Within this section, you will learn about the following sections found within the Settings menu: - My Account - Organisation - Project

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

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

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.

It brings together 4 modules into 1 scalable and flexible platform for digital teams and IT teams to use via an web console (VXP Hub) or API (headless):

• Digital Asset Management (DAM): manage visual assets in one single source-of-truth for both digital teams and developers.

• Visual AI: automate manual content workflows with AI-powered enrichment, moderation, and generative AI to streamline processes.

• Portals: publish design guidelines and galleries to multiple stakeholders using a no-code portal builder.

• Dynamic Media Optimization (DMO): optimize images and videos with smart transformations and accelerate delivery over multi-CDN.

The platform follows MACH principles and is built in a composable way to simplify the integration into an existing stack of solutions, such as your PIM, CMS or e-commerce platform.

Platform overview

Start using the DAM to upload your first files, such as images and videos, via simple drag and drop, CSV import or API upload. Streamline team collaboration around marketing and product assets.

Enrich files with tags as well as metadata to turn them into assets and organise them into static folders or dynamic collections. Leverage Visual AI to automatically tag, describe and categorize assets.

Publish media galeries on responsive and multi-lingual Portals, built via our easy-to-use and templated no-code CMS.

Dynamically generate variations of assets to ensure optimal size and crop for each specific channel. Leverage the DAM Studio to create marketing banners at scale with dynamic images and text.

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.

Finally, get access to analytics and insights about the platform's user adoption, insights about your asset's performance and help drive decision on which asset to use when.

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

Create large volumes of promotional marketing banners from existing assets and derive social media variations

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

If you need further assistance, please check our knowledgebase or contact our Customer Experience team at support@scaleflex.com

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

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.

Billing information

Payment details

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

In this section, you will learn about the basics of the VXP, which include: - Your VXP token - Account and Project settings options

Within these pages you will learn about:

• Users - managing and inviting users onto your DAM

• Roles - viewing available roles and creating custom roles for your DAM

The Billing page within Settings consists of three sections:

• Payment

• Invoices

• Plan

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:

1. Click the + Add Profile button.

2. Choose the scope:

   1. Company: Apply across all projects within the organization.

   2. Project: Apply only within a specific project.

3. Name the role.

4. Select the permissions you want to assign (e.g., managing users, approving assets, editing settings).

The permissions are divided in several categories:

• Home - allows access to the settings for the Home page

• Top menu - allows access to the DMO, Portals and Analytics sections

• DAM - allows access to the DAM Gallery menu

• DMO - allows access to the DMO settings.

• Settings/ Organization - controls on the Organization settings

• Settings/ Project - controls on the Project settings

• Settings/ DAM - controls on the DAM settings

• Settings/ DMO - controls on the DMO settings

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.

You can jump to the following sections to learn more.

• General Organisation Settings

• Billing

• Users

• Teams

You can jump to the following sections to learn more.

• Branding

• Subscription

• Analytics

• Access

Project Name

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

Login page

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

Logo

Theme

The settings for Team management are located at Settings > Organisation > Teams.

Users with Manager, Admin and Owner User roles have access to them.

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.

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.

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.

Basics

This page section contains information about the company:

Access management

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

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 (T & Cs)

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 Gallery Roles.

Invite new users

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

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.

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.

User invitation flow

To invite new users:

1. Click + Invite Users (single or bulk invites supported).

2. Fill in these details:

   1. Email address.

   2. Profile (User level).

   3. Access scope (entire company or specific projects).

3. 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

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 People 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.

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

Introduction

Purpose:

The CDN performance Dashboard is designed to provide a comprehensive overview of CDN traffic data. This dashboard offers a granular view of token usage.

Filters

Graphs

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

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

Introduction

Purpose:

The Traffic Origin Dashboard is designed to provide a comprehensive overview of incoming requests to the VXP (Visual Experience Platform). This dashboard offers insights into the sources of traffic, referrer usage patterns, and overall request volume.

Filters

Graphs

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.

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

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

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 Security Templates are accessible from Settings > Project > Access (page) > Security template (tab).

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:

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 the validity period of the 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.

Manage existing Security templates

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

OAuth2 authentication is a more secure and complex authentication method that allows users to grant limited access to their resources without exposing their credentials.

The Asset Details window allows you to peruse and edit all the information pertaining to the asset, modify the media (if it's in a supported format), publish the asset and more.

