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Administrator User Guide
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1. View contents Figure 3 Approving uploads Page Sof 21 Asset Bank Training Guide To help make your decision you can click on the asset thumbnail and you will be taken through to a page showing all asset information You can then review this go back to the approvals page and make your decision Another way to process items that need upload approval is via the Batch approve these assets link This then takes you through each asset yet to be approved displaying its full list of metadata and presenting you with the Approval Rejection options as you go This is the quickest way to process uploads if you need to review all of the metadata for each asset and possibly make changes Approving Downloads To check to see if there are any downloads awaiting approval click on the Downloads tab figure 4 You get email notifications for these too unless you have turned off notification emails as shown in Appendix A 5 1 below Approve Items Uploads Edits Downloads Approve items for download The following users have submitted items for download approval Date Name 05 11 2010 TestUser view Figure 4 Approving downloads If you click on the view link next to a user you are then shown a summary displaying which assets they want to download the intended usage for this asset and any message that they have added Approval status is set to pending by default To approve these assets
2. Y France Users Suspend User E The user will not be able to login until the suspension has been removed Hide User E The user will not be able to login and they will not be displayed in the user list Delete user E Warning This will delete all user details Tick the Email user checkbox below to send an email on deletion Email user E Optional Additional Message Cancel Figure 11 The latter half of the edit user page Adding a User From this page you can create a new user as opposed to a user registering and then you approving as per section 3 3 above Click on Add new user and fill in the information that the user would normally complete themselves figure 12 In addition set an expiry date if the user is temporary for example add in a password and choose the groups you wish them to be a member of Page 13of 21 Asset Bank Training Guide 3 5 3 Add User Tf you leave the password fields blank a password will be generated automatically and the new user will be notified Username Forename Surname Email Address Organisation Address 1 Address 2 Town County Postcode Country Please select X Expiry date E Leave empty for never Password Repeat password Send notification to user User in Groups E France Admin El France Users Save Cancel Figure 12 Add user page As an admin you ca
3. message x Figure 10 Manage users When you have found the user you are looking for you then have access to a few other actions edit allowing you to go back in and change user details including the group s they are in reset password allowing you to generate a new password for the user for example if they have forgotten it However in general you should encourage users who have forgotten their passwords to reset it themselves by following the Forgotten Password link on the login page message allowing you to send a message to this specific user note to send a message to entire groups use the message tab at the top of this page X allowing you to delete the user Page 12of 21 Asset Bank Training Guide 3 5 2 Deleting Users Only delete a user from the application if you are sure you do not want them to login again in the future for example if an employee leaves the company Alternatives to delete are available from the edit user link figure 11 for example Suspend User preventing them from logging in until you uncheck this box at a later date Hide user as above but also removing them from the Find Users area If in doubt choosing one of these options will allow you to quickly re enable a user at a later date saving you or them from re keying their information and ensuring other user stats are maintained e g download usage User in Groups E France Admin
4. Unit Advanced Options Groups Manage Groups Org Unit Name Group Name Actions France Admin edit access attribute attribute filter usage remove all org unit admins levels exclusions isibil exclusions exclusions users France Users edit access attribute attribute filter usage remove all levels exclusions visibility exclusions exclusions users Figure 14 Manage groups There is one important concept to be aware of with regards membership of groups That is if a person is a member of more than one group then they will inherit the most open Page I5of 21 Asset Bank Training Guide 3 6 1 permissions available in each So for example if in one group a user needs approval to upload images into a particular access level but in another that user does not then this means overall the user does not need approval for upload of assets into this access level Related to this there is a special group called Logged in users that every user with login details is a member of by default As an Org Unit Admin you will not be able to see this group as it is managed by the Super Admins of the application So to summarise if you cannot see why a user of one of your groups can see or do something that you think they should not be able to then contact your Super Admin and get them to check the permissions in the Logged in users group Access Levels This area enables you to set download uplo
