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Media Pool

1. Overview
2. Files
v8.0 - Last Mod.: 11/27/2014
With the SITEFORUM Media Pool you can manage all kinds of files (e.g. images, videos, documents, etc.) for several applications in your portal to provide galleries and lists.

Note:
To work in this section you need to have the role "File Manager" (or the permission "fm_access") or "Portal Master". Users with the role "Designer" have access to the templates of this area.
Note:
Tab Files: You manage the single files here. You upload or import new ones you edit them, view details or delete them. Tab Folders: A folder contains single chosen files (like images or documents). You assign desired files to a folder, which you can then display as image gallery or document list.

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1. Overview

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Tools & Administration > Media Pool.
  3. You are now in the Overview for CMS / Stories, in the left hand menu you can select other applications, such as Shop / Products, CRM / Companies, Groups and your individual Media Pool.
The main file types are listed on top of the canvas page.
Image Gallery, Video Gallery, Document List, Images, Audios, Videos, Documents, Archives.
By clicking on a type you will get to an overview with corresponding assigned elements.

The overview contains also quick accesses and shows the latest changes:
  • Tab: Files A list over the existing files.
  • Tab: Folders A list over the existing folders.
  • Button "Add Folder" Clicking this icon you can add a new folder.
  • Button "Actions" Clicking this button you can add (sub-)folders or import files from the file system or the DMS.
 
  • Image Galleries Here the newest image galleries are listed.
  • Document Lists Here the newest document lists are listed.
  • Images Here the newest images are listed.
  • Documents Here the newest documents are listed.

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2. Files

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Tools & Administration > Media Pool.
  3. In the overview select your Application in the left menu and then click on the tab Files.
Filter / Search: To filter the displayed files choose the desired file type from the selection box and click the button Search. Besides the file type you can display by titel or tags.
The overview lists all corresponding files in a table:
  • Preview Displays a preview image, depending on the settings.
  • Name Shows the name of the file. By clicking the name you get to the editing mode.
  • Type Shows the file type.
  • Size Shows the file size.
  • Date Shows date and time of upload.
  • Actions By clicking the icon you have different options how you can handle the file.
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2.1 Add files

  1. Click the button Add files.
  2. To add one or several files you have the following options:
    • Simple Upload: Select the desired file by clicking the button Browse.
      Click the button Upload.
    • Cloud Services: If you have activated Google Docs under Portal Manager > Tools & Administration > Portal Settings > Services you can access Google Docs here.
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2.2 Preview
  1. Select the file you want to preview in the Overview.
  2. Click the Actions Icon.
  3. Click Preview
  4. Select the desired version of the file from the drop down box and click the button Select.
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2.3 Edit
  1. Select the file which you want to edit in the Overview.
  2. Click the icon Actions.
  3. Click the link Edit and edit the file as desired.
  4. In the Time Frame area you can set a start-, end- and reference date for the file to be displayed. Before the time frame expires, a system email is sent to Portal Masters and File Managers (for the group Media Pool this email is sent to Group Managers).
  5. Click the button Save when ready.
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2.4 Details
  1. Select the file whose details you want to view in the Overview.
  2. Click the icon Actions.
  3. Click the link Details.
    In the area Files & Versions all versions of the file are listed.
  4. In the area "Upload - New version" you can upload new versions of your existing file - generally you can only upload files that have the same format as the existing file. Exceptions to this rule are: images (*.jpg) to images (*.gif) ... documents (for example. *.doc) to documents (*.pdf).
  5. When a new version has been uploaded, you can download, restore and delete it in the "existing versions" area.
  6. If required you can upload further thumbnails in the area Thumbnails:
    1. Select in the line Resize image to the desired size of the thumbnail.
    2. Click the button Browse to select the file from you system.
    3. Click the button Upload.
  7. In the "Image" area you get an overview over the history, time frame and which folders the file is assigned to.
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2.5 Delete
  1. Select the file you want to delete in the Overview.
  2. Click the icon Actions.
  3. Click the link Delete.
  4. Confirm the erasing procedure by clicking the button OK.
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2.6 Mass operation

Below the list of files, in the area Mass operation, you can accomplish the following mass operations:
  1. Activate the option Select all to select all existing results.
  2. From the selection box Select mass operation choose the desired mass operation.
  3. Click the button Next.
  Create new folder and assign files
  • Mark the files you would like to assign to a new folder, using the selection box.
  • Click the button Next.
  • Select the folder type
  • Enter a name for the new folder, then click the button OK.
  Move
  • Mark the files you would like to assign to the existing folder, using the selection box.
  • Click the button Next.
  • Select the folder from the list and click the button OK.
  Delete
  • Mark the files you would like to delete, using the selection box.
  • Click the button Next.
  Edit tags

To use this feature, please activate tags for the media pool first: Tools & Administration > Tags > Settings > Media Pool Items.
  • If you want to edit tags for some files, mark them using the selection box.
  • Click the button Next.
  • Specify the tags and
    • select Add to add them to existing file tags or
    • select Replace, if you want to replace old tags with these ones.

