In the following section we will go through the four main areas of the Digizuite^TM DAM Center:

• Running jobs
• Catalog
• Channels
• System tools

Running jobs

In the 'Running jobs' folder, you can monitor the status and process information for jobs currently in progress. The status of the process changes in 'real time' until the job is complete.

To view Running jobs a Digizuite™ user needs to have at least 1 (or more) of the following Running Jobs-roles assigned to his profile (or be part of a group that has the roles).

Roles can be set individually to allow specific users or groups to view, re-import, re-prioritize and change active jobs as needed. A Digizuite™ administrator is needed in order to change current roles. This provides an overview of the system and also for SuperUsers to adjust active jobs without consulting an administrator.

Catalog

The Catalog area in the Digizuite^TM DAM Center can be found in the left side menu. The area contains assets structured in folders and subfolders. The DAM Center is based on a single-source strategy: the source of the asset will always be inside the Catalog area and a copy will be published on the other products.

Import

Importing assets can be done either manually or as a batch process automated by the Digizuite™ DAM Center.
There are two ways that helps at importing assets into the system.

1. Digizuite™ importer
2. UNC Batchingest (automated)

Digizuite^TM DAM Center Importer

Allows for ingest of Digizuite™-supported files through the Digizuite™ importer.

When importing multiple files, all files are ingested as individual assets. Importing assets to the Digizuite™ is simple and requires only a valid Digizuite™ username. (User must have upload access)

Importing new assets can be done by right clicking on the desired folder from Catalog. From the opened menu select Import to folder and the importer will be available. You can also edit metadata information for each asset before importing it.

Selecting Begin upload initiates the import of files. During import, the metadata editor is locked and no further metadata can be added / removed.

It is possible to minimize the upload window once the upload has been initiated. To do this, click on the minimize icon in the top right area of the upload window. This will minimize the window and show the process in the top bar of the DAM Center. You may then continue to work with the DAM Center while the upload is in progress (the DAM Center may slow down when uploading large files).

Once complete, the batch system ingests all selected files as assets. Imported files are placed in the selected folder. During processing, files and status can be monitored from the Running jobs menu.

Required Fields

The Digizuite™ has a feature – Required fields. This feature allows for a Digizuite™ SuperUser or administrator to mark one or more metadata fields as required on upload. If not filled in correctly, upload fails. Selecting a metadata field as required can be done through the DAM Console.

There is no limit to what kind of metadata fields or how many of them can be marked as required – any type of metadata field can be set as required, e.g. title, description, language, date, keywords, custom metadata fields etc.

When marked as required, selected metadata field must be filled in correctly on each selected file in the upload list, before uploading can be initiated.

UNC Batch ingest

Batch ingest workflows are custom designed based on feature-requests and technology. Please consult a Digizuite administrator or the support team for further information.

File monitoring is a third possibility for importing material in the Digizuite™ DAM Center. Using plug-ins, the Digizuite™ can be configured to inspect a given UNC path, in which files will be imported to Digizuite™.

In addition, files can be ingested with related XML documents containing metadata for the file, which are automatically filled in for the newly imported asset in relation to the import inside the Digizuite™ DAM Center.

Versioning assets

The Digizuite™ can be configured to allow versioning of the assets. In plain terms this is also referred to as a replace-asset function.

The replace-asset feature allows assets to be versioned during upload. When enabled, and if an asset with a title exact equal to a previously uploaded assets is located, the uploader is prompted to decide whether to replace existing asset (hence creating a new version but with same unique ID number), or instead upload the asset as new asset.

Note: The asset versioning can be enable on any metadata required (title, description, keywords, etc.)

To enable the replace-asset feature please follow this guide: /wiki/spaces/DD/pages/42303700.

Add asset directly without source material

Dummy-assets (asset with no data) can be created in the Digizuite™, by simply selecting Add →  Metadata only directly in the requested catalog folder. Creating dummy-assets can be done for any Digizuite™ approved asset types and allows for metadata editing in advance.

Search

The Digizuite™DAM Center provides the option of an extensive search function. The search runs in the Catalog area, if you have the rights for these. A Digizuite™ SuperUser/Administrator can specify which metadata fields can be used as active search criteria.