5. Users can view larger size If turned on users will see the View larger size link on asset pages Editors can only edit their own files If ticked then users with upload and edit permissions will be restricted to only editing assets they themselves uploaded Attribute Exclusions Here you can decide what users of a particular group can see based upon certain attributes such as Active Status E g if you tick the Active Status gt Expired checkbox then members of this group will not see any assets in the application that have Expired set as their active status Attribute Visibility This is where you can choose to hide attributes from users if you think that seeing certain values might have a negative impact or if you just want to simplify things for them Again as mentioned previously users inherit the most open permissions from groups they are a member off This includes the Logged in users group that only super admins can amend So if changing something here has no visible affect for a member of this group and you want it to then you may need to contact your super admin Filter Exclusions A filter is something that may be set up by a super admin For example they could create a filter that sits on the homepage It could contain a list of years for example No Filter 2009 2010 Then if a user chooses one of the filter options then Asset Bank will then only display assets that have matching year
6. attributes Now if this was set up then as an Org Unit Admin you would have the ability via the filter exclusions link to effectively hide any of these options from the particular group E g you could choose to hide the 2009 option Page 19of 21 Asset Bank Training Guide 4 1 5 Usage Exclusions From here you can choose to hide various usage types download conversion options for users Generally this is not used unless there is a specific requirement for having a usage type that is valuable for one set of users but deemed unsuitable for another Page 20of 21 Asset Bank Training Guide 5 Appendix A 5 1 Turning off admin alerts If you would like to turn off notifications being emailed to you e g when someone requests approval to download assets then follow this process Log in as an Org unit admin Go to Admin gt Users And look up your own account Click edit and you should now be taken to your own Edit User page Midway down you should see a Receives alerts checkbox If you un tick this then you will no longer receive alerts Page 21of 21
7. download a the original high res file if this is not checked then they can only downloaded converted versions i e usually images that are lower res Requires approval for hi res is not ticked This can be set up if you need to for example prevent users downloading images at print quality resolutions If we now look at the access level page for the Org Unit Admin Group we will see a different picture figure 16 Edit Group Access Levels for Admin From the list below you can set the permissions that a member of this group will have to each of the access levels Download Permission Key Upload Permission Key Advanced Permission Key 1 Adv 2 Dow 3 Requ 0 None 1 View ed download ad originals approval for high res oad after approval 3 Download 4 Approve downloads Download Permission Upload Permission Advanced Permissions a 0 1 2 3 4 0 1 2 3 4 1 2 all all all all all all all all all all all none all none all none France o v Y Figure 16 Org Unit Admin Groups access levels As an Org Unit Admin download and upload permission 4 is set which means members of this group approve uploads and downloads of assets Remove All Users This enables you to quickly remove all users from a particular group 3 7 Admin gt Categories As an Org Unit Admin you will be able to see the category structure from this menu item You may also be able to manage part of t
