NetX DAM User Guide

This guide will help you learn NetX and provide direction for browsing our extensive knowledge base. If you encounter a term you are not familiar with, check out the NetX glossary. 

Overview

NetX assets are presented in the asset gallery, where you can view asset thumbnails, attribute details, and refine search results to quickly locate the assets you need. 

Navigation

The topmost-left hamburger button will launch a menu for navigating to folders, saved searches, and collections, as well as any tools that are available to you. Personal settings, including managing your password and user settings, are also accessible here. 

Dashboard

The dashboard is the landing page that greets all users and provides quick access to the latest uploads or commonly used folders or search terms. This page is individually customizable with the pencil button found to the left of the dashboard header. 

Folders

Folders are created and managed by users with sufficient privileges, such as an administrator. They can be nested into a hierarchy beneath the top level, and are often used to structure files that are related in some way but need to be more permanently accessed than a collection.

Folder actions

Folder actions can be accessed by right-clicking on a folder name in the tree. The menu options will vary depending on your user level:

• Add a subfolder to the folder.
• Create a PDF with the folder contents.

• Download a zip file of the folder contents.

• Edit the folder name, parent folder, and more.

• List all to combine the contents of all subfolders in one gallery view.

• Share Create a share link with the contents of the folder. Note that this will only share the selected folder's contents, not any of its subfolders. 

• Upload to the folder.

• Delete the entire folder.

Collections

Collections are groupings of asset files that can be gathered by any user. Any user with sufficient privileges to a collection may share it internally with any other user of NetX.

Saved searches

Searches that are frequently performed can be saved into a saved search for quick recall and shared to other users. Unlike collections, saved searches are not static and are updated as files are uploaded or changed to match the search terms.

Gallery

The asset gallery is the main viewing area for browsing assets and can be loaded from a folder, collection, or saved search. The gallery contains certain controls, actions, and features that allow you to find the assets you need quickly.

Gallery controls

At the top of the gallery, certain controls allow you to customize the way the gallery is laid out and the information that's displayed. 

Sort control

Sorting the gallery adjusts the order in which assets will be displayed. You can determine whether the order is ascending or descending, as well as which attribute you would like your assets sorted by.

Attribute set filter

Attribute sets can be created either by your system's administrator, or you can create your own based on attributes you use frequently. In the gallery header, this dropdown will determine which attribute set's data will be displayed with your attribute's thumbnails in the gallery.  

Thumbnail slider

Use the thumbnail slider to shrink or expand the asset thumbnails in your gallery.

Gallery views

 Tile view shows enlarged asset thumbnails in a mosaic tile pattern, but will not have any accompanying attribute data nor a thumbnail slider.

 Card view displays the assets' thumbnails as well as the value for the first attribute included in your selected attribute set. You can modify which set's first attribute is being displayed via the attribute set filter, described above. Note that if this first value does not have any data for an individual asset, no value will be displayed.

 Curator view displays a larger asset thumbnail, along with all attributes in your selected attribute set. Note that any attribute field which is empty for a particular asset will display a line with no value.

 List view presents assets and their data in a horizontal list view.  Each asset line will display a small thumbnail followed by all attribute data for your selected attribute set and a header with the attribute name above each column header. The thumbnail slider is not available in this view.

Gallery actions

Certain actions can be performed on all the assets shown in a gallery using the actions menu in the gallery header, without the need to create a selection. Available actions depend on context (e.g. a folder versus a search), but generally include the ability to create a selection from the gallery as a whole, download, create PDF, and share.

Facets

Facets allow you to filter which assets are displayed in any given gallery. Attributes that have been configured as facets by your site administrator are displayed along the top of the gallery. Selecting an attribute field presents a dropdown showing values that apply to assets in your current gallery, as well as the number of assets to which the value applies. Selecting a field immediately narrows the gallery to only those assets with that attribute value applied. Selections between facets stack.

Asset detail view

You can view all data relating to the asset and perform individual actions on its detail page. Here you can not only view attributes, but also quickly access any folders the asset belongs to, related assets, and versions.

Asset detail actions

Preview

Image, video, audio, and document files can be previewed without the need to download the asset. These previews support zooming (for images), playback (for audio and video files), as well as a full document viewer. 

Download

To download the currently viewed asset, use the  button.

Select

The  button adds the current asset to a selection. 

Share

Use the  button to share the current asset with external users.

