDE Working Smart Name a Catalog Manager Develop an Effective File Naming Convention Develop an Effective Folder Naming Convention Cross-Platform Catalog Use Multiple Catalogs & Servers Providing Catalogs Creating New Catalogs Adding Existing Catalogs Converting Catalogs from Previous Versions Catalog Management 39 Catalogs Catalog Size and Performance Catalog Scope Catalog Management vs. Cataloging Assets Asset Storage and Metadata Metadata Central Asset Location Central Asset Location on FTP Server Record and Category Fields Field Types Cumulus-Supported Fields Custom Fields Catalog Properties THE CATALOG PROPERTIES WINDOW Opening a Catalog Customizing Field Properties Linking Records and Assets Initial Value for Fields Additional Fields Adding a Cumulus-Supported Record Field Adding a Custom Field Editing a String List Field Catalog Access 53 Catalog Availability Making Catalogs Available Making Catalogs Unavailable THE CATALOG ACCESS WINDOW User Access Permissions Protecting a Catalog against Unauthorized Changes. 56 Individual User Permissions CATALOG SHARING PROPERTIES OVERVIEW The Activity Monitor Disconnecting Users from a Catalog Catalog Maintenance 59 Maintenance Issues Elements Determining Record Size Thumbnail Size and Quality Maintaining Catalogs Renaming Catalogs Compressing Catalogs Backing Up Catalogs Restoring a Backed Up Catalog Copying Catalogs Converting Catalogs Setting Catalog Defaults Repairing Catalogs Recovering Deleted Records Deleting Catalogs Dividing Catalogs Merging Catalogs Archiving Information The Importance of Updating Asset References About Archiving on CD-ROM Creating Hybrid CD-ROMs Automating Cumulus Optimize for Safety Optimize for Speed Prepare To Write IPTC Logging of Catalog Activities User Interface Visual Overview Page

5 TABLE OF CONTENTS v ODBC Connector 69 Overview and Requirements Installing the ODBC Connector Preparing Your Database Engine Creating a Database Creating a New User Granting Rights Create a Data Source Name (DSN) How to Use Cumulus with an ODBC Database. 71 Format of the ODBC Connect String Internal Database Structure Remote Admin 73 Installation Windows UNIX Mac OS X Usage Troubleshooting 77 Factors Influencing Performance Server Speed and Available Memory Use of a Non-Dedicated Server Storage Media Type Number of Records Hard Disk Fragmentation Common Problems and Solutions Slow Catalog Performance Maximum Catalog Size Changing Thumbnail Appearance Distributing Catalogs on CD-ROM Exporting Catalog Information Dealing with Unexpected Categories Working with DCS Separation Files Cataloging OPI System Files Accessing Support Information Online Documenting Problems Glossary 81 Index 87

6 vi CUMULUS WORKGROUP ADMINISTRATOR GUIDE

7 This chapter offers a brief introduction to the Cumulus Workgroup Edition. The standard in workflow asset management, Cumulus features the ability to store any type of digital media, including images, audio, video, layouts from publishing programs, presentations, and even 3D models. Once assets are stored, Cumulus becomes a central media repository, from which you and your co-workers can view, organize, search, copy, move, categorize and otherwise manipulate your assets. Once you ve settled on a process for storing and retrieving your media assets that works for you, the process can be automated, further enhancing the efficiency of your creative workflow. In this chapter, you will learn how Cumulus can help you manage your media assets, the theory behind the Cumulus client/server architecture, and the organization of this manual. 1 Intro

8 8 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Cumulus Canto offers three different editions of Cumulus: Cumulus Single User Edition Cumulus Workgroup Edition Cumulus Enterprise Edition The different editions of Cumulus are designed to meet the needs of anyone who wants to keep track of their digital media, from the budding photographer or hobby homepage designer to international multiple server, cross-platform environments in huge corporate settings. To meet individual workflow needs, Canto has developed a range of additional add-on products. Optional components of the Cumulus Workgroup Edition include: Cumulus Vault Cumulus Web Publisher Cumulus Viewer Asset Storage Modules For more information on the optional components, see the section entitled Expanding the Possibilities in the Client User Guide. This Administrator Guide The Administrator guide is one of two manuals that ship with Cumulus Workgroup. Every Cumulus Workgroup package contains the following manuals: The Administrator Guide (this manual) describes how to install Cumulus Workgroup as well as manage users and catalogs. The Client User Guide covers how to use Cumulus for Windows or Mac OS to catalog and manage media assets. Organization To give you the quickest access to the topic you re looking for, this guide covers only those subjects that are the exclusive domain of the Cumulus Administrator. Everything else you need to know about managing your assets with Cumulus can be found in the Client User Guide. This Administrator Guide covers the following topics: Installation Describes how to install the Cumulus Server under Windows, UNIX, Mac OS, and Mac OS X as well as how to install Cumulus Clients under Windows and Mac OS. (See Install chapter, starting on page 13.) Getting Started Covers a few basic guidelines about working with Cumulus, how to register and unlock the Cumulus Workgroup software, and how to provide catalogs for your workgroup. (See Getting Started chapter, starting on page 25.) Catalog Management Describes how catalogs manage the media assets stored on your system, and how to define the properties of individual catalogs. (See Catalog Management chapter, starting on page 39.) Catalog Access Covers how to make catalogs available to users, and how to restrict individual user permissions in each catalog. (See Catalog Access chapter, starting on page 53.) Catalog Maintenance Describes how to optimize catalog performance and maintain the catalog files (copy, compress, back up, divide, merge, etc.). (See Catalog Maintenance chapter, starting on page 59.) This guide also contains a chapter on solving a few problems that may arise (see Troubleshooting chapter, starting on page 77), and a glossary to give you a quick reference to some of the terms used in this manual (see Glossary starting on page 81). Cross-Platform Issues Though most of the program s features are identical in each version, portions of the user interface differ due to operating system conventions. These differences are explained when necessary and assumed otherwise (e.g., the difference between maximiz-

9 UNDERSTANDING CUMULUS 9 ing a window in Windows and zooming a window in the Mac OS is not explained). Because there are so few differences between the Windows and Mac OS user interfaces of Cumulus, the illustrations in this guide apply to both platforms except where indicated. In those few instances where the differences are major, each platform is treated in its own section. Sections that pertain only to the Mac OS are denoted by the icon to the left of this paragraph. Sections that pertain only to Windows are denoted by the icon to the left of this paragraph. User Interface Item Conventions To differentiate user interface items buttons, menus, text fields, etc. from surrounding text, those items are displayed in bold. For example: Click the Open button. To differentiate menu hierarchies, the Õ character is used. For example: Select FileÕOpen to open a file. This example means to select the Open item from the File menu. Cumulus Step by Step Instructional steps are identified by the following structure: 1. This would be the first instruction. The mouse icon makes it easy to identify. 2. The final instruction has a border beneath it, indicating that there are no further steps. Understanding Cumulus To get started with Cumulus, you need to understand only a few basic concepts. Cumulus creates special files called catalogs, which Cumulus uses to keep track of your valuable assets. As you catalog your assets, Cumulus creates special catalog entries called records, which are indicators to the media assets. To make searching and retrieving records easier, Cumulus lets you organize and classify records into logical groups called categories. Once cataloged, you can view assets as thumbnails or as plain text, conduct searches using generic or userdefined conditions, and track the location of the original digital media file and preview it. Each record contains vital searchable information about the asset, such as its file name, file location, file type, file size, creation/modification date, height, width, and more. Assets An asset in Cumulus is simply any one cataloged file or data stream. A video clip, an audio clip, an image, or a page layout document are examples of files that are commonly cataloged in Cumulus. But the word file suggests an asset that is stored on a digital medium like a hard disk or CD-ROM. What if the asset is a record in a database? This is not a file per se, but as far as Cumulus is concerned, it is a data stream that can be cataloged, kept track of and accessed. Catalogs Like a filing cabinet, Cumulus catalogs serve as storage locations for asset collections. You can have as many catalogs as you like. Catalogs are cross-platform compatible, so it doesn t matter what type of computer is used to create a catalog. Catalogs are explained in detail starting on page 40.

10 10 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Collections Collections are like snapshots from your open catalog. When you work with your assets in Cumulus, you re viewing a constantly changing group of records. Without collections, each view of this group would be lost as soon as it changed. Collections, however, enable you to capture any particular set of records and save it as you see it - all without disrupting your workflow. For example, you can modify the viewing attributes of your records in innumerable ways, add or delete records, select the information that appears with each record, and on and on. Once you see something you like or could use again, save it as a collection and recall it whenever you need it. You can even send your collection as an attachment to an message in one easy step. A collection also acts as your temporary workspace in Cumulus, meaning that changes made to your collections do not affect the content of your catalogs. Even deleting a record from a collection does not remove it from the catalog (unless you really want it to, which you can do, too). Collections are explained in detail in the Client User Guide. Categories Like folders in a filing cabinet, Cumulus categories serve to organize assets (files). But here the similarities end. Assets can appear in any number of Cumulus categories at one time. Categories are explained in detail in the Client User Guide. Records Records represent assets. Each record represents one asset. Records hold information on the asset, such as file size, type, location and creation date, and much more. Cumulus allows the creation of customizable record fields, which can contain almost any sort of information you desire. Since these userdefined record fields are also fully searchable, you can tailor Cumulus to fit your requirements. Record fields are explained in detail starting on page 42. It s very important to draw the distinction between records and assets. Records are part of Cumulus catalogs; assets are not. Records represent assets. How Cumulus Workgroup Works Cumulus Workgroup features a client/server architecture in which individual users (or clients) access the server application across a network. The Cumulus Client/Server Architecture The overall client/server architecture is simple. The Cumulus Server is installed on a server computer in the network. The Cumulus Clients are then installed on computers that have access to the computer running the Cumulus Server. The communication between Clients and Server is handled via the Internet-standard TCP/IP, enabling Clients to access Cumulus catalogs from within the office or anywhere else in the world. Since Cumulus Workgroup is cross-platform compatible, both Mac OS and Windows Clients can access catalogs administered by any Cumulus Server. The only restriction is that the Client has to have TCP/IP access to the computer running the Server. You don t have to specify which computers are running the Cumulus Client application. The Cumulus Server allows as many Clients to connect as the number of Clients you purchased, no matter where they re trying to connect from. The Cumulus Administrator registers Cumulus Workgroup and configures the Server from a special window accessible on the computer running the Server. All other tasks are performed from a Cumulus Client logged on as Cumulus Administrator to the Cumulus Server.

11 HOW CUMULUS WORKGROUP WORKS 11 Cumulus Administrator Tasks The Cumulus Administrator is not only responsible for performing the following tasks, but is the only user who has access to them. The first two are performed from the Cumulus Server computer: Installing the Cumulus Server application on a server computer in the network. (See Installing the Cumulus Server, p. 17.) Registering the Cumulus Workgroup and activating the software. (See Registering Cumulus, p. 28.) The rest of the tasks are performed from a Cumulus Client logged on as Cumulus Administrator to the Cumulus Server: Providing catalogs to Cumulus Clients by creating new catalogs or adding existing ones to the list of catalogs administered by the Cumulus Server. (See Providing Catalogs, p. 35.) Configuring each catalog s properties to meet the specific needs of the workgroup. (See Catalog Properties, p. 43.) Making catalogs available or unavailable to Cumulus Clients. (See Catalog Availability, p. 54.) Defining individual user permissions for each catalog. (See User Access Permissions, p. 56.) Maintaining the catalog files themselves, including tasks such as optimizing catalog performance, backing up and restoring catalogs, repairing catalogs, etc. (See Maintaining Catalogs, p. 61.) Cumulus Clients Cumulus Clients access workgroup catalogs by logging onto the Cumulus Server and opening catalogs administered by the Server. Once logged on, they have access to all of the functions described in the Client User Guide (provided, of course, that the Cumulus Administrator has not restricted their permission to use these functions). The Cumulus Architecture Cumulus can be seen as "middleware" as it communicates between the levels of the employed operating systems, storage devices and databases and the user interface level. The main components of Cumulus are the metadata server, an asset server and a processor server. These components can be installed on different computers with different operating systems.

12 12 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Finding Help If you have a question that is not answered in this guide, there are a number of additional resources to check: Online Help for Windows Users The Windows versions of Cumulus include an extensive online help system. Access it via the Windows Help menu. Similar to other Windows help systems, subjects are organized by contents and index and are searchable. There is no online help system for the Mac OS. Technical Support To provide you with easily accessible, first-class assistance, Canto has partnerships with numerous distributors and resellers around the world. Technical support from your distributor via is free of charge for registered Cumulus users. For information on how to contact the distributor or reseller in your area, inquire where you purchased Cumulus or see Canto's Website ( Before submitting your question, please review the support form in the documentation folder on your Cumulus Workgroup CD-ROM to make sure that you provide technical support with the appropriate information (see Documenting Problems, p. 80). If you are a registered Cumulus user and your distributor does not provide support for Cumulus, you may address questions to: The Americas -> [email protected] Rest of World -> [email protected] Additionally, you have the option of purchasing a Canto Service Agreement, which not only includes priority technical support by telephone, but also supplemental benefits such as access to new filters and a monthly bulletin full of helpful tips, technical news and further information on Canto products. Please visit Canto s Website to find out how to register for a Service Agreement and receive extra support. Canto Online The Canto Website ( contains many resources of value to you as a Cumulus user. Among them are a list of frequently asked questions (FAQ), several How to guides, and information on Canto s valuable Cumulus training classes.

13 This chapter describes how to install the Cumulus Server and Cumulus Clients. It covers the Cumulus Workgroup system requirements as well as installing the Cumulus Workgroup software. This chapter also provides information on adding additional Cumulus Clients or Servers. 2 Install

14 14 CUMULUS WORKGROUP ADMINISTRATOR GUIDE System Requirements Canto provides two levels of system requirements: minimum and recommended. Using the program on a system that falls beneath the minimum requirements may be possible, but it will most likely yield unfavorable results and is not recommended. Recommended requirements are listed below in parentheses. System requirements are divided into two groups: Cumulus Server Cumulus Clients Cumulus Server System Requirements This section lists the minimum and (in parentheses) recommended system requirements to install and run the Cumulus Server on the following systems. Windows NT/ 2000/ XP Pentium 133 MHz (Pentium III 850MHz) IBM PC or compatible Windows NT 4.0 SP3 (SP5), Windows 2000 (SP2) or Windows XP 20 MB (30 MB) free hard disk space for installation 20 MB RAM (64 MB) TCP/IP protocol running CD-ROM drive for installation from CD Mac OS PowerPC processor (Power Macintosh G4) Mac OS compatible computer running System 8.6 or later (Mac OS 9.1) OpenTransport 1.1.2, TCP/IP networking 20 MB (30 MB) free hard disk space for installation 12 MB RAM (64 MB) allocated to the application CD-ROM drive for installation from CD Mac OS X Mac OS X (version or later) or Mac OS X Server (version or later) 15 MB free hard disk space for installation 20 MB RAM (64 MB) for Cumulus TCP/IP protocol running CD-ROM drive for installation from CD UNIX SUN Microsystems UltraSPARC Workstation running SOLARIS 7 or later or Pentium 200 MHz (850 MHz) IBM PC or compatible running Linux x86 (libc6, SuSE Linux 6.4 or later, Red Hat Linux 6.2 or later) or Silicon Graphics Visual Workstation/Server with MIPS 4 instruction set running IRIX 6.5 or later 15 MB or 50 MB (IRIX) free hard disk space for installation 20 MB RAM (64 MB) for Cumulus TCP/IP protocol running CD-ROM drive for installation from CD Cumulus Client System Requirements This section lists the minimum and (in parentheses) recommended system requirements to install and run Cumulus Clients under Windows and/or Mac OS operating environments. Windows 95 / 98 / Me Pentium 90 MHz (Pentium III 850 MHz) IBM PC or compatible 640 x 480 video display with 256 colors (1024 x 768 video display with True Color) 30 MB (40 MB) free hard disk space for installation 20 MB RAM (128 MB) TCP/IP network access CD-ROM drive for installation from CD

15 INSTALLATION OVERVIEW 15 Windows NT / 2000 / XP Pentium 90 MHz (Pentium III 850 MHz) IBM PC or compatible Windows NT 4.0 SP3 (SP5), Windows 2000 (SP2) or Windows XP 640 x 480 video display with 256 colors (1024 x 768 video display with True Color) 30 MB (40 MB) free hard disk space for installation 20 MB RAM (128 MB) TCP/IP network access CD-ROM drive for installation from CD Mac OS Mac OS compatible computer running System 8.6 or later (Mac OS 9.1) PowerPC processor (Power Macintosh G4) 640 x 480 video display with 256 colors (1024 x 768 video display with Millions of Colors) 25 MB (35 MB) free hard disk space for installation 6 MB RAM (16 MB) allocated to the application OpenTransport Version TCP/IP network access CD-ROM drive for installation from CD Installation Overview Installing Cumulus Workgroup is a two-step process: First, you have to install the Cumulus Server application on the network computer that is to serve the Clients. Second, Cumulus Client software has to be installed on each individual workstation. The connection between each Client and the Server is handled via TCP/IP. You can install the Cumulus Clients on any computers which meet the system requirements (see Cumulus Client System Requirements, p. 14). But there are a couple more things to keep in mind when selecting a computer for the Cumulus Server: the Server computer will also store all of your workgroup s catalogs (but not necessarily the assets), and every Client will be accessing the Server, possibly simultaneously. Because the Mac OS is not multitasking compatible, you cannot use a Cumulus Client on the same computer on which you install the Cumulus Server. To successfully install Cumulus Workgroup, you must have both: your serial number (found in your Cumulus Workgroup package) an Activation Key, which must be requested from Canto. Although the Cumulus Server runs without an Activation Key, it won t allow Clients to connect to it. For information on obtaining your Activation Key, see Registering Cumulus, p. 28. If you are installing Cumulus for the first time, you can skip down to the installing section for your operating system. If you already have a previous version of Cumulus installed on your computer, please read the following sections carefully. Previous Versions under Windows Windows users must always uninstall the previous version before installing a newer version, regardless of whether it is an upgrade from Cumulus 4 or an update of an existing Cumulus installation. (See Uninstalling Cumulus under Windows, p. 16.) NOTE: You will be asked for your old serial number when you register. Make sure you have this serial number before deleting the old version of Cumulus. You can make a note of the serial number from the License section/dialog box of the Cumulus Server Properties window. Previous Versions under Mac OS Mac OS users updating an existing Cumulus installation only have to run the installer application included with the newer version of the program

16 16 CUMULUS WORKGROUP ADMINISTRATOR GUIDE installation files. The installer application will keep all settings and serial numbers, and only replace program files necessary for updating the program s functionality. Mac OS users upgrading from a version prior to Cumulus 5 must uninstall the previous version before installing a newer version. (See Uninstalling Cumulus under Mac OS, p. 17.) NOTE: You will be asked for your old serial number when you register. Make sure you have this serial number before deleting the old version of Cumulus. You can make a note of the serial number from the License section/dialog box of the Cumulus Server Preferences window. Previous Versions under UNIX UNIX users updating an existing Cumulus Server installation only have to run the installer application included with the newer version of the program installation files. If you install the new version in an existing Cumulus directory, then the installer will guide you through the uninstall process before installing the newer version. The installer application will not delete your Cumulus Catalogs. UNIX users upgrading from Cumulus 4 should uninstall it before installing Cumulus 5. If you do not uninstall version 4 and install version 5 in a new directory, you will be able to run multiple installations of Cumulus Server simultaneously. (But each Server must be configured for a different port.) Be careful when running Cumulus 4 and Cumulus 5 simultaneously, you may experience inconsistent performance due to catalog format differences. See Catalogs from Previous Versions, below, for details. NOTE: You will be asked for your old serial number when you register. Make sure you have this serial number before deleting the old version of Cumulus. You can make a note of the serial number by calling the add-license script. Catalogs from Previous Versions Catalog files created with versions of Cumulus prior to version 5 must be converted using the Cumulus Catalog Converter before they can be opened with Cumulus Workgroup. Once a catalog has been converted, it cannot be opened by a previous version. For more information on converting catalogs, see Converting Catalogs from Previous Versions, p. 36. Uninstalling Versions This section is for Cumulus users, who need to remove an older version of Cumulus before installing Cumulus Workgroup 5.5 (Servers or Clients). You will be asked for your old serial number when you register your Cumulus Workgroup. Make sure you have this serial number before you completely remove your previous version. If you do not have the documentation from your previous version available, you can make a note of its serial number from the Server Properties/ Server Preferences window of your Cumulus Server. Uninstalling Cumulus under Windows You can uninstall the Cumulus software by using the Add/Remove Programs Control Panel. To uninstall previous versions of Cumulus under Windows: 1. Click the Start button, point to Settings, and then click Control Panel. 2. Double-click Add/Remove Programs. (NOTE: If the Control Panel window is still open, close it before continuing, otherwise the Cumulus Server icon in the Control Panel will not be removed during the uninstall.) 3. Select the program you wish to uninstall (e.g. Cumulus W5.07 Server) from the displayed list and click Add/Remove. 4. Follow the on-screen instructions.