8. just change pending to approved add in a message if relevant set an expiry date for the approval the date after which the user will no longer be able to download this particular asset without requesting approval again and finally click Submit See figure 5 Page 6of 21 Asset Bank Training Guide Approve Items Approval requests from Test User Select Approval Status Unapproved to reject the request or Approved to approve it Optionally you may add a message to the user when approving or rejecting the request Approval Status Pending X Approval type Standard download request Intended Usage MS PowerPoint Message from For use at a sales conference View this item the user Copy these values to all items Your message to the user Approval expires E eave blank for the default of 30 days on Approval Status Pending X Approval type Standard download request Intended Usage Advertisement TER Messagefrom For use in an advertisement the user Your message to the user Approval expires E eave blank for the default of 30 days on Cancel Figure 5 Approving downloads for a particular user To make it easier for an admin to give the same approval to a set of assets there is a Copy these values to all items link For example if you have 10 assets to approve and you want to approve all and set the same expiry date for each then j
9. unlimited download height height pixels Max download Leave blank for an unlimited download width width pixels Users can email assets Users can El embed assets Users can view El larger size Editors can only Ol Note that if a user is in more than one group then they can edit other users files if any group has this unchecked edit their own files Organisational France This amp the org unit admin group Unit Please note that once a group has been allocated to an organisational unit it cannot be moved to a different one Cancel Figure 17 Edit group page Name Allows you to rename your group Description Optional description to remind you of the purpose of the group for example Maximum daily downloads An option to restrict volume of downloads by members of this group Max download height width Another option allowing you to restrict downloaded image dimensions Page 18 of 21 Asset Bank Training Guide Users can email assets Determines whether or not a user can email the asset at point of download instead of just downloading to their desktop Users can embed assets If turned on then users will see an embed link on each asset page If they use this they can then generate embed code for an asset that can be used in other websites to point to a copy of this image This is generally not on by default and should only be set if you are confident that your images should be used this way
10. Asset Bank Organisational Units Administrator User Guide Author Paul Mulvee Bright Interactive Date December 2 2010 Version d3 Contents 1 2 Aim OF this document A A ES 3 What is an Asset Bank Org Unit oocconnconoccnnncnnnncnnnccnnrcnnnronnncnncnnnrrnnnrnnnncnanennarrnnnss 3 Managing an Org UAT A cca A EA AR AA 4 3 1 APPlOVE MiS ea 5 3 1 1 Approving Upload MENTES cursis casinos conto raton aede e eaa ede e eeaeee dieat Edin 5 3 1 2 Approving DownloadS oooooooocccccncccccnocccnncccnnnncnnnnnnannncnnnnnnnnnnnnnnnnnrnnnnnnnnnnnnnnnnrnnnnnnnnns 6 3 2 UPA 7 Sl SMJESU ploa d erre ARA A R 8 3 2 2 BUI PIO iia ad e ler EEA 8 AS ERED 010011110 PEAN ANAA E A AA EE A A An he 8 SARs AS IDET li E A A Na 9 rs Admin Approve AAA A 9 3 4 Admin Org Units out a 10 3 57 Admin SNUSCRS iaaa a A 11 3 5 1 Finding USFS A aaraa a a a ai inani ae 12 3 5 2 Adding A USEF e A R A A A A a A cd 13 3 5 9 ASA A Waa hs 14 20 Admin gt COS aa 15 3 6 1 Acess Leve iii a a cacao dica 16 3 0 2 REMOVE All USCIS A A A a AAA EA rd 17 3 7 RAE A 17 Managing an Org Unit Advanced OptiONS mccooccooncconnconnnonancnanccnnncnnnnonanennarennanss 18 Al E A sons a a a a ANR 18 ATA EII UN A EA ENA S T A A 18 4 1 2 AATITIDULO EXCISION S ia aA 19 Ades Attribute VISIDIMY A A A A A a 19 4 14 Filler EXCIUSIONS 0 E AA A Ad ee 19 4 1 9 Usage EXI movia ai lies ess 20 Appendix Faas aaa ek seca eases ee oes odd ia seten ues ewecauaes nan uuuesce
11. abtadeeaneusanvaanutasecauncesees 21 5 1 TUPMINg OFF admin alerts avoir ddr 21 Asset Bank Training Guide 1 Aim of this document This Training Guide has been created to help new Organisational Unit Administrators Org Unit Admins get up to speed quickly and to act as a reference later It outlines the main responsibilities for Org Unit Admins and explains how each of these is managed through Asset Bank s interface For additional information on any area of Asset Bank please see the on line help http www assetbank co uk support documentation 2 What is an Asset Bank Org Unit An Org Unit is a subset of a larger Asset Bank for which administration has been delegated to local admin users see figure 1 For example an international Asset Bank may have Org Units for each country This would be beneficial as the following could then be managed locally e Approving uploads downloads of assets requested by users in your Org Unit for those that need it e Approving or rejecting users who have registered e Adding additional access levels if you need to make a distinction between what users can and cannot see in your Org Unit e Manage existing users troubleshooting re setting their passwords etc e Group management determining what members of each group can see and do Delegation of such activities is usually most beneficial when e Local knowledge will speed up the administration task for example authorising a downlo
