Individual Assets
You can modify the metadata of individual assets, such as adding keywords to an asset
Status
The system enables you to change the status of assets. This can be useful if, for example, an image has restricted use. This can be done within the Modify Asset tab of the edit screen.
There are two options when disabling an asset.
View Only
Users will see the asset but not be able to download it or select it.
Hidden
Hide it from everyone except admin users, which means it will not be visible to any other user whether they are browsing or searching.
These elements can also be automated with use of the System Metadata fields Expiry Date and Publish Date.
These can be configured within Preferences
Custom Thumbnail
Sometimes the thumbnail for an asset is unhelpful. Either the image is white on a white/transparent background so if difficult to see, or the thumbnail is using the first page of a multipage document which is not an accurate representation of the asset.
Within the Modify Asset section under the thumbnail of the asset there is an option to upload a custom thumbnail
New Version
It is possible to upload a new version of the asset when require and retain the metadata and all records of the asset by choose this option
Bulk Edit
It is possible to edit the metadata for multiple assets simultaneously. Select a group of assets or click Select All and then click the pencil tool in the asset toolbar to top the bulk edit popup.
Please note: You can edit a maximum of 500 assets at a time. This function allows you to edit the metadata but not modify the asset
The bulk edit function generates an Excel style metadata management form with full screen editing. This includes a large image preview for the row you're editing, thumbnail previews, sorting and resizing columns and controlled data entry on multiple choice and date fields. It is possible to “fill down” the columns when the data is the same for each asset simply by clicking the down arrow at the top of the column. Any tooltips are clearly marked with the metadata field name for simplicity and the keyword AI icon is available too.
Tips for editing - this useful pop up will help you make the most of the bulk edit tool.
Denotes 'hierarchical metadata' - clicking on the field will generate the hierarchical metaset allowing the user to select the appropriate field.
Denotes 'date fields' - users will be able to select a date from the calendar popup.
Denotes 'select box or checkbox' - the predefined options will appear in the popup.
Denotes ‘print’
Denotes ‘redo’
Denotes ‘undo’
Denotes ‘Select columns to display’ - this gives the user the ability to choose which metadata fields are visible in the form.
Export/Import Tags and Metadata
It is also possible to export the metadata as an Excel Spreadsheet - this can then be edited and imported back into the system in order to update metadata in bulk. Please find more information about this functionality here: