Customize Workfront DAM

Now we’re going to get into a little bit of customization. I want to talk about customizing the Workfront dam. Most of the setups in this chapter are pretty self-explanatory.

We do recommend that you follow the instructions in the admin manual. Please download that and use it. Let’s go back down here to System Settings. We’re going to start here where it says Watermark. Here’s where you can upload your watermark. Choose how you want it to show up here on an image. Where do you want it? Do you want the image over here or over here? If you had your own watermark, you’d upload it and have it here. It would be displayed on all of your documents. You could click Show Preview and it would preview it, save it to save it. Or if you wanted to restore it to this default, click right here that says Restore to Default. It’s pretty self-explanatory.

Next, if we look at the login, this is where we can customize our login window. If you want to upload a background image, if we wanted to upload a new background image, we could. Here at the top, you specify what it says. You can have side text. If you don’t want some of these, you can click Edit. You can remove them or delete them if you don’t want anything there. You can double-click and make some of those changes. It looks like mine is frozen for a little bit. It’s frozen-ish. Click right there. We can upload a new background. You can edit this information if you want to. Whatever you want to see here on the top, on the left, just edit your login. I’m going to click on Themes over here. We’re going to move on to the background. Themes is going to let us adjust our nav bar color, the logo, our link colors. We can come up here and say, for the background color. We don’t want it to be black. Maybe we want it to be green. You can save it. There it is. It’s better to have a brighter color. You can have it be the color you want it to be. Here’s where you can change the logo. If you want to have your own logo, you could. The link color. You can do red and change the way this looks and feels. We can do headers. We also have when emails go out. You can do some email options here. You can add a logo to the emails that are sent. You can change the top color. That’s really about it. If you want to add a logo, you can. Also, there’s an option to send a test. If you want to know what it looks like, send a test. See if it looks good or doesn’t. You can always hit reset. I can go back here to my header. I can click reset. It will set it back to the default. Next, we’ll go down to download rules. This is our download rules. This establishes conditions for downloading assets. You’ll see important notes about rules. Rules are applied in order from top to bottom. Once conditions and rules are met, all subsequent rules are ignored. If no rules are applied, the group and folder download permissions will be used. When will we use this? This is to prevent a group from downloading assets. Or to set an immediate download if a certain name is in a metadata field. We can click the plus sign. Give it a name that says select a condition. A metadata field. We can choose it. If the headline or credit is not is less than. You can say if the credit goes to Alice on the Birch. Save it. Another option could be to send a request for approval based on certain request form fields. This is how we’re going to create these download rules. We’re going to use these again to have people have access and not have access. Otherwise, if we go back, without a download rule, you’ll see that if no rules are applied, the group and folder download permissions are going to be used instead. When we’re creating rules, we can establish multiple conditions with an or or and. You can make as many conditions as needed. You can have a set of or conditions join to and conditions. You can see this or this and this or that. Just pick how you want to have this done. To set these up, we recommend talking with your consultants and having them help you out with creating these. We also have registration rules. You don’t have any registration rules created. If you want to create one now, click right there. Registration rules allow us to set rules to validate an email address when they self-registration. To create one, give it a name. Add newly registered users to a specific group. I can say, I can say, I can say, It would automatically add them to a specific group if their email matched a specific thing. Next, we can configure some forms. There are only two forms. Registration and download request. Currently, we can’t create new forms at this time. However, we can edit these forms. If I click on any of these and click the actions, we can see some of these fields when they register. These are the default ones of course. These are the default text fields. We can drag and drop and reorder this information. If you want to have the company up here on top, you can choose that it is a default field. It means that it has to be filled in. If you don’t want to see it, just use the little eye thing right there. It is not particularly too difficult. This is pretty self-explanatory.

If you want to add a field, go ahead and add a field. Choose the field. The only one we have here is department. You can create a new field. Choose the field type, the label, the name, and then click save. If there is something you want to capture specifically when someone registers, go ahead and add that here. You can go ahead and edit that. You can see here that it is name, email address, and comments. If you want to add additional fields, feel free to do so. When it comes to custom fields, the ones you want to create your own, these add fields, know that you can come in here at any time, edit them, change them. If something is working great, if it is not, change it. Our last option down here says custom fields. These are going to be all the fields you have made for the forms. It is going to show which form field it is used on. You can see here department was one that we created. It is a pick list. It is found on no forms. If we want to edit this, we can. You can edit it or delete it. That is going to be our main settings here. As we move into chapter 9, we are going to get into some notifications. This is going to be a quick chapter. It is not going to take particularly too long. We are going to click down here in the lower right-hand corner where it says notifications. You can see them there. We can click here where it says view all to make some changes. This is going to be important. You can change what types of notifications you are going to receive or maybe what you want to look at. Click here where it says change settings. You can say notify me when the following changes occur to watched assets. Do I want to receive an email or an alert? If it is created, if it is moved, if it is a new version, if it expires, if a lightbox is updated. Watched assets if I upload them or download them. If you automatically upload an asset, it will become a watched item. You can check or uncheck, again controlling which notifications you receive. Whether it is going to be while you are working here in the tool or if you are going to receive an email. It is pretty straight forward. The very last thing that we want to talk about is maintaining the tool. There can be a lot involved in maintaining a tool. Trying to figure it out. Put in a plan for who is going to be maintaining the system. How are you going to educate your contributors? How are you going to control things like metadata? We will get into that a little bit later. Your keywords. Who is going to be auditing? How are you going to hold contributors accountable? We recommend with any of these things that you might have a question with about what about this specific instance for me? Reach out to your consultant. Tell them what you need. Tell them what you are wanting this to do for you. So they can begin to build and show and set this up for you. They can help you with that. Also take the time to request feedback from your users. Then take action on that feedback. If things are working well and things aren’t, hold round tables in essence. Figure out what is working best. What could be improved on. Make those changes to improve the system. As it constantly evolves, as your work changes, the tool can change and evolve with you right along with it. I do recommend that you set scheduled audits. Check for misspellings. Create a good folder structure. Make sure you are creating your groups and adding your users. Now, what is next? We covered some information. What do we do next? I want you to go into your live environments and actually start developing folder structures. Figure out what you want. Determine groups and the role types they need. Maybe start creating some users and go through your system settings. Take a look at those things. Make sure those are set, they look good, and they are ready to go. Before you take the next course, I want you to start looking over If you have the manual, look over the metadata and the keyword information that should have been provided to you from your consultant. It is called the welcome spreadsheet. It should have a lot of information in there about the metadata and keyword. Also, meet with your consultant regarding your strategy for implementing your metadata and keywords. Then prep for that course. We look forward to seeing you in that one. That will take us through the end of the class today. That is the first of the system administrative courses. Next up would be keywords, metadata and keywords. After that, it is the customizing your brand portal. Thank you so much.