In Mediaflow's DAM, you can gather all your shared files and systematically manage them before sharing them with colleagues and other target audiences. The system supports up to 100 of the most common file formats for images (JPEG, PNG, TIFF, SVG, etc.), video files (MP4, MOV, etc.), and work documents (Excel, PSD, InDesign, PDF, etc.). You organize files into a folder structure under the Media Bank tab in Mediaflow.
Managing Your Files in the File View
The File View is the area where files are displayed when you either click on a folder or perform a search using the search bar. For most file formats, a preview is displayed as a thumbnail. This applies to various image formats (JPEG, PNG, TIFF), PDF documents (first page), videos (previewing a frame three seconds into the video), vector graphics (EPS, AI), and fonts. Videos, music, and audio files can also be played (videos can be displayed in HD resolution, 720p, in fullscreen mode). You can quickly see the file format on the thumbnails. The name displayed under the file is the Name field, which can be edited per file under the Indexing tab in the right panel. By default, it is the same as the file name but without the file extension.
Finding Files Through Sorting
To quickly find the right files in a folder, you can choose from a list of criteria to sort the files. By default, files are sorted by Uploaded Date, with the newest files at the top. The Sort by Color option sorts images by their primary hue, following the colors of the rainbow from red to blue, and finally black-and-white images.
The file viewing mode also has five different display options. To quickly see images larger or smaller, you can switch modes using the menu at the far right of the viewing bar. The current display mode is retained when you navigate to other folders or perform a search unless the folder's settings specify otherwise. When creating a new folder, you can also choose how the content should be displayed by default for that folder.
Selections are retained even if you change the display mode or reorder the view. However, the selection is lost if you switch folders or perform a search. You can select up to 1,500 files at a time.
Small Thumbnails
Files are displayed with small thumbnails for the quickest possible overview.
Large Thumbnails
Slightly larger thumbnails provide a better preview of the images.
Image Wall
Images are displayed across the entire file viewing area in a continuous flow. The image sizes adjust to fit the space optimally, which means images of the same actual size may appear slightly different in size to fit better. However, no images are cropped.
For all the views (1-3) above, the file type, any color markings, number of uses, and file versions (if available) are always displayed in the previews.
One by one
A single file is displayed in its largest preview mode, up to 1400px, either in height or width, depending on which is larger. Images smaller than 1400px are not scaled up. You can browse between files using the left and right arrow keys.
An alternative for this view is clicking on the file's preview in the right panel. This displays the same preview against a black background across the entire browser window, allowing you to see the image as clearly as possible. Zooming is also possible, but the maximum size remains 1400px.
List View
Files are displayed in a list format, showing information such as file type, file size, any color markings, number of uses, and file versions (if available) in the previews. This view also displays ratings (if any), the uploader's name, and the upload date.
Moving Files Between Folders
In the toolbar above the File Viewing Mode, you can click the Cut/Copy and Paste buttons to move or copy files across multiple folders. Alternatively, you can right-click on the selected files and choose from the menu. To move multiple files, select them and click Cut. Then, navigate to the destination folder and click Paste. If you want to place files in multiple folders, choose Copy instead, then Paste into the other folder.
You can also select the files you want to copy or move and drag and drop them directly into a folder.
ℹ️ Files Can Be Displayed in Multiple Folders
In Mediaflow, a file can be accessed from multiple folders simultaneously without creating physical copies. This functionality enhances workflows. For example, an image can be placed in three different folders, but only one original file is stored in Mediaflow—unlike when storing files on a local server.
Selecting Files
You can select a file by clicking on it. Use the arrow keys to move the selection and browse different files. The right panel provides an overview of the selected file and its settings. When working with files, such as adding information, it is recommended to work in bulk (i.e., with multiple files simultaneously). There are several ways to select files:
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Checkboxes: Check the boxes on the thumbnails to add them to the selection.
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Ctrl/Cmd + Click: Hold down Ctrl (Windows) or Cmd (Mac) and click a thumbnail to include files in the selection.
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Shift + Click: Select a file, then hold Shift and click another file to select all files in between.
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Select All: Use the shortcut Ctrl/Cmd + A to select all images.
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Selection Menu: Use the selection menu in the top toolbar to select all files, no files, portrait-only, landscape-only images, etc.
Next to the selection menu, there are buttons for Copy, Paste, Print, and Delete files.
File Settings in the Right Panel
When selecting a file, a preview appears at the top of the right panel. Clicking the preview displays the file in full-screen mode on a black background for a clearer view. You can also zoom in, but the maximum display size is 1400px.
Below the preview, detailed file information is available under the following tabs: Info, Indexing, Persons, License and Security.
1. Info
The Info tab has five sub-tabs: General, Usage, History, Metadata and Versions.
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General: Provides a quick overview of the file settings, including metadata such as keywords, alt text, custom fields, and license rights. It also displays who uploaded the file and which folders it is available in.
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Usage: Logs file usage for better traceability. You can manually enter details like Responsible Person, Project, Channel, and Publication Date under Add Usage. Usage can also be logged automatically when downloading files or through CMS integration.
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History: Shows a chronological record of file activities, including uploads, downloads, and folder movements.
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Metadata: Contains standard EXIF metadata from digital cameras, such as camera model, exposure time, aperture, focal length, ISO speed, white balance, GPS coordinates, etc.
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Versions: Displays all file versions, allowing you to download, delete, separate, or switch between active versions.
2. Indexering
Indexing is an essential part of Mediaflow. Enriching files with keywords and additional information makes searching easier and improves workflows. In the Indexing tab, you can add keywords, descriptions, alt texts, color markings, and ratings. You can also create custom fields for indexing tailored to your organization’s needs.
3. Persons
The Persons tab is visible to users with the GDPR add-on. It allows you to manage personal data handling, identify individuals in images, and record consents and agreements.
4. License
The License tab is used to register usage rights for files. This allows files to be sorted by license types. If rights are limited, files can be locked for download after the expiration date.
5. Security
Permissions can be customized for specific files or groups of files based on user groups. In the Security tab, you can define whether a group is allowed to delete, edit, index, move, download, or track usage of files.