17 INSTALLING THE CUMULUS SERVER Restart your computer after the uninstall has been successfully performed. Remember to repeat this process for all Server and Client installations. Uninstalling Cumulus under Mac OS To uninstall previous versions of Cumulus under Mac OS: 1. Drag the Cumulus folder (Server or Client) from its current location to the trash. 2. Drag the Cumulus Preferences file to the trash. You can find this file in the Preferences folder in the computer s System folder. 3. In the Mac OS Finder, select SpecialÕEmpty Trash. Remember to repeat this procedure for all Server and Client installations. Uninstalling Cumulus Server under UNIX To completely remove the server software from your computer, use the command: uninstall This command will stop the Cumulus Server if it is running. Then it will remove all files that were installed. Installing the Cumulus Server The sections that follow describe the procedures for installing the Cumulus Server under Windows, UNIX and Mac OS. If you experience problems installing or using Cumulus Workgroup, be sure to review Common Problems and Solutions, p. 78. Installing the Cumulus Server under Windows Make sure to remove any previous version of Cumulus before installing Cumulus Workgroup (see Uninstalling Cumulus under Windows, p. 16). To install the Cumulus Server under Windows: 1. Log on to the Windows server as the Administrator. 2. Insert your Cumulus Workgroup CD into your computer s CD-ROM drive. 3. Double-click Setup.exe in the Windows\English\Cumulus Server folder. 4. When the Welcome screen is displayed, click Next to continue. The software license agreement is displayed. 5. Click Yes to accept the terms of the displayed license agreement. The Cumulus Registration dialog opens. 6. Enter your name, company, and serial number in the fields provided and click Next. (You can find your serial number in your Cumulus Workgroup package). The Choose Destination Location dialog opens. 7. Do one of the following: If you want to accept the default installation location, click Next to continue. OR If you do not want to accept the default location, click Browse to choose a different location. The Choose Folder dialog opens. Now you have two choices: If you want to select an existing folder, under Drives select the drive from the drop-down menu and under Directories double-click the folder of your choice. Click OK to return to the previous dialog. Then click Next to continue. If you want to create a new folder for your Cumulus installation, type the new folder s

18 18 CUMULUS WORKGROUP ADMINISTRATOR GUIDE complete path and name directly into the space under Path. Click OK to return to the previous dialog. Then click Next to continue. The Select Program Folder dialog opens. 8. Click Next to accept the default program folder. If you do not want to accept the default program folder, choose a different one by typing the new folder name or selecting an existing folder. Setup begins copying files. 9. When the Setup Complete window is displayed, click Finish to end the installation and close the window. Cumulus Workgroup Edition (see Uninstalling Cumulus under Mac OS, p. 17). If installing Cumulus for the first time, Mac OS users may also perform an installation via drag and drop. NOTE: An update installation should never be done via drag and drop. Otherwise you will loose your program settings and have to reactivate any options you may have installed with your previous Cumulus version. Because the Mac OS is not multitasking compatible, you cannot use a Cumulus Client on the same computer on which you install the Cumulus Server. To install the Cumulus Server under Mac OS using the installer application: The Server application is installed as a Service on the computer, meaning that it starts automatically every time you start the computer and can be stopped like any other Service. NOTE: Net Logon must be started on the computer running the Cumulus Server under Windows. Since you have the Cumulus Workgroup CD in your CD-ROM drive, now would be a good time to copy some sample media assets to an accessible location on the network. Users will need these sample assets when they take the tutorial in the Client User Guide. Simply copy the Media Gallery\Demo Media Assets\Examples folder from the Cumulus CD to a network location that every Client can access. If you have any optional add-ons to install such as the Cumulus Vault or Web Publisher do that now, before you install the Clients. You will then be ready to register and activate your entire Cumulus Workgroup system. To find out how, see Registering Cumulus, p. 28. Installing the Cumulus Server under Mac OS Cumulus provides an installer application which guides you through the installation process. Please remember to completely remove any version of Cumulus prior to version 5 before installing your 1. Insert the Cumulus CD into your CD-ROM drive. 2. Double-click the CD icon to view its contents, if it s not already open. 3. Double-click the English folder. 4. Double-click on the installer application Install Cumulus Server. The Install Cumulus Workgroup Server dialog opens in which you can select a folder to install Cumulus into. 5. Do one of the following: If installing Cumulus for the first time, click Install In New Folder to create a new folder for your Cumulus installation. OR If updating a previous Cumulus installation, select its current folder on your hard disk and then click Select Existing Folder to update a previous Cumulus installation. The software license agreement is displayed. 6. Click Continue after you have fully read the license agreement and agreed to the terms therein.

19 INSTALLING THE CUMULUS SERVER 19 The Install Cumulus Workgroup Server dialog opens displaying the install location. Check the install location to see if it is correct. If necessary, choose a new location under Install Location. 7. Click Install to copy the program files onto your hard disk. A progress bar is displayed indicating the status of the installation. When the progress bar closes, a window opens, confirming that the software was installed successfully. 8. Click Quit to close the window and finish the installation. If Cumulus has been installed for the first time, it will prompt you to enter your registration information the next time it is started. (You can find your serial number in your Cumulus Workgroup package.) A new installation of Cumulus can also be performed via drag and drop as described below. To install the Cumulus Server under Mac OS via drag and drop: 1. Insert your Cumulus Workgroup CD into your computer s CD-ROM drive. 2. Double-click the CD icon to view its contents, if it s not already open. 3. Open the folder on your hard disk to which you want to install the Cumulus Server. 4. Drag the Cumulus Server folder (found in the English folder) from the CD to the desired location. 5. Once all of the files have been copied, double-click the Cumulus Server icon to launch the Server. You will be prompted to enter your name, company, and the serial number for the software. You can find the serial number in the Cumulus software package. 6. Enter your registration information and click OK. NOTE: If you want the Server to start up automatically every time you start the computer, then insert an alias to the Cumulus Server application in the Startup Items folder on the computer s system disk. Since you have the Cumulus Workgroup CD in your CD-ROM drive, now would be a good time to copy some sample media assets to an accessible location on the network. Users will need these sample assets when they take the tutorial in the Client User Guide. Simply copy the Media Gallery:Demo Media Assets:Examples folder from the Cumulus CD to a network location that every Client can access. If you have any optional add-ons to install such as the Cumulus Vault or Web Publisher do that now, before you install the Clients. You will then be ready to register and activate your entire Cumulus Workgroup system. To find out how, see Registering Cumulus, p. 28. Installing the Cumulus Server under Mac OS X The installation script guides you through all steps necessary to set up the Cumulus Server. To accept the default values [shown in square brackets] press the Enter key. To install the Cumulus Server under Mac OS X: 1. Start up the computer and open the Terminal application (via Go ÕApplications Õ Utilities). A shell environment is started. 2. Change your identity to root (enter su for super user and then the password). The command prompt for root is displayed: root#

20 20 CUMULUS WORKGROUP ADMINISTRATOR GUIDE 3. If you are installing from CD, insert the Cumulus CD-ROM into the CD-ROM drive. All software for Mac OS X is located in the sub-directory named Mac_OS_X. 4. At the command prompt, change the directory to the folder containing the Mac OS X server installer, then to the appropriate language folder and then to the Server folder; e.g.: cd /Mac_OS_X/English/Server 5. Start the installation script by typing: sh install.sh In the next step the Cumulus license agreement is displayed. 6. Page down and select y for yes to accept the terms of the displayed license agreement. If you do not accept, the installation quits. 7. Install the Cumulus Server software to the default directory (/usr/local/cumulus5). Use the default administrator name (cumulus) The installation script will add this user to the system. The new user cumulus will be added to the system without a password. To change the password use the passwd command or the NetInfo Manager application. You can start the server after installation directly from this script. The installation script will prompt you for a serial number and an activation key. 8. Enter the serial number which is included in your Cumulus package The next step is to enter the Activation Key for your new configuration (including the option/s). If you do not have an Activation Key, you can select Register/Upgrade via Internet to obtain it. After receiving your Activation Key you should enter it. If you don t enter the key the server will run in demo mode. NOTE: If you have any optional add-ons to install such as the Cumulus Vault or Web Publisher you should wait until you have installed the last of your additional options and then obtain an Activation Key for your entire configuration. 9. Select Enter an activation key. 10. Enter the Activation Key 11. Select Exit registration to quit the script. NOTE: Cumulus Options Please note that you can only install Cumulus Options available for Mac OS X. You cannot install any options for Mac OS versions prior to Mac OS X. Installing the Cumulus Server under UNIX The installation script guides you through all steps necessary to set up the Cumulus Server. To accept the default values [shown in square brackets] press the Enter key. To install the Cumulus Server under UNIX: 1. To log in as the Administrator, log in as root and open a UNIX shell. The shell scripts are started manually by typing the script name at the command prompt. 2. Insert the Cumulus CD-ROM disc into the CD- ROM drive. 3. At the command prompt, change the directory to the folder containing the appropriate platform server installer. To do so change to the appropriate platform folder, then to the appropriate language folder and then to the server folder. 4. Start the installation script by typing: sh install.sh 5. Press the Enter key to proceed. The software license agreement is displayed.

21 INSTALLING CUMULUS CLIENTS Page down and enter y for yes to accept the terms of the displayed license agreement. If you do not accept, the installation quits. 7. Choose an installation directory. It is recommended to install the Cumulus Server software to the default directory (depending on the platform) SOLARIS: /opt/cumulus5 Linux or IRIX: /usr/local/cumulus5 If there is not enough space on the corresponding file system, you will be asked to choose an alternate file system. If the specified directory already contains another version of Cumulus, you will be asked to choose a different directory, remove the existing installation or quit. 8. Use the default administrator name cumulus. The installation script will add this user to the system. The new user cumulus will be added to the system without a password. You must use the passwd command to change the password or add other users. The installation begins to copy files. When the installation is complete you will be prompted for license information. 9. Select Enter licensing information. 10. Enter your name and company and then the serial number which is included in your Cumulus package. The next step is to enter the Activation Key for your new configuration (including the option/s). If you do not have an Activation Key, you can select Register/Upgrade via Internet to obtain it. After receiving your Activation Key you should enter it. If you don t enter the key the server will run in demo mode. NOTE: If you have any optional add-ons to install such as the Cumulus Vault or Web Publisher you should wait until you have installed the last of your additional options and then obtain an Activation Key for your entire configuration. 11. Select Enter an activation key. 12. Enter the Activation Key 13. Select Exit registration to quit the script. Since you have the Cumulus Workgroup CD in your CD-ROM drive, now would be a good time to copy some sample media assets to an accessible location on the network. Users will need these sample assets when they take the tutorial in the Client User Guide. Simply copy the Media Gallery/Demo Media Assets/ Examples folder from the Cumulus CD to a network location that every Client can access. If you have any optional add-ons to install such as the Cumulus Vault or Web Publisher do that now, before you install the Clients. Installing Cumulus Clients The following sections explain how to install Cumulus Clients for Windows how to install Cumulus Clients for Mac OS. Installing Cumulus Clients under Windows Make sure to remove any previous versions of Cumulus before proceeding with the installation (see Uninstalling Cumulus under Windows, p. 16). To install Cumulus Clients under Windows: 1. Insert the Cumulus Workgroup CD into the workstation s CD-ROM drive. 2. Double-click Setup.exe in the Windows\English\Cumulus Client folder. 3. When the Welcome screen is displayed, click Next to continue. The software license agreement is displayed.

22 22 CUMULUS WORKGROUP ADMINISTRATOR GUIDE 4. Click Yes to accept the terms of the displayed license agreement. The Choose Destination Location dialog opens. 5. Do one of the following: If you want to accept the default installation location, click Next to continue. OR If you do not want to accept the default location, click Browse to choose a different location. The Choose Folder dialog opens. Now you have two choices: If you want to select an existing folder, under Drives select the drive from the drop-down menu and under Directories double-click the folder of your choice. Click OK to return to the previous dialog. Then click Next to continue. If you want to create a new folder for your Cumulus installation, type the new folder s complete path and name directly into the space under Path. Click OK to return to the previous dialog. Then click Next to continue. The Select Program Folder dialog opens. 6. Click Next to accept the default program folder. If you do not want to accept the default program folder, choose a different one by typing the new folder name or selecting an existing folder. Setup begins copying files. 7. When the Setup Complete window is displayed, click Finish to end the installation and close the window. The Shut Down Windows dialog opens. 8. Select Restart the Computer and then click yes to reboot your computer. Installing Cumulus Clients under Mac OS Cumulus provides an installer application which guides you through the installation process. Please remember to completely remove any version of Cumulus prior to version 5 before installing your Cumulus Workgroup Edition (see Uninstalling Cumulus under Mac OS, p. 17). If installing Cumulus for the first time, Mac OS users may also perform an installation via drag and drop. NOTE: An update installation should never be done via drag and drop. Otherwise you will loose your program settings and have to reactivate any options you may have installed with your previous Cumulus version. Remember, because the Mac OS is not multitaskingcompatible, you cannot use a Cumulus Client on the same computer on which you installed the Cumulus Server. To install Cumulus Clients under Mac OS using the installer application: 1. Insert the Cumulus CD into your CD-ROM drive. 2. Double-click the CD icon to view its contents, if it s not already open. 3. Double-click the English folder. 4. Double-click on the installer application Install Cumulus Client. The Install Cumulus Workgroup Client dialog opens in which you can select a folder to install Cumulus into. 5. Do one of the following: If installing Cumulus for the first time, click Install In New Folder to create a new folder for your Cumulus installation. OR If updating a previous Cumulus installation, select its current folder on your hard disk and then click Select Existing Folder to update a previous Cumulus installation. The software license agreement is displayed.

23 ADDING CLIENTS OR SERVERS Click Continue after you have fully read the license agreement and agreed to the terms therein. The Install Cumulus Workgroup Client dialog opens displaying the install location. Check the install location to see if it is correct. If necessary, choose a new location under Install Location. 7. Click Install to copy the program files onto your hard disk. A progress bar is displayed indicating the status of the installation. When the progress bar closes, a window opens, confirming that the software was installed successfully. 8. Click Quit to close the window and finish the installation. A new installation of Cumulus can also be performed via drag and drop as described below. To install Cumulus Clients under Mac OS via drag and drop: 1. Insert your Cumulus Workgroup CD into your computer s CD-ROM drive. 2. Double-click the CD icon to view its contents, if it s not already open. 3. Open the folder on your hard disk to which you want to install the Cumulus Client. 4. Drag the Cumulus Client folder (found in the English folder) from the CD to the desired location. 5. Once all of the files have been copied, double-click the Cumulus Client icon to launch the Client application. Adding Clients or Servers Each copy of Cumulus Workgroup is limited to a certain number of concurrent users (Cumulus Clients that can access the Cumulus Server at one time). You can view the specifics of your license in the Cumulus Workgroup License dialog box, which is described in detail starting on page 29. Purchasing Additional Licenses If you need to purchase an extension of your license for additional Cumulus Clients or Servers, please contact your software dealer, local software distributor, or Canto Software ( To extend the number of Clients allowed, you will have to get a new Activation Key. This new Activation Key will be valid for your entire Cumulus Workgroup system, meaning both your existing installation and the new components you re adding to it. For more information on Activation Keys, see Entering Your Activation Key, p. 30. Each copy of Cumulus Workgroup is licensed to run on only one server at a time. If you want to install multiple servers, you must purchase a separate Server License for each additional Cumulus Server for your Cumulus Workgroup Edition. No special installation or configuration steps are required to install additional servers.

