Digital Asset Management Basics with Asset Bank

All Videos


Here we have a typical log in screen. The URL itself at the top can be changed to whatever you need it to be, as long as it can be run on HTTP or HTTPS. The background images can be changed and if I just log in now as a member of staff. OK this is one look and feel we can change the branding and colour scheme. At the top there is a logo, welcome message, the users profile to allow them to change their details change their password decide if they want to receive alerts or not, there is logout and then there is help for this page so wherever the user is in the system the user can find help online. The manual is in effect online. On the left we have a menu, the items that are visible are different depending on who the user is. As well as the default menu items we also have content managed pages that you can create as admin users. So in this case, I have created a getting started guide. To move onto advanced search users can search across specific search criteria, look at saved searches and recent searches that they have run.

Browse allows them to browse into categories and sub categories, browse by key words or browse by popularity to find the most or least popular items within the system. Brand guidelines is another content managed page that I have created. For me it was important to make it easy for users to get to the brand guidelines and also to give them a summary of the key brand information so they don't have to open the document to find this information, CMYK and RGB values etc. So that's just another example of a content managed page in use. Then we have got the Lightbox a sort of "my favourites" area for users and we can look at that a bit more later - and then "contact us" so users can easily contact the admins of the systems.

In the centre area here we have the welcome text - the welcome message is content managed so you can change that if you are an admin, in fact the copy that you see throughout the site is content managed so you can do that. We then have a search area, advanced search, browse by categories and key words, again, so users can find things that way. And then we have got promoted collections below so that it's easy for admins to promote a sub set of assets on to the home page whenever they want, and then on the right we have got featured items, promoted items and a recently added stream.

Now if we step into an asset we can see a medium sized preview, a large preview if users can click on that and if we scroll down we will see the metadata. Now the fields that we see here you can create different fields, you can group them together as I've done here, you can highlight fields, decide on the order, decide if you also want some fields to be reinforced during download - so in this case I've got the copyright fields showing again during download.

So let's go back there. Now Asset Bank has created all these small, medium and large preview images that you see when you browse around the site. You can run also here in large image mode, if you have got a larger monitor you tend to run with all of the previews in large image mode.

Ok, let's search now - when you type a few characters in Asset Bank we have auto complete, when you find what you're looking for. Here I've looked for "swim" and its matched on "swimming" as well as "swim" because it uses an algorithm to search on stems of words. If I now search on "koala" we will see also it takes care of plurals so it will also find "koala" and "koala's" in this example.

We can also see here that we can further search within search results quite easily. So here we can see that I can search on "title" and "description"' or other criteria that I configure to be available. Let's go back to the homepage and search on "Brighton". The matching asset has come back - we find the one we want and we can then choose to download it. Now Asset Bank uses download pre-sets to help them get the file in the right format quickly. These pre-sets are something that you can set up and in this case here we have got; I want it for web, I want it to be a small image. If I choose that it will proportionally re-size it down, in this case convert to RGB and JPEG and it's ready for use on the web.

If I have download permission I also have email permission so I can choose to email a single asset or as many assets from a Lightbox on to someone. If it's a small file I am sending it gives me an option to send it as an attachment or as a link. But if I am sending many items it will send as a link by default.

So let's look at another download pre-set. In this case imagine we want a web banner that has to be exactly 800 x 300 pixels in size. This time it gives us the ability to choose a crop area but it constrains the area of the crop to be the proportions of the thing that we need at the end. So in this case it will be 8 x 3 and when we are given the re-sized file it will be exactly 800 x 300 pixels in size. Now there is also advanced download and you can give this option to users if you choose. This allows them to download the original or to convert the file type themselves to something else or to choose a crop area that isn't constrained this time and there are some other options; they can resize it and choose JPEG quality etc.

So that's advanced download options that you can give to some groups of users. Now if we go back to the homepage let’s have a look at browse by key words. I can click on ‘sunset’ and it brings back all the matching assets. Let’s have a look at some promoted items -here we can see previews that have been created, not just for images but for Pdf’s, Powerpoint files and even video files. If we have a look at a video Asset Bank has by default created a 20 second preview clip so the user can identify the video before they download it.

Now, back to the homepage and let's run the Lightbox in expanded mode. When it is in expanded mode, the lightbox appears as a strip at the bottom of the page so that when you're browsing around the site, looking for new images to add you can drag and drop them into that strip and you can see images or assets that you've already added and you can see some of the meta data when you hover over them. So I'm going to remove that again from the Lightbox and now let's actually move in to the Lightbox page itself.

So, here we can see the assets in the Lightbox, we can share those assets with other users in the system, we can also publish those assets so that they can be shared externally. So if I do that I get a URL that I can email out to external third parties. And if I click on "email this" link I can send an email and a message to them; and what they receive when they click on the link is a page like this, again branded, they can see all of the separate assets, they can download all of them as a zip or choose to download just one or two of them.

The user can also have multiple Lightboxes so they can have one per project and then there's other things they can do - they can download assets, they can run other actions, for example view the asset as a contact sheet so you can see them side by side, you can print that off or save it as a PDF, you can choose how many assets appear on that contact sheet and if some attribute values should be there also. And then other things users can do include viewing the contents of the Lightbox as a slideshow and they can do that throughout the application when they are browsing search results for example.

OK then, let's close the Lightbox and that's it for this initial tour so this is a tour of some of the key features that a standard user would see and that is available to them when they would log into Asset Bank.

There are many more features but you will only see them as someone with upload permissions or as an admin user.