Additional actions

Some actions are not immediately visible but are accessible via the actions menu. Available actions include many of the same options as seen in the actions menu in the selection bar, with a few exceptions:

• Add custom thumbnail replaces the thumbnail image shown both on its detail page and all gallery contexts.
• Reimport fully replaces the current asset with a freshly imported asset. Reimporting the asset will maintain custom attribute data as well as the asset ID and any other edits which may have occurred for the asset in question. Unlike versioning, no record of the pre-existing file is stored to download or promote. 
• Check in new version and Check out current version are both parts of the versioning workflow. Versioning allows you to add a file that replaces the current asset file—while still maintaining a record of the previously imported file. You can also promote older versions as the current file version, download an older version, or delete an older version.

Overview

The Overview tab consolidates a variety of data and details for the current asset, such as the system's attribute data or quick links to any related assets or folders.

Attributes

Assets can be tagged with custom attribute values. Users who are unable to edit these fields will still be able to read their values in the gallery and asset detail pages, as well as search these values directly from the detail page using the  button to the left of each attribute field. 

For each attribute that's tracked, the attribute history feature displays a table containing the date of the attribute value change, the user who changed the attribute, and the updated value for each change.

Embedded metadata

Metadata that are embedded into the asset file such as image dimensions are displayed here.

Folders

The Folders tab displays a list of all folders the current asset is a part of, in addition to the full folder path. Clicking an individual folder line loads the folder's contents into the gallery.

Versions

The Versions tab allows you to replace the current asset file with a different version. However, prior versions will be kept and accessible on the versions tab and may be downloaded, promoted back to the current version, or deleted.

Reviews

The Review tool allows users to collaboratively review, annotate, and approve image assets within a project-based workflow. Any user may either create or participate in a review project for any permitted image asset. Any review a user is participating in that also includes the current asset is shown in a list on the Reviews tab. Clicking an individual review line automatically takes you to that asset's place in the review.

Views

Asset views are additional files attached to the primary asset file. Some files are automatically generated when an asset is uploaded to the system (such as previewXMP), but others can be added. As an example, closed captioning files can be uploaded to a video asset's View tab to enable closed captioning for video previews.

Relationships

Assets that have been linked have a list of all related assets in the Relationships tab. If the Relationships tab does not exist for a particular asset, that asset has no linked assets associated with it.

Save

Save applies any changes made to the asset from its detail page, such as attribute edits.

Exit detail

Exit detail takes you back to the gallery. Note that in some cases, such as a page refresh while visiting an asset detail page, this button takes you to the site's dashboard. 

Selecting assets

The selection bar is the primary way to interact or perform actions on more than one asset. It appears when you have selected assets using the following methods:

• The checkmark button on an individual asset or on an asset's detail page
• Dragging your cursor across the gallery to add multiple assets to a selection at once
• Using the Add all to selection gallery action
• The upload selection action found in the Tools tab

When performing batch actions using the selection bar, remember to click the X to clear your selection before making a new selection.

Download

Assets can be downloaded using the Download button on the selection bar. You can also download assets individually via the  button on an asset's thumbnail, or as an action on an asset's detail page. In addition to downloading the original file, you can choose to:

• Download the preview or thumbnail image for an asset
• Download a transformed asset using a repurpose preset
• Create a PDF
• Export attributes
• Export the assets' attribute history

Collect

Collections can be created or added to by using the Collect action on a selection of assets, or via the right-click context menu on a single asset's thumbnail. Once the collect action has been selected, a panel will appear where you can name and save your new collection, or use the Selected tab to add your asset(s) to existing collections. You can create or add your assets to an existing collection in the same action. Once your collection has been created, you can share it with other internal NetX users.

Share

Share links are the primary way to share assets stored in NetX with external recipients. In addition to being able to select any download options which are available during the course of a regular download action, a link can be created with either an expiration date or a maximum number of uses, as well as password security. A share action can be performed on a selection of assets, via a single asset's right-click context menu, or from the asset's detail page. 

Selection actions menu

Certain actions will be available from the  actions menu button on the righthand side of the selection bar.

Create PDF

You can create a PDF using either an individual or selection of image assets. PDF sheets organize your assets in a 1x1, 2x2, or 3x3 grid. You can also add attribute data to a contact sheet by selecting an attribute set or choosing attributes individually.  

Edit attributes

Selecting Edit attributes from the actions menu launches the grid editor for spreadsheet-style attribute editing.

