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MediaBin® Asset Server Administrator’s Guide


MediaBin® Asset Server Administrator’s Guide Release 4.6.2 1999-2008 Interwoven, Inc. All rights reserved. No part of this publication (hardcopy or electronic form) may be reproduced or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written consent of Interwoven. Information in this manual is furnished under license by Interwoven, Inc. and may only be used in accordance with the terms of the license agreement. If this software or documentation directs you to copy materials, you must first have
permission from the copyright owner of the materials to avoid violating the law which could result in damages or other remedies. Interwoven, ConfirmSite, ContentServices, ControlHub, DataDeploy, DeskSite, FileSite, iManage, Interwoven Universal Search, LiveSite, MediaBin, MetaCode, MetaTagger, OffSite, OpenDeploy, Primera, Scrittura, TeamPortal, TeamSite, VisualAnnotate, WorkDocs, WorkPortal, WorkRoute, WorkSite, WorkSite Express Search, WorkTeam, the respective taglines, logos and service marks are trademarks of Interwoven, Inc., which may be registered in certain jurisdictions. All other trademarks are owned by their respective owners. 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Interwoven, Inc. 160 East Tasman Drive San Jose, CA 95134 http://www.interwoven.com MediaBin Asset Server Administrator’s Guide Part 07-001-03-EN September 2008 MediaBin Asset Server Administrator’s Guide 3 Table of Contents List of Tables 9 List of Figures 11 About This Book 15 Notation Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16 Additional Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17 Chapter 1: Introducing MediaBin 19 Core Capabilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20 MediaBin Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22 Chapter 2: Managing your MediaBin System 23 Configuring the MediaBin Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23 Configuring the MediaBin System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24 Configure the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25 Configure LDAP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26 Configure Asset Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27 Configure Client Search Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32 Configure Quick Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33 Configure MetaTagger Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37 Configure Derived Images Asset Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . .38 Configure the Cache . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39 Configuring Server Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41 Configure a Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41 Configure Disabled Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42 View the Relational Database Configuration . . . . . . . . . . . . . . . . . . . . . . . . .43 Monitoring System Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44 View a List of Active Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44 View a Server’s Status Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46 Unavailable Server in a Cluster. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47 Using the MediaBin Log Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48 Display the Job History Log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48 About the Job History Shortcut Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49 Display the System Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50 About the System Log Shortcut Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51 Display the Audit Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52 About the Audit Log Shortcut Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52 Working with Housekeeping Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53 Schedule Backups of your MediaBin Repository Hosted on the Microsoft SQL Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54 Schedule a System Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56 Where Is the Backup Information Stored after the Backup Is Processed?. . . .57 Moving the MediaBin Backup Data to an External Source. . . . . . . . . . . . . . .58 Contents Interwoven, Inc. 4 Using the Backup Batch File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59 Restore a MediaBin Repository Backup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59 1 – Test the Restore Procedure Using Sample Data . . . . . . . . . . . . . . . . . . . .60 2 – Restore your MediaBin Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61 3 – Update the Registry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63 4 – Verify the MBDataDirectory Configuration . . . . . . . . . . . . . . . . . . . . . . .64 Backing Up the Hot Folder Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65 Backup MediaBin in Conjunction with an Oracle Database . . . . . . . . . . . . . . . .65 Back Up the ImageDB Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66 Setting Up Database Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66 Schedule Routine Database Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . .66 Schedule Full-Text Index Support Database Maintenance . . . . . . . . . . . . . . .68 Cleaning Up Deleted Repository Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69 Schedule a Deleted Items Cleanup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70 Managing User Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71 Add Users to MediaBin Group Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72 Chapter 3: Managing Security and Permissions 75 About User Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75 Add Users to the MediaBin Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76 About Folder Security and Permission Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . .77 Set Folder Permissions (Windows Client) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78 Edit Folder Permissions (Windows Client) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79 Set a Folder to Inherit Permissions from its Parent Folder (Windows Client) . . .79 Set Permissions for Multiple Folders Simultaneously (Windows Client) . . . .80 Set Folder Permissions (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81 Edit Folder Permissions (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82 About Task Security And Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83 Set Task Permissions (Windows Client). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83 Set Task Permissions (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85 About Metadata Security and Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85 Set Metadata Definition Permissions (Windows Client) . . . . . . . . . . . . . . . . . . .86 Set Metadata Group Permissions (Windows Client) . . . . . . . . . . . . . . . . . . . . . .87 Set Metadata Definition Permissions (Web Client) . . . . . . . . . . . . . . . . . . . . . . .88 Set Metadata Group Permissions (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . .89 About Association Security and Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90 Set Association Category Permissions (Windows Client) . . . . . . . . . . . . . . . . . .90 Set Association Category Permissions (Web Client) . . . . . . . . . . . . . . . . . . . . . .91 Chapter 4: Managing the MediaBin Assets 93 Working with Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96 Carrying Out General Asset Tasks on the Windows Client . . . . . . . . . . . . . . . . .96 Carrying Out General Asset Tasks on the Web Client . . . . . . . . . . . . . . . . . . . . .97 Retrieve Previous Versions of an Asset (Windows Client). . . . . . . . . . . . . . . . . .97 Delete Previous Versions of an Asset (Windows Client) . . . . . . . . . . . . . . . . . . .99 Properties Window Administrative Tabs (Web Client). . . . . . . . . . . . . . . . . . . . .99 Add System-Defined Searches (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . .100 Download Previous Versions of an Asset (Web Client) . . . . . . . . . . . . . . . . . . .101 Delete Previous Versions of an Asset (Web Client) . . . . . . . . . . . . . . . . . . . . . .103 Working with Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104 MediaBin Asset Server Administrator’s Guide 5 Contents Carrying Out General Folder Tasks on the Windows Client. . . . . . . . . . . . . . . .105 Carrying Out General Folder Tasks on the Web Client . . . . . . . . . . . . . . . . . . .105 About the Deleted Items Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106 Working with Externally Indexed Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106 Carrying Out General Externally Indexed Asset Tasks on the Windows Client .106 Carrying Out General Externally Indexed Asset Tasks on the Web Client. . . . .107 Working with Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108 About the MediaBin Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109 About the Task Workspace in the Windows Client. . . . . . . . . . . . . . . . . . . . . . .111 About the Preview Image Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111 About the Task Builder Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112 Run a Task (Windows Client and Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . .113 Using the (Get Original) and (None) Tasks (Windows Client and Web Client) .113 Working with Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .114 Carrying Out General Metadata Tasks on the Windows Client . . . . . . . . . . . . .114 Carrying Out General Metadata Tasks on the Web Client . . . . . . . . . . . . . . . . .115 Working with Metadata Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115 View a Metadata Definition (Windows Client) . . . . . . . . . . . . . . . . . . . . . . .115 Add a Metadata Definition (Windows Client). . . . . . . . . . . . . . . . . . . . . . . .115 Delete a User-Defined Metadata Definition (Windows Client). . . . . . . . . . .116 Export a Metadata Definition (Windows Client). . . . . . . . . . . . . . . . . . . . . .116 Import a Metadata Definition (Windows Client). . . . . . . . . . . . . . . . . . . . . .117 View a Metadata Definition (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . .117 Add a Metadata Definition (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . .118 Delete a User-Defined Metadata Definition (Web Client) . . . . . . . . . . . . . .118 Export a Metadata Definition (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . .119 Import a Metadata Definition (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . .119 Working with Metadata Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120 Create a Metadata Group (Windows Client) . . . . . . . . . . . . . . . . . . . . . . . . .120 Edit a Metadata Group (Windows Client) . . . . . . . . . . . . . . . . . . . . . . . . . . .121 Delete a Metadata Group (Windows Client) . . . . . . . . . . . . . . . . . . . . . . . . .121 Export a Metadata Group (Windows Client). . . . . . . . . . . . . . . . . . . . . . . . .121 Import a Metadata Group (Windows Client). . . . . . . . . . . . . . . . . . . . . . . . .122 Create a Metadata Group (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .122 Edit a Metadata Group (Web Client). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123 Delete a Metadata Group (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123 Export a Metadata Group (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . . .123 Import a Metadata Group (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . . .124 Metadata Data Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124 XMP Mapping in MediaBin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125 Edit XMPMapping.xml . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .127 Test XMPMapping.xml. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .128 Working with the MediaBin Code Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .128 Set the Default Code Page (Windows Client) . . . . . . . . . . . . . . . . . . . . . . . .128 Override the Default Code Page (Windows Client) . . . . . . . . . . . . . . . . . . .129 Modify the List of Available Code Pages (Windows Client) . . . . . . . . . . . .129 Set the Default Code Page (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . . .129 Override the Default Code Page (Web Client) . . . . . . . . . . . . . . . . . . . . . . .129 Modify the List of Available Code Pages (Web Client) . . . . . . . . . . . . . . . .130 Working with Associations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .130 Contents Interwoven, Inc. 6 Carrying Out General Association Tasks on the Windows Client . . . . . . . . . . .133 Carrying Out General Association Category Tasks on the Web Client. . . . . . . .133 Define an Association Category (Windows Client) . . . . . . . . . . . . . . . . . . . . . .134 Edit an Association Category (Windows Client) . . . . . . . . . . . . . . . . . . . . . . . .134 Export Association Categories (Windows Client) . . . . . . . . . . . . . . . . . . . . . . .134 Import Association Categories (Windows Client) . . . . . . . . . . . . . . . . . . . . . . .135 View an Association Category (Windows Client) . . . . . . . . . . . . . . . . . . . . . . .135 Delete an Association Category (Windows Client) . . . . . . . . . . . . . . . . . . . . . .135 Define an Association Category (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . .136 Edit an Association Category (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . . .136 Export Association Categories (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . .136 Import Association Categories (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . .137 View an Association Category (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . . .138 Delete an Association Category (Web Client) . . . . . . . . . . . . . . . . . . . . . . . . . .138 Working with Jobs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .138 Carrying out General Job Tasks on the Windows Client . . . . . . . . . . . . . . . . . .140 Carrying out General Job Tasks on the Web Client . . . . . . . . . . . . . . . . . . . . . .140 Working with Tracking Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .140 View a Derived Asset’s Tracking Information (Windows Client) . . . . . . . . . . .141 View a Source Asset’s Tracking Information (Windows Client) . . . . . . . . . . . .142 View a Task’s Tracking Information (Windows Client) . . . . . . . . . . . . . . . . . . .142 View a Derived Asset’s Tracking Information (Web Client) . . . . . . . . . . . . . . .143 View a Source Asset’s Tracking Information (Web Client) . . . . . . . . . . . . . . . .144 View a Task’s Tracking Information (Web Client) . . . . . . . . . . . . . . . . . . . . . . .144 Chapter 5: Using the Hot Folder Editor 145 About Hot Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .145 Start the MediaBin Hot Folder Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146 The Hot Folder Editor Main Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .147 Actions You Can Perform from the Main Window . . . . . . . . . . . . . . . . . . . . . .148 Preparing to Set Up Hot Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .148 Set Up the Source Hot Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .148 Set Up the Destination Hot Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150 Modify Hot Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151 Delete Hot Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151 Hot Folder Configuration Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .152 Hot Folder Log Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .152 Back Up the Hot Folder Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .152 Chapter 6: About MediaBin Job Cluster Server 153 Job Balancing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153 System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153 Chapter 7: Using the MediaBin System Administration Control Panel Applet155 Moving the MBDataDirectory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .155 Edit the MediaBin Service Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .157 Edit the ODBC Database Access Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . .158 Viewing the ImageDB Directory Disk Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . .158 Specifying the Primary and Secondary ImageDB Directories. . . . . . . . . . . . . . . . .159 MediaBin Asset Server Administrator’s Guide 7 Contents Chapter 8: About MediaBin Report Views 163 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .163 Preparing SQL Server and Oracle for the report views . . . . . . . . . . . . . . . . . . .163 MediaBin Asset Server Report Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164 ReportAssetAssociation Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164 ReportAssetDownloads Report View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164 ReportAssetInventory Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .165 ReportAssetList Report View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .166 ReportAssetMetaData Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .166 ReportAssetsCheckedOut Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .167 ReportAssetUploads Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .167 ReportUserLogins Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168 MediaBin Deployment Agent Report Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168 AssetHistory Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168 Mba_Report_Getassethistory (AssetHistory Stored Procedure). . . . . . . . . . . . .169 Input Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .169 Output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .170 ScheduleStatus Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .170 Syndication Manager Report Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171 Publication Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171 Sample publication report view file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172 Subscription Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .175 Sample Subscription report view file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .176 Chapter 9: Using MediaBin with FlipFactory 179 About the FlipFactory Add-On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .179 Installing the FlipFactory Add-On on a Remote Computer . . . . . . . . . . . . . . . .181 Update MBSettings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .181 Specify the File Storage Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .181 Build a New “Factory” in FlipFactory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .182 Create a Message.xml File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .184 Build a MediaBin Task for Use with FlipFactory . . . . . . . . . . . . . . . . . . . . . . . . . .185 Using a FlipFactory Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .187 Troubleshooting FlipFactory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .187 Appendix A: Setting Asset Expiration 189 Installing the Asset Expiration Script . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .189 Creating a Scheduled Task for the Script . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190 Configuring the Asset Expiration Script . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .192 Using the Asset Expiration Script . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193 Appendix B: About MediaBin and LDAP Support 195 Displaying the LDAP Tab in Enterprise Manager . . . . . . . . . . . . . . . . . . . . . . . . . .196 Defining the LDAP Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .196 Setting User and Group Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .197 Configuring Active Directory for LDAP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .198 Providing LDAP Credentials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .199 Adding LDAP Users to MediaBin Group Accounts . . . . . . . . . . . . . . . . . . . . . . . .200 Logging In with an LDAP Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .202 Verifying your LDAP Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .202 Contents Interwoven, Inc. 8 Appendix C: Setting up the Microsoft IIS Outside a Firewall 203 Verify the Services Running on the IIS Computer. . . . . . . . . . . . . . . . . . . . . . . . . .203 Modify the MediaBin Web Client Global.ASA File . . . . . . . . . . . . . . . . . . . . . . . .204 Verify Network Properties Has TCP/IP Enabled with a Static IP Address . . . . . . .204 MediaBin Asset Server Administrator’s Guide 9 List of Tables Table 1 Notation conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Table 2 Folder security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Table 3 Metadata definition security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Table 4 Association category security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Table 5 Metadata data types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Table 6 Contents of the Jobs pane in the Windows client . . . . . . . . . . . . . . . . . 139 Table 7 ReportAssetAssociation report view . . . . . . . . . . . . . . . . . . . . . . . . . . 164 Table 9 ReportAssetInventory report view . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Table 8 ReportAssetDownloads report view. . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Table 10 ReportAssetList report view. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 Table 11 ReportAssetMetaData report view . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 Table 12 ReportAssetsCheckedOut report view . . . . . . . . . . . . . . . . . . . . . . . . . 167 Table 13 ReportAssetUploads report view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167 Table 14 ReportUserLogins report view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 Table 15 AssetHistory report view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 Table 16 AssetHistory stored procedure – input parameters . . . . . . . . . . . . . . . . 169 Table 17 AssetHistory stored procedure – output . . . . . . . . . . . . . . . . . . . . . . . . 170 Table 18 ScheduleStatus report view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 Table 19 Publication report view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 Table 20 Subscription report view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175 MediaBin Asset Server Administrator’s Guide 10 MediaBin Asset Server Administrator’s Guide 11 List of Figures Figure 1 MediaBin Enterprise Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23 Figure 2 Configuration component. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24 Figure 3 System tab in the System Configuration component . . . . . . . . . . . . . . . . .25 Figure 4 LDAP tab in the System Configuration component . . . . . . . . . . . . . . . . . .26 Figure 5 Asset Processing tab in the System Configuration component. . . . . . . . . .27 Figure 6 Job History Log error message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30 Figure 7 Play Clip error message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31 Figure 8 Exception in Primitive error message. . . . . . . . . . . . . . . . . . . . . . . . . . . . .32 Figure 9 Search tab in the System Configuration component. . . . . . . . . . . . . . . . . .33 Figure 10 Add Metadata dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33 Figure 11 Quick Search tab in the System Configuration component . . . . . . . . . . . .34 Figure 12 Add Metadata dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35 Figure 13 Remove Permission Setting message . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35 Figure 14 Quick Search tab in the System Configuration component . . . . . . . . . . . .35 Figure 15 Scheduling Wizard - select time and day . . . . . . . . . . . . . . . . . . . . . . . . . .36 Figure 16 Quick Search tab in the System Configuration component . . . . . . . . . . . .36 Figure 17 MetaTagger Settings tab in the System Configuration component. . . . . . .38 Figure 18 Derived Images tab in the System Configuration component . . . . . . . . . .39 Figure 19 Cache tab in the System Configuration component . . . . . . . . . . . . . . . . . .40 Figure 20 Server tab for a selected MediaBin server . . . . . . . . . . . . . . . . . . . . . . . . .41 Figure 21 Disabled Tasks tab for a selected MediaBin server in a cluster . . . . . . . . .42 Figure 22 Database tab for a selected MediaBin server . . . . . . . . . . . . . . . . . . . . . . .43 Figure 23 System Status component. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44 Figure 24 Active Jobs in the System Status component . . . . . . . . . . . . . . . . . . . . . . .45 Figure 25 A MediaBin server in the System Status component . . . . . . . . . . . . . . . . .46 Figure 26 Unavailable clustered server displayed in the System Status component. .47 Figure 27 Logs component. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48 Figure 28 Job History log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48 Figure 29 Job History Properties dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50 Figure 30 System log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50 Figure 31 System Log Properties dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51 Figure 32 Audit Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52 Figure 33 Audit Log Properties dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53 Figure 34 Housekeeping Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53 Figure 35 Backup in the Housekeeping Functions component. . . . . . . . . . . . . . . . . .55 Figure 36 Scheduling Wizard – backup type page . . . . . . . . . . . . . . . . . . . . . . . . . . .56 Figure 37 Scheduling Wizard – scheduling frequency page . . . . . . . . . . . . . . . . . . . .57 Figure 38 “Diff” and “Full” backup subfolders . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58 Figure 39 Registry Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64 Figure 40 Edit String dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64 Figure 41 Database Maintenance in the Housekeeping Functions component . . . . . .66 Figure 42 Schedule Wizard – first page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67 Figure 43 Scheduling Wizard – first page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68 List of Figures Interwoven, Inc. 12 Figure 44 Deleted Items Cleanup in the Housekeeping Functions component. . . . . .70 Figure 45 Scheduling Wizard – first page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71 Figure 46 Add users to MediaBin group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72 Figure 47 Group Properties dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73 Figure 48 Choose a User dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73 Figure 49 Permissions dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78 Figure 50 Click the padlock to display the Folder Permissions dialog box . . . . . . . .80 Figure 51 Permissions shortcut menu for a selected folder . . . . . . . . . . . . . . . . . . . .80 Figure 52 Folder Permissions window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82 Figure 53 Folder Permissions window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83 Figure 54 Task Permissions window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84 Figure 55 Choose a User dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84 Figure 56 Task Permissions window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85 Figure 57 Metadata Permissions dialog box. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86 Figure 58 Choose a User dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87 Figure 59 Metadata Permissions window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88 Figure 60 Metadata Permissions window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89 Figure 61 Association Permissions window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91 Figure 62 MediaBin Client Functionality Matrix . . . . . . . . . . . . . . . . . . . . . . . . . . . .94 Figure 63 Assets displayed in History view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97 Figure 64 Get Item dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98 Figure 65 Tabs in the Properties window.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99 Figure 66 Example Advanced Find tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100 Figure 67 Properties window – History tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101 Figure 68 Download Asset(s) window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102 Figure 69 Advanced Download window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103 Figure 70 Tasks folder contents in the MediaBin Windows Client. . . . . . . . . . . . . .109 Figure 71 Task Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111 Figure 72 Preview image toolbar in the task workspace . . . . . . . . . . . . . . . . . . . . .111 Figure 73 Primitives toolbar in the task workspace . . . . . . . . . . . . . . . . . . . . . . . . .112 Figure 74 Add Metadata dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116 Figure 75 Export Metadata(s) dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117 Figure 76 Import Metadata dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117 Figure 77 Add Metadata Definition dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . .118 Figure 78 Export Metadata Definition window . . . . . . . . . . . . . . . . . . . . . . . . . . . .119 Figure 79 Import Metadata Definition window . . . . . . . . . . . . . . . . . . . . . . . . . . . .119 Figure 80 Add Group dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121 Figure 81 Export Group(s) dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .122 Figure 82 Add Metadata Group window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .122 Figure 83 Import Group window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124 Figure 84 Set Codepage dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129 Figure 85 Working with associations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .131 Figure 86 Parent assets and parent association categories . . . . . . . . . . . . . . . . . . . .132 Figure 87 Add Association dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .134 Figure 88 Edit Association Category dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . .134 Figure 89 Import Association Category dialog box . . . . . . . . . . . . . . . . . . . . . . . . .135 Figure 90 Association Category window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .136 Figure 91 Association Category window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .136 Figure 92 Select the association categories to export . . . . . . . . . . . . . . . . . . . . . . . .137 Figure 93 Export Association Category window . . . . . . . . . . . . . . . . . . . . . . . . . . .137 MediaBin Asset Server Administrator’s Guide 13 List of Figures Figure 94 Import Association Category window . . . . . . . . . . . . . . . . . . . . . . . . . . .137 Figure 95 Inspect dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141 Figure 96 Derivative Tracking window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143 Figure 97 Tracking by Task window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .144 Figure 98 Connect to MediaBin Server dialog box . . . . . . . . . . . . . . . . . . . . . . . . .146 Figure 99 Server Connection dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146 Figure 100 MediaBin Hot Folder Editor main window . . . . . . . . . . . . . . . . . . . . . . .147 Figure 101 Hot Folder Source Details dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . .149 Figure 102 Hot Folder Settings dialog box. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150 Figure 103 MediaBin System Administration applet . . . . . . . . . . . . . . . . . . . . . . . . .156 Figure 104 Disk Usage tab of the MediaBin System Administration applet . . . . . . .159 Figure 105 Disk Usage tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .160 Figure 106 FlipFactory Command Files sub-directory. . . . . . . . . . . . . . . . . . . . . . . .180 Figure 107 Example of codec output specifications in FlipFactory . . . . . . . . . . . . . .183 Figure 108 Example of output directory setting for use with MediaBin. . . . . . . . . . .184 Figure 109 Example message.xml file for use with FlipFactory . . . . . . . . . . . . . . . .185 Figure 110 FlipFactory Encoder – Output Filename tab . . . . . . . . . . . . . . . . . . . . . .186 Figure 111 FlipFactory Encoder – XML File tab . . . . . . . . . . . . . . . . . . . . . . . . . . . .186 Figure 112 FlipFactory Encoder – Default Extension tab . . . . . . . . . . . . . . . . . . . . .187 Figure 113 Add Scheduled Task applet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190 Figure 114 Scheduled Task Wizard window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190 Figure 115 Select the asset expiration script . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190 Figure 116 Specify the frequency of the scheduled task . . . . . . . . . . . . . . . . . . . . . .191 Figure 117 Enter the user name and password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .191 Figure 118 Confirmation screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .192 Figure 119 Logon credentials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .192 Figure 120 Log File constant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193 Figure 121 MetadataToSearchFor constant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193 Figure 122 TargetFolder constant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193 Figure 123 LDAP tab in the System Configuration component . . . . . . . . . . . . . . . . .196 Figure 124 LDAP tab with Group Attributes mini-tab displayed . . . . . . . . . . . . . . . .198 Figure 125 LDAP Credentials dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .199 Figure 126 Add users to MediaBin group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .200 Figure 127 Group Properties dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .201 Figure 128 Choose a User dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .201 List of Figures Interwoven, Inc. 14 MediaBin Asset Server Administrator’s Guide 15 About This Book Welcome to the MediaBin Asset Server Administrator’s Guide! This guide contains how-to information for the various MediaBin administration components including MediaBin Enterprise Manager, MediaBin Hot Folder Editor, MediaBin Job Cluster Server, and the MediaBin System Administration Applet. It also explains which MediaBin management functions are available in the MediaBin Windows, Web, and Mac clients. This manual is distributed in electronic format as an Adobe Acrobat PDF file. It is recommended that you print a hardcopy so you can easily refer to it to as you carry out your tasks. If you choose to view the guide online, you may find it helpful to adjust the zoom to 150% for enhanced readability. When looking for specific information online, use the Acrobat Find command to locate a word or phrase. Acrobat looks for the specified text by reading every word on every page in the file. Notation Conventions This manual uses the following notation conventions: Table 1 Notation conventions Convention Definition and Usage Bold Text that appears in a GUI element such as, a menu item, button, or element of a dialog box, and command names are shown in bold. For example: Click Edit File in the Button Bar. Italic Book titles appear in italics. Terms are italicized the first time they are introduced. Important information may be italicized for emphasis. Monospace Commands, command-line output, and file names are in monospace type. For example: The iwextattr command-line tool allows you to set and look up extended attributes on a file. Monospaced italic Monospaced italics are used for command-line variables.For example: iwckrole role user This means that you must replace role and user with your values. About This Book Interwoven, Inc. 16 Organization This guide is divided into the following chapters and appendices: 􀂄 Chapter 1, “Introducing MediaBin,” presents an overview of the MediaBin platform, including an introduction to MediaBin-related terms. 􀂄 Chapter 2, “Managing your MediaBin System,” explains how to use the MediaBin Enterprise Manager to monitor the system status, view the MediaBin log files, backup the system, clean up deleted items, and manage user accounts. 􀂄 Chapter 3, “Managing Security and Permissions,” explains how to set user, folder, task, metadata, and association category permissions using either the MediaBin Windows client or the MediaBin Web client. 􀂄 Chapter 4, “Managing the MediaBin Assets,” contains information about the asset administration tasks which are carried out on the MediaBin Windows and Web clients. This includes information on working with assets, folders, externally indexed assets, tasks, metadata, associations, jobs, and tracking information. 􀂄 Chapter 5, “Using the Hot Folder Editor,” explains how to use hot folders to automatically process assets outside of the MediaBin repository. 􀂄 Chapter 6, “About MediaBin Job Cluster Server,” describes the MediaBin job cluster server option and provides installation guidelines. 􀂄 Chapter 7, “Using the MediaBin System Administration Control Panel Applet,” explains how to use the MediaBin System Administration Control Panel Applet to relocate critical MediaBin system information from one location to another. 