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Visual Experience Platform

VXP - Visual Experience Platform

Welcome to the VXP Documentation! This guide is designed to help you get started with The Visual Experience Platform and make the most out of its modules and features.

What is the VXP ?

The VXP is a platform to support the creation, management, optimization and delivery of visual experiences relying on visual assets, such as images, videos and documents.

Platform overview

Speed up delivery by utilizing modern compression formats such as WebP, AVIF, and WebM, alongside Content Delivery Networks (CDNs), to enhance web page performance and improve core web vitals.

Business examples

Manage and optimize large volumes of e-commerce or real estate product assets

Modules: DAM, Visual AI, DMO Target users: developers and e-commerce team

Modules: DAM Target users: studio team, marketers

Create a brand portal to publish brand guidelines

Modules: DAM, Portals Target users: branding team

Build a multi-tenant and scalable content backend for your SaaS application and leverage AI-powered visual search to find assets by text prompts

Modules: DAM, Portals Target users: branding team

The VXP

The Visual Experience Platform is your environment that hosts all modules you use with Scaleflex.

Token

The provided token is a key concept to understand when working with Scaleflex DAM. Your token identifies as your tenant, which is used for and known as a project.

Each new Scaleflex DAM account comes with a token for a project. Each token combines a storage container to store assets and a CDN distribution to deliver optimized assets over CDN worldwide. An account can have multiple tokens to suit different projects within an organisation, which is called multi-tenancy.

Whether you use one or multiple tokens for your projects, Scaleflex DAM's multi-tenancy allows you to manage all use cases across various tokens or projects through a unified interface.

Company-wide vs project-wide users

Users can be created at the company level or project level.

A hierarchy can be created within each token or project, and users and teams can be given access permissions to single or multiple tokens.

Company-level: grants access to all projects
Project-level: grants access to a project or selected projects, but not all within the company

Some system settings are company-specific, while others are project-specific.

As a simple rule, all Organisation settings are linked to the company, while all other settings, such as Project or Development, are project-specific.

Settings

The settings within the VXP platform are your control centre; use this section to understand how to set up your account, manage users or billing, and apply brand identity to your platform.

My Account

The Account section within Settings consist of two parts: Profile and Support. Use these pages to understand how to set up your account and use Support.

Continue to the next page to learn about setting up your Profile.

Profile

Control panel where users can manage profile information, login and security settings

Section

Fields

Personal information

First name
Last name
Display name
Location
Bio
Profile image

Email address
Password with Edit password button

Multi-factor authentication

Session timeout
Multi-factor authentication (MFA)
Verify logins by email
Verify logins with SMS

Support

Use the Support page to log a bug or make inquiry directly to the Scaleflex CX team.

The Support window will display your logged ticket history to the Customer Experience team. The following information will be displayed:

Ticket ID

Number of Ticket request

Title

Title of created ticket

Updated at

Date and time of last comment or action made on ticket

Updated by

Name of user that last updated the ticket

Message

Preview of message sent within ticket

Status

Current status of the ticket

In addition, you can make a direct request to the Support team by clicking the + Send request button.

When clicking the + Send request button, a form will appear. You can provide a title, message, and any attachments to the request.

When logging a bug, we recommend attaching screenshots or videos of the issue so the Support team can better understand and reproduce the issue.

Organisation

The Organisation section with Settings is where you can set the general details, view billing, and manage users and teams.

You can jump to the following sections to learn more.

General Organisation Settings

This page contains company-wide settings that are applied to all projects.

Basics

This page section contains information about the company:

Setting

Description

Company name

The company name displayed in the upper left corner of the Asset Hub, unless a project logo has been uploaded under Branding

Default language

When a language is selected, it will be shown by default to all users.

Please note that each user can change it individually through the settings in My Account.

Session Timeout

This is the default session timeout, which logs out the user after a certain amount of time after the last activity was made.

Access management

In this section, the company-wide security settings can be specified.

Setting

Description

Multi-factor authentication

Enable or disable MFA for the entire company. The MFA code will be sent via their phone or email. Please note that MFA is bypassed if SSO is enabled.

Single sign-on (SSO)

Configure SAMLv2-based SSO to enable users to access the Asset Hub using SSO via an Identity Provider (IdP). You will still need to create the users in Scaleflex DAM before they will be able to login via SSO.

SSO

Configure SSO so that users can log in with their corporate credentials (such as Active Directory, Okta, or Azure AD / Entra ID) into Scaleflex DAM.

An Identity Provider supporting SAMLv2 is required.

