Digital Asset Management (DAM)

Digital Asset Management (DAM) Adobe Digital Platform Exported on  09/19/2017

Adobe Digital Platform  –  Digital Asset Management (DAM)1 Table of Contents1 Table of Contents................................................................................................. 22 DAM Images .......................................................................................................... 62.1 Things to consider when organizing your images.................................................................... 62.2 Naming Your Asset ..................................................................................................................... 62.3 Uploading an Asset .................................................................................................................... 62.4 Don't Forget to Publish!............................................................................................................. 72.5 Updating the Workflow that Creates Renditions ..................................................................... 82.6 Accessing a Rendition ................................................................................................................ 92.7 Available Sizes............................................................................................................................ 92.8 Edit Image................................................................................................................................... 92.9 Timeline.................................................................................................................................... 112.10 Overview................................................................................................................................... 142.11 Other Options........................................................................................................................... 173 Hybris and Images ............................................................................................. 21 Table of Contents  –  2

Adobe Digital Platform  –  Digital Asset Management (DAM)Initial List of questions about Adobe DAM from Terry Kelly (9/8/2016)1) Is it possible to do a quick demo of how DAM is typically structured? Susan and Terry saw this at AdobeSummit, but Lesley did not. It would be good for all 3 of us to see it so we can have some context. • If Waters has a presentation that was used in the Adobe Summit demo, we could review this presentation together to identify use cases to highlight • Susan to send the document that was used for demo (File was shared with Accenture and training document has been updated to incorporate the key features from the presentation). Among other features, it covered: • Folder hierarchy • Tagging… • Please send us a list of features/use cases in advance that Waters would like us to highlight during the demo and we will address it accordingly2) How do privileges work relative to folder structure? Are there best practice standards we should take intoaccount when considering who has access to each folder and what type of content goes in each folder? • Privileges will follow the user-security level permission as discussed last week and documented in Confluence:                   https://code.waters.com/confluence/display/BTADP/User+Security • Permissions will be applied at the folder level and all assets within that folder will inherit those permissions by default • Per best practices; we keep global assets and country specific assets in specific folders. Typically content admins can manage all assets while country-specific authors manage country-specific assets only. For the pilot we will only have one content admin group and one author group. • Eugene to send the initial list of users and the preferred user groups before the training (Eugene sent the initial list of users to Accenture and the appropriate groups have been created in QA environment and users have been added those groups) • Lesly should be the DAM Manager (Content Admin group) • System Admin- Max 2 or 3 people3) Is it common to use folders in folders to organize assets? What’s best practice for organizing assets? • It is common to use a nested folder hierarchy to organize assets • This is the best practice and we don’t recommend having a flat structure else too many items are stored at the same level which affects performance and ease of browsing. • Sujay to send a sample folder structure (shared with Terry)4) Need to discuss how tagging structure of site applies to assets, if it does. Are they applied as the asset isuploaded into DAM? Do tags get applied by the authors when creating their pages? • We can define metadata schema at the folder level and any assets created in that folder will inherit those tags • Also, tags can be added to the assets at the individual level (in addition to the folder level) Table of Contents  –  3