12. ad and advanced permissions for users of this group As an example figure 15 shows the access level permissions or the France Users Group Edit Group Access Levels for Users From the list below you can set the permissions that a member of this group will have to each of the access levels Download Permission Key Upload Permission Key Advanced Permission Key 0 None 1 Advanced download 1 Upload 2 Download originals 2 Up 3 Requires approval for high res 3 Up 4 Approve uploads Download Permission Upload Permission Advanced Permissions A L i 0 1 2 3 4 0 1 2 3 4 1 2 3 ccess Leve all all all all all all all all all all all none all none all none France gt E Y Y Cancel Figure 15 Users Group access levels Here download permissions are set to 3 Download This means the user can download assets flagged as belonging to France immediately with no intermediate approval needed Upload permissions are set to 0 None which means the user cannot upload any assets Finally advanced permissions 1 Advanced download and 2 Download originals are set Advanced download means that the user will have an advanced tab visible at point of download This gives them additional download options such as cropping re sizing etc Page 160f 21 Asset Bank Training Guide 3 6 2 Checking the Download Originals checkbox allows the user to
13. ad for a reason the Org Unit Admin is aware of e Time differences may otherwise lead to delays e g approving an urgent download e There are just too many users to manage centrally Note In addition to Org Unit Admins who look after their separate areas there are also Super Admins who look after the entire Asset Bank as a whole Page 3of 21 Asset Bank Training Guide UK Org Unit Admin France Org Unit Admin France Org Unit Global Asset Bank a Super Admin Y l Figure 1 An Org Unit Admin manages a sub set of an Asset Bank 3 Managing an Org Unit This section now steps through each of the tasks an Org Unit Admin can perform in more detail The main menu options that are available to Org Unit Admins are highlighted in figure 2 below Home Advanced Search Browse Lightbox Approve Items Update Items Upload Contact Us Admin a Approve Users Org Units Groups ror ly ly Categories Figure 2 Main Org Unit Admin functions highlighted Page 4of 21 Asset Bank Training Guide 3 1 Approve Items As an Org Unit Admin you may be required to approve uploads checking assets before they are made available to the live application and downloads to ensure that assets are being used for the right purposes Note Whether or not users actually need to seek approval depends on their group settings see section 3 6 1 below When someone requests approval for either of these ac
14. ample shown there are no sub access levels for the France Org Unit In most cases this will be fine You only need to create additional sub access levels if at some point in the future you need to divide your Org Unit up into sets of assets that can be seen by one group but not by another If you need to do this then this is where you set up the additional access levels needed More details on access levels can be found here http www assetbank co uk go adminhelp permcats 3 5 Admin gt Users This is where you can manage and communicate with your users Page 11of 21 Asset Bank Training Guide 3 5 1 Finding Users To find users just enter any combination of elements into the search fields and click Find Users figure 10 Tip one or two fields are usually enough to find the user you want To find all users of a particular Org Unit just click on the Find Users button without entering in any information Please note however that if you have a large number of users in your Org Unit then this will result in a long list and the page may take a while to load Users Manage Users Message Users Find Existing Users Forename Surname Username Email Organisation Group France Users Find Users Users Name Username Email amp User Test Test paulm bright nteractive co uk edit reset password message x A User Test Test2 paulm bright nteractive co uk edit reset password
15. ant a password to be generated automatically Optional Additional Message Figure 7 Approve user page 3 4 Admin gt Org Units From here figure 8 you can review how much space your particular Org Unit is using and any limit that has been set up by the Super Admin If your usage is reaching the storage quota then you should let your Super Admin know and also think about deleting any assets that are not used Though of course it may be more appropriate to seek additional space rather than delete something that may be useful at some point in the future Page 10of 21 Asset Bank Training Guide Organisational Units Manage Organisational Units Name Storage Quota Storage Usage Actions France 0 092 Mb edit access levels X Figure 8 Manage your org unit Other options available here include the edit link which allows you to rename your Org Unit and access levels figure 9 Organisational Unit Access Levels Organisational unit France You are at France France sub levels There are currently no sub evels for this access level Alphabetise access levels Add new sub access level to France Has permissions Tf an access level can have permissions its parent access levels wil have permissions also Always assignable E This access level can be assigned to items even when it has sub evels name Add Figure 9 Org unit access levels In the ex
