Subscription

This tab contains information about the plan and add-ons for the currently selected project.

Payment

This tab contains invoicing and payment information for the company.

Billing information

Payment details

Invoices

The invoices page provides a comprehensive summary of both paid and pending invoices, offering the ability to download them for record-keeping and reference.

Filerobot can be implement either as or as a combination of:

• for marketing, content and creative teams to upload, manage and transform marketing assets in one central source-of-truth

• for organizing, optimizing and delivering millions of media assets via API and integrating into your tech stack easily

• for providing a fast and modern upload experience and delivering media galleries on any web application

Filerobot is architected to scale and manage thousands to hundreds of millions of assets per customer tenant.

The Filerobot DAM Platform

Filerobot is a modular platform build around 5 main components:

Through a variety of APIs, plugins and connectors, Filerobot is designed to be integrated in an ecosystem of 3rd party applications such as PIM, CMS, ERP, booking platforms, and more.

The Filerobot File System

AI-powered uploads automatically tag assets for better classification, data enrichment and search while content moderation algorithms automate User-Generated Content (UGC) flows.

Web-based applications to upload and manage assets

The Asset Hub

Filerobot Media Asset Widget (FMAW)

The FMAW offers advanced capabilities such as inline image editing, search, filtering, bulk management of tags and metadata.

It is an ideal solution for building interactive media upload and management experiences in your web or mobile applications.

Sharebox

Airbox

AI-powered automations: ASK Filerobot

These post-processing capabilities can be done in 2 ways:

• Asynchronous processes allow you to avoid waiting for the process to complete during the upload

• Synchronous processes empower you to validate assets based on pre-defined criteria

This versatile feature streamlines your asset management process to suit specific business needs.

Media optimizers

Filerobot integrates 3 advanced image, video, and static file optimizers, empowering you to transform your media assets on-the-fly or through a background process after uploading.

Multi-CDN media acceleration

Filerobot collaborates with numerous Content delivery Network (CDN) providers that boast an extensive global network of thousands of Points-of-Presence (PoP). This strategic partnership allows Filerobot to efficiently cache media assets as close as possible to the viewers, resulting in significantly faster loading times of assets regardless of the channel, device and user location.

Whether you need to enhance sharing and collaboration around media assets within siloed teams to increase productivity or manage millions of product images, videos and data sheets, Filerobot's multi-tenancy will enable you to address all use cases from a single pane of glass.

• Single or multi-brand scenarios?

• Single or multi-site setup?

• Interactions between multiple internal and external teams as part of your Content

• Operations?

Filerobot's scalable multi-tenancy will prevent asset duplication, save time in categorizing and retrieving assets and overall structure your media asset library to set your organization for success when it comes to building engaging and fast digital experiences.

Each tenant is called a Project identified by a Token ({token}) in the DAM. A project hierarchy can be created with users and teams given various access permissions to a single or multiple projects.

Each new Filerobot account comes with a first token or project. Each project combines a storage container to store assets and a CDN distribution to deliver optimized assets over CDN all around the world.

Company-wide vs project-wide users

Basics

This page section contains the key personal information about the user:

Access management

In this section, the user can specify the security settings company-wide

SSO

To configure SAMLv2-based SSO, click on the Add SSO connection button. Any Identity Provider supporting the SAMLv2 protocol is supported.

After saving the SSO connection, every user attempting to log in with an email address from the domain configured in Step 3 will be redirected to the configured Identity Provider and automatically logged into the Asset Hub if an active SAMLv2 session is enabled.

Terms and conditions (Ts & Cs)

Add team

Authorized users can create teams with the button. Following fields are needed to create a team:

Manage Team composition

To manage team members, users can either:

• Click on an existing team to show the team composition on the collapsible right side panel

• Access the Manage members option from the actions menu ...

Both options provides:

• A list of existing team members with an option to remove them from the team (trash icon)

• A link to add new members with their name / email either -- addition can be done one by one or in bulk

• A search to quickly find an existing team member (first name, last name or email)

Invite new users

The Invite users modal is used to invite users where single or bulk invitation emails can be sent. Users can be created at the company level for access to all corporate projects or at the project level for access to a single or multiple projects.

User level

The Asset Hub supports various user access levels, a.k.a. user level.

Custom levels

In addition to the standard levels mentioned above, administrators have the possibility to create up to 5 custom levels and define for each which pages and menu will be available

User invitation flow

• Email address

• User level (see above)

• Access scope:

  • Entire company

  • Project(s): select projects user should have access to

Once validated, an email invitation is sent to the user's email address.

Managing existing users

A user can only manage lower-level users, e.g. a Viewer cannot manage a Manager.

The following attributes are available for editing:

• User level

• Active or inactive status

• Access scope

It is also possible to create custom user attributes fields on top of the existing system fields (email, name..)