24 24 CUMULUS WORKGROUP ADMINISTRATOR GUIDE

25 This chapter covers some topics important to getting your Cumulus Workgroup Edition up and running. In it, you ll find out how to register your software and obtain an Activation Key required for integrating Cumulus Clients into the system. You ll also find out how to configure Cumulus Server properties, such as the identity of the Cumulus Administrator, the TCP/IP port number of the Server, and timeouts for various actions. And since your workgroup needs Cumulus catalogs to access, this chapter gives you a few guidelines about effective catalog administration, as well as information on how to provide catalogs to your workgroup. 3 Getting Started

26 26 CUMULUS WORKGROUP ADMINISTRATOR GUIDE The Cumulus Server Once installed, the Cumulus Server is launched invisibly every time the computer it s running on is started up ( if you copied an alias of the Server application the Startup Items folder on your system disk). Most administrative actions can be performed from Clients logged on as Cumulus Administrator to the Server. Before you can log on from a Client, however, you have to register the Cumulus software and configure the Cumulus Server properties on the computer actually running the Server. You configure the properties of a Cumulus Server either from the computer running the Cumulus Server or by employing the Remote Admin tool for Windows, UNIX or Mac OS X servers. The properties of a Cumulus Server under Mac OS have to be configured from the Server Properties window. For details on the Remote Admin tool see chapter Remote Admin, starting on page 73. Accessing the Server Properties Window This special window acts as the application interface of the Cumulus Server and can only be accessed from the computer on which the Server is installed. It is only available for Cumulus Servers unter Windows or Mac OS. To open the Server Properties window: 1. If you are not already there, go to the computer running the Cumulus Server. 2. From the Windows Control Panel, open the Cumulus Server (double-click its icon). In the folder containing the Cumulus software, double-click the Cumulus Server icon. Then select FileÕPreferences. If the Server application is already running, make it the active application and then select FileÕPreferences. The Server Properties window appears. For a detailed look at the Server-configuration options available from the Server Properties window, see the overview on page 27. NOTE: License Dialog Box The Server Properties window also gives you access to the License dialog box, from which you can register your Cumulus software. / You can reach the License dialog box from directly within the Server application. Since registration is required for you to be able to activate your Cumulus Workgroup system, that should be your first administrative step. Administring Cumulus Server under Mac OS X You can administer the Cumulus Server under Mac OS X either by employing the Remote Admin tool or the following commands on the computer running the Cumulus Server. To start the server type in the following command: sh start-cumulus This will register the Cumulus Server to be restarted whenever the system starts up. It also starts the Cumulus Server immediately. After some seconds the server process is started. Errors that occur during execution are written to: /private/var/log/system.log To monitor the execution of the Cumulus Server, use the command: sh status. This command runs forever. Stop it by typing CTRL c. To find out whether the Cumulus Server is running, you can also use the command: ps -x grep cumulus5 If the output shows a process (other than the grep itself) the Cumulus Server is running. To stop the server, use the command: /usr/local/cumulus5/stop-cumulus The server is stopped "gracefully," connected clients are given 60 seconds time to disconnect. To stop the server immediately, you might use the command: sh stop-cumulus now

27 THE SERVER THE PROPERTIES CUMULUS WINDOW SERVER 27 The Server Properties Window The Server Properties window has two sections that provide access to each of its options. The options that are set from this window affect global Server behavior. For information on opening the Server Properties window, see Accessing the Server Properties Window, facing page. General Section 1. Displays and lets you change the name of the Cumulus Administrator. The name you enter must be an existing user account on your network. (See Changing the Cumulus Administrator, p. 31.) 2. If enabled, Cumulus automatically determines the optimum RAM cache for catalogs administered by the Server. 3. If enabled, you can define a custom RAM cache (in the field to the right) for catalogs administered by the Server. 4. If enabled, Cumulus automatically finds an open TCP/IP port number (starting at 9287) and configures Server and Clients to use it. However, if you employ the Web Publisher or Vault option, you should work with a a custom TCP/IP port number (see below). 5. If enabled, you can define a custom TCP/IP port number (in the field to the right) for Server and Clients. It is recommended to use If you use another number you must set up the port number used by the Web Publisher CGI and the Vault Server (if installed on another machine than the Cumulus Server) accordingly. You will also have to inform all Cumulus clients to use the changed port number in the Connect To Server dialog. 6. Undoes any changes you made in this section and returns the Server Properties to the factory default settings. 7. Opens the License dialog box, from which you can register Cumulus Workgroup and any optional add-ons. (See Registering Cumulus, p. 28.) 8. Mac OS only: If an AppleShare IP Server is installed on the same machine, you have to enter the Admin password of the AppleShare IP Server in order to be able to authorize users Timing Section 1. When the Server sends data to a Client, the data must be transferred within the specified number of seconds or the Server automatically disconnects the Client. 2. The Server expects to get the next request from a Client within the specified time. 3. When the Server disconnects a Client (e.g., for shutdown), it waits for a certain amount of time (e.g., 1 minute) plus this number of seconds before closing the Client connection. 4. The maximum number of seconds for establishing a Client connection. 5. The number of seconds the Server waits for Clients to disconnect on shutdown. 6. Undoes any changes you made in this section and returns the Server Properties to the factory default settings.

28 28 CUMULUS WORKGROUP ADMINISTRATOR GUIDE However, be careful using this command as it could damage catalogs (e.g. when a Rebuild command for a catalog is still active). NOTE: Port Number When you have stopped the Cumulus Server it will take some minutes (2-3) until the port number is released and can be used again. In the meantime the Cumulus Server cannot be started again using this port number. Please take this time into account when you let the Cumulus Server stop via automation (e.g. for backup) and then start again. NOTE: Product Documentation Please note that usage aspects concerning this Cumulus Server or any Cumulus Options for Mac OS X are most likely referred to in the UNIX sections of the Administrator Guides rather than in the Mac OS sections. Administring Cumulus Server under UNIX You can administer a Cumulus Server under UNIX either by employing the Remote Admin tool or the following commands on the computer running the Cumulus Server. To start the server type in the following command: sh start-cumulus This will add symbolic links to the rc?.d directories so that the Cumulus Server is restarted whenever the system starts up. It also starts the server immediately. After some seconds the server process is started. Errors that occur during execution are written to the file specified in syslog.conf. To see the most recent entries in that file, type the following command (assuming that the syslog file is called /var/adm/ messages): tail/var/adm/messages To monitor the execution of the Cumulus Server, use the command: sh status. This command runs forever. Stop it by typing CTRL c. To find out whether the Cumulus Server is running, you can also use the command: ps -ef grep cumulus5d If the output shows a process (other than the grep itself) the Cumulus Server is running. To stop the server, use the command: sh stop-cumulus This command will remove the symbolic links from rc?.d directories so that the Cumulus Server will not be started at next system startup. It also stops the currently running Cumulus Server. The server is stopped "gracefully," connected clients are given 60 seconds time to disconnect. To stop the server immediately, you might use the command: sh stop-cumulus now. However, be careful using this command as it could damage catalogs (e.g. when a Rebuild command for a catalog is still active). NOTE: Port Number When you have stopped the Cumulus Server it will take some minutes (2-3) until the port number is released and can be used again. In the meantime the Cumulus Server cannot be started again using this port number. Please take this time into account when you let the Cumulus Server stop via automation (e.g. for backup) and then start again. Registering Cumulus Registering Cumulus not only entitles you to technical support from your distributor free of charge via e- mail, it is also required for you to be able to activate your Cumulus Clients and any optional add-ons. When you register with Canto, you receive an Activation Key that you need to enter in order to activate your Cumulus Workgroup system (see Entering Your Activation Key, p. 30). The fastest and easiest way to register your copy of Cumulus and obtain your Activation Key is on the World Wide Web. If you do not have a Web connection, you can also the registration form to Canto or print it out and fax it.

29 REGISTERING CUMULUS 29 Opening the License Dialog Box Whether you choose to register Cumulus on the Web or via , fax or conventional mail, under Windows and Mac OS you do it from the License dialog box. To open the License dialog box: 1. Open the Server Properties window (see Accessing the Server Properties Window, p. 26). On the General tab, click License. In the folder containing the Cumulus software, double-click the Cumulus Server icon. If you inserted an alias of the Server application into the Startup Items folder on the system disk, make it the active application and then select FileÕLicense. The License dialog box appears. Your serial number, Product ID, Hardware ID, name and company appear automatically in the fields provided. The Options area is for you to add the serial numbers of any add-ons you are registering such as the Cumulus Vault. Once you ve entered your Activation Key, the status of your Cumulus software appears in the Status area at the bottom of the dialog. To view your license information under UNIX or Mac OS X: Cumulus License dialog box under Windows Web Registration Registering Cumulus on the World Wide Web is the fastest and easiest way to obtain your Activation Key and get your system up and running. To register Cumulus on the Web: 1. Call the script add-license. 2. Select the option Show current license. 1. Open the License dialog box (see Opening the License Dialog Box, p. 29). Your registration information appears automatically in the fields provided. If you re also registering any optional addons, click Add and type the serial number(s) in the dialog that appears. 2. Click WWW Registration.

30 30 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Your Web browser launches and initiates a connection to the Canto registration site. Cumulus prompts you to select a Web browser, which then launches and initiates a connection to the Canto registration site. 3. Fill out the online registration form and submit it. All required serial numbers and ID s are filled in automatically. You will receive your Activation Key immediately, and can now enter it to integrate your Cumulus Clients into your Cumulus Workgroup system. (See Entering Your Activation Key, p. 30.) If you don t have Internet access, you can fill in a registration form on-screen and register via , fax or regular mail. Registration by Mail, Fax or If you register Cumulus Workgroup by mail, fax or e- mail the Adobe Acrobat Reader software must be installed on your computer. If the Adobe Acrobat Reader software is not on your computer, you can download it for free from Adobe s Web site ( To register Cumulus via , fax or regular mail: 1. Open the License dialog box (see Opening the License Dialog Box, p. 29). Your registration information appears automatically in the fields provided. If you re also registering any optional addons, click Add and type the serial number(s) in the dialog that appears. 2. Click Print Registration. A dialog box appears for you to save a copy of the registration form. 3. Accept the name and path suggested by Cumulus or choose your own and click Save. Cumulus launches your Acrobat software, which opens the registration form. 4. Fill out the form on your computer. All required serial numbers and ID s are filled in automatically. 5. Print the form, then fax or mail it to the address listed for your region. OR: If possible, save the form and send it as an attachment to an message to: [email protected] When you receive your Activation Key, you can enter it to activate your Cumulus Workgroup system. (See Entering Your Activation Key, below, for details.) Entering Your Activation Key Without an Activation Key, your Cumulus Server will run, but only your Cumulus Server. An Activation Key is required to integrate all other components Clients or optional add-ons into the system. The Activation Key you receive from Canto is valid for your entire Cumulus Workgroup system. It enables all of the components you registered to work together. Every time you purchase and register a new component, you receive an updated Activation Key that applies to your existing system plus the new component(s). Once you ve registered your Cumulus software (see Registering Cumulus, p. 28) and received an Activation Key, you need to enter the key so that you can activate your Cumulus Workgroup system. To enter your Activation Key: 1. Open the License dialog box (see Opening the License Dialog Box, p. 29). 2. Enter the Activation Key you received from Canto in the Activation Key field. 3. Click Apply, and your Cumulus Workgroup system will be activated and ready to go.

31 THE CUMULUS ADMINISTRATOR 31 If you registered any Cumulus Options along with your Cumulus Workgroup Edition, a checkmark next to each one in the Options area of the License dialog box indicates that it s activated. The changed status of your Cumulus edition also appears under Status at the bottom of the dialog. Activation Key for Cumulus under UNIX or Mac OS X To obtain an Activation Key on UNIX or Mac OS X: 1. On the computer where the Cumulus Server is installed, start the script add-license. 2. If you did not enter the license information previously, enter it at this time. 3. The different ways to register are listed in a menu. Enter the appropriate number. Canto recommends the convenient and fast registration through the Internet. Your Activation Key will be assigned to you within a matter of seconds. If it is impossible for you to register through the Internet, you can select the option of printing out the registration form, which you can then fax or mail to Canto. Once you are ready to add the Activation Key: 1. Start the script add-license. 2. Enter the Activation Key. The Cumulus Administrator To administer the Cumulus Workgroup Edition, there has to be a user account which functions as the Cumulus Administrator. On a UNIX server or Mac OS X, this user account is created within the installation of the Cumulus Server. This user is not created automatically when you install the Cumulus Server under Windows NT or Mac OS. There is only the default name CumulusAdmin for the Cumulus Administrator. You can either make this default name known to the server or change it to an existing user account. To use the default name, make the user CumulusAdmin known to the server (on a Windows NT server known to the NT domain, and on a Mac OS server known to the machine or to AppleShare). There is only one Cumulus Administrator but to provide your workgroup with extra flexibility in managing catalogs, Cumulus permits more than one user to act as Cumulus Administrator simultaneously. It does not, however, permit more than one user to open a catalog as Administrator at the same time. You thus have the option to designate certain persons as Administrators for particular catalogs. Each one simply needs to enter the user name of the Cumulus Administrator when connecting to the Cumulus Server. The sections that follow describe how to change the name of the Cumulus Administrator and how to log on as Administrator. For information on the responsibilities of the Cumulus Administrator, see Cumulus Administrator Tasks, p. 11. Changing the Cumulus Administrator If you would rather not use the default name CumulusAdmin, you can change it to your own or any other existing user account.

32 32 CUMULUS WORKGROUP ADMINISTRATOR GUIDE To change the name of the Cumulus Administrator: 1. Open the Server Properties window (see Accessing the Server Properties Window, p. 26). 2. Click General. 3. Enter the name of an existing user in the Administrator field. 4. Click OK/Apply. Close the window. The user whose name you entered is now defined as the Cumulus Administrator. Whenever that user logs onto the Server from a Cumulus Client (using their existing name and password), all Administrator functions will be active in that particular Client. Logging On as Cumulus Administrator Before you can begin managing your workgroup s catalogs, you have to log onto the Server as Cumulus Administrator from a Cumulus Client. To log on as Cumulus Administrator: 2. If needed, edit the IP address of the Cumulus Server by selecting another one from the drop-down list. This list contains the names/ IP addresses of all currently active Cumulus Servers in the network. The IP address can be either a numbered address or the name of the Cumulus Server (e.g., cumulus.canto.com). To enter or modify your server s TCP/IP port number, click Options. The Network Setup Dialog appears. 1. From any Cumulus Client, select FileÕConnect to Server. The Connect to Server dialog box appears. 3. To have Cumulus automatically configure the port number, enable Automatic Port Number Configuration and click OK. To enter a new port number, enable Custom Port Number, then type the port number in the field to the right and click OK. To cancel, click Cancel. NOTE: To be able to connect to the Server, every Client must specify a port number. By default, Cumulus automatically determines an open port number and configures it for both Server and Clients (see General Section, p. 27). Change the port number only to

33 WORKING SMART 33 avoid a conflict with other server software. If the port number is changed, all Clients need to be informed of this fact or they will not be able to log on. 4. Under Connect as, enable Registered User. 5. Type the user name of the Cumulus Administrator in the Name field and the corresponding password in the Password field. (See The Cumulus Administrator, p. 31, for information on the identity of the Cumulus Administrator.) 6. Click OK / Connect. The Catalog Access window appears. The Catalog Access window lists all catalogs currently administered by the Cumulus Server and is the starting point for performing numerous administrative tasks. By clicking buttons found in this dialog box, you can: add existing catalogs to the list of those administered by the Cumulus Server (see Adding Existing Catalogs, p. 35). determine which catalogs are available and unavailable to Cumulus Clients (see Catalog Availability, p. 54). open a catalog and modify its properties (see Opening a Catalog, p. 46) create new catalogs (see Creating New Catalogs, p. 35). publish catalogs to the Internet (only available if Cumulus Web Publisher is installed with Cumulus Workgroup). Working Smart Before you jump into providing catalogs for your workgroup, it s a good idea to become familiar with a few guidelines that will make your work with Cumulus as efficient and effective as possible. Name a Catalog Manager It s best to assign one person in your workgroup to manage assets and Cumulus catalogs. Having one manager helps keep things consistent and provides your workgroup with a recognized source for asset and catalog information. For the catalog manager to be able to effectively manage workgroup catalogs, this user has to log on to the Cumulus Server as the Cumulus Administrator. For details on acting as the Cumulus Administrator, see The Cumulus Administrator, p. 31. Develop an Effective File Naming Convention Even though Cumulus makes it easy to keep track of assets with its thumbnail previews and wealth of search options, there is no substitute for a well planned filing system. There will be times that you must access files without the elegance of the Cumulus interface. For example, when writing scripts to enable Cumulus to automate the workflow, a consistent and predictable filing system can not only save many hours of script debugging, but it can also enable functionality that might not otherwise be possible. How you name your files will depend on how you use them. A news agency may decide to name incoming news stories prefixed with the current

34 34 CUMULUS WORKGROUP ADMINISTRATOR GUIDE date and affixed with the file type: ElectionResults.txt ElectionResults.tif Using the date in this order lists the files chronologically when sorted alphabetically. It also makes it easier for Cumulus scripts to select files based on a date range. A Web design group may elect to include an image s file size in its name to make entering HTML size tags more convenient: MainPageBanner200x50.gif Or, to use this manual as an example, file names for screen shots of menus and dialog boxes each begin with either M_ or W_ to identify the platform from which the images come. For example, the file name for the Mac OS File menu is: M_FileMenu.tif It s Windows counterpart is called: W_FileMenu.tif Using the two file name prefixes not only helps differentiate the files at a glance, but also help to make the filing system more predictable. From this one example, you can probably guess the file names of most images in this document. Consistency and predictability are key to developing a naming convention that will serve you and your workgroup well. Develop an Effective Folder Naming Convention Apply an equally clear naming convention to your folder (directory) structures. Cumulus can use your folder hierarchy to create categories when cataloging assets. This is a real time saver if your folder structure helps to identify your assets. Some users may choose to store assets in folders based on file type rather than project name. A sound clip of audience applause, for example, may be used in many projects, but it will always be a sound clip. You can use Cumulus categories to associate assets with one or more projects. A folder hierarchy based on file type. Cross-Platform Catalog Use Though the catalogs that Cumulus creates are completely cross-platform compatible, it is up to you to use a catalog file naming convention compatible with each platform on which you plan to use your catalogs. Keep in mind that catalog names and catalog file names are two different things. For cross-platform purposes, you need only be concerned with catalog file names. (see Renaming Catalogs, p. 61, for catalog naming information.) Consult your operating system s documentation for details on the range of characters that can be used. In the meantime, here are a few tips: Windows uses a backslash (\) to differentiate folder hierarchies. Mac OS users should avoid using this character in their catalog names. (The Mac OS uses a colon (:) to differentiate folder hierarchies, but this character is not allowed in files name on either platform, so it is of no real concern.) Windows file names can be up to 255 characters in length. Mac OS file names must be 31 characters or less. Characters that are safe for use on all Cumulus platforms include all upper and lowercase letters, all numbers, the hyphen (-), and the underscore (_). Multiple Catalogs & Servers You may want to use separate servers for different departments within your organization. Although each server can manage one or more catalogs, you must have a separate copy of Cumulus for each server. When evaluating your media management needs, consider the following questions: How many Clients will access the catalog? How many assets do you need to manage, today and in the future?

