Understand lightboxes as a contributor

Transcript

Well, let’s go back to our little scenario here. Okay. I’ve got an assignment I need to create something. Travel brochure, travel magazine, travel ads, whatever it happens to be. I say travel because I’ve got a lot of travel pictures in here. Okay. And as I’ve been searching, I’ve been finding things in various folders that I’m going to need to use. Okay. There’s a company logo in the corporate assets folder that I want to use. I found an e-book in the marketing folder that I want to pull some information from. There’s photographs that I found in the photographs folder. Okay. And I don’t want to have to remember where all of these are and go and download them later. Or I don’t even want to download them as I find them because then I just clutter up my desktop and make a mess of things and then I still have to sort through things anyway. Okay. So what I like to do in Workfront is create what’s called a lightbox. Now, sometimes these are called a collection. Sometimes these are called favorites. It just depends on if you’ve used a similar damn product before. The reason that we use lightboxes is we don’t want to be moving assets around. If I take an asset from the photographs folder and create myself a new folder called Allison’s Travel Brochure and move stuff in there, then I’ve just moved things out of where they should be. I’ve just messed things up for everybody else who’s using the damn. Okay. Because I physically moved the asset. And of course we don’t want to duplicate assets because I don’t need, you know, six different copies of Conrad’s headshot floating around. Okay. Because that just gets confusing. Which one’s the good one? Which one’s the approved one? Which one is just a copy somebody made? Okay. So we’re going to make a lightbox. And it’s a way to collect our assets together for a particular project, particular maybe the week, the month or something, without moving or duplicating what already exists. And it’s simply going to point back to those assets in their folders. Okay. And whenever I think of a lightbox, I always think of an Amazon wish list. Okay. This is part of my actual wish list. But as you can see, you know, I’ve pulled something from pet supplies, home care, toys, groceries. Okay. And they’re all part of my wish list. I haven’t moved them from their departments and were in Amazon. I’ve just given myself a way to get to them quickly. Okay. And that’s exactly what a lightbox is going to do for us. Now lightboxes are created and managed down here in this bottom left corner of the window. And you can see right now I have a lightbox active called travel across the globe. Okay. And active just means if I were to go in and start adding assets to a lightbox, this, whoops, this is the lightbox they would go to. Well, let’s go ahead and create ourselves a new lightbox. So we’re just going to hit this little arrow right here so we can get our lightbox list and create a new one. And we’re going to call this one across the USA. Okay. We can put project information if we wanted there. We can put description information in there if it’s related to something specific. And I’m going to go ahead and switch to the new lightbox. So when I go and I start looking for assets, it’s automatically going to add them to across the USA. I don’t have to worry about which one it’s being added to. Okay. So you can see that name right down there in the bottom corner now that is there ready for us to use. So how do I add assets to a lightbox? Perfectly, perfectly simple way. Okay. Let’s go grab one of the cars first. Okay. Anytime you hover over the thumbnail of an asset, you’re going to see this little grid icon. And that’s your lightbox. Just check that. Get the little check mark there. And boom. That’s automatically added to our across the USA lightbox. It makes sense we should add a Mustang to the across the USA thing. Okay. Let’s jump into our travel folder here. Let’s grab a couple things out of Orlando. Okay. So we can’t do Orlando without Epcot. We’ll grab some flowers here. And we’ll go ahead and go into Seattle and grab a picture of Pike Place.

And here’s the gum wall before they cleaned it. Okay. So you can do things individually. If you would prefer to do them in a group, you can just multi-select, hold down shift and select. And then just use the icon up here in the toolbar to add them to the lightbox.

Okay. Now here’s one thing that drives me nuts about work front or damp. Okay. And I don’t get to write the code so this still exists. Notice how I’ve got this selected and they’re still selected. I think I would think that I could click out here and get them unselected. But what I actually need to do is to come to this selection icon here and do none. And that will unselect them for me. Okay. Don’t ask me why it does that. It just does. So you can see again that I’ve got those check marks on there to let me know that they’re in a lightbox. In fact, if I check that, if I click it again, I can take it out of the lightbox. So we’ve got, we’re back to having our lightbox icon right there.

Now what if I want to see, I’m ready to see what I’ve collected. I’ve gone through a couple different folders. Oh, you know what, I need to go back. Let’s go here and grab some logos. I forgot those were in corporate assets.

Okay. So let’s grab that one and let’s grab this little corner here. And we’re going to use Conrad here. Okay. There we go.

So I’ve got everything added to my lightbox for my project. Now I want to see it. Okay. So all I have to do is come back down here to my lightbox menu and click on the name of my lightbox. And now I can see the contents. I see right here under the toolbar the name of the lightbox. And of course there’s a detail information here on the side as well as an exit button when I’m done looking at the lightbox. Now the toolbar up at the top, these tools actually apply to the lightbox itself, not the individual assets. So for example, this share icon would share the entire lightbox. We can duplicate a lightbox. This is really cool. We can print the lightbox. So we can even print like a contact sheet with all of the assets listed on it and some of their data and there’s a couple different formats you can choose from when you do that. We can delete a lightbox. I was doing that just before class. There were a couple too many lightboxes in there so I went through and cleaned things out. I can remove multiple items from the lightbox. So if I don’t want to do it one by one just by checking the little box, I can select multiples and just hit that icon and it’ll take them out of there for me all in a group. And then the last icon here is a way to export the metadata. It actually exports it as an Excel file. So all of this information over here in the details and the keywords panels would be exported. Looks like I still got Conrad over there. Let’s just do a quick refresh here to get rid of him. Now one of the nice things about lightboxes is you can use them for collaboration. So if there’s a couple of us that are working on this across the USA project, we don’t all have to have our separate lightboxes. One of us can make a lightbox and we can collaborate. We can share it with other people and give them permission to add things and take things out. So to do that, we’re going to come over here in the sidebar, the left sidebar to collaborate. And we’re just going to click on the little person icon. And you can see we can add people in by email address. So I’m going to actually add Kendall and I’ve got somebody new in here.