􀂄 Chapter 8, “About MediaBin Report Views,” describes the various report views that are available for MediaBin Asset Server, MediaBin Deployment Agent, and MediaBin Syndication Manager. Monospaced bold Monospaced bold represents information you enter in response to system prompts. The character that appears before a line of user input represents the command prompt, and should not be typed. For example: iwextattr -s project=proj1 //IWSERVER/default/main/dev/WORKAREA/andre/products/ind ex.html Monospaced bold italic Monospaced bold italic text is used to indicate a variable in user input. For example: iwextattr -s project=projectname workareavpath means that you must insert the values of projectname and workareavpath when you enter this command. [] Square brackets surrounding a command-line argument mean that the argument is optional. | Vertical bars separating command-line arguments mean that only one of the arguments can be used. Table 1 Notation conventions Convention Definition and Usage MediaBin Asset Server Administrator’s Guide 17 About This Book 􀂄 Chapter 9, “Using MediaBin with FlipFactory,” describes the MediaBin FlipFactory add-on and how to build a MediaBin task for use with FlipFactory. 􀂄 Appendix A, “Setting Asset Expiration,” explains how to install and configure the asset expiration script included with MediaBin. This script assigns an expiration date, via metadata, to selected assets. When the specified expiration date and time arrives, the script moves the assets to a fixed, system-wide folder. 􀂄 Appendix B, “About MediaBin and LDAP Support,” discusses MediaBin and the optional LDAP support, and explains the LDAP configuration tab in the MediaBin Enterprise Manager. 􀂄 Appendix C, “Setting up the Microsoft IIS Outside a Firewall,” explains how to set up an IIS computer that is running outside your corporate firewall so that users can access MediaBin inside your network. Additional Resources 􀂄 MediaBin System Requirements and Release Notes. Lists new features, system configuration (including hardware and software requirements), known issues, resolved issues and product documentation associated with the MediaBin release. 􀂄 MediaBin Installation and Upgrade Guide. Explains how to install MediaBin Asset Server and its accompanying applications including MediaBin Enterprise Manager, MediaBin Hot Folder Editor, the MediaBin clients, and MediaBin Web Services. Includes information about required or recommended third-party applications. 􀂄 MediaBin Asset Server Task Administrator’s Guide. Introduces the MediaBin task workspace and provides instructions on using it and the various MediaBin primitives. Includes details about the MediaBin sample tasks and adding watermarks to MediaBin assets. 􀂄 MediaBin Web Client User’s Guide, MediaBin Windows Client User’s Guide, and MediaBin Mac Client User’s Guide. These three user guides provide basic end-user information for each of the MediaBin clients. They explain how to log in and log out, describe the main window, toolbars, and standard folders, and explain how to work with assets and folders. 􀂄 MediaBin Asset Server API Guide. A reference source for the current APIs—Script Model, C++ API, Web Services, and Java Interface. Includes a discussion of the MediaBin architecture. 􀂄 MediaBin Backup and Restore Administrator’s Guide. Outlines the backup and restore procedures for a MediaBin for Microsoft SQL Server system. Also includes information about backing up and restoring MediaBin Job Cluster Server. 􀂄 MediaBin Asset Server File Preview & Conversion Capability. Lists all the MediaBin Asset Server’s supported input and output file types. Includes a detailed list of the MediaBin Asset Server’s supported 2D CAD, 3D CAD, and 3D graphics input file types and the various supported output file types. About This Book Interwoven, Inc. 18 Documentation Updates Additions and corrections to this document (when available) can be downloaded in PDF format from the following Web site: https://support.interwoven.com. MediaBin Asset Server Administrator’s Guide 19 Chapter 1 Introducing MediaBin MediaBin provides a central library for instant, self-service access to up-to-date digital and rich media assets. With MediaBin, users can: 􀂄 Maintain masters for the latest version of every asset 􀂄 Instantly locate correct source files 􀂄 Quickly generate variations for other media MediaBin centralizes the management of logos, copy, video, images, presentations, and other rich media and digital assets and makes them accessible to geographically dispersed teams. MediaBin is the only commercial digital asset management system designed to work with “original” master assets—it dynamically generates variations or derivatives and delivers them on request. MediaBin uses a patented high-volume media processing engine to render on-demand transformations quickly. Automates transformations of images Enables creative professionals to create unique images by transforming single images and combinations of multiple images, text, and variables. Stores transformation specifications instead of transformed copies. 􀂄 Saves storage space and facilitates quick reuse and repurposing of images 􀂄 Helps users launch multi-channel, cross-media campaigns faster Streamlines presentation development Presents multiple Microsoft PowerPoint presentations in a window to help users quickly assemble new presentations from existing presentation elements. 􀂄 Promotes brand control and presentation quality 􀂄 Enhances productivity across organizations Saves time wasted in tedious searching In addition to comprehensive metadata search, a patented “Content-Based Image Recognition” visual search capability uniquely enables users to find the images they need according to analysis of visual criteria, such as shapes, colors, and textures. Chapter 1: Introducing MediaBin Interwoven, Inc. 20 Ensures that highest quality image is always available Patented “Rendition Management” uniquely enables users to find the original highest-resolution (and up-to-date) source image from which a fuzzy .gif image from a Web page or any other image originally derived from a MediaBin asset. Reduces costs, extends application Patented fractal scaling uniquely enables users to scale up an image in resolution or size it several hundred percent beyond its original resolution with astonishing clarity. Protected by eight patents, Interwoven’s fractal scaling enables low-resolution photos and graphics to be used in situations requiring high quality or large sizes. 􀂄 Saves thousands of dollars and days of time that would otherwise be wasted re-creating images for special purposes 􀂄 Makes higher-quality images available across all digital media channels Consistently updates dispersed teams Automatic global media syndication uniquely supports distributed servers that communicate with each other to automatically deliver updates and transformations of assets for quick access worldwide. Core Capabilities MediaBin provides the following core functionality: Catalog All Files. Ingests and manages any file (images, documents, layouts, video, audio, etc.) and all asset metadata—with high quality previews of images and documents—including Adobe PDFs, Microsoft Office, Adobe InDesign and QuarkXPress documents. Web Interface. Provides secure, intuitive, Web-based access to all files. Presentation WorkBench. Allows users to assemble PowerPoint presentations from multiple PowerPoint files stored in MediaBin. View All Pages, Layers or Frames. You can view individual pages of PDF files, PowerPoint presentations, and other multi-page documents and multi-layer files (for example, Adobe Photoshop) before downloading them, saving both time and bandwidth. Stream Video. Creates streaming video previews of rich media formats so that you don't need to download the entire asset just to preview it. Repurpose Images. Translates images to various formats, including Adobe Photoshop PSD and EPS, vector EPS, TGA, TIFF, JPEG, GIF, PNG, BMP, DNG, RAW, Photo CD MediaBin Asset Server Administrator’s Guide 21 Chapter 1: Introducing MediaBin and STiNG. Users can download images in any format, size, resolution, and/or color space. Run-time parameters enable users to specify output options in real time. Advanced File Support for CAD 2D, CAD 3D, and 3D Graphic Images. Allows for ingestion of CAD and 3D images to the central library with preview and repurposing of the default view. Easy Import/Ingest. You can drag and drop assets into MediaBin, which automatically generates asset previews, stores metadata, and preserves folder hierarchies. Efficient Storage. Stores one “core image asset” and creates all renditions from the source. Email Assets. You can email shortcuts to assets that link directly to MediaBin or email attachments. Flexible Metadata Handling. Stores and edits asset metadata with the ability to add unlimited metadata fields. Bulk metadata editing enables quick updates to multiple files and folders. Multiple Search Methods. You can search for assets based on metadata, image content/visual similarity, or a combination of both. Security. Controls access to assets and predefined image formats through remote, Web-based security administration. Version Control. Manages asset updates through comprehensive version control – “check in/check out.” Also provides version control for metadata. Detailed Activity Logging. Administrators can see who downloads what and when. Tags assets derived from MediaBin so that they can be traced back to the core asset. XML Support. You can share data with other applications and systems using XML export and import routines. High-volume Processing. Accommodates high-volume, complex imaging tasks from many distributed clients. Shopping Cart Folder. You can gather specific files you need in a temporary holding folder and download them together. LDAP Support. Administrators can control system access using existing corporate directories, including Windows Domains, Active Directory, or LDAP (Lightweight Directory Access Protocol). Back-up Wizard. You can control backup, security, and other system administration functions through the MediaBin Enterprise Management Console. Full Set of APIs. Using well-documented and robust APIs, companies can customize MediaBin’s “out-of-the-box” functionality. We can fully integrate MediaBin Asset Server into other corporate systems such as commerce platforms, Web Content Chapter 1: Introducing MediaBin Interwoven, Inc. 22 Management systems, ERP, CRM, etc., and create custom Web interfaces and applications. Programming interfaces supported include: Microsoft COM automation scripts (Visual Basic or Active Server Pages), C++, and the native Java interface. Internationalization. MediaBin supports multi-byte languages at the operating system and data management levels. MediaBin Components MediaBin consists of the following components: 􀂄 MediaBin Asset Server. The central MediaBin Asset Server application which controls all functionality of the MediaBin. 􀂄 MediaBin Enterprise Manager. A console for administratively managing one or more MediaBin systems. It facilitates administration and centralizes access to system-wide server properties. 􀂄 MediaBin Hot Folder Editor. Allows images to be processed outside of the MediaBin repository. When a file or group of files is added to a hot folder, MediaBin automatically runs an associated task on the files. 􀂄 MediaBin Web Client. Provides users access to MediaBin through the Internet. Users in remote locations can access content at any time via a browser as long as they have the proper authorization. 􀂄 MediaBin Windows Client. Gives users on a TCP/IP network access to the MediaBin asset management system. The MediaBin Windows Client runs on a Windows system and requires software installation. 􀂄 MediaBin Mac Client. Gives Mac users access to the MediaBin asset management system via the Internet or the LAN/WAN. The MediaBin Mac Client runs on a Mac OS X. MediaBin Asset Server Administrator’s Guide 23 Chapter 2 Managing your MediaBin System MediaBin Enterprise Manager is the console for administratively managing one or more MediaBin systems. It centralizes access to system-wide and server information, including: 􀂄 Configuration information 􀂄 System status and job monitoring 􀂄 Job history, system and audit logs 􀂄 Housekeeping functions, including backup and removal of deleted items 􀂄 Administrator accounts Figure 1 MediaBin Enterprise Manager Configuring the MediaBin Environment In MediaBin Enterprise Manager, the Configuration component enables you to configure the servers in your MediaBin environment. This includes setting up system Chapter 2: Managing your MediaBin System Interwoven, Inc. 24 information such as asset processing defaults and cache volumes. In addition, for each server, you can view server information, set up disabled tasks, and view database information. Figure 2 Configuration component Configuring the MediaBin System To access system configuration information, select the Configuration component, then click System. Up to eight configuration tabs are displayed: 􀂄 System 􀂄 LDAP (available if your MediaBin server installation includes LDAP support) 􀂄 Asset Processing 􀂄 Search 􀂄 Quick Search 􀂄 MetaTagger Settings 􀂄 Derived Images 􀂄 Cache MediaBin Asset Server Administrator’s Guide 25 Chapter 2: Managing your MediaBin System Configure the System To configure the system, select the Configuration component, click the System icon, and then click the System tab. Figure 3 System tab in the System Configuration component The System tab includes the following information: 􀂄 MediaBin Name. The name of the Server to which the MediaBin Enterprise Manager is connected. 􀂄 Data Directory. Read-only. Data Directory on the MediaBin server. The Data Directory is the Windows-compatible file share where the MediaBin server will store its large, non-relational data files such as the “pixels” of source images. This is NOT the location of the MediaBin relational database data which is stored in the designated MS-SQL location—although the “Data Directory” and the SQL directory can share the same disk volume. 􀂄 Max Concurrent Connections. Read-only. Number of maximum concurrent connections allowed under your license agreement. Once the max concurrent connections has been reached, additional users will receive a message that the server license count has been exceeded. 􀂄 License String. Encoded number. Identifies your MediaBin system. After making any changes to the system configuration, click Apply Changes to accept the settings. If no changes have been made, this button is unavailable. Chapter 2: Managing your MediaBin System Interwoven, Inc. 26 Configure LDAP If your MediaBin server is licensed for LDAP (Lightweight Directory Access Protocol) support, an LDAP tab is included as one of the MediaBin Enterprise Manager System tabs. This tab determines the LDAP directory server configurations for MediaBin. Figure 4 LDAP tab in the System Configuration component For more information about configuring MediaBin for LDAP, please see Appendix B, “About MediaBin and LDAP Support,” on page 195. MediaBin Asset Server Administrator’s Guide 27 Chapter 2: Managing your MediaBin System Configure Asset Processing The Asset Processing page enables you to modify various preview defaults, including: PDF, multimedia, vector EPS, Microsoft Office, and video preview defaults. Changing these settings only affects the insertion of new assets to the system; it does not affect previously inserted assets. Figure 5 Asset Processing tab in the System Configuration component Configure PDF, Multimedia, Vector EPS and Microsoft Office Files MediaBin provides high-quality previews of assets, including Adobe PDFs, Microsoft Office and QuarkXPress documents. NOTE For high-quality Office document previews, the minimum components of Microsoft Office must be installed on the MediaBin server. Default settings for the maximum page and frame preview thumbnails displayed in the Windows client (in List view) and the Web client (in the Frames tab of the Properties window) are as follows: 􀂄 PDF files – 10 pages 􀂄 Multimedia files – 20 frames 􀂄 Microsoft Office files – 100 pages You can modify the default settings. You can also override the general Microsoft Office setting by specifically adjusting the maximum preview pages for Word, Excel, and PowerPoint files. For vector EPS files, you can select a default colorspace for previews. Options are: Device RGB, Device CMYK, and sRGB. Chapter 2: Managing your MediaBin System Interwoven, Inc. 28 Configure Video and Audio Streaming Previews Previews of multimedia assets are only available to MediaBin Web Client users. MediaBin provides previews of any multimedia file supported by Microsoft DirectX or Apple Quicktime (assuming these components are installed on your system) including: 􀂄 Windows Media™ Audio (WMA) 􀂄 Windows Media™ Video (WMV) 􀂄 Advanced Streaming Format (ASF) 􀂄 Motion Picture Experts Group (MPEG) - additional codecs may be needed. 􀂄 Audio-Video Interleaved (AVI) 􀂄 QuickTime 􀂄 WAV 􀂄 AIFF 􀂄 AU 􀂄 SND 􀂄 MIDI In the Web client, “previewing” Quicktime and Macromedia Flash actually downloads the entire file rather than just a portion of it. This is by design as Flash files are typically small files designed specifically for distribution via the Internet. Multimedia streaming previews are not enabled by default, you must specifically add that feature for MediaBin Web Client users by selecting the Enable check box in the Video Preview section of the Asset Processing tab in the Enterprise Manager. After you enable video and audio streaming previews you can set the Max Duration in Minutes of the preview (the default is 5 minutes). If necessary, you can also replace the default .PRX files which are provided by MediaBin. During the MediaBin installation, two default .PRX files are copied to the \MediaBin Server\Config Files subdirectory—one for video previews and one for audio previews: MediaBin Asset Server Administrator’s Guide 29 Chapter 2: Managing your MediaBin System 􀂄 MPEG4 Video for DSLCable Delivery (500Kbps 206x256 30fps).PRX. Use for streaming delivery of video and audio content. File settings include: 􀂉 SourceType – Audio, Video 􀂉 Output – Compressed 􀂉 Description – Use for streaming delivery of video and audio content. Target audience has a cable modem, xDSL or equivalent connection. 􀂉 Target Audience – Custom, WM8 video for DSL/Cable delivery (500 kbs 320x240 30 fps) 􀂉 Audio Codec – ACELP.NET 􀂉 Audio Format – 16kbits/s, 16000 Hz mono 􀂉 Video Codec – ISO MPEG-4 video V1 􀂉 Video Size – 206x256 􀂉 Frame Rate – 30 fps 􀂉 Key frame interval – 10 􀂉 Image Quality – 75 􀂄 Audio for near-CD quality (64 kbps stereo).PRX. Use for radio, music, and general-purpose audio content. File settings include: 􀂉 SourceType – Audio 􀂉 Output – Compressed 􀂉 Description – Use for radio, music, and general-purpose audio content. Also suited for local playback. Encodes near-CD quality audio. Target audience has a dual-channel IDSN connection or greater. 􀂉 Audio Codec – Windows Media Audio V8 􀂉 Audio Format – 64 kbps, 44 kHZ stereo The default .PRX files supplied by MediaBin will meet the needs of most users. In the rare case that you require additional .PRX files, you can build them using the Windows Media Encoder application which is included in the Microsoft Encoder SDK. If you choose to use .PRX video or audio files other than those supplied by MediaBin, you must copy them to the \MediaBin Server\Config Files subdirectory and then enter their names in the Video and Audio fields of the Asset Processing tab. You can only specify one audio and one video .PRX file although you can change them as frequently as is necessary. NOTE If you are running a MediaBin server cluster, you must copy the new .PRX file(s) to the \MediaBin Server\Config Files subdirectory of each server in the cluster. Chapter 2: Managing your MediaBin System Interwoven, Inc. 30 Troubleshooting Multimedia Previews If multimedia previews are not being generated or are accompanied with exceptions, verify the following: 􀂄 Is the multimedia preview option (“Video Preview”) enabled in the System > Asset Processing tab of the MediaBin Enterprise Manager? 􀂄 Have the appropriate profile filenames been entered? 􀂄 Are the files placed in the correct location on the MediaBin server? If addressing the preceding bullet points does not resolve the issue, see also the following sections: 􀂄 “Error Creating Multimedia Preview, Can’t Access Profile” on page 30 􀂄 “Clicking the Play Clip Option Displays Error Message” on page 31 􀂄 “Multimedia Preview for a Video File Plays, but There Is Only Sound” on page 31 􀂄 “Starting a Multimedia Preview in MediaBin Opens Another Application to Display the Video Asset” on page 31 􀂄 “Failed Insertion of a Multimedia Video Asset” on page 32 Error Creating Multimedia Preview, Can’t Access Profile Problem: In the Job History Log, the completed job has the following error message: Figure 6 Job History Log error message Solution: The server could not find the appropriate profile and in turn could not create the .ASF file which is used in viewing a multimedia preview. Verify that the profile specified in the System > Asset Processing tab in the MediaBin Enterprise Manager is correct and that it is located in the \MediaBin Server\Config Files subdirectory. If you are running a MediaBin server cluster, a copy of the file must be in the \MediaBin Server\Config Files subdirectory of each server in the cluster. When dealing with a clustered environment, the path indicated in the Asset Processing tab is relevant to each server on the cluster. The \MediaBin Server\Config Files folder on each clustered server must contain a copy of each profile that exists in the MediaBin server install folder. MediaBin Asset Server Administrator’s Guide 31 Chapter 2: Managing your MediaBin System Clicking the Play Clip Option Displays Error Message Problem: When I click the Play Clip option I get this error message: Figure 7 Play Clip error message Solution: No preview has been generated for this multimedia asset. 􀂄 Check the job history log 􀂄 Try the solution explained in Multimedia preview for a video plays, but there is only sound. 􀂄 Check the path under the System > Asset Processing tab in the MediaBin Enterprise Manager and verify that Multimedia Preview is enabled and that valid UNC paths are populated in the appropriate location (see “Error Creating Multimedia Preview, Can’t Access Profile” on page 30). Multimedia Preview for a Video File Plays, but There Is Only Sound Problem: My Multimedia Preview (for a video file) plays, but there is only sound. Solution: The profile you have associated with video files contains information for creating an audio preview only. Check the path under the System > Asset Processing tab in the MediaBin Enterprise Manager and verify that Multimedia Preview is enabled and that valid UNC paths are populated in the appropriate location (see “Error Creating Multimedia Preview, Can’t Access Profile” on page 30). Starting a Multimedia Preview in MediaBin Opens Another Application to Display the Video Asset Problem: When I start a multimedia preview, the browser opens another application to display the video asset. Solution: The preview is too large for the conventional 206x256 MediaBin viewing box and is launching in the application that is associated for that file type. Chapter 2: Managing your MediaBin System Interwoven, Inc. 32 To view and change file associations: 1. Open any valid Windows folder and choose Tools > Folder Options. 2. Choose the File Types tab and locate your file extension. In the details section you should see “Opens With:” and an application name. 3. Click the Change button to display the Open With window, then select the default application Failed Insertion of a Multimedia Video Asset Problem: The following message appears in the Job History tab for the failed insertion of a multimedia video file: Figure 8 Exception in Primitive error message Solution: The number of sampled frames has been set to zero. Display the System > Asset Processing tab in the MediaBin Enterprise Manager and examine the Max Frames Previewed section for multimedia files. Verify that it has a positive value. Configure Client Search Functionality Use the Search tab to adjust the Search Results display at the MediaBin clients by restricting any-text searches to specific metadata fields. By limiting any-text searches to only those fields which end-users actually care about and use (such as un-secured custom metadata), performance can be enhanced since searching will be performed on a reduced set of data. NOTE The Time Zone and Country Code settings on the MediaBin Asset Server computer must match those of the SQL or Oracle servers. If not, searches on date and time as well as schedules configured for a Housekeeping Functions task (such as Database Maintenance) will not occur as expected. MediaBin Asset Server Administrator’s Guide 33 Chapter 2: Managing your MediaBin System Figure 9 Search tab in the System Configuration component To select the metadata fields used when “Any Text” is specified in a search: 1. Click the Add button near the bottom of the Search tab to display the Add Metadata dialog box. This dialog box lists all searchable custom and system-defined string metadata: Figure 10 Add Metadata dialog box 2. Press [Ctrl] as you select the metadata field(s) you want included in any-text searches. 3. Click OK to return to the Search tab. After you complete your modifications to the Search tab settings, click Apply Changes to save them. Configure Quick Search Quick Search allows you to provide end-users with the option to conduct full-text searches on a limited set of text metadata fields. This speeds up the search process as MediaBin will only search the metadata fields you select—rather than searching all defined metadata fields—and will look for the specific word or phrase, rather than substrings. (For example, an any-text search for the string “lease” will return an asset named “Release20.jpg” whereas a full-text search will not. Conversely, if you are using Chapter 2: Managing your MediaBin System Interwoven, Inc. 34 Quick Search to locate the string “lease” you must enter that whole word. Entering the partial text of “ease” will not result in any returns.) Using the System Quick Search tab, you select a default language on which the search is based, and then specify the metadata fields that will be included in a search. When end-users select the Quick Search option, they will not know which metadata fields are included. It is up to you, the administrator, to select the metadata fields whose values contain data on which most users will search. Figure 11 Quick Search tab in the System Configuration component NOTE For additional Quick Search details, please see “Quick Search Installation and Configuration Notes” on page 37. To configure Quick Search: 1. Click the Enable check box to select it. 2. Choose a Default Language. Each default language contains reserved words which are ignored in a quick search. For example, if you select “English_US (0x0409)”, the words “with”, “in”, and “a” (among others) will generate errors to users. To select a language which is not included in the drop-down list but is supported by SQL Server, you must add the hexadecimal value of its Locale ID (only the value; do not include any descriptive text). 3. Click Add to display the Add Metadata dialog box and choose the metadata fields to be included in a quick search. MediaBin Asset Server Administrator’s Guide 35 Chapter 2: Managing your MediaBin System Figure 12 Add Metadata dialog box 􀂉 Only searchable text metadata definitions are displayed. 􀂉 If a metadata definition is already in the quick search list, it is not displayed. 􀂉 If the permissions for a metadata definition have been set to “No Access” it cannot be included in a quick search; the system will prompt you to remove the permission setting before you can continue. For example: Figure 13 Remove Permission Setting message Make your selections, then click OK to continue. 4. When you return to the Quick Search tab, your selections are displayed in the quick search metadata definition list, with “To Be Added” next to each name, similar to the following: Figure 14 Quick Search tab in the System Configuration component Chapter 2: Managing your MediaBin System Interwoven, Inc. 36 5. Configuring a Quick Search requires significant processing time, therefore you must schedule a time and date for the changes take place. We recommend that you schedule this to occur during a period of low activity on both the MediaBin and SQL Server computers. Click Configure Schedule to display the Scheduling Wizard and select a processing time: Figure 15 Scheduling Wizard - select time and day The default setting is one minute before midnight on the current date. Make your selections then click OK to return to the Quick Search tab. 6. Click Apply Changes to save your quick search settings. After your changes have been processed and the Quick Search configuration is available for use, the Quick Search tab will appear similar to the following: Figure 16 Quick Search tab in the System Configuration component If the Quick Search page displays “No schedule has been set,” this means that any parameters previously set were not implemented. If so, re-configure the parameters and click Apply Changes. MediaBin Asset Server Administrator’s Guide 37 Chapter 2: Managing your MediaBin System Quick Search Installation and Configuration Notes 􀂄 The Time Zone and Country Code settings on the MediaBin Asset Server computer must match those of the SQL or Oracle servers. If not, searches on date and time as well as schedules configured for a Housekeeping Functions task (such as Database Maintenance) will not occur as expected. 􀂄 The MediaBin Quick Search is implemented using the SQL Server’s Full-Text Index support. This support is provided by an associated application called MSSearch which can be installed via the SQL Server installation. Before you can use Quick Search in MediaBin, you must enable Full-Text Index support in the database. 􀂄 Restoring the repository database with MBRestore.exe does not automatically re-enable Quick Search functionality. This must be done manually, thereby rebuilding the full-text index. To do this: 1. In MediaBin Enterprise Manager, open the Configuration component and click System. Then display the Quick Search tab. 2. Next, change any attribute in the Quick Search tab, schedule the change to occur, then click Apply Changes. You can immediately return to the original settings if you want. Configure MetaTagger Settings The MediaBin MetaTagger primitive instructs the MetaTagger server to open up certain document types and produce, based on their contents, one or more of the following metadata types: keyword list, summary text, and/or classification terms. Using the System MetaTagger Settings tab, you specify the name and port by which MediaBin communicates with the MetaTagger server. You also choose which, if any, metadata is generated, by selecting one or more of the following check boxes: 􀂄 Extract Keywords 􀂄 Generate Summary 􀂄 Classify Document For each check box you select, you must also specify the appropriate from which the MetaTagger server should extract the information. settings are part of the index entries (also called “category entries”) of the MetaTagger.CFG file. Chapter 2: Managing your MediaBin System Interwoven, Inc. 38 Figure 17 MetaTagger Settings tab in the System Configuration component To configure MetaTagger for MediaBin: 1. Select the Configuration component, and click the System icon to display the various configuration tabs. Then click the MetaTagger Settings tab. 2. Enter the name and port by which MediaBin communicates with the MetaTagger server. 3. Check one or more of the following boxes to specify what metadata type(s) to generate: 􀂉 Extract Keywords 􀂉 Generate Summary 􀂉 Classify Document 4. In the Tag field for each checked box, specify the appropriate metadata field name from which the MetaTagger server should extract the information. Metadata fields are specified between the labels within a content processor in the metatagger.cfg file. such as Title. For more information about the MetaTagger server, including information about MediaBin’s MetaTagger primitive, see the MetaTagger Integration Guide. Configure Derived Images Asset Tracking MediaBin tracks derivative images from one or more MediaBin servers. When a server produces a derivative image either from an image retrieval or short-circuit task, the server also generates a descriptor for that derivative. The descriptor contains all the information necessary to re-create the derivative from the source image file stored in MediaBin. MediaBin Asset Server Administrator’s Guide 39 Chapter 2: Managing your MediaBin System To view the derived images database information for a MediaBin server, select the Configuration component, and click the System icon to display the various configuration tabs. Then click the Derived Images tab. Figure 18 Derived Images tab in the System Configuration component The Derived Images tab includes the following settings: 􀂄 Enabled. Derived Images tracking is enabled by default. 􀂄 Track retrievals with no task specified check. Tracks assets that are retrieved with the task applied. 􀂄 Days to Retain Tracking Information. Set the number of days MediaBin should keep the derived images tracking information. To retain the tracking information indefinitely, enter -1. 􀂄 Server Name Used in Image Tags. Specify the Server name (either the IP address or the computer name) placed in the image tag. This tag is internal to the image and indicates which MediaBin server to connect to and retrieve the tracking information for an asset. This information is only visible to MediaBin administrators who are using the MediaBin Windows or Web client. After making any changes, click Apply Changes to accept the settings. If no changes have been made, this button is unavailable. Configure the Cache Assets that are expected to be frequently used can be stored in a configurable disk cache on the server. Popular asset and task combinations can be delivered to a client without requiring the overhead of asset processing for each request. In effect, assets are “pre-processed” for faster response. Chapter 2: Managing your MediaBin System Interwoven, Inc. 40 Commonly requested files are automatically retained for expedited delivery upon subsequent requests. The least recently used items in the cache are removed once the designated cache size is reached. To configure the cache, select the Configuration component, click the System icon, and then click the Cache tab. Figure 19 Cache tab in the System Configuration component The Cache tab includes the following information: 􀂄 Maximum Cached Image Size (in MB). Displays the maximum size a cached asset can be. The default is “-1” which caches all files of any size. 􀂄 Volume. Indicates the location (UNC path) of the cache directory. 􀂄 Available. Indicates the total disk space available on the volume. 􀂄 Total Cache. Maximum size of the cache directory set during the Add Cache operation. 􀂄 Current Cache. Amount of disk space used by assets currently cached. Use the following buttons to work with the cache information: 􀂄 Add. Add a new location for storing cached files. An unlimited number of volumes composing a cache is permitted. A volume must be specified by a UNC path accessible to the MediaBin server. 􀂄 Delete. Delete a location for storing cached files. 􀂄 Edit. Change allotted cache size. 􀂄 Clear Cache. Empty all assets from the cache. Assets in cached folders will be regenerated. MediaBin Asset Server Administrator’s Guide 41 Chapter 2: Managing your MediaBin System To apply your edits to the Maximum Cached Image Size setting, click the Apply Changes button. Changes you have made via the Add, Delete, and Edit buttons are applied automatically and cannot be undone. Configuring Server Information To access server configuration information, select the Configuration component, then select the server whose configuration you wish to view. Figure 20 Server tab for a selected MediaBin server 􀂄 Three tabs are displayed: Server, Disabled Tasks, and Database. 􀂄 If you have several MediaBin servers in a clustered environment, then an icon for each server will be displayed. Configure a Server To configure a server in the MediaBin Enterprise Manager system, select the Configuration component, click the appropriate server icon, and then click the Server tab. The Server configuration tab includes the following information: 􀂄 Server Name. Indicates the name of the server. This is the server name used in the install. This name is only viewable from MediaBin Enterprise Manager. 􀂄 Install Directory. Read-only. Location of the server installation. 􀂄 Port. Read-only. The TCP/IP port over which the MediaBin server communicates with its clients. The default is 32456. Chapter 2: Managing your MediaBin System Interwoven, Inc. 42 􀂄 Max Concurrent Jobs. The maximum number of concurrent jobs allowed. The limit is 200. This is not the same as “connected users”; rather, this describes the number of asset repurposing processes the server will service simultaneously. This setting is typically only adjusted in order to optimize system memory utilization, and usually is left at its default setting. Configure Disabled Tasks If your MediaBin system includes the add-on clustering option, then you can disable certain tasks on a MediaBin server in order to limit certain types of work to specific elements of a cluster. For example, you could prevent CPU-intensive “fractal scaling” tasks from being executed on a general access server. To configure disabled tasks for a clustered server in the MediaBin Enterprise Manager system, select the Configuration component, click the appropriate server icon, and then click the Disabled Tasks tab. Figure 21 Disabled Tasks tab for a selected MediaBin server in a cluster After making any changes to the system configuration, click Apply Changes to accept the settings. If no changes have been made, this button is unavailable. As stated earlier, the Disabled Tasks feature is only applicable to MediaBin servers in a MediaBin cluster. Clustering is an optional product component. MediaBin Asset Server Administrator’s Guide 43 Chapter 2: Managing your MediaBin System View the Relational Database Configuration To view the database configuration for a server in the MediaBin Enterprise Manager system, select the Configuration component, click the appropriate server icon, and then click the Database tab. Figure 22 Database tab for a selected MediaBin server The Database tab includes the following read-only information: 􀂄 Local ODBC Source Name. Indicates the name of the Open Database Connection (ODBC) data source name in use by the selected server. 