User(s) are able to Import photos, videos, documents and other assets onto Asset manager, who will then be notified via notification/email.



How to import assets:


1. From the left hand menu options, click on Digital Assets > Import and Approve. Here the user will be able to view

  • Users who have imported assets and can filter this by selecting an individual user
  • Filter the imported assets by tag and can select a tag category to filter by
  • Date the asset was imported
  • Tabs to track the user(s) assets
    • Requires Release
    • Awaiting Approval
    • Live
    • Expired/Not Available
    • Removed

Refer to the additional section below for more information


2. To import an asset click on the Import button. This will take you to your import screen which includes;

  • Text-boxes for title and description of the asset: 
  • Upload prompts:
    • Add Files this is to upload the file(s) that you would like to import on the system.
    • Start Upload when the file has been added you can then upload the file
    • Cancel Upload this will cancel the upload while it is being uploaded onto the system
    • Delete this will delete the file e.g. if you have uploaded the wrong file.
  • Y/N questions:
    • If you select Yes to Are photo consent forms required for this image you will be required to provide a relevant release or consent form
  • Drop-down options:
    • Created On when the asset was created
    • Available From when is this asset available
    • Expiry Date when does the asset expire
  • Mandatory tags:
    •  User's can create categories for tabs which can then be set as mandatory. Mandatory tags will differ from site to site depending on what has been set up. 
  • Optional tags:
    • You can select a tag(s) that can be linked to the asset(s) that are being uploaded


3. Start by giving your assets a title. To support this enter a description of the asset(s) that are being uploaded.


4. Next, click on the Add files button to select the assets you would like to upload. You can upload a single or                       multiple assets at one time. There is no file size limit to your upload.  Then select Start Upload and wait for all files to finish uploading.


5. Respond to any Yes/No questions (If your import requires a model release or consent form please refer to the additional section below).


6. Select an expiry date, if required.  
 

7. Next, select your relevant tags from the available mandatory and optional categories. Mandatory categories will appear listed on the import page. Optional categories can be selected from the drop-down menu.  


N.B. Tick boxes indicate you can select multiple tags. Radio buttons require a single selection.


8. Then, click the Import Assets button. Once the asset page has been uploaded you will be taken back to the Import & Approve main page.


N.B. Your import may take a few moments to be processed. Refresh the page and your import will appear. 


 

Import Assets - Tracking your uploaded assets

Importers can track their uploaded assets using four tabs.

  • The Awaiting Approval tab lists those imports waiting to be approved by an Asset Manager. 
  • The Live tab lists those assets that have been approved and are now live to view on your Asset Library. 
  • You can also view Expired/ Not Available assets as well as those that have been Removed using the relevant tabs.

 

Import Assets - model release / consent forms 

If you have specified the assets you have imported require a relevant model release or consent form, a dynamic Requires Release tab will appear on your import homepage.


Uploading an asset that requires a release will navigate you to this tab automatically.

 1. Click on the View button (on the right next to the uploaded asset). 

  • This takes you to a screen with three tabs. The first shows the full details of metadata behind the uploaded asset, the second provides a view of the full history of activity and the third is where model consent forms can be uploaded.

NB: Asset Managers will have a fourth option, 'Access Permissions', in which they can change who has access to the asset.


2. Click on the third tab, then click the Upload New File button. 

        

3. Select the model consent form. 

 

4. Fill in the Filename and Model/Property Name, then click Save. 


Once the model consent form is uploaded, the asset will move into the awaiting approval tab.

 

Import Assets - Create new tag function for Asset Managers 

If the tag you want does not appear in the list, select Create new Tag. Enter the tag name and click Save new Tag. All tags and categories can be managed in Digital Assets > Asset Settings.