35 PROVIDING CATALOGS 35 Where will the cataloged assets be stored? Who should have access to the cataloged assets (for example, to modify them)? Does the media archive contain logically unrelated groups of assets? Do different groups of people use different groups of assets? Or do the documents themselves fall into multiple categories? Providing Catalogs Catalogs to be shared by your workgroup must be administered by the Cumulus Server, which means that they must appear in the list of catalogs administered by the Server (in the Catalog Access window). For a complete description of Cumulus catalogs, see Catalogs, p. 40. Catalogs administered by the Cumulus Server have to be stored locally on the computer running the Server application. So before you jump into providing catalogs for your workgroup, make sure to create or note the location(s) that will house the catalogs you provide. You have a couple of options for providing catalogs to be administered by the Cumulus Server. You can either create new catalogs or add existing catalogs to the list in the Catalog Access window. If you add catalogs from previous versions of Cumulus, you need to convert them to the Cumulus format before adding them to the list. The sections that follow describe how to provide catalogs to your workgroup using any of these routes. Creating New Catalogs The first step in creating new workgroup catalogs is to create or note the location where they will be stored on the computer running the Cumulus Server. So if you haven t done so already, do that now. Then you log on to the Cumulus Server from any Cumulus Client and tell the Server where the catalog is to be stored and what you want to call it. To create new catalogs for your workgroup: 1. Log on as Cumulus Administrator to the Cumulus Server (see Logging On as Cumulus Administrator, p. 32). 2. In the Catalog Access window, click New. The New Catalog dialog box appears. 3. In the Enter remote path to catalog field, type the full path to the catalog, including the name you would like to call it using the path and file naming conventions of the operating system where your Cumulus Server is installed on. NOTE: While you can create a catalog from any Cumulus Client, the path you enter here refers to a location on the computer running the Cumulus Server. 4. Click OK. The new catalog now appears in the catalog list of the Catalog Access window. Adding Existing Catalogs Catalogs to be administered by the Cumulus Server must be stored locally on the computer running the Server application. So before you add a catalog for your workgroup, make sure to note the location where it is currently stored on that computer, or move it to the desired location. You then log on to the Cumulus Server from any Cumulus Client and tell the Server where the catalog can be found. Catalogs from previous versions of Cumulus need to be converted to the Cumulus format before they can be added. For more information, see Converting Catalogs from Previous Versions, p

36 36 CUMULUS WORKGROUP ADMINISTRATOR GUIDE To add an existing Cumulus catalog to the list: 1. Log on as Cumulus Administrator to the Cumulus Server (see Logging On as Cumulus Administrator, p. 32). 2. In the Catalog Access dialog box, click Add. The Open Catalog dialog box appears. Cumulus 4, because there was no Cumulus version for these operating systems earlier than this. Catalogs created with Cumulus versions earlier than 5 must be updated before they can be used with Cumulus. The Cumulus Catalog Converter converts older catalogs into a format compatible with the latest Cumulus version. The converter for Windows converts only catalogs from Cumulus 4, because that is the only previous Cumulus version for Windows. To start the Cumulus Catalog Converter application: 3. In the Enter remote path to catalog field, type the full path to the location where the catalog is currently stored, including the name of the catalog using the path and file naming conventions of the operating system where your Cumulus Server is installed on. NOTE: While you can add a catalog from any Cumulus Client, the path you enter here refers to a location on the computer running the Cumulus Server. 4. Click OK. The added catalog appears in the catalog list of the Catalog Access window. Converting Catalogs from Previous Versions Catalogs created with Cumulus versions earlier than 5 must be updated before they can be used with Cumulus. The Cumulus Catalog Converter converts older catalogs into a format compatible with the latest Cumulus version. The converter for Windows converts only catalogs from Cumulus 4, because there was no Cumulus version for Windows earlier than this. Also the converter for UNIX or Mac OS X converts only catalogs from 1. Navigate to the location where you installed Cumulus and double-click Catalog Converter. The Cumulus Catalog Converter application is started. The Cumulus Catalog to Convert dialog box opens. To convert catalogs from earlier versions: 1. Launch the Cumulus Catalog Converter application, if it is not already open. 2. Select FileÕConvert Cumulus Catalog. An Open dialog box appears. 3. Select the old Cumulus catalog you want to convert and click Open. The New Empty Copy dialog box appears. Don t worry, this dialog invokes the right function. The new catalog won t be empty. 4. Select a name and location for the converted Cumulus 5 catalog and click Save. A progress bar appears to indicate the status of the conversion. Once the progress bar disappears, your catalog is converted to a new Cumulus 5 catalog

37 37 saved under the name and location you selected. To convert a catalog from Cumulus 4 under Windows: 1. Navigate to the location where you installed Cumulus and double-click Catalog Converter.exe. The Cumulus Catalog to Convert dialog box opens. 2. Select the Cumulus 4 catalog you want to convert and click Open. The New Empty Copy dialog box appears. Don t worry, this dialog invokes the correct function. The converted catalog won t be empty. 3. Decide on a name and location for the converted Cumulus catalog and click Save. A progress bar appears to indicate the status of the conversion. Once the progress bar disappears, your catalog is converted to a new Cumulus catalog saved under the name and location you selected. Your catalog is converted to a new Cumulus catalog saved under the name and location you selected. NOTE: If any problems occur while converting a catalog, it might help to open the catalog with your former Cumulus version before converting the catalog and envoke the function Repair from the Administration menu. The next step is to add the converted catalog to the list of catalogs administered by the Cumulus Server. For more information, see Adding Existing Catalogs, p. 35. Your catalogs are now administered by the Cumulus Server and can be accessed by the Cumulus Clients. As Cumulus Administrator, you are responsible for setting up these catalogs to meet the needs of your workgroup. To find out how, continue on to the next chapter. To convert a catalog from Cumulus 4 under UNIX or Mac OS X: 1. Navigate to the location where you installed Cumulus and start the CatalogConverter script with following parameters: CatalogConverter source -o destination source: name (including the full path) of the Cumulus 4 catalog you want to convert. destination: name (including the full path) for the converted Cumulus catalog

38 38 CUMULUS WORKGROUP ADMINISTRATOR GUIDE

39 A Cumulus catalog does much more than just track and manage your workgroup s assets: it tracks and manages them just the way your workgroup needs. As the Cumulus Administrator, you have numerous options for customizing catalogs to meed the specific demands of your workgoup. This chapter introduces you to Cumulus catalogs and describes the possibilities for specifying their properties. These possibilities include managing the information associated with each asset, and creating and customizing fields to provide your workgroup with the information it needs. 4 Catalog Management

40 40 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Catalogs A Cumulus catalog is a group of records that, together, represent the assets you want to manage. Each asset is represented by one record. There is no limit to the number of different media file formats that can be represented in one catalog. In fact, one of the great new features of Cumulus is its ability to catalog any digital asset, in addition to the 130 file formats directly supported. A catalog has a database file at its core. The way you work with the information in this file can be extensively customized. When users catalog assets, the catalog properties determine how and what sort of information Cumulus extracts, creates and stores on the assets as metadata in the record fields and category fields. Each catalog can have its own distinct properties. Any changes made to the catalog properties affect the way information is stored on all of that catalog s assets. As the Cumulus Administrator, you re the one responsible for specifying these properties and making any necessary changes. For further information, see Catalog Properties, p. 43. To set up a catalog to store information in addition to or differently from the default settings, you as the Cumulus Administrator can add fields to the catalog either by activating them from the list of fields that Cumulus supports or by defining your own custom fields. (See Adding a Cumulus-Supported Record Field, p. 49, and Adding a Custom Field, p. 50.) Catalog Size and Performance As catalogs increase in size, so do the requirements they place on computer hardware. It takes more processing power to work with 200,000 records than it does with 200. It also takes more RAM to hold the larger catalog in memory. NOTE: The unique way Cumulus searches for records prevents large catalogs from hindering the search speed. A catalog file can be as large as four gigabytes in size, which is usually many hundreds of thousands of records. Most users will find it best to split apart catalogs for organizational and performance reasons long before they ever reach the file size limit. The actual number of records that can be stored in a catalog and the catalog s actual file size is determined by the size of each record. (See Elements Determining Record Size, p. 60, for details.) Catalog Scope Catalogs can include records for as many different asset types as you d like. But you might find it best to have different asset formats cataloged independently. For example, it might not make sense to have your image assets in the same catalog as your audio clips, though it is possible. On the other hand, don t limit the scope of each catalog too much. For example, when you re looking for an image to use on a Web page, do you care if it s in GIF or JPEG format? Separating similar asset types by specific file format can be inconvenient when searching. Cumulus cannot search through catalogs that aren t open. If each of your image file formats has its own catalog, they ll all have to be open if you want to search through all of them. Remember, you can use Cumulus categories or built-in information fields to find files based on format, projects in which they were used, or status, for example. Catalog Management vs. Cataloging Assets While only the Cumulus Administrator can manage catalogs, every user can catalog assets. Options for cataloging assets such as thumbnail quality, handling duplicate assets, and asset format support are available to every Client and are described in the Client User Guide.

41 ASSET STORAGE AND METADATA 41 Asset Storage and Metadata In Cumulus, each asset is represented by one record. Records are not actual copies of the asset. They merely "point" to the original file. Cumulus gives you a couple of options for dealing with the assets managed by each catalog as well as the metadata associated with each asset. Metadata Metadata is the information stored with each asset such as file name, location, etc. Different types of assets have different metadata fields: an image file, for example, would contain information on color and resolution, while an audio file would have a field for the playback duration. Cumulus links these asset metadata fields to record fields by means of Asset Storage Modules and Filters: Asset Storage Modules manage the asset's storage (the access to its location). These modules extract asset information such as file name, size and location. Cumulus employs different Asset Storage Modules, e.g., Windows File System, Mac OS File System, DCS File Support (to manage Desktop Color Separation files), OPI System Support (to manage Open Prepress Interface) and Cumulus Metadata Support. More information on the various Asset Storage Modules you can find in the Client User Guide. Another example of an Asset Storage Module is the Cumulus Vault, which is available as an optional add-on to the Cumulus Workgroup Edition. This Asset Storage Module manages the access to assets via secure check-in and checkout procedures, and also acts as a version control system. Cumulus Filters extract file-type specific metadata from assets. This information can include color mode, resolution, file type, font names, etc., depending on the type of asset. Every user can create their own Filters for specific file types (see the Client User Guide), and Canto is always updating existing Filters and creating new ones. Check Canto s Website ( for the latest Filter versions. Cumulus makes it possible for you to determine precisely what sort of information should be kept on the assets. This can be defined differently for each catalog as each catalog has its own properties. It is the catalog properties that determine what information is stored on the assets in the record fields. (For further information, see Catalog Properties, p. 43.) Linking metadata fields to record fields feeds the record with asset metadata during cataloging. The link can work in both directions if supported by the corresponding Filter or Asset Storage Module meaning that you can also write modified recordfield contents back to asset fields. To find out how, see Linking Records and Assets, p. 47. By default, all Cumulus-supported record fields are linked to the matching asset fields. This also applies to fields that are included with Cumulus but not activated by default in every catalog. When you set up a catalog for your workgroup, you can define how these asset fields (from both Asset Storage modules and Filters) should be linked to the catalog s record fields. You can also define how to link the custom fields you define to asset metadata. Central Asset Location For each catalog, you can define whether Cumulus saves a copy of every cataloged asset to a specific location on your system (called a Central Asset Location ). This option gives you the quickest possible way to locate and track a catalog s assets. If you would rather not work with duplicate asset files on your system or if you want to save system resources you can turn this option off and still take advantage of Cumulus many features for locating and tracking assets (see the Client User Guide for details). For information on activating/deactivating Central Location, see Asset Location Section, p

42 42 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Central Asset Location on FTP Server Fully licensed versions of the URL AssetStore Module enables you to employ an FTP server as a Central Asset Location for a catalog. To set an URL as Central Asset Location: 1. Make sure the catalog you want is opened and is the foremost window in Cumulus. 2. Select CatalogÕProperties. The Catalog Properties window opens. 3. Click Asset Location. Three situations are possible. The following describes the actions necessary for each situation. When the Central Asset Location Option is active and only its settings need to be changed, you can continue with step 4 below. When a Central Asset Location is defined but not active, enable the desired option and continue with step 4 below. When configuring a Central Asset Location for the first time, enable the desired option. The Select Asset Storage Module dialog box opens and you can skip step Click the Browse button to choose the location. The Select Asset Storage Module dialog box opens which lists all available Asset Storage Modules. 5. Select the URL Support and click OK. A window for entering an URL opens. 6. Enter a valid URL of an existing FTP directory and click OK. This brings you back to the Asset Location section. 7. Click Apply (or OK / Close the Catalog Properties window) to save this setting of the selected catalog s properties. Record and Category Fields Cumulus uses two different field types to store data: record fields and category fields. Record fields are used to store information about each asset, such as its name, file type, dimensions, etc. Record fields are searchable and can be linked to asset fields in order to feed the record field with asset metadata (see Linking Records and Assets, p. 47). Category fields are used to describe categories in more detail. For example, the category for a particular project might have a category field containing information on the project s deadlines, the contact person s telephone number, or the mastering studio s address. Category fields are not searchable, nor can they be linked with asset fields. Remember this when deciding which field type best suits your needs. Field Types Cumulus can store different kinds of information. Consequently, Cumulus features many different field types for storing information. The different field types are explained below: String - Can be used to store textual information up to 2 GB in size (e.g., Notes). Boolean - Great for on/off, yes/no options. Displays as a check box (e.g., Don t Delete Record).

43 CATALOG PROPERTIES 43 Integer - Any non-fractional number up to 32 bits (e.g., non-decimal numbers as a price of $2). Real - Any number up to 64 bits (e.g., a decimal number such as a price of $2.99). Date - Any valid date (later than 1970) entered in the format of your computer s system settings (e.g., Record Modification Date). Binary - Not user-editable; administered by Cumulus, that can manipulate and store binary data for further automation (e.g., Asset Reference). Picture - Pictures can be pasted into these fields (e.g., Thumbnail). String List - This field type supports drop-down lists that can make data entry easier. The Cumulus Administrator defines the items in the list (e.g., Status, well-known to users of Cumulus 4). Audio - Can store voice annotations that can be recorded directly into the computer or come from the assets themselves. Cumulus-Supported Fields Cumulus ships with a number of fields ready to store information on your assets. By default, all Cumulussupported category fields and many of the record fields are included in each catalog. If the record field your workgroup needs isn t already included in a catalog, you can add it at any time. To find out how, see Adding a Cumulus-Supported Record Field, p. 49. Custom Fields If you can think of a record or category field that isn t already supported by Cumulus, you can create your own. Custom record fields behave the same as standard record fields: they can be used for searching and formatted any way that you like. For information on creating custom fields, see Adding a Custom Field, p. 50. Catalog Properties Fundamental changes can be made for each catalog by modifying its properties. As Cumulus Administrator, you can: Select a central storage area (Central Asset Location) for all assets associated with a catalog. (See Asset Location Section, p. 44.) Customize the properties of record and category fields. (See Customizing Field Properties, p. 46) Feed record fields with asset metadata, and write modified record-field contents back to the assets. (See Linking Records and Assets, p. 47.) Add record fields to a catalog. (See Adding a Cumulus-Supported Record Field, p. 49.) Create your own record fields for a catalog. (See Adding a Custom Field, p. 50.) Set the thumbnail size for records in a catalog. (See General Section, p. 44.) Specify when Cumulus saves the changes made in a catalog. (See General Section, p. 44, Advanced Settings.) Selecting CatalogÕ Properties opens the window from which you set catalog-specific options. These options have no effect on catalogs other than the one in which they are set. It s important to consider a catalog s properties when the catalog is new, before you let Clients add records to it. If you want to modify a catalog s properties after you ve given users access to it, make sure to disconnect them before proceeding (see Disconnecting Users from a Catalog, p. 58). The Catalog Properties window controls several important factors that come into play while cataloging assets. Examples are thumbnail size (thumbnail quality is set from the Cataloging Options window), record fields and category fields. The options are divided into the following sections: General Catalog location and name, thumbnail size, duplicates of category names. (For

44 44 CUMULUS WORKGROUP ADMINISTRATOR GUIDE The Catalog Properties Window The Catalog Properties window has five sections that provide access to each of its options. The options that are set from this window are specific to the active catalog. They have no effect on other catalogs. Make sure a catalog s properties are set as you want them before users catalog any assets. To open the Catalog Properties window: Select CatalogÕProperties. General Section Catalog file name, as seen from the file system (not editable from here). 2. Catalog name. Defaults to file name; can be changed. 3. If selected, deleted records are just hidden, not removed from the catalog. This gives you the option to recover them, if needed. (See Recovering Deleted Records, p. 63.) 4. Selects default thumbnail size for all newly cataloged assets (see Thumbnail Size and Quality, p. 60). Current records thumbnails can be adjusted to the new size by updating the record. 5. Permits more than one category to have the same name. 6. Prevents the creation of new categories that share names with existing categories. 7. Record-field contents never written back to assets. 8. Record-field contents written back to assets if possible. 9. Record-field contents written back to assets if possible, dialogs may appear while resolving connection to assets. (See Linking Records and Assets, p. 47.) 10. Displays advanced catalog settings & statistics. Asset Location Section 1. Doesn t copy newly cataloged assets to the selected Central Location. 2. Refers to options set in Cataloging Options window to decide if assets should be copied to the selected Central Location. 3. Always copies assets to the selected Central Location, regardless of Cataloging Options window settings. 4. Opens a dialog box for selecting the Central Location Category Fields Section 1. Category field name. 2. Category field type. 3. Opens dialog box for defining field properties (see #6 to #10). 4. Opens dialog box for selecting the field to be added. 5. Removes the selected field from the list. 4 Sharing Section For a complete description of the options available to you from the Sharing section, see Catalog Sharing Properties Overview, p Name of Category field. 7. Field type (as selected from the list.) 8. Only activated when field type String List is selected. Opens dialog box to edit the list of values (see String List on the facing page). 9. Allows user to edit the field properties. 10. If no other data is available, the field will be filled with an initial value (as defined in the list below)

45 THE CATALOG CATALOG PROPERTIES PROPERTIES WINDOW 45 Record Fields Section This section shows the list of all Record Fields which are active for this catalog. Use this section to select the fields which make up each record of the active catalog. 1. Name of the Record Field, as defined in the properties of the field. 2. Type of Record Field, as defined in the properties of the field. 3. Record Field can be used for sorting (yes) or not (no). 4. Only for string fields: whether the operators contain or doesn t contain are available for searching. 5. Opens dialog box for defining the field properties (see # 8 to #21). 6. Opens dialog box for selecting the field to be added (see # 22 to # 26). 7. Removes the selected field from the list Record field name. 9. Record field type. 10. Allows user to edit the field properties. 11. Fills the field with an initial value (as defined in the list below). 12. Field can be used for sorting and searching. 13. Field can be used for searching by means of the operators contain or doesn t contain. 14. When adding assets, the selected record field will be filled automatically. (Read One: only the first matching field will be used). 15. When updating records, the selected record field will be filled automatically. (Read One: only the first matching field will be used). 16. Any changes in field contents will be written back to the asset, if the Filter for the asset format supports this function and if Always or Silently is enabled under Writing Metadata to Assets (see General Section, facing page). 17. The field will be filled by data of asset fields with the same GUID (globally unique identifier) or name and type. 18. Creates links to asset fields defined below. When activated, a dialog offers to display a list of all matching asset fields. 19. These buttons change the selected entry s position in the list. 20. Displays a list of available asset fields for adding a field to the above list. 21. Removes the selected asset field from the above list NOTE: Fields can be added by: picking a field from the list of Filter defined fields (see # 24) picking a field from the list of Asset Storage defined fields (see # 25) picking a field from the list of Cumulus generated fields (see # 23) creating a new custom field (see # 26) Field Types When you add a custom field, it is possible to select the field type: String: Characters and numbers Boolean: Creates check box for enabling or disabling function Integer: Numbers without decimal places Real: Numbers with decimal places Date: MM/DD/YY Binary: Filled by Cumulus or Asset Storage Picture: Filled by Cumulus or Asset Storage String List: Can only be filled with values from a corresponding list. (For details on inserting a value to a String List, see explanations on the right.) Audio: User-editable; only available when QuickTime is installed on your computer (QuickTime 4.0 is recommended). You can record voice annotations for the record. 22. Column headers for the list of record fields which can be added. 23. All Cumulus internal fields are shown in the list. 24. All Filter fields are shown in the list. 25. All Asset Storage fields are shown in the list. 26. Opens dialog box for defining the field properties for the new custom field. String List Window Selecting the String List field type activates the Edit List button in the Field Properties dialog box. Clicking this button opens the String List window. 1. Name of String List field. 2. Deletes the selected entry from the list. 3. Displays dialog box to rename the selected entry. 4. Places new entry above the selected entry. 5. Places new entry below the selected entry

46 46 CUMULUS WORKGROUP ADMINISTRATOR GUIDE details on the effect of the thumbnail size, see Thumbnail Size and Quality, p. 60.) Asset Location Displays options on a Central Location for the assets. (See Asset Location Section, p. 44.) Sharing Displays options for access rights. (See Catalog Sharing Properties Overview, p. 57.) Record Fields Displays the fields which the records of the catalog contain. You can add or delete fields and customize selected fields. (See the remaining topics in this chapter.) Category Fields Displays the fields which the categories contain. You can add or delete fields and customize the selected fields. See The Catalog Properties Window, p. 44, for an overview of the options available from this window. Opening a Catalog A catalog has to be open and active before you can configure its properties. You can open any catalog administered by the Cumulus Server from the Catalog Access window (see The Catalog Access Window, p. 55). To open a workgroup catalog: 1. Log on as Cumulus Administrator to the Cumulus Server (see Logging On as Cumulus Administrator, p. 32). 2. In the Catalog Access dialog box, highlight the catalog you would like to open. 3. Click Open. If somebody else has already opened this catalog as Cumulus Administrator with the same name and password you entered a dialog appears. This may also be the case if the last Client that was logged on as Administrator (yours, for example) crashed while still connected to this catalog. At this point you can either throw the other Administrator off and connect yourself as Cumulus Administrator, or leave the Administrator be and cancel this procedure. Customizing Field Properties The properties of a record field or category field can be extensively customized. For both types of fields, you can determine whether Cumulus users can change the contents of a field. whether the field is automatically filled with an initial value if no other data is available. For record fields only, you can determine whether and how the field is indexed for sorting and searching. whether and how the record field is linked with the asset and its metadata fields. To access the properties of a record/category field: 1. Make sure the catalog you want to customize is opened and is the frontmost window in Cumulus. 2. Select CatalogÕProperties. The Catalog Properties window opens. 3. Click Record Fields / Category Fields.This brings up a list of the current fields included in the catalog. 4. Select the entry for the field whose properties you want to change. 5. Click the Properties button. This brings up a dialog box from which you can set the properties for the field. (See Record Fields Section, p. 45, for all available options.) 6. Define the properties as you want them. 7. Click OK to close the Field Properties window. This brings you back to the fields list.