Export attributes

You can download attribute data for a selection of assets during the course of a regular download action, or directly via the selection bar as its own download when you select Export attributes. 

Find/replace

You can use the find and replace action from the selection bar to replace text values for text or text area custom attribute types. Any value matches for the chosen attribute will be replaced with your new value.

Resync

You may perform a resync action on a single asset or selection. Resyncing assets regenerates the affected asset(s) proxy files such as zooms, previews, and thumbnails.

Relationships

Linking assets creates a relationship between the selected assets; related assets will appear in each asset's detail page. Selecting the Relationships action will allow you to create new links between the selected assets or de-link the selected assets from each other.

Repurpose

The repurpose action is only available for image, video, or audio assets, and each file type will require its own repurpose action. If more than one of these file types is included in your selection, you will be presented with a choice of which type to repurpose for the selected action. Note that manual repurposing of either image or audio assets is not possible with more than one asset selected.

Review

Any user is able to review image assets. You can use the Review action in the selection bar to add all selected assets to an existing review, or create a new review from your selection.

Tools

Items in the Tools tab allow you to manage, view, or create particular data or workflows. Available tools include:

Links: Create or manage any existing share links.

Reviews: Any reviews you've created or are participating in will appear here. 

Upload selection: To create a selection from a CSV file (rather than manually through the UI), use the selection uploader tool.

Upload attribute data: Edit attribute data via the UI or with a CSV file, which you can upload here. 

 

Search

If you are looking for assets that are not already grouped together in a folder or collection, there are a variety of search options to help you find them. Once you have performed a search, you will be able to save the search for later use if it is a frequently performed query.

Keyword search

Keyword search takes a word or phrase as its input, and the system will search the system for matches based on any attribute values, including folder names and file formats.

Advanced search

Using advanced search makes it easy to narrow your search to particular attributes, dates (such as when assets were imported), or file size. Search terms may also be combined for further specificity.

Advanced actions

Certain core actions are available to user levels of Producer or above, such as uploading assets, editing attributes, and repurposing assets manually. 

Uploading

Uploading assets is easy using the Upload tool. You can select a folder location and edit attribute data which will be applied during upload.

Importer-level users

Users with a user level of Importer will be able to upload assets into NetX, but will not be able to select a download location, nor edit any attributes as assets are uploaded into the system. Instead, their files will be automatically uploaded into a system-created folder labeled with their user name. 

Editing attributes

Attributes

There are a variety of custom attribute types your administrator may have configured as a way to add descriptive values to your assets. This may assist users in a variety of ways, including simplifying sorting or searching for particular assets with values in common, or simply providing users with more information regarding the assets they are viewing. These custom attribute types include:   

• Text: single-line text inputs.
• Text area: larger text blocks that support longer paragraphs, and line breaks.
• Date: a date value you can select with a calendar picker, or manually enter using a YYYY/MM/DD format.
• Number: a numerical input value.
• Pulldown: allows you to select a single value from a pre-made list of values.
• Multiselect: like pulldown attributes, this type allows you to select values from a pre-made list but will allow more than one selection for the same attribute field.
• Tag: pulled from an administrator-created set of values, tags allow for more than one selection at a time. Individual values may be removed with the X button, or searched with the  button which accompanies each tag pill value.

Asset detail

You can edit an individual asset's attributes via its detail page. You can view all attributes at once, or select any number of attribute sets from the righthand dropdown to see a curated set.

Quick edit

The quick edit panel allows you to update attribute values for a selection of assets. Editing attributes via the quick edit panel will update the selected assets' attributes for every asset in the selection. In addition to editing attribute values, the  button allows you to clear all values for that attribute that have been applied in the past. You may also use the attribute set dropdown to narrow down the attributes you need to use.

Grid editor

You can access the grid editor by selecting the Edit attributes action in the actions menu. This is a spreadsheet-like tool that allows you to edit custom attributes on a selection of assets. 

Repurposing

Image

Individual image assets can be manually repurposed. Image repurposing is used to apply adjustments to an image such as changing the file format, adjusting the hue, or applying a watermark.

Audio

Audio files can be played, trimmed, and downloaded as an MP3, FLAC, or WAV file—regardless of their original audio format. You can either trim the file via a drag action across the waveform or use the trim fields to download a precise segment of your audio file.

Video

By selecting the repurpose action on a single or selection of video assets, you will be shown a variety of presets which will adjust the size and quality of your chosen video asset(s).