All the information about the asset is organised in vertical tabs:

All the available actions are at the top:

This documentation section is dedicated exclusively to Scaleflex DAM. You can access the DAM directly from the top left menu in your VXP hub, to the right of the "home" tab, you will see the "DAM" tab. Once you've clicked on it, you will find yourself within Scaleflex's Digital Asset Management portal.

Introduction

Purpose:

The Custom Dashboard Creation page allows users to enable custom dashboards to gain insights about their assets. The interface offers input fields for creating a new dashboard, which includes providing specific identifiers and a quick seal.

Features

1. Add Dashboard Button: Users can add a new dashboard by clicking the "+ Add dashboard" button, which reveals input fields for configuration.

2. Dashboard Input Fields: Users must complete four key fields to create a dashboard successfully:

   • Dashboard Name: The display name of the dashboard.

   • Page Identifier: A unique identifier for the dashboard page.

   • Dashboard Identifier: A unique ID for the dashboard itself.

   • Quick Seal: A quick-access identifier for the dashboard.

3. Save and Cancel: Users can save the dashboard or cancel the creation process using the respective buttons after filling in the fields.

Introduction

Purpose:

The Caching Dashboard is designed to provide a comprehensive overview of image cache data and edge requests. This dashboard offers a granular view of token usage.

Filters

Graphs

Upload assets

Upload assets in bulk from your local computer or various external sources.

Overview

The 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 include 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 three possible end states and relevant actions:

You can perform the following actions from the Asset Details window:

If Metadata Variants are configured for your project, you can view the asset according to a selected locale - including language, currency or anything else that is configured.

Click the heart icon in the top menu of the asset window to add an asset to your personal My Favorites list.

If you have an image asset (jpg, png, webm, etc) you can modify it with the in-built Image Editor in a multitude of ways, including cropping, resizing, applying filters or watermarks, and so on. You can save the results as a new version of the main image or as an entirely new asset.

Edit image

Click the Edit image button from the context menu or in the Asset Details window to open it in 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:

Next to the Regional settings, you will find three dots '...' button with which you can access a menu of actions you can perform on the asset:

Coming before end of 2024!

In Scaleflex DAM you can manipulate your media files to get them just right for your needs.

Browse the relevant media subpage to learn more:

• Edit image

• Edit video

• Edit design template

Coming before end of 2024!

All available asset details are organised in different categories, grouped in tabs:

You can Publish or Unpublish your asset from this menu and manage its visibility.

In addition, this menu provides options to share your asset throughSharebox, a CDN link, or embed in website.

The General Information tab provides the following information about the current asset you are viewing:

Image annotations allow you to communicate with fellow contributors and discuss the 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 assets management modal of each file.

In the comments section, you can:

• View all comments for an asset.

• Sort or filter comments.

• Like or dislike comments.

• Mark comments as "Resolved."

• Start a new discussion from a comment.

The Metadata tab holds information about the asset's custom defined or embedded metadata and is organised in 2 relevant sub-tabs.

Custom-defined metadata

You can create and customize metadata fields to fit your needs. These fields are categorised and apply to all assets within a specific Scaleflex DAM project (token). If you manage multiple projects, each can have its own unique metadata structure.

The Custom metadata fields are visible in the asset management modal, tab Metadata -> Custom.

See Managing metadata.

Embedded metadata

Embedded metadata is stored within the asset itself and remains with it when the file is shared or downloaded. Various software tools can access and read this metadata. Examples of embedded metadata include GPS coordinates, the author's name, camera details, and more.

Scaleflex DAM can extract embedded metadata, even from custom namespaces (e.g. model name, product category), and map them to fields in the Custom metadata section.

To enable embedded metadata extraction:

1. Go to Settings > DAM > Automations.

2. Enable the Extract embedded metadata post-process.

Once enabled, embedded metadata will be automatically extracted upon file upload and displayed in the Metadata -> Embedded tab of the asset management modal.

The History tab within the Asset Window will display the whole history of the asset since its inception.

You can view all its versions along their creation timestamps, and you can click to expand any version to see all actions have been done to it, by whom and when:

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

Approvals must first be enabled for your project, which can be done by any user having access to Settings > DAM > Automations > Workflows:

Approval statuses

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

*see Approval vote outcome section below

Approval vote outcome

An approval request is considered:

• Approved: When all approvers vote positively.