Searches inside the Digizuite™ DAM Center allow you to select whether the same syntax that you recognize from Google should be used, or whether you want to retain the system's own syntax. This is a question of the configuration in the Digizuite™ DAM Center system area. This setting can be made by a system administrator.

Syntax for Searching

The Digizuite™ is by default configured to use its own syntax when performing searches. Alternatively the search engine can be set to use Google syntax. To enable Google syntax the following two Digizuite™ constants must be set:

Filter options

The filter options is configurable. The following fields are defined as standard in the new DAM Center:

• Asset type
• Upload date
• Free text

The filter options can easily be adjusted or removed, and new ones can be added if needed. Any asset metafield can be used as a filter. See the /wiki/spaces/DD/pages/42303706 for how to set this up.

Publication of search result

When a collection of assets is created, you can find the collection inside Catalog →  Collections. A saved collection can always be published by right clicking on the desired collection and selecting Publish this collection.

Finding the location of an asset in a collection

The metadata for each asset contains a link to the folder containing the asset. To go to this location, select the asset, click on one of the locations listed under the Catalog location or Channel location (if the asset exists in a channel folder.

Permissions

Administrators with editor permissions (Editor_Catalogs or Editor_SystemTools_AllwaysAllowItemSecurityEdit) can create and edit folder permissions by right-clicking on the desired folder and select Edit folder rights.

Folder permissions is based on a Linux folder structure, which allows for distinction between read and write (edit) permissions either on a folder structure or individual folders.

Understanding how to work with folder permissions, requires a basic understanding of how the permissions are set and changed.

When creating a new folder, the rights are automatically inherited from the parent.

Channels

Channels contains all the material that you want to be online and available via an external application. The different channels are defined in this area. A channel is a structure of data and assets.

Below you can see an example of a DAM Center with many channels:

An administrator will typically create the first level and assign metadata templates to this folder. The rights are inherited automatically by all assets in the channel. Templates are attached to the main folder.

All assets in the channel are only references. This means that you can delete a reference in the channel without influencing the actual asset which is located in the Catalog structure. Assets in the Channel area will always come from the Catalog area. This means that the content in the Channel area, is a reflection of the physical files that are found in the Catalog area. If you delete a published asset in the Catalog area, this will have an effect on the display of the relevant asset in a given Channel.

Publish to different channels

In order to publish an asset to a specific channel, navigate or search inside the Catalog for the asset. Once selected, open the metadata editor and select All asset types → Channel. Now mark the specific channel and press Save.

Channel folders

Channel folders are language dependent. In practice, this means that all folders can be related to all languages in the system.

Which language the individual user sees and/or edits is controlled by the user setup or the user's rights. Language data can naturally also be edited directly via language tabs which are recognized from the general metadata structure. The individual folders have certain data attached. In addition to the sort index which was used for displaying in Digizuite™ DAM Center, these definitions are solely for the destination.

Editing metadata

Folders in the Channel area have editable metadata. In order to edit this, right click the chosen folder in the Channel area and select Edit metadata for folder. The metadata for Channel folders contains an additional tab named Layout, which is described below.

Standard tab

The Standard tab usually defines the following fields:

Note: These are language dependent.

Layout tab

The Layout tab usually defines the following fields:

Furthermore, references are also defined in the Layout tab.

Publication

The route to getting an asset published to, e.g. a website, is twofold. The asset is firstly exported to the quality/qualities determined in the template, which controls this exact asset. Then, the information on the medium's existence and the metadata are published.

Assets, that haven't been published yet, will have a gray overlay color. The published assets are distinct in color and are furthermore marked with green check marks in the top right corner.

Publishing – Export

Exportation only happens when you click on the Publish option in settings menu (the gear icon). You can export many assets in one go, or even an entire folder structure.
Export happens completely automatically based on the definitions that the template define. You can also inspect the export in the 'Running jobs' folder. These exports are marked as 'Portal export' in the 'Running jobs' folder.

Publishing – Data

Publishing site XML will take place when there are changes in the layout or the metadata they contain. This also means that it is only necessary to publish site XML if this is amended in the metadata, or if new assets are published.

Automation of export

It is possible to set up a Channel folder so that it reacts with automatic export when assets are dropped into it. The following events are standard:

• OnDrop_CreatecatalogReferenceThe event creates a reference to the asset(s) which are dropped into the folder.
• OnDrop_CreateCatalogExportThe event exports the asset(s) which are dropped into the folder based on the templates which affect the folder.