Logo

Basic

Login page

This section allows you to customize the login page of your hub

Home page

Products

Enable Products to activate the Product reference and Product position system metadata for each asset and categorize assets per product SKU and position in a carousel as well as the Products asset view page to view assets per Product reference.

Main menu

Allow you to configure the order of pages in the main menu for all users of this project.

The full API documentation is availabe under .

Metadata configuration

- general settings for metadata variants and upload constraints

- detailed specification of the metadata fields per asset type

Configuration tab

This tab contains general settings for metadata variants and upload constraints

Assets Upload

Enabling this option will prevent users from uploading assets without specifying the required metadata.

Metadata variants

Metadata variants enable alternative displays for the same asset attributes, e.g. language, currency, location, etc.

System variants (language, regional group...) are required for the system to run

Custom variants can be created by users by clicking on the Add variant button:

Please note the special case for Language system variants

1. The top most option will be the default language for metadata and tags

2. All language options are to be selected from a drop-down list of supported languages (Languages that supported by AI are indicated with an AI tag)

3. The language API keys are the ISO code of the language selected and can't be modified

Field mappings

This section allows the user to specify which metadata fields should be used for special system attributes and functionality, such as licence expiry.

To add a mapping, click on the Add mapping button:

Choose the system attribute to map a metadata field to, select a compliant metadata field from the drop-down and press Save.

If there are no suitable metadata fields, you can click on the Create new metadata field button, which will trigger the Add a metadata modal (restricting the options to the applicable ones) to create a suitable field.

Assets

This tab enables the configuration of all asset metadata fields for the organisation. It consists of 1 pre-defined group of fields (System fields) and an option for the users to create additional metadata groups and fields.

The user can:

Searching for fields

Users can search either by field name or field API key.

The search is dynamic, activating after the user enters at least 2 characters.

The search also filters both system and custom fields.

Managing system fields

Every asset must have the following metadata fields:

• Title

• Description

Both are of type Text and with applicable regional variant Language.

• Set whether it’s Required or not

• Update the Placeholder text

• Update the Info tooltip text

Managing custom fields

Adding a new group

When the user clicks the + Add group button, a new custom group is immediately added to the bottom of the custom groups list and the screen is auto-scrolled to it.

The user can:

• • Rename the group

  • Delete the group

• Add a field to the group

Managing an existing group

• Edit a field

• Delete a field

Reorganizing groups

The user can:

• Save any changes by clicking the Save button

• Cancel the operation and any changes by clicking the X button

Adding a group field

The user has the following options:

• Visibility - ON / OFF toggle button whether to show the field in the public API response header.

• Name - free text to enter the field’s name

• API key - the key to store/retrieve the variation from the back-end

• Info tooltip - free text providing helpful information about what’s expected as value for the added metadata field

• Placeholder text stating: ”Helpful information to display on hover”

If the selected Type is single- or multi-select, then the Metadata variant is disabled (since those options are lists of predefined items)

• Required - ON/OFF toggle whether this field needs to be populated for every asset in the organisation. If a custom-defined metadata field is configured to be "Required", it means that Filerobot will not save assets where this field has no value and will prompt the user to fill it in, in order to Save.

• Add button - to create the field

• Cancel button - to cancel the operation without saving anything

List of options

When the user chooses Select-one or Multi-select type for the metadata field, they have to provide one or more answer options with the following details per each:

• state the option's API key

• specify the option’s value

Editing a group field

• The following fields are not editable:

  • Type

  • Metadata variant

Metadata field types

The CDN invalidation page allows users to invalidate images from the CDN and Filerobot resizing servers.

The CDN invalidation is accessible from Settings > Development > CDN invalidation

Create invalidation form

This option on the Add invalidation form enables the user to request the invalidation of all assets or a subset of assets by asset path using the 'original' option.

Past invalidation details

Past invalidation requests can be viewed along with their status and details (follow the links to view the inventory of invalidated assets).

Notification management

Pre-requisites

The metadata field used for the notification (eg. "licence expiry") needs to be configured (mapped) first.

It can be done in Settings > Project > Metadata > (tab) Configuration > (section) Field mappings:

You can read more about them in #field-mappings.

Enable notifications

When the option is enabled, user can set notification on asset expiry by completing the following information:

Container

Upload

Quick Upload mode

When enabled, the system will return success once the entire file has been transferred from the user's browser to the uploader infrastructure. The file might not be immediately for download as it has to complete the upload to the storage infrastructure.

Duplicate check

File Name

Set a rule for naming the assets once uploaded. Possible options are:

• Assign a random file name in UUID format

• Keep original file name with random suffix

• Keep original file name

Optimize images on upload

When enabled, Filerobot will resize the images during the upload process to optimize storage and accelerate further actions such as image editing or variant creation

Listing

Listing

When enabled, share an Asset Gallery Explorer over a public link to external users.

Default asset visibility

Set the default CDN visibility for the root folder.