• Rejected: When at least one approver votes negatively or the request Due date expires.

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

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:

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

Steps to request approval:

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

2. 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.

3. 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:

1. Click on the View and approve link

2. Then choose to either Approve or Reject the asset

3. You can leave comments when voting, in this way providing immediate feedback like: "Please adjust the font size in the banner."

Manage approval request

Active requests can be modified by the original requester or anyone with the necessary permissions (if not listed as an approver).

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.

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.

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

Approval history

1. Open the Approvals tab in the Asset details window.

2. Click History to view previous approval requests.

3. 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.

Creating transformation for a single image

1. Open the asset management window and navigate to the Variations tab.

2. Click the + Add variation button to create a new variation using the Image Editor.

After saving the variation, it will appear in the Variations tab. You can hover over the variation to either download it or copy an optimized CDN link for easy sharing.

Difference between Labels, Tags, and Collections

Labels allow users to organise their assets in a more structured and permanent way than Tags. Unlike the dynamic Collections whose assets change through applicable filters, they are static 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 the labels and their applicable assets.

Labels View

The Labels page can be accessed from the DAM sidebar menu.

Managing labels

Creating labels

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

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

• Colour selector - choose a color by clicking a pre-defined color or by entering an RGB code manually.

• 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

To manage labels, click the 'Settings' icon in the left panel. This opens the Configuration window.

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

Right-click on an asset (or multiple selected assets) and choose the 'Manage' > 'Labels' submenu to search for and apply a label.

If no exact match is found during the search, the user can 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, the user should have a Developer, Manager, Admin, or Owner User Role to detach a label.

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

If 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 click on the result.

Folders view

In the DAM, 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

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

Managing folder access

Folder access settings ensure the right users have the appropriate permissions to view, edit, or manage assets, enhancing security and organization.

This feature is available for users with a Manager, Admin or Owner User Role.

Steps for managing folder access:

• Navigate to the folder you want to manage.

• Click the ... icon next to the folder name.

• Select Share > Manage access from the dropdown menu.

• In the pop-up window, review the following details:

  • Folder Owner: The user who created the folder.

  • Default Visibility: Predefined access for users without explicit permissions. See Gallery roles.

  • Current Access Mode: Determines if settings are inherited or overridden.

  • People with Access: A custom list of users or teams with specific permissions.

• To add users or teams, select Override from the Access Mode dropdown and click on the Add Users button that will appear in the People with access section.

Downloading the folder's content

Downloading assets

If you select a folder and open its context menu, you can 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 a list of files as CSV

This option is useful when getting 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 or 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:

• Item Type

• Path CDN link

• mime-type size

• SHA1

• 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:

You can also perform actions such as downloading folders, sharing them, editing via CSV, moving folders to different locations, and deleting folders directly while searching for the desired folder.

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:

We offer a list of Scaleflex's DAM most popular plugins with brief descriptions on how to set them up.

Sharebox allows you to share assets with third parties without access to Scaleflex DAM.

Creating a Sharebox

To create a Sharebox, 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." You can also change the password, activation date, or expiration date.

Airbox enables non-registered users to upload files through public links, offering a simple way to collect files. You can set optional activation and expiration dates and password protection for each Airbox instance. Additionally, you can invite users via email, set upload limitations, and receive notifications when assets are uploaded.

Creating an Airbox

To create an Airbox instance:

• Select Airbox from the left menu in your Scaleflex DAM library.

• Click on + Add airbox.

• Type meaningful title and description for the new Airbox.

• Select the target folder in Scaleflex DAM where uploaded files will be stored. If the selected folder is already in use by another active Airbox, an alert will notify you. Choose a unique folder to avoid conflicts.

• Set start and expiration dates (optional).

• Enable password protection (optional).

• Set limitations per file size, total number of uploaded assets, etc (optional)

• Set who should receive notifications when files are uploaded to the Airbox (optional).

Editing and Deleting Airbox Instances

To edit or delete an Airbox, go to the 'Airbox' section in the left menu of your Library.

When clicking the Help box in the menu, an additional menu appears:

Overview

The Product feature helps you organize and quickly find files by grouping them using specific product references. Once enabled, users can add two new metadata fields—Product Reference and Product Position—to their assets.