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 (T & Cs)

Setting

Description

Prompt new users to accept the company's T & Cs on first login

Enable or disable the requirement for users to accept the customizable T&Cs upon first login

T & Cs text

The custom text or HTML to display to users on their first login. Supports multiple languages.

Force all users to accept the new T & Cs

Modifying the content of the Ts & Cs will create a new version. Enabling this setting will force users who have already accepted the previous version to accept the updated version upon their next login.

Billing

Manage your billing information and plan and view your invoices within the Billing section of the VXP platform.

The Billing page within Settings consists of three sections:

Payment

Billing information

Setting

Description

Invoice email

Add contacts who should receive copies of the invoices.

Billing address

Specify (or update) a billing address and contact email for invoicing

Payment details

List of available payment methods for making payments on your invoices. You can only choose one option.

Setting

Description

Payment method: Card

Once "CARD" is selected, you will be required to enter your card details, which will be used to make payments.

Payment method: Bank (manual)

Once "Bank (manual)" is selected, you will receive invoices by email based on your billing frequency (by default: monthly) and will have to pay via bank transfer on the designated account (IBAN).

Payment method: Direct debit

Once "Direct debit" is selected, you must enter your IBAN, which will be used to make automatic bank payments.

Invoices

The invoice page shows all your paid and pending invoices. You can download them for your records and future reference.

Plan

The Plan page provides an overview of your current plan which details what is included and the add-on features that you can purchase.

Users

View your Users and manage roles with the DAM through the Users section.

Within these pages you will learn about:

Users - managing and inviting users onto your DAM

Users

By managing User Roles and attributes effectively, your team can maintain secure, streamlined access to DAM, ensuring the right people have the right tools to succeed.

Purpose of the User Roles

Invite new users

You can create users at the company level, granting access to all projects within the company or providing access to one or multiple projects at the project level.

User role

In the DAM, a “user role” determines what a user can see and do within the platform.

The user roles Owner and Administrator are only available for company-wide users as they have access to company-related information such as Billing or Organisation

User role

Available menu

VXP Owner (company only)

Only 1 user can be the Owner of the company. It has access to all DAM pages & System Settings. Also - to all assets and folders stored in DAM, no matter who created them and what are the visibility permissions.

VXP Administrator (company only)

There could be multiple users with this User Role. They have the same visibility and privileges as the Owner. The only difference is that the Admins can not create other Admins or promote a new Owner.

VXP Accountant

VXP Manager

Company-wide Managers can only manage users with lower roles than Manager in all company's projects.
Project-level Managers can only manage users with lower roles or another Manager in their own project.

VXP Developper

The Developers have access to all DAM pages and the following menus from System settings:

DAM
- Metadata
- Storage
- Automations
DMO

VXP Contributor

The Contributors have no access to any System Settings.

They can see only:

Home
DAM (all pages)

VXP Viewer

The Viewers have no access to any System Settings

In DAM they have restricted permissions for viewing and sharing data:

Home
DAM:
- Assets
- Folders
- Sharebox

Custom roles

In addition to the standard roles mentioned above, VXP administrators can create up to 5 custom levels and define which pages and menus will be available for each.

Custom company roles are only available for company-wide users as they can have access to company-related information such as Billing or Company

Custom project levels are available for company-level and project-level users (they don't have access to company-related information)

User invitation flow

Users can only invite lower-level users, except project-level VXP Managers, who can also invite other Managers.

To invite new users:

Click + Invite Users (single or bulk invites supported).
Fill in these details:
1. Email address.
2. Profile (User level).
3. Access scope (entire company or specific projects).
Click “Send” to send the email invitation.

If the invitation is still not accepted, it will be visible with status "Pending". If it remains in this status, you have the following options:

Resend the invite to remind the recipient.
Cancel and re-invite if the email address was incorrect.

Once accepted, the invited user receives status "Active".

Managing existing users

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

The following attributes are available for editing:

User level
Active or inactive status
Access scope

Review user access quarterly to ensure permissions are up-to-date. Deactivate users who no longer need access to prevent security risks.

Manage User Attributes

By default the users have email address and name. For the purpose of your project you can add additional attributes.

In the pop-up window that will open, you can check the current list of User Attributes.

New attributes can be added when you click on the + Add field button. There are two data types which you can select for the new field:

Text - the attribute value will be a simple text. This is applicable for fields that may have unlimited number of unique values (for example "Personal Address")
Select-one - it appears as a drop-down list with predefined values where you can choose only 1 of them. This type is useful for fields where you would like to restrict the users on what values to fill-in (for example "Region", "Job Position", etc)

If you want to Edit or Delete an existing attribute, please click on the ... icon next to the attribute name.

