General
Getting Started with the Picvario Interface
Last update: 02.06.2025 If you are just getting started with Picvario, this guide will help give you an overview of the system’s basic components and start using it sooner. The system’s main components are the asset feed (1), the navigation bar (2), ...
Navigation
Last update: 02.06.2025 The navigation bar allows you to: Switch between pages of the system, Search and filter assets, View notifications about assets and collections you are subscribed to, View a list of recent workflows, View information about the ...
Glossary
Last update: 31.05.2022 A Asset Digital data (images, videos, documents and accompanying information) used in the organization’s activities that are of tangible and intellectual value to the organization. Asset publication Placing an asset in the ...
Supporting International Metadata Standards
Last update: 03.06.2022 Picvario supports the three major international metadata standards: IPTC, XMP, EXIF. The metadata import and export templates in the administrative panel define the standards of the fields of metadata. The following metadata ...
Importing Assets Via the Web Interface
Last update: 10.06.2025 You can import individual files to the system as well as folders with files in them. Each time you import, a private collection is created in the system that includes all the imported assets. By default, the system has limits ...
Exporting Assets
Last update: 16.08.2023 The following asset export methods are available: 1. Downloading one asset. 1. Left-click on the asset thumbnail. 2. In preview mode, click download and select the Original or proxy version. 2. Downloading multiple assets. 1. ...
Creating an Asset Property Template
Last update: 02.06.2022 Property templates make it possible to significantly reduce the time required to fill in asset properties. You can use the properties of one of the assets as a basis; choose which of the properties you want to save to the ...
Creating and Managing Asset Links
Last update: 04.06.2025 An authorized user can share assets and collections with colleagues or external users by creating special links. In Picvario, you can generate three types of links: Direct download link: Provides direct access to the original ...
Deleting Assets
Last update: 14.08.2023 To delete one asset, do the following: 1. Select it in the asset feed. 2. On the preview panel, click Delete. or press the Delete key on your keyboard. To delete multiple assets, do the following: 1. Select them in the asset ...
Working with Persons
Last update: 02.06.2022 Working with Persons is another way to organise content in the Picvario system. When new images are uploaded into the system, they are processed with facial recognition to detect faces. If any persons found in the picture were ...
Asset Feed
Last update: 24.07.2023 The asset feed is the heart of the system and the basis for most interactions. It displays all the assets that are available to both authorized and unauthorized users. Public assets are available to unauthorized users in the ...
How to Publish Assets and Galleries with HTML code
Last update: 02.06.2022 You can share Picvario galleries on your website using HTML code. After creating a link to an asset or a collection in the Share section, it is possible to unload the HTML code by clicking on the < > sign. A link must be ...
Linked Assets
Last update: 15.08.2023 To make your work with assets more efficient and switch over assets easily you can link different types of files in Picvario. For example, you can tie together a contract with a photographer and their photoshoot. Permissions ...
Advanced Document Support
Last update: 03.08.2023 Picvario has now implemented advanced support for Word/Excel/PowerPoint/PDF documents, hence a user with a read permission is able now: — to see thumbnails of documents generated from their first page; — to open documents ...
Supporting Files
Last update: 05.03.2024 Supporting files is a function in Picvario that allows you to work with auxiliary files. Supporting files are not assets per se, i.e. they do not contain metadata and are not indexed in searches. They are any variations or ...
Comments
Last update: 02.06.2025 Comments are a convenient tool for selecting and agreeing on content. You can leave comments on both assets and collections. The Comments section is located in the right sidebar. Adding comments To add a comment: — go to the ...
Import Links
Last update: 09.06.2025 In Picvario, you can create import links and share them with unauthorized users, such as freelance photographers. Using these links, they can upload content to Picvario without having access to the system. Creating an import ...
Check-in/Check-out
Last update: 05.03.2024 In Picvario, you can check out files from the system, edit them on your device, for example, in Photoshop, and check them in back to the system into the original asset. In this case, the original file will be transferred to ...
Search by Persons in Photo
Last update: 04.06.2025 When you view assets via a Picvario public link, you can upload a photograph to search for a specific person among the assets available through that link. This feature is particularly useful when you need to quickly find all ...
Publication of Assets
Last update: 03.06.2022 Publication is one of the workflows in the system; after starting, the following happens: Assets become available in the public part of the system (the Public property takes the value Yes). Assets are exported to FTP servers, ...
