Getting Started Guide

This guide covers the basic configuration elements of Asset Bank, helping you get the most out of your free trial.

Please note though that there is a huge amount of features and configuration options not covered here. As a result it is best to use this in conjunction with a short Asset Bank training session to ensure your initial requirements are taken into consideration.

If you are new to Digital Asset Management, then please have a look at our glossary of terms first.

Step 1: Setting up attributes

Log in and go to: Admin > Attributes

Here you will see a default set of attributes that we have set up. These all tend to be useful for standard Digital Asset Management purposes, but you may want to add one or two more if there is a key piece of information that you believe would be useful when searching for an asset.

For example, say a University wanted to tag all of their images with the campus they relate to (let's call them Middle, East and West), then they could add a new ‘Checklist’ attribute to achieve this.

To do this go to: Admin > Attributes
And click on the ‘Add new attribute »’ link at the bottom of the page.

Fig 1. Admin users can create new attributes in Asset Bank

Change the type to ‘checklist’ (as there is only a finite amount of values, this is the best attribute type to choose on this occasion). Label it ‘Campus’, and optionally choose for it to be mandatory. Once created, you can now view this attribute on the attributes page. Now click on [edit values] next to it. This is where you can add the values (e.g. Middle, East and West in this example). You now have a new attribute.

Read more about attributes

Step 2: Embedded data mappings

If you already have data embedded inside the images you are about to upload (e.g. if a Photographer has added keywords in Adobe Lightroom or the like), then you can extract this at point of upload and map this data into an Asset Bank attribute. (Note, you can always overwrite or correct any of this data during upload if necessary.)

You can access this functionality here: Admin > Attributes > Embedded Data Mappings

You will see some existing ones. This is how we extract the date taken and orientation information directly from the image that is uploaded.

You can optionally embed at point of download. E.g. embedding information added to Asset Bank into an embedded data field such as IPTC Description.

Read more about embedded data mappings

Step 3: Deciding what to show on asset panels

Asset panels are the things you see when browsing, looking at search results or looking at assets in the lightbox (i.e. before stepping into an asset page itself). See image below.

Fig 2. Asset panels that are visible when viewing search results or browsing

As an admin you can determine which attributes to show here. So it’s worth having a think about which of your attributes would be useful for your users. In the example above I’ve decided to show Copyright, unique ID, filename and Description. Note, the value will only be displayed if it exists for a particular asset, hence only one of the above has ‘Copyright’ details.

The key is to choose information that will be of value to your users, saving them having to click in and out of each asset.

Read more about display attributes

Step 4: Create a folder structure

Visit the following location: Admin > Folders

Here you can:

  • Add folders
  • Re-order folders
  • Add in sub-folders by first clicking on [open]
  • Add images to represent folders (240 x 180 pixels in size), typically only used on top level folders
  • Optionally add in text to introduce a folder (this will appear the top of the folder in question when someone browses into it)

Read more about categories

Step 5: Upload some assets

You can upload one or many assets at one. If uploading a few, then step one allows you to set metadata that is common to all of the assets you are uploading (e.g. folder, a few keywords, etc.). Step 2 of Bulk Upload then allows you to step through each of these assets individually, adding in any unique metadata (such as title) to complete the upload process.

Read more about uploading

Step 6: Managing the homepage and login backgrounds

The homepage is obviously a very important area as it allows you to present your assets in the most helpful way for your users.

Homepage configuration options include:

Edit mode – changing the welcome text and other items

To make changes to any of the text you see in Asset Bank, log in as an admin user and turn on edit mode.

Go to: Admin > Content and click the 'Turn on edit mode' button

Now browse back to the homepage and update the welcome text, changing 'Welcome to Asset Bank' to something you’d prefer. You can go crazy with this and change the naming convention for any piece of text that is visible to normal users, e.g. changing 'Promoted Items' to 'Editors Picks' or the like. Have fun with this, and when you are finished don't forget to turn edit mode off.

Featured image

This is the main image at the top of the page. Edit an asset and tick ‘Featured Image’ for it to appear here. Choose as many as you like and Asset Bank will swap between the set you have chosen. You can also choose videos to be Featured.

You can manage this set via: Admin > Content > Manage featured images [edit]

Recently added

This strip is automatically updated when you add new assets. An interesting point to note is that, as with all other assets visible on the homepage, users will only see those that they have permission to see.