47 CATALOG PROPERTIES 47 Linking Records and Assets Some asset formats (e.g., JPEG) can store metadata. Cumulus can read, store and manage this metadata by linking it to record fields via asset fields. The asset fields are provided by the Cumulus application, the Asset Storage Modules and the Filters. You can decide when the linking should happen (when adding assets and/or updating records), and whether changes to the metadata should be written back to the asset field. Changed metadata can only be written back if this function is supported by the Filter or Asset Storage module used for cataloging the asset. For more information, see Asset Storage and Metadata, p. 41. If the record field s type is String, you can also decide whether the linking applies to all or only the first matching asset field. If the Read All option is activated, the values of the linked asset fields are read consecutively. The default record field Categories can serve as an example for this option. When this record field is linked to the Categories asset field of the Asset Storage Modules and Filters, the record field will automatically be filled with information on categories during the cataloging process. To get the most information on categories for each record, the Read All option is activated. This means that the record field will be fed with all information from all matching asset fields. You can link a record field to all matching asset fields of an asset or only selected ones. If you select the option Link to All Matching Fields, Cumulus will fill the record field with the data from all asset fields which have the same GUID (Globally Unique Identifier) or name and type. If you select Link to the Following Fields, Cumulus offers to provide you with a list of all matching fields to start with. For our example field Categories, the list of all matching fields looks like this: All asset fields which feed the record field Categories are listed. You can see the different modules which provide the matching asset fields. If Link to the Following Fields is activated, you can add or remove asset fields by using the appropriate button. When you click the Add button, a list of available asset fields is displayed. If you disable the link handled by certain Asset Storage Modules or Filters for a record field, then no information is exchanged. For example, the Asset Storage Modules for the Windows and Mac OS file systems provide the record field Categories with the name and location of the folder housing the asset. Based on this folder structure, Cumulus automatically creates directory categories during cataloging. But if you disable the link handled by these Modules, no automatic directory categories will be created. Step-by-step, this procedure looks as follows:

48 48 CUMULUS WORKGROUP ADMINISTRATOR GUIDE To avoid automatic creation of directory categories: 1. Make sure the catalog you want to customize is opened and is the frontmost window in Cumulus. 2. Select CatalogÕProperties. The Catalog Properties window opens. 3. Click Record Fields. 4. Select the field named Categories and click the Properties button. 5. Click Link to the Following Fields. Cumulus offers to provide you with a list of all matching fields to start with. 6. Click Yes. 7. Select the Module (Windows or Mac OS File System) which should not create categories during the cataloging process. 8. Click Remove. 9. Click OK. If users now catalog assets from this module, no directory categories will be automatically created. The links you make between record and asset fields can also apply to writing modified record-field contents back to the assets themselves. If you enable this function, Clients can change asset properties and information simply by editing record fields in the Cumulus application. Enabling this function does not, however, guarantee that the record metadata will be written back to the asset. That depends on whether the Asset Storage Module or Filter can implement the function, and whether the Client has write access to the asset itself i.e., Cumulus can both resolve the connection to the asset and write the changes. Unlike feeding record fields with asset metadata, writing metadata back to assets requires that the entire catalog be set up to handle this function. You can configure this on the General section of the Catalog Properties window, where you ll find three options under Writing Metadata to Assets: Never changes made to the field contents of records in the catalog are never written back to the assets, regardless of the individual recordfield settings. Silently (Without Dialogs) changing the contents of record fields in the catalog prompts Cumulus to attempt to resolve the connection to the assets. If successful, Cumulus writes the changes in the asset fields. If not, it aborts the process with no further messages. Always changing the contents of record fields in the catalog prompts Cumulus to attempt to resolve the connection to the assets. It notifies users of the success or failure of its efforts with dialogs at the appropriate stages. If you select Always or Silently, the next step is to enable this function for the record fields themselves, on a field-by-field basis. You can do this by enabling the When Saving to Asset option in the Record Field Properties window for each record field. This option then applies to the link described in the rest of the window (see Record Fields Section, p. 45). If you select Never under Writing Metatdata to Assets on the General Section of the Catalog Properties window, changes to the record-field contents will never be written back to assets, even if you enable When Saving to Asset for a particular record field. NOTE: Field Linking Checks for Field Types Additionally to its own type a field may be linked only to certain other field types. Integer fields accept: String, Boolean, Real Real fields accept: String, Boolean, Integer Boolean fields accept: String, Integer, Real Date fields accept: String String List fields accept: String String fields accept: Boolean (true, false), Integer, Real, Date, String List (exact string matching) Binary fields accept: Audio, Picture

49 ADDITIONAL FIELDS 49 Initial Value for Fields To add a default text to a field (e.g. the Notes field) of all newly cataloged assets in a certain catalog, you have to enable the option Initial Value for the field and enter the text you want to have as default. NOTE: Initial Value for String List Field The initial value of a String List field must be one of the terms which you entered into the String List dialog (see Editing a String List Field, p. 51). NOTE: Initial Value for Boolean Field The initial value of a Boolean field is false if the text entry field is empty or contains 0 or false. If the text entry field contains any other value than 0 or false, the initial value is set to true. If different language versions of Cumulus are used in your company, it is highly recommended to use the value 0 (for false) or 1 (for true) as these are language independent and will work with Cumulus Clients of any language. To add a record field to a catalog: 1. Make sure the catalog you want to customize is opened and is the frontmost window in Cumulus. 2. Select CatalogÕProperties. This brings up the Catalog Properties window. 3. Click Record Fields. This loads the window with a list of the current record fields included in the catalog. Additional Fields While Cumulus automatically provides each catalog with numerous fields for storing information, it doesn t limit you to using only those fields. It also provides and supports many other record fields that you can add to any catalog. Taking things one step further, it even enables you to define your own custom fields to provide your workgroup with the exact information it needs. By default, Cumulus includes many supported record fields in every catalog. If you want to include a new record field, you can either add one that Cumulus supports or create your own (see Adding a Custom Field, p. 50). Adding a Cumulus-Supported Record Field To store information in addition to or differently from the default settings, you can add fields to the catalog by activating them from the list of fields that Cumulus supports. When you add one of these fields, it will automatically be linked to corresponding asset fields. For more information on field linking, see Linking Records and Assets, p Click the Add Field button. This brings up a dialog box from which you can add a new field. This is a list of additional fields that Cumulus supports, but that are not currently in the catalog. This list can be displayed with different options for the contents:

50 50 CUMULUS WORKGROUP ADMINISTRATOR GUIDE fields defined by Filters fields defined by Asset Storage Modules fields generated by Cumulus 5. Check the desired options. 6. Select the field you want to add. 7. Click OK. This brings you back to the fields list. If you want this field to be shown in the Asset Information window (e.g., to edit it), you have to customize the Asset Information window and add this field. (See the Client User Guide for details.) If you want this field to be displayed along with the record (Thumbnail or Details view), you have to customize the view and add the field to the view. (See the Client User Guide for details.) Adding a Custom Field To set up a catalog to store information in addition to fields that Cumulus supports, you can define your own custom fields. The process for adding custom record or category fields is similar, except that category fields have fewer options to configure. To create a custom record field: 1. Make sure the catalog you want to customize is opened and is the frontmost window in Cumulus. 2. Select CatalogÕProperties. This brings up the Catalog Properties window. 3. Click Record Fields. This loads the window with a list of the current record fields included in the catalog. 4. Click the Add Field button. This brings up a dialog from which you can add a new field. This is a list of all record fields that are supported by Cumulus but not currently included in the catalog. 5. Click the Custom button. This brings up the Record Field Properties window. 6. Enter a name for the field. 7. Select the type of the field. (See Field Types, p. 42, for information on field types.) 8. Define the field properties. (See Record Fields Section, p. 45, for information on record field properties.) Decide whether you want to check the Allow User to Edit check box. If this is not checked, the field contents cannot be modified. If you want the field to have a pre-defined value for every cataloged asset, check the Initial Value check box and enter the value. Decide whether you want to have the field activated for indexing. Decide whether the field should be linked to asset fields and how. (See Linking Records and Assets, p. 47.) 9. Click OK to close the Field Properties window. This brings you back to the fields list. 10. Finally, close the Catalog Properties window. If you want this field to be displayed along with the record (Thumbnail or Details view), you have to customize the view and add the field to the view. (See the Client User Guide for details.) Each user of the catalog who wants to see currently added record fields has to customize the view. If you

51 ADDITIONAL FIELDS 51 want all or certain groups of catalog users to have the same view you may provide them with a collection including the currently added fields. Connect to the catalog as a normal user (not as the Cumulus Administrator) and create a collection which contains the fields you want the others to see. After saving this collection distribute it to the other users (e.g. via , just select CollectionÕMail To.) They may then save this collection as default view. Therefore they have to select ViewÕCustomize and click on the Save as Default button. To create a custom category field: 6. Select the type of the field. (See Field Types, p. 42, for information on field types.) 7. Decide whether you want to check the Allow User to Edit check box. If this is not checked, the field contents cannot be modified. If you want the field to have a pre-defined value for every cataloged asset, check the Initial Value check box and enter the value. 8. Click OK to close the Field Properties window. This brings you back to the fields list. 9. Finally, close the Catalog Properties window. 1. Make sure the catalog you want to customize is opened and is the frontmost window in Cumulus. 2. Select CatalogÕProperties. This brings up the Catalog Properties window. 3. Click Category Fields. This loads the window with a list of the current category fields included in the catalog. 4. Click the Add Field button. This brings up the Category Field Properties window. Editing a String List Field To edit the entries of a String List field, the dialog box for the list of the field must be displayed. To edit the entries of a String List field, the dialog box for this field must be opened. To open the dialog box for editing terms of a String List field: 1. Open the Field Properties window for the String List field. 2. Click the Edit List button. This brings up the list of terms. 5. Enter a name for the field.

52 52 CUMULUS WORKGROUP ADMINISTRATOR GUIDE You may now create a new term, edit or delete an existing term by using the corresponding buttons. To create a new term for a String List field: 1. Select the term you want to place the new entry before or after. 2. Click Insert Before or Insert After. Which button you click depends on where in the list you want the new term placed. The Insert After button places the new term after the currently selected term, and Insert Before places the new term above it. To delete an entry: 1. Select the entry you wish to delete. 2. Click Delete. The entry is simply deleted if it either has not been applied to any records or if the String List field to which the entry belongs is not activated for indexing. If the String List field is activated for indexing, and any records using the entry to be deleted are found, then Cumulus prompts you to assign a new entry to those records. 3. Enter a name for the new term in the dialog box that appears and click OK. You can edit a term of a String List field at any time: 1. Select the term you wish to edit. 2. Click Rename. 3. Type a new term in the dialog box that appears and click OK. The term is changed in all records that use it. 3. Select a replacement entry from your list and click OK. The new entry is assigned to all records previously associated with the deleted entry. This may take a while, depending on the number of records that require reassignment. You can also delete entries that you no longer need. NOTE: Cumulus can only check whether any records are using the entry to be deleted if the String List field is activated for indexing. If Cumulus finds any records using the entry, you are prompted to assign a new entry to those records.

53 As Cumulus Administrator, you have the job of managing user access to catalogs. Cumulus lets you define not only whether each catalog is shared by your workgroup, but also how each catalog is shared by each user. In this chapter, you will learn how to make catalogs available to Clients, how to protect catalogs against unauthorized write access, and how to define specific user permissions for each catalog. 5 Catalog Access

54 54 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Catalog Availability There are two levels of catalog access to keep in mind when managing user permissions: Catalog availability Determines whether or not a catalog is available for sharing at all. If available, the catalog is available to every Client who connects to the Server, unless you define specific user access restrictions. User access Determines how a catalog is shared. You can protect a catalog from unauthorized changes by setting a password. Or you can decide that only certain users have access, and also define which access permissions they have. (See User Access Permissions, p. 56.) Making Catalogs Available Just because a catalog appears in the list of catalogs administered by the Cumulus Server, it doesn t mean that it can be shared by your workgroup. You first have to make each catalog available before it can be accessed by Clients. To make a catalog available to Clients: 1. Log on as Cumulus Administrator to the Cumulus Server (see Logging On as Cumulus Administrator, p. 32). The Catalog Access window appears. You can see which catalogs are accessible to clients by selecting a catalog and noting whether the Share Catalog option is checked for that catalog. 2. Select the catalog you wish to make available to Clients and enable Share Catalog. A dialog asks you to confirm the change of the sharing status of the catalog in question. 3. Confirm the change. Making Catalogs Unavailable There are two ways to make a catalog unavailable to clients. Both are done from the Catalog Access window. You can: temporarily deactivate it in the list of catalogs administered by the Cumulus Server by disabling Share Catalog. A dialog box appears asking you to confirm the change of the sharing status of the catalog in question. permanently remove it from the list of catalogs administered by the Cumulus Server by clicking Remove. The catalog is not deleted, but is no longer administered by the Cumulus Server. To make a catalog unavailable to Clients: 1. Log on as Cumulus Administrator to the Cumulus Server (see Logging On as Cumulus Administrator, p. 32). The Catalog Access window appears. You can see which catalogs are accessible to clients by selecting a catalog and noting whether the Share Catalog option is checked for that catalog. 2. Select the catalog you wish to make unavailable to clients and disable Share Catalog. A dialog box appears asking you to confirm the change of the sharing status of the catalog in question. 3. Click OK. The catalog still appears in the list of catalogs administered by the Cumulus Server, but it is no longer available to be shared by Clients. To remove a catalog from the list of catalogs administered by the Cumulus Server: The catalog is now available to every Client who logs onto the Server. If you want to restrict permissions for certain users, see User Access Permissions, p Log on as Cumulus Administrator to the Cumulus Server (see Logging On as Cumulus Administrator, p. 32).

55 THE CATALOG CATALOG ACCESS AVAILABILITY WINDOW 55 The Catalog Access Window The Catalog Access window is the starting point for managing user access to your workgroup s catalogs. From this window, you can create, open, remove and restore catalogs, as well as make catalogs available for sharing. To open the Catalog Access window: Select FileÕConnect to Server, enter the name and password of the Cumulus Administrator and click OK. 1. Lists all catalogs currently available for administration with the Cumulus Workgroup Edition. 2. Shortcut to the Share Catalog option on the Sharing section of the Catalog Properties window. For more information, see Catalog Sharing Properties Overview, p Shortcut to the Publish Catalog to Internet option on the Sharing section of the Catalog Properties window. For more information, see Catalog Sharing Properties Overview, p Opens the selected catalog so that you can work with it on the Client computer you are currently using For entering the name and path where the new catalog will be stored. Since workgroup catalogs must be stored locally on the computer running the Cumulus Server, the path you enter refers to a location on that computer For entering the name and path of the existing catalog that you are adding to the list of catalogs administered by the Cumulus Server. Since workgroup catalogs must be stored locally on the computer running the Cumulus Server, the path you enter refers to a location on that computer Opens a dialog for creating a new catalog to be shared by the workgroup. See explanation at the right. 6. Opens a dialog for adding an existing catalog to the list of catalogs administered by the Cumulus Server. See explanation at the right. 7. Removes the selected catalog from the list. The catalog is not deleted from the system it is just no longer administered by the Cumulus Server. 8. Opens a dialog for restoring a backed-up catalog and adding it to the list. See explanation at the right. 9. Applies changes you made and closes the Catalog Access window. 12. For entering the path to the previously backed-up catalog. For information on backing up catalogs, see Backing Up Catalogs, p For entering the path where the restored catalog will be stored. NOTE: If you enter an existing name and path, the restored catalog will overwrite the existing catalog.

56 56 CUMULUS WORKGROUP ADMINISTRATOR GUIDE The Catalog Access window appears. 2. Select the catalog you wish to remove from the list and click Remove. If the catalog to be removed is being used by a Client, a dialog box appears in which you can determine the length of time the Clients have before they are disconnected. This dialog box also lets you send these Clients a message on the impending disconnection. 3. Click OK. The catalog is removed from the list in the Catalog Access window, but is not deleted from the system. User Access Permissions A catalog that s available to users in your network is by default available to all Clients who log onto the Server. But you have a couple of options for restricting this availability. You can set a password to protect the catalog against unauthorized write access, or you can permit only specific users to work with a catalog as well as specify how they can work with it. The Sharing section of the Catalog Properties window lets you configure user access (or permissions) to catalogs. See the facing page for an overview of the possibilities available from the Sharing section. Protecting a Catalog against Unauthorized Changes One way to restrict the availability of a catalog to users is to set a password for write access. If you set a password, all users will be able to view the catalog but will have to enter the password in order to make changes in it (modify records and categories, etc.). To set a password for catalog write access: 1. Make sure the catalog you want to customize is opened and is the frontmost window in Cumulus. 2. Select CatalogÕProperties. The Catalog Properties window opens. 3. Click Sharing. 4. In the Password for Write Access field, enter any password you choose. 5. Click OK / Close the Catalog Properties window. Make sure to give this password to the users who are to have write access so that they can make changes in the catalog. Individual User Permissions When you make a catalog available for sharing, it is by default available to all Clients who log onto the Server. But you can restrict any catalog s availability to only the users you specify. You can even define which individual permissions each of these users has in the catalog. When you restrict access to particular users, the changes you make only affect the active catalog. A user can thus have full access to one catalog but only restricted or no access to another. To define individual user permissions for a catalog: 1. Make sure the catalog you want to customize is opened and is the frontmost window in Cumulus. 2. Select CatalogÕProperties. The Catalog Properties window opens. 3. Click Sharing. 4. Enable Restrict User Permissions. Enabling this option makes the catalog only available to the users in the Users list. 5. To add a new user, click Add and enter their name in the dialog that appears.