• Public will publish all assets over CDN link

• Private will make the assets only visible in the Asset Hub and Widget implementations. Folders can inherit or override the Root folder’s default CDN visibility.

Default gallery role

Set a default gallery role for all users in the project.

Download

Download consent

When enabled, Asset Hub users will be required to accept the custom #consent-notice before being able to download an asset.

Consent notice

Provide the agreement text users should agree to in order to download an asset.

Applied when #download-consent is enabled

Routing

Custom routing rules allow you to rewrite URLs in order to match file paths and names in Filerobot thereby shortening public asset URLs.

Create new API keys

Authentication against the Filerobot API is done with an API Secret Key available under Settings > Developers > API keys.

New API keys can be created with the button. On click, user will be requested to

• Enter the API key description so it can be easily identified

• Select the permissions to be attached with the API key (multi selection from the permissions list) -- these defines what the user will be able to do with the assets

Permissions

Manage existing API keys

Existing API keys can be managed individually or in bulk for status (Active <> Deactivate). The following settings can be edited:

The short explainer video below is just an appetizer of all the DAM use cases you will be able to implement within the Asset Hub:

Learn all you need to know to get started with uploading and managing assets within the Asset Hub from:

• Upload assets,

• through Manage assets,

• Enrich assets with Metadata and Tags,

• Organize assets in static Folders or dynamic Collections,

• Search & find assets with #filters or complex #search queries,

• Collaborate with assets between users and,

• Share assets internally as well as externally to finally,

• Download assets in various target formats

Overview

The Filerobot Uploader lets you upload assets in the DAM from a variety of sources:

• Your device's storage, camera or screen

• Web links

• Third party sources like Google Drive, Dropbox, Instagram, and many others.

You can drag & drop, copy & paste or browse to the file's location to select it for upload:

Transform assets during upload

You can transform your assets as part of the upload process.

Monitoring upload progress

Once you click the Upload button, a progress icon is shown on each asset, as well as an overall Progress bar underneath the Upload modal, showing the cumulative progress of all assets:

Upload results

There are 3 possible end states and relevant actions:

The Automation settings are accessible from Settings > Development > Automations

Post processing

Post-processing includes the application of various verifications and enrichments to an asset on upload - e.g. detect if it's not safe for work, count faces in an image, remove image background and many others.

To add a post process, you can click on the "+ Add post process" button and select a post process from the list (See link to list below)

Availability

Please note that when marked "Unavailable", a post-process will not run and needs a preliminary activation. That happens with a request to our Support Team, and in the meantime, triggering will be prevented regardless of the configuration of the post-process.

Provided it is then available to your token, and your account has enough ASK credits to run it (when needed), the post-process will be applied to all uploads if the "Run on every upload" is set to "Enabled".

Post process list

Refer to Upload post-processes for a list of available post processes.

Post process parameters

Once a post process is selected, user is requested to set the following parameters:

Webhooks

Webhooks

Triggers

Defines when the Webhook will be triggered

Data to send

Defines which data is sent to the webhook

In order to turn your images, videos, marketing assets and documents into real assets, you must enrich them with metadata and tags in order to be able to describe and retrieve them easily.

Filerobot supports an advanced system (taxonomy) as well to achieve this purpose.

The asset management modal is the go-to place to manage and collaborate on an asset. You can access it in 3 ways:

• Double-click on an asset

• via the Manage menu in the contextual (right-click) menu

• via the Manage menu in the action bar

4 tabs are available for managing the asset:

Filerobot distinguishes two types on metadata fields:

• : EXIF/IPTC metadata embedded by the camera or the graphical editor software

• : metadata fields created in Filerobot to enrich assets

Filerobot allows the creation of simple or complex metadata structures, aka taxonomies, with each metadata field capable of supporting multiple dimensions, such as translations, currencies, distribution channels or any other variant required by your use case.

Metadata can be viewed and edited during the upload process, in bulk post-upload or individually for each asset in the asset management modal, see .

Assets can then be searched by metadata field values and dynamic created based on metadata field values.

Let's get started!

The Security Templates are accessible from Settings > Development > Security templates

Create a security template

Security Templates can be created with the Add Template button by entering the following informations

Description

Used to identify the security template

Permissions

Used to defines what users can / can't do with the assets. Permissions are selected from the list:

Upload limits

These settings set limits on the Upload API.

Restrict IP limitation

It restricts API calls based on IP address ranges and/or countries.

Key Validity

This setting allows to set validity period of key, for example to match the user's session length in your authenticated application

Listing Limits

Directories where the key is allowed to list elements. If you want to allow all subdirectories of /folder, set the value to /folder/*

Manage existing Security templates

Existing API keys can be managed individually or in bulk for status (Active <> Deactivate):

Tags are managed in . In order to see this page, you need to have a Manager, Admin, Developer or Owner .

