Admin: Adding and Managing Assets

Uploading Assets Section

Assets, such as images, video, documents and audio, are needed to keep an organization’s DAM updated and useful. Admins or users who have been granted access to the contributor portal can add assets. Click here for more information on contributors in the Simpleview DAM.

Best Practice

It’s recommended to upload assets on a regular basis to keep the DAM relevant and meet the needs of users.

Step 1: Uploading Assets Section

Upload new assets to the DAM library by selecting ‘Upload Assets’ from the left side navigation or the ‘Upload’ button from the top of the all assets view. 

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Selecting either option opens the Upload Assets screen. Drag and drop the assets to the grid or use the ‘Add Files’ option to choose assets to upload from a device. 

Click Here for a Demonstration
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The file name, size and status will display for each asset that is added. Select the red (-) icon to remove an asset from the upload. 

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Select the ‘Start Upload’ button one all assets have been added. This will initiate the upload process and the status will change from 0% to 100% for each asset. 

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The assets will then display in the My Uploads section once the upload is complete. 

Step 2: My Uploads Section

There are several options available prior to final submission, such as add metadata or editing asset settings in the My Uploads section. 

Select the ‘Upload More Files’ button to add in additional assets to the My Uploads section. Follow the same steps as outlined in Step 1. 

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Assets can be removed from this section using the ‘Remove’ button on the individual asset. 

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Adding Metadata

Metadata, or asset details, is the information used to identify, describe and locate assets in the DAM platform. Metadata can be added to any asset in the My Uploads section. 

There are a few options to add metadata to an asset. The first is to add in metadata individually on each asset using the ‘Enter Metadata’ button located next to the asset. 

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Another way to enter metadata is to add it on multiple assets at once. Select the checkboxes next to the assets or click the ‘Select All’ option at the top. Click the ‘Batch Enter Metadata’ button at the top of the page once the desired assets are selected. 

Click Here for a Demonstration
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Either option opens a pop-up box where the metadata information can be added. Metadata fields include the following options:

  • Title: Provides a brief description of the asset.
  • Description: Provides a more detailed description of the asset.
  • Keywords: Provides other words that can be used to describe the asset. Separate these using a comma or a space.
  • Credit: Use this field to credit a photographer, videographer or organization. 
  • Location: Use this field if the asset was taken at a specific location.
  • Use Information: Copyright, usage restrictions or any other relevant asset information.
  • Administrator Notes: Internal reference information specifically for DAM administrators.
  • Download Request Option: Select an option of how the asset can be downloaded by users. Not all DAM platforms have this feature enabled.
  • Access Groups: Assign access group(s) to assign users who will have access to your asset(s). 
  • Categories: Assign assets to categories for organizational purposes. This option only displays when editing the same asset types (i.e. Images, Videos, Audio, Documents & Logos).
  • Item Expiration Date: Use this field if your asset will only be available for a certain amount of time. The asset will expire on the date provided in this field. If left blank, the asset will remain active until manually removed. 
  • Overwrite existing data option: Please see note below - use this option if you want to overwrite any of the existing meta information on the asset. We do not recommend using this option unless absolutely necessary. 

Note

When using the Batch Enter Metadata option, if ‘Overwrite Existing Data’ is unchecked, any edits you make will be appended to the metadata fields. If checked, the fields will be cleared and/or replaced with the new edits.

All metadata information must be saved in order for it to apply to the assets. Click here for more information on metadata in the DAM knowledgebase.

Linking Documents

Note

Not all DAM platforms have this feature enabled. For more information on this feature or to inquire how to add to your system, please contact your Account Manager or submit a ticket through the Client Portal.

Linking documents allows users to associate existing documents in the DAM portal to an asset. This is often used to attach model releases and/or license agreements for photographers. 

Linking documents is helpful to provide quick reference to usage and talent release information while in the DAM, and to provide a digital paper trail of that information, once downloaded.

