Quick Tips

Quick Tips

Welcome

Thanks for starting a Mediagraph trial. We think you’ll find that it is powerful, pleasant to use, and easy to learn. To help you on your way, we have a series of quick tip emails. These come every day and should take no more than a few minutes to read. We strongly encourage you to take a look at each one to get the most out of your trial. 

 

Set up an in-person meeting

 

The best way to learn about Mediagraph is to schedule a Zoom meeting. We can help you get going quickly. Click here to book a demo. 

 

Our help documents

 

For those of you who like to explore on their own, we have lots of supporting material:

  • The Getting Started Guides are a wonderful resource for understanding how Mediagraph works. These have been pre-loaded into your account. You can also find them in our Help menu. 
  • The Product Tour should have started the first time you came to the account. You can restart it any time in the Help menu.
  • We have Tips scattered all over the application. Use these to help understand specific functions.
  • And finally, there is extensive documentation in our Knowledge Base, linked here or in the Help menu. 

Have fun! And know that we’re here to help. 


Uploading Files and Folders
If you haven't uploaded anything to Mediagraph yet, it’s time to get started! It's easy! In today’s tip, we’ll look at the process for uploading files and folders. (There are lots of other ways to upload, but let’s keep it simple to start.)

 

As an Admin, you can upload directly to the File Vault through your web browser (we generally prefer Chrome, but other ones should work fine).

 

Here’s how:

  1. Open the File Vault and select Upload Here.
  2. Drag some files or folders into the window.
  3. Wait for the files to upload.

Tip

  • If your files are organized into folders, it’s generally best to upload as a folder tree. Take advantage of the organization you’ve already done.
  • You can also use the chooser to select a folder to upload if that’s easier.

Important

  • You need to allow all files to upload before navigating away from the Upload window. The most common mistake people make when starting out is to get impatient and start clicking around before completion.

Import from Box and Dropbox 
Yesterday, we saw one way to upload by dragging a folder into a File Vault window. You can also upload directly from Box or Dropbox.

 

As with a direct File Vault upload, the folder structure will be preserved. This is very handy if you are currently using one of these services for a large library of files. Importing from one of these services requires you to first connect your Mediagraph account to your Box or Dropbox account.

 

Here are the steps:

  1. Open Mediagraph. 
  2. In the same browser, open the service you want to connect to. 
  3. Go to your Mediagraph Profile Settings at the top right, you’ll see connector buttons for the services at the bottom of the window. Click the one you want to connect.
  4. Once you activate the connection, that service becomes an option in the Upload source chooser. 
  5. If you choose to import a folder tree, the folders will be replicated in the Mediagraph File Vault. 

Making Library Collections
In the previous tips, we saw a couple of ways to upload to Mediagraph. Now that you have added some files to the File Vault, let’s begin organizing them with Library Collections.

 

Only Admins and Content Managers can see the folders in the File Vault. Libraries are used to make files available to regular members. Your Mediagraph account comes with a sample Library and Collection that have all-member permissions. 

First, some quick tips about Library Collections:

  • Adding a file to a collection does not make a duplicate of the file. It’s just a pointer.
  • A file can be in as many collections as you want.
  • You can always add or remove files later.
  • You can rename the collection whenever you want. Click on the (i) icon to open the info overlay.
  • You can move collections by clicking the pencil icon and dragging the collection.
  • By using library organizers to group collections together, you can make sure your collections behave predictably for your members.
Ready to make your first collection? Let’s add one to the sample All Members Library.
  1. In the Libraries tab of your Mediagraph account, find the sample Library Organizer called Library.
  2. Click the (i) icon to open the info overlay. Here you can see the Organizer’s permissions: All Members View Only - Full Size. This means all Collections inside it will inherit this permission setting. Any member will be able to view, but not download, a full size copy of any file added to a Collection in this folder.
  3. Click Add Collection…
  4. Give your new Collection a Name and optional Description.
  5. Click Create.
  6. Add files by dragging and dropping them onto the new collection.

