You will find the settings page by cliking on the "settings" icon located at the top right corner of the DAM homepage, next to your user profile icon.

Home page

Products

Library Menu Order

The Library Menu Order feature allows users to configure the order of pages displayed in the main menu for all project users. You can easily drag and drop to arrange the order of pages, ensuring quick access to frequently used sections and a customized navigation experience.

Faceted Navigation

The Faceted Navigation section lets you choose which metadata fields are displayed for assets filtering and navigation. Users can select fields such as Characterstics, Date and Location. This section includes options like Select All and Deselect All for quick adjustments.

Thumbnail Metadata

The Thumbnail Metadata section displays essential fields that will be always visible under the thumbnail of the asset in the Assets View. Users can choose up to five custom metadata fields to enhance asset thumbnails, including options like License Expiration Date and various description fields. Users can easily select or deselect fields to customize their view according to their needs.

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 assignments of Tags

To assign a specific tag to multiple assets, you need to select the files and then choose "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 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 have the option to add new tags, choosing them from the "Suggested" list or generating them using the AI service (if this feature is enabled for your project). If you start typing a tag that does not currently exist 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 containing the tag you want to detach and choose the "Editing multiple assets" option. Then, in the Tags section, choose "Delete" and specify the tag you want to remove.

Detaching a tag from an asset

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

Searching by tags

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.

DAM distinguishes two types of metadata fields:

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

• Custom metadata: metadata fields created in DAM to enrich assets

DAM allows the creation of simple or complex metadata structures, a.k.a. 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 Collections created based on metadata field values.

The Library settings are accessible for users with Developer, Manager, Administrator or Owner . Their purpose is to control the DAM interface and to personalize the user experience.

The tab contains settings that control the visibility of additional pages in the DAM. They help to customize the layout of the DAM to fit your workflow. The Homepage can be used as a customizable landing page and the Product view is an additional way to organize your assets for easier management.

The tab contains settings designed to enrich and enhance the user experience. You can choose the order of the Views in DAM (Assets, Folders, Collections, Labels, Products), the Advanced Search options and the asset details which are visible in the Search results.

Configuration tab

This tab contains general settings for metadata variants and upload constraints.

Asset upload

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

Variants

Variants enable alternative displays for the same asset attributes, e.g. language, currency, location, etc. System variants (language, regional groups...) 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 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 are supported by AI are indicated with an AI tag)

3. The language API key is the ISO code of the language and it can't be modified

Field Mappings

This section allows the user to specify which metadata fields should be used for special system attributes and functionalities, such as licence expiration period. To add a mapping, click on the Add mapping button:

Choose the system attribute to which you want to map a metadata field, select a compliant metadata field from the drop-down menu, 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 metadata field modal (restricting the options of what metadata Type to create to the applicable ones).

Embedded Metadata

Embedded metadata may contain, for example, the GPS coordinates of where the picture was taken, the author, the camera, and the lens. DAM can extract these metadata values, including ones from custom namespaces (for example, model name and product category), and map them to custom metadata. To extract embedded metadata, navigate to Settings > DAM> Automations and enable the Extract embedded metadata post process. Once enabled, DAM will extract embedded metadata from the assets upon upload and display them in the Metadata > Embeded tab of the asset management modal:

Custom-defined metadata

Users can define metadata structures, create new fields, and group them into categories. This metadata is defined per DAM project (token) and applies to all assets. If you have multiple DAM tokens, you can have various metadata taxonomies.

Define custom embedded metadata field

In this section, you can define non-standard XMP metadata fields in custom namespaces. This data is then extracted upon upload and can be mapped to DAM custom metadata

Mapping between embedded metadata and DAM metadata fields

This functionality allows you to map common XMP metadata fields from your files (their embedded metadata) to a custom metadata field in the DAM structure. The mapped field value (if existing) is being copied to the respective DAM custom metadata field upon file upload.

If you check option "Write on download", this will copy the field value from the DAM custom metadata to the respective XMP field upon file download.

This tab allows users to manage metadata through System fields and Custom fields.

System fields appear in the System metadata category, marked by a padlock icon and cannot be deleted. Custom metadata, however, is fully customizable and can be added, reordered, edited, or removed by users.