Multi-language Properties
Last update: 03.06.2022 Picvario supports major international metadata standards, including the XMP standard, which allows recording asset information in different languages. For example, you can add metadata to your asset in English, German and ...
Editing Collection Properties
Last update: 03.06.2022 You can set and change the values of the editable properties. For such properties, when you hover your mouse pointer to the right of the name, an editing area with the icon appears. If the icon is not displayed, it means that ...
Viewing and Editing Asset Properties
Last update: 02.06.2025 Viewing asset properties To view asset properties, select or highlight the asset in the list and go to the Properties section in the sidebar. Click on the name of the required property group to expand the detailed list of ...
Collection Properties
Last update: 03.06.2022 Just like assets, collections have a set of properties. You can add a title, description, tags, and other information that will help you quickly find the necessary collections in the feed. To view properties of a collection, ...
Asset Properties
Last update: 03.06.2022 Asset properties are a set of metadata, information about a file. This information includes file’s title, description, tags, creator’s contact information, date created, copyright, usage rights, geolocation and others. They ...
Subscribing to an Asset, Collection, or Search Query
Last update: 02.06.2025 Any user, regardless of access rights, can subscribe to an asset, multiple assets, a collection, or a search query to receive notifications about changes in the respective assets and collections. This allows users to stay ...
Notifications
Last update: 02.06.2025 A user can receive notifications about assets and collections they are subscribed to. Notifications can be delivered via email and/or to the notification center, depending on the settings. Notifications arrive 5-10 minutes ...
Notification Settings
Last update: 02.06.2025 A user can configure the time and method for receiving notifications about comments and changes to assets and collections. These settings are individual for each user. To view current settings and change them, go to User ...
How to Integrate Picvario with External Repositories
Last update: 21.02.2024 There are a few ways to import assets. It is possible to do it not only through the web interface, but also directly, from external repositories, and then manage them both from repositories and from Picvario. Any connected ...
Asset Downloads Statistics
Last update: 02.06.2025 Users with the appropriate access right can view asset export statistics. To view the statistics, go to User Profile → Statistics. The table of statistics contains the following columns by default: UUID — unique number of the ...
What is a Collection?
Last update: 02.06.2022 Assets in the system can be combined into groups. A group of assets is called a collection. Collections make it possible to organize the convenient storage of assets as well as to work with multiple assets at the same time. ...
Collection Feed
Last update: 04.06.2025 Collections are arranged in the system as a list, similar to the list of assets. You can access the list of collections from any part of the system by clicking the Collections button in the site header. The icon in the top ...
Creating and Editing Links to a Collection
Last update: 04.06.2025 A user can share a collection by creating a link to it. All assets included in the collection will be accessible via this link. Access can be granted via a link even to hidden collections. Access to collections via a link can ...
Deleting Collections
Last update: 21.07.2023 To delete a collection, do the following: Select one or more collections from the collection feed. At the bottom of the screen, you will see the bulk actions panel. Press Delete. Once a collection is deleted, it no longer ...
Adding and Removing Assets from a Collection
Last update: 21.07.2023 To add an asset to an existing collection: Select an asset in the feed. On the preview panel click Add to collection. In the search box that appears, start typing the name of the collection. Existing collections will be ...
Creating Collections
Last update: 21.07.2023 To create a collection: Select one or more assets in the asset feed. Open the left sidebar and click on «Create collection». Type the name of the collection and press Enter. You can create several collections with the same ...
Managing Access to Collections
Last update: 04.06.2025 Types of collections The system can contain the following types of collections: Public Collection: a collection available to both logged-in and anonymous users. Common collection: a collection available to all logged-in users. ...
Main Asset of a Collection
Last update: 21.07.2023 You can set a main asset for the collection, which will be displayed as a preview of the collection when it is displayed in the feed. To make an asset the main one: Double-click the collection to open the list of assets in it. ...
System Options
Last update: 14.07.2022 Users with admin rights are able to manage import restrictions and other system settings. For editing the options, go to System Settings > Options > Main. Maximum number of files when importing via web browser. The default ...
Watermarks
Last update: 04.07.2022 You can customize the display of watermarks on proxy versions of images (thumbnail, preview, full screen) to protect content from unauthorized use. To add the display watermarks: 1. In the Picvario interface, go to User ...
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