Download and Share
There are many different ways to download and share the files in your Mediagraph account. Today, let’s take a look at two of the quickest.

 

Any time you click to select a file, two blue buttons will appear in the toolbar:

Download and Share.

  • Click Download to open a window where you can select from different image sizes and formats. You can also add a watermark to all sizes smaller than the Original File. 
  • You can either download the file to your computer, or send it directly to another service through one of our integrations. These integrations include Google Drive, Dropbox, Lightroom and Box. 
  • If you want to quickly share a file, use the Quick Share feature by clicking the Share button. This allows you to create and configure a share link which you can send to anyone. 

Take a closer look at a file by double-clicking its thumbnail to open the Asset Detail View. You can download or share from within the Asset Detail view by clicking the blue Download button, or by opening the Shares tab and clicking the Share button.



Sort Options

The workspace is where the bulk of the content in your Mediagraph account is discovered. There are many different sort options available to choose which files are displayed first.

 

Default sort options can be set for the site as a whole or for individual containers. This makes it easy to control how files are organized and made visible to your users.

  • Though there is a default view, users can choose to re-sort displayed items.

  • When you make a new Mediagraph account, assets will be sorted by Upload Time by default, with the newest uploads at the top.

  • Admins can change the global default sort order for the entire site. This setting is found in the Manage tab, under Site Settings. Click here to learn more.
  • Each collection or Lightbox can have its own default sort order.

To change your sort order, hover over the arrows in the top right corner. In the window that opens, select one of the following criteria, in ascending or descending order:

  • Upload Date
  • Last Edited
  • Date Created
  • File Name
  • File Size
  • Rating
You’ll see that sorting thousands of files or even your entire account takes no time at all. 


Deleting Files from the Account
Files in a Mediagraph account can only be deleted by Admins and Content Managers. A file can be moved to the trash, which will remove it from all containers.

 

After you move a file to the trash, you won’t be able to see it in the Workspace, but it can still be found by opening the trash, located at the bottom of the File Vault panel. In order to permanently delete a file that has been moved to the trash, the trash must be emptied. If a file has been accidentally moved to the trash, you can restore it to your Mediagraph account here as well.

Here are the steps to move files to the trash.

  1. Select the file(s) you want to move to the trash.
  2. Hover over the sprocket to show the Action Menu.
  3. At the bottom of the list, click Move to Trash.
  4. In the window that opens, confirm your selection and click Submit.

Here are the steps to delete or restore files in the trash.

  1. Open Trash at the bottom of the File Vault panel, and select the file(s) you want to restore or delete.
  2. Hover over the sprocket to show the Action Menu.
  3. At the bottom of the list, select Restore from Trash or Permanently Delete… 
  4. In the window that opens, confirm your selection and click Submit.
Tips
  • When a file is in the trash, it is not included in search results. 
  • Admins and Content Managers can search the trash, just like any Storage Folder. 

Searching
Mediagraph's versatile, full-featured search engine makes it easy for you to find what you're looking for. Let’s look at some of the different ways you can find content with the Search tool.

 

The Search bar has dual functionality. When you begin typing, it displays matches for keywords, people, events, collections, lightboxes, and folders you can access. Below those, it starts to show you assets matching the term you're typing. You can also click Search All to view all matching assets. The Search bar only returns matches that the user is allowed to view.

 

When you're finished with your general search, just click the red filter reminder to remove the filter. 


Pro Tip

  • The search bar is equipped with boolean (and/or) logic, which allows you to refine your search results. Add the modifier "AND" between two search terms to return only those results which match both. Add the modifier "OR" to return results matching either term.


Switch-to Viewing
Mediagraph lets admins and managers “switch to” another user. This allows you to see exactly what that user sees and is allowed to do. There are also Test Users in every account which let you preview what any user level or group member can see.