Configuration

Control auto-tagging and whether to allow only the predefined tags in the Tags tab

Tag configuration

Tags

This tab enables the user to create a dictionary of predefined tags, translate them into all supported languages, and specify whether or not they should be suggested (in the asset management details screen).

You can define a new tag in one or more languages by clicking the "+ Add tag" button, which will take you to the end of the list of current tags. In case there is no specific value for some language, the default language value will be used instead of it.

If the toggle button "Suggested" is ON, then the tag will be shown in the list of suggested tags that appears on Asset Edit.

You can Search by Tag name using the Search box and to define how many columns with Displayed languages to be shown while you are editing the Tags data.

If you select one or more tags using the Selection checkbox at the left of the tag's name, then a navigation menu at the top of the page appears and provides the option to Delete or add multiple tags at once to "Suggested".

Languages

Metadata, as well a can be translated in multiple languages. You can manage languages from the Metadata variants section under . Edit the Language variant to enable or disable languages.

Please note the special case for the Language variants:

• The topmost option will be the default language for metadata and tags

• All language options are to be selected from a drop-down list of supported languages (and not free text entries) - the API keys are the ISO code of the language selected, e.g. en for English

• the API key cannot be edited

Custom variants

You can also create additional custom metadata variants to declinate a metadata field in different dimension, such as currencies, file format, etc, ...

Assigning a metadata variant

In Filerobot you can crop, resize, apply different filters and add watermarks to your images. You can save the results as or an entirely new asset.

Edit image

The Edit image button opens the Image Editor.

The Image Editor is a feature-rich inline image editor that supports the most commonly used image editing function of image editing software:

When you are ready with the Editing, click on "Save".

View metadata details

Asset metadata can be viewed and managed from the asset management modal.

Metadata variants can be toggled using the toggle.

Edit metadata details

Users with level Contributor or higher, can edit metadata fields during or after file upload.

Editing a single asset

Bulk edit of metadata on multiple assets

You can also edit metadata fields of multiple assets in bulk. For that purpose, select the assets you want to edit metadata of and select the Edit multiple assets option from the contextual menu or navigation bar:

Search by metadata values

You have 2 ways to retrieve assets by metadata fields:

Search bar

You can search by a specific metadata field in the search bar, pointing to this field with the special symbol @:

If can combine metadata-based search with free text search.

Metadata filter

Alternatively, you can use the Metadata filter to select a field and a search value. Entering multiple metadata fields in the metadata filter will perform an "OR" search.

What is faceted navigation (aka faceted search) ?

At its core, faceted navigation utilizes a faceted classification system to organize information. This system categorizes items based on multiple, independent attributes called facets. Each added facet acts as new filtering layer.

• Concept: Faceted navigation falls under the umbrella of parametric search techniques. Instead of relying solely on keyword matching in a traditional search, it allows users to filter based on pre-defined parameters (facets) associated with the asset. This enables a more nuanced, smarter search experience.

• Technology: Faceted navigation relies on efficient data structures and algorithms to handle large datasets and filter combinations. In essence, the system needs to quickly identify items that match all selected facet criteria. Search engines like Solr or Elastic Search are popular choices for implementing faceted navigation due to their ability to handle complex filtering operations.

• Benefits: The technical aspects of faceted navigation translate into several benefits:

  • Drill-down refinement: Users can progressively narrow down results by applying multiple facet filters, leading to a precise subset of assets.

  • Faceted exploration: Faceted browsing allows users to explore different categories and discover new assets they might not have found through a simple keyword search.

  • Improved efficiency: By filtering irrelevant options, faceted navigation reduces the number of results a user needs to sift through, saving them time and effort.

How does faceted navigation work in Filerobot?

Faceted navigation is applied for 4 types of attributes (as of May 8th, 2024)

• Date (Uploaded and Created date)

• Metadata Single-select

• Metadata Multi-select

• Metadata Boolean

→ Faceted navigation is only available in the "Assets" view (ie. not in the Folder view)

→ Faceted navigation section is built as a side bar at the left side of the UI, replacing entirely the filter bar (shown below, that will then be hidden) in the Assets view.

Activation of faceted navigation

This type of navigation is activated at a {token} level, and is a global setting for all users, that can be found at the Preference configuration page.

The dynamic of faceted navigation

Within a metadata, the operator between 2 values or more is set to OR

Between 2 metadata or more, the operator is set to AND

In details:

• Within a metadata

-> For multi-select, we provide 2 operators: AND and OR

Let assume we are calling query HAS (equal to IS but for multi-select we call it HAS just for gramatical purpose)

We will have 2 options

1. Metadata HAS a AND b -> expected results are files which have both values a and b, file that contains only a or b won't be returned

2. Metadata HAS a OR b -> expected results are files which has either a or b, file that contains both of the values will be returned also

➡️ This option cover the 1st option -> within a multi-select metadata, we will choose HAS-OR operator to cover more file results

-> For single-select, it will always be OR when users click in more than one answers as one file can not contain more than one value.