System attributes cannot be edited or deleted. They are marked with a lock icon - "First Name", "Last Name" and "Email".

Roles

The Roles page displays all current Roles and their permissions within Scaleflex DAM.

This page allows you to view all roles within the DAM and the permissions for each role.

Creating Custom Roles

Custom roles allow you to tailor user permissions to your specific needs.

To create a custom role:

Click the + Add Profile button.
Choose the scope:
1. Company: Apply across all projects within the organization.
2. Project: Apply only within a specific project.
Name the role.
Select the permissions you want to assign (e.g., managing users, approving assets, editing settings).

You can create up to five custom roles.

The permissions are divided in several categories:

Home - allows access to the settings for the Home page

Users with custom roles can edit the access of another users with standard roles, if they have the corresponding permission in their custom role (Settings/Organization => Users (read) => Users (write) )

Duplicate existing role

If you want to modify an existing role (e.g., enrich or limit one of the default VXP roles), you can duplicate it and adjust its permissions.

For that purpose you need to click on the ... icon next to the corresponding role.

The default company roles can not be deleted.

Teams

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

Create a new Team

To create a new team, you can use the + Add Team button.

Give your team a meaningful name, choose the project(token) where it should apply, add a description, and upload an avatar.

The new Team apply only to the selected project and can be used only in that project.

Manage a Team

After a Team is created, you can find it in the list of existing teams. Click the ... icon at the most-right part of the screen and choose "Manage".

Now, you can add team members from the list of existing users in the selected project. If the user hasn’t been invited to the project, or their invitation is pending, they cannot be added to a team.

You can select and delete team members, which removes them from the Team, but their account will remain active in the project.

Edit a Team's description

If you select option "Edit" from the ... menu, you can rename the Team, modify its Avatar and Description.

Delete a Team

Choosing option "Delete" from the ... menu allows you to delete a team. The users who were part of this team will remain active in the current project.

Best practises for Team Management:

Use descriptive team names to reflect their purpose.
Regularly review team memberships to keep them current and relevant.
Before deleting a team, review its access or tasks to avoid workflow disruptions.

Project

The Project section under Settings is where you will find the options to include brand identity, view your subscription, and apply analytics, and manage your access.

You can jump to the following sections to learn more.

Branding

Customize Scaleflex DAM's branding to match your brand preferences

Project Name

Use this section to name your project. The name will be displayed at the top right corner of the DAM.

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

Setting

Description

Select the layout of the login page

Background cover type

Select the background of the login page: color or an image

Cover

Select a background image if you have selected the image option or the main color, if you have selected the color option

Logo

Setting

Description

company logo

Upload a project (or company) logo to be displayed on the top-left corner of the Asset Hub. You can add logos that accomodate to Light and Dark themes.

Favicon

Upload a custom favicon to replace the default Scaleflex DAM favicon.

Theme

Setting

Description

Theme

Select between Dark, Light and Custom theme.

Color

Add your own color-hex code to override the Asset Hub's default colour.

Default number format

Set the format for the thousands and decimal separators in numbers

Subscription

This section summarizes the Subscription page seen in the Settings bar.

The Subscription page lets you view and manage your current Scaleflex DAM subscription.

In addition, you can view additional optional modules and services that Scaleflex provides.

Analytics

Enable standard dashboards to control usage and assets delivery.

Standard Dashboards

DAM Standard Dashboard

Dashboards visibility is managed in Settings -> Project->Analytics->Standard Dashboard

Introduction

The Standard Dashboards Configuration section allows users to enable or disable various pre-built dashboards that help monitor and manage key asset delivery and usage areas. These dashboards provide insights into different aspects of the system, including CDN performance, optimization, storage, and more.

Example Workflow

Enable or Disable Dashboards: Toggle switches are available for each dashboard.
- Enabled: The dashboard is active and providing insights.
- Disabled: The dashboard is inactive.

Multi tenants

DAM Multi Tenants Dashboard

Introduction

Purpose:

The Multi-Tenants Dashboard is designed to provide a comprehensive overview of traffic, image cache data and allowances for individual customers. This dashboard offers a granular view of customer usage per token. [insert screenshot ]

Filters

[insert screenshot ] Graphs

User Dashboard

DAM users

Introduction

Purpose:

The DAM Users Dashboard is designed to provide a comprehensive overview of user activity within the VXP (Visual Experience Platform). This dashboard offers valuable insights into user engagement, team dynamics, and overall system usage.