Add a document to assets by either individually using the ‘Link Document’ button or using the checkboxes to select multiple assets and using the ‘Batch Link Documents’ button. 

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Selecting either option opens a pop-up window where a user can filter or select one or more documents to link to the asset(s). Once all documents have been selected, click the ‘Link Documents’ button. 

Click Here for a Demonstration
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Submitting Assets

Submitting Assets is the final step of the upload process. Assets can be submitted one by one using the ‘Submit’ button on the individual asset or submit all the assets on the page at once using the ‘Submit All’ button. 

It is important to stay on the page until you see the ‘Upload Successful’ window. 

Note

When you select the ‘Submit All’ option, you are only submitting the assets that display on the current page, not all uploads which maxes out at 100 at a time. The submission process may have to be repeated if any assets are left over.

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Once the files are uploaded, they are active and available in the DAM library. Administrators can add additional metadata or make edits by selecting an individual asset or batch editing.

Guidance and Troubleshooting Uploading Assets

  • The maximum file size for upload is 500MB. 
  • Any files larger than 500MB can be submitted through a separate link. Click here to access the link for 500MB+ uploads.
  • Remove all special characters in the file name (!, #, @, *, ‘, etc.)
  • If the thumbnail preview appears broken in the My Uploads section, the asset may be corrupt or a special character may exist in the file name. Check for these and try uploading again. 
  • Users can change the number of assets per page by selecting between 10, 20, 50 or 100 in the top right corner.
  • The images and video upload process may take 1-2 minutes to complete. Refresh the browser to see new assets.
  • For larger, bulk uploads (more than 500 assets) we recommend working with your Account Manager for upload options. 
  • For any questions or issues when uploading assets, please submit a ticket through the Client Portal.

What Types of Assets Can Be Uploaded?

Image Asset Types

  • JPG: The original JPG asset is retained and large, medium and small JPG assets are generated.
  • TIF: The original TIF asset is retained and large, medium and small JPG assets are generated.
  • PSD/RAW/DNG: The asset is converted to a TIF and large, medium and small JPG assets are generated.

Video Asset Types

The Simpleview DAM supports most video formats and sizes including MOV, MP4, AVI. Depending on the original resolution of the video, a H.264 Quicktime movie (.mov file) is created from the source file into the following resolutions:

  • 4K (3840x2160) *This will only be created if a 4K source video is submitted.
  • HD 1080p (1920x1080)
  • HD 720p (1280x720)

However, if SD (standard definition) is submitted, it is kept only in SD format. And if 8K is submitted, it will be converted to 4K, which is more user-friendly.

Document and Logo Asset Types

The original file type and size is retained in the Docs & Logos section.

File types supported include:

  • PDF 
  • PNG
  • XLS 
  • XLSX
  • DOC 
  • DOCX
  • EPS 
  • GIF
  • BMP 

Specific file types are supported but must be uploaded by your DAM Support team. 

  • KEY
  • PPT
  • ZIP

Audio Asset Types

When an audio asset is uploaded, the original file type is retained in the Audio section. 

File types supported include: 

  • AI
  • WAV
  • MP3
  • AIFF

Managing Existing Assets

Existing assets can be accessed and edited in the DAM platform. It’s important to note that edits to an asset can not be made within the platform. Admins are, however, able to edit the metadata and set usage restrictions that help people locate and access the assets. 

Managing Assets Using the Files Page

Assets can be edited individually or in multiples in the Files section of the DAM platform. To locate this page, select ‘Review’ then ‘Files’ section from the side navigation bar. 

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Selecting this navigation option opens the Files screen which contains all assets, both active and inactive, existing in the DAM platform. 

To preview an asset's details, such as title, description and use information, hover over the asset’s thumbnail. 

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File Search and Filter Options

Admin users can apply various filters or searches to locate and group specific files.

The search and filter options located at the top of the grid include:

  • Keyword: Use this filter to search through the assets in the grid by keyword entered. Enter the keyword and select ‘Apply’ to update the grid view.