• For 2 metadata or more

For faceted search, it is an AND operator between multiple metadata as the answers will be more specific and this is the main idea for faceted navigation: trimming down the most correct answers

Example:

a. Multi-select metadata "colour" with value: “red”, “white”, “black”

When "red" and "white" are searched for -> expected answers are:

• Files that contain value red only

• Files that contain value white only

• Files that contain both value red and white

b. Single-select metadata "size" with value: “35”, “36”, “37”

When “35” and “36” are searched for -> expected answers are:

• files that contain 35 value only

• files that contain 36 value only

c. Now, combining the two previous examples

When “red”, “white”, “35”, “36” are searched for -> expected answers have to use AND operator to encompass the 2 metadata constraints, so answers will be assets that contain:

• red and 35,

• red and 36,

• white and 35,

• white and 36,

• red and white and 35,

• red and white and 36

→ Refining searches further is leading to more accurate and relevant results.

Tags are pre-set values which can be applied to assets for filtering and classification purposes. Tags can also be generated automatically based on image content using integrated AI-based image recognition algorithms.

Assigning Tags to Assets

You can add tags to assets using the Bulk Edit or Single file edit functionality.

Bulk assignment of tags

In order to assign a specific tag to multiple assets, you need to select the files and then to choose option "Edit multiple assets".

Then choose "Tags" and you can select the tags that you would like to apply to your assets (tags must already be present in the list in order to be assigned, you can't create a new tag while bulk editing).

Clicking on "Regional settings" you can choose the language on which to apply your tags.

Assigning tags to 1 asset

You can assign tags to a single file by selecting that file, then clicking on "Manage" and choosing the icon representing "Edit metadata".

At that point, you will get the option to add new tags, choosing them from the "Suggested" list or generating them using AI service (if this feature is enabled for your project). If you start typing a tag that is currently not existing in the Tags list, it will be added to the list and attached to the asset at the same time.

Detaching tags from assets

Detaching a tag from multiple assets at the same time

For that purpose, you need to use the Bulk Edit functionality. Please select the files that contain the tag which you want to detach and choose the "Editing multiple assets" option. Then in the Tags section choose "Delete" and specify the tag that you want to remove.

Detaching a tag from an asset

Please select the asset which tags you want to edit, then go to "Manage" and open the "Edit metadata" mode. Now you have the option to remove tags by clicking on the "x" symbol at the top-right corner of every tag or to choose the "Clear all" option so to delete the entire tags list.

Searching by tags

In order to search by a specific tag in the Search box, you need to type #name-of-your-tag or to use the dedicated Tags filter.

A collection is a group of related assets defined by a set of properties such as meta, tag, file type etc.

The main difference between grouping assets via Folders, Labels, My favourites vs Collections is that the membership of assets to a group is dynamic when using collections. This means that assets are automatically added or removed from a collection based on their technical properties and metadata values.

Collections view

This Collections sub-page can be accessed from the main menu on the Library page:

Collections sub-menu

In the collections list, the collections submenu has the following options:

• Name: sort by name ascending or descending

• “Sort” icon: if the collections are currently sorted by name ascending then this will sort them descending and vice-versa

• “Planet” icon: allows to select the metadata/tags language

• Refresh: refreshes the collections list

• "Info" icon: if an asset is selected, provides additional details for it

Managing collections

Add a new collection

You can do this by clicking on the button + Add collection. A pop-up Configuration panel will open.

• Name - please specify a meaningful collection name

• Access - by default it is Company. Only users with access to Filerobot Hub can see these assets.

• Filter type: Query - the user creating the collection needs to write a search query inside the text area to define filters.

• Query - here should be placed the filtering query for the collection

• Groups - the groups are an alternative of the Filtering Query. They contain a list of pre-defined collection criteria and can be used in combination with the Query or on its own.

Edit collections

In order to open the Configuration window, allowing you to manage your collections, you need to click on the "Settings" icon in the left panel of the page:

That will open the "Manage collections" window where you have options to Search, Add new collections, Edit the current configuration or Delete existing collections.

Labels are used for categorizing and describing items, allowing for flexible grouping and easy Search. One asset can have multiple labels.

Difference between Labels, Tags, and Collections

Labels allow users to organise their assets in a more structured and permanent way than Tags. They are static - unlike the dynamic Collections whose assets change through applicable filters - and are similar in principle to the labels on physical products (drinks, foods, clothes).

Users can still modify a given label and/or change which assets fall under it.

The system also allows users to view and search both the labels and their applicable assets.

Labels view

The Labels page can be accessed from the main menu on the Library page:

Managing labels

Creating labels

You can create named, colour-coded labels by clicking on + Add label button. This allows you to list and manipulate all assets assigned to a specific label in a single view.

