MM5.7 Collaboration
- Gosia Creosteanu (Unlicensed)
Sharing
The user can share an asset by clicking ‘Share’ button on the asset card or at the top area of the asset detail view. If sharing is not one of the featured buttons, the option of sharing will appear as one of the available actions in ‘More’ menu.
If the user intends to share more assets at a time, they need to multiselect the relevant assets and then choose the option ‘Share’ from the multiselect menu on the top bar instead.
A pop-up dialog with sharing options (homepage) or a side dialog (asset detail view) will now appear.
Currently the user can share asset(s) by link, email, to users/groups and by adding to an existing collection. Note that the first 4 methods involve creating a new collection.
Sharing method | Description | Visual |
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Link | A URL is generated after specifying a name for the new collection and the sharing options. |
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An invitation is sent by an email after specifying a name for the new collection, selecting recipients and sharing options. |
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Users | An invitation is sent to existing users after specifying a name for the new collection, selecting users and sharing options. |
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Groups | An invitation is sent to existing groups after specifying a name for the new collection, selecting groups and sharing options. |
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Add to collection | Asset is added to an existing collection after selecting it from the list. |
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Detailed information about sharing assets via collections can be accessed via Collections section of the User Guide.
Asset status
Asset status 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 ‘Asset status’ available under ‘Assets’ menu on the top bar.
‘My tasks’ are individual, i.e. the user can only see the assets assigned to them. ‘All tasks’ are all tasks assigned to any user (a role is required).
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.
Commenting
The user can comment on individual assets, if the correct role is assigned. The user can access the commenting functionality in the asset detail view, in the panel on the left, next to ‘Related assets’.
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 annotations
The user can make a new annotation by clicking the ‘Set annotation’ symbol in the commenting box at the bottom of the ‘Comments and annotations’ 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 annotations
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 and annotations’ 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, among others, in the following use cases:
when the user have been tagged in a comment by another user
when the user received a reply to their comment
when the upload of own assets have been finished
when the user has been assigned to a workflow task
when a collection has been shared with the 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.