Filters

Graphs

DAM Storage

Introduction

Purpose:

The DAM Storage Dashboard is designed to provide a comprehensive overview of storage usage and asset management within the VXP (Visual Experience Platform). This dashboard offers valuable insights into storage consumption, asset growth, and folder organization.

Filters

Graphs

Workflows Monitoring

DAM Workflows Monitoring

Introduction

Purpose:

The Workflows Dashboard is designed to provide a comprehensive overview of webhook and workflow activity within the VXP (Visual Experience Platform). This dashboard offers insights into event processing, task status, and overall workflow performance.

Filters

Graphs

Access

You will find the "access" page by going to Settings > Project > Access (page). From here, you will be able to manage access to your project, through API keys, custom security templates or OAuth2.

Digital Asset Management (DAM)

Users

By managing User Roles and attributes effectively, your team can maintain secure, streamlined access to DAM, ensuring the right people have the right tools to succeed.

Purpose of the User Roles

The User Roles define what a user can and can not do within the company/project. The permissions these levels provide, are about Project Management. For Assets Management, please refer to the

Invite new users

You can invite new users to the DAM through the modal.

In case multiple users (tens or hundreds) need to be invited in bulk, please and provide a CSV file containing information about the email address, requested user role and the project access (global or only for specific tokens).

You can create users at the company level, granting access to all projects within the company or providing access to one or multiple projects at the project level.

User role

In the DAM, a “user role” determines what a user can see and do within the platform.

The user roles Owner and Administrator are only available for company-wide users as they have access to company-related information such as Billing or Organisation

User role

Available menu

VXP Owner (company only)

VXP Administrator (company only)

VXP Accountant

This User Role has access only to the section.

VXP Manager

The Managers have access to all DAM pages & System Settings except and settings. Limitations:

Company-wide Managers can only manage users with lower roles than Manager in all company's projects.
Project-level Managers can only manage users with lower roles or another Manager in their own project.

VXP Developper

The Developers have access to all DAM pages and the following menus from System settings:

DAM
- Metadata
- Storage
- Automations
DMO

VXP Contributor

The Contributors have no access to any System Settings.

They can see only:

Home
DAM (all pages)

VXP Viewer

The Viewers have no access to any System Settings

In DAM they have restricted permissions for viewing and sharing data:

Home
DAM:
- Assets
- Folders
- Sharebox

Custom roles

In addition to the standard roles mentioned above, VXP administrators can create up to 5 custom levels and define which pages and menus will be available for each.

Custom company roles are only available for company-wide users as they can have access to company-related information such as Billing or Company

Custom project levels are available for company-level and project-level users (they don't have access to company-related information)

User invitation flow

Users can only invite lower-level users, except project-level VXP Managers, who can also invite other Managers.

To invite new users:

Click + Invite Users (single or bulk invites supported).
Fill in these details:
1. Email address.
2. Profile (User level).
3. Access scope (entire company or specific projects).
Click “Send” to send the email invitation.

If the invitation is still not accepted, it will be visible with status "Pending". If it remains in this status, you have the following options:

Resend the invite to remind the recipient.
Cancel and re-invite if the email address was incorrect.

Once accepted, the invited user receives status "Active".

Managing existing users

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

The following attributes are available for editing:

User level
Active or inactive status
Access scope

Review user access quarterly to ensure permissions are up-to-date. Deactivate users who no longer need access to prevent security risks.

Manage User Attributes

By default the users have email address and name. For the purpose of your project you can add additional attributes.

You need to go to the tab and to click on the ... icon. Then to select "Manage User Attributes"

In the pop-up window that will open, you can check the current list of User Attributes.

New attributes can be added when you click on the + Add field button. There are two data types which you can select for the new field:

Text - the attribute value will be a simple text. This is applicable for fields that may have unlimited number of unique values (for example "Personal Address")
Select-one - it appears as a drop-down list with predefined values where you can choose only 1 of them. This type is useful for fields where you would like to restrict the users on what values to fill-in (for example "Region", "Job Position", etc)

If you want to Edit or Delete an existing attribute, please click on the ... icon next to the attribute name.

System attributes cannot be edited or deleted. They are marked with a lock icon - "First Name", "Last Name" and "Email".