􀂄 Local ODBC User Name. Indicates the database user under which the MediaBin server is connected to in the database. “MediaBINSQLUser” is the default user created during installation. 􀂄 Local ODBC Password. The password used for the preceding User Name. (It is hidden from view.) The ODBC information is set during the MediaBin installation process. You can modify this information by re-installing MediaBin OR by running the MediaBin System Administration Control Panel applet. For more information, see Chapter 7, “Using the MediaBin System Administration Control Panel Applet.” Chapter 2: Managing your MediaBin System Interwoven, Inc. 44 Monitoring System Status The System Status component displays system status information including Server Connection information and Active Jobs. You can also shut down a server from the Server Configuration pages. Figure 23 System Status component View a List of Active Jobs In the System Status component, Active Jobs displays a dynamic view of all jobs currently being processed by MediaBin. To view a list of any active jobs, select the System Status component, then click the Active Jobs icon. MediaBin Asset Server Administrator’s Guide 45 Chapter 2: Managing your MediaBin System Figure 24 Active Jobs in the System Status component Active Jobs includes the following read-only information: 􀂄 State. Indicates the state of the job, including: 􀂉 Queued. Job is waiting to run. 􀂉 Running. MediaBin server is currently processing the job. 􀂉 Paused. Job has been stopped temporarily. 􀂄 Priority. Indicates the priority of a job, including: 􀂉 Low 􀂉 Normal (default) 􀂉 High 􀂄 Type. Indicates the type of job, including: 􀂉 Insertion 􀂉 Retrieval 􀂉 Update 􀂉 Short-Circuit (used when the Windows file system is the source and destination of the job) 􀂄 Asset. Indicates which MediaBin asset was processed. If you used the task workspace to transform a file outside the MediaBin repository, no entry is displayed for that file in this column. 􀂄 Filename. The name of the file which was processed. If you used the task workspace to transform a file outside the MediaBin repository, the filename is displayed here and no entry is displayed in the Asset column. Chapter 2: Managing your MediaBin System Interwoven, Inc. 46 NOTES The Asset and Filename columns generally show the same information. The information differs for: 􀂄 Insertions by a MediaBin Macintosh client. The incoming filename is displayed as a GUID. 􀂄 Transformations applied to files outside the MediaBin repository via the Task Workspace. 􀂄 A file that was renamed by MediaBin upon insertion (this occurs when an inserted asset has the same name of an asset already in the destination folder). 􀂄 Task. Name of the task assigned to the job. 􀂄 Start. Date and time the MediaBin server began to process the job. 􀂄 Server. Server on which the job is being processed. 􀂄 User. Name of the user who started the job. View a Server’s Status Information To view server status information, select the System Status component, then click the icon of the appropriate MediaBin server. Figure 25 A MediaBin server in the System Status component MediaBin Asset Server Administrator’s Guide 47 Chapter 2: Managing your MediaBin System The Server tab includes the following columns: 􀂄 Last Server Response. Read-only. Date and time the information from this Server was last updated. 􀂄 Connected Users. Displays the number of currently connected users. To view a detailed list, click the button. 􀂄 Executing Jobs. Read-only. The number of jobs currently being processed on the server. Use the following buttons to work with the server status: 􀂄 Connected Users. Display the users on the MediaBin server. 􀂄 Shutdown this Server. Shuts down the server currently selected. 􀂄 Refresh. Refreshes the information on this server. Unavailable Server in a Cluster If a clustered server is unavailable, the System Status component displays the following tab for that server: Figure 26 Unavailable clustered server displayed in the System Status component You are presented with two options: 􀂄 Restart this Server. Click this button to restart the “down” server. This options assumes that both the machine and the MediaBin service are running. 􀂄 Restart Job Processing. Job processing is divided between all servers in a cluster. Click this button to move all queued jobs from the “down” server to another server in the cluster. Note that any transfer jobs that were directed at the unavailable server will fail. Chapter 2: Managing your MediaBin System Interwoven, Inc. 48 Using the MediaBin Log Files MediaBin Enterprise Manager produces several log files which can help you monitor and troubleshoot the system. They include Job History, System Log, and Audit Log. Figure 27 Logs component Display the Job History Log The Job History log is a display of all jobs run by all servers managed by the MediaBin Enterprise Manager. A flag icon beside a job history indicates that a warning or error message is attached to the log. Double-click the log entry to display its message. To view the Job History log, select the Logs component, then click the Job History icon. Figure 28 Job History log MediaBin Asset Server Administrator’s Guide 49 Chapter 2: Managing your MediaBin System The Job History log includes the following read-only columns. You can click a column heading to sort the rows based on that column, and in ascending or descending order. 􀂄 State. Indicates the state of the job including: 􀂉 Completed. Job was successfully completed. 􀂉 Cancelled. Job was terminated by the user. 􀂉 Failed. MediaBin server attempted to process the job which generated an error resulting in the termination of the job. 􀂄 Priority. Indicates the priority of a job, including Low, Normal (default), and High. 􀂄 Type. Indicates the type of job, including Insertion, Retrieval, Update, and Short-Circuit. 􀂄 Asset. Indicates which MediaBin asset was processed. If you used the task workspace to transform a file outside the MediaBin repository, no entry is displayed for that file in this column. 􀂄 Filename. The name of the file which was processed. If you used the task workspace to transform a file outside the MediaBin repository, the filename is displayed here and no entry is displayed in the Asset column. NOTES The Asset and Filename columns generally show the same information. The information differs for: 􀂄 Insertions by a MediaBin Macintosh client. The incoming filename is displayed as a GUID. 􀂄 Transformations applied to files outside the MediaBin repository via the Task Workspace. 􀂄 A file that was renamed by MediaBin upon insertion (this occurs when an inserted asset has the same name of an asset already in the destination folder). 􀂄 Task. Name of the task assigned to the job. 􀂄 Start. Date and time the MediaBin server began to process the job. 􀂄 Finish. Date and time the MediaBin server finished processing the job. 􀂄 User. Name of the user who started the job. About the Job History Shortcut Menu Right-click the Job History log icon to display its shortcut menu and access the following features: 􀂄 Refresh. Refreshes the Job History log data to include recent activity. 􀂄 Properties. Displays the Job History Properties dialog box where you can specify how many Days to Retain Log Information and the Maximum Number of Records to Retrieve. The bottom of the dialog box displays the total number of jobs stored in the job history log. Chapter 2: Managing your MediaBin System Interwoven, Inc. 50 Figure 29 Job History Properties dialog box 􀂄 Export List. Displays the Save As dialog box where you can save the Job History log as either a .TXT or .CSV (comma-separated values) file. Job History entries which include a message display a flag next to their indicated State. To view the message, right-click the entry and select Messages from the shortcut menu. The Job History Message window appears containing the applicable message. Display the System Log The System Log displays system log events captured by the MediaBin cluster. To view the System Log, select the Logs component, then click the System Log icon. Figure 30 System log MediaBin Asset Server Administrator’s Guide 51 Chapter 2: Managing your MediaBin System The System Log displays the following details: 􀂄 Type 􀂄 Date/time stamp 􀂄 Action 􀂄 Details 􀂄 User 􀂄 Server Name You can click a column heading to sort the rows based on that column, and in ascending or descending order. About the System Log Shortcut Menu Right-click the System Log icon to display its shortcut menu and access the following features: 􀂄 Refresh. Refreshes the System Log data to include recent activity. 􀂄 Properties. Displays the Log Properties dialog box where you can specify how many Days to Retain Log Information and the Maximum Number of Records to Retrieve. The bottom of the dialog box displays the total number of records stored in the System Log. Figure 31 System Log Properties dialog box 􀂄 Export List. Displays the Save As dialog box where you can save the System log as either a .TXT or .CSV (comma-separated values) file. Chapter 2: Managing your MediaBin System Interwoven, Inc. 52 Display the Audit Log The Audit Log displays the audit log events captured by the MediaBin cluster. To view the System Log, select the Logs component, then click the System Log icon. Figure 32 Audit Log The Audit Log displays the following details: 􀂄 Outcome of Action, either Success or Failure 􀂄 Date and time stamp 􀂄 Action 􀂄 Details 􀂄 User Note that you can click a column heading to sort the rows based on that column, and in ascending or descending order. About the Audit Log Shortcut Menu Right-click the Audit Log icon to display its shortcut menu and access the following features: 􀂄 Refresh. Refreshes the Audit Log data to include recent activity. 􀂄 Properties. Displays the Log Properties dialog box: MediaBin Asset Server Administrator’s Guide 53 Chapter 2: Managing your MediaBin System Figure 33 Audit Log Properties dialog box You can specify how many Days to Retain Log Information and the Maximum Number of Records to Retrieve. The bottom of the dialog box displays the total number of records stored in the Audit Log. 􀂄 Export List. Displays the Save As dialog box where you can save the Audit Log as either a .TXT or .CSV file. Working with Housekeeping Functions The Housekeeping Functions component includes: 􀂄 Backup. Performs backups of the MediaBin repository. 􀂄 Database Maintenance. Performs routine database maintenance and database maintenance for Full-Text Index support (as used by the server-side Quick Search feature described on page 33). 􀂄 Deleted Items Cleanup. Permanently discards assets in the MediaBin repository Deleted Items folder. Figure 34 Housekeeping Functions Chapter 2: Managing your MediaBin System Interwoven, Inc. 54 NOTE The Time Zone and Country Code settings on the MediaBin Asset Server computer must match those of the SQL or Oracle servers. If not, searches on date and time and schedules configured for a Housekeeping Functions task (such as Database Maintenance) will not occur as expected. Schedule Backups of your MediaBin Repository Hosted on the Microsoft SQL Server The MediaBin Enterprise Manager provides a simple way to configure the scheduling of MediaBin backups. There is no loss of client functionality during the backup time period and no need to stop the MediaBin server service. If you have enough disk space, it is recommended that you do a full backup everyday. However, the schedule you work out for your backups is ultimately up to you. NOTE The Backup component is not available for MediaBin servers using Oracle. For additional information about backing up and restoring MediaBin with Oracle, please refer to the MediaBin Backup and Restore Administrator’s Guide. Prepare a backup strategy in case you need to restore your MediaBin repository (for example, as a result of data corruption, failed disk drive, etc.). The MediaBin administrator must coordinate with the general network system administrator to ensure that your company’s system backup adequately protects the MediaBin backup data. There are two types of backups in the MediaBin Enterprise Manager: 􀂄 Full. Saves the complete state of the repository. Consists of a full database backup and a copy of other current repository information. 􀂄 Differential. Saves only the information that has changed since the last full backup. Consists of current information and copies of any files that have been added since the last full backup. The MediaBin administrator controls when the backups execute. For example, you can initiate an immediate backup or schedule one for a later date and time. NOTE The most thorough backup practice, if you have the space available, is to do a full daily backup, with daily movement of the \MediaBin Server\MBDataDirectory folder to different drive volume from that of the MediaBin server. (The exact steps are covered later in this chapter.) For additional information, please refer to the MediaBin Backup and Restore Administrator’s Guide. MediaBin Asset Server Administrator’s Guide 55 Chapter 2: Managing your MediaBin System To display the Backup options, select the Housekeeping Functions component, and then click the Backup icon. Figure 35 Backup in the Housekeeping Functions component The Backup tab includes the following: 􀂄 Last Backup Performed. Date and time a backup last occurred, and the type that was performed. 􀂄 Next Scheduled Backup: FULL. Date and time of the next scheduled Full backup. 􀂄 Next Scheduled Backup: DIFFERENTIAL. Date and time of the next scheduled Differential backup. 􀂄 Configure Back up button. Use the backup Scheduling Wizard to walk you though the configuration options for scheduling backups before executing one. Schedules can be configured to be daily, weekly, monthly or one time only. A start time must be specified for each option. You must use the backup Scheduling Wizard to create a schedule for both backup types. For example, you may choose to schedule a full backup only once a week on Fridays, but schedule Differential backups everyday, excluding Friday. 􀂄 Start Backup Now button. A backup can also be executed manually using the Start Backup Now button. This option temporarily overrides, but does not disable, the backup times set through the scheduler. Chapter 2: Managing your MediaBin System Interwoven, Inc. 56 Schedule a System Backup NOTE The MediaBin server’s \\MBDataDirectory is installed as a share. It can be moved, but it must be configured as a share at its new location or MediaBin’s automated backup feature will not work. 1. In the MediaBin Enterprise Manager, display the Housekeeping Functions component. 2. Click the Backup icon. 3. In the Backup window, click the Configure Backup button. The first page of the Scheduling Wizard appears: Figure 36 Scheduling Wizard – backup type page 4. Select the type of backup you wish to perform: 􀂉 Full. Saves the complete state of the repository. Consists of a full database backup and a copy of other current repository information. 􀂉 Differential. Saves only the information that has changed since the last full backup. Consists of current repository information and copies of any files that have been added since the last full backup. 5. Then click Next to display the scheduling frequency page of the wizard. MediaBin Asset Server Administrator’s Guide 57 Chapter 2: Managing your MediaBin System Figure 37 Scheduling Wizard – scheduling frequency page 6. Select how frequently the system should run the backup, either: Daily, Weekly, Monthly, One time only, or Not scheduled. (A Daily backup is recommended.) Then click Next to set the schedule, or click Finish if you selected “Not Scheduled.” The scheduling frequency you select determines the content displayed in the next schedule setup window: 􀂉 For daily operation, a start time, start date and a day interval must be specified. For example, run everyday at 11 p.m. starting on 4/27/2009. 􀂉 For weekly operation, a start time, a weekly interval and indication of which days of the week desired must be additionally specified. For instance, backup every week on Fridays at 11 p.m. 􀂉 For monthly backups, a start time, specific months, along with which day of the month to run must be specified. For example, on the last Friday at 11:30 p.m. of every month, start the backup. 􀂉 For a one time only operation, you must specify only the start time and date. Click Finish. 7. Verify that the backup window properly reflects the information entered through the Scheduling Wizard. At the scheduled time, a backup will be executed. When the backup begins to process, the area that usually displays “Last Backup Performed” will instead display “Backup is in progress” with a processing icon. This backup process, done from the MediaBin Enterprise Manager, does not include Hot Folder Editor content. See “Backing Up the Hot Folder Editor” on page 65 for that information. Where Is the Backup Information Stored after the Backup Is Processed? As part of the MediaBin install process, a backup folder is created at the path \MediaBin Server\MBDataDirectory\ImageDb with a batch file (backup.CMD) residing within the backup folder. (The system administrator can modify this backup batch file to move the backup information to another location as the final step in your backup procedure, which will be explained later.) Chapter 2: Managing your MediaBin System Interwoven, Inc. 58 Upon the execution of the first full backup, a subfolder called “Full” is added to that path and a file named MbDataBase.BAK is created and placed within the subfolder. This file contains all the SQL server data. Likewise, when a differential backup is executed, a “Diff” subfolder is created and another file, with the same name (MbDataBase.BAK), is created. This file contains all the SQL server data that is new or modified since the last full backup. Figure 38 “Diff” and “Full” backup subfolders At least one full backup must be completed before you can execute a differential backup. When backups are performed, a file called backupinfo.TXT that stores information about all the GUIDs is created and stored in the appropriate subfolder. Moving the MediaBin Backup Data to an External Source Completely backing up the MediaBin data involves backing up the database tables followed by backing up the ImageDB directory. MediaBin stores assets in an independent file format in the ImageDB directory but its structure and other details are stored on the database server. Therefore, both sets of information are required to restore the assets properly and must be included in the system backup. To protect the backup data, the system administrator must transfer the MBDataDirectory folder and all of its subfolders to an external volume. This will protect all the actual image data in the ImageDB folder as well as the database backup files. This is an important step. Each time a backup is executed, the Mbdatabase.BAK file overwrites the previous file still residing in the diff or full folder. Additionally, if a disk failure occurs where the backup files reside, all the backup data could be lost. Moving the MBDataDirectory folder and its contents to a different secure location addresses these potential problems. MediaBin Asset Server Administrator’s Guide 59 Chapter 2: Managing your MediaBin System Using the Backup Batch File A backup batch file, backup.CMD, is provided in the \MediaBin Server\MBDataDirectory\ImageDB\Backup directory. Use this command to copy your MediaBin data to a server backup volume such as a tape drive. When the MBBackup application has completed, the backup command file will be launched automatically. To use this backup batch file, modify the commands to meet your specific needs. NOTE Backing up your MediaBin data to an external server backup volume is required to ensure that your MediaBin data is secure and safe in the event of a local server hardware failure. Simply running the MediaBin backup procedure is not sufficient to provide effective disaster recovery. Restore a MediaBin Repository Backup Getting back to a “known good working” configuration involves restoring to a prior state. Depending on your restore reasons and needs, there might be several different steps to restoring MediaBin. Although the following pages explain how to restore a MediaBin repository backup, it is highly recommended that you contact the MediaBin Customer Support team prior to attempting to restore the system yourself. They will help you assess your situation, and recommend the most appropriate plan for your circumstances. For example, if there has been a hardware failure you would most likely need to uninstall and reinstall the MediaBin products before re-introducing the backup data. However, if your restore needs are based on user error, and there is no problem with the MediaBin products, you would simply need to re-introduce the repository backup data (MBDataDirectory and contents) that has been stored to an external volume. Why might you need to restore MediaBin repository data? Examples include: 􀂄 Either through user error, or disgruntled user sabotage, source assets and/or folders were deleted and permanently purged from the Deleted Items folder. 􀂄 Your hardware fails or crashes or the disk drive dies. 􀂄 Some MediaBin data has become corrupted. 􀂄 MediaBin initially was installed on a low processing computer, and now you want to upgrade to a better, higher processing computer. 􀂄 You are in need of more space for MediaBin and your company needs to do a disk drive upgrade. In general, the best practices recommendation for restoring your MediaBin repository backup is a two-step process. If you are restoring your data to a new computer, you will have an additional step to complete. Chapter 2: Managing your MediaBin System Interwoven, Inc. 60 1 – Test the Restore Procedure Using Sample Data 2 – Restore your MediaBin Data 3 – Update the Registry 4 – Verify the MBDataDirectory Configuration The following pages walk you through the recommended backup restoration process. 1 – Test the Restore Procedure Using Sample Data NOTE The following instructions are written under the assumption that a MediaBin backup has been run prior to following the steps in this section. (See “Schedule Backups of your MediaBin Repository Hosted on the Microsoft SQL Server” on page 54 for information about performing backups.) Remember to take the shared MBDataDirectory default location of \MediaBin Server\MBDataDirectory, and place this directory on a different drive other than the local drive before you continue to remove the MediaBin software. You will need this directory to replicate your current assets and the MediaBin repository as well as the Derived Image Database. 􀂄 This section walks you through a test run of the restore process using sample data. Then the following section, “2 – Restore your MediaBin Data” on page 61 explains how to carry out a live restoration process from the previously backed up system. 􀂄 This section assumes that the system administrator will carry out these instructions. 􀂄 This section assumes that all locations of paths are default paths. 􀂄 This section assumes that you have a SQL admin account. 􀂄 As always, if in doubt, please contact MediaBin, Inc. Customer Support. To test the restore procedure using sample data: 1. Install your new hardware. 2. Install your operating system. 3. Install your MediaBin software. See the MediaBin Installation and Upgrade Guide for instructions. 4. In the MediaBin Windows Client, create a folder named “TEST” and add a few assets to it to verify that the Windows client is functioning properly. 5. In the MediaBin Enterprise Manager, open the Housekeeping Functions component and click Backup. 6. In the right pane, click Start Backup Now. 7. At the prompt, select Full as the backup type. 8. Record the current system time, then click OK. MediaBin Asset Server Administrator’s Guide 61 Chapter 2: Managing your MediaBin System 9. Close MediaBin Enterprise Manager. 10. In Windows Explorer, go to \MediaBin Server\MBDataDirectory\ImageDB\Backup\Full and locate the MBDataBase.BAK file. 11. Right click the MBDataBase.BAK file and select Properties from the shortcut menu. This file should contain the time stamp and date from the most recent back up procedure just conducted. 12. You have now verified backup procedure functionality. 13. Go to Start>Settings>Control Panel>Administrative Tools>Services and stop the MediaBin Server service. 14. Close all windows, especially your Services window. 15. Display the Start menu and click Run. The Run window appears. 16. In the Open field, type CMD to open a DOS command window. 17. Proceed to the directory \MediaBin Server\. 18. Assuming that your SQL Admin Account is “sa” and you know the Admin sa Password, at the \MediaBin Server\> prompt type the following case sensitive command: MBRestore full /U sa /P For example: MBRestore full /U sa /P mysapassword 􀂉 If your password is blank leave a space in the place of the password 􀂉 /U is the SQL Admin User 􀂉 /P is the SQL Admin Password 19. Press [Enter]. 20. If successful, “Restore complete” will appear in the Command Prompt window. 21. Close the Command Prompt window. 22. Log into the MediaBin Windows Client and verify that the “TEST” folder and assets you added in step 4 have been restored. You are now ready to restore your MediaBin data. 2 – Restore your MediaBin Data To now restore your MediaBin software from previous working order with all of your assets: 1. Take the \MediaBin Server\MBDataDirectory directory and rename it to ORIGINAL_MBDataDirectory. This is a precautionary measure so that if something happens to the MBDataDirectory in the restore process, you will not have to start this process all over again. At the prompt stating that the directory will no longer be shared, and asking if you wish to continue, click Yes. Chapter 2: Managing your MediaBin System Interwoven, Inc. 62 2. Locate your backup MBDataDirectory folder that you created prior to beginning this restore procedure (as explained in “Schedule Backups of your MediaBin Repository Hosted on the Microsoft SQL Server” on page 54). 3. Copy the MBDataDirectory folder to \MediaBin Server, the same place that the ORIGINAL_MBDataDirectory is located. 4. Share the MBDataDirectory folder by right clicking it and selecting Sharing from the shortcut menu. 5. In the Properties window, select the Share this folder option, then click OK. 6. Proceed to Start>Settings>Control Panel>Administrative Tools>Services and stop the MediaBin Server service. 7. Close all windows, especially your Services window. 8. Display the Start menu and click Run. The Run window appears. 9. In the Open field, type CMD to open a DOS command window. 10. Proceed to the directory \MediaBin Server\. 11. Assuming that your SQL Admin Account is “sa” and you know the Admin sa Password, at the \MediaBin Server> prompt, type the following case sensitive command: MBRestore full /U sa /P For example: MBRestore full /U sa /P mysapassword 􀂉 If your password is blank leave a space in the place of the password 􀂉 /U is the SQL Admin User 􀂉 /P is the SQL Admin Password 12. Press Enter. Your system should report the following: \MediaBin Server>MBrestore full /U sa /P SQL_SUCCESS_WITH_INFO: Changed database context to 'MediaBin Repository'. Changed language setting to us_english. State:01000,Native:5701,Origin:[Microsoft][ODBC SQL Server Driver][SQL Server] State:01000,Native:5703,Origin:[Microsoft][ODBC SQL Server Driver][SQL Server] MBRestore starting Issuing the ODBC commands to restore the database SQL_SUCCESS_WITH_INFO: Changed database context to 'MediaBin Repository'. Changed language setting to us_english. State:01000,Native:5701,Origin:[Microsoft][ODBC SQL Server Driver][SQL Server] State:01000,Native:5703,Origin:[Microsoft][ODBC SQL Server Driver][SQL Server] -The Database restore succeeded. MediaBin Asset Server Administrator’s Guide 63 Chapter 2: Managing your MediaBin System SQL_SUCCESS_WITH_INFO: Changed database context to 'MediaBin Repository'. Changed language setting to us_english. State:01000,Native:5701,Origin:[Microsoft][ODBC SQL Server Driver][SQL Server] State:01000,Native:5703,Origin:[Microsoft][ODBC SQL Server Driver][SQL Server] Restore complete \MediaBin Server> 13. Close the Command Prompt window. 14. Start the MediaBin Server service (in Control Panel, open Administrative Tools and double-click Services, then locate and start the MediaBin Server service). 15. Open the MediaBin Enterprise Manager and schedule a backup as instructed in “Schedule Backups of your MediaBin Repository Hosted on the Microsoft SQL Server” on page 54. 16. Don’t forget to set up a process for automatically moving the \MediaBin Server\MBDataDirectory folder to a location other than that of your MediaBin server. This process should occur daily. 17. Verify that each of your MediaBin applications is functioning correctly by logging into each one, verifying that all or your assets are actually restored, and performing some basic, simple tasks. You have successfully completed the restore procedure for your MediaBin software. 3 – Update the Registry If you restored the MediaBin server to its original location, you do not need to update the Registry and can skip this section. Proceed to “4 – Verify the MBDataDirectory Configuration” on page 64. If you restored the MediaBin server to a new location, you must update the Registry to reflect this change. NOTE The instructions in this section do not apply to a cluster environment. Please contact Customer Support for additional instructions. To update the Registry: 1. In the SQL Server client tools, go to the Query Analyzer and issue this (case-sensitive) query: select setting_value as ‘ServerId‘ from MBSettings where setting_name=‘Server‘ 2. Copy the value that is returned then open up the Registry Editor. 3. In the Registry Editor, go to: Chapter 2: Managing your MediaBin System Interwoven, Inc. 64 HKEY-LOCAL-MACHINE\Software>MediaBin, Inc.\ MediaBin\Platform\CurrentVersion Figure 39 Registry Editor 4. In the right pane, right-click Server Id to display its shortcut menu, then click Modify. The Edit String dialog box appears. Figure 40 Edit String dialog box 5. Paste the value returned by the Query Analyzer into the Edit String dialog box. Then click OK to complete the updating of the Registry. 4 – Verify the MBDataDirectory Configuration The MBDataDirectory folder contains the ImageDB sub-directory which holds the critical MediaBin system information, including all MediaBin assets, certain types of metadata, the MediaBin backup batch file, and any backups that have already been completed. If you have moved your data to a new machine, the new location may not match the previously stored location specified in the MBDataDirectory. To verify and/or update the specified location, use the Control Panel applet for MediaBin. See the section MediaBin Asset Server Administrator’s Guide 65 Chapter 2: Managing your MediaBin System “Moving the MBDataDirectory” on page 155 of Chapter 7, “Using the MediaBin System Administration Control Panel Applet,” for more information. Backing Up the Hot Folder Editor As stated earlier, backing up the MediaBin repository does not include Hot Folder Editor content. To backup the Hot Folder content: 1. On the Start menu, click Run to display the Run window. 2. In the Open field, enter regedit. Then click OK to display the Registry Editor. NOTE Only a system administrator should edit the registry; possible system failures may occur if done incorrectly. 3. Export the following registry key and copy the resulting file to the external backup location: HKEY_LOCAL_MACHINE\SOFTWARE\Interwoven, Inc.\MediaBin Hot Folder 4. Copy the HotFolderConfig.xml file to the external backup location. This file is located at \\\MBTempDir\HotFolders. 5. Copy the MediaBin Publication Service configuration file to the external backup location. This file is located at C:\Program Files\MediaBin Publication Service\MBPublication.exe.config (assuming the default installation location). Backup MediaBin in Conjunction with an Oracle Database If you are using MediaBin with an Oracle database, your Enterprise Manager Housekeeping component will not include a Backup option. This is because with Oracle, the backup process is more system-wide than application-wide. For example, under SQL, MediaBin has a unique database that can be backed up and restored as a single item, but under Oracle, MediaBin is essentially represented as a “user” which is backed up when the entire Oracle database is backed up (that is, data from several applications are backed up as a unit). Consequently, backing up a MediaBin Oracle database is more of a system administrator function than a MediaBin function and is not included in the Enterprise Manager’s Housekeeping component. When backing up MediaBin in conjunction with an Oracle database you must: 1. Back up the Oracle database. 2. Backup the MediaBin ImageDB directory at the same time as you back up the Oracle database (or as near as possible). 3. Do not allow a scheduled (or manual) Deleted Items Cleanup task to run during this time (see “Cleaning Up Deleted Repository Items” on page 69). Chapter 2: Managing your MediaBin System Interwoven, Inc. 66 Back Up the ImageDB Directory Completely backing up the MediaBin data involves backing up the database tables followed by backing up the ImageDB directory. MediaBin stores assets in an independent file format in the ImageDB directory but its structure and other details are stored on the database server. Therefore, both sets of information are required to restore the assets properly and must be included in the system backup. Setting Up Database Maintenance The Database Maintenance component enables you to schedule routine database maintenance and database maintenance for Full-Text Index support (as used by the server-side Quick Search feature described on page 33). Figure 41 Database Maintenance in the Housekeeping Functions component Schedule Routine Database Maintenance Using the Database Maintenance component, you can minimize the slow down of database access over time due to fragmentation. This includes performing updates to the: 􀂄 Regular table index 􀂄 Quick Search (Full-Text) index, and 􀂄 Table statistics MediaBin Asset Server Administrator’s Guide 67 Chapter 2: Managing your MediaBin System Regeneration of indexes and statistics can be scheduled to occur Daily, Weekly, Monthly, or One time only. Typically, the schedule is set to once a week or once a month. Since database access will naturally slow down during database maintenance, it is recommended that you schedule it to occur during periods of low user activity. All three of the database maintenance options should be run at the same general time, just stagger their schedule by about 5 minutes to serialize the process. Set the Regular Index Maintenance to occur first, followed by Quick Search Index Maintenance, and then the Statistics Collection. To set the Database Maintenance schedules: 1. In the MediaBin Enterprise Manager, display the Housekeeping Functions component, then click the Database Maintenance icon. 2. In the Regular Index Maintenance section, click the Configure Schedule button. The first page of the Scheduling Wizard appears: Figure 42 Schedule Wizard – first page 3. Select how frequently the system should run the database maintenance, either: Daily, Weekly, Monthly, One time only, or Not scheduled. Then click Next to set the schedule, or click Finish if you selected “Not scheduled.” The scheduling frequency you select determines the content displayed in the next schedule setup window: 􀂉 For daily operation, a start time, start date and a day interval must be specified. For example, run everyday at 11 p.m. starting on 4/27/2009. 􀂉 For weekly operation, a start time, a weekly interval and indication of which days of the week desired must be additionally specified. For instance, re-generate the database every week on Fridays at 11 p.m. 􀂉 For monthly re-building, a start time, specific months, along with which day of the month to run must be specified. For example, on the last Friday at 11:30 p.m. of every month, start the database maintenance. 􀂉 For a one time only operation, you need only specify the start time and date. Click Finish to return to the Database Maintenance window. Chapter 2: Managing your MediaBin System Interwoven, Inc. 68 4. In the Quick Search (Full-Text) Index Maintenance section, click the Configure Schedule button. Complete the Scheduling Wizard. 5. In the Statistics Collection section, click the Configure Schedule button. Complete the Scheduling Wizard. 