MM5.6 Collaboration

Owned by Mathias Mattson (MHM)
Mar 23, 2022

Sharing

The user can share an asset by clicking the three dots on an asset card to access more options, and then selecting "Share". A pop-up window with sharing options will appear.

Once the user clicks on an asset, sharing is one of the options in the actions menu under the asset. 

If the user intends to share more assets at a time, they need to multiselect the relevant assets and then choose the option "Share" instead. 

Currently the user can share asset(s) with one of the following methods:

  • URL - the user is presented with URL that can be copied;
  • Zip - the user selects recipient and types the message, which will then be sent to recipient's e-mail address together with the asset;
  • Social - the asset(s) will be shared on social media as a collection;
  • Collection - a new collection will be created and sent to the selected recipient together with a message;
  • To collection - the asset(s) will be added to an already existing collection.

Sharing a video asset

When the user shares a video asset through a link, there exists a possibility to play the video from a selected moment on the progress bar. In order to do this, the user needs to first navigate to the selected moment on the progress bar, select "Share" → "URL", and then check the timestamp under the link. Once the recipient clicks on the URL, the shared video will start playing from the selected moment.

Work In Progress stages

Work In Progress is a function that facilitates the tracking of asset life cycle. Asset status can be changed by clicking the grey dot in the lower right corner of an asset card (in the main window) or in the line of actions menu (in the asset preview).

The user can then change the status, assign it to user (including oneself) and write a comment about the change. After saving the change, the assigned user will see the asset under "My tasks" in the left-side menu panel. "My tasks" are individual, i.e. the user can only see the assets assigned to them.

As a part of standard configuration there are three default tasks: "Creative", "Approved" and "Expired". Names, colors and number of tasks can be configured, though, in the DAM Center. More information can be found here.

The user can either view all the tasks with an assignee (a special role is required) or the tasks assigned to oneself. They are available as "All tasks" and "My tasks" under Asset Status in the left-side panel.

Commenting

The user can comment individual assets, if the appropriate role is assigned. The user can access the commenting functionality in the asset view mode, in the panel on the right, next to "Related". 

It is also possible to access the commenting section of a specific asset by clicking the three dots on the asset card and then selecting Comments.

The user can do the following:

  • write and publish comments,
  • tag another user (this user will then see a new notification when logging in to the system),
  • edit one's own comments,
  • remove one's own comments.

Image annotation

The user can make a new annotation by clicking the "Set annotation" symbol in the commenting box at the bottom of the "Comments" panel:

The annotation marker will attach itself to the mouse cursor, until it is placed on the image. The user can then write a comment attached to the new annotation. Hovering mouse cursor over the annotation will highlight the corresponding comment. If another user is tagged on the comment, they will receive a notification, which works in the same way as in the case of ordinary comments.

The user can remove the annotation by removing the comment attached to it.

Video annotation

The user can attach a timestamp when creating a new comment to a video asset. In order to do this the user needs to find the right point in the video and then click the "Set timestamp" symbol in the commenting box at the bottom of the "Comments" panel:

Subsequently, clicking the timestamp in any comment will take the user straight to the indicated point in the video.

Notifications

The notifications button is located on the right side of the application's top bar. If the users have unread notifications, their number will be indicated in a red circle on top of the button.

Notifications appear primarily as means to make the collaboration between users easier, but they are not limited to it. Notifications appear in the following use cases:

  1. A user receives a notification when tagged in a comment by another user.
  2. A user receives a notification when another user replies to their comment.
  3. A user receives a notification when the upload of own files is finished.
  4. A user receives a notification when assigned to a new task by another user.

No emails are being send with any of these notifications. The idea is to avoid large number of emails which would be the case for collaborating with comments.