Security templates

Security templates are used to generate API access keys (temporary keys with configurable permissions & restrictions)

Create a security template

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

Description

Used to identify the security template

Permissions

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

API Permission

Description

OBJECTS_LIST

List assets

OBJECTS_FETCH

Fetch assets

FILE_UPLOAD

Upload file

FILE_META_CREATE

Create file metadata

FILE_META_CHANGE

Update file metadata

FILE_RENAME

Rename file

FILE_MOVE

Move file

FILE_DELETE

Delete file

FILE_SET_VISIBILITY

Set file visibility

FILE_LABEL_CHANGE

Update file labels

FILE_IMAGE_EDITOR

Edit file

DIR_CREATE

Create directory

DIR_RENAME

Rename directory

DIR_META_CHANGE

Create and update directory metadata

DIR_MOVE

Move directory

DIR_DELETE

Delete directory

DIR_SET_VISIBILITY

Set directory visibility

CONFIG_CHANGE

Change container configuration

CONFIG_LIST

List container configuration

FILE_PRODUCT_CHANGE

Change product information

FILE_PROCESS_AUTOTAGGING

Perform autotagging

COLLECTIONS_LIST

List collections

COLLECTIONS_MANAGE

Manage collections

LABELS_LIST

View labels

LABEL_MANAGE

Manage labels

OBJECTS_SHARE_MANAGE

Manage sharebox

OBJECTS_AIRBOX_MANAGE

Manage airbox

OBJECTS_APPROVAL_MANAGE

Manage approval

OBJECTS_APPROVAL_VOTE

Approve/Reject assets

ACCESS_READ

View accesses

ACCESS_MANAGE

Manage accesses

Upload limits

These settings set limits on the Upload API.

Setting

Description

Default

Limit per min (limit_per_min)

Set the maximum uploads per minute with the key

Unlimited

Limit per source IP (limit_per_source_ip)

Maximum number of uploads allowed by IP by the key

Unlimited

Directory scope (dir_scope)

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

All directories

Restrict IP limitation

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

Setting

Description

Default

Whitelist IP ranges (whitelist_ip_ranges)

IP addresses allowed to perform requests using this SecurityTemplate

No restrictions

Whitelist countries (whitelist_countries)

If the IP address is detected to come from these countries, they are allowed to make requests to the system

All countries are allowed

Key Validity

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

Setting

Description

Default

expiration_duration

time in seconds before the key expires

1200 s (20 minutes)

Listing Limits

Directories where the key is allowed to list elements.

Setting

Description

Default

directory_scope

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

All directories

Manage existing Security templates

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

User level

Description

To identify the Security template

Secret key

The Security Template value. To be kept secret

Created at

The Security Template creation date

Scope

Used to limit the scope. Value "project" by default.

Active

The Security template status that can be toggled from activated to deactivated using the ... options

Copy

Copy the secret key in the clipboard for easy reuse

API keys

Manage API keys for headless applications

API keys allow to call of the Scaleflex DAM file management API and are suited for backend or headless applications where no user context is needed and where the key is not exposed to the browser

Create new API keys

New API keys can be created with the +Add key button. On click, the 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 define what the user will be able to do with the assets

Permissions

API Permission

Description

OBJECTS_LIST

List assets

OBJECTS_FETCH

Fetch assets

FILE_UPLOAD

Upload file

FILE_META_CREATE

Create file metadata

FILE_META_CHANGE

Update file metadata

FILE_RENAME

Rename file

FILE_MOVE

Move file

FILE_DELETE

Delete file

FILE_SET_VISIBILITY

Set file visibility

FILE_LABEL_CHANGE

Update file labels

FILE_IMAGE_EDITOR

Edit file

DIR_CREATE

Create directory

DIR_RENAME

Rename directory

DIR_META_CHANGE

Create and update directory metadata

DIR_MOVE

Move directory

DIR_DELETE

Delete directory

DIR_SET_VISIBILITY

Set dir visibility

CONFIG_CHANGE

Change container configuration

CONFIG_LIST

List container configuration

FILE_PRODUCT_CHANGE

Change product information

FILE_PROCESS_AUTOTAGGING

Perform autotagging

COLLECTIONS_LIST

List collections

COLLECTIONS_MANAGE

Manage collections

LABELS_LIST

View labels

LABEL_MANAGE

Manage labels

OBJECTS_SHARE_MANAGE

Manage sharebox

OBJECTS_AIRBOX_MANAGE

Manage airbox

OBJECTS_APPROVAL_MANAGE

Manage approval

OBJECTS_APPROVAL_VOTE

Approve/Reject assets

ACCESS_READ

View accesses

ACCESS_MANAGE

Manage accesses

Manage Existing API Keys

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

Setting

Description

To identify the API keys

Secret key

The API key value. To be kept secret

Created at

The API key creation date

Active

The API key status that can be toggled from activated to deactivated using the ... options

Note: If used, deactivated API keys will return an error

Copy

Copy the secret key in the clipboard for easy integration

Approvals

Manage asset's approval status

The Approvals feature lets you gather structured feedback and decisions from stakeholders through a voting process. It ensures alignment and reduces errors, particularly for campaigns and projects with multiple contributors.