6. Verify that the window properly reflects the information entered through the Scheduling Wizard. At the scheduled time(s), routine database maintenance will be executed. Schedule Full-Text Index Support Database Maintenance After numerous changes to the MediaBin data, the time it takes to return the Quick Search results can degrade. You should schedule periodic re-building of the index to restore the system to peak performance. Regeneration can be scheduled to occur Daily, Weekly, Monthly, or One time only. Also available is a Rebuild Index Now option. Since database access will naturally slow down during database maintenance, it is recommended that you schedule it to occur during periods of low user activity. 1. In the MediaBin Enterprise Manager, display the Housekeeping Functions component. 2. Click the Database Maintenance icon. 3. In the Database Maintenance for Full-Text Index section, click one of the following: 􀂉 Rebuild Index Now. Perform database maintenance immediately. After maintenance is complete, the Last Maintenance Performed information is updated. 􀂉 Configure Schedule. Schedule a time and date when Full-Text Index support database maintenance will occur. The first page of the Scheduling Wizard appears: Figure 43 Scheduling Wizard – first page MediaBin Asset Server Administrator’s Guide 69 Chapter 2: Managing your MediaBin System 4. Select how frequently the system should run the Full-Text Index support database maintenance, either: Daily, Weekly, Monthly, One time only, or Not scheduled. Then click Next to set the schedule, or click Finish if you selected “Not scheduled.” The scheduling frequency you select determines the content displayed in the next schedule setup window: 􀂉 For daily operation, a start time, start date and a day interval must be specified. For example, run everyday at 11 p.m. starting on 4/27/2009. 􀂉 For weekly operation, a start time, a weekly interval and indication of which days of the week desired must be additionally specified. For instance, re-generate the database every week on Fridays at 11 p.m. 􀂉 For monthly re-building, a start time, specific months, along with which day of the month to run must be specified. For example, on the last Friday at 11:30 p.m. of every month, start the database maintenance. 􀂉 For a one time only operation, you need only specify the start time and date. Click Finish to return to the Database Maintenance window. 5. Verify that the window properly reflects the information entered through the Scheduling Wizard. At the scheduled time, Full-Text Index support database maintenance will occur. Cleaning Up Deleted Repository Items MediaBin’s Deleted Items folder functions much like a recycle bin. When you delete an asset, it resides in the Deleted Items folder. Only MediaBin administrators can access this folder. In MediaBin Enterprise Manager, the Deleted Items Cleanup permanently discards items in MediaBin’s Deleted Items folder. When you permanently discard an asset, all references to the asset are deleted. If you restore an asset without running Deleted Items Cleanup, you will not restore all previous references to the asset. NOTE Depending upon how many assets reside in the Deleted Items folder, a cleanup operation can take some time. To display Deleted Items Cleanup, select the Housekeeping Functions component, then click the Deleted Items Cleanup icon. Chapter 2: Managing your MediaBin System Interwoven, Inc. 70 Figure 44 Deleted Items Cleanup in the Housekeeping Functions component The Deleted Items Cleanup window includes the following read-only information: 􀂄 Last Cleanup Performed. Date and time a cleanup last occurred. 􀂄 Next Scheduled Cleanup. Date and time of the next scheduled cleanup. Two buttons on the Deleted Items Cleanup window enable you to: 􀂄 Configure Schedule. Schedule a cleanup for a later date and time. 􀂄 Start Cleanup Now. Initiate an immediate cleanup. Schedule a Deleted Items Cleanup To schedule a deleted items cleanup: 1. Display the Housekeeping Functions component, then click the Deleted Items Cleanup icon. 2. In the Deleted Items Cleanup window, click the Configure Schedule button. The first page of the Scheduling Wizard appears: MediaBin Asset Server Administrator’s Guide 71 Chapter 2: Managing your MediaBin System Figure 45 Scheduling Wizard – first page 3. Select how frequently the system should run the database maintenance, either: Daily, Weekly, Monthly, One time only, or Not scheduled. (A Daily backup is recommended.) Then click Next to set the schedule, or click Finish if you selected “Not Scheduled.” The scheduling frequency you select determines the content displayed in the next schedule setup window: 􀂉 For daily operation, a start time, start date and a day interval must be specified. For example, run everyday at 11 p.m. starting on 4/27/2009. 􀂉 For weekly operation, a start time, a weekly interval and indication of which days of the week desired must be additionally specified. For instance, backup every week on Fridays at 11 p.m. 􀂉 For monthly backups, a start time, specific months, along with which day of the month to run must be specified. For example, on the last Friday at 11:30 p.m. of every month, start the backup. 􀂉 For a one time only operation, you must specify only the start time and date. Click Finish to return to the Database Maintenance window. 4. Verify that the window properly reflects the information entered through the Scheduling Wizard. At the scheduled time, database maintenance will be executed. Managing User Groups Within the MediaBin Enterprise Manager there are three special MediaBin user groups: MBPAdmins, MBPTaskAdmins, and MBPCanGetCheckout. Users located on Windows server domains or Active Directory which are accessible by the MediaBin server or LDAP users (if configured) can be assigned to any of these groups. The following permissions are allowed by each user group: 􀂄 MBPAdmins members are not subject to security checking. MBPAdmin users have full control to all aspects of the MediaBin. Chapter 2: Managing your MediaBin System Interwoven, Inc. 72 􀂄 MBPTaskAdmins members can create, modify, save, rename, and delete tasks only. All other rights to assets are assigned at the folder level. 􀂄 MBPCanGetCheckout members can perform retrieval (“Get”) jobs on checked-out assets only. All other rights to assets are assigned at the folder level. Other users cannot retrieve checked out images except MBPAdmins (rarely used). The MediaBin group account members can include both users and groups. As long as they are visible to the MediaBin server, you can add or remove any members from these group accounts. NOTE If your MediaBin server is licensed for LDAP support, your MediaBin server groups may also include a list of LDAP users and groups. For information about LDAP, see Appendix B, “About MediaBin and LDAP Support,” on page 195. Add Users to MediaBin Group Accounts To add users to MediaBin group accounts: 1. Display the User Accounts component. 2. Right-click the MediaBin group account to which you want to add the user -- either MBPAdmins, MBPTaskAdmins, or MBPCanGetCheckout. Figure 46 Add users to MediaBin group 3. From the shortcut menu, select Add to Group to display the Group Properties dialog box. MediaBin Asset Server Administrator’s Guide 73 Chapter 2: Managing your MediaBin System Figure 47 Group Properties dialog box 4. Click the Add button to display the Choose a User dialog box. Figure 48 Choose a User dialog box 5. Select a domain from the List Names From dropdown box. NOTE If your domain contains tens of thousands of users and/or groups, we recommend using the Search function. If your MediaBin server includes LDAP support, this dropdown box will include an LDAP option. Select it to view a list of LDAP users and groups recognized by the MediaBin server. (This list is defined in the LDAP configuration tab in the MediaBin Enterprise Manager. See Appendix B, “About MediaBin and LDAP Support,” on page 195for more information.) 6. In the Names list box, select the users and groups to add to the MediaBin account, then click OK. The users are added to the Members list in the Group Properties dialog box. Chapter 2: Managing your MediaBin System Interwoven, Inc. 74 MediaBin Asset Server Administrator’s Guide 75 Chapter 3 Managing Security and Permissions Security within MediaBin is similar to the Microsoft Windows account authorization model. The following have security applied to them: 􀂄 Users 􀂄 Folders 􀂄 Tasks 􀂄 Metadata and metadata groups 􀂄 Association categories The ability to independently secure users, folders, tasks, metadata, metadata groups, and association categories provides administrators with flexibility when deciding who has access to what information. This chapter explains how to set user, folder, task, metadata, and association category permissions using either the MediaBin Windows client or the MediaBin Web client. (The MediaBin Mac client does not provide this functionality.) About User Permissions There are three groups of MediaBin users: MBPAdmins, MBPTaskAdmins, and MBPCanGetCheckout. Users who are located on Microsoft Windows server domains or Active Directory and who are accessible to the MediaBin server can be assigned to any of these groups. Chapter 3: Managing Security and Permissions Interwoven, Inc. 76 􀂄 MBPAdmins members are not subject to security checking. MBPAdmin users have full control to all aspects of the MediaBin. The MBPAdmins group is not the same as the Microsoft Windows Administrator group; MBPAdmins users do not have access to Microsoft Windows administrative functions. A regular user is anyone who has access to the domain on which the MediaBin server resides. 􀂄 MBPTaskAdmins members can create, modify, save, rename, and delete tasks. All other rights are specifically assigned. 􀂄 MBPCanGetCheckout members can retrieve assets that have been checked-out by another user (as can MBPAdmins). All other rights are specifically assigned. The MediaBin group account members can include both Windows users and groups. As long as they are visible to the MediaBin server, you can add or remove any members from these group accounts. If your MediaBin server is licensed for LDAP support, your MediaBin server groups may also include a list of LDAP users and groups. (For information about LDAP, see Appendix B, “About MediaBin and LDAP Support,” on page 195.) Users are granted access to MediaBin components based on their membership in MediaBin’s user groups. The exception is if the user is explicitly given No Access permission to an object; No Access overrides any granted permission. For example, if Joe User belongs to a group called Marketing, and the access list for the “Upcoming Sales” folder has this hierarchy: 􀂄 Everyone: List 􀂄 Marketing: Read 􀂄 Joe User: Change Then Joe User will be granted Change permission because it is the highest level of permissions granted to Joe User or any other group in which Joe User is a member. All members of Marketing will have Read permission for that “Upcoming Sales” folder. However, if the “Upcoming Sales” folder access list hierarchy is: 􀂄 Everyone: List 􀂄 Marketing: Read 􀂄 Joe User: No Access Then even though Joe User belongs to the Marketing group with Read access, he will have No Access permission to the “Upcoming Sales” folder. Add Users to the MediaBin Groups The MediaBin groups are set up and controlled in the MediaBin Enterprise Manager and the settings are stored in the MediaBin database. For more information, see “Managing User Groups” on page 71 of Chapter 2, “Managing your MediaBin System.” MediaBin Asset Server Administrator’s Guide 77 Chapter 3: Managing Security and Permissions About Folder Security and Permission Settings Folder permissions determine each user’s access to folders and their contents. The following permission levels can be assigned to folders for each MediaBin user or user group: 􀂄 No Access. Users have no access to the folder or its contents. If they have access to any of its subfolders, they will see the folder; if they do not have access to any subfolders, the folder will not be displayed. 􀂄 List. Users can see the folder and its contents, but cannot retrieve, add, or delete the folder or the assets within the folder. 􀂄 Read. Users can view the folder and retrieve assets from the folder. 􀂄 Change. Users can retrieve, add to, delete, or modify the folder. They cannot modify the folder’s permissions. 􀂄 Full Control. Users have full access to folders and its contents and can modify the folder’s permissions. The following table lists the permissions assigned to each permission level. It will be helpful when determining permission levels to assign to specific user or user groups. Table 2 Folder security Full Control Change Read List No Access View Folder X X X X View Assets in Folder X X X X Add Folder X X Add Assets to Folder X X Rename Folder X X Rename Assets in Folder X X Delete Folder X X Delete Assets in Folder X X Copy Folder X X Copy Assets in Folder X X Copy Reference Assets in Folder X X Move Folder X X Move Assets in Folder X X Retrieve Asset in Folder Using or Task X X X Retrieve Asset in Folder Using Retrieval Task X X X Email Asset as Attachment X X X Chapter 3: Managing Security and Permissions Interwoven, Inc. 78 A user’s control over a folder depends on the access level assigned to that user. By default, the Media Database folder is installed with List permissions. Since subfolders inherit the permission settings of their “parent” folder, all folders added to the Media Database automatically assign List permissions to MediaBin users. You can change this default by re-setting the Media Database folder permission level. Set Folder Permissions (Windows Client) Users with Full permissions can change permissions for a folder and its contents. Folder permissions determine each user’s access to folders and their contents. 1. In the folders tree, right-click the folder to display its shortcut menu. Then click Permissions. The Permissions dialog box appears: Figure 49 Permissions dialog box 2. Click the Add button. Email Asset as Shortcut (Web only) X X X X Modify Metadata for Asset in Folder X X Check-out Asset Item in Folder X X Check-in Asset in Folder X X Undo Check-out in Folder X X View Properties of Folder (General, Working Folder, File Sizes) X X X X View Properties of Assets in Folder (Large Preview, Metadata, References) X X X X View Permissions Settings for Folder X Set up Permissions on Folder X Set up Working Folder for Folder X X X Table 2 Folder security (Continued) Full Control Change Read List No Access MediaBin Asset Server Administrator’s Guide 79 Chapter 3: Managing Security and Permissions 3. Select a domain from the Look in dropdown box. If your MediaBin server is licensed for LDAP support, this dropdown box will include an LDAP option. Select it to view a list of LDAP users and groups recognized by the MediaBin server. (This list is defined in the LDAP configuration tab in the MediaBin Enterprise Manager. See “Configure LDAP” on page 26 for more information.) 4. In the Names list box, select the users or groups for whom you are granting permissions to the selected folder. 5. Click Add, then click OK to return to the Permissions dialog box. 6. Now specify the type of access for each user or group—either None, List, Read, Change, or Full Control. (First select the user or group, then choose from the Type of Access list.) 7. Click Close to return to the MediaBin Windows Client main window. Edit Folder Permissions (Windows Client) Users with Full permissions can modify the permissions settings for a folder. 1. In the folders tree, right-click the folder to display its shortcut menu. 2. Click Permissions. The Permissions dialog box appears. 3. Select the user whose permissions you are editing. 4. Make any changes or click Remove to delete the user deleted from the list. 5. Click Close to return to the MediaBin Windows Client main window. Set a Folder to Inherit Permissions from its Parent Folder (Windows Client) You can easily change a folder’s permission settings to match its parent folder without having to remember the parent’s specific settings. (This functionality is not available on the MediaBin Web client.) 1. In the folders tree, right-click the folder to display its shortcut menu. Then click Permissions to open the Permissions window. 2. Click the Inherit button. The Name list changes to match the names and permission levels of the parent folder. If no changes are required, the list remains the same. 3. Click Close to return to the Folder Properties window. Then click OK to return to the MediaBin Windows Client main window. Chapter 3: Managing Security and Permissions Interwoven, Inc. 80 Set Permissions for Multiple Folders Simultaneously (Windows Client) Only MediaBin administrators can set permissions for multiple folders. To access the Permissions dialog box for all folders in the repository, you must select the MediaBin Server icon in the folders list. (This functionality is not available on the MediaBin Web client.) 1. Click the MediaBin Server icon to display the padlock on its toolbar. 2. Click the padlock to display the Folder Permissions dialog box. Figure 50 Click the padlock to display the Folder Permissions dialog box Another way to display the Folder Permissions dialog box is to right-click the Server icon to display its shortcut menu and then select Permissions. 3. To modify the settings of the selected folder(s) or permissions setting(s), use the various buttons or right-click to display a shortcut menu. Figure 51 Permissions shortcut menu for a selected folder Options on the shortcut menu vary depending on whether you selected a folder or user permissions setting. They include: 􀂉 Add. Add a user to the selected folder. 􀂉 Remove. Remove the selected user permissions setting. 􀂉 Clone Siblings. Copy the permissions settings of the selected folder to all folders on the same level. 􀂉 Clone Children. Copy the permissions settings of the selected folder to all its subfolders. MediaBin Asset Server Administrator’s Guide 81 Chapter 3: Managing Security and Permissions 􀂉 Select All Folders. Highlight all folders in the Media Database (including the Media Database folder). 􀂉 Select All Subfolders. Highlights all subfolders in the selected folder. 􀂉 Select All User Permissions. Highlight all user permissions settings in the Media Database (including the Media Database folder). 􀂉 Select All User Sub-Permissions. Highlight all user permissions settings in the selected folder and its subfolders. 􀂉 Select Same User. In the subfolders of the selected user permissions setting, highlight all matching user permissions settings. Additional options in the Folder Permissions dialog box include: 􀂉 Inherit button. The selected folder inherit’s the permissions settings of its parent folder. 􀂉 Include Subfolders check box. For Clone operations, enable this check box to include subfolders. 4. Add and remove permissions as necessary. Set Folder Permissions (Web Client) Users with Full permissions can change permissions for a folder and its contents. Folder permissions determine each user’s access to folders and their contents. 1. In the left hand folder list, select the folder to display its contents in the right pane. Then display the View menu, point to Folder Properties, and click Current. The Properties window is displayed. 2. In the Properties window, click the Permissions button. The Folder Permissions window appears. Chapter 3: Managing Security and Permissions Interwoven, Inc. 82 Figure 52 Folder Permissions window 3. In the center of the window, select a Domain from the dropdown list box, then click Get All. Users in the domain are displayed in the list box beneath it. If necessary, use the Filter Users field to narrow the list of displayed users. 4. In the lower list box, select the check boxes of each user or user group to whom you are giving permissions to this folder. Their names are added to the upper list box. 5. In the upper list box, select a permissions level for each user or user group, either No Access, List, Read, Change, or Full Control. 6. Click Close to return to the Web client main window. Edit Folder Permissions (Web Client) 1. Right-click the folder and select Permissions from the shortcut menu. (Or select the folder, then display the View menu and click Properties. In the Properties window, click the Permissions button.) The Folder Permissions window appears. MediaBin Asset Server Administrator’s Guide 83 Chapter 3: Managing Security and Permissions Figure 53 Folder Permissions window 2. In the upper list box, modify the permissions settings as necessary. To remove a user or group, select the appropriate check box then click Remove. 3. After you’ve completed all changes, click Close to return to the Web client main window. About Task Security And Permissions MediaBin administrators (that is, members of the MBPAdmins user group) and MediaBin task administrators (that is, members of the MBPTaskAdmins user group) have access to all tasks, regardless of specific security settings. All other MediaBin users have two levels of access, either “Read” or “No Access.” 􀂄 Read. Specified users can view the task in the selection list and retrieve assets using the task. 􀂄 No Access. Users have no access to the task and will not see the task. The default permissions setting for all standard and custom MediaBin tasks is “Everyone – Read,” all users have Read permissions. Set Task Permissions (Windows Client) 1. Select the Tasks folder to display a list of defined tasks in the right pane. 2. Right-click a task to display its shortcut menu, then click Permissions to open the Task Permissions window. Chapter 3: Managing Security and Permissions Interwoven, Inc. 84 Figure 54 Task Permissions window The default permissions setting for all standard and custom MediaBin tasks is “Everyone – Read,” all users have Read permissions. 3. Click Add to display the Choose a User dialog box: Figure 55 Choose a User dialog box 4. Select a domain from the Look in dropdown box. If your MediaBin server includes LDAP support, this dropdown box will include an LDAP option. Select it to view a list of LDAP users and groups recognized by the MediaBin server. (This list is defined in the LDAP configuration tab in the MediaBin Enterprise Manager. See “Configure LDAP” on page 26 for details.) 5. In the Names list box, select the users or groups for whom you are granting permissions to the selected task. 6. Click Add, then click OK to return to the Task Permissions window. 7. Now specify the type of access for each user or group. First select the user or group, then choose from the Type of Access list. 􀂉 No Access. Users cannot see or use the task for an image processing operation. 􀂉 Read. Users can select the task for an image processing operation. Tasks cannot be edited. 8. When finished, click Close to return to the Folder Properties window. Then click OK. MediaBin Asset Server Administrator’s Guide 85 Chapter 3: Managing Security and Permissions Set Task Permissions (Web Client) 1. On the Tools menu, click Task Permissions. The following window is displayed. Figure 56 Task
Permissions window The default permissions setting for all standard and custom MediaBin tasks is “Everyone – Read,” all users have Read permissions. 2. At the top of the dialog box, select a Task from the dropdown list box. 3. In the center of the window, select a Domain from the dropdown list box, then click Get All. Users in the highlighted domain are displayed in the lower list box. If necessary, use the Filter Users field to narrow the list of displayed users. 4. In the lower list box, select the check boxes of each user or user group to whom you are giving permissions to the current task. Their names are added to the upper list box. 5. In the upper list box, select a permissions level for each user or user group, either No Access or Read. 6. Click Close to return to the Web client main window. About Metadata Security and Permissions MediaBin administrators can set permissions for metadata definitions and metadata groups. Metadata definitions have three levels of access—either “No Access,” “Read,” or “Change.” 􀂄 No Access. Restricts specified users from viewing the metadata definition. Chapter 3: Managing Security and Permissions Interwoven, Inc. 86 􀂄 Read. Allows specified users to see the metadata definition. 􀂄 Change. Allows specified users to modify and edit the value of the metadata definition. The default permission setting for new metadata definitions is: Everyone – Change (all users have Change permission). Metadata groups have two levels of access—either “No Access” or “Read.” 􀂄 No Access. Restricts specified users from viewing the metadata group. 􀂄 Read. Allows specified users to see the metadata group. The default permission for new metadata groups is Everyone-Read (all users have Read permission). Set Metadata Definition Permissions (Windows Client) 1. Click the Metadata Manager folder to display a list of all defined metadata definitions in the right pane. 2. Right-click a metadata definition to display its shortcut menu. 3. Click Permissions to display the Metadata Permissions dialog box. Figure 57 Metadata Permissions dialog box 4. Click Add to display the Choose a User dialog box. Table 3 Metadata definition security Change Read No Access View metadata definition X X Search on metadata definition X X Associate metadata definition to asset X Remove metadata definition from asset X MediaBin Asset Server Administrator’s Guide 87 Chapter 3: Managing Security and Permissions Figure 58 Choose a User dialog box 5. Select a domain from the List in dropdown box. If your MediaBin server includes LDAP support, this dropdown box will include an LDAP option. Select it to view a list of LDAP users and groups recognized by the MediaBin server. (This list is defined in the LDAP configuration tab in the MediaBin Enterprise Manager. See “Configure LDAP” on page 26 for more information.) 6. In the Names list box, select the users or groups for whom you are granting permissions to the selected metadata item. 7. Click Add, then click OK to return to the Metadata Permissions dialog box. 8. Now specify the type of access for each user or group. First select the user or group, then choose from the Type of Access list. 􀂉 No Access. The user cannot see the metadata item. 􀂉 Read. The user can see the metadata item but cannot modify the value. 􀂉 Change. Default. The user can see the metadata item, modify, and delete its values. 9. When finished, click Close to return to the Windows client main window. Set Metadata Group Permissions (Windows Client) 1. Open the Metadata Manager folder and click its Groups subfolder. Then right-click the metadata group for which you are setting permissions and click Permissions on the shortcut menu. The Group Permissions dialog box appears with the selected metadata group displayed in the Metadata Name list box. 2. Click Add to display the Choose A User window. 3. Select a domain from the List in dropdown box. If your MediaBin server includes LDAP support, this dropdown box will include an LDAP option. Select it to view a list of LDAP users and groups recognized by the MediaBin server. (This list is defined in the LDAP configuration tab in the MediaBin Enterprise Manager. See “Configure LDAP” on page 26 for more information.) Chapter 3: Managing Security and Permissions Interwoven, Inc. 88 4. In the Names list box, select the users or groups for whom you are granting permissions to the selected metadata item. 5. Click Add, then click OK to return to the Group Permissions window. 6. Now specify the type of access for each user or group. First select the user or group, then choose from the Type of Access list. 􀂉 No Access. The user cannot see the metadata group. 􀂉 Read. This is the default. The user can see the metadata group. 7. When finished, click Close to return to the Windows client main window. Set Metadata Definition Permissions (Web Client) 1. Click the Metadata Manager folder; its contents are displayed in the right pane. 2. Select the check boxes of the metadata definitions you are editing. 3. On the Permissions menu, click Metadata. The Metadata Permissions window appears: Figure 59 Metadata Permissions window The metadata definition you selected is displayed in the Metadata dropdown list box. If you selected multiple metadata definitions they, too, are listed in the list box. 4. In the Metadata dropdown list box, select a definition then set its permissions. 􀂉 In the center of the window, select a Domain from the dropdown list box, then click Get All. Users in the domain are displayed in the list box beneath it. 􀂉 If necessary, use the Filter Users field to narrow the list of displayed users. MediaBin Asset Server Administrator’s Guide 89 Chapter 3: Managing Security and Permissions 􀂉 In the lower list box, select the check boxes of each user or user group to whom you are giving permissions to this folder. Their names are added to the upper list box. 􀂉 In the upper list box, select a permissions level for each user or user group, either No Access, List, Read, Change, or Full Control. Repeat this for each definition. 5. Click Close to return to the Web client main window. Set Metadata Group Permissions (Web Client) 1. Click the Metadata Manager folder; its contents are displayed in the right pane. 2. Select the check boxes of the metadata groups you are editing. 3. On the Permissions menu, click Groups. The Metadata Permissions window appears: Figure 60 Metadata Permissions window The metadata group you selected is displayed in the Group dropdown list box. If you selected multiple metadata groups they, too, are listed in the list box. 4. In the Group dropdown list box, select a definition then set its permissions. 􀂉 In the center of the window, select a Domain from the dropdown list box, then click Get All. Users in the domain are displayed in the list box beneath it. 􀂉 If necessary, use the Filter Users field to narrow the list of displayed users. 􀂉 In the lower list box, select the check boxes of each user or user group to whom you are giving permissions to this folder. Their names are added to the upper list box. Chapter 3: Managing Security and Permissions Interwoven, Inc. 90 􀂉 In the upper list box, select a permissions level for each user or user group, either No Access or Read. Repeat this for each group. 5. Click Close to return to the Web client main window. About Association Security and Permissions A MediaBin administrator creates the association categories and sets the permissions which determine who can add to and/or view them. The permissions settings are the same as those for metadata definitions: No Access, Read, and Change: 􀂄 No Access. Restricts specified users from viewing the association category. They will not know that an asset has any given associations within that category. 􀂄 Read. Allows the specified users to see the association category. They can view as asset’s associations within that category. 􀂄 Change. Allows specified users to add and modify associations within that category for a given asset. The default permissions for new association categories is Change. Set Association Category Permissions (Windows Client) You can restrict MediaBin users and groups to one of three levels of access for any association category—either “No Access,” “Read,” or “Change.” 1. Click the Association Manager folder to display a list of all defined association categories in the right pane. 2. Right-click an association category to display its shortcut menu. 3. Click Permissions to display the Association Category Permissions window. 4. Click Add to display the Choose A User window. 5. Select a domain from the Look In dropdown box. If your MediaBin server includes LDAP support, this dropdown box will include an LDAP option. Select it to view a list of LDAP users and groups recognized by the MediaBin server. (This list is defined in the LDAP configuration tab in the Table 4 Association category security No Access Read Change View association category X X Search on association category X X Add associations to assets X Remove associations from assets X MediaBin Asset Server Administrator’s Guide 91 Chapter 3: Managing Security and Permissions MediaBin Enterprise Manager. See “Configure LDAP” on page 26 for more information.) 6. In the Names list box, select the users or groups for whom you are granting permissions to the selected association category. 7. Click Add, then click OK to return to the Metadata Permissions window. 8. Now specify the type of access for each user or group. First select the user or group, then choose from the Type of Access list. 􀂉 No Access. The user cannot see the association category. 􀂉 Read. The user can see the association category but cannot create or modify associations. 􀂉 Change. This is the default. The user can see the association category and can create, modify, and delete associations. 9. When finished, click Close to return to the main Windows client window. Set Association Category Permissions (Web Client) You can restrict MediaBin users and groups to one of three levels of access for any association category—either “No Access,” “Read,” or “Change.” 1. Click the Association Manager folder; its contents are displayed in the right pane. 2. Select the check boxes of the association categories you are editing. 3. Click Permissions on the menu bar. The Association Category Permissions window appears: Figure 61 Association Permissions window Chapter 3: Managing Security and Permissions Interwoven, Inc. 92 The association category you selected is displayed in the Association dropdown list box. If you selected multiple categories they, too, are listed in the list box. 4. In the Association dropdown list box, select a category then set its permissions. 􀂉 In the center of the window, select a Domain from the dropdown list box, then click Get All. Users in the domain are displayed in the list box beneath it. 􀂉 If necessary, use the Filter Users field to narrow the list of displayed users. 􀂉 In the lower list box, select the check boxes of each user or user group to whom you are giving permissions to this folder. Their names are added to the upper list box. 􀂉 In the upper list box, select a permission level for each user or user group, either No Access, Read, or Change. Repeat this for each category. 5. Click Close to return to the Web client main window. MediaBin Asset Server Administrator’s Guide 93 Chapter 4 Managing the MediaBin Assets This chapter contains information about the asset administration tasks which are carried out on the MediaBin Windows and Web clients. This includes information on working with: 􀂄 Assets 􀂄 Folders 􀂄 Externally indexed assets 􀂄 Tasks 􀂄 Metadata 􀂄 Associations 􀂄 Jobs 􀂄 Tracking information Managing the MediaBin assets requires the Windows Client, although a subset of the administrative tasks can also be performed using the MediaBin Web Client. The conceptual information presented is applicable to MediaBin in general, but the procedural requirements will differ based on the client you are —the headings clearly indicate the client to which the instructions apply. NOTE The only administrative functions available on the MediaBin Mac Client are viewing running or active jobs, editing asset metadata in bulk, delete assets, and rescuing deleted assets from the Deleted Items folder. This information is available in the MediaBin Mac Client User’s Guide. In addition to the administrative procedures, each section in this chapter includes a list of the general end-user tasks which can be completed on the MediaBin Windows and Web clients. Instructions for carrying out the general end-user tasks is available in the applicable user guide, including: 􀂄 MediaBin Windows Client User’s Guide 􀂄 MediaBin Web Client User’s Guide 􀂄 MediaBin Mac Client User’s Guide Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 94 The functionality you can access varies based on the MediaBin client you are using. The following “MediaBin Client Functionality Matrix” lists all client features and indicates the clients to which those features are available. Features that are available to a client are indicated by a “􀁄.” Unavailable features are indicated by a dash (—). Figure 62 MediaBin Client Functionality Matrix Feature Windows Client Macintosh Client Web Client (PC and Mac) Viewing Assets & Metadata List View 􀁄 􀁄 􀁄 Gallery View 􀁄 􀁄 􀁄 Configurable Metadata Viewing in List View 􀁄 — 􀁄 Sort Assets by Metadata Field 􀁄 — 􀁄 Folder Tree View 􀁄 􀁄 􀁄 View Asset Details 􀁄 􀁄 􀁄 View Revision History 􀁄 􀁄 􀁄 View All Pages/Layers in Assets 􀁄 􀁄 􀁄 View Reference Copy Info 􀁄 􀁄 􀁄 Actions on Content Drag-and-Drop New Content In 􀁄 􀁄 — Drag-and-Drop Hierarchy of Files/Folders into Repository 􀁄 􀁄 — Drag-and-Drop Content Out — 􀁄 — Drag-and-Drop Hierarchy of Files and Folders out of Repository — 􀁄 — Use Retrieval Tasks 􀁄 􀁄 􀁄 Use Runtime Parameters 􀁄 — 􀁄 Select Retrieval Task(s) for each Asset in a Multi-Asset Download — — 􀁄 Check-in an Asset 􀁄 􀁄 􀁄 Check-out an Asset 􀁄 􀁄 􀁄 Undo a Check-out 􀁄 􀁄 􀁄 Collect Assets in Shopping Cart — 􀁄 􀁄 Search for Assets Using “Any Text” Criteria 􀁄 􀁄 􀁄 Create New Folders/Hierarchy 􀁄 􀁄 􀁄 Move Assets/Hierarchies 􀁄 􀁄 􀁄 Create Placeholder Assets 􀁄 􀁄 􀁄 MediaBin Asset Server Administrator’s Guide 95 Chapter 4: Managing the MediaBin Assets Copy Assets within Repository 􀁄 􀁄 􀁄 Copy Assets by Reference within Repository 􀁄 􀁄 􀁄 Copy Metadata between Assets 􀁄 — 􀁄 Copy Thumbnails for Assets 􀁄 — 􀁄 Crop an Asset Prior to Download — — 􀁄 Edit Associations 􀁄 — 􀁄 Download Associated Assets 􀁄 — 􀁄 Bulk-Edit Associations — — 􀁄 Email a Shortcut to Asset(s) or a Folder of Assets — — 􀁄 Email Asset(s) — — 􀁄 Retrieve a Subset of Slides from a Single PowerPoint File — — 􀁄 Retrieve any Slides from Multiple PowerPoint Files — — 􀁄 Administration View Running/Active Jobs 􀁄 􀁄 􀁄 Create Insertion/Retrieval Task 􀁄 — — Import/Export Metadata Fields 􀁄 — 􀁄 Import/Export Tasks 􀁄 — — Set Folder Metadata 􀁄 — 􀁄 Bulk Edit Metadata on Assets 􀁄 􀁄 􀁄 Delete Assets 􀁄 􀁄 􀁄 Rescue Deleted Assets from Recycle Container 􀁄 􀁄 􀁄 Set Permissions on Tasks 􀁄 — 􀁄 Set Permissions on Folders 􀁄 — 􀁄 Set Multiple Folder Permissions 􀁄 — — Create Association Categories 􀁄 — 􀁄 Set Asset Expiration 􀁄 􀁄 􀁄 Check Derivative Tracking Information 􀁄 — 􀁄 View Asset Tracking/Usage 􀁄 — 􀁄 Edit Revision History (Delete Prior Revisions) 􀁄 — 􀁄 Feature Windows Client Macintosh Client Web Client (PC and Mac) Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 96 Working with Assets Assets are the digital items you store in the MediaBin repository. They can be product images, logos, brand collateral, video files or any other file type you have. While MediaBin provides convenient cataloging and asset management for all of your digital files, it adds significant value to images. Users can retrieve images in any format, size, resolution, and colorspace. If enabled, they can also specify output options “on-the-fly.” This means they no longer have to store multiple variations of an image because MediaBin enables you to create any version you need at any time. This section, “Working with Assets,”describes administrative tasks associated with managing assets. For a list of general tasks which can be carried out see the next two sections ( “Carrying Out General Asset Tasks on the Windows Client” on page 96 and “Carrying Out General Asset Tasks on the Web Client” on page 97). They list end-user topics available in the MediaBin Windows Client User’s Guide and the MediaBin Web Client User’s Guide. Carrying Out General Asset Tasks on the Windows Client For information about the general tasks carried out while working with assets on the Windows client, see the MediaBin Windows Client User’s Guide. Topics include: 􀂄 Work with Asset Properties 􀂄 Preview Assets 􀂄 Retrieve Assets 􀂄 Add Assets 􀂄 Rename Assets 􀂄 Copy Assets 􀂄 Work with Reference Copies 􀂄 Move Assets 􀂄 Delete Assets 􀂄 Check-Out/Check-In Assets 􀂄 Email Assets 􀂄 Replace an Asset’s Thumbnail with Another MediaBin Asset Server Administrator’s Guide 97 Chapter 4: Managing the MediaBin Assets Carrying Out General Asset Tasks on the Web Client For information about the general tasks carried out while working with assets on the Web client, see the MediaBin Web Client User’s Guide. Topics include: 􀂄 Work with Asset Properties 􀂄 Preview Assets 􀂄 Download Assets 􀂄 Add Assets 􀂄 Rename Assets 􀂄 Copy Assets 􀂄 Work with Reference Copies 􀂄 Move Assets 􀂄 Delete Assets 􀂄 Use the Shopping Cart to Work with a Group of Assets 􀂄 Check-Out/Check-In Assets 􀂄 Email Assets 􀂄 Replace an Asset’s Thumbnail with Another Retrieve Previous Versions of an Asset (Windows Client) 1. On the toolbar, click to display assets in History view. Assets are displayed in list format; revision versions of the currently selected asset, if any, are displayed in a split screen beneath the asset list. Figure 63 Assets displayed in History view Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 98 2. Select the asset version you want to retrieve then on the File menu, click Get to display the Get Item window. NOTE You cannot retrieve multiple versions of an asset at the same time. 3. On the File menu, click Get to display the Get Item dialog box. Figure 64 Get Item dialog box 4. Select the destination location and file name. The default file name is the name under which the asset was stored in MediaBin. MediaBin also automatically uses the asset’s default extension; clear the check box to change this setting. 