Assets

Assets are digital content such as images, documents, or videos. You can create them in workrooms or magazines regardless of media type, edit them collaboratively, manage them, and semantically enrich them with metadata.

Metadata

Metadata can be determined automatically by the system (e.g., file size, modification date) or maintained manually (e.g., category, subject). Depending on the object class (or file type) of your asset, the (metadata) fields available in the properties vary. For example, contents are described by their deadline and responsible editor, while images are described by typical image properties such as orientation or EXIF properties.

Embedded image metadata is read when the images are uploaded and displayed in the assets.

For assets, you will find the additional "Digital Asset" tab in the asset's properties, which allows you to define the following metadata:

• Name
  The name of the asset.
• Alternative Name
  Sets an additional name for the asset.
• Subject
  Sets a free-form text as the subject for the asset.
• Keywords
  The terms are used to tag the asset.
• Tags
  The tags are used to categorize the asset.
• Description
  The description of the asset as free text.
• Location
  The location of the asset (e.g., the location where a photo was taken).
• Date
  The date of the asset (e.g., the date a photo was taken).
• Licensed from
  The asset is licensed starting from the specified date. Assets with a license that is not yet valid cannot be downloaded (except by app administrators).
• Licensed until
  The asset is licensed until the specified date. Assets with an expired license cannot be downloaded (except by app administrators).
  Note: If neither Licensed from nor Licensed to is specified, all use cases can be performed as if the asset had a valid license. If only Licensed from is specified, the asset is licensed from that date (with no expiration date). If only Licensed to is specified, the asset is licensed until that date (with no start date).
• License Type
  Specifies the license type of the asset.
• Contract/License Document
  Specifies the contract or license document for the asset.
• License Text
  The license text as free text.
• Usable for
  Specifies the context in which the asset may be used. The available usage types are defined in the configuration.
• Right of Use
  The work usage rights for the asset as free text.
• Copyright/Author
  The copyright or author of the asset as free text.
• Creator
  The creator of the asset.
• Provider
  The provider of the asset.
• Email address
  The provider's email address.
• Address
  The provider's address.
• Source
  The source of the asset.

Note:

• For videos, you can specify the second at which the thumbnail is generated in the "Generate thumbnail at" field on the "Content" tab.
• In addition to the metadata fields available by default, administrators can create custom metadata forms in the configuration. For more information on this, see in the general Fabasphere AI Core user guide under the chapter “Create a Form: new window.”

Keywords for Assets

Xpublisher offers two options for adding keywords: terms and tags.

Terms

To add keywords to your assets using terms, proceed as follows:

1. Select the assets and open the context menu by right-clicking.
2. Select the "Properties" action if only one asset is selected, or "Edit Properties" if multiple assets are selected.
3. Navigate to the "Digital Asset" tab.
4. Type in the "Terms" field to search for terms or create new ones. Alternatively, you can use the "Choose Terms" field to choose terms from a thesaurus in the hierarchy tree.

Note: Terms are preconfigured in the Thesauri section of the configuration. Administrators can specify here whether the feature is available to users, import and expand existing thesauri, create their own keyword trees, and define whether users are allowed to add their own terms—in addition to existing ones. For more information, see the administration help.

Tags/Tagging

To tag your assets using tags, proceed as follows:

1. Select the assets to be tagged.
2. In the context menu, select the "Properties" command (if only one asset is selected) or "Edit Properties" (if multiple assets are selected).
3. Navigate to the "General" tab.
4. Type in the "Tags" field to search for and select tags
5. Note: Tags are fully managed by administrators in the Tags section of the configuration. For more information, see the Administration Help. Unlike terms, users can only use existing tags created by administrators and cannot add new ones.

Usage history of images, Word documents, and contents

When an image is inserted into one or more contents, this connection is persisted in the “Belongs to” metadata. When a used image is deleted, a warning dialog is displayed to the user.

If an image asset, Word document, or content is used in an issue, the “Belongs to” information is also populated there, and a corresponding warning is displayed if the asset is to be deleted.