The "OnDrop_CreateCatalogExport" event can be used to advantage for, e.g. automatic exports based on templates. In practice this can mean that all assets that are dropped into this folder are automatically transcoded or converted, as well as transported to a specific destination.

System tools

Metadata

The setup of metadata is fundamental in Digizuite™ DAM Center. Metadata is used for both internal and external purposes. The metadata helps manage digital data. Metadata tells about the content of imported material and also the data that can be searched using the Digizuite™ DAM Center's search tool.

Note: In order to have the workflow functionality access or alter metadata, it is required that the system user has the required access to the specific metadata field. For example if you want to upload asset to a menu item in Digizuite™ Video Portal or Digizuite™ Media Manager, it is required that the System user has read and write access to the underlying tree metadata field structure.

The following section is a list of the various metadata types used in and by the Digizuite™ DAM Center:

Language

Metadata is language dependent data which describes, categorizes and/or organizes assets. According to the setup, the metadata data structure can be different from language to language. At the bottom of the metadata window is the language tab that can be used to switch to the relevant language.

Validation

Validation of metadata data fields in the standard tab is controlled by the administrative setup. Validation helps you enter required metadata in the relevant fields, so that the metadata date agrees with the required data fields. In practice, this means that you enter the relevant metadata data and if you forget a required field, the system reminds the user which fields needs to be filled in.

Tree

Tree is a special type of metadata data which provides access to hierarchical divisions and markers. There are four different types of trees. According to administrative setup, these trees can be presented in four different ways. All four ways are compatible with each other, in other words, you can switch between the four different representations without losing data.

The figure below shows an example of a hierarchical metadata tree structure:

Note: all changes made here are only saved when you click on the Save button from the upper right side of the pop-up. If you forget to save your metadata, you will be warned of this when you try to navigate away from the relevant tab.

MultiComboBox

MultiComboBox is a type of metadata that allows you to select several values via a drop down list. The values are selected by clicking the '+' and can be deselected by clicking the '-'. All values are selected for amends by clicking '*'.

EditComboBox

The EditCombox provides the opportunity to add/edit values in the drop down list under editing asset metadata.

ItemReference

ItemReference is used to refer/connect one item with another. E.g. you can link items together by creating an ItemReference from an asset to a user/user group, or link a user and a transcoding together.

Unique

Information in the unique metadata field means only one asset in the Digizuite™ can have this particular metadata-information.

The unique metadata field is editable by users and can be used for specific validation features on assets, e.g. a part- or serial number within a production line. Only one asset in the Digizuite™ can carry this certain number or label, rendering it as unique. Any attempts to set a label with the same unique value as another asset will result in a failure.

A Unique metadata fields is created and handled like any other metadata field and can be set as searchable by an administrator.

Setting up Metadata

Metagroups

Definitions of metagroups are located under System Tools →  Metadata. Distribution of metadata takes place in metagroups. A metagroup is normally defined per asset type, e.g. one for video, one for images, one for audio and so on, but it is also possible to have one metagroup for all assets. By default this is labeled as All asset types and contains metafield information which relates to any type of asset such as title, description, date or keywords.

Subgroups

A metagroup can operate as a subgroup to another metagroup. A subgroup will be displayed as an extra tab in the metadata structure and can either be defined as iterative or simply as a division.

A subgroup must be added as a metafield in an existing metagroup. This defines the hierarchy. The iterative settings are indicated in the definition of the metafield. See more about this under the definition of metafields.

Static Fields

It is possible to decide which statistics fields must be shown in the individual metagroup. It is also possible to state simple rules, such as, whether the group is write protected or visible, for example.

Metafields

Navigate to System Tools →  Metadata →  Asset →  Shared →  All asset types.

A metafield is a definition type of a specific metadata element. When you create a metafield you must indicate which type the metafield will be defined. The following types are standard in Digizuite™ DAM Center:

Administration of metafields consists of some standard settings for representation and validation as well as definition of one or more language elements. Each individual language has its own tab in the metafield. You can create metafields by filling in the relevant information.

The following standard fields define a metafield:

Tree

The following fields are specific to the Tree field type:

DateTime

The following fields are specific to the field type DateTime:

Note

The following fields are specific to the field type Note:

Reference

The following fields are specific to the field type Reference:

Item reference

The Master/Slave Item Reference field types are used to register relations between items in the Digizuite™ DAM Center. Master/Slave – Item References hang together in pairs, so that a Slave Item Reference locates the Master Item Reference that is its own opposite. This means that a Slave Item Reference can never exist alone.

Master Item Reference registers items that the actual item 'Refers to' while the Slave Item Reference registers the items that the actual item is 'Referred from'.

Setting up a Master/Slave Item Reference

The Master/Slave Item Reference is a way to have one item reference another in the metadata. There are many different types of items; assets, member and folders are all items to name a few.

For example, let us say that you want to associate one (or more) authors with a PDF-file. One way to solve this would be to create a combo field with the authors' names, and then select the desired author when editing the metadata for the PDF-file. This will work fine on a basic level, but as soon as we need more data and/or functionality regarding the author, the Master/Slave Item Reference is a better choice. Let us say that the authors exist in the DAM Center as members, and are part of the member group "Authors". Instead of creating a combo field and manually typing in the names, we can create a Master/Slave Item Reference that allows us to reference these "Authors" directly when editing the metadata for the asset. This has several advantages, among others:

• The PDF-file has a direct coupling with the members and the members' metadata. We can use this in other contexts (another application), for example to provide write access to only the authors of the PDF-file or show an author's nickname next to the PDF-file.
• When later adding a new member to the "Authors" group, it will automatically be available as a choice when specifying authors in the PDF-file's metadata. This is especially handy when dealing with Active Directory synchronization and large amounts of members.

This is just one of many use cases. The Master/Slave Item Reference is already used in the DAM Center, such as to enable a member to save their favorite assets (Member/Asset reference) or when specifying which asset qualities a specific member group can download (MemberGroup/MediaTranscode reference).

To clarify, the Master/Slave Item Reference consists of two different metafields, the Master Item Reference and the Slave Item Reference. A Master Item Reference can exist without a Slave Item Reference, but not vice versa. If we take the above example with the PDF-file, it will work with just a Master Item Reference. But if we want to be able to see all the different PDF-files that a specific member is the author of – then we need to set up a slave item reference on the member metadata. This Slave Item Reference must then point to the Master Item Reference.

The special setup block as shown on the next page appears in the Label Editing tab, when the label is created (left is Master Item Reference, right is Slave Item Reference). Note that there are additional fields for certain Item Types - those are described further below.

Example of a Master Item Reference setup: Example of a Slave Item Reference setup:

Language definitions

Navigate to System Tools →  Metadata.

The individual language definitions are the elements which determine the metafield's representation in the system. You thereby indicate the name and location of the metafield here. The following fields are defined by a language value:

Combo, MultiCombo and EditMultiCombo

Definitions Combo and MultiCombo:

Users and groups

Users and user groups for the Digizuite™ DAM Center are created, discontinued and edited in this folder. You can delete and create users and groups using the add button in the toolbar A new user is active after creation and has the same password as their username. A new group is also active after creation. Each user group is allocated rights in the system – roles that define which of the actions in the system the user can carry out.

Users

The standard tab administrates the following fields:

Groups

This is where the system allocates local roles and users to a specific group. The following fields apply:

Profiles

The profiles define a collection of a destination and one or more transcode settings for an asset type. Profiles are typically allocated to a user or user group which thereby receives the option to export assets to administrator specified destinations and qualities. Profiles can thus also be used as pre-determined settings in a portal layout template.

The following fields are defined in the profile:

Destinations

This folder indicates the destinations that can be used in, e.g. profiles or portal definitions. The Destinations are split into:

• Storage managers – that can store multiple storage destinations
• Storages – stand-alone storages

Storage is always referred to as destinations regardless of whether it related to import or export of assets.

The following fields are defined in a destination:

Storage manager

The storage manager provides the Digizuite™ with a possibility to use multiple storage areas and thus keeping track of assets in all areas simultaneously.