Marking assets with Product References makes it easy to locate materials for seasonal promotions or product launches.

Enabling Products

To enable this feature, navigate to Settings > DAM > Library > Featured Components and turn on the Products feature to automatically add the Product Reference and Product Position fields.

Creating and Deleting Products

A product will appear in the Products view only if at least one asset has this Product as assigned in its Product reference field.

Products are automatically removed from the Products view when no assets are associated with them.

Assigning Product Metadata to Assets

To add Product metadata to an asset:

1. Select the asset

2. Open the Details view

3. Go to Metadata > Custom

4. Click the Edit button

5. Add or update the Product reference and Product position fields.

6. Save the changes.

Product Reference identifies the specific product to which the asset is related. Product Position specifies the order in which assets appear within a product group. For example, it determines the sequence of images in a promotional campaign.

Removing Product metadata from an Asset

To detach product metadata from an asset:

1. Select the asset and open the Details view.

2. Navigate to Metadata > Custom.

3. Click the Edit button.

4. Clear the Product reference and Product position fields.

5. Save the changes.

Using the Products view

The list of Products can be found at Menu > Products (the Product view).

All users can see the products in this View, as long as it is enabled from the configuration settings and there are assets associated with the products.

The Product Position value of an asset determines the order of the files in the detailed view when a Product is selected.

Searching for products

Product Filter

Use the Products filter in the search bar to find assets:

• Search by single reference: Enter one product reference to retrieve its associated assets

• Bulk reference search: Use the Add List option in the filter to paste multiple references (one per line). The system will automatically format the input and display results for all referenced products.

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

You can access the Collections view 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, provide additional details for it

• "Cart icon": a collection of downloaded assets.

Managing collections

Add a new collection

You can do this by clicking on the button + Add collection. A pop-up configuration panel will appear, prompting you to specify the collection’s name and settings.

• Name - Please specify a meaningful collection name

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

• Groups- The groups contain a list of pre-defined collection criteria that can be combined together.

Edit collections

Click on the "Settings" icon in the left panel of the page to open the Configuration window, which allows you to manage your collections.

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

Search

The search bar allows user to use simple search with keywords that will find and display the most relevant assets found.

Simple keywords search

It is the search triggered by default when you use the main text bar, and looks for the entered keyword in title, description, filename, tags, along with all custom metadata.

Sorted by relevance (sorting adjustable afterward).

In the search keyword, any non-alphanumeric character is taken as a separator (eg "-" or "_") and the operation between those sub-keywords is AND.

If this search is used along with filters (mentioned below), it will be an AND operation between them.

The results returned by this search are divided into 2 sections, in order:

• Exact: all complete sequences of alphanumeric characters (at least) are matched.

• Partial/Fuzzy (aka extended): truncated sequence of alphanumeric characters, including small variations (e.g. typo), provided relevance is above a threshold (70% by default).

Advanced search

It 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.

Filter

By timestamp

By file format

By filesize

By tags

By metadata

By image info and content

By Product Reference

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

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 DAM?

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

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.

In ecosystem integration, seamless connectivity facilitates communication and interaction between third-party components.

This introductory guide aims to clarify the distinctions among the two main types of software connections: plugins and connectors (aka applications).

1. Plugins

• Plugins are software components designed to extend the functionality of a more extensive application. They allow developers to add specific features or behaviours to an existing software system without modifying its core codebase. Plugins are usually loaded dynamically at runtime, making adding or removing them easier without affecting the main application's stability.

• Plugins provide a modular approach to integration, enabling third-party developers to seamlessly integrate DAM into the host application/software. Simply use our Media Asset Widget to replace or complement the media gallery used by the third-party software/tool.

2. Connectors (Applications)

• Applications, also known as standalone connectors or adapters, are complete and self-contained entities designed to perform specific tasks or provide a range of functionalities to users. Unlike plugins and libraries, applications are intended to be independent and tightly integrated.

• Our applications have user interfaces (UI) and may interact independently with other applications or services. They will always perform a range of additional functions, such as programmatic synchronisation and similar advanced features.

In summary, plugins extend the functionality of existing applications with a more passive role, while applications/connectors facilitate interoperability and seamless synchronisation between different systems by being placed in between them and actively intervening.

A manual integration will always be possible using our Media Asset Widget, whose code/package is linked in this documentation.

