Asset Bank: Key Features an Admin should know

Key Admin Features
• Communicating with users
• Helping users find things
• Download options revisited
• Housekeeping

Logging into an Asset Bank (note, you can
have various background images in
rotation here, your own URL, HTTPS, etc).

This is a typical Asset Bank with our
default skin. This can be changed to
match your own branding.

I’ve created both “Getting Started” and
“Brand Guidelines” menu items via the
admin area:
Admin > Content > Menu Items
These are content managed pages.

This has allowed me to create a guide for
new users to the system that is tailored
for my particular Asset Bank.

As well as content managed pages, you
can create links to other areas of Asset
Bank (assuming users have permissions
to see those areas) and links to external
sites that can open in a new
tab/window.

I embedded images that I had
previously uploaded via the Asset Bank
embed feature. Allowing me to get
HTML that I could paste into this
content managed page.

I created a Brand Guidelines summary in
much the same way. I wanted to quickly
get across key brand info such as RGB
values, etc. But also have a link to the
full brand guidelines asset. You can see
the links to this at the top and bottom of
the (next) page.

I click on the Brand
Guidelines link to get
through to the asset
page.

I can now download the full guidelines.

I’ll now add a link to an
external site, in this case our
YouTube channel.

If linking to external
sites then we usually
tick this box.

You can drag and drop re-
order the new menu item.

You can also decide who can
see the new menu item.

And the site
opens in a new
window.

promote collections onto
the homepage

Infographics
Admins can save a search
and promote it so that it
appears on the homepage.

If you save it as a Featured
Search then a panel with
the first selection of
matching results will appear.

We can now see the new panel
appear in the central column. Users
will see this if they have permission
to see those assets, otherwise the
panel will be hidden from them.

You can now also drag and drop re-
order your Featured Searches.

Featured Searches are a great way
for admins to quickly promote
collections. They can even start from
the advanced search page, e.g. in
order to select/promote the contents
of a specific category only.

This is on by default and takes care
of stems of words (so “swim”
would equate to “swimming” and
vice versa – as shown here) and
also deals with plurals.

Auto-complete starts to suggest matches
based on actual metadata already held in
the system. This helps users find things
more easily. It can also be activated for
specific attributes – e.g. the keyword
picker. This way a user can just type into
that field to see possible keywords – in
this occasion it only shows matches held
against that specific attribute.

Tick this when creating a new
dropdown, checklist or keyword field
(even a text keyword field with a
delimiter). Now values shown on the
asset page will be hot links instead of
just static text.

So for the Country drop down below I
can see the value and also click on it to
see all other matching assets.
This helps present an interconnected
web of content to the user.

If you use a keyword picker then you can configure
this handy browse tab.
The setting for this is:
keyword-browse-page-id=
The id value can be found by clicking edit on the
[edit keywords] link next to the attribute in the
admin area. The number you need to use is the
“TypeId” in the URL of that page.

Now users can browse by keywords,
another layer of discoverability.

You can now also choose certain attributes to
appear on the homepage, helping raise awareness
of a particular search option. E.g. if you have a
Product ID attribute, then promoting this to the
homepage may help users realise that they can
search on it.

I’ve browsed to:
Admin > Attributes > Display attributes > Searching > Home page
Here I have chosen Product ID to be promoted.

Now it is obvious that the user can search on this. (The general
keyword search will also match against the Product ID attribute, the
difference here is ‘affordance’. Making it clear that a user can
interact in such a way.)

When you browse into a category, or review a set of search results,
you can search from there. In addition to this, you can now also
configure a mini advanced search panel to appear to help the user
get even more specific with their result set.

For this Asset Bank I’ve
configured Title,
Description, Country and
Date Added to appear in
this additional search
filter dropdown.

link to appropriate
media types

Please check that the
download options you
have created are linked
to the right media types,
this ensures only relevant
options appear for the
user during download.

As well as having
descriptive names, it is also
worth adding re-size pixel
dimensions in brackets
(where applicable). This
gives the more technical
users an extra level of
information.

Is it time for you to check
that you have all the pre-
sets your users need?
Have these changed over
time? What about CMS
or Social Media sizes?

Here I have created a 800 x
300 crop to fit option for a
commonly used web banner
(for our website CMS). This can
now be used by the web team
as they often need images of
this exact size.

It shows me the image and
asks me to crop the area I
need.

When I create the crop area Asset
Bank constrains it to the right
dimensions, in this case a rectangle
with 8:3 proportions.

I complete the crop selection.

300
800
The result is exactly what I need.

duplicate detection
(perceptual hashing)

153.jpg 0.5 MB Mike.tif 1.5 MB
Perceptual hashing allows images that look the same (but which may have
different filenames, sizes and file formats) to be compared and for a
duplicate to be detected, as shown here.

Configuration setting to set this up are shown here:
duplicate-file-check-on-upload=true
duplicate-asset-check-type=perceptual
duplicate-asset-similarity-tolerance=5
Tolerance can be increased as per the instructions in the settings
file.
If you already have assets in the system then a perceptual hash
has to be constructed for these. You would do this via:
Admin > System > Developer > Regenerate all asset perceptual…

So here I’m uploading the duplicate.

It has been detected and I have the
option to continue or cancel. This also
works during bulk upload, flagging all
potential duplicates for the uploader
to deal with.

As you may know, an expiry date
when reached will auto-hide assets
form all users except admin.

In addition, you can create email rules to work with expiry dates.
In this example an email will be sent out 10 days before the
expiry date is reached.
You would set this up via:
Admin > Attributes > Date Attribute [edit rules]

I’ve set this up so that all users who
have previously downloaded the
asset receive the notification, as well
as the admin users.

Now, as an admin yourself, you may only want
to see active assets by default. You can set up a
filter for this via:
Admin > Attributes > Filters (tab)

Then just switch it to ‘Expired’ to search and
browse through expired assets in the system.

Finally, you can hide these filter options from
normal users via:
Admin > Groups > [filter exclusions]

Admin > Reports > Search Reports
Here you can see what users have been searching on. Failed searches should
be especially of interest. This helps you find out if people are searching for
materials not yet uploaded – prompting you to add these.
Alternatively you may see users search on terms you have not thought to use
as keywords – promoting you to add these as synonyms to existing key words
in a picker attribute, or bulk updating a set of assets and appending a
keyword.

Here you can find really large assets (that you
may want to cull, or really small assets that are
possibly of low resolution).

Admin > Reports > Asset Reports also has a
duplicate detection report to help you clear out
duplicates.

You can now search on items by popularity over
a specified date range. Here I’ll see which items
are least popular.

The results show you the files, states the date
uploaded, number of downloads - and allows
you to delete them if required.

If configured, you can now delegate some
admin functions to different user groups.
The setting to enable this in the first
instance is:
use-group-roles=true
Once activated you will be able to set this
via:
Admin > Groups [permissions]

Users with such permissions granted
will be able to login in and see a few
admin menu items.

www.assetbank.co.uk
+44 (0) 1273 923 150

Asset Bank: Key Features an Admin should know

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Asset Bank: Key Features an Admin should know