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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
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