Note: if you are looking to access your media directly from within Canva, you should use the Canva app described here

The Canva plugin allows you to create using all the power of Canva and any existing templates and designs you have saved, transporting your final render into your DAM library.

Follow the below steps:

• Click the Upload button (1), and select the Canva option (2)

• Then login using your usual credentials in Canva and create at will

• Finally, click the "Publish" button (3) on the top right corner of the Canva interface

• This will import your creation as a regular asset, added to the current folder with a simple click on "upload" (4) If you need any pre-upload transformations you could set them to execute from the "Settings" side panel

The DAM Adobe CC embeds the Media Asset Widget (MAW) plugin inside the following supported Adobe applications:

• Adobe Photoshop

• Adobe Illustrator

• Adobe InDesign

There are no more copy-pasting media assets from your local drive to DAM; everything happens within your Creative Cloud application.

Installation

(use the following in your browser if you can't download from the above URL link)

Step 2. Copy the unzipped folder content into the folder for your Creative Cloud version:

• If you have Photoshop CC 2014, CC 2015, CC 2015.5, CC 2017 or above:

  • Mac OS: /Library/Application Support/Adobe/CEP/extensions/

  • Windows x64: C:/Program Files (x86)/Common Files/Adobe/CEP/extensions/

• If you have Photoshop CC:

  • Mac OS: /Library/Application Support/Adobe/CEPServiceManager4/extensions/

  • Windows x64: C:/Program Files (x86)/Common Files/Adobe/CEPServiceManager4/extensions/

You have to create the folder if it does not already exist.

Step 3. Restart Photoshop, and you will find the DAM widget/extension in Window > Extensions > extension_name.

Usage

First, you need to log in to your DAM account from the Widget.

Then, you can select the Company and Project you would like to access (for multi-project DAM accounts).

You can browse your container and its folder structure directly from the widget, use the search and sort functions, and create folders.

You can upload images from Photoshop directly to your DAM container. Downloaded images from DAM can be inserted as a new file or layer in an existing Photoshop project.

DAM Magento Plugin

The DAM Plugin is an extension which adds Asset Management to the Magento Admin (Product Images, Tinymce 4 WYSWYG) and shows it on the Front-end (Product listing page, Product detail page, Minicart, Cart Page, and Checkout Page).

There are 3 simple steps for enabling the plugin on your Magento 2 website:

• Install the DAM module for Magento 2;

• Add your security configuration parameters to access your DAM library.

Please note that the plugin will make some changes in the Admin section.

Currently, the plugin only supports the Text Component in Page Builder; other components will be supported in future versions.

• TinyMCE Image (Insert/Edit) default function will be disabled. You can change the image size by scaling (drag and drop function) or delete it and add a new one with the size you like;

• The plugin will disable the default upload function in Product Edit Page. Instead, every asset will be managed by DAM (single source of truth).

• The plugin works well with the Magento Luma default theme. If you use a different theme, please check the manual integration below to get the product images.

Installation

Prerequisites

Step 2. Install the DAM module for Magento 2

Prerequisites

DAM supports Open Source and Commerce Edition from version 2 onwards.

Install with Composer

Enable and install the following modules in Magento:

php bin/magento module:enable Scaleflex_Filerobot php bin/magento setup:upgrade php bin/magento setup:static-content:deploy

Step 3. Add your security configuration parameters

Configuration

Once the steps listed above are completed, you need to enter your DAM token and security template into the DAM module configuration in the Magento admin interface: Stores > Configuration > DAM By Scaleflex > DAM integration.

If your token and security template id is verified, please activate the module by selecting Yes in the DAM Enable dropdown then save again.

After all is done, you will be asked to flush your Magento cache.

You will not be able to activate the plugin until the token and security template id are correct.

Configuration options

• DAM Token: Your DAM token from the Asset Hub interface;

• Security Template Identifier: Security template ID, found in the Project > Access > Security templates (tab) menu;
• DAM upload directory: This is the top storage folder for your assets. The default value is /magento.

Please create the folder in DAM first to prevent an error. If you want to change it, you need to check if the folder exists in your DAM container.

Usage

TinyMCE

Please click on Icon DAM on TinyMCE:

Then choose which images you want to insert -> transform:

You will be able to select and insert one or more images:

If you want to change the image size, please choose one image at time and click Insert. After that, you will be able to set the desired image dimensions.

