Workflows and Settings

Updated May 01, 2025 17:30

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?
Does IT need to get involved?

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

5 things to know about NetX workflows and settings

Brand settings let you make NetX your own.

Configure your logo, theme colors, login screen background, and custom URL to align with your organization’s brand. You can set up custom Help and Contact links for end-users, or take branding to the next level with a NetX Portal.

NetX includes features and tools that support your import workflows.

Users with appropriate permissions can easily import and tag assets in bulk through the browser upload interface or the NetX I/O app. NetX I/O is a great choice for initial file ingests or advanced workflows like watched folders. The Upload Request feature allows anyone with the link to upload content directly into NetX.

Original image and video files can be repurposed for download.

Perform ad-hoc adjustments and crops on images, or configure presets for popular resize and reformat requests. For videos, NetX offers several preset transcode options or ready-to-go previews, or make your own video clips to download. Original files remain untouched and only the right-sized derivatives are exported.

Modules, features, and automations expand the functionality of your NetX.

Streamline workflows with Download Approval, Video Transcripts and Captions, Asset Expiration, Review and Approval, and more. Automate workflows with the NetX AutoTask engine, a powerful tool that executes actions in NetX based on specified triggers. Connect with our Pro Services Team to discuss your use cases.

Get more bang from your DAM with integrations and developer tools.

NetX offers established integrations with popular applications and collection management systems. Developer Tools are available for bespoke integrations with other applications via the API, event-based webhooks, and custom actions. Talk to your NetX Account Manager about the possibilities.

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. Focus on solving workflow issues that your users actually have, not issues they are perceived to have.

Just because you can, doesn't mean you should.
Although the idea 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.

You've got NetX mail.
Incoming emails for Admins need a landing place. Notifications might include new user registrations, download approval requests, contact form messages, and more. We recommend a distribution or shared address on your mail server, instead of an individual's email address. Try an email address that resonates with your users like damadmin@yourcompany.com or keeper.of.assets@yourcompany.org.

Set the stage.
People without upload privileges can upload files via the Upload Request form. It can be useful to configure a staging area in your folder structure to receive new assets sent via the upload request links. Folders can be permissioned for admin or power user access only to approve and catalog new assets prior to releasing them to their permanent folders.

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.

How-to articles

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

Learn about Uploading Assets via the browser interface.
Use NetX I/O to manage your initial ingest or incorporate it into your workflows.
Use Upload Requests to receive files from anyone - no NetX account required.
Preserve asset Versions with the check-out / check-in feature.
Beware of Illegal Characters in Asset and Folder Names.

Read all about Downloading & Sharing and Repurposing Assets.
Advanced settings for Download Options allow you to customize the download experience.
Create a slick Contact Sheet to share multiple images in PDF format.
Set up Repurpose Presets for users to export derivative images on-the-fly.
Use the NetX I/O desktop app to export assets within their folder and subfolder structure.

Read about Organizing Assets in folders and Deleting Assets.
Link two or more related assets together with Asset Relationships.
Store derivative or auxiliary files as attachments to an asset called Views.
Create short Video Clips from full-length video assets.
Use Custom Thumbnails to replace an asset's thumbnail and preview.

Customize the Brand of your NetX site.
The Help Center link can point to the NetX Knowledge Base or your own custom Help page.
Collect user feedback by Enabling the Contact Form.
Adjust search behavior with Search Settings.
On-premise customers check NetX Global Email Settings for system email settings.
Read Configuring Properties before making any changes to system properties.

Collect details about the use of your assets with the Download Justification form.
Configure the Download Approval workflow to protect sensitive assets.
The NetX Team will work with you to configure the Asset Expiration workflow.
Several options are available for non-destructive and destructive Watermarking.
Take your videos to the next level with Video Transcripts and Captions.
Extend your DAM to many applications with the CI HUB Connector.
See Developer Tools for API info, webhooks, and custom actions.
Explore the potential of Integrations.

Tips and tricks

Take advantage of a custom message in the download options window to remind users of your terms of use, point them where to look for credit lines, or provide advice on choosing the right repurpose preset.

When creating repurpose presets, consider both the original image size and the intended use for the output. For example, if your preset is a simple "convert to PNG" operation and your original images are huge tiffs, then a downsize operation should be included in the preset to optimize the repurpose action.

Upload request links should be created by a system user that will never be changed or deleted to avoid permission problems.

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. But remember that 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 with the NetX team prior to making any changes to system properties or advanced configurations.

Save your brand logo and watermarks 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.

BEFORE YOUR NEXT ONBOARDING MEETING

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

Up next...

Learn about Configuring Portals and get ready for your File and Data Ingest!

BEFORE YOU IMPORT ASSETS
Certain workflows and properties need to be configured prior to your initial ingest. Check with your Onboarding Specialist before starting.