Digital Asset Management (DAM) is the flagship application of the Widen Media Collective. DAM is the engine for the acquisition, storage, retrevial and distribution of rich media including: images, logos, audio, video, presentations and marketing collateral.
Finding Assets
Each Digital Asset Management site can be configured with different search functionalities. Only assets the user has permission to view will be returned in the Search Results.
Figure 1: Quick Search Example
Quick Search
Every site has Quick Search, which searches across the filename and metadata on all assets. This search can be restricted so individual Roles can search on specified metadata fields (See Figure 1).
Category Search
A Category Tree can be defined by Administrators and assets assigned into categories. Users can navigate through the Category Tree and select the category of assets to browse. A visual representation of a category can be displayed by using the Spotlight Categories. A category can have any asset preview assigned to it so users can quickly see it when they access the Digital Asset Management application.
Figure 2: Field Search Page
Field Search
The Field Search allows users to refine their search results. All the metadata fields can be searched on along with common dates, such as Date Added and Date Updated. For example, users can search for all assets with a specific keyword, and a specific size that was added to the site within the last month (See Figure 2). These searches can be saved to easily run again at a later date.
Multiple Asset Search
A list of search criteria can be entered in the Multiple Asset Search and then searched across all the asset filenames or a specific metadata field. This allows a user to search for more than one filename or metadata entry at a time.
What’s New
What’s New returns assets that have been recently added or updated to the site. The number of days is set by Administration.
All Assets
The All Asset search displays all assets the user has permission to view.
Figure 3: Example of Search Results
Search Results
Each user has the option to choose the display of their Search Results. A variety of layouts are available that contain different sizes of thumbnail previews and metadata (See Figure 3). The number of results displayed per page and how the assets are sorted are also set per user preference.
Supported File Formats
Most digital files can be stored in Widen’s Digital Asset Management application. Convertible file formats can have previews generated for viewing on the site and be converted at output. Non-convertible file formats can be stored but will only be delivered as the original file format.
Convertible File Formats:
- EPS
- TIFF
- JPEG
- PSD
- PNG
- DNG
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- WAV Audio
- MP3 Audio
- MPEG4 Audio
- Windows Media Audio
- AIFF Audio
- MPEG Video
- Quicktime MOV Video
- AVI Video
- Windows Media Video
- MPEG4 Video
Non-convertible File Formats:
- ZIP
- SIT
- InDesign
- Quark
- TXT
Asset Uploads
Assets can be uploaded to the site by any user with the appropriate permissions. Administrators can setup Asset Upload Profiles that pre-define the asset security and metadata fields. Roles with permission to use the Asset Upload Profile only have to select the profile they need and use a drag and drop functionality to add assets into the site. Single assets or folders of assets can be added to the site.
Previews
Previews are automatically created for convertible file formats. The site has several thumbnail sizes of each asset that can be seen on different pages For static previews, there is also a zoom tool allowing users to zoom in on images for further detail. Audio files have previews for users to listen to the audio before ordering it. Full previews are also available for video files.
Metadata
Metadata fields are customized for each client site. The metadata fields can also be customized for different types of files, such as different fields for image files and video files.
Figure 4: Asset Details Page
Each metadata field can be a text field, text area, dropdown list, date field, checkbox list, or a multiple select palette.
Metadata fields are filled out by Administrators on the site either individually or through batch editing. General users can see metadata fields that they have permission to view on the Search Results or Asset Details page (See Figure 4).
Metadata fields can be populated by Adobe XMP. XMP data that is set on files can be imported into the metadata fields in Digital Asset Management. Also, the metadata field data in Digital Asset Management can be stored as XMP data in files that are ordered from the site.
Security Structure
All users are assigned into one or more Roles, which define specific permissions for each area of the application. Assets are assigned into Asset Groups. User roles can also restrict type of file formats or delivery methods on orders and require administrator approval.
Asset History
All actions taken to an asset are tracked and viewable by an Administrator of the site. The Asset Details page contains an area for Asset History. This details all the actions that took place on the asset, who made the change, old and new values, and the date. Some examples are Asset Upload, Asset Rename, and Metadata changes.
Receiving Assets
Assets can be downloaded or ordered directly from the site. Each site has its own set of conversion formats, and depending on the users permission level, they can choose which Conversion Format they need. Image files can be converted into specific file size, dpi, color space, and file format. Video files can be converted into specific bitrate, frame rate, pixel width and height. The Conversion Formats available on a site are determined when the site is setup, but additional Conversion Formats can be added at anytime.
Instant Order
On the Search Results or Asset Detail page, users can have the option to Instant Order an Asset. The Conversion Formats for the Instant Order are usually limited to the most common output formats. Once the user selects the conversion format, the asset will be converted into that format and available for the user to download it after a few seconds.
Instant Download
Instant Download is also available from the Search Results or Asset Detail page. Commonly needed output formats are selected at site setup time and all assets are pre-converted into these formats and stored. When a user selects to Instant Download an asset, they can immediately download the pre-converted asset without waiting for the conversion.
Checkout
Figure 5: Asset Order Checkout Process
The Checkout process allows users to easily order many assets at one time in multiple conversions formats to themselves or to other people (See Figure 5). One does not have to be a user of the site to receive orders. Users can collect assets into a cart throughout their use of the site. After all the assets are added to the cart, the user proceeds through the Checkout process.
If necessary, the Checkout process can have an End User License Agreement (EULA) presented to the user before the checkout or pickup the order. The user must agree to the EULA before proceeding with the checkout or downloading the assets.
The user can then select the recipient of the order, the Delivery Method and Conversion formats. Orders can be sent by Internet or Carrier Delivery Methods (UPS or FedEx). For Internet Delivery Methods, recipients will receive an email with a link to the Order Pickup page. From this page, the recipients can then download each asset. If the recipient does not have a high speed internet connection, a CD or DVD with the assets on them can be mailed to them by using a Carrier Delivery Method. All the available Conversion Formats are displayed during the Checkout Process. The user can select one or multiple formats to send to their recipient.
Integration with Other Sites
Web Services
Widen offers a Web Service API to search assets, update asset metadata and categories, and upload assets into Digital Asset Management. Contact Widen for further specifics and the most up-to-date documentation.
Nightly Synchronizations
Widen uses file transfers with specific clients to update internal systems or other web applications. Assets and metadata files are transferred to and from Widen to ensure that all applications have the most current data. These are customized per client need and each client’s need will be addressed specifically.