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  • Asset Type: Use this filter to select one or more asset types for a search. Select the check box next to the asset type and select ‘Apply’ to update the grid view.

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  • Number of Assets in View: Select the arrow next to the number icon to change the amount of assets that display in the view. This also is referred to as the scanning selection.

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Updating the Grid View

The grid view options can be customized and saved. This assists in making assets available based on current needs, along with admin workflows. Customize the grid view by selecting the ‘Columns’ option in the header row. This opens the ‘Table Settings’ as a side overlay. From there, select the columns and set their grid display order.

Click Here for a Demonstration
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View options along with their applied filters can be saved by using the ‘Save As’ dropdown at the top right of the grid. This feature allows admin users to share and switch between saved views using the view dropdown menu, without having to build it each time the Files page is accessed. 

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Note

Saved views only apply for the user that creates it. Use the toggle ‘Show for All Users’ to share the saved view with other admin users in the DAM.

Once created, the saved view is available in the ‘Default View’ dropdown options, located at the top right of the grid. 

Click Here for a Demonstration
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Saved views can be edited as needed using the options listed below.

  • Overwrite View Options: The filters and column options can be adjusted to an existing saved view. To make adjustments, access the saved view using the ‘Default View’ dropdown menu and selecting the desired view. After that, apply new filters or column changes and select the ‘Save As’ dropdown and click ‘Overwrite Current View’. 

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  • Edit or Remove Saved Views: Saved views are managed using the ‘Default View’ dropdown menu. Selecting this opens a screen on the side titled ‘Saved Views’. From here, users can edit the title and sharing options using the pencil icon or delete the saved view using the ellipsis option and select ‘Remove’.

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Asset Action Icons

Assets in the files view can be edited using the action icons to the left of each asset. These icons provide additional functionality that can be applied to an individual asset. 

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Icon functions are outlined below:

  • Pencil Icon: This allows users to view and edit asset details, such as metadata. 
  • Link Icon: This action will display or allow users to link documents to the asset. Not all DAM platforms have this feature enabled. 
  • Details Icon: This allows users to view the download details, such as user name and date(s) the asset was downloaded. 
  • Ellipsis Icon: This provides you the additional options to activate, deactivate or delete the asset.

Batch File Actions

Admin users can complete bulk actions or workflows to assets in the Files page. These bulk actions include activate, deactivate, edit and delete multiple assets. 

To make changes to multiple files, click the checkboxes next to the assets to include in the bulk action. Once this is done, the action options appear above the grid.

Click Here for a Demonstration
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Bulk actions are outlined as follows:

  • Activate Selected Assets: Using this option changes the status of all selected assets to ‘Active’. Any asset set to ‘Active’ displays in the ‘All Files’ view, along with the Access Groups, Categories and/or Collections to which they are assigned. Based on the access granted, Simpleview DAM may view, download and edit Active assets.
  • Deactivate Selected Assets: Using this option changes the status of all selected assets to ‘Inactive’. Inactive assets do not display for users or show in any part of the DAM, except the Files page. 
  • Edit Selected Assets: This option allows admins to batch edit the metadata of selected assets. There are several important considerations to be made when updating metadata in bulk. Click here for more information on bulk editing asset metadata in the DAM Knowledge Base.
  • Delete Selected Assets: Using this option deletes the selected assets from the DAM.

You also can further organize your existing assets using the following organization tools.

  • Access Groups
  • Categories
  • Expiry Date

Editing an Individual Asset in the All Files View

To edit the metadata on an individual asset, select the pencil icon located below the asset. This opens a pop-up with an asset’s meta information. After updates are made, select the ‘Save’ button.

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Note

Users can also add or edit linked documents if the DAM is configured to enable this feature.

Click here for more information about asset metadata in the DAM Knowledge Base.


Quick Links to Knowledge Base Articles Referenced in This Document