 

First, let's look at how to view as one of the Test Users:

  1. Open the Manage tab of your Mediagraph account.
  2. Click Members in the left-hand sidebar.
  3. In the header of the Tester column, click the blue Filter icon.
  4. Select Tester and click OK. You'll now see a list of four test accounts, one each for: Content Manager, Library Manager, Tagger, and General Member.
  5. Locate the user you'd like to switch to. Under the Actions column, click Switch To. You will be switched to this user’s account automatically. You will now see their avatar (or initials) in the top right corner instead of your own.

To return to your own account, hover over the Avatar in the top right corner. Select Switch back to [your email].

 

To switch to a specific user, just return to the Tester column and switch it back to Normal. Click Switch To under the Actions column. Note that you have control over this user's real account, and any changes you make are real.


Tip

  • Only Library Managers and above can use the "switch to" function.

  • No one can "switch to" a role higher than their own. For example, Library Managers can switch to view the account as a Tagger, but not as an Admin.

Important

  • Please note that when you "switch to" another user, you have control over their real account. Any comments, changes, or deletions you make cannot be undone. Please be careful with this capability.

Member Permissions
A user's access to the content and management functions of your Mediagraph account is dependent on their role. Mediagraph has a robust set of user roles and permissions controls, allowing you to make sure users can see everything they should have access to and nothing more.

 

While you may find it helpful to designate certain users as Library or Content Managers to help with the management of your account, most users of your Mediagraph account will be Members.

 

There are two types of member roles: General Members and Restricted Members.

 

General members can only view Libraries that have been made available to all members or to specific Groups they belong to. They are not able to create or assign tags and have no access to Management functions.

 

Restricted members can only view Libraries and Collections that have public permissions, or Lightboxes that have been shared with them specifically.

 

Learn how to change a Library or Collection's member permissions by following the steps below:

  1. Click the (i) info icon next to the Collection you'd like to update.
  2. Click the blue Manage button.
  3. Open the User Group Access tab. You will see tabs for All Members and Public. All Members Collections will be visible to all General Members. Public Collections will be visible to the general public, as well as any restricted members on your account.
  4. Depending on the permission you'd like to add, click to open the All Members or Public tab. 
  5. By default, there will be three options in either tab: Permission to view a small watermarked copy, permission to view a full size copy, or permission to view and download the original file. Select the permission you would like to add.
  6. Click Update to save your updated permission.

Tip

  • Member Permissions for all Collections can be viewed and updated in Manage > Collections

  • Check the Child Collections inherit all parent permissions box if you want all future Collections made within this Library or Collection to have the same permissions. Note that this will not change the permissions of any existing Child Collections.

  • You can change the default Member Permissions options in the Manage tab. Open the User Groups page, click Edit next to the group you'd like to update, and open the Enable Member Permissions tab.

Making Projects and Lightboxes
One of the most important tools in your Mediagraph account is the My Projects panel. Every one of your members will have their own My Projects panel, where they can create, manage and share Lightboxes and Projects.

 

By creating Lightboxes, your members can save, select and share favorite files, collaborate with other members, manage workflows, and more. Follow these steps to make a Lightbox:

  1. In the My Projects panel, mouse over the + next to the search bar.
  2. Click New Lightbox…
  3. Give your new Lightbox a Name and Description (optional). If you want, you can begin exploring some of the different ways to configure a Lightbox here.
  4. Click Save.

To add files to your Lightbox, just select, drag, and drop them onto the Lightbox name.

Projects are for storing and managing multiple related Lightboxes. By default, Lightboxes created inside of a Project inherit all of its settings. Projects are most useful for work that would benefit from having multiple related containers, like images for different chapters in a book, or a multi-step approval process.

 

Follow these steps to make a new project:

  1. In the My Projects panel, mouse over the + next to the search bar.
  2. Click New Project…
  3. Give your new Project a Name and Description (optional). If you want, you can begin exploring some of the different ways to configure a Lightbox here.
  4. Click Save.