There are few different destinations available for each stand-alone storage:

• UNC – refers to a storage placed in your network
• FTP – refers to an FTP server that might be placed either in your own network or somewhere else
• YouTube – sets the destinations of the video to be the company's YouTube channel
• AmazonS3 – refers to a web-service where you can store and retrieve data
• Microsoft Azure – refers to Microsoft Azure's file storage service

Digizuite™ DAM Center offers support for multiple storage destinations. The diagram above explain the structure of the destination. This is structured into two:

• Import – all the assets ingested in the DAM Center are stored into a Storage Manager destination

Export – represents all the other destination where an asset can be exported and stored.

The storage manager can help ensure that the Digizuite™ never runs out of disk storage by having more than one physical storage area / one main destination, e.g. several virtual or physical servers across a large organization or digital environment.

Should one area run out of space, a Digizuite™ administrator can simply alter the designated storage or add additional storages as needed.In setups with large amounts of data, this provides for a safer and better organized storage setup while also minimizing load per storage-area thus providing a faster and better environment.

Media formats

The individual formats that can be used in the qualities are defined in this folder. The formats are defined from the system-specified base formats or format types. Base formats are not covered in this manual.

The field possibilities are determined by the asset type reference of the base format.

The following fields are standard for all types:

The following fields are especially for images:

Cropping is carried out within any dimension changes.

The following fields are specific to video and audio:

Values can be overruled by the encoder profile.

Note: Transcodings are often carried out from an encoder profile which defines the quality. It is still important to complete all of the above fields correctly even if it is only a copy of the profile's data. The fields also appear in the manifests and can therefore prove to be extremely useful for identification and further processing of exported assets.

Transcode settings

Transcode settings that link formats with a DigiBatch program chain (Progid) and possibly a destination are administered in this folder.

The following fields apply:

Config Manager

Configuration of the DAM Center and the other additional products is fundamental in order to use any of the products. Therefore the Config Manager was thought to help at easily configuring all the licensed Digizuite products:

• Digizuite DAM Center
• Digizuite Media Portal
• Digizuite WebTV
• Digizuite Video Portal
• Digizuite Office Connector

Each product has beneath its menu tree a configuration version.

ConfigManager functionalities

Labels

Gives you the possibility of adding new labels to the selected product, edit old labels, and also organize them into folders and subfolders.

Note: in order to save the changes you have to press the Save button.

Porduct URLs

This tab is empty as default, but new fields can be added to it in the Metadata section. For example, you just installed a new Media Manager, and you want the URL to be saved in the DAM Center. First, you add a new URL metafield (the name could be "Media Manager") to the Product Urls metagroup in the metadata section. Then you go to the ConfigManager, and enter the URL in the field and save it. You can now always find the URL to the Media Manager from the DAM Center.

Note: in order to save the changes you have to press the Save button.

Config Parameters

The fields displayed here varies depending on the current product being configured. In the DAM Center, the following options are present:

• Updating the title of the DAM Center
• Change the product's default language
• Set-up how many assets per page
• …and so on

All the configuration parameters represent basic configuration that can be done to the installed products to suit your needs.

Note: in order to save the changes you have to press the Save button.

Profiles & Destinations

Add as many folders as you need and inside them define a profile with a corresponding destination. The drop down menu will show the available configurations that can be assigned.

Note: in order to save the changes you have to press the Save button.

Searches

Add new search criterias by defining a customized search XML.

Note: in order to save the changes you have to press the Save button.

Create new version

At any time when a new configuration has been added, edited or deleted, a new version can be created. In addition to this, you can switch from the old version to the new one and vice-versa.

Menu

The Menu comes with 3 functionalities:

• Compare – compare different versions and get an overview of the changes done
• Version information – gives an overview of the current version

Language

Different language selection is possible if the DAM Center was installed to support multiple languages. You can choose between:

• Danish
• English
• German
• Swedish

Templates

The format for a template is XML. The templates attempt to connect an asset type together with a destination and a profile. This opens the possibility for automatic exports, which is just the concept for distributing layouts. The XML looks for a template that is relevant for the folder you are in. This continues the search through the folder structure and stops at the first relevant master template that allows automatic export. If it doesn't find a master template, it takes the template it finds, which is located as close to the root directory as possible.

The templates also define which metadata is visible in the Channel folder metadata editor.

