Workflows and Settings

Updated December 02, 2021 22:23

NetX includes a number of features, modules, and integrations that help you get the most from your DAM.

Identify your key DAM workflows and leverage your NetX implementation. Learn how to configure out-of-the-box features and fine-tune the behavior of your NetX with system property settings. If you're in the market for a robust integration or add-on module, start a conversation with your NetX Representative

How are you handling your files today?
What workflows can NetX help with?
What needs to be implemented now and what should be considered for a later phase?
What email address will be used for NetX email?
Does IT need to get involved?

For help with requirements gathering and planning, ask your Onboarding Specialist about our Stakeholder Survey and Workflow Planning exercises.

5 things to know about NetX workflows and settings

Workflows for uploading, downloading, sharing, and organizing are available out-of-the-box.

Built-in workflows often have several configuration options to help you make the most of your NetX. Talk to your Onboarding Specialist about the workflows you're interested in.

Settings are available to control security, branding, and more.

Your Onboarding Specialist will review with you the system properties that allow you to customize your users' experience. Brand settings allow you to set a custom logo, watermarks, color choices for either light or dark themes, and custom background image for your login screen.

Automate with the NetX autotask engine.

We offer professional services consulting to develop autotasks that can automate many workflows based on standardized business rules. Discuss your requirements with your Onboarding Specialist or Account Manager.

Modules and features expand the functionality of your NetX instance.

Check out our tried and true modules like Portals, Visual Search, and Adobe CC Panel, or get early access to brand new features in our Labs module. Talk to your Onboarding Specialist or Account Manager if you're interested in implementing an add-on module or NetX Labs feature.

Integrations with third-party applications or the NetX public API are a great way to leverage resources in your DAM.

We offer established integrations with popular applications like Jira, Amazon Glacier, and social media platform Hootsuite, or build your own API integration to access assets, folders, attribute data, collections, and views. Talk to your Onboarding Specialist or Account Manager about the options available.

Best practices

Go easy out of the gate.
To maximize user adoption, get up and running with straightforward and high-value use cases first. Roll out the bells and whistles in subsequent phases of your implementation.

Just because you can, doesn't mean you should.
Although the thought of integrating and automating workflows sounds tempting, it adds complexity that can be challenging to maintain. It helps to "live in" the new system for a while before choosing which workflows to automate. Less is more.

Handle properties with care.
NetX core functionality is largely controlled via the system properties, so be very careful not to change anything you’re not 100% sure about. We highly recommend that you consult your Onboarding Specialist prior to making any changes to system properties or advanced configurations.

You've got NetX mail.
Customize the "email from" address for outgoing system emails such as asset import or shared collection notifications. The built-in Contact forms also require an inbox destination. We recommend using a distribution or shared address on your mail server, instead of an individual's email address. Use a mailbox name that resonates with your users, like damadmin@yourcompany.com or keeper.of.assets@yourcompany.com.

Receive with ease.
People without upload privileges can upload files via the Asset Request form. It can be useful to configure a staging area in your folder structure to receive new assets uploaded via the asset request links. Folders can be permissioned for admin or power user access only so that newly uploaded assets can be approved and cataloged prior to being released to their permanent folders. Asset request links should be created by a system user that will never be changed or deleted to avoid permission problems.

Dupe dedupe.
Deduplication can be configured for ongoing imports or only for the initial ingest. Evaluate your existing repositories and your import workflows, then discuss with your Onboarding Specialist whether Duplicate Asset Detection is right for your organization. Checksums should be generated at the time of import, but if deduplication is desired it should be run only after the initial ingest has been verified against the original repository. Note that filenames are ignored by this system, so identical files with different filenames will still be detected as duplicates. Conversely, non-identical files with the same filenames will not be caught by Duplicate Asset Detection. If a filename collision occurs, subsequent assets will be appended -1, -2, etc. which may impact data imports or other workflows dependent on accurate filenames. See Duplicate filenames in the Uploading Assets article for details.

BEFORE YOUR NEXT ONBOARDING MEETING

Meet with your Core Team to plan your workflows. Decide what to implement now and what to roll out in a second phase.
Revisit your user stories to ensure essential workflows are accounted for.
Make decisions about the settings for your NetX instance.
Be prepared to discuss your workflows and settings with your Onboarding Specialist.

How-to articles

Follow these links for info on some of our most popular workflows.

Customize the Brand of your NetX site.
You'll need to set the NetX Global Email Settings for incoming and outgoing system emails.
Read Configuring Properties before making any changes.

Read about Uploading Assets.
Use NetX I/O 4 to manage your initial ingest or incorporate it into your asset management workflows.
Use upload requests to receive files from anyone - no NetX account required.
Store derivative or auxiliary files as attachments to an asset called Views.
Preserve asset versions with the check-out / check-in action.
Custom Thumbnails let you upload an image of your choice to display as the thumbnail and preview of an asset.

Read all about Downloading & Sharing and Repurposing Assets.
Advanced settings for Download Options allow you to customize the download experience.
Set up repurpose presets for users to generate derivatives on-the-fly.
Collect details about the use of your assets with the Download Justification form.
Configure the Download Approval workflow to protect sensitive assets.
Several options are available for non-destructive and destructive Watermarking.
Use the NetX I/O desktop app to export assets within their folder and subfolder structure.

Read about Organizing Assets.
Link two or more related assets together with Asset Relationships.
Discuss with your Onboarding Specialist the many options for an Asset Expiration workflow.
Create short Video Clips from full-length video assets.

Ramp up your search with Visual Search.
Add on a pretty Portal.
Make a designer's life easier with the Adobe CC Panel.
Standardize layouts for print collateral with AdBuilder.
Set up watched folder workflows with NetX I/O.
Explore the potential of Integrations.
See Developer Tools for API integrations.

Tips and tricks

Look for the "Advanced settings" sections in our Knowledge Base articles for details on configuration options for each feature.

When editing properties, type in the filter box to quickly find the property you need.

Save your Brand logo in an Admin folder in NetX. Use a "Notes" or "Description" text field to record decisions made regarding Branding options, like your logo, brand colors, login wallpaper, and watermarks. It's helpful for remembering who made the branding choices, when, and why.

If you're using Duplicate Asset Detection:

turn on MD5 Checksums prior to the initial ingest, but DO NOT turn on the LinkDuplicatesJob. This is so the ingest asset count can be verified against the ingest manifest (if LinkDuplicates is on, the numbers may not be accurate).
once the ingest completes and the manifest is verified, turn on the LinkDuplicatesJob and initiate an index-only resync (see Resyncing Assets).

Up next...

If applicable, learn about Configuring Portals.

Get ready for your File and Data Ingest!

BEFORE YOU IMPORT ASSETS

Certain workflows and properties will need to be configured prior to your initial ingest, so check first with your Onboarding Specialist.