All Lightboxes created within a Project inherit the settings of that Project. If you want to make a group of Lightboxes with the same settings, make a New Project with those settings before creating the Lightboxes.

 

Follow these steps to create a Lightbox inside a Project:

  1. Click the (i) info icon next to the Project's name to open the info overlay.
  2. Click Add Lightbox.
  3. Give your Lightbox a Name and optional Description. All of the Project's settings will automatically be applied. If you want, you can change any of them during this step.
  4. Click Save. A new Lightbox will be added to the Project.

Tip

  • Whoever makes the lightbox “owns” it, and is able to control its settings, no matter their account level.
  • Note that your avatar is the badge at the top of the My Projects panel. This is a reminder that this is your space to work in, no matter what level of account you have.
  • You can see some of the ways to manage a Lightbox by hovering your cursor over the info icon next to the Lightbox name. 

Sharing and Collaborating with Lightboxes
Mediagraph encourages collaboration between you and the other members of your team. Much of this collaboration occurs through Lightboxes in the My Projects panel. You can use the tools in the My Projects panel to share files with and get feedback from other members of your account, and even people who are not members.

 

Let's begin by inviting a new member to a Lightbox:

  1. Click the (i) info icon next to the name of any one of your Lightboxes.
  2. In the info overlay that opens, open the Lightbox Members tab.
  3. Start typing a member's name or email address. The search bar will suggest matching members. Mouse over the suggested names to see more info and make sure you are selecting the right one.
  4. Click to select the correct member. If you want to invite someone outside your organization, just type their full email address.
  5. If you want to add a note alongside the invitation, you can add one in the field here.
  6. Click Add Invitation.
  7. Click Update. The user you invited will receive a notification in their email and the Notifications tab in their account. They can also find the Lightbox in the Shared with Me organizer in their My Projects panel.

Tips

  • When commenting on a lightbox, try dragging and dropping a thumbnail onto your comment to easily mention a specific image or file.

  • Comments can be edited or deleted after posting.

  • You can configure your profile with an avatar and information about yourself so your colleagues know who you are. Avatar images must be smaller than 2MB.

  • You can also set a username for use when collaborating in Lightbox comments.

    If members of your team see something that needs your input, they can tag your username in a Lightbox comment. You’ll get a link in a notification that will bring you into the discussion. 

  • Avatar and username settings can be changed by hovering over your avatar in the top right corner and clicking Profile Settings.


Featured Content
Featured Collections are displayed on the Front Page. They are a great way to direct users or viewers to the most relevant, important or frequently-used collections of assets. You can feature a single Collection, or an entire Library. To feature a collection, follow the instructions below. 
  1. Find the Collection you would like to feature.
  2. Click the (i) info icon next to its name to open the Info popover.
  3. Click Manage to open the Collection's management panel.
  4. Click the toggle to Enable Featured Collection
  5. Click Update.

If you want to add intro copy, a contact email or a poster image to your Featured Collection, you can do so in the Table of Contents Settings accordion of the Collection's management panel. Click the toggle to Enable Table of Contents and add the desired information. To learn more about how to add a poster image, consult our article on how to Use File ID to set a poster image.


Tip
  • When you make a new Collection, Featured Collections is disabled by default.

Branding
Yesterday, we learned about how to feature a Collection on your front page. Let's look at some other ways to configure the visual experience of your account to match your organization's branding.

 

You can upload a logo to use in place of the Mediagraph logo in the header, as well as a larger one to use on the front page. The header background, text, and highlights can also be set to any color of your choice, according to your organization’s branding guidelines. 

  1. In the Manage tab of your Mediagraph account, click Site Settings.
  2. Open the Logos and Branding tabs.
  3. Under Logos, click the Upload buttons to upload a Header Logo or a Large Logo for your front page.
  4. Under Branding, use the color picker to select three colors for header background, text, and button highlights. You can also enter a Hex code or RGB value.
  5. At the bottom of the page, click the blue Save button.