5. Select a Retrieval Task from the list of available tasks.If available the Task Description text box displays information about the selected task. 6. If a task contains run-time parameters, you will be prompted to enter information before the task is run. Some parameters will be optional, while others will be marked as mandatory. Mandatory fields must be completed before the task will run. (A MediaBin administrator can create tasks that request information when they are run. Any additional requested information is called a “run-time parameter.” Run-time parameters give you additional flexibility to customize the asset, for example, specifying the exact output size of the image at the time the task is run.) 7. MediaBin automatically adds the asset’s default extension to the filename. To change this, clear the Add default extension check box. MediaBin Asset Server Administrator’s Guide 99 Chapter 4: Managing the MediaBin Assets 8. To include associated assets in the retrieval, select the Get associated assets check box. 􀂉 If an asset includes more than one association category, you will be prompted to select one. 􀂉 The same task and parameters specified for the asset will be applied to its associated assets. 9. Click Get. The requested version is retrieved as requested and saved to the location you specified. If you apply an image retrieval task to a group of assets which contain both image and non-image assets, the retrieval of those non-image assets may fail. Delete Previous Versions of an Asset (Windows Client) 1. Display the asset folder in history view (click on the toolbar, or display the View menu and click History). 2. Select the revision(s) you want to delete. A prompt appears asking if you are sure you want to delete the selected assets. 3. Click Yes to remove the selected versions from MediaBin. Properties Window Administrative Tabs (Web Client) The Properties window contains four tabs visible to “general” users. MediaBin administrators have access to two additional tabs: History and Tracking. Figure 65 Tabs in the Properties window. 􀂄 Info. Lists the metadata for the selected asset. Only those fields that you have permission to view and that contain values are displayed. 􀂄 Layers/Pages/Frames. For multi-layered images, such as Adobe Photoshop files, multi-page documents (Acrobat PDFs and Microsoft Office files), and animated GIFs, each layer, page, or frame is listed. You can preview individual layers/pages/frames by rolling the mouse over its name. 􀂄 History. Lists the revisions of the asset as well as the name of the user who created each revision. Depending on the current asset type, the “Layers” tab may be replaced by a “Pages” or “Frames” tab. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 100 New revisions are created when an asset is checked out, edited and checked back in again, and when metadata is added or modified. Only users with Change or Full permissions can create a new revision. 􀂄 Associations. Lists the association categories and associated assets for the asset. For more information about associations, see “Working with Associations” on page 130. 􀂄 References. For source assets, this tab lists the name and location of any reference copies. For reference copies, this tab displays the name and location of the source asset. A reference copy is only a pointer to the original file. 􀂄 Tracking. Lists all assets derived from the selected asset. Information listed includes the task used, output, creator, and creation date. Add System-Defined Searches (Web Client) The MediaBin Web Client Find tab enables users to search for assets in MediaBin using metadata or similar images. You can also provide system-defined searches to users by adding an Advanced Find tab to the MediaBin Web Client. This feature is not part of the “basic” MediaBin Web Client and must be specifically enabled. Figure 66 Example Advanced Find tab When configuring the Advanced Find function, you can determine search functions such as maximum hits, the search start point, whether or not to include subfolders, which metadata to search on, etc. These settings are defined in the customsearches.XML and hierarchy.XML files that are present in the \MediaBin Web Client\Saved directory. In general, configuring these files will require the help of Interwoven Consulting Services, however, sample files (_customsearches.XML and _hierarchy.XML) are included with the MediaBin software. MediaBin Asset Server Administrator’s Guide 101 Chapter 4: Managing the MediaBin Assets As displayed in Figure 66, the Advanced Find tab can include: 􀂄 Dropdown fields which serve as filters (as in Figure 66’s “Sector,” “Sector Category”, “Brand Category,” and “Brand” fields). 􀂄 Fields which enable you to search based on specific keywords 􀂄 The option to include Assets, Folders, or Both in the search (not displayed) 􀂄 The option to include SubFolders in the search 􀂄 The ability to specify the maximum number of items to return 􀂄 Find Now and Reset buttons Again, for assistance with configuring the Advanced Find tab, please contact Interwoven’s Consulting Services. Download Previous Versions of an Asset (Web Client) 1. Click the asset to display its Properties window. Then click the History tab. Figure 67 Properties window – History tab 2. Select the check box of the revision you want to download. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 102 3. On the Action menu, click Download. The Download Asset(s) window appears. Figure 68 Download Asset(s) window 4. Enter a Destination Folder for the assets. To choose a specific folder, click the Browse button to display the Select Folder window and make a selection. 5. Select the Retrieval Task from the list of available tasks. Note that if you apply an image retrieval task to a group of assets which contain both image and non-image assets, the task will automatically be applied to the non-image assets. 6. The Task Description text box displays a description, if one exists, of the retrieval task you selected in the preceding step. This textbooks is non-editable. 7. If a task contains run-time parameters, you will be prompted to enter information before the task is run. Some parameters will be optional, while others will be marked as mandatory. Mandatory fields must be completed before the task will run. (A MediaBin administrator can create tasks that request information when they are run. Any additional requested information is called a “run-time parameter.” Run-time parameters give you additional flexibility to customize the asset, for example, specifying the exact output size of the image at the time the task is run.) 8. By default, the options to Prompt To Overwrite Existing File(s) and Add Default Extension are enabled. You can clear these options, as needed. 9. Choose an archiving option or you can choose to download the asset without archiving it: 􀂉 Before downloading, package the assets into a single Zip, Sit, or Sitx file. 􀂉 Download asset without archiving. 10. If the selected asset includes associations, you can also choose to Include associated asset(s) in the download. (For information about associations, see “Working with Associations” on page 130.) This option does not appear for assets which do not have any associations. MediaBin Asset Server Administrator’s Guide 103 Chapter 4: Managing the MediaBin Assets 11. You can now click Submit to download the assets to the specified Destination Folder, or click the Advanced button to display the Advanced Download window for additional options. Figure 69 Advanced Download window 12. The Advanced Download window allows you to create multiple additional instances of the selected asset version and specify a different retrieval task for each (click the Add Asset button next to the asset for which you wish to create multiple instances). NOTE In the Advanced Download window, the retrieval tasks with run-time parameters are not available. It would be confusing for users to supply run-time parameters for multiple tasks and/or assets simultaneously. 13. Click Download to save the files to the specified Destination Folder. The request becomes a “job” whose progress you can monitor. See “Working with Jobs” on page 138 for more information. Delete Previous Versions of an Asset (Web Client) 1. Click the asset to display its Properties window. 2. Display its History tab. 3. Select the revision(s) you want to delete. 4. On the Action menu, click Delete. The revisions you selected are removed from MediaBin. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 104 Working with Folders MediaBin folders are organized in a hierarchical manner, similar to other Windows applications such as Microsoft Outlook. You can have as many levels of subfolders as is practical for your applications. Using references, assets can appear in more than one folder. There are several ways to organize folders: 􀂄 By asset type (for example, all Photoshop files in one folder, JPEGs in another) 􀂄 By project (for example, product brochure, 2011 ad) 􀂄 By output (for example, print projects, Web site) 􀂄 By department (for example, Marketing Communications, Creative) 􀂄 By individuals (for example, Marjorie King, Joe Smalls) The folder organization that you choose will depend on how you work and what is easiest for the MediaBin users in your company. Note that folders in MediaBin are not actual folders on the server. They are “virtual” folders that organize the assets in the MediaBin repository. NOTE As with most hierarchical folder systems, you can enhance organization and performance by separating folders with many assets into multiple folders containing smaller numbers of assets. If viewing the previews of a folder’s content takes longer than you like, split that folder into subfolders containing fewer assets. Folder permissions determine each user’s access to folders and their contents. The following permission levels can be assigned to folders for each MediaBin user or user group: 􀂄 No Access. Users have no access to the folder, its contents, or subfolders, and will not see the folder. 􀂄 List. Users can see the folder and its contents, but cannot retrieve, add, or delete the folder or the assets within the folder. 􀂄 Read. Users can view the folder and retrieve assets from the folder. 􀂄 Change. Users have full access to folders and its contents except they cannot modify the folder’s permissions. 􀂄 Full Control. Users have full access to folders and its contents and can modify the folder’s permissions. A user’s control over a folder depends on the access level assigned to that user. By default, the Media Database folder is installed with List permissions. Since subfolders inherit the permission settings of their “parent” folder, all folders added to the Media Database automatically assign List permissions to MediaBin users. You can change this default by re-setting the Media Database folder permission level. For more information about folder security and permissions, see Chapter 3, “Managing Security and Permissions.” MediaBin Asset Server Administrator’s Guide 105 Chapter 4: Managing the MediaBin Assets This section, “Working with Folders,”describes administrative tasks associated with managing folders. For information about general folder tasks, see the MediaBin Windows Client User’s Guide and the MediaBin Web Client User’s Guide. Carrying Out General Folder Tasks on the Windows Client For information about the general tasks carried out while working with folders on the Windows client, see the MediaBin Windows Client User’s Guide. Topics include: 􀂄 About the Folder Shortcut Menu 􀂄 View Folder Properties 􀂄 Retrieve a Folder 􀂄 Add a Folder 􀂄 Copy a Folder 􀂄 Delete a Folder 􀂄 Rename a Folder 􀂄 Move a Folder 􀂄 Check-Out/Check-In a Folder of Assets 􀂄 Define a Working Folder Carrying Out General Folder Tasks on the Web Client For information about the general tasks carried out while working with folders on the Web client, see the MediaBin Web Client User’s Guide. Topics include: 􀂄 Select a Folder to Work With 􀂄 View Folder Properties 􀂄 Download a Folder 􀂄 Add a Folder 􀂄 Copy a Folder 􀂄 Delete a Folder 􀂄 Rename a Folder 􀂄 Move a Folder 􀂄 Check-Out/Check-In a Folder of Assets Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 106 About the Deleted Items Folder The Deleted Items folder is only visible to MediaBin administrators. It functions much like a recycle bin. When users delete an asset, it is removed from their view and placed in that folder. Since it is only visible to MediaBin administrators, only they can return a deleted asset back to an active folder. Note that all files within the Deleted Items folder are permanently removed with the Deleted Items Cleanup, a Housekeeping Function in the MediaBin Enterprise Manager. For more information, see “Cleaning Up Deleted Repository Items” on page 69 of Chapter 2, “Managing your MediaBin System.” Working with Externally Indexed Assets Users with Full permissions on a folder can use MediaBin to index existing assets without moving those assets into MediaBin’s internal repository. When indexed in this way, an external asset is available via the MediaBin asset management system. A thumbnail and metadata are generated and stored inside MediaBin exactly as they are for all MediaBin-owned files. The asset can be searched, retrieved, and repurposed just like any other asset. The key difference is that the asset itself is maintained on a file system which is not managed by MediaBin. Instead, the MediaBin server maintains a “pointer” to the location of the file and allows users to retrieve the asset, provided that the file still exists in that original location. This feature is especially useful for organizations with large archives of assets that must remain accessible through legacy systems. NOTE In order for MediaBin to maintain updated thumbnails and metadata of an externally indexed asset, that asset must be checked out of MediaBin before any changes are made, and then must be checked in for MediaBin to recognize the changes. Otherwise, since the asset is maintained at an external location, MediaBin cannot tell when edits occur. Carrying Out General Externally Indexed Asset Tasks on the Windows Client For information about the tasks related to externally indexed assets, see the MediaBin Windows Client User’s Guide. Topics include the following: 􀂄 Preview Externally Indexed Assets 􀂄 Search for Externally Indexed Assets 􀂄 Retrieve Externally Indexed Assets 􀂄 Add Externally Indexed Assets MediaBin Asset Server Administrator’s Guide 107 Chapter 4: Managing the MediaBin Assets 􀂄 Determine if an Asset is Externally Indexed or in the Repository 􀂄 Rename Externally Indexed Assets 􀂄 Copy Externally Indexed Assets 􀂄 Work with Reference Copies of Externally Indexed Assets 􀂄 Move Externally Indexed Assets 􀂄 Delete Externally Indexed Assets 􀂄 Check-Out/Check-In Externally Indexed Assets 􀂄 Check-Out an Externally Indexed Asset 􀂄 Undo the Check-Out of an Externally Indexed Asset 􀂄 Check-In an Externally Indexed Asset 􀂄 Edit Metadata of an Externally Indexed Asset Carrying Out General Externally Indexed Asset Tasks on the Web Client For information about the tasks related to externally indexed assets, see the MediaBin Web Client User’s Guide. Topics include the following: 􀂄 Preview Externally Indexed Assets 􀂄 Search for Externally Indexed Assets 􀂄 Download Externally Indexed Assets 􀂄 Add Externally Indexed Assets 􀂄 Determine if an Asset is Externally Indexed or in the Repository 􀂄 Rename Externally Indexed Assets 􀂄 Copy Externally Indexed Assets 􀂄 Work with Reference Copies of Externally Indexed Assets 􀂄 Move Externally Indexed Assets 􀂄 Delete Externally Indexed Assets 􀂄 Check-Out/Check-In Externally Indexed Assets 􀂄 Email Externally Indexed Assets 􀂄 Edit Metadata of an Externally Indexed Asset Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 108 Working with Tasks This section provides a brief introduction to the MediaBin tasks. For more in-depth information, including instructions on using the task workspace and details about the primitives included in each of the sample tasks, please see the MediaBin Task Administrator’s Guide. Tasks modify assets when they are inserted into or retrieved from the MediaBin repository. 􀂄 Tasks that are applied when assets are added to the repository are called insertion tasks. 􀂄 Tasks that are applied when assets are retrieved from the repository are called retrieval tasks. Insertion tasks are used to modify an asset’s metadata or its preview thumbnail when it is added to the MediaBin repository. Changes made to an asset’s metadata during insertion are reflected in the asset when it is retrieved from the repository (assuming the “Get Original” task was not used during retrieval). Changes to an asset’s thumbnail are not reflected when it is retrieved. For example, a watermark added to the thumbnail at insertion would not be present in the retrieved asset. With retrieval tasks, users can retrieve MediaBin assets in their original format, or modified based on pre-defined specifications. For example, one of the standard MediaBin tasks will output grayscale, 100x100 pixel JPEG files from a source image asset. NOTE Non-image files can only be retrieved in their original format. Image files, however, can be retrieved in any supported and defined format. When an asset is retrieved from MediaBin, the original source asset remains in the MediaBin repository. The retrieved version is simply a copy of the original asset. Since users can get assets in the exact version they need at anytime, they do not need to store the new asset format in MediaBin. This feature keeps the central database free of redundant files and saves disk space. MediaBin Asset Server Administrator’s Guide 109 Chapter 4: Managing the MediaBin Assets About the MediaBin Tasks A task consists of processing elements called primitives. Each primitive performs a unique asset operation. There are three types of MediaBin primitives: 􀂄 Decoder. Extracts metadata and creates preview thumbnail of asset when it is inserted in the MediaBin repository. 􀂄 Transformer. Performs a single image transformation operation. For example, the Cropper transformer will crop an asset by the specified number of pixels. 􀂄 Encoder. Takes a source asset and creates a copy in a specific file format; it is similar to the “Save As” functionality in other software products. The primitive types and individual primitives are discussed in more detail in the MediaBin Task Administrator’s Guide. There are several standard tasks that are shipped with MediaBin, but MediaBin administrators and MediaBin task administrators can create additional tasks which meet specific needs. To view the MediaBin catalog of tasks (that is, the “task catalog”), click the Tasks folder in the MediaBin Windows Client; the tasks are listed in the content area, as displayed in Figure 70. Figure 70 Tasks folder contents in the MediaBin Windows Client The standard MediaBin tasks include the following: 􀂄 (Get Original). Get the original of an externally (or internally) indexed file. 􀂄 (Insert Unmodified). Insert the asset unmodified. 􀂄 (None). Do nothing to change the asset. 􀂄 Insert as Non-Image. Force an asset to be added to the repository as a generic asset. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 110 􀂄 JPEG – 100x100 pixels. For Web use (72 dpi). Non-image data removed. 􀂄 JPEG – 100x100 pixels – pad to box. For Web use (72 dpi). Padded with white pixels to fit box. 􀂄 JPEG – 100x100 pixels – pad to box – add black border. For Web use (72 dpi). Padded with white pixels to fit box + 5 pixel black border. 􀂄 JPEG – 100x100 pixels – run-time rotate – pad to box – add black border. For Web use (72 dpi). Padded with white pixels to fit box + 5 pixel black border. User enters parameters to specify the degree of rotation. 􀂄 JPEG – 300x300 pixels. For Web use (72 dpi). Image will fit box while maintaining original image dimensions. 􀂄 JPEG – 640x640 pixels (fit to box). For Web use (72 dpi). Image will fit box while maintaining original image dimensions. 􀂄 JPEG – Grayscale 100x100 pixels. For PDA/wireless applications (72 dpi). 􀂄 JPEG – original dimensions. Output in JPEG format. 􀂄 Output MS Office Document. Retrieve MS Office document in original form. 􀂄 Output Multimedia File. Retrieve multimedia file in original form. 􀂄 Output PDF Document. Retrieve PDF document in original form. 􀂄 Photoshop EPS – CMYK for 10x10 in. print. 150 dpi, fit to box, constrain proportions, include internal preview. 􀂄 PNG – 640x640 pixels – pad to box. For Web use. Superior indexed color format for non-photo graphics. 􀂄 Raster vector EPS to TIF for print. Generate exact pixels from vector graphic for printing. 􀂄 TIFF – 10x10 in. 300 dpi for print. High resolution image for 300 dpi printer. MediaBin administrators and MediaBin task administrators can access any defined task. All other MediaBin users have two levels of access, either “Read” or “No Access.” 􀂄 Read. Specified users can use the task for an image operation. MediaBin administrators and MediaBin task administrators have access to all tasks, regardless of specific security settings. 􀂄 No Access. The task is not available to specified users. The default permissions setting for all the standard and custom MediaBin tasks is “Everyone-Read—all users have Read permissions.” MediaBin Asset Server Administrator’s Guide 111 Chapter 4: Managing the MediaBin Assets About the Task Workspace in the Windows Client You build or edit tasks using the task workspace in the MediaBin Windows Client. To display the workspace, click the Tasks folder and double-click an existing task or click the Add Task button on the toolbar. Figure 71 Task Workspace The task workspace includes a preview image area at the top and a Task Builder section in the lower half. About the Preview Image Area Using the preview image area, you can test the effects of a task and its primitives when they are applied to an asset. Included in this area are: 􀂄 Zoom adjustment controls which allow you to increase the preview image display from 1 to 64,000 percent of the image’s original width and height. 􀂉 In the Zoom box, type or select the desired zoom percent. 􀂉 To reset the zoom to 100% of the image’s original size, click the reset zoom button. 􀂄 A preview image toolbar which allows you to select an image, refresh the display, and undo the last refresh. Figure 72 Preview image toolbar in the task workspace Preview image area Primitives toolbar Task Builder section Tabs for the selected primitive Preview image zoom controls Preview image toolbar Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 112 The preview image toolbar includes the following buttons: Specify Context Image. Browse the repository or your file system for an asset. Refresh Preview Image. Preview the effects of the task primitives when applied to the selected asset. Undo Last Refresh. Undo the last preview applied to the selected asset. About the Task Builder Section The Task Builder section includes a toolbar for adding primitives to the task; added primitives are displayed in the list box beneath the toolbar. Tabs displayed in the right-hand area of the Task Builder section change based on the primitive selected in the list box. The primitives toolbar is located in the lower half of the task workspace and includes six buttons. Use these buttons to work with the decoder, transformer, and encoder primitives. Figure 73 Primitives toolbar in the task workspace The primitives toolbar includes the following buttons: Add a decoder primitive to the task. Add a transformer primitive to the task. Add an encoder primitive to the task. Move the selected primitive up in the list. Move the selected primitive down in the list. Delete the selected primitive. The Move buttons are not available for decoders and encoders. Tasks can only include one decoder and one encoder primitive. If included, the decoder is always at the top of the list, and the encoder is always last in the list. Tasks which include both a decoder and an encoder primitive are not available as insertion or retrieval tasks. They can only be run within the task workspace (see the MediaBin Task Administrator’s Guide for details) or via the Hot Folder Editor (see Chapter 5, “Using the Hot Folder Editor”). MediaBin Asset Server Administrator’s Guide 113 Chapter 4: Managing the MediaBin Assets Run a Task (Windows Client and Web Client) Tasks are applied to assets when they are added to or retrieved from the MediaBin repository; tasks can also be applied to assets from within the Task Workspace. Tasks that are run when assets are added to the MediaBin repository are called insertion tasks. Tasks that are run when assets are retrieved from MediaBin are called retrieval tasks. 􀂄 For instructions on applying a task to an asset you are retrieving from the repository, see the MediaBin Windows Client User’s Guide or the MediaBin Web Client User’s Guide. 􀂄 For instructions on applying a task to an asset you are inserting in the repository, see see the MediaBin Windows Client User’s Guide or the MediaBin Web Client User’s Guide. 􀂄 For instructions on applying a task to an asset outside the MediaBin repository, see the MediaBin Task Administrator’s Guide. This guide also explains how to create and immediately run a task without saving it to the MediaBin task catalog. Using the (Get Original) and (None) Tasks (Windows Client and Web Client) When an image asset is inserted into the repository, MediaBin automatically adds a tracking tag to the file which allows the image to be traced back to MediaBin. 􀂄 If you use the (None) task to retrieve an image asset, you will get a file with exactly the same image data as the original, however it will also include any metadata edits and a tracking tag. In addition, the image format may have been “normalized” such that the file is usable in applications that were unable to read the original file. 􀂄 If you use the (Get Original) task to retrieve an image asset, you will retrieve the file that was originally inserted. This file will not reflect any metadata edits and will not contain a MediaBin tracking tag. For all asset types other than image assets, there is essentially no difference between the None and Get Original tasks. Using either task will result in the retrieval of the exact same file that was originally inserted into the repository. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 114 Working with Metadata Metadata is simply “data about data.” It is the basic information that describes the attributes of an asset or folder, for example, its Author and repository Insertion Time. Locating assets and folders based on relevant metadata speeds up the cataloging, searching, and retrieval process. To search for assets and folders based on metadata, users specify the metadata values associated with the assets and folders they are looking for; all matches meeting their specifications are then returned. Without thorough metadata, assets cannot be searched upon effectively. Therefore, it is imperative that your organization set up guidelines for entering metadata consistently. This will significantly increase the likelihood that end users will be able to find what they need, when they need it. MediaBin includes a standard set of read-only and editable metadata definitions; the read-only definitions are intrinsic to an asset or folder and cannot be changed. MediaBin administrators can create additional definitions. MediaBin administrators can also restrict MediaBin users and groups to one of three levels of access for any metadata definition—either “No Access,” “Read,” or “Change.” The default permissions for new metadata definitions is: Everyone – Change (all users have Change permission). For more information about metadata definition and metadata group permissions, see “About Metadata Security and Permissions” on page 85. This section, “Working with Metadata,”describes administrative tasks associated with managing metadata. For information about general metadata tasks, see the MediaBin Windows Client User’s Guide and the MediaBin Web Client User’s Guide. Carrying Out General Metadata Tasks on the Windows Client For information about the general tasks carried out while working with metadata on the Windows client, see the MediaBin Windows Client User’s Guide. Topics include: 􀂄 Edit Metadata for a Single Asset or Folder 􀂄 Edit Metadata for a Group of Assets or Folders 􀂄 Copy Metadata between Assets or Folders 􀂄 Export Asset Metadata 􀂄 Import Asset Metadata 􀂄 Export Folder Metadata 􀂄 Import Folder Metadata MediaBin Asset Server Administrator’s Guide 115 Chapter 4: Managing the MediaBin Assets Carrying Out General Metadata Tasks on the Web Client For information about the general tasks carried out while working with metadata on the Web client, see the MediaBin Web Client User’s Guide. Topics include: 􀂄 Edit Metadata for a Single Asset 􀂄 Edit Metadata for a Group of Assets 􀂄 Edit Metadata for a Single Folder 􀂄 Edit Metadata for a Group of Folders 􀂄 Copy Metadata between Assets 􀂄 Copy Metadata between Folders 􀂄 Export Asset Metadata 􀂄 Import Asset Metadata 􀂄 Export Folder Metadata 􀂄 Import Folder Metadata Working with Metadata Definitions View a Metadata Definition (Windows Client) 1. Select the Metadata Manager folder. 2. Double-click the metadata definition to display its View Metadata or Edit Metadata window. The View Metadata window is displayed if the definition is read-only. Add a Metadata Definition (Windows Client) 1. Select the Metadata Manager folder. 2. Click the Add Metadata toolbar button. The Add Metadata dialog box appears. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 116 Figure 74 Add Metadata dialog box 3. Insert the Name and Description. Each field can contain up to 255 characters. Metadata names must be unique. 4. Select a Data Type from the dropdown list. 5. Insert values associated with the Data Type, then click OK. Delete a User-Defined Metadata Definition (Windows Client) Only user-defined metadata definitions can be deleted. Deleting a metadata item will delete it and all its values from all assets in the MediaBin repository. You cannot delete system-defined metadata because they contain information essential to MediaBin. If you decide that some fields are not applicable to the way in which you are using MediaBin, you can use MediaBin security to hide metadata fields from the view of some or all users. For example, use the security setting “Everyone – No Access” to hide the metadata field from user view. You should do this with each field that is to be hidden. 1. In Metadata Manager, select the metadata definition. 2. On the File menu, click Delete. 3. At the prompt to confirm the deletion, click Yes. Export a Metadata Definition (Windows Client) You can export user-defined metadata definitions as an XML file. This file can then be imported to another MediaBin system running the same MediaBin version. Note that you cannot export the default MediaBin metadata definitions. 1. In Metadata Manager, select a user-defined metadata definition. (You cannot export the default MediaBin metadata definitions.) 2. On the File menu, click Export. The Export Metadata(s) dialog box appears. MediaBin Asset Server Administrator’s Guide 117 Chapter 4: Managing the MediaBin Assets Figure 75 Export Metadata(s) dialog box 3. Select a location for the exported XML file. 4. Click Export. Import a Metadata Definition (Windows Client) 1. Select the Metadata Manager folder. 2. On the File menu, click Import. The Import Metadata window appears. Figure 76 Import Metadata dialog box 3. Locate and select the MediaBin metadata .XML file. 4. Click Import. View a Metadata Definition (Web Client) 1. Click the Metadata Manager folder. 2. In the right pane, click the metadata definition to display its Edit Metadata Definition window. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 118 Add a Metadata Definition (Web Client) To add a metadata definition to the list of metadata in MediaBin: 1. Click the Metadata Manager folder. 2. On the Action menu, point to Add, then click New Metadata. The Add Metadata Definition dialog box appears: Figure 77 Add Metadata Definition dialog box 3. Enter the Name and Description. Each field can contain up to 255 characters. Metadata names must be unique. 4. Select a Data Type from the dropdown list. 5. Insert values associated with the Data Type, then click Save. Delete a User-Defined Metadata Definition (Web Client) Only user-defined metadata definitions can be deleted. Deleting a metadata item will delete it and all its values from all assets in the MediaBin repository. You cannot delete system-defined metadata because they contain information essential to MediaBin. If you decide that some fields are not applicable to the way in which you are using MediaBin, you can use MediaBin security to hide metadata fields from the view of some or all users. For example, use the security setting “Everyone – No Access” to hide the metadata field from user view. You should do this with each field that is to be hidden. 1. Click the Metadata Manager folder. 2. In the right pane, select the check box of the metadata definition you wish to delete. 3. On the Action menu, click Delete. 4. At the prompt to confirm the deletion, click Yes. MediaBin Asset Server Administrator’s Guide 119 Chapter 4: Managing the MediaBin Assets Export a Metadata Definition (Web Client) You can export user-defined metadata definitions as an XML file. This file can then be imported to another MediaBin system running the same MediaBin version. Note that you cannot export the default MediaBin metadata definitions. 1. Click the Metadata Manager folder. 2. In the right pane, select the check box of the metadata definition you wish to export. 3. On the Import/Export menu, click Export. The Export Metadata Definition window appears. Figure 78 Export Metadata Definition window 4. Choose to export the definition as a compressed or uncompressed file. 5. Click Submit. The export is completed and you are presented with a link to the .XML file. Save the target to the appropriate location. Import a Metadata Definition (Web Client) 1. Select the Metadata Manager folder. 2. On the Import/Export menu, click Import Metadata. The Import Metadata Definition window appears. Figure 79 Import Metadata Definition window 3. Locate and select the MediaBin metadata .XML file or the compressed file in which it is contained. 4. Click Submit. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 120 Working with Metadata Groups Metadata groups are ordered lists of editable metadata definitions that are set up by a MediaBin administrator. They are used to filter the asset metadata that is displayed in both the Windows and Web clients and are not specifically associated to assets. Metadata groups can be exported via XML and reimported to another MediaBin server. There are two levels of access for metadata groups—either “No Access” or “Read.” 􀂄 No Access. Restricts specified users from viewing the metadata group. 􀂄 Read. Allows specified users to see the metadata group. The default permission for new metadata groups is Everyone-Read (all users have Read permission). For more information about security and permissions for metadata groups, see “About Metadata Security and Permissions” on page 85. You can filter the metadata group display in the main client window, and the Info tab of both the asset and folder Properties window. Note that if you edit a metadata value in the Info tab, change the visible metadata group, and then click Apply, the edited metadata will not be displayed if it is not a member of the selected metadata group. MediaBin saves your metadata group selection for assets, folders and the search window. When you log back in, the system automatically displays the view settings as you left it when you last logged out. If the selected metadata group no longer exists, MediaBin will replace it with the option. Create a Metadata Group (Windows Client) MediaBin administrators can use either the MediaBin Windows Client or the MediaBin Web Client to create new metadata groups. Each metadata group name must be unique. 1. Click the Metadata Manager folder. 2. Right-click the Groups subfolder to display its shortcut menu then click Add. The Add Group dialog box appears. MediaBin Asset Server Administrator’s Guide 121 Chapter 4: Managing the MediaBin Assets Figure 80 Add Group dialog box 3. Enter a Name and Description for the Metadata Group. 4. Click the Add button to display the Add Metadata Definitions to Group dialog box. 5. Choose the metadata definitions for this group then click OK to return to the Add Group dialog box. Initially, the metadata you add is displayed in the same order in which they appear in the Metadata Manager. Use the Up and Down buttons to re-organize the display. 6. Click OK again to return to the Windows client main window. Edit a Metadata Group (Windows Client) 1. Open the Metadata Manager folder and click the Groups folder. Then double-click the metadata group you wish to edit. The Edit Group dialog box appears. 2. Make your changes, then click OK. Delete a Metadata Group (Windows Client) 1. Open the Metadata Manager folder and click the Groups folder. Right-click the metadata group you wish to delete and choose Delete on the shortcut menu. 2. At the confirmation prompt, click Yes. Export a Metadata Group (Windows Client) Metadata groups can be exported via XML and reimported to another MediaBin server. If the saved metadata fields do not exist on the target MediaBin, those fields are discarded. 1. Open the Metadata Manager folder and click the Groups subfolder. Right-click the metadata group you wish to export then click Export on its shortcut menu. The Export Group(s) dialog box appears. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 122 Figure 81 Export Group(s) dialog box 2. Enter a name for the .XML file, then click Export. Import a Metadata Group (Windows Client) Metadata groups can be exported via XML and reimported to another MediaBin server. If the saved metadata fields do not exist on the target MediaBin, those fields are discarded. 1. Open the Metadata Manager folder and right-click the Groups subfolder. Then click Import on its shortcut menu. The Import Group dialog box appears. 2. Locate the metadata group .XML file, then click Import. Create a Metadata Group (Web Client) MediaBin administrators can create new metadata groups. Each metadata group name must be unique. 1. Select the Metadata Manager folder. 2. On the Action menu, point to Add, then click New Group. The Add Metadata Group window appears. Figure 82 Add Metadata Group window MediaBin Asset Server Administrator’s Guide 123 Chapter 4: Managing the MediaBin Assets 3. Enter a Name and Description for the Metadata Group. 4. Click the Add button to display the Add Metadata Definitions to Group dialog box. 5. Choose the metadata definitions for this group then click OK to return to the Add Group dialog box. Initially, the metadata you add is displayed in the same order in which they appear in the Metadata Manager. Use the Move Up and Move Down buttons to re-organize the display. 6. Click Submit to return to the Web client main window. Edit a Metadata Group (Web Client) 1. In the Folders pane, expand the Metadata Manager folder to display all defined metadata groups. 2. Click the group you wish to edit. 3. In the right pane, click the Properties link. The Edit Group dialog box appears. 4. Make your changes, then click Submit. Delete a Metadata Group (Web Client) 1. Click the Metadata Manager folder. 2. In the right-pane, select the check boxes of the metadata group(s) you wish to delete. 3. On the Action menu, click Delete. 4. At the confirmation prompt, click Yes. Export a Metadata Group (Web Client) Metadata groups can be exported via XML and reimported to another MediaBin server. If the saved metadata fields do not exist on the target MediaBin, those fields are discarded. 1. Select the Metadata Manager folder. 2. In the right pane, select the check boxes of the metadata group(s) you wish to export. 3. On the Import/Export menu, click Export. The Export Group dialog box appears. 4. Enter a name for the .XML file. 5. Choose to export the definition as a compressed or uncompressed file. 6. Click Submit. The export is completed and you are presented with a link to the .XML file. Save the target to the appropriate location. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 124 Import a Metadata Group (Web Client) Metadata groups can be exported via XML and reimported to another MediaBin server. If the saved metadata fields do not exist on the target MediaBin, those fields are discarded. 1. Select the Metadata Manager folder. 2. On the Import/Export menu, click Import Group. The Import Group window appears: Figure 83 Import Group window 3. Locate and select the MediaBin metadata group.xml file or the compressed file in which it is contained. If you choose a compressed file, select the Expand archive to Group Manager check box. 4. Click Submit. Metadata Data Types The following table contains all metadata data types and the values associated with each. When defining data types you must know how the metadata field will be populated. For example, will users capture or enter text or numbers? Are multiple entries needed? Perhaps pre-defined picklists? Knowing the answers to these questions will help you determine what type of metadata field to choose. Table 5 Metadata data types Data types Values Array of Floating Point (Decimal) Minimum Decimal Places = 1 Maximum Decimal Places = 30 Array of Integers Array of Text Minimum Text Length = 1 Maximum Text Length = 3998 Boolean Boolean entities have just two values such as checked (yes) and unchecked (no) Date/Time Floating Point (Decimal) Maximum Decimal Places = 30 Default Value = 0 Integer Default Value = 0 MediaBin Asset Server Administrator’s Guide 125 Chapter 4: Managing the MediaBin Assets XMP Mapping in MediaBin Adobe’s Extensible Metadata Platform (XMP) allows users to embed arbitrary metadata into standard format files such as Adobe Photoshop (PSD), JPEG, Tiff, and Photoshop EPS. MediaBin supports the mapping of arbitrary XMP fields to MediaBin metadata fields and vice versa (the mapping of MediaBin custom metadata fields to external XMP data) via an XMP mapping file, XMPMapping.xml. This file is automatically placed in the \\MediaBin Server\Config Files directory during the MediaBin Asset Server installation process. This section describes XMPMapping.xml and includes sample steps for editing and testing it. The steps assume that the reader is familiar with the XMP specifications (see http://www.adobe.com/products/xmp/ for more information). Metadata fields in MediaBin are referenced by a name and a GUID; XMP fields are referenced by their namespace and XPath. If the namespace is one not known to MediaBin a prefix must also be specified. This is the information you provide in XMPMapping.xml: 􀂄 Name. The name of the pre-defined or custom MediaBin metadata definition. It can contain whitespace. 􀂄 MetdataId. The GUID of the MediaBin metadata definition. A given MediaBin MetadataId can only be mapped to one XMP metadata field. Similarly, an XMP String List A string list is an array of choice values. The choices are available when performing a full-text search. Note – A string list is preferred over a value list because its elements are full-text searchable. Options include: • Selected value(s) will be the default value(s) • Allow user to select multiple values Text Text is a list of characters, typically a list of words separated by spaces. Value List A value list is a piece of metadata which can only take on certain defined values. Use the editor to enter the choices you want to present to users. A value list’s choices are not available when performing a full-text search. Options include: • Selected value(s) will be the default value(s) • Allow user to select multiple values (for example, department names) Note – A string list is generally preferable to a value list because its elements are full-text searchable. Table 5 Metadata data types (Continued) Data types Values Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 126 field (as specified by a namespace and XPath) can only be associated with one MediaBin MetadataId. 􀂄 Namespace. The unique identifier of a collection of element type and attribute names. MediaBin provides a default namespace (http://ns.interwoven.com/mediabin/1.0/); however, you can specify a different one. 􀂄 Prefix. Associates the element type and attribute names with the namespace name. If you use a namespace other than the MediaBin default or one of the default namespaces used by Photoshop (for example, Photoshop, Dublin Core, or Tiff) you must supply the appropriate prefix for it. 􀂄 XPath. The name of the external metadata definition; this is the definition name displayed by the asset after you retrieve it from MediaBin OR the definition name of the asset before you insert it into MediaBin. The XPath cannot contain whitespace. The MediaBin Name and the XMP XPath values do not have to match, but it minimizes confusion if they do. However, when setting these values, remember that metadata definition names in MediaBin can contain whitespace whereas the XPath must not. The Namespace, Prefix and XPath all describe a particular XMP resource. For example, the following XMP resource: Has Namespace “ns.adobe.com/photoshop/1.0/”, Prefix “photoshop” and XPath “CaptionWriter”. Arrays are a bit more complicated (they are expressed in XMP as “bags”). For example, the following XMP resource: 1.0000001.100000 has Namespace “http://ns.interwoven.com/mediabin/1.0/”, Prefix “mbn” and XPath “arrayfp/*'”. Mappings of arrays are flagged in the XMPMapping.xml file by the tag . A field can also be declared read-only by adding . This flag affects the behavior when fields are mapped back into XMP. Read-only fields are read into MediaBin metadata, but edits in these fields are not merged back into the XMP on output. This setting is independent of whether the given field is marked as read-only in MediaBin. MediaBin Asset Server Administrator’s Guide 127 Chapter 4: Managing the MediaBin Assets In the following sections, we will edit XMPMapping.xml so that a MediaBin asset with the “TEXT” custom metadata definition assigned to it will retain that definition and its associated value when retrieved from MediaBin. (Remember, if we do not edit XMPMapping.xml, only default metadata definitions will be included with the retrieved asset.) We will then test the results of our edits by retrieving the asset, re-inserting it into MediaBin, and then verifying that the custom metadata was retained. Edit XMPMapping.xml 1. In MediaBin Metadata Manager, create a custom metadata text field named “TEXT”. 2. Identify the GUID of the “Text” custom metadata definition. First, assign it to a MediaBin folder and then export the folder’s metadata to an XML file (right-click the folder and then click Export Metadata); the GUID is included in the file. In the following example, the metadata definition “TEXT” is assigned the GUID “{E94A2180-582A-11D4-8104-0050DA27F4FC}”: {E94A2180-582A-11D4-8104-0050DA27F4FC} TEXT 3. Go to \\MediaBin Server\Config Files and open XMPMapping.xml in a text editor. 4. Enter the following values: 􀂉 Name = TEXT 􀂉 MetadataId = identified in Step 2. 􀂉 XPath = TEXT The file will appear similar to the following: TEXT {DDBD286F-1302-4375-8929-8DBF1F333272} http://ns.interwoven.com/mediabin/1.0/ mbn TEXT Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 128 5. Save and close XMPMapping.xml. 6. Re-start the MediaBin Server service so that MediaBin recognizes the changes to XMPMapping.xml. Test XMPMapping.xml 1. In MediaBin, assign the custom metadata definition “TEXT” to a JPEG asset and enter the value “1234” for it. 2. Retrieve the asset to your desktop. 3. Re-insert the asset into MediaBin. 4. In MediaBin, display the asset properties and verify that the custom metadata definition “TEXT” and its associated value “1234” were maintained. Note that you can also verify your edits by opening the retrieved asset in a graphics program that supports the display of XML metadata, for example, Adobe Photoshop CS. The preceding steps explained how to take a custom metadata definition in MediaBin and maintain it for retrieved assets. However, keep in mind that this process works both ways. For example, if you have assets outside of MediaBin that have been assigned a custom metadata definition of “NEWTEXT” and you want that metadata retained by the assets after you insert them into MediaBin, all you have to do is create a custom metadata definition of the same name in MediaBin, identify its GUID, and then edit XMPMapping.xml as explained earlier. After you re-start the MediaBin Server service, all assets with the “NEWTEXT” metadata definition will retain that definition when inserted into MediaBin. Working with the MediaBin Code Page The MediaBin server uses the code page selection to translate metadata from the original asset to Unicode. It is required only if metadata was not encoded in the original asset as Unicode. The default code page setting is retained in a registry setting and is used for all asset insertions and check-ins. Set the Default Code Page (Windows Client) The default code page selection is retained in a registry setting. It is used for all asset insertions and check-ins. The list of available code pages is determined by an XML file located in the \\MediaBin Client directory. See “Modify the List of Available Code Pages (Web Client)” on page 130 for more information about this file. To set the default code page: 1. Display the File menu and select Set Codepage. The following appears: MediaBin Asset Server Administrator’s Guide 129 Chapter 4: Managing the MediaBin Assets Figure 84 Set Codepage dialog box 2. Make a code page selection, then click OK. Override the Default Code Page (Windows Client) When you add or check-in assets, you presented with the option to override the default code page. The new code page is only used for the duration of the operation being performed. Modify the List of Available Code Pages (Windows Client) The list of code pages available to the MediaBin server is defined in an XML file located in located in the \\MediaBin Client directory. To modify the XML file: 1. Go to the \\MediaBin Client directory and open codepages.xml in a text editor that can handle Unicode. 2. Modify the existing content. Or, to add another code page to the list of code pages presented by the MediaBin client UI, add an entry similar to the following: 23 Instead of “23” use the actual code page identifier. The label can be anything you want and can use non-Western characters. Set the Default Code Page (Web Client) The default code page selection is retained in a registry setting. It is used for all asset insertions and check-ins. The list of available code pages is determined by an XML file located in the \\MediaBin Web Client\Saved directory. See “Modify the List of Available Code Pages (Web Client)” on page 130 for more information about this file. Override the Default Code Page (Web Client) When you add or check-in assets, you are presented with the option to override the default code page. The new code page is only used for the duration of the operation being performed. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 130 Modify the List of Available Code Pages (Web Client) The list of code pages available to the MediaBin server is defined in an XML file located in the \\MediaBin Web Client\Saved directory. To modify the XML file: 1. Go to the \\MediaBin Web Client\Saved directory and open codepages.xml in a text editor that can handle Unicode. 2. Modify the existing content. Or, to add another code page to the list of code pages presented by the MediaBin client UI, add an entry similar to the following: 23 Instead of “23” use the actual code page identifier. The label can be anything you want and can use non-Western characters. Working with Associations Associations allow you to indicate relationships between MediaBin assets. For a selected asset, you add an association category, and then add related assets to that category. Users browsing MediaBin can view an asset’s associations by opening its Properties window and displaying the Associations tab. In addition, when they retrieve an asset which includes associations, users are presented with the option to include associated assets in the retrieval. The associations you set up for a selected asset are “parent-child.” In other words, just because Asset A is associated with Assets X and Y, it doesn’t mean that Assets X and Y are also related. Rather, they are a one-to-many link from a single asset to others in the MediaBin repository. Using associations, you group “blocks” of links into “named categories” of associations. MediaBin Asset Server Administrator’s Guide 131 Chapter 4: Managing the MediaBin Assets Figure 85 Working with associations Using multiple association categories, you can associate varying groups of related assets to a selected asset. For example, let’s say you have an image asset of a pair of shoes in a store front display. To that asset, you might add a “Shoe” association category, a “Product Display” category, and a “Store” category—and then add the appropriate related assets to each of those association categories. You can add a related asset to multiple association categories for a selected asset, but it must be unique in each category (that is, you cannot add multiple instances of a single asset to an association category). For example, in Figure 85, Asset Y is a member of Association Category 1 and Association Category 2, but it can only appear once in each category. Users can also view all the assets (for example, the “parent assets”) which include the current asset in one or more association categories (for example, the “parent association categories). For example, in Figure 86, Asset A is a Parent Asset of Asset X (and of Assets Y, Z, and E). And Association Category 2 is a Parent Association Category to Asset Y (and to Assets Z and E). Selected Asset A Asset X Asset Y Asset Y Asset Z Asset E Association Category 1 Association Category 2 The associations you set up for a selected asset are “uni-directional.” They are a one-to-many link from a single asset to others in the MediaBin repository. An asset can have multiple association categories assigned to it. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 132 Figure 86 Parent assets and parent association categories A MediaBin administrator creates the association categories and sets the permissions which determine who can add to and/or view them. The permissions settings are the same as those for metadata definitions: No Access, Read, and Change: 􀂄 No Access. Restricts specified users from viewing the association category. They will not know that an asset has any given associations within that category. 􀂄 Read. Allows the specified users to see the association category. They can view as asset’s associations within that category. 􀂄 Change. Allows specified users to add and modify associations within that category for a given asset. The default permissions for new association categories is “Change.” For more information about association permissions, see “About Association Security and Permissions” on page 90. This section, “Working with Associations,”describes administrative tasks associated with managing associations. For information about carrying out general association tasks, see the MediaBin Windows Client User’s Guide and the MediaBin Web Client User’s Guide. Selected Asset A Asset X Asset Y Asset Y Asset Z Asset E Association Category 1 Association Category 2 Asset A is a “parent asset” of Asset X (and of Assets Y, Z, and E) Association Category 2 is a Parent Association Category to Asset Y (and to Assets Z and E) The assets which include an asset in one or more association categories are called “parent assets.” The association categories are “parent association categories” to the included assets. MediaBin Asset Server Administrator’s Guide 133 Chapter 4: Managing the MediaBin Assets Carrying Out General Association Tasks on the Windows Client For information about the general association tasks carried out on the Windows client, see the MediaBin Windows Client User’s Guide. Topics include: 􀂄 About Associations 􀂄 Add an Association Category to a Single Asset 􀂄 Remove an Association Category from a Single Asset 􀂄 Add Associated Assets to a Single Asset 􀂄 Add Association Categories or Associated Assets to Multiple Assets or a Folder of Assets 􀂄 Remove Associated Assets from a Single Asset 􀂄 Remove Association Categories or Associated Assets from Multiple Assets or a Folder of Assets 􀂄 View an Asset’s Associations 􀂄 View an Asset’s Parent Assets 􀂄 Retrieve Associated Assets 􀂄 View the Properties of Associated Assets Carrying Out General Association Category Tasks on the Web Client For information about the general association tasks carried out on the Web client, see the MediaBin Web Client User’s Guide. Topics include: 􀂄 Add an Association Category to a Single Asset 􀂄 Remove an Association Category from a Single Asset 􀂄 Add Associated Assets to a Single Asset 􀂄 Add Association Categories or Associated Assets to Multiple Assets or a Folder of Assets 􀂄 Remove Associated Assets from a Single Asset 􀂄 Remove Association Categories or Associated Assets from Multiple Assets or a Folder of Assets 􀂄 View an Asset’s Associations 􀂄 View an Asset’s Parent Assets 􀂄 Download Associated Assets 􀂄 View the Properties of Associated Assets Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 134 Define an Association Category (Windows Client) To add an association category to MediaBin: 1. Select the Association Manager in the folder tree. 2. In the toolbar, click the Add Association Category button. The Add Association dialog box appears. Figure 87 Add Association dialog box 3. Enter a Name and Description. The Name must be unique. 4. Click OK. Edit an Association Category (Windows Client) To view and edit an association category to MediaBin: 1. Select the Association Manager in the folder tree. 2. Double-click the association category to display its Edit Association Category dialog box. Figure 88 Edit Association Category dialog box 3. Edit the Name and Description as necessary. 4. Click OK. Export Association Categories (Windows Client) You can export association categories as an XML file. You can then import this file to another MediaBin system running the same MediaBin version. 1. In Association Manager, select the association category(s) to export. MediaBin Asset Server Administrator’s Guide 135 Chapter 4: Managing the MediaBin Assets 2. On the File menu, click Export. The Export Association Category(s) window appears. 3. Select a location for the exported XML file. 4. Click Export. Import Association Categories (Windows Client) You can export association categories as an XML file. You can then import this file to another MediaBin system running the same MediaBin version. 1. Select Association Manager on the folder tree. 2. On the File menu, click Import. The Import Association Category window appears. Figure 89 Import Association Category dialog box 3. Locate and select the MediaBin association category .XML file. 4. Click Import. View an Association Category (Windows Client) 1. Select the Association Manager icon on the folder tree. 2. Double-click the association category to display its Edit Association window. Delete an Association Category (Windows Client) 1. Select the Association Manager icon on the folder tree. 2. Select the association category. 3. On the File menu, click Delete. 4. At the prompt to confirm the deletion, click Yes. Deleting an association category will remove that category and its associated assets from all assets. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 136 Define an Association Category (Web Client) To add an association category to MediaBin: 1. Click the Association Manager folder. 2. On the Action menu, click New Association Category. The Association Category window appears. Figure 90 Association Category window 3. Enter an Association Category Name and Description. The Name must be unique. 4. Click Submit. Edit an Association Category (Web Client) To view and edit an association category to MediaBin: 1. Click the Association Manager folder. 2. In the right pane, click the association category you wish to edit. Its Association Category window appears. Figure 91 Association Category window 3. Edit the Name and Description as necessary. 4. Click Submit. Export Association Categories (Web Client) You can export association categories as an XML file. You can then import this file to another MediaBin system running the same MediaBin version. 1. Click the Association Manager folder. MediaBin Asset Server Administrator’s Guide 137 Chapter 4: Managing the MediaBin Assets 2. In the right pane, select the check boxes of the association categories to export. Figure 92 Select the association categories to export 3. On the Import/Export menu, click Export. The Export Association Category window appears: Figure 93 Export Association Category window 4. Choose to export the category as a compressed or uncompressed file. 5. Click Submit. The export is completed and you are presented with a link to the .XML file. Save the target to the appropriate location. Import Association Categories (Web Client) You can export association categories as an XML file. You can then import this file to another MediaBin system running the same MediaBin version. 1. Click the Association Manager folder. 2. On the Import/Export menu, click Import. The Import Association Category window appears. Figure 94 Import Association Category window Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 138 3. Locate and select the MediaBin association category.xml file or the compressed file in which it is contained. If you choose a compressed file, select the Expand archive to Association Category Manager check box. 4. Click Submit. View an Association Category (Web Client) 1. Click the Association Manager folder. 2. In the right pane, click the appropriate association category to display its Association Category window. Delete an Association Category (Web Client) 1. Click the Association Manager folder. 2. In the right pane, select the association category to delete. 3. On the Action menu, click Delete. 4. At the prompt to confirm the deletion, click Yes. Deleting an association category will remove that category and its associated assets from all assets. Working with Jobs One of the key components of MediaBin is its image-processing engine; the basic unit of work performed on this engine is the “job.” A job is created and submitted to MediaBin as the result of two types of user initiated actions – the insertion of an asset into the MediaBin repository or the retrieval of an asset from the MediaBin repository. The complexity of a job can vary widely and will depend on the task that was used to create it. Jobs submitted to the MediaBin image-processing engine make up the overall “processing” load of the system. MediaBin has a single job queue into which all user requests are placed. This queue can generally be viewed as functioning as a First-In-First-Out (FIFO), although job priority settings will impact the actual order in which jobs are processed. The server looks to the job queue to retrieve the next job to be processed. In addition, the server has an individual Maximum Concurrent Jobs Setting, which controls how many jobs will be run simultaneously. By manipulating these settings, a System Administrator can fine-tune the system performance, armed with his or her intimate knowledge of available critical resources such as the number of processors and the amount of physical memory in server box. MediaBin Asset Server Administrator’s Guide 139 Chapter 4: Managing the MediaBin Assets Jobs may be in any of the following states: Running, Paused, Resume, Queued, Cancelled, Completed, and Failed, and can be assigned a priority of Low, Normal, or High. This section, “Working with Jobs,”describes administrative tasks associated with managing jobs. For information about completing general job-related tasks, see the MediaBin Windows Client User’s Guide and the MediaBin Web Client User’s Guide. Table 6 Contents of the Jobs pane in the Windows client Column Definition States • Running – the MediaBin server is currently processing the job • Queued – the job is in a processing queue • Paused – the job has been be stopped temporarily • Cancelled – the job was terminated by the user • Completed – the job was successfully completed • Failed – the server attempted to process the job which generated an error resulting in the termination of the job Priorities • Low • Normal (default) • High Type Job Type: • Insertion • Retrieval • Short-Circuit • Update File File name Task Name of the task assigned to the job Start Date and time the MediaBin server began to process the job User Job owner’s name Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 140 Carrying out General Job Tasks on the Windows Client For information about the general tasks related to working with jobs on the Windows client, see the MediaBin Windows Client User’s Guide. Topics include: 􀂄 About Jobs 􀂄 View Active Jobs 􀂄 Pause, Resume, or Cancel a Job 􀂄 Set Job Priority 􀂄 Receive Notification When a Job Is Complete 􀂄 View Job History Carrying out General Job Tasks on the Web Client For information about the general tasks related to working with jobs on the Web client, see the MediaBin Web Client User’s Guide. Topics include: 􀂄 View Active Jobs 􀂄 Pause, Resume, or Cancel a Job 􀂄 Set Job Priority 􀂄 Set the Refresh Schedule 􀂄 View Job History Working with Tracking Information You can view tracking information about a derived asset, a MediaBin source asset, or a task. By default, each time an asset is retrieved from the MediaBin repository, a unique identifier (the “derivative image tag”) is placed inside the retrieved item. This tag allows assets that were retrieved from MediaBin to be queried by MediaBin clients for information relevant to their creation. When tracking source information, details returned include the: 􀂄 Name and location of the retrieved asset 􀂄 Source asset file name and location 􀂄 Retrieved asset version 􀂄 Task used to create the retrieved asset 􀂄 Date and time the asset was retrieved 􀂄 User name of the person who retrieved the asset 􀂄 MediaBin server name MediaBin Asset Server Administrator’s Guide 141 Chapter 4: Managing the MediaBin Assets In the Windows client, the Inspect command provides tracking information for a retrieved asset, this information includes the name of the original MediaBin source asset. In the Web client, the Derivative Tracking command performs this function. Task tracking provides information about the derivatives created using a specific task. On the Windows client, information provided includes: 􀂄 File. The directory to which the asset was saved. 􀂄 Item. The location of the source asset in the MediaBin repository. 􀂄 Asset Version. The revision number of the source asset. 􀂄 Date/Time. The date and time the derived asset was generated. 􀂄 Creator. The domain and user ID of the person who generated the asset. On the Web client, information provided includes: 􀂄 Filename, thumbnail, and revision number of the source asset 􀂄 Output location of the generated asset 􀂄 Login name of the person who generated the asset 􀂄 Date and time the asset was generated View a Derived Asset’s Tracking Information (Windows Client) 1. In the MediaBin Windows Client, click the Tracking Information folder. 2. On the File menu, click Inspect. The Inspect dialog box appears: Figure 95 Inspect dialog box 3. Locate and select the asset(s) you are tracking (you can select multiple assets). 4. Click Inspect. Tracking information is displayed in the right pane of the MediaBin Windows Client. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 142 􀂉 To open the task workspace for an inspected asset, double-click the tracking entry. The task workspace displays the output image and details about the task used to create the derivative. 􀂉 To delete a tracking entry, right-click the entry and select Delete from its shortcut menu. NOTE You can also display tracking information by dragging-and-dropping multiple assets from your desktop to the Tracking Information folder. View a Source Asset’s Tracking Information (Windows Client) 1. Double-click the MediaBin source asset to display its Properties window: 2. Click the Properties window Tracking button. The tracking information for the asset is displayed. View a Task’s Tracking Information (Windows Client) 1. Click the Tasks folder then select a task. 2. On the File menu, click Tracking. The tracking information for the task appears with the name of the selected task displayed in the title bar. MediaBin Asset Server Administrator’s Guide 143 Chapter 4: Managing the MediaBin Assets View a Derived Asset’s Tracking Information (Web Client) 1. With any folder selected (except the Metadata Manager or Association Manager folders), display the Tools menu, point to Tracking then click Derivative Tracking. The Derivative Tracking window appears. Figure 96 Derivative Tracking window 2. In the Add Folder or File To Listbox field, type the location of the folder or file on your local file system that you want to insert, then press Enter on your keyboard. The selection path is displayed in the Asset Location list box. To browse to the items, click the File or Folder button and make a selection, then click Open. The selection path is displayed in the Asset Location list box. You can add several assets at once by submitting an archive in Zip, StuffIt, or MacBinary format. MediaBin will maintain any folder structures contained in the archive file. You must create the archive file before starting the “add” process. The maximum length of an asset’s filename is the same as for Microsoft Windows—255 characters. 3. By default, the Include sub-folders option is enabled but can be cleared as necessary. 4. If applicable, select the check box to indicate you have entered an archive file containing multiple assets. 5. Click Submit. Tracking information for the downloaded asset is displayed in a separate window. In the Web client, the output path displays the path to the transfer folder not the final location where the file was actually output. Chapter 4: Managing the MediaBin Assets Interwoven, Inc. 144 View a Source Asset’s Tracking Information (Web Client) 1. Click an asset to display its Properties window. 2. Click the Tracking tab. Tracking information for the asset is displayed. View a Task’s Tracking Information (Web Client) 1. On the Tools menu, point to Tracking, then click Task Tracking. The Tracking by Task window appears. Figure 97 Tracking by Task window 2. Select a task from the Which task dropdown list box. The tracking information for the task appears. MediaBin Asset Server Administrator’s Guide 145 Chapter 5 Using the Hot Folder Editor The MediaBin Hot Folder Editor allows the processing of images that are located outside the MediaBin repository. When a file or group of files is added to a hot folder, MediaBin automatically runs associated tasks on those files. About Hot Folders MediaBin features automated asset processing using hot folders. A hot folder is a file system folder or MediaBin folder that is monitored by the MediaBin Publication service. When a file or group of files is added to a hot folder, MediaBin automatically runs an associated task on the files. Hot folders can also be used to automate the insertion of assets into MediaBin, thereby enabling network users to insert assets into the MediaBin repository from their desktops and without having to open any additional client software. For example, you could set up processing tasks for a hot folder and a destination folder on your file system. When an asset is added to the hot folder, it is processed, and sent to the destination folder. Or, all the asset files from remote users could be dropped into a hot folder which automatically adds them to the MediaBin repository. To use the Hot Folder Editor you must set up a Source folder and a Destination folder. You can then Add, Modify, and Delete the hot folders which process your assets. Any users with access to the Hot Folder Editor and the designated folders can create hot folders. However, the number of MediaBin hot folders you can create is limited to the number of max concurrent users for which you are licensed. NOTE Each hot folder runs within its own thread; by design, each thread has its own session. This avoids contention for a global resource and facilitates faster job processing and file transfers. Chapter 5: Using the Hot Folder Editor Interwoven, Inc. 146 Start the MediaBin Hot Folder Editor 1. Double-click the MediaBin Hot Folder Editor icon on your desktop. The Connect to MediaBin Server dialog box appears. Figure 98 Connect to MediaBin Server dialog box 2. Enter the appropriate login information: Name, Password, and Domain. 