Uploading New Assets

To upload Assets to HIVO, a user will need to be Active and have the light user right "Can Upload Assets" turned on.

The HIVO Upload Process consists of 3 main steps: 1️⃣ Add Assets - Select assets, manage duplicate files, and rename files. 2️⃣ Tagging Assets - Manually add tags to better organize data. 3️⃣ Asset Details - Provide additional information such as copyright, license, permissions, and running automations etc.

Step 1: Add Assets

📌 In this step, you can:

• Drag & drop files/folders into the browser, or

• Click the "Add Files" or "Add Folder" button to select the assets you want to upload.

💡 Note: If you upload a folder, its structure will be retained in HIVO unless you modify the path in the 'Asset Details' step.

Add Assets

🔍 Check & Manage Duplicate Assets

HIVO automatically detects duplicate files by comparing file names, sizes, etc. If duplicates are found, you will see a "View Duplicates" button. Click it to check details and remove duplicates if needed.

👉 To rename assets during upload See Renaming Assets During Upload section.

👉 To remove assets during upload See Remove Duplicates on Upload section.

View Duplicates

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Step 2: Tag Assets

📌 After selecting assets to upload, click "Next" to proceed to the tagging step. The next step is 'Tag Assets', where you can add labels to all selected Assets.

• Tags help you organize assets more efficiently, such as by event name, department, etc.

• Adding as many related labels as possible will make it easier for you to search for Assets by those label values ​​later, see more 'Tagging Asset'.

How to add tags?

✅ Select from a pre-configured list of tags set by the Admin, or ✅ Enter tags manually in the "Your Tags" free-text field.

💡 Notes:

• An asset can have multiple tags.

• You can tag only a selection of assets instead of all.

• Click the question mark (?) icon in the top right corner to learn more about adding tags, including how to only tag a selection of Assets.

Tagging Assets

⚙ Admin users can customize the default available manual tags in the Uploader Settings (Client Profile => Settings => Uploader Settings).

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Step 3: Asset Details

📌 In this step, you can add additional details for the selected assets.

💡 Note:

• Settings in this step apply to all selected assets.

• The more detailed the asset information the easier it will be to find your assets later.

👉 It’s recommended to keep ✅ "Create Thumbnail" and "Create Web Version" enabled for optimal display.a

Asset Detail Page

There’s a number of input fields here:

Types	Discription
Description	A short description for the Assets. This will be added to each Asset’s metadata.
Copyright	Add property owner. This will be added to each Asset’s metadata.
License	What is the license for the Assets? This will be added to each Asset’s metadata.
License Expiry Date	Optionally set a Date on which the Asset's license will Expire.
Attached Asset	Select a related Asset such as a release form. You will be able to see related assets under the ‘Related’ section of the Asset Detail page. The ‘+’ icon on the selector will allow you to attach a new asset that doesn't exist on HIVO.
Task	Add the Assets to a given Task.
Collections	Add the Assets to a given Collection.
Folder Path	Enter in a new folder path for the Assets. This will overwrite any existing folder structures on the Assets if set.
Production Date	Optionally add when the Asset was created. You will be able to search for these Assets by production time range in the Library and elsewhere if this has been set.
Location	Add a location for where the Assets were created (which later can be searched by).
Permissions	Assign permissions to Users for the Asset selection.
Archive Date	Set a date at which the Assets will automatically expire and become archived.
Sensitive	Mark the Assets as being sensitive.
Asset Approval	Optionally set an Approval Request form. Asset Approval(s) will be launched based on this form after the Asset(s) are successfully uploaded, see more Asset Approval.

Automations

HIVO offers automation tools to save time and effort. Some key automation features include:

Additional Automations

Specifically, the automation tasks are as follows:

Types	Discription
Tag Prediction	Automatic tags will be added to the Assets, see more 'Tagging Asset'.
Face Detection	Automatically detect faces appearing in assets, see more 'Recognition'.
Image Caption Prediction	This feature allows you to generate captions for images automatically.
Create Thumbnail	A ‘thumbnail’ version will be added to each asset. This version is a 450x450 .jpeg with a small (~15kb) file size, which will be used as a small preview within HIVO (e.g. in the Library).
Create Web Version	A ‘web’ version will be added to image Assets. This version will retain the image aspect ratio, but be scaled down to have a maximum width/height of 2048px in order to reduce the file size and load faster.
Create Watermark Version	See more 'Watermarking'
Create "square" Version	A 'square' version will be added to image assets. This version is a size of 1048px.
Create "edm header" Version	A 'edm header' version will be added to image assets. This version is a size of 800x200 .jpeg.
Create Custom	For image Assets, create a ‘custom’ version. Clicking the checkbox will open a list of properties for this version, such as the image type or height/width.
Skip Approval Step for Uploads	Only for users with approval rights or users in a group that allows skipping approval of uploaded assets, see more 'Upload Approval'.

Admins can add additional metadata fields and set the default value given to the permissions field by going to the Client Profile => settings tab => uploader settings.

Note: The 'Blacklisted Tags' setting is a way to prevent specific listed auto tags ​​from being automatically added to asset tags. Use automation