You can further personalize your organization's front page, adding a Headline, Description and Banner Image that members and public viewers see when they first visit your Mediagraph account.

  1. In the Manage tab of your Mediagraph account, click Site Settings.

  2. Open the Public Site Customization tab.

  3. Open the Front Page tab.
  4. Adjust the settings on this tab according to your desired configuration. You can add a Banner Image using the image's File ID. Read more about how to use File ID to set a poster image here.
Tip
  • Logo images must be smaller than 2MB
  • The intro copy on your Front Page can be formatted using Markdown syntax. If you are unfamiliar with Markdown, take a look at the simple guide here.

Important

  • When setting banner images, note that because all images will "fit to width", panoramic images work best. If you use a rotating set, the height of the banner image window will be determined by the tallest image in the set. Square and vertical images will make any featured galleries push out of view to the bottom of the window.


Filter Panel
When searching the files in your account, some of the best tools Mediagraph has to offer can be found in the Filter Panel. Mediagraph can quickly filter the files in your account to make it easy to find the content you're looking for.

 

You can make up to 24 different filters (and growing!) available to your members. Multiple filters from the list below can be combined at the same time in a faceted search, narrowing down your search to the most exact results.

  • Keywords
  • My Likes
  • Rating
  • Aspect Ratio
  • File Extension
  • File Size
  • Has People
  • Creator
  • Uploaded By
  • Custom Metadata fields
  • Faces
  • Frame.io Status
  • Rights
  • Containers
  • Has GPS
  • Word Proximity (for documents and transcribed videos)
  • Upload Date
  • Last Update Date
  • Auto Tags
  • NSFW tags
  • Optimization Requests
  • Unsubmitted Assets
  • Restricted Access
  • Download Access


Keyword Management
Library Managers and above can manage and curate the global Keyword Tag List in the Manage tab. The Keyword Tag List allows managers to maintain a standardized taxonomy of the keywords that are most useful for your organization.

 

Users can pick from these keywords when tagging, rather than typing in their own tag. This way, you can avoid cluttering your metadata with inconsistencies in spelling and formatting, and update tags with synonyms and other information as necessary.

 

Maintaining a well organized taxonomy of keywords makes it easy for your stakeholders to browse and discover the content in your account.

 

To find the Keyword Tag List:

  1. Open the Manage tab of your Mediagraph account.
  2. In the left-hand sidebar, click Keyword Tag List.

You can add a new tag by clicking the blue Add New Tag button, in the top right corner.

There are other management functions for existing keywords found throughout this page. Many of these functions can be done in bulk by selecting multiple keywords at once.

 

In the Keyword Tag List, you can:


Adding Face Tags
If you have a MediagraphAI account, you can take advantage of our advanced artificial intelligence tools, including Face Tagging. You can easily train Mediagraph to recognize people in your account and automatically tag photos that include them.

 

Unique among DAM applications, this feature integrates with the existing Person Tag feature. Person Tags can be applied to any file in the system, including documents, web links, videos, and photos that don't contain faces. This provides a comprehensive way to build knowledge about a person. 


Note that Face Tagging and other AI features are only available for EssentialAI accounts and above. Other artificial intelligence features available include AI keywords, Optical Character Recognition, Alt Text Generation, Video Transcription, and Sensitive Content Warnings.

 

Follow the steps below to add your first Face Tag. 