3. Select the MediaBin Server Connection. Use the Edit or Delete buttons to modify existing server connection definitions. Use the Add button to display the following dialog box and add a MediaBin server: Figure 99 Server Connection dialog box 􀂉 Enter a Name for this user-defined connection. 􀂉 Select the Type of connection. 􀂉 Enter the Server Name or IP Address of the computer on which the MediaBin server is installed. 􀂉 Leave the default Port number or enter a new one. Click OK to return to the Connect to MediaBin Server dialog box. MediaBin Asset Server Administrator’s Guide 147 Chapter 5: Using the Hot Folder Editor 4. The HotFolder Service Connection fields define where the publication service (the Hot Folders engine) is running. 􀂉 If the Hot Folder Editor is running on the same computer as the publication service, then you do not need to change the default settings. 􀂉 If the Hot Folder Editor and the publication service are running on different computers, then you must change the connection fields as appropriate. 5. Click Connect to connect to the selected MediaBin server. The Hot Folder Editor Main Window The main window of the Hot Folder Editor displays the list of all configured Hot Folders for the MediaBin server you are logged into. The grid portion consists of a list of tree controls, where the top level of the tree contains the name of the Source Hot Folder and each child of the tree specifies an individual destination for that Hot Folder. Figure 100 MediaBin Hot Folder Editor main window The items listed for a hot folder configuration are: 􀂄 Source. Where the items to be processed are located. 􀂄 Destination. Where items are placed after processing. 􀂄 Description. A user-defined description of the hot folder. 􀂄 Task. The MediaBin processing that is to happen to each item placed in the destination folder. 􀂄 State. The current status of the folder. The two states are “paused” and “running.” Chapter 5: Using the Hot Folder Editor Interwoven, Inc. 148 Actions You Can Perform from the Main Window 􀂄 Add. Create a new hot folder. 􀂄 Edit. Open an existing hot folder. 􀂄 Remove. Delete a hot folder source or destination. 􀂄 Pause. Halt the processing of a hot folder destination. 􀂄 Resume. Starts processing of a hot folder destination. 􀂄 Exit. Exit the MediaBin Hot Folder Editor. Preparing to Set Up Hot Folders Hot folders can be file system folders or MediaBin folders. All file system folders must have sharing enabled if they are to function correctly as hot folders. For information on how to enable sharing for your system folders, see your system documentation. Set Up the Source Hot Folder The source hot folder is the folder in which users place the files that are to be processed by MediaBin. Note that stopping two of the MediaBin services also affects the Hot Folder Editor processing as follows: 􀂄 If the MediaBin Server service is stopped, all Hot Folder processing also stops. This processing will resume after the service is re-started. 􀂄 If the MediaBin Publication service is stopped, then previously-submitted assets must be re-submitted to the Hot Folder Editor. If you submit a large number of files to the source hot folder and find that the Hot Folder Editor does not queue all items for processing, increase the buffer size specified in MBPublication.exe.config (located in the \MediaBin Publication Service directory). For example: MediaBin Asset Server Administrator’s Guide 149 Chapter 5: Using the Hot Folder Editor To define the source hot folder: 1. Click the Add button in the Hot Folder Editor main window. The Hot Folder Source Details dialog box appears. Figure 101 Hot Folder Source Details dialog box 2. Specify the Source hot folder. This can be either a MediaBin Folder or a File System Folder. 3. Click the Browse button to locate the folder. 􀂉 If the Source is a MediaBin Folder, a list of MediaBin folders is presented. 􀂉 If the Source is a File System Folder, the network folders are presented. 4. If applicable, select the Delete source files after processing check box. Items in the hot folder source are deleted from the folder after the last destination processing is completed. 5. After you specify the source information, the Add button in the Destination area of the window is enabled. You can then specify the hot folder destination information. Chapter 5: Using the Hot Folder Editor Interwoven, Inc. 150 Set Up the Destination Hot Folder After you specify the Source information as explained in the preceding section, the Add button in the Destination area of the Hot Folder Source Details window is enabled. This allows you to define the destination hot folder. Click the Add button in the Hot Folder Source Details window to open the Hot Folder Settings dialog box. Figure 102 Hot Folder Settings dialog box To define the destination hot folder: 1. Enter a Description for the destination hot folder. This description is displayed in the hot folder configurations listed in the Hot Folder Editor main window. 2. The Source section displays read-only information about the source path you selected in the preceding Hot Folder Source Details window. 3. Select the Destination, either a MediaBin Folder or a File System Folder. If you selected a MediaBin folder as the hot folder source, then the Destination folder must be a file system folder. The MediaBin Folder destination option will be unavailable. 4. Click the Browse button to locate the folder. 􀂉 If the destination is a MediaBin Folder, a list of MediaBin folders is presented. 􀂉 If the destination is a File System Folder, the network folders are presented. 5. If desired, specify a prefix and suffix for items placed in the destination folder. 􀂉 The prefix is placed before the file name. 􀂉 The suffix is placed after the file name, before the file extension. MediaBin Asset Server Administrator’s Guide 151 Chapter 5: Using the Hot Folder Editor 6. In the Task section, select a task. The source and destination hot folders determine the tasks that are available to be performed on items placed in the destination folder by MediaBin. 􀂉 If you have a MediaBin folder source and a file system folder destination, then you are presented with retrieval tasks. 􀂉 If you have a file system folder source and a MediaBin folder destination, then you are presented with insertion tasks. 􀂉 If you have a file system folder source and a file system destination, then you are presented with short circuit tasks. 7. If you wish to save these hot folder settings without enabling them, select the Disable check box. 8. Click OK to return to the Hot Folder Source Details window. Then click OK to return to the Hot Folder Editor main window. Modify Hot Folders 1. Select the hot folder you want to modify. 2. Click the Edit button. 3. Make any necessary changes to the source or destination hot folders. 4. Click OK to return to the Hot Folder Editor main window. For the source hot folder details, you can change the source folder type, path, and whether to delete files after processing. For destination hot folder details, you can activate or deactivate a folder, specify a new folder path, and change the folder task. Delete Hot Folders 1. Select the hot folder you want to modify. 2. Click the Delete button. 3. At the prompt, click Yes. Chapter 5: Using the Hot Folder Editor Interwoven, Inc. 152 Hot Folder Configuration Files The hot folder service stores the configuration for each hot folder in an XML file located at \\\MBTempDir\HotFolders\HotFolders Config.XML. This file stores the hot folder settings defined through the Hot Folder Editor application. Hot Folder Log Files The hot folder service creates a master log file for the service that provides information on which hot folders were added, paused, resumed, and removed. The log file is located at \\\MBTempDir\HotFolders\Logs\HotFolder Service.LOG. For each hot folder created there is also a log file created at \\\MBTempDir\HotFolders\Logs\HotFolderCfg0_#.LOG. This file contains information about folder processing and status and is where you can obtain details about whether items passed or failed to process and any errors generated during processing. The # in the log file name represents the index of the hot folder. Back Up the Hot Folder Editor The Hot Folder Editor must be backed up separately from the MediaBin Enterprise Manager system backup process. To backup the hot folder settings: 1. On the Start menu, click Run to display the Run window. 2. In the Open field, enter regedit. Then click OK to display the Registry Editor. Only a system administrator should edit the registry; possible system failures may occur if done incorrectly. 3. Export the following registry key and copy the resulting file to the external backup location: HKEY_LOCAL_MACHINE\SOFTWARE\MediaBin, Inc.\MediaBin Hot Folder 4. Copy the contents of your Hot Folder directory to the external backup location. MediaBin Asset Server Administrator’s Guide 153 Chapter 6 About MediaBin Job Cluster Server Using the MediaBin Job Cluster Server option, multiple MediaBin servers can be combined to share the processing load of a large enterprise. Installing a second MediaBin server within a cluster requires an appropriate cluster-capable MediaBin software license key. Please contact MediaBin Support or your sales representative for more information. Job Balancing A MediaBin job cluster has a single job queue into which all asset processing activities are placed. This queue can generally be viewed as functioning as a First-In-First-Out (FIFO), although job priority settings will impact the actual order in which jobs are processed. Each MediaBin server in the cluster looks to the job queue to retrieve the next job to be processed. In addition, each server has an individual maximum concurrent jobs setting which controls how many jobs will be run simultaneously. By manipulating these settings, a system administrator can fine-tune the cluster, armed with the intimate knowledge of available critical resources such as the number of processors and the amount of physical memory in each of the servers. As system demand increases, additional servers can be easily added to the cluster to accommodate the additional load. System Requirements For the most up-to-date system requirements, please refer to the MediaBin System Requirements and Release Notes. Chapter 6: About MediaBin Job Cluster Server Interwoven, Inc. 154 MediaBin Asset Server Administrator’s Guide 155 Chapter 7 Using the MediaBin System Administration Control Panel Applet The MediaBin System Administration applet in Control Panel allows you to edit settings that are entered during the MediaBin installation process. This includes moving the MBDataDirectory and its ImageDB subdirectory, viewing current disk usage of the primary ImageDB directory, and editing the MediaBin Service account and repository data access information. NOTE Before making any changes, you must stop the MediaBin Server service. If you are on a cluster and are updating the MBDataDirectory or ImageDB directories, you must stop ALL the machines in the cluster. Moving the MBDataDirectory The MBDataDirectory folder contains the ImageDB sub-directory which holds the critical MediaBin system information, including all MediaBin assets, certain types of metadata, the MediaBin backup batch file, and any backups that have already been completed. As the size of your MediaBin repository grows, you may need to relocate the MBDataDirectory and the data it contains. Careful consideration should be made before doing so as the MBDataDirectory is critical to the proper functioning of your MediaBin server. NOTE The MediaBin server’s \MBDataDirectory is installed as a share. It can be moved, but it must be configured as a share at its new location or MediaBin’s automated backup feature will not work. Chapter 7: Using the MediaBin System Administration Control Panel Applet Interwoven, Inc. 156 CAUTION Be sure you have a current backup of your MediaBin repository before performing this procedure. A damaged or improperly configured MBDataDirectory may result in irreparable corruption of your MediaBin repository. After you relocate the contents of the MBDataDirectory, you must update MediaBin with the new location. To do so: 1. Stop the MediaBin Server service. (In Control Panel, open Administrative Tools, and double-click the Services icon. Then right-click the MediaBin Server service and choose Stop on the short-cut menu.) NOTE Stopping the MediaBin Server service also stops all Hot Folder processing. This processing will resume after the service is re-started. 2. Start the MediaBin System Administration applet (in Control Panel, double-click the MBPSysAdmin icon). 3. In the General tab, click the MBDataDirectory Browse button and locate the new directory. The new location must be accessible to all machines requiring access (for example, a network share point). Figure 103 MediaBin System Administration applet 4. Click OK to accept the new MBDataDirectory location. 5. Restart the MediaBin Server service. Regarding performance as related to network shares, Microsoft has acknowledged that access to network shares which reside locally (for example, \\MyMachine\MBDataDirectory) are uncharacteristically slow (Microsoft issue # Click the Browse button and select the new MBDataDirectory location. MediaBin Asset Server Administrator’s Guide 157 Chapter 7: Using the MediaBin System Administration Control Panel Applet Q278678). This has a profound effect on the speed of a MediaBin server. Substituted drives can be used with clustered servers (subst x: “c:\Program Files\MediaBin Server\MBDataDirectory”) or IP addresses instead of DNS names (for example, use \\198.242.115.106\MBDataDirectory instead). Local paths for single server MediaBin applications can be used as well. See the preceding steps for instructions on altering the configuration. Edit the MediaBin Service Account During the MediaBin installation process you must register MediaBin as a service and specify a user account. You can edit the user account information via the MediaBin Server service Properties window or via the MediaBin System Administration applet. Since the MediaBin Server service must be stopped before you can make changes to the MediaBin System Administration applet, you may prefer to update the MediaBin Service Account information via the service Properties window. However, if you plan to carry out several tasks in the MediaBin System Administration applet, you may find it convenient to use that application to edit the MediaBin Service account information. Use a domain account for this MediaBin service where it is necessary for domain users to be assigned access to MediaBin resources; otherwise only local users will be able to access the MediaBin. It is also recommended that the domain account be one with a password that never changes. To facilitate automatic processes such as backups, the local system account cannot be used for the MediaBin server service. 1. Ensure that the MediaBin Server service is not running. 2. Start the MediaBin System Administration applet (in Control Panel, double-click the MBPSysAdmin icon). 3. Display the General tab and click the MediaBin Service Account Change button. 4. Modify the account name and password as necessary, then click OK to accept your changes. 5. Click OK again to close the MediaBin System Administration window. 6. Restart the MediaBin Server service. Chapter 7: Using the MediaBin System Administration Control Panel Applet Interwoven, Inc. 158 Edit the ODBC Database Access Information ODBC database access information is used to access the MediaBin repository and is set during the MediaBin installation process. This information is required to access the external database whether using SQL Server or Oracle and can be easily updated via the MediaBin System Administration applet. 1. Stop the MediaBin Server service. (In Control Panel, open Administrative Tools, and double-click the Services icon. Then right-click the MediaBin Server service and choose Stop on the short-cut menu.) NOTE Stopping the MediaBin Server service also stops all Hot Folder processing. This processing will resume after the service is re-started. 2. Start the MediaBin System Administration applet (in Control Panel, double-click the MBPSysAdmin icon). 3. Display the General tab and edit the ODBC User Name and Password as necessary. 4. Click OK to accept your changes and close the MediaBin System Administration window. 5. Restart the MediaBin Server service. Viewing the ImageDB Directory Disk Usage The MBDataDirectory folder contains the ImageDB sub-directory which holds the critical MediaBin system information, including all MediaBin assets, certain types of metadata, the MediaBin backup batch file, and any backups that have already been completed. All new MediaBin repository data is written to the Primary ImageDB Directory that was originally specified during the MediaBin installation. If this directory becomes full, you will need to move its contents to a secondary location OR specify a new Primary ImageDB directory (as explained in “Specifying the Primary and Secondary ImageDB Directories” on page 159). In the MediaBin System Administration applet, the Disk Usage tab enables you to easily monitor the Primary Image DB directory disk usage. To access the tab, open Control Panel and double-click the MBPSysAdmin icon. Then click the Disk Usage tab to display its contents. Current disk usage is displayed near the center of the page as shown in Figure 104. MediaBin Asset Server Administrator’s Guide 159 Chapter 7: Using the MediaBin System Administration Control Panel Applet Figure 104 Disk Usage tab of the MediaBin System Administration applet Specifying the Primary and Secondary ImageDB Directories During installation, the primary ImageDB directory is set as a sub-directory of the MBDataDirectory folder (although you can move it elsewhere afterwards). It holds the critical MediaBin system information, including all MediaBin assets, certain types of metadata, the MediaBin backup batch file, and any backups that have already been completed. All new data is written to the Primary ImageDB directory. At some point, this directory will become full and MediaBin will require additional space to store new data. There are two ways you can provide MediaBin with the additional space: 􀂄 Move the contents of the Primary ImageDB Directory to another (secondary) location that is accessible by MediaBin and maintain the existing path as the Primary ImageDB directory. You must then inform MediaBin of where it can find the existing data. To do this, you use the MediaBin System Administration applet to add the new directory (which contains the existing data) to the Secondary ImageDB Directories list. OR you can, 􀂄 Specify a new Primary ImageDB Directory. If you choose this second option, the MediaBin System Administration applet will ask if you want to make the original ImageDB directory a Secondary ImageDB directory. If you choose “Yes,” the “old” Primary ImageDB path will be set as a secondary directory and will be added to the Secondary ImageDB Directories list. It is important to remember that the Secondary ImageDB directories are NOT archives of the MediaBin data. They are simply the location(s) of the existing data that MediaBin will continue to access. All new data will continue to be written to the Primary Chapter 7: Using the MediaBin System Administration Control Panel Applet Interwoven, Inc. 160 ImageDB directory. None of the secondary or primary ImageDB directories can have duplicate data in them. To change the primary and secondary ImageDB directories: 1. Stop the MediaBin Server service. (In Control Panel, open Administrative Tools, and double-click the Services icon. Then right-click the MediaBin Server service and choose Stop on the short-cut menu.) NOTE Stopping the MediaBin Server service also stops all Hot Folder processing. This processing will resume after the service is re-started. 2. Start the MediaBin System Administration applet (in Control Panel, double-click the MBPSysAdmin icon). 3. Click the Disk Usage tab. Figure 105 Disk Usage tab 􀂉 If you are changing the Primary ImageDB directory, click the Change button and browse to the new directory. This directory must be accessible to all servers in the cluster, must have write privileges, and must be named ImageDB. After you click OK, a prompt will appear asking if you want to “keep the previous ImageDB directory as a secondary source?” If you click Yes, the system will automatically add the previous primary ImageDB to the Secondary ImageDB Directories list. If you have already moved the contents of the Primary ImageDB to another location, you must add that directory to the Secondary ImageDB Directories list as instructed in the following bullet point. 􀂉 If you have moved the contents of the Primary ImageDB directory to another (secondary) location and are maintaining the existing Primary ImageDB as MediaBin Asset Server Administrator’s Guide 161 Chapter 7: Using the MediaBin System Administration Control Panel Applet continued location for new disk writes, click Add to browse to and select the secondary directory. This directory must be accessible to all servers in the cluster and must be named ImageDB. Only read access is required. 4. Click OK to accept your changes and close the MediaBin System Administration window. 5. Restart the MediaBin Server service. Chapter 7: Using the MediaBin System Administration Control Panel Applet Interwoven, Inc. 162 MediaBin Asset Server Administrator’s Guide 163 Chapter 8 About MediaBin Report Views Introduction MediaBin includes report views for the MediaBin Asset Server, MediaBin Deployment Agent, and MediaBin Syndication Manager. The MediaBin Asset Server report views allow you to pull information from Oracle or the SQL Server. This feature complements the various MediaBin Enterprise Manager logs and is automatically installed along with the MediaBin Asset Server. The MediaBin Deployment Agent report views are only available for SQL Server databases. The Syndication Manager report views are XML-based files that are generated each time a syndication runs. Preparing SQL Server and Oracle for the report views For SQL Server, the MediaBin installation process creates the SQL Server role “MBReportReader” with “Select” permissions. Users assigned to this role can generate the MediaBin report views; they do not require full access to the SQL Server database. To access the various MediaBin Asset Server report views from an Oracle database, you must configure Oracle as follows: 1. Create an Oracle role (using system account): CREATE ROLE "MBREPORTREADER" NOT IDENTIFIED; 2. Log into Oracle using a MediaBin database user account. 3. Load in report.sql and execute. NOTE In Oracle, dates are held as a database datetime field. Viewing dates from Oracle’s SQLPlus results in a loss of the time display, but you can use the MBDisplayDate function instead. Chapter 8: Interwoven, Inc. 164 MediaBin Asset Server Report Views There are eight MediaBin Asset Server report views which can be pulled from the SQL Server or Oracle: 􀂄 ReportAssetAssociation 􀂄 ReportAssetDownloads 􀂄 ReportAssetInventory 􀂄 ReportAssetList 􀂄 ReportAssetMetaData 􀂄 ReportAssetsCheckedOut 􀂄 ReportAssetUploads 􀂄 ReportUserLogins ReportAssetAssociation Report View For each association category, returns the asset and associated assets. 1 Data returned is the 39 character text representation of the GUID. ReportAssetDownloads Report View Returns a list of retrieved assets. With this 4.6 release of MediaBin, the name of the asset is retained when the asset is inserted. If you are using the report view to view assets inserted with a previous version of MediaBin, the asset_name will be NULL. You can join the ReportAssetDownloads report view with the ReportAssetList view via the asset_id field to obtain the current asset name. Table 7 ReportAssetAssociation report view Column Name SQL Server Data Type Oracle Data Type Description association_name nvarchar nvarchar2 Name of association category association_id uniqueidentifier varchar21 ID of association asset_name nvarchar nvarchar2 Name of asset containing association asset_id uniqueidentifier varchar21 ID of asset containing association associated_asset_name nvarchar nvarchar2 Name of associated asset associated_asset_id uniqueidentifier varchar21 ID of associated asset MediaBin Asset Server Administrator’s Guide 165 Chapter 8: 1 Data returned is the 39 character text representation of the GUID. 2 The folder path returned is the current location of the asset. If the asset has been deleted, is returned. ReportAssetInventory Report View Returns the number of assets in each container and its child containers. The following SQL query will return the number of assets in your repository: select num_assets_in_branch from ReportAssetInventory where repository_path = ‘Media Database’ 1 Data returned is the 39 character text representation of the GUID. Table 8 ReportAssetDownloads report view Column Name SQL Server Data Type Oracle Data Type Description download_time datetime date The date and time the asset retrieval job was completed (as opposed to when it was queued) asset_name nvarchar nvarchar2 Name of retrieved asset asset_id uniqueidentifier varchar21 ID of retrieved asset repository_path1 nvarchar1 nvarchar2 Repository location of retrieved asset2 retrieving_user_name nvarchar nvarchar2 Name of user who retrieved asset download_task nvarchar nvarchar2 Task applied during retrieval Table 9 ReportAssetInventory report view Column Name SQL Server Data Type Oracle Data Type Description repository_path nvarchar nvarchar2 The repository path of the container container_id uniqueidentifier varchar21 The ID of the container num_assets int number Number of assets in the container num_references int number Number of references in the container num_assets_in_branch int number Number of assets in the container AND its child containers num_references_in_branch int number Number of references in the container AND its child containers Chapter 8: Interwoven, Inc. 166 ReportAssetList Report View Returns a basic description of every asset in the repository. 1 Data returned is the 39 character text representation of the GUID. ReportAssetMetaData Report View Returns the metadata values for every asset in the repository. 1 Data returned is the 39 character text representation of the GUID. 2The name of the metadata can only be returned for custom metadata and system metadata where security has been defined. Otherwise, is returned. 3The value is returned in UPPERCASE for SQL Server; if you require the actual value for the metadata, you must use a client API method. Table 10 ReportAssetList report view Column Name SQL Server Data Type Oracle Data Type Description asset_name nvarchar nvarchar2 Name of the asset asset_id uniqueidentifier varchar21 ID of the asset repository_path nvarchar nvarchar2 Repository path of the container container_id uniqueidentifier varchar21 The ID of the container is_reference int number Values are 0 (false) and 1 (true) asset_type nvarchar nvarchar2 The asset type such as BMP, ICC Profile, Non-Image, JPEG, etc. current_revision int number Current revision number for the asset last_modification_time datetime date The date and time the asset was last modified current_checkout_user nvarchar nvarchar2 Name of the user who has the asset checked out Table 11 ReportAssetMetaData report view Column Name SQL Server Data Type Oracle Data Type Description asset_name nvarchar nvarchar2 Name of the asset asset_id uniqueidentifier varchar21 ID of the asset metadata_id uniqueidentifier varchar21 ID of the metadata definition metadata_name1 nvarchar1 nvarchar2 Name of the metadata definition2 metadata_value2 nvarchar2 nvarchar2 Value of the metadata3 MediaBin Asset Server Administrator’s Guide 167 Chapter 8: ReportAssetsCheckedOut Report View Returns a list of currently checked-out assets. 1 Data returned is the 39 character text representation of the GUID. ReportAssetUploads Report View Returns a list of inserted assets. With this 4.6 release of MediaBin, the name of the asset is retained when the asset is inserted. If you are using the report view to view assets inserted with a previous version of MediaBin, the asset_name will be NULL. You can join the ReportAssetUploads report view with the ReportAssetList view via the asset_id field to obtain the current asset name. 1 Data returned is the 39 character text representation of the GUID. 2 The folder path returned is the current location of the asset. If the asset has been deleted, is returned. Table 12 ReportAssetsCheckedOut report view Column Name SQL Server Data Type Oracle Data Type Description asset_name nvarchar nvarchar2 Name of inserted or updated asset asset_id uniqueidentifier varchar21 ID of inserted or updated asset repository_path nvarchar nvarchar2 Repository path of the container Table 13 ReportAssetUploads report view Column Name SQL Server Data Type Oracle Data Type Description upload_time datetime date The date and time the asset insertion or update job was completed (as opposed to when it was queued) asset_name nvarchar nvarchar2 Name of inserted or updated asset asset_id uniqueidentifier varchar21 ID of inserted or updated asset repository_path nvarchar nvarchar2 Repository location of inserted or updated asset2 inserting_user_name nvarchar nvarchar2 Name of user who inserted or updated asset upload_task nvarchar nvarchar2 Task applied during insertion or update Chapter 8: Interwoven, Inc. 168 ReportUserLogins Report View Returns which users have used the system and how long their sessions typically lasted. 1A login_end time of NULL means that the user has not logged out. 2 If the connection_status is “server terminated”, the end time is imprecise; it is the time that the server re-started, not the time when the user session was disconnected. Therefore, rows containing a connection_status value of “server terminated” should be ignored. MediaBin Deployment Agent Report Views There are two report views and one stored procedure for MediaBin Deployment Agent: 􀂄 AssetHistory 􀂄 mba_report_GetAssetHistory (AssetHistory stored procedure) 􀂄 ScheduleStatus AssetHistory Report View Returns which assets have been deployed and their deployment status, Project name and Schedule name. A view of this report may take an excessive amount of time, therefore a stored procedure, mba_report_GetAssetHistory, is also available. Table 14 ReportUserLogins report view Column Name SQL Server Data Type Oracle Data Type Description user_name nvarchar nvarchar2 Name of the user who logged into the MediaBin server login_start datetime date Date and time the user session started login_end1 datetime1 date Date and time the user session ended 1 connection_status nvarchar nvarchar2 How the session ended. Values include “normal”, “server terminated”, or “active” 2 Table 15 AssetHistory report view Column Name Data Type Description Asset nvarchar The name of the source asset Asset GUID varchar The source asset ID Time datetime The date and time the derived asset was deployed (copied to the target location) MediaBin Asset Server Administrator’s Guide 169 Chapter 8: 1 If the deployment was for exported metadata, then no Task value is returned. 2 If the Derivative Definition for the deployment has been deleted, then the Task, Project, and Schedule values returned will be . Mba_Report_Getassethistory (AssetHistory Stored Procedure) The previously described AssetHistory report view may take an excessive amount of time, therefore the stored procedure, mba_report_GetAssetHistory, is also available. Input Parameters Every input parameter is optional, you can pick and choose which you want. Location nvarchar The full path and name of the deployed asset which may not be the same name as the source asset Task2 nvarchar2 The task that was applied to the source asset 1, 2 Status nvarchar Deployment status is either COMPLETE (successful) or FAILED (unsuccessful) Project2 nvarchar2 The deployment project name 2 Schedule2 nvarchar2 The deployment schedule name 2 Table 16 AssetHistory stored procedure – input parameters Column Name SQL Server Data Type Description AssetName nvarchar The name of the source asset AssetGUID char The ID of the source asset DeployTimeStart datetime Date and time for start of date range filter (time = 12:00AM for date only) DeployTimeEnd datetime Date and time for end of date range filter (time = 12:00AM for date only) DerivativeName nvarchar Deployment Agent Derivative name TargetName nvarchar Deployment Agent Target name Status nvarchar Deployment Agent status (either FAILED or COMPLETE) ProjectName nvarchar Deployment Agent project name ScheduleName nvarchar Deployment Agent schedule name Table 15 AssetHistory report view Chapter 8: Interwoven, Inc. 170 Output 1 If the deployment was for exported metadata, then no Task value is returned. 2 If the Derivative Definition for the deployment has been deleted, then the Task, Project, and Schedule values returned will be . ScheduleStatus Report View Returns all defined Schedules for a Deployment Agent Project. Table 17 AssetHistory stored procedure – output Column Name SQL Server Data Type Description Asset nvarchar The name of the source asset Asset GUID varchar The source asset ID Time datetime The date and time the derived asset was deployed (copied to the target location) Location nvarchar The full path and name of the deployed asset which may not be the same name as the source asset Task2 nvarchar2 The task that was applied to the source asset 1, 2 Status nvarchar Deployment status is either COMPLETE (successful) or FAILED (unsuccessful) Project2 nvarchar2 The deployment project name 2 Schedule2 nvarchar2 The deployment schedule name 2 Table 18 ScheduleStatus report view Column Name SQL Server Data Type Description Project nvarchar The Deployment Agent Project name Schedule nvarchar The defined Schedule for the Deployment Agent Project Status nvarchar The current status of the Schedule, either IDLE, COMPLETE, FAILED, DELETED, TESTCOMPLETE, TESTFAILED Next Run Time varchar The next date and time the schedule will run. Displays MANUAL if not scheduled Last Run Time datetime The last date and time the schedule was completed Last Run Status datetime The status of the last time the schedule was run, either FAILED or COMPLETE MediaBin Asset Server Administrator’s Guide 171 Chapter 8: Syndication Manager Report Views The reports available for Syndication Manager are XML-based files that are generated each time a syndication runs. The files are located in the Logs directory of the MediaBin Publication and Subscription services—\\\MBTempDir\Publication \Logs\ and \\\MBTempDir\Subscription \Logs\, respectively. This section also includes the contents of two sample report files. Publication Report View The publication report view contains the following entries: Table 19 Publication report view XML Name XML Type Description Name Attribute The publication’s name Id Attribute The publication’s GUID Date Attribute The date the publication ran Time Attribute The time the publication ran SyndicatedAssets Element The list of assets being syndicated. Each element contains the asset’s name, ID, repository path, job type, job status, job messages (if any) and subscriber messages (if any). Each element is also marked successful if the asset was successfully syndicated, that is, the asset was both retrieved from the MediaBin server and sent to the subscriber(s). ContainerName Element The name of the starting search container ContainerID Element The ID of the starting search container ContainerPath Element The full MediaBin repository path of the starting search container TotalAssetCount Element The number of assets in the search result set MediaBinServerName Element The display name of the MediaBin server used in this publication RetrievedAssetCount Element The number of assets that have been successfully retrieved SyndicationMode Element The current syndication mode. Valid values are: Full, Virtual, and Migration. Chapter 8: Interwoven, Inc. 172 Sample publication report view file 11491852.jpg \Media Database\MediaBin Assets\Web Images MBAsset_0.xml JobComplete MSNIDERXP Subscription Service - File received. 11491836.jpg \Media Database\MediaBin Assets\Web Images MBAsset_1.xml FileTransportType Element The file transfer mechanism used to transfer files between publisher and subscriber. Valid values are: UNC, FTP, DIME, BASE64. LastSearchTimestamp Element The starting date and time of the modification date range used in the search. For an initial run of a publication, this value will be “1/1/2001 12:00:00 AM”. Subsequent runs will use the “NewSearchTimestamp” from the previous run. NewSearchTimestamp Element The datetime value that is returned with the search result set. This value is the most recent time that an asset within the result set was modified. It will be used as the “LastSearchTimestamp” for the next run of the publication. NextScheduledRun Element If a periodic schedule is set, then this value will be set to the next date and time the publication will run TaskName Element The name of the task used for this publication Table 19 Publication report view MediaBin Asset Server Administrator’s Guide 173 Chapter 8: JobComplete MSNIDERXP Subscription Service - File received. 