User Actions

Users can perform the following actions:

• Search fields by Name or API Key.

• Organize groups: Reorder custom metadata groups.

• Manage fields: Add, edit, or delete custom fields and groups.

Searching for fields

You can search for fields by either Name or API Key. This filter applies to both System and Custom fields.

Managing system fields

Each asset includes two essential metadata fields:

• Title

• Description

Both fields are of the "Short text" type and support regional language variants.

Managing custom fields

Adding a new group

To create a new group:

1. Click the + Add new group button.

2. The group will be added to the bottom of the custom groups list, and the screen will auto-scroll to the new group.

3. Use the ... button to rename or delete the group as needed.

4. To add fields to the group, click + Add new field.

Managing an existing group

After adding fields, use the ... button to edit or delete each field.

Reordering groups

Adding a custom field to a group:

When adding a new field:

1. Click + Add new field.

2. A modal appears with options to configure the new field, including:

   • Visibility: Toggle ON/OFF whether to show the field in the public API response header.

   • Name: The display name of the metadata field.

   • API Key: Used to store/retrieve metadata information from the backend. It auto-fills based on the Name but can be manually edited (avoid special characters).

   • Placeholder: Example text that guides users on what to enter in the field.

   • Info Tooltip: Optional, providing extra details on expected field values.

   • Required: Toggle ON/OFF if this field must be filled in for each asset. Required fields must be populated during asset upload, or DAM will explicitly prompt for completion.

3. After setting up the field, click Add to finalize it. Repeat this process for additional fields as needed, and ensure you click Save to apply all changes. Unsaved changes will be lost.

List of options

When the user chooses List (single value) or List (multiple values) type for the metadata field, they have to provide one or more list options with the following details per each:

• API key

• Option’s value

Editing a Custom field

Editing a custom field follows the same steps as adding, with the following exceptions:

• Type and Metadata Variant cannot be modified after the field is created.

Metadata field types

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. If there is no specific value for some language, the default language value will be used instead.

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

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

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

Configuration

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

Tag Configuration

Notification management

Pre-requisites

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

You can read more about them in Field mappings.

Enable notifications

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

Post processing settings can be accessed from the Settings > DAM > Automations > Post processing (tab) menu.

When a post process automation task is activated, it will run automatically on each upload. If not activated, the task can be manually triggered for certain uploads via the Upload API using the postprocess parameter (e.g., postprocess=remove-background).

Post process parameters

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

Trigger rules

When setting up a post-process, trigger rules can be specified. These rules specify conditions that must be met to activate the related task. If left empty, the task will be run on each upload.

The following variables may be used to construct rules:

Validation rules

As mentioned, the synchronous tasks provide a mechanism to validate uploads using validation rules. Possible actions when conditions have been met are:

• Refuse - The upload is rejected.

• Notice - A notice is issued, added to the file information and returned in the API response.

Availability

Please note that when marked "Unavailable", a post-process will not run and first it needs to be activated. 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.

When the activation is provided and your account has enough Visual AI credits to run it, the post-process will be applied to all uploads, if the "Run on every upload" option is set to "Enabled".

Post process list

Refer to the Upload post-processes on the Automation page for a list of available post-processes.

The Workflows setting can be managed under the Settings > DAM > Automations > Workflows menu.

The Workflows feature allows you to automate complex asset management processes. It integrates internal components (such as approval flows and metadata) with external systems (like webhooks or APIs) to streamline asset validation for internal or external use.

Enable Approvals workflow

To enable Approvals:

1. Go to the Workflows section.

2. Toggle the Enable Approvals option.

This setting ensures that assets go through an approval process before moving forward in the workflow.

Accessing the Approvals Functionality

There are three ways to request an ad hoc approval, all of which lead to the new Approvals tab in the Asset Details Management modal (see below):

• Via the asset context menu: Select More actions > Manage approval
• Via the asset thumbnail: Hover over the Approval status and click Manage approval

• Via the Library sidebar (info panel): Hover over the Approval status to check the approval status (approved, pending, or rejected)

Requesting an approval

In the Approvals tab, initiate an approval request as follows:

1. Click the Request Approval button to open the Request Approval modal.

2. Complete the request by:

   • Selecting Approvers: Choose one or more approvers. Users without asset access are muted and cannot be selected. At least one approver is required to enable the Send request button.