  1. Find a clear, well-lit portrait of the subject you'd like to tag. A headshot is a good choice. If you have a good group portrait, you can begin face training with multiple subjects.
  2. Double click the image's thumbnail to open the Asset Detail View.
  3. Open the Faces tab.
  4. Click the Add Person... field. If the image has already been tagged with a person tag, the field will automatically match to the existing tags.
  5. Type the person's name in, or select the correct tag if a match populates.
  6. Click the blue check mark. This face will automatically be added to the training set, and when searching faces, Mediagraph will automatically tag other faces that match it.
View and Clean Up Creator Tags
Mediagraph was designed from the ground up to provide structure and discoverability to media rights. A key tool for ensuring the authorized use of the assets in your account is a system of Creator Tags. In today's tip, let's look at some of Mediagraph's tools for viewing and managing Creator Tags.

 

All files imported into the account will be indexed by their Creator Tag (or lack thereof). The Creator filter, in the Filter panel, shows you all the Creator Tags found in the assets currently open in the Workspace. Click View All in the toolbar to see all Creator Tags found in the account. You can filter by Creator, or see all assets that are untagged. 

 

When a file is imported with a Creator Tag attached, Mediagraph stores this as an Unverified Tag. Over time, conflicting formatting and spelling might mean there are many different variations of the same tag. If there is one which is most accurate, you can verify that tag, and add it to assets with a conflicting tag. 

 

Verified tags can be filled out with rich metadata, allowing you to include information about the creator. You can also connect a specific Rights Package with a verified Creator. This is especially helpful for work created by staff in the course of their employment, where the rights may belong to the employer, rather than the staff member.


Map View and Adding Geotags

One of the view options available in the Workspace is the Map View. The Map View lets you easily find and filter files by their GPS coordinates. The map supports satellite view and Google search. You can open the Map View by hovering over the View Settings button in the top right corner of the Workspace and clicking Map. 

 

All files uploaded with a Geotag, like photos from a mobile phone, will automatically be added to the Map View. GPS data can be added to any other file by dropping a pin on the map or typing in the coordinates manually.

Add geodata by following the steps below: 
  1. Select the file(s) you want to add geodata to.
  2. Hover over the sprocket to open the Action Menu. 
  3. Click Edit Metadata.
  4. Scroll down to Add, Modify or Remove GPS. Click Choose on Map. You can also enter the GPS coordinates manually.
  5. Click OK.
  6. Click Update.

Custom Metadata
To supplement the many types of rich metadata already built into your Mediagraph account, managers can create custom metadata fields to meet their organization’s needs.

 

These custom metadata fields can be used to store important information about files and to assist in workflow management. There are three basic types of fields:

  • Single- or multiple-value controlled vocabulary fields, which allow you to preselect the entries that can be used. These are useful when there are a limited number of relevant entries and you wish to restrict entries to just those choices.
  • Free text fields, useful when you want users to add information that cannot be constrained by a controlled vocabulary list, such as notes or other description.

Follow the steps below to add a new custom metadata field:

  1. Go to the Manage tab.
  2. Select Custom Meta Fields from the sidebar.
  3. Click the blue Add Custom Meta Field button in the top left corner.
  4. Choose a Name for your custom metadata field.
  5. Add a Description to provide more information for users about how the field can be used. (optional)
  6. Decide whether you want to have a controlled vocabulary field or a free text field. Controlled vocabulary fields can be set to single or multiple value. If controlled vocabulary, add options.
  7. Click Create to save your custom field.

For more information on Custom Metadata, see our articles in the Knowledge Base:

Tips
  • Custom metadata can be seen by all members, and can be edited by Taggers and above. Only Managers and Admins can create new custom fields.

  • Custom Metadata can be applied in the Describe tab of the asset detail view, or in bulk by selecting the assets you want to apply them to and selecting Edit Metadata from the Action Menu

  • The filter panel has a Custom Metadata tab, where all members can filter assets by controlled vocabulary fields.

Rights Packages
By creating a set of Rights Packages, you can make sure that a set of standardized, filterable usage rights statements are attached to the files in your account. Each Rights Package has a number of components that you can choose to make use of. Only a few items are required. 