I’ll add Greg. Send them a message if I need to. Now the little check box down here, these users can modify. That is what’s going to give them permissions to add to the lightbox and to delete from the lightbox. Otherwise, they’re just going to be able to look. Since the three of us are working on this project together, I want them to be able to do those things. So I’m going to go ahead and hit share. And they will actually receive emails letting them know that they now have access to this lightbox. In fact, they probably will come to me after class and say, what’s this email about? But they should be used to it by now. If you need to modify somebody’s access, I want Greg to be able to modify things, but I don’t want Kendall, I can always come in and do that. Or I can just remove somebody completely as a collaborator. And you’ll notice that those changes aren’t instant. You don’t have to save or anything.

Now once somebody has been named as a collaborator on a lightbox, they will see that lightbox down here at the bottom in the list.

And they’ll be able to open it. Like I said, depending on the permissions, they might be able to add things or delete things from the lightbox. But what you can also do is you can comment on the lightbox.

So if we make comments over here in the left sidebar, we’re making comments on the lightbox as a whole. Okay. You know, great collection, great collection, need more cars. Isn’t there a Mustang museum somewhere? Okay. And those comments on the lightbox are going to be available. Whoops. Apparently I haven’t even given myself permission. Okay. But anyway, you’ll be able to post that on there. And then anybody who has access to the lightbox is going to be able to make comments on it. See if I share it with myself, if I can post a comment now.

Okay. I don’t know what’s going on. I’ll tell you guys this is the first, worked earlier today, so something’s going on here. But those comments will just stack up over here on the side so you’ll be able to see them. Okay. Only going to be able to see them when you’re in the lightbox. Now, when it comes to the individual assets in the lightbox, this is when we can comment on the assets. And you’ll notice that over here in the details panel, there is a new field called type in your comment. Okay. So this will let us go in and type comments, questions, concerns about individual assets. You know, maybe you need to vote on something, whatever it happens to be. These comments are going to be visible only in this lightbox. So if somebody else has this 1966 Mustang folder, photo in their lightbox, they’re not going to see my comments. They’re only going to see their comments. If I go find the cars folder that this asset is actually in, I’m not going to see the comment. Okay. So all of the comments on the lightbox and the assets get tied to the lightbox itself.

Now, like I said, we can access our lightboxes down here at the bottom. Okay. And if we want to switch to a different lightbox, all we’ve got to do is click the name of it. Okay. You can see in here that a comment has been made previously. And right here on this Eiffel Tower picture, we can see that a comment has been made on that because we’ve got the little bubble showing up.

Okay. You’ve got your way to exit a lightbox right here if you want to go back just to your main assets page. Let’s go ahead and get back into our lightbox here. Let me show you a couple other things here. Now, we have all of these tools at the cross, across the top of our lightbox like I talked about earlier, but also when you’re down here in the list, you’ve got some shortcut tools. Okay. So the first one is going to be switch to this lightbox. And that means make this lightbox the active one. So if I were to go through and start clicking that little lightbox icon in the top corner of some different assets, this is the lightbox they’ll be added to. Okay. If you’ve got multiple lightboxes down there, when you click that little icon, it’s not going to ask you, it’s always going to add it to the active one. You’ve got to download this lightbox option here. So if you wanted to download everything that’s in there, you’re ready to go, ready to start working in InDesign or Photoshop. You’ve got that download option. Then of course you can go in and edit the information about the lightbox whenever you need to. Now collaborating on the lightbox is going to allow other Workfront users or Workfront DAM users to come in and work on the lightbox. But you may just need to show it to somebody or you may need to show it to somebody outside of Workfront DAM. And that’s when you’re going to use the share option. Okay. Now you’ve got three options in here. Email a link. Okay. And this is just simply going to email essentially this link up here in my browser bar to whoever I designate. So in order for somebody to see this lightbox, they would actually need to have a Workfront DAM login.

Okay. But if I do an email download, then what I can do is I’m going to send a secure link to whoever I put in here and it’s going to give them the ability to download every asset that’s in the lightbox. Okay. So obviously we’re going to put some people in here. I’ll just put myself in there. We can put a message in. And one of the most important things that we want to do here is we want to set an expiration date for the availability of this download. We don’t want it to be available indefinitely. Okay. So it looks like, let’s see, today’s the 11th. It’s bumping out to the 18th. It looks like I’ve got it set on European dates here, but that’s okay. Maybe I want to bump it out to the 20th. Okay. So make sure that you get the expiration date on there so that’s not available to someone indefinitely.

Okay. You can pick a download size. And these are going to be custom sizes that are set up by your system administrator. So you’re always going to have the original file option. But for example, the glossy option here already has the resolution and the dimensions and the color space selected. Okay. You can go in and change them if you need to, but it’s preset and it’s a great way to make sure that everybody’s exporting the assets with the data that they need. Okay. If you have the custom option, you can come in and you can set your own specs. Okay. Looks like we’ve got a new feature right here that will even let us save those settings for later use.

Okay. So when somebody gets this, they will get an email that has a link in it. They’ll click that link and all they’re going to see on that page is the Workfront DAM logo at the top and all of the assets on there and they’ll have a download button. Okay. They’re not going to be in your DAM system. They’re not going to be digging around in anything else. They’re only going to be able to see what was in that lightbox you shared with them. Now there is an FTP lightbox download option. I’m not going to cover this. It’s actually quite complicated. You need all of your FTP information and that kind of thing. So talk to your system admin. See if that is an option that you’re using.