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 uploading process is comprised of 3 steps:
Add Assets - Selecting assets, managing upload duplicates and renaming filenames.
Tagging Assets - Adding manual asset tags.
Asset Details - Adding additional information (e.g. copyright, license and other metadata), assigning permissions, running automations etc.
Step 1: Add Assets
On the 'Add Assets' step, you can either drag files/folders onto the browser, or click the respective "Add Files" or "Add Folder" button. If you are uploading a folder, the folder structure will be retained within HIVO, unless you deliberately set a new path during the 'Asset Details' step.
View Duplicates Deteced During Upload
You may have duplicate files detected when selecting assets that already exist in your Library. If this happens, you can click the 'View Duplicates' button that will appear to see the asset comparisons, and optionally discard them from the 'Add Assets' selection.
Duplicates are detected by comparing attributes such as file name, size etc. There is a chance that a duplicate found could be a false positive and be different.
Renaming Assets During Upload
During the Add Assets step you can also bulk rename filenames of assets, which can help with maintaining a consistent filename convention accross your asset names and help improve your search results. You can also rename individual assets by entering the name directly in the 'Name' section corresponding to that Asset.
*Note: Default filename conventions can also be set for the account in Client Profile > Settings > File Name Settings.
Step 2: Tag Assets
After selecting Assets to upload to the Library, click 'Next'. The next step is 'Tag Assets', where you can add labels to all selected Assets.
Labels help you organize data more effectively, such as adding labels by event name or Property department. 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?
You can choose from the list of tags pre-configured by Admin or enter directly in the 'Your Tags' free text field.
An asset can have multiple tags.
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.
Admin users can customize the default available manual tags in the Uploader Settings (Client Profile => Settings => Uploader Settings).
Step 3: Asset Details
The next step of the uploading process is to add additional information to the Asset selection.
👉 It’s recommended to leave the ‘Create Thumbnail’ and ‘Create Web Version’ automation options ticked on.
There’s a number of input fields here:
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
The Automation section in HIVO automatically performs tasks on your assets when you upload them, saving you time and effort.
Specifically, the automation tasks are as follows:
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
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