   • Adding an Optional Message: Provide additional context for the approvers.

   • Setting a Due Date: UTC is automatically detected based on your system settings.

Once the Send Request button is clicked, all approvers receive an alert.

Managing active approval requests

Once an approval request is active, it can be modified by the original requester or anyone with the necessary permissions (if they’re not listed as an approver).

To make changes:

1. Navigate from the Summary View to the Detailed View by clicking Manage Approval.

2. In the Detailed View, you can:

   • Cancel: Cancels the request, sending notifications to all approvers (and optionally, to the requester).

   • Edit: Modify approvers, messages, or due dates. At least one approver must remain, and the due date must be in the future.

Voting on Approval Requests (Approvers Only)

Only Approvers, selected as such as part of the request, can vote and thus influence the outcome of an approval request.

An approver can have the following statuses, depending on their voting:

• Pending - hasn’t voted yet

• Didn't respond - didn't vote by the due date

• Approved

• Rejected

Approvers may add an optional message when voting to provide more context or instructions

Approver's Summary view

Approvers see a similar Summary view as the requester but with:

• The View and Approve link, leading to the Approver’s Detailed View (where they can vote and leave comments).

• No option to create a new request.

Approver's Detailed View

Approvers see options to Approve or Reject the request, with an optional comment field to clarify their decision.

Viewing Approvals as a Regular User

Regular users can view approval details but cannot take action or add comments.

Approval status display

The approval status is displayed in the following locations: 1. Asset thumbnails - top right of the thumbnail (only the status; not clickable)

2. Library sidebar - as the last field in the non-editable section of the General tab; when hovering over it, the complete summary tile is displayed; clicking on the CTA takes the user to the Summary view in the Approvals tab

1. Approval history - Clicking on this Approvals tab shows the summary tile(s) of the approval request.

The upload setting can be managed under the Settings / DAM / Storage/ Upload menu.

Upload

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 a random suffix

• Keep original file name

Optimize images on upload

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

Create assets transformations on upload

If this feature is enabled, the assets transformations defined in the Presets section will be applied automatically to every asset during upload.

There is additional setting Allow users to configure transformations which is visible only if the first functionality is enabled. If it is activated, the user will be able to select/deselect which transformations exactly to be applied during the asset upload.

The Download setting can be managed under the Setting / DAM / Storage/Download menu.

Download consent

When enabled, Asset Hub users will be required to accept the custom Consent notice before downloading an asset.

Set Consent Notice

In the "Consent notice" box, enter the text which the users must agree to. HTML tags are supported.

Example: I consent to the usage rights of this asset available <a target="_blank" href="https://legal.scaleflex.com">here</a>.

Download Usage Right file

Provide the agreement text users should agree to when downloading an asset.

Applied when Download consent is enabled.

Usage Right agreement File Template.

• Enter the template text for the usage right file in the "Usage right file template" text box.

• Filename: Use {{file.name}} to embed the name of the file.

• Metadata Fields: Use {{meta.field}} to embed any metadata field. Replace field with the actual name of the metadata field.

The Custom routing setting can be managed under the Settings / DAM / Storage/Custom routing menu.

Custom routing rules in DAM allow you to rewrite URLs to match specific file paths and names, making public asset URLs shorter and more user-friendly. These rules utilize regular expressions (REGEX) to ensure that lengthy or complex URLs can be simplified without affecting the organization or accessibility of the assets. This feature improves URL usability while maintaining structured file management within the DAM system.

The upload setting can be managed under the Settings / DAM / Storage/ Listing menu.

Root folder listing

Root folder 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 visible only in the Asset Hub and the Widget implementations. Folders can inherit or override the Root folder’s default asset visibility.

Default gallery role

The Gallery Role defines what the users can do with the assets stored in a specific folder.

Setting a default gallery role for all users in the project will determine what the users are able to do by default with any newly created folder.

The Providers setting can be managed under the Settings > DAM > Storage > Providers menu.

Scaleflex DAM supports multiple storage options, including its built-in S3-based storage for high performance and scalability. Additionally, you can integrate external storage providers like AWS S3, Google Cloud Storage (GCP), and Azure Blob Storage. Click +Add connection to add or replace a self-managed storage for seamless asset management.