57 CATALOG SHARING USER PROPERTIES ACCESS PERMISSIONS OVERVIEW 57 Catalog Sharing Properties Overview The Sharing section of the Catalog Properties window lets you set a password for catalog write access as well as assign specific user restrictions in each shared catalog. Settings in the Sharing section like all Catalog Properties settings only affect the active catalog. To access the Sharing section: Select CatalogÕProperties and click Sharing Field for setting, changing or deleting the password for the write access (e.g., modifying records and categories, etc.) to the selected catalog. 2. The active catalog can be shared by Clients who log on to the Cumulus Server. If enabled (checked), catalog is open for sharing, i.e., can be accessed by Clients. If disabled, the catalog remains in the list but cannot be accessed by Clients. This option overrides the Share Catalog option in the Catalog Access window, and vice versa. (See Catalog Availability, p. 54.) 3. Activates the catalog for publishing to the Internet. Only has an effect if the optional Cumulus Web Publisher is installed with the Cumulus Workgroup Edition. This option overrides the Publish Catalog to Internet option in the Catalog Access window, and vice versa. 4. Sets specific access permissions for individual users. If enabled, only the users appearing in the list can access this catalog. If disabled (not checked), every user has all access permissions. 5. List of users who can currently access the active catalog. 6. Selected user has permission to open the active catalog. 7. Selected user has permission to modify category list of active catalog. 8. Selected user has permission to modify records in active catalog. (Required to check assets out and in with the optional Cumulus Vault.) NOTE: Without this permission a user cannot catalog assets. 9. Selected user has permission to delete records and associated assets from active catalog. 10. Selected user has permission to perform functions that need a transfer of the selected asset, e.g. copying, converting, moving, sending and printing. Furthermore the selected user has the permission to download assets managed by the active catalog via the optional Cumulus Web Publisher. This permission is also required for users to check assets out and in with the optional Cumulus Vault. 11. Opens a dialog for adding a new user to the list. 12. Opens a dialog for deleting the selected user from the list. 13. Opens a dialog for renaming the selected user. (See Individual User Permissions, p. 56.)

58 58 CUMULUS WORKGROUP ADMINISTRATOR GUIDE To enable guest users to access the catalog, click Add and enter the name Guest in the dialog that appears. Any user logging on as Guest will now have the access you define. To remove or rename an existing user, first select the user, then click Delete or Rename and follow the on-screen instructions. If you want to add or rename users, make sure the new names match the user names for logging on (Windows NT: Domains; Mac OS: Machine; UNIX: user administration). 6. Select a name from the Users list. 7. Under This User May, enable/disable the rights specified for the user in question. See Catalog Sharing Properties Overview, p. 57, for a description of these permissions. The users appearing in the Users list are now the only ones who can access this catalog. Other users won t even see this catalog when they connect to the Cumulus Server. And each user who can work with this catalog can only perform the actions you specified for them. The Activity Monitor You can monitor catalog activity from the Activity Monitor window. In general, this window monitors: how much work is being done in the catalog which users are connected to the catalog To access the Activity Monitor: 1. Make sure the catalog whose activity you want to view is opened and is the frontmost window in Cumulus. 2. Select CatalogÕActivity Monitor. The Activity Monitor window opens. The Catalog Activity bar at the top of the window indicates the Server activity for the current catalog. The table below the bar contains two columns: one for the users currently connected to the catalog, and the other for the names/ip addresses of the computers from which they re connecting. You can also use the Activity Monitor to disconnect users from the current catalog. Disconnecting Users from a Catalog Before you configure catalog properties or perform catalog maintenance tasks, you should disconnect all users currently working with the catalog. To disconnect users from a catalog: 1. Make sure the catalog you want is opened and is the frontmost window in Cumulus. 2. Select CatalogÕActivity Monitor. The Activity Monitor window opens. 3. In the list of users currently connected to the catalog, highlight the user(s) to be disconnected and click Disconnect User. A dialog appears for you to specify how long Cumulus should wait before disconnecting, and to write an instant message to these users, letting them know why they re being disconnected.

59 With your workgroup using the shared catalogs for all of their asset management tasks, you ve got to make sure that these catalogs provide optimum data security and efficiency. This chapter describes some basic maintenance measures that you can take to make your workflow streamlined and safe. In it, you ll find out about catalog size and performance and how to archive the information managed by your catalogs. You ll also find out how to rename, compress, back up, restore, repair, delete, divide and merge the catalogs themselves. 6 Catalog Maintenance

60 60 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Maintenance Issues Taking regular care of your catalogs ensures not only the best performance, but also the security of your work. As the Cumulus Administrator, it s up to you to ensure that your workgroup s catalogs can be used as efficiently and safely as possible. The following sections provide you with valuable background information on the catalog files themselves, especially the factors that influence a catalog s size and performance. Elements Determining Record Size The biggest factor affecting catalog size is the number of records in the catalog. There is no hard limit on the number of records that a catalog can hold, but catalog files cannot be larger than four gigabytes in size. An empty Cumulus catalog is 1 MB in size and requires about 160 KB of RAM. To ensure fast searching and retrieval of information, Cumulus indexes all record data. This index grows as the number of records in the catalog increases and can become quite large if records contain a lot of text. The actual number of records you can fit into the four gigabyte limit depends on the individual records sizes. Factors that determine a record s size include: The type of asset the record represents. Different asset types have different information that needs to be stored to identify them, so their records use varying amounts of catalog space. For example, a video clip uses space for frame rate and total frame number fields that a simple image doesn t require. The amount of text in the record s String fields. All those notes characters have to be stored somewhere! If you add 1k worth of text, you add 1k to the record size. Multiply that times a thousand or so records and you have added an entire megabyte to your catalog s size. The record s thumbnail size and quality. Larger and higher quality thumbnail images take up more space. (See Thumbnail Size and Quality, below, for details.) Typically, your catalogs will never reach the maximum size. If they do, you ll need to divide them. (See Dividing Catalogs, p. 64.) As a catalog grows, the time required to catalog new assets increases. Search times, however, are not affected by catalog size. There are a few tricks that you can do to increase performance when cataloging large amounts of assets at once: Increase Cumulus RAM allocation. This is done from the Get Info box in the Mac OS Finder. (Select the Cumulus application s icon and then select Get Info from the Finder s File menu.) Give Cumulus as much RAM as you can afford for the cataloging process. You can decrease the RAM partition after the assets are cataloged. (See the Client User Guide for details.) Choose Add Only and Ignore Duplicates in the Cataloging Options window. These options prevent Cumulus from having to think too much about what it s cataloging. (See the Client User Guide for details.) Turn off any asset filters that you don t need. (See the Client User Guide for details.) Thumbnail Size and Quality The thumbnail size that you select when setting up your catalog influences the size of a typical record and thus Cumulus overall performance. Since Cumulus uses JPEG compression for grayscale and color thumbnails, the size of individual records varies depending on the thumbnail content. Higher quality thumbnails typically create larger records. For example, a catalog having 4,000 records and normal thumbnail quality (i.e., 128 x 128 pixels) yields a catalog that is approximately 50 MB in size. The same catalog having high thumbnail quality (i.e., 192 x 192 pixels) is 70 MB in size.

61 MAINTAINING CATALOGS 61 The Cumulus Administrator determines the size of a catalog s thumbnails in the Catalog Properties window. Every user can select the quality for the thumbnail in the Cataloging Options window. (See the Client User Guide for details.) To find out how much space thumbnails take up in your catalog, first select the thumbnail size in the General section of the Catalog Properties window. Then open the Cataloging Options window and select a thumbnail quality from the General section. As you make your selections, the disk space required for each thumbnail (in bytes) is displayed in the Thumbnail Preview area. Maintaining Catalogs When you perform maintenance work on your Cumulus catalogs, you re usually working on the catalog files themselves. The following sections provide you with information on keeping these files as stable and secure as possible. Before you start doing any maintenance work on a catalog, make sure that no users are currently connected to it. To find out how, see Disconnecting Users from a Catalog, p. 58. Renaming Catalogs Cumulus catalogs actually have two names: One is the name of the catalog file, as you see it from your computer s desktop. This is called the catalog file name. The other is the name of the catalog, as seen in the catalog window s title bar. This is called, simply, the catalog name. When a catalog is first created, the catalog name defaults to the same name as the catalog file. To change a catalog name (what you see in the catalog window): 1. Select CatalogÕProperties. The Catalog Properties window opens. 2. Click General. You ll see a field labeled Name. 3. Enter a new name for the catalog in the Name field and: Close the window. / Click OK. The change is saved and the window closes. You change a catalog s file name (what you see from your computer s desktop) as you would any other file. On Windows, the catalog must be closed when it s renamed. The Mac OS permits the catalog to remain open when renamed, but it s still a good idea to close it first. Compressing Catalogs When records are deleted from catalogs, they can optionally remain a part of the catalog in case you need to retrieve them. (See Recovering Deleted Records, p. 63, for information on recovering records, and Catalog Properties, p. 43, for information on how to make records recoverable.) However, these notquite deleted records take up space. You can delete them permanently by compressing the catalog. To compress a catalog: 1. Select CatalogÕCompress. (If the Compress menu option is disabled, the catalog is already compressed as much as possible.) You are warned that compressing the catalog will permanently remove the deleted records. 2. Click OK to compress the catalog.

62 62 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Backing Up Catalogs The value and usefulness of a Cumulus catalog increases exponentially as the catalog grows. To prevent an unforeseen technical mishap from damaging or destroying your catalogs (and your work schedule), consider regular and frequent backups. It s important to remember that backing up a Cumulus catalog does not back up the catalog records associated asset files. Make sure that all your important files are included in your regular backups. To back up a catalog using the Backup feature: an additional message text for the clients to be disconnected. First enter the minutes you want to wait until disconnection, then you can enter your additional text for the message. Click OK. The catalog is saved in the format selected. 1. Open the catalog you wish to back up and select CatalogÕBackup. The Backup window opens. Restoring a Backed Up Catalog Backed up catalogs may be opened as you would open any other catalog. Only catalogs backed up as "Minimal Backups" with former Cumulus versions require a few extra steps: 2. Enter the name and path for the backup catalog (using the path and file naming conventions of the operating system where your Cumulus Server is installed on) and click OK. NOTE: You can use the name for the backup catalog file the same name as the original catalog file with the file name extension.bak. You may also choose the file name extension.ccf. There is no difference in format, but then you may need to choose a different name or a special backup location to avoid confusions with the original catalog. A dialog box will open into which you can enter the starting time for disconnection and 1. Log on as Cumulus Administrator to the Cumulus Server (see Logging On as Cumulus Administrator, p. 32). 2. In the Catalog Access window, click Restore. A dialog appears for you to enter the name and path of the backed-up catalog and the restored version.. 3. In the top field, enter the name and path of the backed-up catalog. 4. In the bottom field, enter the name and path where the new catalog file will be stored. The name you give the catalog here is a file name, not a catalog name. The catalog name will be included in the backed-up information.

63 MAINTAINING CATALOGS Click OK. Once the catalog has been rebuilt, it is added to the list of catalogs administered by the Cumulus Server. Remember that by rebuilding a backed-up catalog, you are creating a new copy of it. If the original version of the catalog is still on your computer, keep track of which version of the file you re using. Copying Catalogs The Full Backup option described above is Cumulus mechanism for copying catalogs in their readyto-use state. You can also use the conventional ways of copying files on your computing platform to make copies of Cumulus catalogs. Remember, copying catalogs does not copy the associated asset files. Catalog Õ New Empty Copy opens a dialog from which you can create a new empty catalog with the catalog properties of the current catalog. Converting Catalogs If the corresponding database connector modules are installed you can convert a catalog to adapt to another database engine. To convert a catalog: 1. Open the catalog. 2. Select Catalog => Convert To. A list of the available options is displayed. 3. Select the database engine you want the catalog to be converted to. The Copy Catalog dialog appears. 4. Name the catalog using the Connect String format which you would use for creating a new catalog based on the selected engine; e.g. for ODBC: DSN= xyz;uid=xyz;pwd=yxz;cat= new catalog name or for Oracle: UID=xyz;PWD=yxz;CAT= new catalog name For further details on the Connect String format see the documentation for the corresponding connector. 5. Click OK. The catalog will be copied and the copy will be adapted to the other database engine. To have access to the new catalog, you have to add it to the list of catalogs in the Catalog Access window. Setting Catalog Defaults When you create a new catalog, it will have the out of the box settings unless you decide to set your own defaults. CatalogÕSet as Default opens a dialog from which you set the catalog properties of the current catalog to be used for creating new catalogs. If you want the out of the box settings back, select CatalogÕRestore Factory Defaults. This sets the defaults for the Record and Category Fields section of the Catalog Properties to the defaults defined by Canto. Repairing Catalogs If a catalog becomes damaged, Cumulus may be able to rebuild it. When you try to open a damaged catalog, Cumulus asks to repair it. You can also initiate the repair process from within the program by selecting CatalogÕRebuild. Catalogs are most commonly damaged by power failures or shutting off the power to your computer while a catalog is open. (Selecting the standard Shut Down menu option to turn off your computer is safe, even when a catalog is open.) Recovering Deleted Records Cumulus can recover deleted records only if the following conditions are true: The asset was not deleted when the record was deleted.

64 64 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Keep Deleted Records Recoverable is activated for the catalog in the General section of the Catalog Properties. The catalog has not been compressed since the record was deleted. (See Compressing Catalogs, p. 61.) Deleted records can only be recovered as a set, not one at a time. To retrieve a catalog s recoverable records: 1. Open the catalog from which you wish to recover records. 2. Select CatalogÕRecover Deleted Records. All recoverable records are displayed in the catalog window. Then you can start to delete any records that you don t need. Deleting Catalogs Unlike deleting records, deleting catalogs is undoable. (Unless you have a disk utility program that makes recovering deleted files possible.) Cumulus has no built-in mechanism for deleting catalogs. Delete catalogs as you would any other file on your computer. Remember that assets are not deleted with catalogs. Catalogs must be closed to be deleted. The contents of the catalog have become too diverse to be usefully categorized in one catalog. To divide a catalog containing a very large number of records, it may be easiest to export the records from the old catalog and import them into the new catalog. (See the Client User Guide for details.) After the export/import process is over, you can delete the records from the old catalog. Merging Catalogs Merging catalogs requires some forethought in order to be done properly. If both catalogs contain identical category structures, the process is easy and can be done in one of two ways: Drag and drop records between catalogs. Using Cumulus export and import features. But if the category structures of the two catalogs differ, there are a few extra steps to take. Read the section on exporting and importing records, in the Client User Guide, for details. Dividing Catalogs At some point you may wish to divide the contents of one catalog into smaller catalogs. Reasons for doing so include: The catalog has grown close to its maximum size (4 gigabytes). Your computer can no longer accommodate the number of records in the catalog effectively (processor or RAM limitations).

65 ARCHIVING INFORMATION 65 Archiving Information Many organizations maintain several catalogs: one catalog for production assets and a second catalog to manage archives. With Cumulus you can also take your assets off-line, update the file references, and still be able to search and retrieve them. In general, archiving assets involves the following steps: 1. Copy and/or move the assets you wish to archive to the other media. For more information on copying and moving assets, see the Client User Guide. 2. Merge the records you wish to archive into an archival catalog by first copying the categories and then the records. For more information, see Merging Catalogs, this page. 3. Update all asset references in the archive catalog. For more information, see the Client User Guide. 4. If desired, delete the records you archived from your production catalog. The Importance of Updating Asset References Cumulus tracks the location of media assets through asset references. Whenever you move an asset, you must update the asset reference to reflect the new location. For more information on updating asset references, please see the Client User Guide. Many users automate the file reference updating process via AppleEvent or other OLE compliant programming tools. For more information on the sample applications included with each Client, please see the Client User Guide. About Archiving on CD-ROM Like other read-only media, creating an archive on CD-ROM requires that all information be set up correctly in advance. When creating archives on CD- ROM, remember the following: Create a temporary staging volume/drive and give it the same name as the final CD-ROM disc. Copy and/or move the catalogs and assets you wish to archive to the staging volume/drive. For more information on copying and moving assets, see the Client User Guide. Update all file references. The file references within each record must point to the assets located on the staging volume/drive. Burn a new CD that contains the contents of the temporary volume/drive. Remember that the CD must have the same name as the staging volume/drive. Creating Hybrid CD-ROMs Differences between the Windows and Mac OS operating systems present some distinct challenges when archiving to external media such as CD-ROM. To avoid problems in locating information on hybrid CD-ROMs, remember to use one of the following file system combinations: a hybrid CD-ROM containing an ISO 9660 file system with Joliet extension as well as a MacOS HFS file system an ISO 9660 CD-ROM without extensions Because of operating system naming restrictions, the use of other file system combinations can lead to problems finding files on either platform. For best results when burning CD-ROMs, Canto recommends using Adaptec Toast.

66 66 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Automating Cumulus The Standard Cumulus API is based on the support of AppleEvent on the Mac OS and OLE Automation in Windows. In general, all of the functions and content of Cumulus (collections, records, etc.) can be accessed by means of these two technologies. By default, Cumulus Clients feature a number of automation applications that use the Standard Cumulus API. Since the automation needed in a given organization varies, these applications are included not only so you can use them, but to give you some ideas about how you can apply Cumulus automation to your workflow. In most cases, the source is included, so you can change it to adapt to your local processes. For more information on the applications included with each Cumulus Client, please see the Client User Guide. The examples included with Cumulus are either assigned to certain menus by default or stored in the Additional Functions folder (subfolder of the Menu Commands folder). Three of following described examples are stored in the Additional Functions folder. You can easily assign them to a menu by copying (or moving) the example to the folder of the menu (subfolders of Menu Commands folder). Two of the following examples of the Standard Cumulus API give you a quick way to configure a catalog s properties to favor performance over data security, and vice versa. The first of a series of dialog boxes / the options window appears. Select the options you want and click OK. The catalog options are changed. Optimize for Speed Presents a number of options from which you can select settings that favor performance over safety. 1. Select the assigned menuõoptimize for Speed. The first of a series of dialog boxes / the options window appears. Optimize for Safety Presents a number of options from which you can select settings that favor data safety over performance. 1. Select the assigned menuõoptimize for Safety. 2. Select the options you want and click OK. The catalog options are changed.

