Understand finding assets as a contributor

Transcript

Now, when it comes to finding assets in Workfront, we’ve got a couple ways we can do that. Now, today we’re going to pretend that a request has come in and we’ve got to create something. Maybe it’s a brochure or a white paper, an advertisement, a banner ad, okay, whatever it is that you might be creating in your work life. So I’m going to kind of put on the shoes of somebody who’s coming in, they’re looking for the assets that they need to make their finished product. Like I said, everybody uses the dam for a different thing. I’m using it today to go in and find the bits and pieces I need to create something. Other customers use it for the final product. As a way to manage those. In fact, that’s what we do here at Workfront. We have our own dam where we put recordings of different internal trainings, different manuals, different playbooks, all the sales information, that kind of stuff. But first we’re going to get back to our assignment. We’re going to create some random, let’s say like a travel brochure or travel magazine or something like that. Okay. Now, one of the most common ways and one of the most effective ways to look for your assets is to search. Now, when it comes to searching, Workfront does not search on the folder name. So if you want to search inside of a specific folder, you need to actually double click on the folder and open it up first. Okay. So that’s just something to remember there. If you are just here in the assets area and you run a search, you’re searching everything in the dam system. Okay. Workfront is going to search on the file names of the assets. It’s also going to search on the metadata and the keywords of the assets. And we’re going to come back later and talk about metadata and keywords. But just as a kind of a high level overview, those are all the little bits and pieces of information about a particular asset. Like when it was created, who created it. Maybe there’s a field on there for a job number, a source line. And then we can put keywords in or tags or labels. You know, I’m looking at this picture of this red Mercedes Benz here. And, you know, keywords like classic car, Mercedes, convertible. Those are the kind of things that we can also search on. Now, when we are running a search, sometimes it does a partial match for the searching. Sometimes it does a complete match. Okay. So, when is it going to do a partial match? Well, it’s going to do a partial match on file names. So, for example, if I type in just PAR, okay, I will get any file name that has the letters PAR in it somewhere. Okay. I’ve got a lot of Paris pictures in here. So, you can see that PAR, PAR there. Here’s one Balboa Park, PAR because of the word park. Okay. So, it’s always going to be a partial match on the file name. But it’s going to be a whole word match when it comes to the metadata and keywords. So, for example, if I had Paris as a keyword, just putting in PAR is not going to find it. Okay. May find some golf pictures that have PAR in them as metadata or keywords, talking about the par of a hole or something. But it’s just, it’s going to match that exactly. So, what I like to do is throw in a little wild card. And it’s just the asterisk at the end of the term. Okay. And with that, it’s just saying find anything that has PAR as part of it. And little asterisk says, and look for other letters after PAR. Okay. Don’t limit it to just PAR. Okay. So, we got a few other things. We got, looks like we got a couple eBooks in here. We’ve got our Walking Dead eBook. I thought another one in there. There we go. Some different, you know, common frustrations of in-house creative teams and how to solve them. Okay. Well, I don’t see PAR in the word there. But somewhere associated with that are the letters PAR. As I said, a lot of the search results are exact matches. So, winter is going to find winter, not wintry or winters. That’s when that P word comes in handy is to just catch those variations of a word. Now, the file filters are going to let you come in. You can do this as part of your search or even after the search. And you can come in and say, you know what, I just want the images. And that will further filter out all of those eBooks that we saw in there. Okay. Or maybe we just want the eBooks. So, we can come in here and filter it down to just the different documents. Okay. So, always just a quick way to filter down just to the certain file types that you want. The status filters are also going to let you filter on things. And we’re going to talk about a lot of these terms today. Active or inactive assets, expired or unexpired, pending or published or unpublished. Okay. So, we can search for just certain things that way also. Now, the advanced options is going to let you search on specific metadata fields. You’ll notice some more options popped up down here. Okay. So, not only do we have those image filters and status filters, we can now search on keywords using our taxonomy. Or we can just come in here and pick a certain metadata field to search on. For example, the subject code. Okay. Or maybe a job number. So, there’s a lot of different searching capabilities in Workfront. And in fact, there’s so much I could probably teach an entire class on it. But there’s a lot of information in that course manual. Be sure to check out the appendix also because that’s going to give you some more advanced searching options. Using an and, using an or, using a phrase by putting it in quotes. Even doing searches that do exclusions so you can exclude certain things from a search result. Now, to be honest with you, the dam that I’m using today is my demonstration. This is my own personal dam. I share it with people here in the training department at Workfront. I don’t have a lot of assets in here. So, really, I just go browse. And this is the way a lot of people like to look for things too. Is they’ll just go folder diving. So, go to travel, go to