Having an overview is essential in a Digital Asset Management (DAM) system, and handling duplicates and versions is a critical part of that. Mediaflow not only helps you avoid duplicates of original files, but also allows you to efficiently manage and organize all versions of your documents, ensuring you always have access to the right file at the right time. You can even open files directly from Mediaflow in your favorite programs and save them as new versions.
Save time and storage with download presets
The download presets feature in Mediaflow allows you to crop and create versions of your originals for various purposes when using the file. We recommend uploading only high-resolution, un-cropped images to Mediaflow. If you have different versions of an image regarding format and size, there's no need to upload these as well. This will make it easier to find your files while saving storage.
Ensure the correct version is used
There may be other versions of files that can be useful in Mediaflow, such as retouched images or different versions of documents. To avoid clutter in your folders, you can merge these files under a single thumbnail. This way, you only need to tag with keywords and other metadata once, and you'll find all versions in one place. You can identify the versions through a small icon on the thumbnail. In Mediaflow, you select which version will be active, and only that version will be available in media portals and integrations.
Versions are Ideal for:
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Changes in images (retouching and color correction) where you want to keep the original for security but not use it.
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Different documents or InDesign files where you can see what has changed in previous versions.
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Video files – update an already published video with a new version.
Versions are not recommended for:
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Different angles of the same subject. Instead, upload them as individual images for quick selection.
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A black-and-white or color version. Upload them as separate images; this is necessary if both need to be shared in integrations and media portals. You can also create black-and-white formats with download formats from a specific color profile.
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Similar images taken in series, such as portraits that are very similar. Choose the best images and upload them individually.
Creating versions
You create versions by selecting the files you want to merge, then right-clicking on the files and selecting Merge Files.
A window will appear where you can choose which file should be the active version. This can be changed later by clicking on Versions in the right panel and selecting "Manage Versions" under one of the version images.
Managing versions
Under the Info tab > Versions in the right panel, you can see all versions associated with the file, download the different versions, and decide which version should be visible in the archive. If you upload a file to a folder where a file with the same name already exists, the system will ask what to do with the new file.
In the Versions tab, you will have the following options:
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Download – Click here to download the versioned file.
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Manage Version – Click here to open a window with options to manage the version in different ways.
A file with versions means that only the active version (the visible file) is downloaded if you double-click or right-click and choose Download Original File. To download an older version, go to Info > Versions in the right panel and click Download under the relevant file.
Video Versions
You can also use version management for video files. This can be helpful if you want to update an already published video with a new version. Since the original embed code and URL remain, there's no need to republish the video. To do this, select the old and new versions of the video and choose Merge Files. Then, choose to make the new version the active one.
If you've created additional tracks for your video in the Video Manager (such as subtitles, chapters, and audio tracks), you can copy these tracks from the old version to the new one. Do this under the Settings > Import Video Data tab and select which video you want to import tracks from. Note that this must be done before merging the files, as you cannot import tracks from an inactive version.
Duplicate handling during upload
When you upload a file to Mediaflow, the content is automatically analyzed to determine if an identical file already exists in the system. If a file with the exact same content is found, it is used instead. In this case, the matching is based on the metadata in the files. The system recognizes the file as a duplicate, even if you upload an existing file with a different file name.
The system also responds to identical file names to detect potential duplicates. Correct file names generally matter less in Mediaflow since files are searchable in many ways but can serve as an indication that something went wrong. For example, it could be files that already exist in Mediaflow or that shouldn’t be uploaded.
Identical file in the same folder
If you upload an identical file with the same filename to a folder, the system will notify you that it may be a duplicate, and in the dialogue box you can choose between different options. If you choose to create a new version, the existing file will receive a new active version and will be updated in all folders and media portals where it appears.
Identical file in other folders
If the system detects that an identical file already exists in another folder, the new file is not uploaded again. Instead, a preview is created with a link to the existing original. This means that even though it now exists in several folders, it will not take up more storage space. In the right panel, you can see which folders the file appears in and remove it from folders where you don't want it.
Files with the same name in the same folder
If you upload a file with the same file name in a folder, the system will indicate that it could be a potential duplicate, and you’ll be prompted to make a choice in the dialog box.
Files with the same name in other folders
In Mediaflow, there is a shortcut folder called Files with the Same File Name. Here, files that share the same name as another file in the system will appear if they are uploaded to a different folder. In these cases, the system won’t alert you when the file is uploaded because different users may have different access to folders. This folder serves as a help to identify files that may need to be merged or renamed for clarity. If you're a Pro user, you can already see on the homepage if there are files that need review.
To clear files from this folder, you can rename one of the files to a new file name. Do this under the Indexing tab in the right panel.
Workflows with version management
Mediaflow's duplicate handling reacts to identical metadata and file names. This means that if you download and modify an image and then upload it again, the system will interpret it as a new unique file. This might be preferable if you want both files to be available separately. If you wish to merge these files as versions, you can manually do so in Mediaflow or ensure the file name is the same so the dialog box will appear, allowing you to create a version there. Another option, if you are a pro user, is to use the Open/Save plugin.
Edit seamlessly with the Open/Save plugin
With the Open/Save plugin, Pro users can open a file directly in Mediaflow, edit it in any program, and save it back. You select which program you want to open the file in. After editing, save it as usual. A dialog box will appear, where you can choose to save it as either an active or inactive version.