Key usecases

Reviewing designs for marketing campaigns.
Approving edited images before publishing.
Gaining consensus for social media posts or web assets.
Streamlining multi-department approvals for promotional materials.

Any asset can be submitted for an approval. "Approval" can adopt whatever definition your project needs, e.g. "Approval for website use".

Pre-requisites

Approval statuses

An asset, requested for an approval, can have these statuses:

Pending

Waiting for votes

Approved

The asset has passed approval criteria and is fit for use*

Rejected

The asset has failed the approval criteria and is not fit for use*

Cancelled

When a Requester (or user with the necessary permission) has explicitly cancelled the request

Reset

When someone has edited the file and created a new version during an active approval request

Approval vote outcome

An approval request is considered:

Approved: When all approvers vote positively.

If an asset is rejected, the requester can review comments, make adjustments, and submit a new approval request.

There can be only one active (pending) approval request per asset, however, once completed, another one may be requested.

Due date expiration

If an approval is not approved by the due date, the approval is automatically rejected.

Requesting an approval

An approval can be requested in several ways:

From the Context menu > More actions > Manage approval
From the Library sidebar - expand the Approval status section and click the Manage approval link
From the Asset details window - go to the Approvals tab and click Request approval.

Steps to request approval:

Click the Request approval button to open the Request approval modal.
Complete the following fields:
- 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 (eg. "Please review this image for use in next month’s newsletter").
- Setting a due date: Set a realistic deadline for the review process. The local time is auto-detected.
Once the Send request button is clicked, all approvers receive an alert.

Voting on approval request

Approvers will get a notification when they are asked to vote on a request. An approver can click on the link in the notification or navigate manually to the asset. Once in Asset details window > Approvals tab:

Click on the View and approve link
Then choose to either Approve or Reject the asset
You can leave comments when voting, in this way providing immediate feedback like: "Please adjust the font size in the banner."

Manage approval request

How to manage an approval request

Open the Approvals tab in the Asset details window.
Click Manage approval to view details.
Make changes as needed:
- Cancel: Notify approvers and stop the approval process.
- Edit: Modify approvers, due dates, or messages.

At least one approver must remain, and the due date must be in the future.

Viewing approval details and history

Regular users:

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

Where to view approval statuses:

The approval status is displayed in the following locations: 1. Asset thumbnails - Approval status is displayed on the top-right corner (not clickable).

2. Library sidebar - a field in the General tab shows the approval status. Hovering over it displays a summary tile.

Approvals tab - Provides a detailed history of all approval requests.

Approval history

Open the Approvals tab in the Asset details window.
Click History to view previous approval requests.
Select the file version from the left panel and click View details for more information.

Best practises for using Approvals:

Use clear messages to explain the purpose of the approval.
Set realistic due dates to allow stakeholders enough time to vote.
Regularly review approval history for process insights.

Faceted Search

Faceted navigation available in DAM products (Widget, Hub and Portal)

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.

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.

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

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
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.

Storyblok

DAM Storyblok App

Installation

Prerequisites

Step 1. Installation

Make sure you complete, in any case, each of the following steps fully:

Send us the installation delegation request, including
- Your Storyblok "Space ID" (find it in the settings, in General / Space)
- Your preference of installation type ( Field Plugin, or App level -default- )
Add (invite) our Plugins Installation team to your Space
- Use register@scaleflex.com (you can remove this user once the installation is completed)
- with "Admin" role (otherwise the installation is not possible)

Our support team will contact you back to confirm the installation date and make sure you have everything configured properly to start using the Scaleflex DAM plugin.

Once this is done, you will be able to find the new block in your "Block Library" under the name "DAM" and be ready to go!

Depending on your level of support and onboarding plan, a CSM can assist you for the next steps: setup and configuration.

Step 2. Setup & configuration

You have 3 required configuration items to take from the Asset hub: Token (the unique project or library identifier), Security Template (this will be used as the secret for authentication), Directory (where you want Storyblok's assets to be stored and retrieved from, usually a dedicated sub-directory; note that this field must be comprised under the directory limit of the Security Template you have selected) And there are optional fields: limit, attributes

You can add as many blocks containing the DAM field type as needed. There is no limit on the number of blocks you can include.