To configure your external storage, click on the "Add Connection" button, fill in the necessary details, and click "Send" to raise a Zendesk support ticket for the setup.

The video setting can be managed under the Settings / DAM / Storage/Video menu.

Compression

This section governs the project's video compression settings. Video compression involves transcoding an original high-resolution video file (HD, UHD, 4K, …) into a 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.

The Webhooks can be accessed from the menu.

You can add up to 5, individually configured and activated, webhooks.

Webhook parameters:

Connection

To set up the webhook, the following information must be provided:

• Hostname - The domain name of the third-party API that will be contacted.

• Path - The specific path with the Hostname forms the complete target URL (Webhook URL) to which the data will be sent.

Authentication

A consumer cannot always verify that the webhook it receives is coming from the expected source. Due to this, there are two authentication methods supported:

• Basic authentication - The simplest way to verify a webhook. It makes use of a username and a password that are used for authentication when sending the data to the Webhook URL.

• OAuth2 authentication - A more secure and complex authentication method that allows users to grant limited access to their resources without exposing their credentials. This type of authentication can be used in two ways:

  • By specifying the Authentication endpoint, username and password to retrieve a temporary token, which is then used in the webhook.

  • By directly entering the Static bearer token to use every time without generating a temporary one before the request.

Custom headers

You can specify up to 10 additional headers to be sent to the endpoint with the payload. Those headers will have the classic form name:value:

Triggers

The triggers determine the events that need to happen to execute the webhook. The following ones are available:

Asset triggers

• On upload - After a successful asset upload.

• On move - When the asset location is changed.

• On rename - When the asset is renamed.

• On delete - When the asset is deleted.

Metadata triggers

• On change meta - When some specific (or any) metadata field is modified to a value (or any).

• On change info - When some asset's information (e.g. title, description, etc.) is changed.

• On change tag - When the asset's tags are edited.

• On change label - When the asset's labels are modified.

Data to sent

There is fine-grained control over which specific asset details are sent as part of the request JSON body to the selected API endpoint. This ensures that only the necessary information to handle the event effectively is communicated. Those details are divided into several categories depending on the asset type:

* those global metadata packages to send along will include everything that is recorded for the asset in each of the 3 categories.

eg. for system metadata, it includes the file hash, labels, etc.

Note that for embedded metadata, it can be very voluminous, please only add if really necessary.

The Automation settings are accessible from

Upload post-processes

Automate and enhance asset management with custom tasks triggered on asset upload. Upload post processes are actions that are triggered for a given asset upon its upload into DAM. Post-processing involves running various algorithms and ML models on an asset (e.g., detecting if it contains inappropriate content, counting the number of faces in an image, determining the dominant colours, removing the image background, and many others).

Post-process tasks are automated actions that can be performed in two modes:

• Synchronous - The results are evaluated before accepting the upload and returned in the response. The use of this mode is generally preferred in user-generated content (UGC) scenarios where user-uploaded images and videos must be moderated automatically based on several pre-defined criteria.

• Asynchronous - The results are evaluated in the background (in a non-blocking manner) after the file has been uploaded. In some cases, depending on the specified post-process type, the result will be appended to the asset's information, tags or metadata.

Post processing tasks

The following table is a summary of all available post-processing actions:

Applicable to Image Assets:

Applicable to Video assets:

Webhooks

Trigger API calls on events, automate workflows and collaborate effortlessly.

Overview

Webhooks are a powerful feature in modern web development and API integrations. They allow applications to communicate and exchange data in real-time.

They enable users to trigger API calls to third-party endpoints upon specific events and send relevant asset information.

In the context of DAM, webhooks allow users to integrate external systems, automate workflows, and stay informed about changes and, more generally, actions performed on their assets. When a relevant event takes place, such as a new file upload, file renaming, or file movement, the webhook is triggered, and a POST request is sent to a third-party endpoint, providing details about the affected asset.

Using webhooks simplifies the delivery of personalized notifications or alerts to assigned recipients whenever essential actions are executed on critical assets. This facilitates prompt responses and efficient communication.

They can also be integrated with project management tools to automatically create tasks, assign responsibilities and track progress whenever assets are uploaded to or moved within the DAM.