67 AUTOMATING CUMULUS 67 Prepare To Write IPTC If you want to write back IPTC data to assets, your Cataloging Options (entry for the IPTC filter activated) and the catalog managing these assets must be prepared for this feature. IPTC record fields have to be added and their properties have to be enabled for field linking, also Writing Metadata to Asset must be activated in the General Catalog Properties. The script Prepare To Write IPTC makes the process of preparation easy. This script prepares the Cataloging Options of the user (who started the script) to be able to write IPTC data back to assets. For Single User and administrators of the Workgroup and Enterprise Edition it also prepares the current catalog. 3. A dialog opens displaying the fields that will be added to the catalog. 1. Select Special (default) => Prepare To Write IPTC. A dialog box opens. All added fields properties are set to Allow User to Edit and the linking of the fields is set to When Saving to Asset. 4. Click OK. 2. Select the options you want and click OK. NOTE: Silently! if necessary This is only necessary when Never was previously activated; Always remains unchanged. A message will inform you when script was finished successfully. Logging of Catalog Activities Presents a number of options from which you can enable a log file and define its content. To enable and define the logging for a catalog: 1. Select the assigned menuõserver Log Properties. The Server Log Properties window appears.

68 68 CUMULUS WORKGROUP ADMINISTRATOR GUIDE In the field Default Log Folder you may enter another folder to serve as the default folder for log files. 2. Click Enable Logging. In the field Log Folder you may enter another folder other than the default folder to serve as the folder for the log file(s) of the current catalog. 3. If you want a separate log file for each day, enable Daily Log File. Daily log files have the advantage that you can delete those you don t need any longer. 4. Select the columns you want the log file to contain as well as their sequence by clicking the arrow buttons. To delete a column just click the minus option in the list: 5. Select the events you want the log file to contain by check marking them. 6. Click OK. The catalog s activities will be logged in a file named after the catalog. If you enabled Daily Log File the date is added to the name (year-month-day).

69 ODBC support ensures that any legacy database systems you already have are not lost investments. The Cumulus ODBC Connector makes it possible to choose the database that best suits your needs for storing Cumulus metadata. Canto provides installer programs that make it easy to install Cumulus ODBC Connector. The ODBC Connector is installed as a supplementary module to an existing Cumulus Server installation on Windows. This chapter describes how to install and use Cumulus ODBC Connector. 7 ODBC Connector

70 70 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Overview and Requirements Cumulus ODBC Connector is an add-on module that expands the functionality of a Cumulus installation, meaning that it has to be installed on a computer running the Cumulus Server. The ODBC Connector requires no system capabilities in addition to those needed by the Cumulus installation you add it to. The ODBC Connector unter Windows NT works with Microsoft SQL Server 7.0 or Oracle 8i (Release or higher). The ODBC Connector under Windows 2000 works with Microsoft SQL Server 2000 Personal, Standard and Enterprise versions. Installing the ODBC Connector To install the ODBC Connector under Windows: 1. Log on to the Windows server on which the Cumulus Server is installed as the administrator. 2. Access the media with the Cumulus ODBC Connector. 3. Double-click Setup.exe. 4. When the Welcome screen appears, click Next to continue. 5. Click Yes to accept the terms of the displayed license agreement. The Choose Destination Location window appears. 6. Click Next. If you do not want to accept the default folder, choose a different one by typing the new folder name or selecting an existing folder. The Select Program Folder window appears. 7. Click Next. If you do not want to accept the default program folder, choose a different one by typing the new folder name or selecting an existing folder. Setup begins copying files. 8. When the Setup Complete window appears, click Finish. The next time you start the Cumulus application and connect to the Cumulus Server, the ODBC Connector will be active. NOTE: Cumulus ODBC Connector has to be installed on the computer running the Cumulus Client, which will be used to log on as the Cumulus Administrator. Therefore you also have to install the ODBC Connector on the computer running the Cumulus Client if it is not the same as the Cumulus Server. Preparing Your Database Engine To store the data collected in a Cumulus catalog, you can choose to use the Cumulus database engine, one of your own, or both. If you use your own SQL database engine, some preparatory steps are necessary. Steps required before using the ODBC Connector module (1)Create a database (2)Create a new user (3)Grant rights to this user (4)Create a Data Source Name NOTE: These 4 steps are specific to the database engine you will use. This description refers only to SQL Server 7.0/2000 and Oracle 8i. For other engines please consult your Database Administrator. Creating a Database It is recommended though not necessary to create a separate database for Cumulus. This makes backups and export/import of Cumulus catalogs easier.

71 HOW TO USE CUMULUS WITH AN ODBC DATABASE 71 For SQL Server: Launch the Enterprise manager and create a new database with the desired parameters. For Oracle: Create a new tablespace: CREATE TABLESPACE CUMUTAB DATAFILE 'C:\ORACLE\ORADATA\ \ CUMU- TAB.DBF' SIZE 100M ONLINE ; For more information on creating tablespace, please consult your Database Administrator. Creating a New User For SQL Server: Open the Enterprise manager and create a new user for the Database you ve just created. For Oracle: Create a new user for the tablespace you ve created: CREATE USER Cumulus IDENTIFIED BY Cumulus DEFAULT TABLESPACE CUMUTAB QUOTA 500M ON CUMUTAB; For more information on creating users, please consult your Database Administrator. Granting Rights In order to be able to perform operations on the database the user needs to be granted some specific rights or privileges. These privileges vary among engines. However, the user should be able to perform the following operations: Create and drop tables as well as index in the database. Select, insert, update and delete these tables. For SQL Server: Select the Database you ve created, click on the right mouse button and select Properties. Then click on Options and activate Select into / bulk copy. After you have finished that, click on Users and select the user you just created. Click on the right mouse button, select Properties and activate public as well as db_owner. For Oracle: Grant the following privileges to the Cumulus user you ve created before: GRANT CREATE SESSION TO Cumulus; GRANT CREATE TABLE TO Cumulus; Create a Data Source Name (DSN) Once a database and a user have been created, you need to identify the database through a Data Source Name. To do so: 1. Launch the ODBC Data Source Administrator. 2. Select the System DSN entry and click on Add to add a new DSN. 3. Select the ODBC driver you will use for this source and follow the instructions. NOTE: You need to enable LOB support if you intend to use Oracle ODBC Driver. The recommended version for this driver is or higher. How to Use Cumulus with an ODBC Database To have Cumulus work with an ODBC database, you can either create new catalogs using an ODBC database or convert existing catalogs to use an ODBC database. To create a catalog using an ODBC database: 1. Log on as Cumulus Administrator to the Cumulus Server. 2. In the Catalog Access window, click New.

72 72 CUMULUS WORKGROUP ADMINISTRATOR GUIDE The Select Database Engine window appears. 3. Select the ODBC Database Connector entry. 4. Type in your ODBC Connect String. For details on the format of the ODBC Connect String, see below. Now the new catalog appears in the catalog list of the Catalog Access window and can be managed and used as any other catalog. To convert a catalog for using an ODBC database: Where: DSN is the ODBC Data Source Name UID is a user name to connect to your DSN PWD is your user passwd for the DSN CAT is the name of the Cumulus catalog you want to create in the Database (Maximum are 14 characters: A-Z, a-z, 0-9) NOTE: Extra parameters can be passed to your ODBC Driver. Please consult your driver documentation. The CAT parameter is always required in order to create or open a Cumulus catalog. 1. Log on as Cumulus Administrator to the Cumulus Server. 2. In the Catalog Access window, select the catalog to be converted and click Open. 3. Select Catalog ÕConvert To. The Select Database Engine window appears. 4. Select the ODBC Database Connector entry. 5. Type in your ODBC Connect String. For details on the format of the ODBC Connect String, see below. Format of the ODBC Connect String The format of the ODBC Connect string is: <Driver Specific connect String>;CAT=<Cat_Name> The ODBC Connect String will be passed to your ODBC Driver, and the CAT keyword is the name of the Cumulus catalog you want to create in your ODBC database. The minimum required connect string is the following: DSN=<DsnName>;UID=<MyUser>; PWD=<MyPwd>;CAT=<CatName> Internal Database Structure Catalogs, categories and assets are kept in your database using tables. For each ODBC database used by Cumulus, a table CUDBCATALOGS keeps track of the catalogs which are in this database. Entries in this table are the names of the catalogs that have been created. Each catalog has some tables associated with it: CUDBTABLES_<CATNAME> CUDBFIELDS_< CATNAME> CUDBNAMES_< CATNAME> CUDBMISC_< CATNAME> CUDBFIELDS_< CATNAME> CUDBASSETS_<CATNAME> CUDBCAT_< CATNAME> CUDBREL_< CATNAME> In order to backup a catalog, one should backup the catalog entry in the CUDBCATLOGS table as well as all it s corresponding tables described above. In order to delete a catalog, one should delete the catalog entry in the CUDBCATLOGS table as well as all it s corresponding tables described above.

73 Most administrative actions can be performed from Cumulus Clients logged on to the Server as Cumulus Administrator. However, before you can log on from a Client you have to register the Cumulus software, configure the Cumulus ServerProperties and start the Cumulus Server. The Cumulus Remote Admin was developed for these administrative actions. Cumulus Remote Admin is installed on the same computer as your Cumulus Server but you can perform the administrative tasks from any machine, simply using a common Web browser. 8 Remote Admin

74 74 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Installation Cumulus Remote Admin was developed for Windows, UNIX or Mac OS X servers. The Remote Admin software has to be installed on the same computer as your Cumulus Server. Windows To install the Remote Admin on a Windows server: 8. When the Setup Complete window is displayed, click Finish to end the installation and close the window. After installation the Remote Admin is started. UNIX To install the Remote Admin on a UNIX server: 1. Log on to the Windows server as the Administrator. 2. If you are installing from CD, insert the Cumulus CD-ROM into the CD-ROM drive. 3. Double-click Setup.exe in the Windows\English\Cumulus Server\Cumulus Remote Admin folder. 4. When the Welcome screen appears, click Next to continue. The Software License Agreement screen appears. 5. Click Yes to accept the terms of the displayed license agreement. The Registration window appears. 6. Click Next if you do not want to accept the default location, click the Browse button to choose a different one. NOTE: Install the Cumulus Remote Admin to an existing Cumulus Server installation. The Select Program Folder window appears. 7. Click Next if you do not want to accept the default program folder, choose a different one by typing the new folder name or selecting an existing folder. NOTE: Install the Cumulus Remote Admin to an existing Cumulus Server installation. Setup begins copying files. 1. To log in as the Administrator, log in as root and open a UNIX shell. The shell scripts are started manually by typing the script name at the command prompt. 2. If you are installing from CD, insert the Cumulus CD-ROM into the CD-ROM drive. 3. At the command prompt, change the directory to the folder containing the appropriate platform server installer. To do so change to the appropriate platform folder, then to the appropriate language folder and then to the R_Admin folder. 4. Start the installation script by typing: sh install.sh The installation script guides you through all steps necessary to set up Cumulus Remote Admin. To accept the default values [shown in square brackets] press the Enter key. 5. Press the Enter key to proceed. The Cumulus license agreement is displayed. 6. Page down and enter y for yes to accept the terms of the displayed license agreement. If you do not accept, the installation quits. 7. Install the Cumulus Remote Admin to an existing Cumulus Server installation. The default directory is: SOLARIS: /opt/cumulus5 Linux or IRIX: /usr/local/cumulus5

75 INSTALLATION Define the TCP/IP port number being used by this Cumulus Remote Admin. Best is to accept the default port number. The installation script begins copying files. When the installation is complete you can either just exit the installer or directly start the Cumulus Remote Admin. To start the Remote Admin, run the command startadmin in the installation directory. For changing any settings of Cumulus Remote Admin (e.g. port number or access key) you have to edit the information stored in the RemoteAdmin.conf file (found in the folder etc in the Cumulus Server installation directory). Mac OS X To install the Remote Admin on a Mac OS X server: The installation script guides you through all steps necessary to set up Cumulus Remote Admin. To accept the default values [shown in square brackets] press the Enter key. 6. Press the Enter key to proceed. The Cumulus license agreement is displayed. 7. Page down and select y for yes to accept the terms of the displayed license agreement. If you do not accept, the installation will quit. 8. Install the Cumulus Remote Admin to an existing Cumulus Server installation. The default directory is: /usr/local/cumulus5 9. Define the TCP/IP port number being used by this Cumulus Remote Admin. Best is to accept the default port number. The installation script begins copying files. When the installation is complete you can either just exit the installer or directly start the Cumulus Remote Admin. 1. Start up the computer and open the Terminal application (via GoÕApplications ÕUtilities). A shell environment is started. 2. Change your identity to root (enter "su" for super user and then the password). The command prompt for root is displayed: root# 3. If you are installing from CD, insert the Cumulus CD-ROM into the CD-ROM drive. All software for Mac OS X is located in the sub-directory named Mac_OS_X. 4. At the command prompt, change the directory to the folder containing the Mac OS X server installer, then to the appropriate language folder and then to the R_Admin folder; e.g.: cd /Mac_OS_X/English/R_Admin 5. Start the installation script by typing: sh install.sh To start the Remote Admin, employ the Terminal application and run the command start-admin in the installation directory. For changing any settings of Cumulus Remote Admin (e.g. port number or access key) you have to edit the information stored in the RemoteAdmin.conf file (found in the folder etc in the Cumulus Server installation directory).

76 76 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Usage To open Cumulus Remote Admin for administering a Cumulus Server: NOTE: If Cumulus Remote Admin is installed for a Cumulus Server under Windows, you can open it locally via a URL shortcut in the Program menu. 1. Start a Web Browser of your choice. 2. Enter the URL for Cumulus Remote Admin that consists of the following elements: IP address of the server where Remote Admin is installed :Port number that was defined during installation (default = 8954) /login.html A valid URL for Cumulus Remote Admin could be: 3. Enter your access key. NOTE: If you start Cumulus Remote Admin for the first time, an access key does not exist and you will not be prompted to enter it. Instead you must define it by entering the desired access key twice. Please remember the access key. If you forget it you will not be able to work remotely anymore. Once entered and then forgot you have to open the file 'RemoteAdmin.conf' on the machine where the software is installed and look up, change or delete the access key. After entering the access key the Cumulus Remote Admin will open and display your current Cumulus Server license information and settings. You can find the according commands (underlined links) to administer Cumulus remotely below the displayed information. A help button is provided that leads to a help page describing the Cumulus Remote Admin functions and commands.

77 This chapter offers troubleshooting information to help you quickly solve common problems. Topics covered in this chapter include factors that influence program performance, common problems and their solutions, and the importance of documenting problems before calling for assistance. 9 Troubleshooting

78 78 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Factors Influencing Performance Numerous factors can affect software program performance. The following lists common factors to consider if Cumulus seems to be having performance problems. Server Speed and Available Memory The processor speed and memory of the server hosting Cumulus dramatically affects overall program performance. For more information, see Cumulus Server System Requirements, p. 14. Use of a Non-Dedicated Server Ideally, having a dedicated Cumulus Server ensures the highest possible program performance. If you are experiencing performance problems and are running Cumulus concurrently with other programs, evaluate the number of applications that are running simultaneously. Test and see if performance improves as the number of programs running concurrently decreases. Storage Media Type The type of media on which you store your catalogs dramatically affects the speed at which Cumulus catalogs, displays and locates media file information. For the fastest performance possible, store catalogs on your server instead of off-line on removable media (e.g., CD-ROM or SyQuest, Zip, Jaz, and MO cartridges). Number of Records The sheer number of assets Cumulus manages at once directly affects cataloging performance, but not record search and retrieval time. Unlike other media management programs, Cumulus indexes every word entered into a record. When you catalog new assets, the program rebuilds the index as each asset is cataloged. Thanks to this design, Cumulus can search and retrieve records instantly regardless of the catalog size. However, after a certain point, cataloging performance may degrade. One way to immediately increase performance is to enable Save Changes Later in the Catalog Properties window. To find out how to enable this option, see The Catalog Properties Window, p. 44, Advanced Settings. Enabling Save Changes Later increases program performance by saving index information in memory instead of writing it immediately to the disk when catalogs are changed. If you enable Save Changes Later and your system crashes, you may have to rebuild the catalog. Hard Disk Fragmentation Check your system s hard disk for fragmentation. For more information on hard disk fragmentation and defragmentation, see the documentation that came with your system. Common Problems and Solutions This section contains frequently asked questions and their possible solutions. Slow Catalog Performance When I work with a catalog from a Client, most of the functions I use take much longer than expected. Why? The problem may lie in the connection between the Clients and the computer running the Cumulus Server. Communication between Server and Clients is handled via TCP/IP. If the Server computer is a Domain Name Server (DNS) that is normally difficult to reach from other computers, then Cumulus functions executed across this connection will also take longer to run.

79 COMMON PROBLEMS AND SOLUTIONS 79 Maximum Catalog Size What is the largest number of records that a Cumulus catalog can hold? Cumulus is limited to a catalog file size of 4 GB. The number of records this permits depends upon: the thumbnail quality/size settings the amount of text in each record (e.g., in the Notes field) For example, catalogs containing incredibly long notes as well as large and high quality thumbnails might reach the 4 GB maximum file size at 100,000 records. In contrast, catalogs with records that contain shorter notes and small thumbnails might not reach the 4 GB maximum file size until 400,000 records. For information on selecting thumbnail size for new catalogs, see Catalog Properties, p. 43. For information on changing thumbnail size for existing records, see the Client User Guide. Changing Thumbnail Appearance Can I change a thumbnails appearance? The actual size (in pixels) of a thumbnail is controlled by the Cumulus Administrator. You can, however, change a thumbnail s appearance within the Record pane by selecting options found in the View menu. For more information, see the Client User Guide. Distributing Catalogs on CD-ROM Can I distribute my Cumulus catalog and media assets on CD-ROM? If so, how do I do it? You can distribute your catalogs and assets on CD-ROM or other removable media with Cumulus Viewer, an Option that s part of the Cumulus product family. Cumulus Viewer is an application that you can use to distribute Cumulus catalogs royalty-free on CD-ROM or other removable media such as SyQuest, Zip, Jaz, and MO cartridges. For more information, contact your Cumulus dealer or Canto directly ( Exporting Catalog Information How do I export catalog information to another program? Cumulus supports the ability to export record and category information to a tab-delimited text file, which can then be imported into other catalogs or applications. For more information, see the Client User Guide. Dealing with Unexpected Categories I was dragging and dropping records between two catalogs and some new categories appeared in the Category pane. What happened? Every Cumulus catalog can have a different category structure that contains different categories. When you drag or import a record to another catalog, it may be assigned to categories that don t exist in the destination catalog. If that is the case, Cumulus automatically creates the missing categories in the destination catalog. To avoid this situation, copy the categories from one Category pane to the other before importing records. Working with DCS Separation Files How do I work with DCS separation files in Cumulus? DCS 1.0 files consist of five different files: the master file and the four color separation files for Cyan, Magenta, Yellow, and Black. Cumulus catalogs only the master file to avoid creating five records for a single image. Cataloging OPI System Files I use Cumulus to catalog the low-resolution files from my OPI system, place them in layout applications, and then print them. Will they be substituted with high-resolution files as expected during printing? Cumulus is fully compatible with many OPI systems and can form the backbone of a successful automation system in any environment.