Adobe Digital Platform  –  Digital Asset Management (DAM) • There can be namespaces specific to the assets • All assets under a folder will inherit the tags but the subfolders won’t • The assets under the subfolders will inherit the tags applied to that particular subfolder5) Some metadata will come in with the assets. Are there considerations on how to manage that? (Haveexperienced having too much metadata yielding poor-quality results/too many results in searching, forexample.) • AEM supports a wide range of metadata standards. If assets already have meta-data they will be extracted when the assets are uploaded to AEM • We recommend keeping the existing metadata and based on the meta-data details, we can decide which metadata fields to index and search on • We would need additional details on the metadata for the assets and we can provide the recommendation for search • Terry to send Accenture the list of assets with meta data • Accenture to review it and come up with the configuration and recommendation for search6) We’d like one member of the Creative Services team (Leslie) to be the Admin for the DAM. What will Adminstatus allow her to do? • Yes, one member of creative services team can be added as the Content Admin and we will have the control on the assets • The details of the Content Admin privileges is documented in Confluence: • https://code.waters.com/confluence/display/BTADP/User+Security7) What is best practice in terms of types of assets to include in the DAM? Does everything that’s used on thesite live here (such as PDFs) or is there another repository for some assets? • It is recommended to not upload any large size assets in DAM • Our recommendation is that the file should be no bigger than 10 MB (pdfs, docs, images, html, ppt, etc.) • DAM is not optimized for streaming media; hence we don’t recommend storing videos on the DAM and videos should be stored on third party streaming sites • Documents and assets on the live site could come from DAM or legacy system or from Brightcove (third party video player) • Recommendation is that DAM should have all the finalized documents and not WIP documents8) When will DAM training be scheduled? Will there be separate training for Admin vs. other users? • We are currently working on the training documentation and will include the appropriate screenshots and best practices in the document • We will share the training document at least 1 week in advance of the training • We will schedule the training before Content Entry#1 and it will be - same training for admin & users9) Will training be hands-on? Will it be in the test/QA environment? • Training will be in the Test/QA Environment • We will give the users appropriate access to QA Environment to create pages, upload assets etc., and will have hands-on exercise  for the users during the training Table of Contents  –  4

Adobe Digital Platform  –  Digital Asset Management (DAM)10) It would be ideal to be able to upload assets to DAM just prior to the content entry sessions for the pilotsite. Is that possible? If not, do you have a recommendation on how best to manage this? • Yes; that makes sense to upload the assets to DAM before the content entry sessions but you need to follow the best practices as we have described in this document and will provide in the training document • But, we would like to get more information on the volume/type/size of assets to be uploaded in DAM, so we can provide appropriate recommendation to the users • Terry to work with Steven and team and provide that information to Accenture (shared by Terry with Accenture on 9/22)11) Will assets live on an on-site server, hybrid, or cloud? • DAM assets will live on on-site servers • Sizing/Processing power of the infrastructure needs already has been discussed and level set with Ilise’s team12) How/when do we specify what kind of renderings we want (pixel size, etc.) and who can edit or add tothose specifications? Are there guidelines for the ideal size/resolution to upload for the original asset? • Renditions are configurable and can override the default • Accenture to get back to Waters on the renditions  (Renditions have been specified at Image Renditions1)  13) What is best practice in terms of naming conventions? • Best practices for naming conventions include using: • Western characters only • All lower case characters • This makes your web data universally compatible regardless of whether the web host is supported on Windows servers or Linux/UNIX based Operating Systems with case sensitive file systems. • Use hyphen for space (avoid spaces or tabs in filenames) • Separating words in filename with hyphens is your typical web search engine’s word- separator of choice. • This leads to less errors for the site visitor during preview (404s, ASCII substitutions, etc.) • Name should representative of the content (if possible) • File names help page reader software and search engines better describe your web page. The detail in your file name will also allow it to be DAM search friendly • Put a descriptive title, timestamp or main keywords from the title in your filename • Accenture to check the limit on characters for AEM 6.21 http://code.waters.com/confluence/display/BTADP/Image+Renditions Table of Contents  –  5

Adobe Digital Platform  –  Digital Asset Management (DAM)2 DAM ImagesWaters is keeping all images in the Digital Asset Manager under /content/dam/waters. It's currently divided into 3different categories.  1. application-notes - Note: please don't add images here until after we have programmatically created the folder structure 2. parts 3. products2.1 Things to consider when organizing your imagesOnce you get hundreds of images in a folder it will be cumbersome to find what you're looking for so we'll want tocategorize things.  There are a few ways to do this  1. Create categories that naturally separate your content 2. Use alphabetical/numeric folders to make smaller groups 3. Use a combination of the two above depending on how many items you have to store.2.2 Naming Your AssetConvention suggests... 1. Use all lower case separated by dashes 2. If your name is a title you would like to use, replace underscores for spaces and leave capitalization 3. Avoid special characters beyond dashes and underscores 4. Use similar names if you have the same type of image for every product a. side-view.jpg b. front-view.png c. video.mov2.3 Uploading an AssetCreate folders in the section under which your asset applies. To create a folder, click the \"Create Folder\" button inthe top bar. You can also toggle your view between List, Column and Card view. Choose the one you prefer.  1. Enter a title in the \"Title\" field. The names of folders can't have special characters or spaces. Convention is all lower case with underscores \"_\" for spaces. The Name field will auto fill with the title you enter 2.  Upload your asset. You can click the button in the top bar or drag and drop an image in the window  DAM Images  –  6