Orlando, and I’ll just scroll through and look at things. So, nothing wrong with doing that. It just depends on what you’re looking for, how fast you need to find it, and that type of thing. Now, I’m going to use this little back arrow. Don’t forget this is here. I always forget this is there. So, instead of using the back arrow on your browser, you can use the little back arrow here. And I’ll just take you straight back to the previous page that you were on. And in this case, it’s a page looking at all of the different folders inside the travel folder. Now, let’s get a little bit of detail about the folders. So, let’s select this Orlando folder. Now, any time I select something here in the Workfront dam, whether it be a folder or an individual asset, I’m going to get a details panel over here on the side. Okay. You can see a little thumbnail. And then I have some icons with different actions under here. And we’ll talk about these more in depth today. But basically, the magnifying glass will open the folder so you can see the content. The eyeball icon allows you to watch the folder or follow the folder so that when changes are made in the folder, things are added, things are deleted, the status of something changes, you’ll get a notification. The green dot here is active. If I click that, I can make this folder inactive. Okay. Now, in broad terms, an inactive folder can only be seen in the Workfront dam. Okay. And a folder or an asset has to be active in order to be pushed out to the brand portal. Okay. Now, your company may use active and inactive for other things in addition and that’s perfectly fine. But the general functionality is can it be published to the brand portal or not? If it’s active, it can. If it’s inactive, it can’t. Of course, we’ve got an edit icon here so we can go in, do a lot of the things we can do with icons and we can edit the data about the folder. We can activate it, deactivate it, publish it, unpublish it, set the permissions, delete it. Okay. A lot of other places we can do the same thing. And then the last icon is our publish icon. If we want to make all of the contents of this folder available to people in the brand portal, we can do that. And then of course, we’ve got the details down here. If I had an event date that I wanted to put in there, I could do that. In fact, let’s go ahead and do that. Let’s see. I think I was there on the 28th of April. I can put a description in and then a lot of that other information is just there on its own, like the number of assets. Now, when it comes to the assets, I get the same thing. So let’s take this picture of the flowers here. I don’t know if you can tell there’s a Mickey Mouse head in there. But I get the same details over here on the side, but this time these details are about the specific assets. Okay. So I can look at the details this way. Or what I like to do a lot of times is I double click on the asset if I want a bigger preview of it. Okay. And that way I can see just that asset, but I’ve still got all of the details over here on the side. So I can see my file name at the top. I can see my folder path here. I’ve got that watch option for this individual asset as well as the active and the publishing icon. It’s going to track how many download times this has been downloaded. Okay. Always a good thing. If it’s already been downloaded 50 times, maybe you don’t want to be the 51st person to download it. Maybe it’s already been overused. Now, the details panel is where we get to our metadata. Okay. And that’s what we’re looking at right here. Our different fields of information about this specific asset. Now, some of these were created by the system. So for example, created by says Allison because I’m the one who uploaded it. Okay. It even time stamped it when I uploaded it. Pulled some information from the camera about the capture date and the file size and the dimensions. And then some of these other fields can be filled in. I can fill them in either by typing or I’ve got some pull down options right here. Okay. And those are set up by your system administrator. So you’ll just be able to use what’s already there. If you want to see all of the fields, just go ahead and click that view fields and it will pop that open and show you even the empty fields. Now, as we scroll down, we will run into the keyword section. And keywords are tags or labels on your asset. And again, these are searchable. All of this metadata information is searchable. All of these keywords are searchable. And the really cool thing is, is with the keywords, if I click on Disney, it will actually run a search for me and show me all of the other photos that have Disney as a keyword. Okay. So that way I can see related photos, things that have the same keyword, just to make sure I’m getting a good idea of what’s available. Okay. Let’s go ahead and double click this one again, get it open. Because there’s one more section down here at the bottom of the details panel. And that is the related assets. So we can go in and physically connect different assets. We can do it one by one, which I’ll show you in a little bit. Or we can do a bulk assign where we associate a whole bunch of assets to each other. Now, as I select a folder or an asset or even when I open up an asset, the tools across the top here are going to change. Okay. They’re pretty basic tools. You can learn a lot just by hovering over them. We’ve got edit, we’ve got watch, lightbox we’re going to learn about next. We’ve got sharing, publishing. We can even get a link for this asset. And of course, we’ve got additional options there. If I take a step back, okay, I’m looking at the list of assets. You can see that a lot of those individual ones have gone. And if I even take another step back, okay, and I look at folders, then I’ve got tools that apply to the different folders. Okay. So just keep in mind those tools are going to switch around. They’re going to change depending on what you have selected.