 

Required Components:

  • Name - This descriptive name shows up in the filter list. It also shows up when a user has a choice of different packages to choose from. 
  • Rights status - Every rights package should fall into one of the Rights Status groups. 
  • Permission Agreement - This is a description of the rights which are granted to the organization. When rights are being tagged in the upload process, this is what the person uploading sees and agrees to.   

Optional Components that can be added:

  • Admin-only Description (to memorialize the purpose of the Rights Package)
  • Expiration Date (after which the rights status will change to No Rights)
  • Long-form Rights Statement (either as an attached PDF contract, or embedded IPTC text)
  • Dedicated/Evergreen - Some licenses, especially those which include a contract with an individual photographer, may not be appropriate to use more than once. Use the Dedicated flag to help reduce clutter in the Rights Packages management dialogs. 
  • License attachments - when checked, these options allow the uploading party to attach model/property releases and/or a contract with the submission of the files. These uploaded releases and contracts will be linked to all files with this license package.   

Once Rights Packages have been created, they can be assigned in one of two ways:

  • Tag existing files - Library and Content Managers can assign rights packages to files that are already in the account. This can be done in the Asset Detail view, in the Table view, in the Action Menu, or by dragging files onto entries in the Rights Packages panel. 
  • Tag during upload - Library and Content Managers can enable Rights Tagging for any user with upload privileges. Each upload method allows the Admin to select which Rights packages are allowed, and whether a rights package is required to complete the upload. This way, managers can ensure that no files with ambiguous usage rights are added to the account.
Tips

  • You can manage Rights Packages in Manage>Rights Packages.

  • You can specify what Rights Packages your members can apply to assets when uploading: go to Manage > Groups > Your Group Name > Contributions > Rights Packages

  • You can also specify allowed Rights Packages when you enable Contributions to a Lightbox.

  • In the Filter Panel, you can filter by attached Rights Packages.


Making and Using Groups
In today's tip, we'll take a quick look at the heart of permission controls in Mediagraph: User Groups.

 

By organizing your users into groups, and using those groups to connect members to relevant collections, you can have full control over their experience in the account.

 

Here are some basic details about groups:

  • What a member sees is controlled by the group(s) they belong to.
  • Group permissions can be applied to collection trees to allow viewing or download.
  • Groups can have a “home collection” that they first see when logging in.
  • Groups can be used to allow member uploads.
  • Members can belong to more than one group.
In addition to having members, groups can have their own managers. This allows the group’s content and members to be managed by someone who does not have full control over the entire account. 
  • There are three levels of group management: Content Manager, Library Manager and Tagger.
  • Note that group managers can only control group assets: Group Folders, Group Collections, and Group Sandboxes. 
  • Group Content and Library Managers can add members to the group.

Group managers allow you to share the burden of management of the account as other departments, stakeholder groups or other sets of members are brought onboard.

 

Get started by setting up a simple group:

  • Go to Manage > User Groups.
  • In the top right corner, click Add New User Group.
  • Give your group a name and description, so you can keep track of its purpose and  who's in it.
  • Use one of our built-in quick setup tools, depending on what kind of configuration you want:
    • Basic settings will create a Library Collection for members of the group to use, as well as a permissions profile allowing you to share other Collections with them.
    • Full-feature settings will, in addition to the basic settings, enable Group Storage Folders and Group Managers. You can decide whether or not you want to allow Uploads to this Storage Folder.
  • Now, all that's left to do is add some members and click Save User Group.

Access Restrictions
As we've seen in previous tips, permissions in Mediagraph are primarily governed by the collection(s) an asset is in and the group permissions attached to that collection. You can also block visibility and download at the level of individual assets.

 

This allows a content manager to prohibit the viewing or downloading of a particular file by all regular members and most admins. The Block setting can also be attached to specific Rights Packages so that you can prevent viewing or downloading of files with restricted rights.