Adobe Digital Platform  –  Digital Asset Management (DAM)2.4 Don't Forget to Publish!When you're ready for the world you need to make sure your updates make it to the Publish servers. When you areuploading/editing you are on the Author instance. To push your changes to the Publish instances (that the publicsees) you need to Publish/Activate. You can also remove it from public access by \"Unpublish\".  DAM Images  –  7

Adobe Digital Platform  –  Digital Asset Management (DAM)2.5 Updating the Workflow that Creates Renditions 1. Find the DAM Asset workflow in the list at http://dev-author.waters.com/libs/cq/workflow/ content/console.html 2. Select the DAM Update Asset flow and click \"Edit\" (or double click it)  http://dev- author.waters.com/cf#/etc/workflow/models/dam/update_asset.html 3. A new tab will open with all the steps that are followed whenever an asset is loaded to the DAM 4. Find the \"Process Thumbnails\" step and double click (or right-click then \"Edit\") 5. Update the sizes you would like automatically created for you when uploading an asset a.  :false at the end of the image size indicates you do not want to automatically center the asset 6. Under the Launcher tab in the Workflow Console make sure the DAM Asset Upload workflow is enabled  DAM Images  –  8

Adobe Digital Platform  –  Digital Asset Management (DAM)2.6 Accessing a RenditionAccessing a rendition is a developer task.  As an author you won't be able to choose which version to use.  Usuallythe developer will decide (with Creative guidance) which rendition will work for each scenario and code for that.  Toaccess a rendition add the following suffix to your image.... • /jcr_content/renditions/cq5dam.thumbnail.140.100.png • /jcr_content/renditions/cq5dam.thumbnail.319.319.png • /jcr_content/renditions/cq5dam.thumbnail.48.48.png • /jcr_content/renditions/cq5dam.thumbnail.1280.1280.pngSo your relative path would look like... /content/dam/waters/products/acquity_uplc_m-class/134776759.jpg/jcr_content/renditions/ cq5dam.thumbnail.140.100.png2.7 Available SizesHere is a list of the current sizes that are rendered when an image is uploaded. This is configurable via AEM so it canbe adjusted at any point. 2.8 Edit ImageSome basic image editing tools are available in the tool. You can flip, rotate, crop and create a hotspot.  DAM Images  –  9

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Adobe Digital Platform  –  Digital Asset Management (DAM)2.9 TimelineYou can see who did what to the image by using the \"Timeline\" feature  DAM Images  –  11

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Adobe Digital Platform  –  Digital Asset Management (DAM)2.10 OverviewYou can navigate to any asset and see where it is referenced on the site. This is helpful when determining what youwill be affecting when you modify/delete this image. 1. Click into an asset folder 2. Pick an image and click 'Overview' from dropdown on the left\ 3. References will appear and show you site instances. There will be a link that allows you to go to actual page used. DAM Images  –  14

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Adobe Digital Platform  –  Digital Asset Management (DAM)2.11 Other Options 1. Properties: access via toolbar, gives you access to product metadata and description data 2. Search: three layers of search will need to be applied to find images that apply to the filters you set 3. View style: Far right icon on toolbar toggles between list, card, or tile view  DAM Images  –  17

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Adobe Digital Platform  –  Digital Asset Management (DAM)3 Hybris and ImagesOnce we start using the Hybris solution the process to update parts should include uploading images related to thepart.  If we connect Hybris successfuly it will sync with the AEM DAM and keep a copy of those images related to thepart for display.  This way, all Part administration will occur in Hybris as it should.  Marketing images that could beused to enhance the pages should be uploaded directly to the AEM DAM and not stored in Hybris.It will be a balancing act of only keeping images directly related to one part in Hybris and all extraneous imagery inAEM. Hybris and Images  –  21