• Title - please choose a meaningful name for your new label

• Colour selector - you can choose a color for your label by clicking on the pre-defined colors or specifying its RGB code in the field bellow

• Pinned - if this checkbox is marked, then the new label will appear on the top of the labels list. On Sort the system will sort first the Pinned labels and then will show the other ones.

Editing labels

In order to open the Configuration window, allowing you to manage your labels, you need to click on the "Settings" icon in the left panel of the page:

That will open the "Manage labels" window where you have options to Search, Add new labels, Edit the current configuration or Delete existing labels.

Attaching a label to an asset

Invoking the context menu on an individual or multiple selected assets and choosing the Labels sub-menu lets the user search and apply the available labels:

If, during the Search, no exact match is found, the user has the option to create a new label and apply it to the asset immediately:

Detach a label from an asset

This function is available on the Labels page when selecting a file and opening its context menu:

The user can select multiple files too and use the ... icon in the Navigation bar in order to access the same option.

In both cases, in order to be able to detach a label, the user should have a Developer, Manager, Admin or Owner User Role.

Searching labels

Searching for an asset by a specific label

You can search by specific search criteria inside the pool of all assets assigned to a specific label, using the main Search box:

Searching for a specific label

In case you are interested in finding all assets assigned to a specific label, you can search for this label's name in the Search box at the left panel and then just click on the result:

Filerobot provides multiple options for organizing your assets in order to facilitate the Search, collaboration and sharing of ideas.

Embedded metadata

Embedded metadata may contain for example the GPS coordinates of where the picture was taken, the author, the camera, the lens, ... Filerobot can extract these metadata, including ones from custom namespaces (for example model name, product category) and map it to custom metadata.

To enable the extraction of embedded metadata, navigate to Settings > Development > Automations and enable the Extract embedded metadata post process.

Once enabled, Filerobot will extract embedded metadata from asset upon upload and display them in the Details tab of the asset management modal:

Custom-defined metadata

The users have the option to define metadata structures, create new fields and group them into different categories. This kind of metadata is defined per Filerobot project (token) and applies to all assets in it. You can have different metadata taxonomies if you have multiple Filerobot tokens.

See Managing metadata.

Delivery URLs

Custom domain (CNAME)

Add one or multiple custom domains to deliver DAM assets over your subdomains, for example medias.acme.com. Once the custom domain added, you will need to create 2 DNS CNAME entries to validate the TLS certificate and point your subdomain to Filerobot.

Example:

• DNS1: _076f48ef8df3a3ca368b89c6f0bb0bcf.medias.acme.com. CNAME _29163927834ee4c4e03c365fd7282c74.nhqijqisfx.acm-validations.cdnprovider

• DNS2: medias.acme.com CNAME token.cdnprovider.com

Aliases

Aliases can be used to shorten your Filerobot URLs and hide parts of the asset folder path. We recommend prefixing and suffixing the aliases with underscore '_' to avoid loops.

Custom transformation presets

User create custom transformations using presets to shorten the Filerobot URLs.

Rules

Rules allow to apply default transformations on assets based on the asset’s filename.

Security

External domain whitelisting

Allow Filerobot to deliver externally hosted assets

Response from Filerobot if domain is not whitelisted

Whitelisted domains

In case customers want to use their Filerobot token to deliver externally hosted assets (= Cloudimage only functionality) and want to limit the list of domains hosting assets that origin assets can be downloaded from, a domain white list can be created.

Images

Image compression

WebP

WebP is a format optimized for web and mobile delivery. Filerobot can compress your images automatically into WebP to reduce bandwidth and improve loading times.

AVIF

JPEG

PNG

SVG

ICC color profiles

Video

Compression

This section governs the video compression settings of the project. Video compression involves the transcoding of an original high resolution video file (HD, UHD, 4K, …) into smaller resolution for better web delivery (720p, 480p, …).

Conversion

This section governs the video conversion from one format to another.

Transcoding for adaptive streaming

This section governs the video transcoding for adaptive streaming settings.

Static content

These settings govern the delivery of static content (JS/CSS/PDF, …).

CDN

Caching

Browser cache expiration interval

CDN cache expiration interval

Automatic origin image refresh

Folders view

In Filerobot Hub you can organize your assets by folders. This view is available in the left panel of the Library under the name "Folders":

It consists of a navigation panel where the folders and their sub-folders are hierarchically ordered and an expanded view where you can preview the content of the current folder. It is available in a Grid view or a List. The view is controlled by the following icon:

Getting folder details

If you select a single folder and then click on the "Info" icon at the top right part of the page, you will open a panel showing the folder's details:

Creating a new folder

In order to create a new folder you can use the + New Folder button at the top right part of the page. The new folder will be created as a sub-folder of your current folder's location.