Go to Block Library -> New Block
Enter any Technical Name you want, Select Nestable Block -> click "Add Block"
In the side modal "Edit [Technical Name]" that appeared, enter any name as Field (eg. DAM_Asset), then select the type of field as plugin -> click "Add"
Click on the field just added (in the "General" section below), then scroll down to the Plugin Options, then choose "filerobot-storyblok" in the Custom Type drop-down. Add the 3 configuration keys you gathered from the DAM and set up like below:
- token = Token from DAM (aka project identification code),
- secTemplate = Security template from DAM,
- rootDir = Base directory (also in the security template configuration).
- limit (optional) = number of files you can show when choose on DAM Asset
- attributes (optional) = add more data on API Response Structure (ex: meta, tags, owner),
- limitType (optional) = File Type Filtering ( ex: image, video, audio, application, application/zip, application/x-zip-compressed, application/vnd.rar, application/x-rar-compressed )
- forceFilters (optional) = The advanced search metadata filters ( Please contact us to show your use case so we can provide the correct Setting to adapt your requirement ) Example: You want to show only assets have expired_date metadata field greater or equal today you can use setting bellow: [{"key": "expired_date", "value": ["$CURRENT_DATE..", "EMPTY"]}]

Note: Show complete Metadata work if the token has permission. The list project configuration default shows the title and description.

Below are the 3 configuration steps illustrated:

New BlockNew Field TypeField Required SettingsField Optional Settings

Add New Block

User guide

In any Content, type Edit Page
Click Add Block, Choose the Block contain the DAM Field you want to add to the Page:

It is now possible to interact with your DAM library assets directly from Storyblok:

Action

How to

Add Assets

Reorder

Drag and drop to sort assets

Remove Asset

On each added Asset -> Click the Bin icon to remove one Item

Remove all Assets

To remove (delete) all Assets, click the red "Remove all assets" in the top right corner.

API Response Structure

[
  {
    "uuid": "2a9de85c-406a-5101-9ab5-7b6259250001",
    "name": "$R202RV2-AiiacoEg.jpg",
    "cdn": "https://try.filerobot.com/Widget_demo_folder/%24R202RV2-AiiacoEg.jpg",
    "extension": "jpg",
    "source": "filerobot",
    "type": "image/jpeg"
  },
  {
    "uuid": "c83ca796-00e5-5c08-b87c-cd6ecee50000",
    "name": "012871.tif",
    "cdn": "https://try.filerobot.com/Widget_demo_folder/012871.tif",
    "extension": "tif",
    "source": "filerobot",
    "type": "image/tiff"
  }
]

API Response Structure Have Add Attributes Option

[
  {
    "uuid": "2a9de85c-406a-5101-9ab5-7b6259250002_0",
    "name": "$R202RV2-AiiacoEg.jpg",
    "cdn": "https://try.filerobot.com/Widget_demo_folder/%24R202RV2-AiiacoEg.jpg",
    "extension": "jpg",
    "source": "filerobot",
    "type": "image/jpeg",
    "attributes": {
      "meta": {
        "boolean": null,
        "date": "",
        "description": {
          "en": "neweded"
        },
        "malt_id": "",
        "multi_select": null,
        "number": "",
        "price": {
          "default": "12"
        },
        "product_id": {},
        "sales_tags": {},
        "select_one": null,
        "shouldbedeleted": "",
        "sku": "",
        "sport": "",
        "test": "",
        "test-multi-select": null,
        "test-price": {},
        "title": {
          "en": "testssssss"
        }
      },
      "tags": {}
    }
  },
  {
    "uuid": "c83ca796-00e5-5c08-b87c-cd6ecee50000_1",
    "name": "012871.tif",
    "cdn": "https://try.filerobot.com/Widget_demo_folder/012871.tif",
    "extension": "tif",
    "source": "filerobot",
    "type": "image/tiff",
    "attributes": {
      "meta": {
        "boolean": null,
        "date": null,
        "description": {
          "en": "s"
        },
        "malt_id": null,
        "multi_select": null,
        "number": null,
        "price": {
          "default": "2000"
        },
        "product_id": {
          "default": "HJUUIISS"
        },
        "sales_tags": {
          "default": [
            "best",
            "hot"
          ]
        },
        "select_one": null,
        "shouldbedeleted": null,
        "sku": "ddss-2",
        "sport": null,
        "test": null,
        "test-multi-select": null,
        "test-price": {},
        "title": {
          "en": "đ"
        }
      },
      "tags": {
        "en": [
          {
            "label": "test",
            "sid": "#tgb84ea"
          },
          {
            "label": "tags",
            "sid": "#tgc4915"
          }
        ],
        "fr": [
          {
            "label": "~ test",
            "sid": "#tgb84ea"
          },
          {
            "label": "~ tags",
            "sid": "#tgc4915"
          }
        ],
        "ru": [
          {
            "label": "~ test",
            "sid": "#tgb84ea"
          },
          {
            "label": "~ tags",
            "sid": "#tgc4915"
          }
        ]
      }
    }
  }
]