If you want to change the dimensions of an already inserted image, you can use Tinymce Image size drag and drop.

Product Images

Go to Product Edit Page in Images and Video Tab, then click Image Manager. Then you can use the file manager like TinyMCE above.

Description:

The features of the Contentful DAM App include:

• Asset Manager Widget: Manage and insert assets directly within the Contentful content editor, streamlining the asset handling process.

• Multiple File Type Support: Supports a variety of file types, including images, videos, and documents.

• Metadata configuration:

  • Asset metadata from Scaleflex DAM will show on your Rest/GraphQL response

  • You can choose which attributes will be saved in Contentful content field

• Configuration for limited file types and maximum file count

Installation

Prerequisites

2. Sign up to Contentful.

Step 1. Install from Contentful Marketplace

There are 2 ways:

Step 2. Configure the app

Configuration keys(* = required):

• Token*: This is the Scaleflex DAM token found in the Asset Hub interface, which allows the app to connect to your DAM account
• Security Template*: Found in the Project > Access > Security Templates tab, this key is required for secure access
• Asset directory: Defines the top-level folder for storing assets. The default is the root directory (/).

• Limit: The max number of files that can be added to a single field

• Attributes: A string containing information (JSON attributes) that you want to store in a Contentful field, separated by commas. For example: meta, info.

• Limit Type(s): String type, acceptable values: any or all of the following: 'image', 'video', 'audio', 'application', 'application/zip', 'application/x-zip-compressed', 'application/vnd.rar', 'application/x-rar-compressed', separated by commas.

Usage

Field Setting

• In any content model, create a new JSON Object Field

• In Appearance section, choose Scaleflex DAM

Content Editor

• In any Scaleflex DAM Field, to insert assets from DAM to content, click on Asset Manager

• An Asset Dialog will appear:

• Select one or more assets you want to add to the field.

• Click "Insert" on the top right corner of the opened Dialog

• You have 2 options:

  • Insert as original

  • Insert as transformed (change the image format or size before inserting)

• After inserted, assets will appear like below:

You can:

• Reorder assets position by drag and drop

• You can delete unwanted asset(one by one - click on the 3 dots icon ... then select "Delete") or click "Clear all" to remove all selected assets

• If any changes are done from the Hub, please use "Refresh Assets" button so to update Contentful

JSON format

The following is an example of how metadata for inserted assets is stored in JSON format within Contentful.

The DAM Plugin is an extension which adds Asset Management to Opencart.

There are 3 simple steps for enabling the DAM plugin on your Opencart admin:

• Install the DAM module for Opencart;

• Add your security configuration parameters to access your DAM library.

Limitations

Currently, the plugin supports the default WYSIWYG editor from Opencart - Summernote, but the native "Image resize" function is disabled. You can change the image size by removing the previous one then add it with new dimensions (a dedicated function will be added in the next version).

Installation

Prerequisites

Step 1: Upload the plugin

• Upload the admin folder in upload/admin to your Opencart source code.

• Login to the Admin Dashboard, navigate to Extensions/Installers and upload the scaleflex_filerobot.ocmod.zip file. Then, go to Modification and click Reload to update the installer.

Step 2: Configure and activate the plugin

Navigate to Extensions/Extensions, choose Modules from the drop-down menu, select DAM and update all configurations.

• DAM Token: Your DAM token from the Asset Hub interface;
• Security Template Identifier: Security template ID, found in the Project > Access > Security templates tab;
• DAM upload directory: This is the top storage folder for your assets.

Usage

You need to enable the extension in order to use DAM in all pages.

Step 1: Open MAW (Media Asset Widget)

With Summernote:

With Image field:

Step 2: Choose the image(s), then click insert button

If you are on Summernote: You can select multiple images for insertion.

If you are in an Image Field: You should select only one. If you selected multiple items, it will use the last one, as Opencart's Image Field inserts only one image at a time.

Developer's den

This extension is 100% compatible with the default theme.

If you use another theme (stock or custom), you should verify that the image is indeed from DAM before returning data to the view. An examples for banners would be:

The features of the DAM Contentstack App include:

• Asset Manager Widget in Contentstack Content Management;

• Multiple file type support;

• Metadata sync: asset metadata from DAM will show on your Rest/GraphQL response.

Prerequisites

2. Sign up to Contentstack.