16. he category structure if this has been delegated to you e g adding deleting or renaming categories By default though this is not delegated to Org Unit Admins If you believe that managing part of the category structure would be beneficial then you should contact your Super Admin to set this up if they agree If they do agree then to achieve this they would find your Admin Group via Admin gt Groups Then click on the categories link next to this group this is visible only to Super Admins From here they can select the place in the category tree from below which they would like you to have management rights Page 17of 21 Asset Bank Training Guide 4 Managing an Org Unit Advanced Options Here we describe the other aspects of the Admin gt Groups area which are typically not used on a day to day basis by Org Unit Admins 4 1 Admin gt Groups 4 1 1 Edit Group As shown in figure 17 here you have various options that allow you to set general limitations for members of this group For example can users email assets through the application at point of download for example instead of downloading and then attaching them to an email As an admin you can determine which if any of these are appropriate for the groups you manage Edit Group denotes a mandatory field name Description Maximum daily 0 Leave blank or set to O for unlimited daily downloads downloads Max download Leave blank for an
17. hod is used for uploading one file at a time You choose the file and then enter all relevant metadata ensuring all mandatory fields are completed One you have done this and submitted the form the file will be visible as a new asset to all users with relevant permissions More detail on Single Upload can be found here http www assetbank co uk go help upload Bulk Upload This method is used for uploading a number of files at once These sets of files tend to have some metadata in common such as the category they will be added to The steps involved for this are 1 Upload the files you want to import using the bulk uploader control 2 Enter the metadata that is common to these files for example the category they will appear in and submit the form to start the import process 3 Once the files have been imported use the Batch Update to step through each one in order to enter any remaining metadata that is specific to each for example the description More detail on Bulk Upload can be found here http www assetbank co uk go help import Unsubmitted When uploading an asset one of the options available is Do not submit yet Selecting this option means the asset will be only available to you until you decide to submit it to live The Unsubmitted page shows those assets in one location so that you can edit and update them Page 8of 21 Asset Bank Training Guide 3 2 4 until you are happy t
18. ich group to add the user to e Send an email notification of their approval rejection e Optionally set an expiry date useful for creating temporary users e A password leave blank for a randomly generated one e An optional message to include in the email the user will receive Page 9of 21 Asset Bank Training Guide If it looks like someone has registered for your particular Org Unit in error then you can explain this in the Rejection Message asking to them to register again for the appropriate one Once you have completed the approve user page click Save The user will now be sent either their approval email complete with password to allow them to start using Asset Bank or their rejection email if Email user is ticked Home Approve User Advanced Search User Details Browse T Username Test2 Light PE Email Address paulm bright interactive co uk Approve Items Forename Test Update Items Surname User Organisation France Upload Language English Contact Us Address 1 Test Add 2 Admin x Town Test Approve Users gt County Org Units Postcode Test Country United Kingdom Users Register Date 05 11 2010 Groups User Permissions Userin Groups 7 France Admin Y France Users My Lightbox There are O items in your Lightbox Approval Status E View contents Approve Approve Email user Y Expiry date E Password leave empty if you w