Downloading the folder's content

Downloading assets

If you select a folder and open its context menu, you have the option to download its content. The same action is available from the navigation bar and the download icon at the top right corner of the selected folder. The content is exported as a ZIP archive.

Exporting list of files as CSV

This option is useful in cases when you need to get details about the folder's content.

Please select the folder, open the context menu and choose "More actions -> Export list of files (CSV)". At this step you can choose to export the file details of the entire project, only the files placed directly in the selected folder or the folder+its nested sub-folders.

The information that is exported in the CSV contains:

• filename

• CDN link

• mime-type

• size

• file uuid

• creation date

• update date

• visibility settings

Searching folders

If you know the name of the folder in which you are interested, you can jump directly into it using the small Search folders box:

If you know that some file is located in a specific folder, you can use the main Search box to specify this folder and then apply additional search criteria in order to find the files you are interested in:

"My Favorites" are typically used to quickly access frequently visited assets. They provide a way to create a personalized flat list of preferred items for easy access.

Users can mark assets as favorites and view / search these assets under the My favorites submenu for quick access. Each asset can be marked as favorite or not and each user can access their list of favorite assets via Menu > My favorites:

Adding assets to My favorites list

The user can add an asset to My favorites list by simply clicking on the heart icon at the bottom right corner of the asset:

An asset whose icon is colored in purple is already added to this list, while an asset whose icon is in grey is not part of My favorites.

Users can add multiple assets in bulk to My favorites list by selecting them and then opening ... -> Add to -> My favorites in the Navigation bar:

In the same ways, an asset or a group of assets that are already added to My favorites list can be removed from there.

There are 2 ways to use transformations once created:

1. Download them to your local computer for further re-use. Various formats are available when downloading a transformation.

2. Deliver over optimized (JPEG, WebP or AVIF) CDN URLs

When you are using Filerobot DAM, you will notice that we introduce the concept of File Version vs. File Transformation.

Creating transformation for a single image via the Image Editor

In order to create a new image transformation, you can open the transformation panel within the Asset Management modal:

Here the user has the option to create a new transformation by clicking on + Add transformation box. The Image Editor pops up and allows the user to create and save a transformation graphically:

Once the transformation is saved, you can hover over it to either download it directly or copy an optimized CDN link to your clipboard for further distribution:

For example, the optimized CDN link to the feed portrait transformation for Instagram looks like:

https://fbmjmuoeb.filerobot.com/Images/Blue+dress.jpg?
tl_px=1516,0&br_px=6055,5674&w=1080&h=1350

The query parameters suffixed to the image CDN URL trigger Filerobot to generate the transformation on-the-fly and cache it in the CDN.

Creating transformation in bulk via custom presets

Unlike single transformations which are created using the Image Editor for each asset, custom presets are the way to go when it comes to generating transformations automatically in bulk.

Step 1: Create a custom transformation preset

Navigate to the Settings / Project / Process / Delivery URLs page and scroll to the Dynamic asset transformation presets section to create a preset:

To create the new Preset, click the "+ Add preset" button and pick a file to work on. Then, an Image Editor will pop up, letting you crop the test image as you like, add a watermark, or apply a certain effect.

When you are ready, save the changes. Filerobot will generate a Preset, containing the chosen operations and filters. You can always review the exact configuration and rewrite it using the "..." menu -> Edit or Edit in Image Editor.

For each Preset, you can set the "Autogenerate" option and the transformation will apply automatically whenever you upload new images.

Additionally, you can select only specific Presets (image transformations) to be generated during image upload.

Step 2: call the transformation URL using the preset

The custom preset created above can be used with the query parameter p (for "preset") to generate the transformation:

https://fbmjmuoeb.filerobot.com/Images/Blue+dress.jpg?p=insta_feed_portrait

Search

The search bar allows user to use simple search with keywords

Advanced search is activated by typing the @ sign and selecting one of the dedicated search operator (filename,...). This allows user to search in specific fields - file, metadata, asset properties, etc.

User can also use the Context dropdown to narrow down the search scope to a specific folder or to Favourites.

Filters

By timestamp

By file format

By filesize

By tags

By metadata

By image info and content

By Product Reference

Filerobot's role-based permission model allows you to create users with different privileges, setting who can access and add assets as well as contribute by editing and annotating assets, or access billing information and analytics.

User management

The Asset Hub allows you to grant mulitple users different privileges to manage, collaborate on and distribute digital content.

Roles and permissions

Filerobot offers the following user roles:

Teams

Filerobot allows you to group users in teams for easier role and permission management.

Images annotations allow you to communicate with fellow contributors and discuss features of the assets. Comments and annotations are timestamped and are available to all users with editing privileges.

Adding comments and annotations

The comment section is accessible from the context menu and the preview modal of each asset.

Filerobot's multi-users and multi-tennant model allows users to upload, manage, collaborate on and distribute digital content in different projects via the Asset Hub.