Promoted items

This is an optional set of images that appear under the recently added strip. This is a good way to promote popular assets or to just highlight something new. Admin users can decide which assets to show by editing them and ticking 'Promoted Item'. You can have as many as you’d like. Users can click through from the homepage to see them all.

Promoted collections

As an admin you can also easily promote a collection of assets onto the homepage. To do this just run a search to define the assets you want to promote (either using simple search or advanced seach - e.g. to specify a particular sub-category), then click on 'Save this search'. You can now name it (e.g. "Promoted Collection - new logos") and select the relevant option - in this case a choose type 'Featured' for the results to show up on a strip on the homepage for all users to see (assumign tey have permission).

Homepage elements

Fig 3. Recently Added and Promoted Collections

News and announcements

This is a good way to communicate with your user base.

You can add news items via: Admin > Content > News (tab)

Login Screen Backgrounds

You can set backgrounds for the login screen via:

Admin > Content > Featured > "Manage login/registration backgrounds »"

Here you can pick a few images to act as login screen backgrounds (note, please ensure they have been optimised for web first - e.g. via PhotoShop). You can also decide where the login box appears on each image in order to avoid covering up the best bits.

Read more about the homepage

Step 7: Tailor the emails sent by Asset Bank

To add your logo to the emails sent out by Asset Bank, please read the instructions found in the product on this page:

Admin > Content > Email templates [edit] > "Set the logo image to include in emails"

Note, form here you can also make changes to the copy in the emails themselves, for example updating the subject line or signature.

Step 8: Setting up download options

This is one of the most powerful aspects of Asset Bank. Here you are able to set up download pre-sets that may be of genuine use to your user base. For example, say that very often you need to download images to be used on your company website that have to be resized to fit 500 pixels by 500 pixels, RGB colour-space and in JPG format. If this is the case then Asset Bank allows admin users to set this up as a pre-set.

If you go to: Admin > Download Options

You will see the default set. Please feel free to delete, edit or add new ones. Once created, click on [edit sizes] to set up the re-size dimensions. If you only set one option, then this will be used by default. If you set more than one size per download option, then the user will be presented with these to choose from.

TIP: Try and make your pre-set names as useful as possible. E.g. if you want to have a medium sized version of the asset for electronic use (e.g. for a PowerPoint presentation), then why not call it: PowerPoint (800 x 800)

This way users who understand pixels will have a quick idea as to the dimensions of the resultant image. (They can also click ‘preview’ of course, but this is less immediate.)

More information on download options can be found in this blog article.

Read more about the downloading

Step 9: Setup some user groups

Before we start, there are two special user groups that always exist in Asset Bank. These are:

  • *Logged in users - every registered user is a member of this group. You can use this group to manage base permissions for all logged in users.
  • *Public - this group is only used if you want to open up your Asset Bank to users without forcing them to log in first. We use this group to make our own Asset Bank demo site visible for example.

To get started, you could just upload some assets, set permissions for the '*Logged in users' group, and then add some users.

You may also want to create other groups (e.g. one for people who you want to upload assets).

Read more about user groups

Step 10: Create some users

There are a couple of ways to do this. The easiest is to email your test user group with a link to your Asset Bank registration page. They then complete all the required registration fields and you just have to approve or reject them. If approved, Asset Bank will send them an email with details of how to log in.

To do this, first log out of Asset Bank and click on the 'register' link on the login page. Now that you are here, you can copy the URL and send this to your test user group saying 'Please register for the Asset Bank trial here: <insert link>'.

IMPORTANT: for you to receive a notification that someone has registered, you must be an admin user and your user profile must have both your email address present and 'Receives Alerts' must be ticked. You can visit your profile page via the link at the top right of Asset Bank when you are logged in.

Note, you can manage what fields appear on the registration page via: Admin > Users > User Fields (tab)

The other way to create users is to just add them manually yourself. You can do this via: Admin > Users > 'Add a new user>>'

Here you would fill in all the fields and decide what groups they are in. You must ensure you tick 'Send notification to user?' so that they receive an email of course.

Congratulations!

You now have now completed the basic Asset Bank set up. You just need to upload some images, add some metadata and then let your users have a play. This has only scratched the surface with regards to what can be configured, so please be aware of this when trialing the product. If you have any questions or would like help with some deeper configuration, then please email your sales contact. They will be pleased to help.

Read more about user management