Akeneo PIM App

Scaleflex VXP Akeneo App

Introduction

There are 2 versions(sync way) in Akeneo App:

Metadata version: Which is new support sync assets and product by metadata.
UI version: Setting and Support sync by UI

Akeneo version support:

Enterprise version: Support by App Activation
Community version: Support by Data Source

Metadata version support Bi-Direction Sync(DAM to PIM, PIM to DAM)

Installation & Activation

Prerequisites

Your Akeneo plan needs to be Enterprise Edition.

Activation by App(EE Version)

Log in to your Akeneo instance
Go to Connect - App store, search by name: "Scaleflex", App name: "Scaleflex DAM (Visual Experience Platform)"

Click Connect: You will be redirected to the Asset Hub where to select which token you want to use for your Akeneo instance
- Each token can be used for only one Akeneo Instance
- Multiple Akeneo instances can use the same token

After selecting your token and clicking Active, you will be redirected back to Akeneo, please grant all permission to Akeneo app
- Check on EVENT PLATFORM

When activation done, you will be redrect to DAM Hub. You can choose go to Setting Page, or discover the DAM Hub.

Activation by Data source(CE Version)

Prepare crendentials by go to Akeneo instance go to Connect / Connection settings

Create
- Label: any
- Code: any
- Flow type: Data source
Then you will be redirect to this page, please add a Role and Group to this Data source
Save these information to use in next step

Click on Enable Akeneo community

Enter credentials from Akeneo, then Validate and Save Change

After validated, you can change your credentials in Credentials Tab

Configurations

There are 2 sections:

General Setting

Default Configuration

Enable / Disable: If disabled, you cannot use the Akeneo sync feature on DAM
Default size: Default image size will be used if there are no configs related to each asset
Image resize technique:
- Crop: Cut image part to resize
- Fit: Keep all content in image, and make image fit the size
Please click "Save changes" to update the configuration

Image resize setting

How does it work?

Can be duplicated
Priority: Bottom to top, and it will apply the first one match the setting, check example bellow.

Example:

An Asset with these information:

Scope: commerce / Locale: en_US / Family: filerobotmedia
Will try to match setting following the steps below:
- First try: Type: Asset / Family: filerobotmedia / Scope: commerce / Locale: en_US
- Second try: Type: Asset / Family: All Items / Scope: commerce / Locale: en_US
- Third try: Type: Global / Scope: commerce / Locale: en_US
- Use size and image resize technique from Default configuration above

Flow guide

Select type, there are 4 types:
- Global: Affects all assets including entity and asset
- Asset: Asset Family
- Entity: Entity Reference
- Product
Choose family, we can choose "All items", this will be affected all Families in selected type
Scope and locale

Image resize technique: Fit or Crop
Size: Must follow format: width x height, example: 300x400

Sync Setting

PIM to DAM

To enable PIM to DAM sync: When we update some attribute(check supported field type above) in a PIM record(Asset, Product), it will update the mapped metadata in DAM.

Copy API Key and paste into Api key
Enable the Toggle button
Save changes

Metadata setting

Please follow these configurations:

Sync family options

You have to provide a valid API Key in PIM to DAM section to enable this feature.

Main attribute setting(Same for Product and Asset)

To see these tabs, you have to enable feature on Metadata section

This mapping determines which asset attributes will be synchronized based on the product family.

Select Family
Select attribute belong to Family
You can Edit and Delete

You can have 2 main attributes for one Family, each Family can have only one main attribute.

Synchronization

Metadata version

Go to any asset, at Metadata section click Edit
Enter family and code metadata which same in setting page
- If you use Product Reference Component, Enter code on Product Section on top of Metadata tab
Click save

If PIM to DAM enabled, any update attribute(supported types) in Akeneo will update in DAM

It only update asset metadata when change attribute value in PIM if that asset is synced to an Asset or Product in PIM.
If one asset synced to multiple assets, products, the last one win.

UI version

Right click on any asset / More action / Sync to Akeneo

Choose Family or Entity, Product
Choose attribute
There are 4 cases that can happen:
- Value per channel and value per locale are both false: Can sync without choose scopes or locales
- Value per locale is true, value per channel is false: Must choose at least one locale
- Value per locale is false, value per channel is true: Must choose at least one scope
- Value per channel and value per locale are both true: Must choose at least one scope and locale