The commenting system allows you to place annotations on images for easier communication.

Find Similar assets is a hub feature that allows the user to select an asset and generate with AI a list of existing assets sorted by similarity to the original asset

It is an alternative way to find assets in the hub without using the metadata & standard search

Prerequisite

Find similar assets are available on specific tokens (PT_ADVANCED) and require the post process "Vector / Embed" to be enabled: only assets that have been vectorized using this post process are visible to the feature

Assets supported are images (PNG, JPG, WEBP)

How to use this feature?

In any of the hub page, simply select an asset (image: png, jpg, webp) et choose the find similar option in the contextual menu

After computing, you will be presented with a list of assets sorted by similarity with your original asset (indicated with a purple tag): most similar assets are displayed first

Nota

The results generated largely depends on the assets available in the hub (ie if the asset selected is unique, the similar assets suggested will be less relevant

Filerobot allows delivery of your assets over CDN and using all Media optimizer capabilities (for use in webpages and web applications). You can also collaborate with non-registered users via secure URLs:

AI powered search is a hub feature that allows the user to search assets by simply typing prompt in the search (like "photo of villa with swimming pool) It is an alternative way to find assets in the hub without using the metadata & standard search

Prerequisite

AI powered search is available on specific tokens (PT_ADVANCED) and require the post process "Vector / Embed" to be enabled: only assets that have been vectorized using this post process are visible to the feature

Assets supported are images (PNG, JPG, WEBP)

How to use this feature?

In the asset page, simply switch the AI toggle on to activate the AI Search and enter the prompt:

After validation, you will be presented with a list of assets matching the prompt and sorted by relevance: most relevant assets are displayed first

Nota

The results generated largely depends on the assets available in the hub and the prompt used

Sharebox allows you to share assets with third parties without access to Filerobot Asset Hub.

Creating a Sharebox

To create a Sharebox, you need to select the assets you would like to share and open the Share Assets modal in the top bar or the context menu—Share / Via Sharebox.

Each Sharebox can optionally be password-protected, have an activation and expiration date, and provide options to disable or enable asset downloads. Additionally, you can invite users by email to access the Sharebox.

Editing and deleting Sharebox instances

You can view, modify, or delete Sharebox instances from the left menu in your library under "Sharebox." For example, you can change the password, activation date, or expiration date.

Filerobot offers a mechanism to collaborate with third parties by allowing them to upload and download assets to your container via dedicated URLs.

Managing, finding and sharing your visual assets has never been easier, with the right environment for the right task, thanks to Scaleflex Brand Portals.

The following sections of the documentation will help you easily , then, and finally your Portal:

Airbox allows non-registered users to upload files using public links. Airbox instances can optionally have an activation and expiration date and password protection. You can also invite users by email, set limitations, and configure notifications, and receive notifications upon asset upload.

Creating an Airbox

To create an Airbox instance, select Airbox from the left menu of your Filerobot library. Set the start date and expiration date (optional), enable password protection if required, click Invite Users to send invitations via email, define any limitations for uploads (e.g., max file size, max size of all uploaded assets, and max file count), and configure notifications for users, team members, and the Airbox owner on asset uploads.

Editing and deleting Airbox instances

You can view, modify, or delete Airbox instances from the left menu in your library under "Airbox." For example, you can change the password, activation date, or expiration date, set limitations, and Recipients.

All public assets in your container can be shared or published in a webpage or a web application by using the CDN link. This link allows you to take advantage of all avaliable media optimizers via URL parameters. More details are available in the media optimizer article.

This link is also available in the for all public assets.

Basic download

You can download assets one by one or from a selection by using the context menu or the selection top bar.

Transformations upon download

Filerobot allows you to apply transformation on the downloaded assets to crop images, reduce dimensions, convert to another format or compress the files into a single archive.

Available settings

Social media crop presets

If need to create profile images or covers for social media, you can use the Social media presets with pre-defined aspect ratio for cropping. The available options include profile pictures, covers, logos, etc. to use in LinkedIn, Facebook and Twitter.

Downloading Original Asset with "&download=1"

Example of how to use:

Overview

Notifications allow to specify when to be alerted about important events such as asset expiry, being tagged in comments, and many other significant events.

Configuring notifications

Notifications are set per project and are configured in (see ).

Receiving notifications

Click the bell icon in the header to view any notification.

If there is at least one unread notification, a red dot is added to the bell icon:

The notifications overlay provides the following capabilities:

Each asset in your Filerobot container can be either private or public.

Public assets are accessible by everybody via their while private ones are avaliable only to users and teams with the appropriate permissions.

Publish modal

This modal allows you to change the visibility settings for each asset or a selection of assets. By default, the visibiliy is inherited from the parent folder or the container. The container visibility can be defined in the Storage settings, section.

If the visibility is set to public, you can copy the CDN link from this modal.