A template can be linked to any object in the channel, both folders and assets. This way, a truly complex structure is achieved, as objects without template references automatically inherit the settings. Templates can be edited directly in XML format, or controlled using the functions that apply for the individual metadata language definitions. For example, the following templates are displayed:

Channel template

The below XML displays which language values will be displayed in the channel when you mark an asset:

<?xml version="1.0" encoding="ISO-8859-1"?><template id="E4360F82-E697-4057-9BB4-388EC5707F71" profileid="19" destinationid="6">
<name><![CDATA[Image]]></name>
<description><![CDATA[]]></description>
<data><standard><![CDATA[Title,Description]]></standard>
<metadata asset_metafield_groupid="34" is_subgroup="0">
<asset_metafield_label id="176" />
<asset_metafield_label id="200" />
<asset_metafield_label id="169" />
<asset_metafield_label id="168" />
</metadata>
</data></template>

The definition is also used for exporting the manifest from the layout. In other words, only metadata is specified in the template that appears in the manifest. The manifest provides the basis for content and intentions with the export. The example here defines the export using the profile id=19, to the destination with id=6 and designates the ID for the general metagroup, as well as which field id's are affected.

Licenses

The installed licenses are administered in this folder. When you receive a new or updated license, this only needs to be entered in the correct license type. License type, license conditions, etc. are coded in the actual key.

Format types

The area for format types classifies the different types of media by things like mime type and extension. This is for the advanced user only and does generally not need to be changed.

Status

The status section of system tools lists all the active status plugins in the DAM Center. A status plugin monitors a specific part of the DAM Center. Examples of features monitored by status plugins for the DAM Center:

• Status JobSystem: Looks for failed jobs in the DAM Center.
• Status License: Checks if any limited license has reached a given threshold.
• Status LogFileException: Looks for exceptions in the logs.

Generally you will not need to modify these, as they come with a standard configuration that should work for most cases. The Status Detail page on /statusdetail.aspx uses the status plugins to determine the data.

Workflow / Wizard

This section displays a list of installed workflow plugins (see section 9.2 for a description of each of the plugins). By selecting them in the list you can modify and delete existing configured instances, or you can add new ones. Setting up these plugins is only recommended for the advanced user; however the Wizard function makes creating the most typical workflows a lot easier.

Note: In order to have the Workflow functionality access or alter metadata, it is required that the "System" user has the required access to the specific metadata field. For example if you want to upload asset to a menu item in Digizuite™ Video Portal or Digizuite™ Media Manager, it is required that the System user has read and write access to the underlying Tree metadata field structure.

The Wizard allows you to set up two of the most commonly used workflows, an Approval workflow and an Upload workflow:

Approval workflow

This workflow activates when a chosen bit field has its value set to 1 (when a user sets a checkmark in the chosen checkbox). The activated workflow can be one of the three following actions: Publish the asset for every channel it belongs to; move the asset to a chosen catalog folder; or move the asset to a chosen channel folder. Note that unchecking the bit field does not revert the action.

Upload workflow

The upload workflow periodically (determined by the Survey Period, defaults to 60 seconds) looks for files on a specific UNC-path, optionally filtered by file type (defaults to *.*). When a file is found, it is uploaded to the DAM Center and applies the metafieldgroup defined in the field Metafieldgroup for new assets (defaults to All asset types). If a metadata text field is selected in the UNC Path Metafield field, this field will contain the UNC path of the uploaded asset. An Approval workflow can be configured for when the asset is uploaded.

Search stop words

In this section you can add and remove search stop words. A search stop word is text that will be excluded by the search engine. This will typically be words that are used often when searching, but are irrelevant for the search engine. Note that you can see the numbers 0-9 and the entire alphabet in the list. One may think that this will exclude all text you can possibly write, but this is not the case. These numbers and letters will only be excluded if they appear as a "word", meaning they are separated from other text with a space.

Digizuite configuration

Here you will find a very comprehensive list of configuration parameters used internally by the DAM Center. These all come pre-configured and there is rarely a need to edit these

<template id="E4360F82-E697-4057-9BB4-388EC5707F71" profileid="19" destinationid="6">
<name><![CDATA[Image]]></name>
<description><![CDATA[]]></description>
<data><standard><![CDATA[Title,Description]]></standard>
<metadata asset_metafield_groupid="34" is_subgroup="0">
<asset_metafield_label id="176" />
<asset_metafield_label id="200" />
<asset_metafield_label id="169" />
<asset_metafield_label id="168" />
</metadata>
</data>
</template>