Getting Started with Library
The purpose of this guide is to quickly bring you up to speed with the Library extension. To do so, we will cover three key sections:
- Manage your Folders
- Manage your Content
- Share your Folders
Section 1: Manage your Folders
Prior to adding content assets to the Library, you’ll want to create a folder structure to help you quickly organise your contents.
Creating your Folder(s)
Step 1
From the Library extension, click the + button to create a new folder under My Library.
Step 2
A text field will appear prompting you to type in your folder name. You can proceed to create sub-folders under your newly created folder if needed.
Optional: Arranging your Folders
Step 1
You can proceed to drag-and-drop your folders to move them around to create a clean and easy to organise folder structure.
Section 2: Manage your Content
This section covers the uploading, tagging and adding of content metadata.
Uploading Content to a Folder
Now that you’ve got your folder structure, you’ll want to upload content to those folders.
Step 1
From the Library, select your folder you wish to add content to. Click the + button to add a new item and select Upload Local File.
Step 2
Click Browse and select the content to be uploaded.
Note
You can select multiple items at once during the upload process. This can be accomplished multiple ways, such as with shift + click to select several items.
Tagging your Content
Tagging your recently uploaded content will help in searching for it later.
Step 1
From the Library extension, select the content you wish to tag. You can also choose to select multiple items to tag.
Step 2
Select the tag button.
Step 3
Type in your new tag name or select from the list of existing tags. Click Apply to tag the selected content.
Adding Content Attributes (Metadata)
You can add additional metadata to add descriptions and titles to the content asset which in turn can be used through application scripting.
Step 1
From the Library extension, search for and double-click the content you wish to add metadata to.
Step 2
Under the Content Properties sub-tab, add in the content item’s title, description and tag(s) for organisation and searching purposes.
Note
You are able to use the content item’s title and description through action scripting. E.g. On media load, set plain text to content items title.
Step 3
You can also add additional information to the content item by going to the Attributes sub-tab. Click APPLY when finished.
Note
These attributes cannot be accessed through action scripting. They are used primarily to provide additional identify information to the content item.
Section 3: Share your Folders
Should you decide to, you can grant other Appspace users/user groups access to your folders by sharing them. You are able to share your content at multiple levels:
- Globally - all users in all accounts will have read and write access to the shared folder.
- All user groups (read-only) - all user groups in the account will have read access to the shared folder.
- All user groups (read and write) - all user groups in the account will have read and write access to the shared folder.
- Custom - you can define which access level (no access, read only, read and write) to specific user groups in the account.
Step 1
From the Library extension, click the folder you wish to share.
Step 2
Click the Share button.
Step 3
In the Share Folder window, select your sharing options. If you select Custom, the dialog window will display all user groups in the account. You can then proceed to set your sharing options per user. Click Save when done.
Step 4
The shared folder will now be denoted with a slightly different “shared” icon in the tree hierarchy. This visual representation provides users a quick check as to which folders are currently being shared.
Step 5
In order for a user (within the user group selected in the previous step) to view the folders that have been shared with them, look for the shared folder within the folder tree hierarchy.
Recap
Going through this guide, you would have:
- Created a folder
- Added a content asset into that folder
- Tagged the content asset
- Added metadata (title and description) for that content asset
- Shared your content folder