NetX includes a number of features, modules, and integrations that help you get the most from your DAM.
- 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?
5 things to know about NetX workflows and settings
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.
- 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.