11491859.jpg \Media Database\MediaBin Assets\Web Images MBAsset_2.xml JobComplete MSNIDERXP Subscription Service - File received. 11491894.jpg \Media Database\MediaBin Assets\Web Images MBAsset_3.xml JobComplete MSNIDERXP Subscription Service - File received. 11491885.jpg \Media Database\MediaBin Assets\Web Images MBAsset_4.xml JobComplete MSNIDERXP Subscription Service - File received. 11491942.jpg \Media Database\MediaBin Assets\Web Images MBAsset_5.xml Chapter 8: Interwoven, Inc. 174 JobComplete MSNIDERXP Subscription Service - File received. 11491883.jpg \Media Database\MediaBin Assets\Web Images MBAsset_6.xml JobComplete MSNIDERXP Subscription Service - File received. 11491834.jpg \Media Database\MediaBin Assets\Web Images MBAsset_7.xml JobComplete MSNIDERXP Subscription Service - File received. 11491937.jpg \Media Database\MediaBin Assets\Web Images MBAsset_8.xml JobComplete MSNIDERXP Subscription Service - File received. 11491838.jpg \Media Database\MediaBin Assets\Web Images MBAsset_9.xml MediaBin Asset Server Administrator’s Guide 175 Chapter 8: JobComplete MSNIDERXP Subscription Service - File received. Web Images {FE141181-794D-4841-BA41-2168F0D48E16} \Media Database\MediaBin Assets\Web Images 10 MediaBin Server on MSNIDERXP 10 Virtual UNC 1/1/2001 12:00:00 AM 11/28/2005 12:34:41 PM Schedule Not Set Syndication - Retrieve Virtual Asset Subscription Report View The subscription report view contains the following entries: Table 20 Subscription report view XML Name XML Type Description Name Attribute The subscription’s name Id Attribute The subscription’s GUID Date Attribute The date the subscription ran Time Attribute The time the subscription ran SyndicatedAssets Element The list of assets being syndicated. Each element contains the asset’s name, the repository path for insertion, job type, job status and job messages (if any). ContainerName Element The name of the starting insertion container ContainerID Element The ID of the starting insertion container ContainerPath Element The full MediaBin repository path of the starting insertion container TotalAssetCount Element The number of assets sent from the publisher MediaBinServerName Element The display name of the MediaBin server used in this subscription InsertedAssetCount Element The number of assets that have been successfully inserted Chapter 8: Interwoven, Inc. 176 Sample Subscription report view file 11491852.jpg \Media Database\Subscription InBox\Web Images MBAsset_0.xml JobComplete 11491836.jpg \Media Database\Subscription InBox\Web Images MBAsset_1.xml JobComplete 11491859.jpg \Media Database\Subscription InBox\Web Images MBAsset_2.xml JobComplete 11491894.jpg \Media Database\Subscription InBox\Web Images MBAsset_3.xml JobComplete 11491885.jpg \Media Database\Subscription InBox\Web Images MBAsset_4.xml JobComplete MediaBin Asset Server Administrator’s Guide 177 Chapter 8: 11491942.jpg \Media Database\Subscription InBox\Web Images MBAsset_5.xml JobComplete 11491883.jpg \Media Database\Subscription InBox\Web Images MBAsset_6.xml JobComplete 11491834.jpg \Media Database\Subscription InBox\Web Images MBAsset_7.xml JobComplete 11491937.jpg \Media Database\Subscription InBox\Web Images MBAsset_8.xml JobComplete 11491838.jpg \Media Database\Subscription InBox\Web Images MBAsset_9.xml JobComplete Subscription InBox {777CC840-C637-4FB1-A21D-53ED207E576F} \Media Database\Subscription InBox 10 Chapter 8: Interwoven, Inc. 178 MediaBin Server on MSNIDERXP 10 MediaBin Asset Server Administrator’s Guide 179 Chapter 9 Using MediaBin with FlipFactory About the FlipFactory Add-On The FlipFactory® add-on enables MediaBin users to repurpose audio-visual assets into various other formats and quality levels. This feature enhances the ability to repurpose video content that is already provided by a “basic” MediaBin installation. FlipFactory basically works as a secondary engine waiting for commands and files to process. It has the ability to create multiple engines, each producing a different output format and/or quality level. MediaBin uses instructions from a task (containing the FlipFactory encoder primitive) to pass audio-visual assets to the appropriate engine and then deliver the resulting files back to the MediaBin client. Installing the MediaBin FlipFactory option adds the FlipFactory encoder primitive to MediaBin. All other functionality associated with MediaBin audio and video assets remains the same. This includes the storage of assets with metadata, job processing, security, and reporting. As you build your MediaBin task for FlipFactory, keep in mind that audio-visual files, especially those of broadcast quality, are very large and take time to process. For this reason, situations in which video production is critical or represents the majority of MediaBin use should run the FlipFactory server on a separate computer. This will maximize the processing speed of these files. Install and Configure the FlipFactory Add-On The FlipFactory primitive is automatically installed by the MediaBin Asset Server installer and does not require any actions on your part. Once the installation is complete, however, you must configure MediaBin for FlipFactory integration. This includes: NOTE The FlipFactory service must be running under an account with Read/Write access to the machine where \MBDataDirectory is located. By default, FlipFactory runs under the local system account which typically cannot access \MBDataDirectory. Chapter 9: Using MediaBin with FlipFactory Interwoven, Inc. 180 To configure MediaBin for FlipFactory integration: 1. In the MediaBin server’s \MBDataDirectory, create a sub-directory called FlipFactory Command Files. This directory must exist in this location and it must be named FlipFactory Command Files. Figure 106 FlipFactory Command Files sub-directory The \FlipFactory Command Files sub-directory will hold the XML files that contain the instructions for FlipFactory. (The section “Create a Message.xml File” on page 184 includes a sample message.xml file for FlipFactory.) 2. In the MediaBin server’s \MBDataDirectory, create a sub-directory called FlipFactory. This directory must exist in this location and it must be named FlipFactory. The \FlipFactory sub-directory will be a staging area for converted videos, therefore, FlipFactory needs write access and enough disk space to accommodate the new files. It normally stays empty until used temporarily by the FlipFactory factory. Alternatively, you can add a registry setting to locate the FlipFactory directory anywhere visible and writable by both the MediaBin and FlipFactory processor. 3. In the Registry Editor, locate the FlipFactory key: HKEY_LOCAL_MACHINE\SOFTWARE\MediaBin, Inc.\MediaBin\Platform\CurrentVersion\FlipFactory 4. The FlipFactory key must contain two text values: “Java” and “ClassPath”. The following are default values, but you should modify them based on where java.exe and FlipFactory are installed on your system: [HKEY_LOCAL_MACHINE\SOFTWARE\MediaBin, Inc.\MediaBin\Platform\CurrentVersion\FlipFactory] "Java"="c:\j2sdk1.4.2_08\jre\bin\java" "ClassPath"="c:\program files\telestream\FlipFactory\FlipEngine.jar;c:\program files\telestream\FlipFactory\MDML.jar;c:\program files\MediaBin Server\flipflop.jar" In the preceding ClassPath registry setting: 􀂉 FlipEngine.jar and MDML.jar are located in the FlipFactory installation directory. These files are provided by TeleStream and even when FlipFactory is running on a different server, these files need to be copied to the MediaBin Server installation directory (in a location specified in this registry setting). MediaBin Asset Server Administrator’s Guide 181 Chapter 9: Using MediaBin with FlipFactory These two .jar files contain the code that MediaBin uses to communicate with the FlipFactory server. 􀂉 flipflop.jar is provided by MediaBin and is automatically installed in the MediaBin Server installation directory. 5. Save your changes. Installing the FlipFactory Add-On on a Remote Computer Currently, MediaBin assumes that the MediaBin and FlipFactory servers are installed on the same computer. If they are installed on different computers, you must edit two entries in the SQL Server’s MBSettings table. By default, it is assumed that the MediaBin server and the FlipFactory server can both access MBDataDirectory and that both address it via a UNC path. If either of these assumptions do not apply to your configuration, please see the section “Specify the File Storage Location” on page 181. Update MBSettings To update the MBSettings table in the database, display the SQL Server client tools, go to the Query Analyzer and issue this (case-sensitive) query: insert into MBSettings values(‘{00000000-0000-0000-0000-000000000000}’,’FlipFactoryRmiPort’,1099) insert into MBSettings values(‘{00000000-0000-0000-0000-000000000000}’,’FlipFactoryServerName’,’ myFFServer’) The two MBSettings entries are: 􀂄 FlipFactoryRmiPort. The FlipFactory RMI port. Defaults to 1099. 􀂄 FlipFactoryServerName. The FlipFactory server name. Defaults to the local host. NOTE If you edit the RMI port in MBSettings you must change it on the FlipFactory server. Please consult your TeleStream documentation for instructions. Specify the File Storage Location The MediaBin FlipFactory add-on assumes the following: 􀂄 There is a subdirectory called FlipFactory in the MBDataDirectory 􀂄 The MBDataDirectory is identified by the server via a UNC path 􀂄 The FlipFactory directory has subdirectories FlipFactory/Input and FlipFactory/Output Chapter 9: Using MediaBin with FlipFactory Interwoven, Inc. 182 􀂄 The service account running the MediaBin service and the service account running the FlipFactory service both have write access to the FlipFactory directory. If you want to define a different shared directory, either because you would prefer to use a different drive or because the MediaBin server has been configured to refer to its MBDataDirectory not via a UNC path, you can do so by editing the registry. To specify a file storage location: 1. In your Registry Editor, locate the following key: HKEY_LOCAL_MACHINE\SOFTWARE\MediaBin, Inc.\MediaBin\Platform\CurrentVersion\FlipFactory 2. Create a String Value under the FlipFactory registry key named SharedDirectory (no space). 3. Set the String Value to the UNC path by which the shared directory is identified by both the MediaBin server and the FlipFactory server. The shared directory must have subdirectories called FlipFactory\Input and FlipFactory\Output. It must also be a UNC path that is writable by both the MediaBin server (specifically, by the account running the MediaBin service) and by the account running the FlipEngine service on the computer running FlipFactory. The two computers must refer to the directory by the same name. Build a New “Factory” in FlipFactory After you have created the two sub-directories in the MediaBin server’s \MBDataDirectory directory and customized the FlipFactory registry key, you must: 􀂄 Build a new “Factory” in FlipFactory 􀂄 Create a unique XML message file which specifies that factory For instructions on building a Factory in FlipFactory, please refer to Telestream’s FlipFactory documentation. Each factory produces a specific type of output. For MediaBin, you must specify an output codec, an output directory, and the default extension of the output file generated by FlipFactory. The following Figure 107 and Figure 108 display an example of the output codec specifications and output directory settings in FlipFactory for use with MediaBin. NOTE The name and location of the FlipFactory output directory (that is, the “Destination Folder”) are explicit; the directory must be named FlipFactory and it must exist in the MediaBin server’s \MBDataDirectory directory. (Figure 108 displays an example of this setting in FlipFactory.) MediaBin Asset Server Administrator’s Guide 183 Chapter 9: Using MediaBin with FlipFactory Figure 107 Example of codec output specifications in FlipFactory Chapter 9: Using MediaBin with FlipFactory Interwoven, Inc. 184 Figure 108 Example of output directory setting for use with MediaBin. Create a Message.xml File After you build a Factory, you create a unique XML message file which specifies that Factory and also contains the correct server and login information (for FlipFactory) to be used in the new MediaBin task. This message file must be located in the \FlipFactory Command Files directory that you created earlier. NOTE Each separate factory will have its own message file, so the name message.xml is just an example. When you build the MediaBin task, you will add the name of the message.xml file as a parameter to the FlipFactory encoder primitive. You will also specify the extension you want the re-purposed asset to have. For example, if the MediaBin task will repurpose to a .wmf file type, you will specify .wmf as the extension. Note that you must create a separate message file for each output format that you need. The following example assumes a factory called “WindowsMedia.” MediaBin Asset Server Administrator’s Guide 185 Chapter 9: Using MediaBin with FlipFactory Figure 109 Example message.xml file for use with FlipFactory In general, you will only modify the “account” values displayed in the preceding message.xml example. These values include: 􀂄 username 􀂄 resource 􀂄 address 􀂄 personal 􀂄 factory name The “parcel” content will remain as displayed. If you are repurposing something other than a movie, you may have to edit the “content type” value. After you save the message.xml file and place it in the \FlipFactory Command Files directory, you can create a MediaBin task which references it. Build a MediaBin Task for Use with FlipFactory Using the MediaBin Task Editor, build a task which includes the FlipFactory encoder primitive. This task will reference the message.xml file you just created. Again, remember that you must create a separate message file and task for each output format that you need. If the task is incorrectly set up, the MediaBin server will not receive the requested asset(s) and the job will timeout. To build a MediaBin task for use with FlipFactory: 1. In the MediaBin Windows Client, open the MediaBin task workspace. Chapter 9: Using MediaBin with FlipFactory Interwoven, Inc. 186 2. In the primitives toolbar, click the Encoder button to display a list of the encoder primitives. Then click FlipFactory Encoder to select it. The encoder’s Output Filename tab is displayed. Figure 110 FlipFactory Encoder – Output Filename tab All the MediaBin encoder primitives include an Output Filename tab. In general, you won’t modify the contents since the MediaBin server automatically gives retrieved assets the same name they have in the repository, with the appropriate (default) file extension. You’ll only supply an Output Filename if you are creating and running a task via the task workspace (see “About the Task Workspace in the Windows Client” on page 111 for more information). 3. Display the XML File tab and enter the name of the message file you created earlier. This file will allow FlipFactory to vector the incoming asset into the correct Factory. Figure 111 FlipFactory Encoder – XML File tab MediaBin Asset Server Administrator’s Guide 187 Chapter 9: Using MediaBin with FlipFactory 4. Display the Default Extension tab and specify the known extension of the output file being generated by FlipFactory. Figure 112 FlipFactory Encoder – Default Extension tab 5. Save the task. Using a FlipFactory Task A FlipFactory task is only available to MediaBin Web Client users and is used in the same way as other MediaBin tasks. The task is presented to users having sufficient permissions (READ). In MediaBin, users will choose the audio-video asset(s), select Download, and then choose the pre-defined task that creates the file format and/or quality level that they need. Troubleshooting FlipFactory There are basically two common classes of errors due to configuration issues. If you turn on the primitive trace by setting the appropriate key in the registry: HKEY_LOCAL_MACHINE\SOFTWARE\MediaBin, Inc.\MediaBin\Platform\CurrentVersion\Logs\PrimitiveTrace, You can read the exact command line sent to FlipFactory. Typos in the registry settings giving the location of java.exe or the classpath can lead to problems here. The message “Error returned from FlipFactory” often indicates a problem in the command line. The FlipFactory primitive writes a file called flipflop.log into the install directory that gives verbose information on the status of the process used to send a message to FlipFactory. Another common source of problems when FlipFactory and MediaBin are not coresident, is the inability to establish an RMI connection over the specified port. This sort of error should be readable from this log. The message “FlipFactory did not return an output file. Please check log…” results from a situation in which MediaBin has sent a message to FlipFactory but has not received a response. The usual causes are that the message file was badly formed (make sure that Chapter 9: Using MediaBin with FlipFactory Interwoven, Inc. 188 the file is well-formed XML and adheres to the sample file given here), and sometimes it indicates that there is a mismatch between where FlipFactory is writing the output file and where MediaBin is expecting to read it. This is diagnosed by taking a closer look at the factory definition. The Telestream FlipFactory web client can show job history, and this gives a good idea whether FlipFactory has received a job from MediaBin. Also, on the FlipFactory server in the install directory, there are logs written by Telestream called engine0.log, engine1.log, etc., which have useful information for Interwoven support. MediaBin Asset Server Administrator’s Guide 189 Appendix A Setting Asset Expiration MediaBin provides a script which assigns an expiration date, via metadata, to selected assets. When the specified expiration date and time arrives, the script moves the assets to a fixed, system-wide folder. The MediaBin asset expiration script runs as a scheduled task on a Windows-based machine that can connect to the MediaBin Asset Server. This chapter includes the following topics: 􀂄 Installing the Asset Expiration Script 􀂄 Creating a Scheduled Task for the Script 􀂄 Configuring the Asset Expiration Script 􀂄 Using the Asset Expiration Script Installing the Asset Expiration Script To install the Asset Expiration script, copy it from the MediaBin software download location to the appropriately-named folder. 1. Download the MediaBin software as instructed by Interwoven Support. 2. Create a folder on the machine that will host the script, for example, “Asset Expiration”. Then create a subfolder of this folder called “Logs”. 3. Move the asset expiration script, AssetExpiration.vbs. from the MediaBin software download folder to the \Logs folder. Appendix A: Setting Asset Expiration Interwoven, Inc. 190 Creating a Scheduled Task for the Script 1. Using the Microsoft Windows Scheduled Tasks applet, create a scheduled task to run the asset expiration script at a frequency of your own choosing. Figure 113 Add Scheduled Task applet 2. In the Microsoft Windows Scheduled Tasks folder (typically located in your System Tools), select Add Scheduled Task to start the Scheduled Task Wizard. Figure 114 Scheduled Task Wizard window 3. At the Scheduled Task Wizard window, click Next to locate the Asset Expiration script. Figure 115 Select the asset expiration script MediaBin Asset Server Administrator’s Guide 191 Appendix A: Setting Asset Expiration 4. Click Browse to display the Select Program to Schedule window. Then locate and Open AssetExpiration.vbs. The following window is displayed with a default name based on the filename. You can change this name if you wish. Figure 116 Specify the frequency of the scheduled task 5. In the Select Program to Schedule window, select the frequency for this task. MediaBin recommends running the script on a Daily basis. Click Next to continue. The window which appears will differ based on the “Perform this task” option that you select. 􀂉 If you select Daily, Weekly, Monthly, or One time, you must specify a date and time. Enter the required information then click Next. You will then specify a user name and password. NOTE The asset expiration script will ignore the Time value. 􀂉 If you select When my computer starts or When I log on, click Next. You will specify a user name and password. Figure 117 Enter the user name and password Appendix A: Setting Asset Expiration Interwoven, Inc. 192 6. Enter a User Name and Password of an account with administrative rights on the MediaBin server. Click Next. A confirmation screen similar to the following is displayed. Figure 118 Confirmation screen Configuring the Asset Expiration Script Before the script will execute properly, it must be configured. 1. In a text editor, open AssetExpiration.vbs. 2. Set values for the Server, UserDomain, UserID and Password parameters: 􀂉 Server. Name of the machine or IP Address of the MediaBin server to connect to when running the script. 􀂉 UserDoman, UserID and Password. Set these to reflect the user account which should be used by the script to connect to the MediaBin server. NOTE The user account should have sufficient permissions in MediaBin to move assets from any location into the \Expired Assets folder. Generally, this should be a MediaBin Administrator. Figure 119 Logon credentials ' Logon credentials Const Server = "" Const UserDomain = "" Const UserID = "" Const Password = "" Const Port = 32456 MediaBin Asset Server Administrator’s Guide 193 Appendix A: Setting Asset Expiration 3. Set the LogFile constant to a path to be used to accumulate the Asset Expiration script’s log files (for example, the \Logs folder created in the installation process (see “Installing the Asset Expiration Script” on page 189). For no logging, leave the entry blank. Figure 120 Log File constant ' log file path + name - set to blank for no logging const LogFile = "expiration.log" 4. Specify the MetadataToSearchFor. This is the name of the metadata field used for the asset expiration date. It is set to Expiration Date by default. You may need to create this metadata definition in MediaBin, as a “Date” type metadata item. Figure 121 MetadataToSearchFor constant Const MetadataToSearchFor = "Expiration Date" 5. Specify the TargetFolder in which to store the expired assets. By default, this is set to _ExpiredAssets. 􀂉 Do not include the root folder name in the entry. 􀂉 The name should not end or begin with a “\” (slash). Figure 122 TargetFolder constant Const TargetFolder = "_ExpiredAssets" 6. Save the script and exit the text editor. Using the Asset Expiration Script To set an expiration date on an asset: 1. Assign the metadata selected in step 4 (page 193) to the asset. 2. Assign a date value to this “Date” type metadata to reflect the day on which the asset is to expire. On the specified date, the asset expiration script will cause the asset to be moved to the designed expired assets folder. Note that the Time value of the selected date is ignored by the script. Appendix A: Setting Asset Expiration Interwoven, Inc. 194 MediaBin Asset Server Administrator’s Guide 195 Appendix B About MediaBin and LDAP Support MediaBin’s optional LDAP (Lightweight Directory Access Protocol) support provides access to X.500 directory users and is optional for the MediaBin server. It enables the setting of security on objects for users not in the Windows domain. The collection of attributes which form an LDAP directory entry is called a distinguished name (DN). The DN unambiguously refers to the directory entry. Each attribute for an entry has a type and one or more values. The types are generally mnemonic strings. MediaBin’s LDAP support is designed to interact with any standard LDAP directory; however; Sun’s iPlanet Directory Server is MediaBin’s recommended and supported LDAP directory platform. This appendix includes information about the following: 􀂄 Displaying the LDAP Tab in Enterprise Manager 􀂄 Defining the LDAP Server 􀂄 Setting User and Group Attributes 􀂄 Providing LDAP Credentials 􀂄 Configuring Active Directory for LDAP 􀂄 Adding LDAP Users to MediaBin Group Accounts 􀂄 Verifying your LDAP Configuration Appendix B: About MediaBin and LDAP Support Interwoven, Inc. 196 Displaying the LDAP Tab in Enterprise Manager If your MediaBin server is licensed for LDAP (Lightweight Directory Access Protocol) support, an LDAP tab is included as one of the MediaBin Enterprise Manager System tabs. This tab determines the LDAP directory server configurations for MediaBin. To display the LDAP tab, select the Configuration component, and click the System icon to display the various configuration tabs. Then click LDAP to display that tab. Figure 123 LDAP tab in the System Configuration component Defining the LDAP Server When configuring LDAP for MediaBin, you must provide the LDAP Server name or IP address, its port, and the User Base DN (Distinguished Name). The Group Base DN is optional. 􀂄 LDAP Server. (Required.) Displays the domain name or IP address of the configured LDAP directory server. 􀂄 Port. (Required.) The TCP/IP communications port used to communicate with the configured LDAP directory server. The default for LDAP servers is “389.” 􀂄 User Base DN. (Required.) The User Base directory entry. This setting is for a container of users, not an individual user. On the LDAP server, users and groups are typically organized in folder and subfolder structures. This entry specifies the portion of the LDAP directory tree from which the MediaBin server should recognize users. Attributes for this distinguished name (DN) are listed in the User Attributes section of the LDAP tab. 􀂄 Group Base DN. (Optional. Enables group support.) The User Group directory entry. This setting is a container of groups, not an individual group. It can be left MediaBin Asset Server Administrator’s Guide 197 Appendix B: About MediaBin and LDAP Support blank if groups are not used. On the LDAP server, users and groups are typically organized in folder and subfolder structures. This entry specifies the portion of the LDAP directory tree from which the MediaBin server should recognize groups. Attributes for groups located under the branch specified by this DN are listed in the Group Attributes mini-tab of the LDAP tab. Setting User and Group Attributes The User Attributes and Group Attributes “mini-tabs” in the LDAP tab enable you to customize the LDAP directory server parameters. When you install the MediaBin server, the fields in these two mini-tabs are automatically populated under the assumption that you are running the MediaBin-recommended iPlanet Directory Server as your LDAP directory platform. If you have another LDAP environment, you must modify the information in these fields accordingly. The User Attributes tab contains the LDAP directory server parameters for user accounts and includes the following defaults: 􀂄 Class: inetorgperson 􀂄 Logon Name:uid 􀂄 Display Name: cn 􀂄 Description: description The Group Attributes tab contains the LDAP directory server parameters for group accounts and includes the following defaults: 􀂄 Class: groupofuniquenames 􀂄 Display Name: cn 􀂄 Description: description 􀂄 Members: uniquemember This tab also allows you to choose whether or not to Support nested group lookups by selecting or clearing the check box. It is selected by default. Appendix B: About MediaBin and LDAP Support Interwoven, Inc. 198 Figure 124 LDAP tab with Group Attributes mini-tab displayed Configuring Active Directory for LDAP Since MediaBin is in the Windows domain, all Windows users can access MediaBin via Windows authentication—you do not have to modify the MediaBin LDAP defaults. However, if you have an independent Active Directory for external users, or you have TeamSite and want to set up single sign-on with the MediaBin product, you must modify the default User and Group Attributes as follows, and then specify the LDAP Credentials. 􀂄 User Attributes Class: organizationalPerson Logon Name: sAMAccountName (required to login with a Windows account that is using LDAP as the domain) 􀂄 Group Attributes: Class: group Members: member After you edit the User and Group Attributes for Active Directory, you must specify the LDAP Credentials. See “Providing LDAP Credentials” on page 199 for more details. NOTE Group support may have login performance issues. LDAP directories do not use groups but Active Directory always does, and nests them. MediaBin Asset Server Administrator’s Guide 199 Appendix B: About MediaBin and LDAP Support Providing LDAP Credentials When users log into MediaBin, they provide a relatively short User Name, not their DN. As a result, MediaBin must identify the DN associated with the provided User Name in order to perform a bind. It does this by searching the LDAP directory. Since certain directories do not allow access by anonymous bind, a user account is required to perform the search. You specify this account when you configure the LDAP Credentials. Once the user’s DN is identified, group membership is obtained. Searches for this user’s group membership are performed using that newly bound user’s DN and the LDAP Credentials account is no longer used. Once the user’s information has been obtained, the connection to the LDAP server is ended. NOTES 􀂄 The LDAP Credentials must fall under a branch specified by the User Base DN. If you need to use a credential that doesn’t fall under this branch, re-set the User Base DN so that this condition is met. Then set the LDAP Credentials with the desired account and then re-set the User Base DN to the narrower list of users. 􀂄 It’s best to use the branch which actually contains the users, as opposed to lower in the tree which holds the users and groups container. For example, use cn=Users,o=iPlanet.company.com rather than o=iPlanet.company.com. IMPORTANT — The User Account you specify in LDAP Credentials must be able to access the LDAP Server. Therefore, you must configure the LDAP server (page 196) and set the User and Group attributes first (page 197),THEN set the LDAP Credentials as explained in this section. To set the LDAP credentials: 1. Click the LDAP Credentials button to display the following dialog box: Figure 125 LDAP Credentials dialog box 2. Clear the Use Anonymous Binding check box. 3. Enter the LDAP User Account information, including the DN (limited to 255 characters) and associated Password. An example DN is “CN=Jane Doe,OU=Domain Users,DC=Company,DC=com”. 4. Click OK to return to the LDAP tab. Once you have completed your modifications to the LDAP tab, click Apply Changes to save your work. Appendix B: About MediaBin and LDAP Support Interwoven, Inc. 200 Adding LDAP Users to MediaBin Group Accounts Within the MediaBin Enterprise Manager there are three special MediaBin user groups: MBPAdmins, MBPTaskAdmins, and MBPCanGetCheckout. If your MediaBin server includes LDAP support, you can add LDAP users and groups to those MediaBin user groups, in addition to the standard Windows users and groups. LDAP users and groups are added to MediaBin following the same steps as those for adding Windows users and groups. NOTE In clustered environments, LDAP users presented for validation must exist on an LDAP server which is accessible from all MediaBin servers in the cluster. To add LDAP users to MediaBin group accounts: 1. Display the User Accounts component. 2. Right-click the MediaBin group account to which you want to add the user -- either MBPAdmins, MBPTaskAdmins, or MBPCanGetCheckout. Figure 126 Add users to MediaBin group MediaBin Asset Server Administrator’s Guide 201 Appendix B: About MediaBin and LDAP Support 3. From the shortcut menu, select Add to Group to display the Group Properties dialog box. Figure 127 Group Properties dialog box 4. Click the Add button to display the Choose a User dialog box. Figure 128 Choose a User dialog box 5. Select a domain from the List Names From dropdown box. NOTE If your domain contains tens of thousands of users and/or groups, we recommend using the Search function. If your MediaBin server includes LDAP support, this dropdown box will include an LDAP option. Select it to view a list of LDAP users and groups recognized by the MediaBin server. (This list is defined in the LDAP configuration tab in the MediaBin Enterprise Manager described in this appendix.) 6. In the Names list box, select the users and groups to add to the MediaBin account, then click OK. The users are added to the Members list in the Group Properties dialog box. Appendix B: About MediaBin and LDAP Support Interwoven, Inc. 202 Logging In with an LDAP Account Users logging in with an LDAP account must enter “LDAP” in the Domain field of the MediaBin client login screen. Verifying your LDAP Configuration To verify that you have correctly configured the LDAP tab, try adding an LDAP user to a MediaBin group account. For instructions, see the earlier section “Adding LDAP Users to MediaBin Group Accounts” on page 200. MediaBin Asset Server Administrator’s Guide 203 Appendix C Setting up the Microsoft IIS Outside a Firewall Many organizations run both the MediaBin server and the Internet Information Server (IIS) inside their firewall. Some companies, however, need to provide external users with access to MediaBin without also giving them access to the entire organization’s internal network. To achieve this, the IIS must reside outside the corporate firewall. To set up an IIS computer that is running outside your corporate firewall so that users can access MediaBin, you must first install the Web client on the IIS computer and then: 􀂄 􀂄 Verify the services running on the IIS computer 􀂄 Modify the MediaBin Web Client global.ASA file 􀂄 Ensure that your network properties has TCP/IP enabled with a static IP address Verify the Services Running on the IIS Computer The following are the only services which should be running on the IIS computer. Running any additional services may not be necessary. 􀂄 Event Log 􀂄 IIS Admin Service 􀂄 Plug and Play 􀂄 Protected Storage 􀂄 Remote Procedure Call (RPC) 􀂄 Security Accounts Manager 􀂄 Windows Management Instrumentation Driver Extensions 􀂄 World Wide Web Publishing Service By default, the Web client uses the Server service to establish a “local” share. However, for security reasons you may want to disable the Windows Server and Workstation service(s). Then you must change the share to a local drive location as explained in the following section. Appendix C: Setting up the Microsoft IIS Outside a Firewall Interwoven, Inc. 204 Modify the MediaBin Web Client Global.ASA File 1. Open the MediaBin Web Client global.ASA file. The folder’s default location is C:\Program Files\MediaBin Web Client. 2. Locate the TRANSFER_DIR variable and change the UNC path to a local path. For example, change: Application ("TRANSFER_DIR") = "<\\YourServerName\TransferFolder20>)" to: Application("TRANSFER_DIR") = server.MapPath(“Transfer”) 3. Save and close the global.ASA file. Verify Network Properties Has TCP/IP Enabled with a Static IP Address When setting up the IIS computer so that users outside your corporate firewall can access MediaBin, you must also verify that your network properties has TCP/IP enabled and includes a static IP address. To edit your network properties: 1. In Control Panel, open Network and Dial-Up Connections. 2. Right-click Local Area Connection, and then click Properties. 3. Click Internet Protocol (TCP/IP), and then click Properties. 4. Select the Use the following IP address option, and then enter the appropriate information.

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ChatGPT is a pre-trained language model developed by OpenAI. It is based on the GPT (Generative Pre-trained Transformer) architecture, which is a type of neural network that is trained on a large dataset of text. The model is able to generate human-like text and can be fine-tuned for a variety of natural language processing tasks such as language translation, question answering, and text summarization. ChatGPT is designed to generate text in a conversational context, and it can be used to create chatbots, virtual assistants, and other conversational interfaces. It is also able to understand and respond to context, and can maintain a conversation flow. It is trained on a large dataset of conversational text, and it is able to understand and respond to context, and can maintain a conversation flow. ChatGPT is a conversational language model developed by OpenAI. It is based on the GPT (Generative Pre-training Transformer) architecture, which is a type of transformer neural network. ChatGP

How to Increase PHP Memory Limits

  Keywords: PHP Memory | MSV 50 | 64% SEO Difficutly PHP Memorty Limit | MSV 480 | 52% SEO Difficutly PHP memory limit drupal 9 | MSV 3600 | N/A SEO Difficulty PHP memory_limit | MSV 140 | 51% SEO Difficutly Title Tag: Learn How to Increase PHP Memory Limits and Why its Imporant | Scout APM Meta Description: PHP Memory Limit is important in the over all PHP project. Learn all the strategies to consider when working within this process.  H1: How to Increase PHP Memory Limits  Why is PHP Memory Limit important to your website development journey? PHP is one of the famous backend technology that is used by many tech giants for supporting their applications. PHP gives many advanced features for making web pages dynamic and integrating some features which you can not simply give using javascript, HTML, and CSS.  Whenever you set up a new PHP project, some memory is allocated automatically. Mostly this memory is suitable for general applications. But there are some cases, for example when yo