19. n choose to create a new user by this means or you could email them the link to the registration page and get them to complete the relevant fields leaving you just to approve the application as per section 3 3 above Messaging Users Within the user section you also have the option to message users Select this tab and you will see the page as shown in figure 13 Here you can create a message preview it and then quickly send it to one or all of the groups you mange Page 14of 21 Asset Bank Training Guide Manage Users Message Users From here you can send an e mail to groups of users or individual users Enter the subject and body for the message select which groups you wish the message sent to and dick Preview to see how your email will look before sending denotes a required field Compose message Subject Body B7UA N E F 2 Format v HTML Path Send to group Select group s France Admin France Users Or send to user You can send an email to multiple users by separating them with a comma Username Figure 13 Message users 3 6 Admin gt Groups From the admin menu you can access the Groups area Here you can change what users in the various groups in your Org Unit can see and do figure 14 We will only cover the most commonly used features in this section with the more advanced covered in section 4 below Managing Org
20. o submit them for other users to view or approve The page lists all the unsubmitted assets along with a thumbnail representation of the asset and the actions that can be performed for each asset Submit to live Submit for approval and or Delete The page also provides a link to batch update all the current user s unsubmitted assets Submitted This page shows assets you have uploaded that have been submitted to another user for approval if such an approval process is in place As an Org Unit Admin this page will not be used as you already have permission to upload to your own Org Unit without the need for approval 3 3 Admin gt Approve Users Org Unit Admins will receive an automatic email notifying them when a new user has registered for the Org Unit they manage The admin user can choose to forgo these notification emails as described in Appendix A 5 1 below If you receive a notification then you can go to Admin gt Approve Users in order to see a list of users awaiting approval to use the application figure 6 Approval Approve New Users Recently Registered The following users have registered to use Asset Bank Name Register Date Organisation amp TestUser 05 11 2010 France view Figure 6 Approving users You now need to click on view to access each user s details and approve them The approve user page that you get to figure 7 allows you to e Approve or reject them e Choose wh
21. tions then two things will happen 1 All Org Unit Admins will be sent an email notifying them that there is something to action 2 There will now be assets for you to approve via the Approve Items menu item You can if you wish opt out of the notification emails please see Appendix A 5 1 3 1 1 Approving Uploads Edits If you have new uploads to approve then click on the Approve Items menu link You will see the list of assets that need to be approved before they appear live in the application figure 3 At this stage you have three options 1 To approve the asset immediately 2 To reject it and delete it from the application 3 To reject the asset for resubmission later for example after you advise the user to complete missing metadata fields Home Approve Items Advanced Search Uploads Edits Downloads Browse Lightbox Approve uploaded items Approve Items 3 There are 1 items in total Update Items Require Approval 1 Upload These assets require approval before they can be seen by non admin users Batch approve these assets Contact Us S Approve Approve this asset please add a message below Admin gt Reject amp Delete Delete this asset 5 Reject for Resubmit Send back to owner for resubmission please add a message below My Lightbox Message to next user There are O items in your Lightbox ID 9575 Date added 05 11 2010 User Paul Mulvee paulm Ebright interactive co uk Submit
22. ust complete the first one click on the link and then the others will now match Finally if you then want to set different values for a particular item you can now do this before clicking the Submit link at the bottom of the page This can save administrators time when approving downloads 3 2 Upload As an Org Unit administrator you will have upload permissions by default This allows you to add new assets to the application Uploading the highest quality original It is important that you upload the highest quality version of the assets that you have available so that users can use the assets for a wide variety of uses such as print high resolution or web lower resolution The highest quality version will typically have the highest pixel dimensions and overall file size Asset Bank will automatically repurpose i e reformat and resize images when downloaded from the Quick Download page in order to give users an appropriate size for their purpose Page 7of 21 Asset Bank Training Guide 3 2 1 3 2 2 3 2 3 Entering as much metadata as possible It is also important to add in as much metadata as possible for example description and keywords as this information is used by the application to present the best possible matches to user when they run a search From the upload tab you will see the following options e Single Upload e Bulk Upload e Unsubmitted e Submitted Single Upload This met
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