 

Follow the steps below to restrict access to an asset:

  1. In the workspace, select all assets you want to restrict access to. 
  2. Hover over the gray sprocket icon in the upper right-hand corner to open the Action Menu. 
  3. Hover over the Restricted Access menu item.
  4. Click on the restriction you want to set for all selected assets. Permissions will be automatically updated for all selected assets. 
Tips

  • Assets to which access has been restricted show a red warning icon in the corners of their thumbnails.

  • Restriction status can be seen and adjusted on the Quick Info tab of the Asset Detail View as well.

  • You can filter assets by access restriction. A Restricted Access filter can be found at the bottom of the Filters panel in the workspace.

  • Remove access restrictions in the Action Menu, the same way they are added.
  • Add access restrictions to a Rights Package in Manage>Rights Packages>Edit

Uploading New Versions
Version control is a key part of any digital asset management system. Revisions and optimizations can be uploaded to your Mediagraph account as new versions of an existing asset. You can review and compare all versions of an asset in the Asset Detail View, and even revert to an older version with a single click. These tools allow you and your team to have a record of the iterative process that goes into any production.

 

Let's look at how to view versions, and how to upload a new version of an asset:

  • In the Workspace, double click an asset's thumbnail to open the Asset Detail View.
  • Under the viewer, click Versions. In this tab, you can see any versions of the asset that may exist.
  • Click Upload New Version to update the asset.
  • If you want to revert to an earlier version, click Set to Current. The order of versions will be preserved, but the asset will be updated wherever it appears in your account.

Alt Text and Accessibility
We have seen a dramatic increase in accessibility requirements for DAM software. This has been spurred by a combination of federal and state mandates as well as evolving policies in state and private institutions. Providing a fully-navigable environment is crucial for your organization in this changing landscape, and Mediagraph has built industry-leading tools to help.

 

Alt Text is one of the most common gaps in accessibility among visual content in a DAM.

 

It is often only created for content that’s published or displayed to the public, rather than being added systematically to all visual assets within the DAM. Discovering the gaps can be time-consuming. As part of our enhanced Accessibility improvements, we have added a filter that tells you if Alt Text exists for a file or not. Additionally, Mediagraph offers an AI Alt Text Generation service as part of our EssentialAI account levels and above, allowing you to effortlessly create Alt Text to fill in the gaps.

Here’s how the Alt Text Service can streamline your accessibility efforts:

  • Find files that are missing Alt Text, streamlining targeted improvements.
  • Empower users with the flexibility to accept generated Alt Text or craft their own.
  • Customize Alt Text usage preferences with On/Off/On-demand options.
  • Enhance navigation with Landmark Navigation and Hot Keys for mouse-free website navigation.

Let's enable the Alt Text Filter, so you can see where the gaps in your organization's Alt Text are:

  • Go to Manage > Site Settings.
  • Open the Filter Groups tab.
  • Drag and Drop "Has Alt Text" into one of your Filter Groups.
  • Scroll down to click Save.

Filter Groups
As we've seen, Mediagraph's Filter Panel offers users many ways to sort and discover files in your account. You may decide, however, that you want to control or adjust which filters are made available to members of your organization. Admins have complete control over the organization of filters.

 

By default, filters are split into three groups: Essential, Advanced and Admin. It is easy to configure these groups in many different ways to fit your organization's needs. You can create as many groups as you want, and even control visibility on the level of individual filters. 

 

All configuration of filter groups occurs in the Filter Groups panel in Manage>Site Settings. Make sure to Save your filter groups before exiting Site Settings.


Workflows
You can increase the ease and efficiency of processes you and your organization use frequently by standardizing and automating steps with Workflows.

 

Workflows are a combination of steps (as many as you need!) that move assets from one container to another according to set rules or an approval process.

  • Depending on the Workflow's objective, you can give members permission for one or all of the steps.
  • You can link steps to outside applications such as Dropbox, Lightroom, Wordpress and Adobe Creative Cloud.
  • You can use workflows to make files available to specific members, by automatically sending files to a Lightbox or Collection.

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