80 80 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Accessing Support Information Online If you have a problem not covered in this chapter, be sure to review the FAQ sectionon the Canto Website for additional troubleshooting information ( Documenting Problems When Cumulus behaves in an unexpected way or does not work properly, prease review your situation and repeat the steps that led to the problem. Try to reproduce the error, paying special attention to the actions you took before it occurred. If there are many steps, write them down so you can tell us exactly what you did. Canto provides a PDF form for you to fill out onscreen and send to Technical Support (conventional mail, fax or ). You can find this form named Canto Support Form.pdf on your Cumulus Workgroup CD in the Documentation folder for your language. For information on contacting Technical Support, see Technical Support, p. 12.

81 This Glossary offers an alphabetical listing of Cumulus terms and phrases used throughout this manual and Cumulus. 10 Glossary

82 82 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Application Preferences dialog box A dialog box that enables Cumulus users to define and customize global program settings. Application Programming Interface (API) A set of commands available to developers for creating applications that interact with Cumulus in order to provide new functionality. Asset A general term describing any type of digital media (including graphic, page layout, presentation, sound, and video files) that has value to its owner. Asset Information The information about an asset as stored in the record associated with the asset. Asset Information window A special window that displays the information about a cataloged asset. This information is stored in the asset s record. See also Record. Asset Reference The mechanism by which Cumulus tracks the actual location of an asset managed in a Cumulus catalog. Asset Storage Module A component of Cumulus that manages the asset's storage (the access to its location). Cumulus employs different Asset Storage Modules, e.g., Windows File System, Mac OS File System, DCS File Support (to manage Desktop Color Separation files), OPI System Support (to manage Open Prepress Interface) and Cumulus Metadata Support. The Cumulus Metadata Support module enables the storage of an asset's metadata in a separate TAG file. Browser See Cumulus Viewer. Catalog A special file ( with the extension.ccf ) that Cumulus creates to manage cataloged assets. See also Asset and Cumulus Catalog File. Catalog file name Name of the special file for a catalog ( with the extension.ccf). The catalog name defaults to this file name (without the extension). The catalog name can be changed without changing the catalog file name. See also Cumulus Catalog File Cataloging The process by which a user adds one or more assets to a catalog. Cataloging Options dialog box A special dialog box that controls the way in which Cumulus catalogs assets. Category Cumulus categories are used to organize records, much like folders are used to organize files in a traditional filing cabinet. But the asset can appear in any number of Cumulus categories at one time. They are similar in purpose to keywords used in other programs. See also Directory category and Related category. Category Information window A special window that displays the information about catagories. Category Exchange File See Cumulus Category Exchange File. Boolean A system of logic based on two possible values: true or false. Cumulus uses the Boolean operators "and" and "or" to combine search conditions.

83 GLOSSARY 83 Category pane Located on the left side of the Collection window. The Category pane displays category names in a hierarchical list. Client A computer user who accesses a server application (such as the Cumulus Server) across a network. Client/server architecture A software configuration in which users (also called clients) access a server application across a network. Collection Any set of records from any one catalog, including their display properties. A collection can be saved (see Cumulus Collection File) and opened again. A collection whether saved or unsaved is always connected to its catalog. In order to open a particular collection you must have access to its catalog. Collection window A window featuring two panes (Category pane and Record pane) that function as the central user interface. Compound search A search query consisting of two or more search conditions. Cumulus An indispensable digital asset management system for organizing and managing digital assets. See also Asset. There are different editions of Cumulus designed to meet the needs of anyone who wants to keep track of their digital media: Cumulus Single User Edition, Cumulus Workgroup Edition and Cumulus Enterprise Edition. Cumulus Administrator (Workgroup and Enterprise Edition only) A person who configures and manages Cumulus catalogs. The Administrator is responsible for keeping the catalogs running smoothly for Cumulus Client users, backing up catalogs, and other tasks. Cumulus application window The main Cumulus window containing the menu bar, the toolbar, the status bar, and as child window(s) the Collection window(s) and the Find window. Cumulus Browser See Cumulus Viewer. Cumulus Catalog File A special file ( with the extension.ccf) that Cumulus creates to manage cataloged assets (digital media). Cumulus Category Exchange File A file ( with the extension.cce) that Cumulus creates when exporting category information. Cumulus Collection File A special file ( with the extension.cfe) that Cumulus creates to manage saved collections. Cumulus Record Exchange File A special file ( with the extension.cre) that Cumulus creates when exporting record information. Cumulus Server (Workgroup and Enterprise Edition only) The computer where Cumulus Server software is installed and where Cumulus catalogs should reside.

84 84 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Cumulus Vault A Cumulus Add-on Product. A full-featured Version Control System that manages user access to asset files and provides up-to-the-minute information on each asset s version history. Cumulus Viewer A Cumulus Add-on Product. The royalty-free application for publishing Cumulus catalogs on CD-ROM or other removable media (e.g., Syquest, Zip, Jaz, or MO cartridges). Cumulus Web Publisher A Cumulus Add-on Product. A powerful CGI (Common Gateway Interface) application designed to publish and distribute assets over the Internet. Details view Each record appears in the Record pane as a text listing that includes fields you can define (e.g., record name, file format, resolution, etc.). See also Thumbnail view. Directory category Directory categories are automatically created by Cumulus during the cataloging process. These automatically created categories resemble the folder or directory hierarchy in which the assets reside. They are identified by a smaller folder in their icons. They are created by default but this option can be disabled. Drag and Drop A way to move user-interface objects by dragging them with the mouse and dropping them into targets. Filters Software utilities that Cumulus uses to capture information about an asset during the cataloging process. For more information on the availability of new file filters, please see the Canto Website ( Find window Cumulus tool that enables users to search catalogs for records that match search conditions. FTP File Transfer Protocol. A standard Internet protocol, which is the simplest way to exchange files between computers on the Internet. Gigabyte (GB) A unit of storage capacity on an electronic storage device that equals 1,024 megabytes, or roughly 1.07 billion bytes. Cumulus catalog files can be up to 4 GB in size. HTTP HyperText Transfer Protocol. A standard Internet protocol, which is the most often used protocol in the World Wide Web to transfer information between servers and browsers. Information window Special windows that display the information about records or catagories. See also Asset Information window, IPTC Information window and Category Information window. Internet Media Server See Cumulus Web Publisher. IPTC International Press Telecommunication Council. Standard for digital text applied to an image. Applications used for professional imaging, support IPTC; e.g. the text information in Photoshop is a subset of the IPTC information. Cumulus can read IPTC metadata information while cataloging. You can view and edit this metadata and Cumulus can write your changes back to the asset.

85 GLOSSARY 85 IPTC Information window A special window that displays the IPTC information about a cataloged asset. This information is stored in the asset s record. Kilobyte (KB) A unit of storage capacity on an electronic storage device that is equivalent to 1,024 bytes. Media file Any electronic or digital media file (including graphic, page layout, presentation, sound and video files). See also Asset. Megabyte (MB) A unit of storage capacity on an electronic storage device that is equivalent to 1,024 kilobytes, or 1,048,576 bytes. Menubar Appearing at the top of the Cumulus application window, the menubar houses menus that contain every program command. Metadata Metadata is the information stored with each asset such as file name, location, etc. Different types of assets have different metadata fields: an image file, for example, would contain information on color and resolution, while an audio file would have a field for the playback duration. Palette Mode View mode that is specially designed for using Cumulus with another application, e.g. a desktop publishing application. In palette mode the Cumulus application shrinks to a palette that can conveniently be used with another application. That way you can easily drag and drop cataloged assets into other applications. Path/Pathname A description of the location where a file is stored on a computer hard drive, server, or removable media (such as CD-ROM, Syquest, Zip, Jaz, or MO cartridges). Preview A special program mode in which you can examine cataloged assets such as video clips, sound files, and image files. Query A combination of search conditions. Queries can be saved to disk and loaded into the Find window. Quicklist A list containing default field values to fill in fields. In Cumulus available with the IPTC Information window. Record The actual catalog entry Cumulus creates when an asset is added to a catalog. Records store valuable information about an asset, such as the file name, file location, file type, resolution, etc. Record Exchange File See Cumulus Record Exchange file. Record pane Located on the right side of the Collection window, the Record pane displays records as thumbnails or plain text. See also Record, Thumbnail view and Details view. Related category An alias of an existing category that acts as a virtual cross reference to the original category. You can use related categories to place multiple instances of the same category under various parent categories, without having to copy the entire contents of the

86 86 CUMULUS WORKGROUP ADMINISTRATOR GUIDE category. Related categories are indicated by an arrow in their icons. Resolution The number of pixels per inch in any graphic file format. Higher-resolution files have a higher number of pixels per inch than lower-resolution files. Working with higher-resolution files usually requires more memory and hard disk space than working with lower-resolution files. Script A list of instructions executed by a computer. Scripts are used by Cumulus to perform complex tasks automatically. Server Asset Transfer A Cumulus feature (especially useful in a crossplatform environment) that allows users in a network to access assets for previewing, copying and transferring via their connection to the Cumulus Server. With this feature the user is not forced to have direct access to the computer where the asset is stored. Only the computer running the Cumulus Server requires this access. more. For example, if a particular asset has been cataloged into different catalogs, this information is part of that asset s TAG file. Thumbnail A miniature display of a cataloged asset. Thumbnail view The record appears with a miniature display of the cataloged asset in the Record pane. Toolbar A standard program tool that offers buttons as shortcuts to commonly used commands. Tooltip A small floating descriptive window that appears above a toolbar button when the cursor is positioned over it. URL Uniform Resource Locator. The address of a file (resource) accessible on the Internet. Simple search A search query consisting of one search condition. Status bar A bar located at the bottom of the Cumulus application window, providing tool button descriptions, access to the Application Preferences dialog box, and category/record status. TAG file The Cumulus Metadata Exchange file format, which Cumulus creates when cataloging assets from a location where you are allowed to save files. The file has the same name as the asset ( with the extension.tag). TAG files can hold all information that can be viewed in the Asset Information window and

87 INDEX 87 Index A Access Catalog Access window 55 permissions for individual users 56, 57 to Cumulus catalogs 54 Activating Cumulus 5 Workgroup 30 Activation Key entering 30 explained 30 obtaining and entering under UNIX 20, 21 obtaining and entering under UNIX or Mac OS X 31 obtaining on WWW 29 obtaining via mail, fax, 30 Activity Monitor disconnecting users 58 viewing 58 Adding existing catalogs 35 users 56 Additional Functions Optimize For Safety 66 Optimize For Speed 66 Prepare To Write IPTC 67 Admin Key for AppleShare IP Server 27 Administrator Guide conventions used 9 organization of 8 Administrator See Cumulus Administrator Allowing users to edit field contents 50, 51 AppleShare IP Server, password for 27 Archival explained 65 on CD-ROM 65 Asset Storage Modules and record field linking 47 explained 41 Assets archiving 65 different types affecting catalog size 60 explained 9 file naming conventions 33 folder/directory naming conventions 34 metadata 41 storing in a Central Location 41 Automation, Server Log Properties 67 Availability of catalogs to Clients 54 B Backing up catalogs 62 C Canto Website ( Catalog Access window 55 Catalog menu Backup 62 Compress 61 Convert To 63 New Empty Copy 63 Properties 44 Rebuild 63 Recover Deleted Records 63 Restore Factory Defaults 63 Set As Default 63 Catalog properties configuring 43 overview 44 Catalog Properties window 44

88 88 CUMULUS WORKGROUP ADMINISTRATOR GUIDE Cataloging copying assets to Central Location automatically 44 program performance, increasing for cataloging 60 Catalogs access to 54, 56 adding existing 35 archiving 65 backing up 62 Catalog Access window 55 Catalog Converter 36 Catalog Properties window 44 categories with the same name 44 compressing 61 converting from previous versions 36 to other database engine 63 copying 63 creating 35 using an ODBC database 71 damage prevention 63 deleted records, recovering 63 deleting 64 disconnecting users from 58 dividing 64 explained 9, 40 file name 61 logging 67 making available to Clients 54 making unavailable to Clients 54 manager, naming a 33 maximum number of records 60 maximum size 79 merging several into one 64 multiple 34 naming 44, 61 catalog names vs. catalog file names 34 permitted cross-platform characters 34 opening 46 options 44 performance 40, 60 prepare to write IPTC 67 reducing size by dividing 64 removing from Cumulus Server 54 renaming 44 repairing 63 restoring from a backup 62 restricting user permissions in 56 scope of 40 selecting database engine 71 setting defaults 63 setting options via script 66 sharing 54, 56 size, factors affecting 40 storage media 78 thumbnail size options 44 user access to 57 using ODBC databases 71 Categories avoiding creation of directory categories 48 explained 10, 42 same names 44 Central Asset Location copying assets to during cataloging 44 explained 41 on FTP server 42 Changing Cumulus Administrator 32 Clients See Cumulus Clients Collections, explained 10 Compressing catalogs 61 Configuring catalog properties 43 Server properties 27 Connect String format, ODBC 72 Connect to Server dialog box 32 Connecting to the Cumulus Server 32 Converting catalogs from previous versions 36 catalogs to other database engines 63 Copying assets to Central Location 41 catalogs 63 records 64 Copyright 2 Creating catalogs 35 custom record fields 50 Cross-platform issues 8, 34

89 INDEX 89 Cumulus Administrator changing name of 32 identity of 31 logging on as 32 passsword of under UNIX 21 password of 33 Cumulus Clients adding 23 installing drag and drop (Mac OS) 23 under Mac OS 22 under Windows 21 limit per server 23 system requirements 14 Cumulus Server adding 23 configuring 26 dedicated 78 installing drag and drop (Mac OS) 19 under Mac OS 18 under Mac OS X 19 under UNIX 20 under Windows 17 installing Remote Admin 74 IP address of 32 limits 23 multiple 34 options for connecting to 32 Remote Admin 73 requirements 14 TCP/IP port number of 32 using Remote Admin 76 Custom record fields, creating 50 Customizing category field properties 44 record field properties 46 D Damage to catalogs sources 63 Database, employing ODBC Connector 69 DCS files 79 Default setting for catalogs 63 Deleted records keeping recoverable 44 recovering 63 Deleting catalogs 64 users 56 Directory categories avoiding automatic creation of 48 explained 47 Disconnecting users 56, 58 E Editing String List fields 51 F Fields allowing users to edit contents of 50, 51 custom fields 43 default fields 43 defining initial value 45, 49 initial value 50 record fields 45 String List 45 types 42, 45 File filters See Filters Files See Assets Filters explained 41 G Guest users 58 H Help Canto online resources 12 Cumulus Technical Support 12 on the Internet 80 online help for Windows users 12

90 90 CUMULUS WORKGROUP ADMINISTRATOR GUIDE I Initial value for fields 49 Installing Clients drag and drop (Mac OS) 23 under Mac OS 22 under Windows 21 ODBC Connector 70 previous versions under Mac OS 15 under Windows 15 Server drag and drop (Mac OS) 19 previous versions under UNIX 16 under Mac OS 18 under Mac OS X 19 under UNIX 20 under Windows 17 Internet Canto online resources 12 registering Cumulus on 29 IP address of Cumulus Server 32 IPTC data, prepare catalogs to write 67 L Launching Cumulus Server under Mac OS 19 under Windows 18 License purchasing additional 23 License dialog box 29 Linking record fields to asset fields 47 Logging catalog s acitivities 67 Logging on as Cumulus Administrator 32 M Mac OS installing Clients under 22 Clients via drag and drop 23 previous versions 15 Server under 18 Server via drag and drop 19 launching Cumulus Server under 19 system requirements Clients 15 Server 14 Mac OS X administring Cumulus Server 26 installing Server under 19 system requirements Server 14 Media assets See Assets Memory Client requirements 14 Server requirements 14 Metadata explained 41 linking to records 47 writing back to assets 48 Multiple servers 34 N Naming catalogs 44 Network Setup Dialog 32 Notes, size of affecting record size 60 O ODBC Connector catalogs using ODBC databases 71 format of the connect string 72 installing 70 Internal Database Structure 72 preparing the database engine 70

91 INDEX 91 Online help for Windows users 12 Online product support 80 Opening catalogs 46 Server Properties control panel 26 P Password for catalog write access 56 of Cumulus Administrator 33 Performance catalog size, affecting 40 optimizing 78 settings that affect 60 Previous versions uninstalling under Mac OS 17 uninstalling under UNIX 17 uninstalling under Windows 16 Product support online 80 Program Settings Server Properties control panel 27 Properties configuring for a catalog 43 configuring for the Server 27 R Record fields adding 49 customizing properties of 46 initial value 50 linking to asset fields 47 linking via Asset Storage Modules 41 writing contents back to assets 48 Records archiving 65 copying between catalogs 64 deleted, recovering 63 explained 10 keeping deleted recoverable 44 linking to asset metadata 41 Notes field affecting catalog size 60 number of in a catalog 60, 78 relationship to assets 10, 41 size of elements determining 60 thumbnail size 60 Remote Admin installing under 74 installing under Mac OS X 75 installing under Windows 74 opening 76 Remote Administartion for Cumulus Server installing 74 using 76 Remote Administration for Cumulus Server 73 Removing catalogs from Catalog Access window 54 users 58 Renaming catalogs 61 users 56, 58 Repairing catalogs 63 Restoring backed-up catalogs 62 S Separation files 79 Server Properties opening control panel 26 Server See Cumulus Server Setup See Installing Sharing catalogs 54, 56 making catalogs available to Clients 54 making catalogs unavailable to Clients 54 removing catalogs from Cumulus Server 54 Size of records, elements determining 60 of thumbnails, affect on record size 60 Storage media for catalogs 78 String List fields creating and deleting entries 52 editing 51 String List window 45

92 92 CUMULUS WORKGROUP ADMINISTRATOR GUIDE System requirements for Clients 14 for Server 14 ODBC Connector 70 T TCP/IP and the Cumulus client/server architecture 10 port number of Cumulus Server 32 Technical Support 12 Thumbnails affect on record size 60 changing appearance of 79 size options 44 Troubleshooting 78 U Uninstalling Cumulus under Mac OS 17 Cumulus under UNIX 17 Cumulus under Windows 16 UNIX 74 installing previous versions 16 Server under 20 system requirements 14 uninstalling Cumulus Server 17 User access individual permissions 56 restricting 57 to catalogs 54 User account Clients 56 Cumulus Administrator 31 Cumulus Administrator under UNIX 21 User Interface Activity Monitor 58 Catalog Access window 55 Catalog Properties window 44 Connect to Server dialog box 32 License dialog box 29 Network Setup dialog 32 Sharing Section, Catalog Properties window 57 Users access permissions in catalogs 56 adding 56 creating for SQL or Oracle database 71 deleting 56 disconnecting 56, 58 guest users 58 renaming 56 Using Cumulus catalog manager 33 cross-platform issues 34 file naming conventions 33 folder/directory naming conventions 34 V Voice Annotation, adding Audio field for 45 W Windows installing Clients under 21 ODBC Connector 70 previous versions 15 Server under 17 launching Cumulus Server under 18 system requirements Server 14 Workflow considerations 33 Writing record-field contents back to assets 48