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3.Folders

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Tools & Administration > Media Pool.
  3. In the overview select your Application in the left menu and then click on the tab Folders.
Filter / Search: To filter the displayed folders choose the desired  type from the selection box and click the button Search. Besides the file type you can display by titel or tags.
The overview lists all corresponding folders in a table:
  • Status Displays the status (active / inactive) of the folder
  • Type Shows the folder type.
  • Name Shows the name of the file. By clicking the name you get to folders preview.
  • Files Displays the number of files currently assigned to the folder.
  • Date Displays when the folder was created.
  • Actions By clicking the icon you have different options how you can handle the folder.
You can switch between different preview types of the list: Standard and Preview

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3.1 Add folder

  1. Click the button Add folder. If the button is not displayed, please switch to the "Folder" tab.
  2. Select which type of folder you would like to add: Image Gallery, Video Gallery, Document List and click on the corresponding item.
  3. Enter in the field Name a name for the folder.
  4. If required enter in the field Description a description.
  5. Choose from the selection box Type the type of folder.
  6. Enable the checkbox Status to activate the folder.
  7. Click the button Save when ready.
    You get to the tab 2. Files in which you upload the files you want to have in the folder.
  8. Click the button Add files in the top right corner. To add one or several files you have the following options:
  • Simple Upload: Select the desired file by clicking the button Browse.
    • Click the button Upload.
  • Cloud Services: If you have activated Google Docs under Portal Manager > Tools & Administration > Portal Settings > Services you can access Google Docs here.
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3.2 Preview
  1. Select the folder you want to preview in the Overview.
  2. Click the Actions Icon.
  3. Click Preview
  4. Select the desired version of the folder from the drop down box and click the button Select.
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3.3 Edit
  1. Select the folder you want to edit in the Overview.
  2. Click the icon Actions.
  3. Click the link Edit.
  4. Edit the folder as desired.
  5. Click the button Save when ready.
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3.4 Files
  1. Select the folder in the Overview.
  2. Click the icon Actions.
Here you see all files that are currently assigned to the folder.
You can add more files and edit the existing ones.
For more information go to Files.

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3.5 Delete
  1. Select the folder zou want to delete in the Overview.
  2. Click the icon Actions.
  3. Click the link Delete.
  4. Confirm the erasing procedure by clicking the button OK.
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3.6 Add subfolder
  1. Select the folder to which you would like to add a subfolder in the overview.
  2. Click the icon Actions.
  3. Click the link Add subfolder.
  4. Enter the name and further details and add the subfolder by clicking the button Save.
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4. Import

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Tools & Administration > Media Pool.
  3. In the overview select your Application in the left menu and then click on the tab Folders.
  4. Select the folder that you want to import files to.
  5. Click the button "Actions" on the upper right and select Import.
    • Import from the file system:
    1. You can enter the extension of the thumbnail in the field Extension of thumbnails.
    2. In the drop down box next to Directory you select the directory that you want to import from.
    3. Click on Import.
     
    • Import from the DMS
    1. In the drop down box next to Directory you select the DMS directory that you want to import from.
    2. Click on Import.

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5. Templates

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Tools & Administration > Media Pool.
  3. In the navigation on the left below Settings click Templates.
    You get to the tab Overview.
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5.1 Overview

  • To filter the templates choose from the selection box Filter the desired type and click the button Search.
The overview lists all existing templates in a table:
  • Status Shows the status of each templates.
  • Type Shows the file type.
  • Name/Description Shows name and description of the template.
  • Edit By clicking the icon you get to the editing mode.
  • Delete By clicking the icon you can delete the template.
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5.2 Add

  1. Click the tab Add.
  2. Enter in the first field Code #1 "Beginning" the HTML code for the first part of the folder.
  3. Enter in the second field Code #2 "Mittelteil" the HTML code for the middle part of the folder.
  4. Enter in the third field Code #3 "Ende" the HTML code for the ending part of the folder.
  5. Enter in the field Name a namen for the template.
  6. If required enter in the field Description a description for the template.
  7. Choose from the selection box Type the type of the folder.
  8. Enable the checkbox Status to activate the status.
  9. Click the button Save when ready.
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5.3 Edit

  1. Select the template you want to edit from the Overview.
  2. Click the icon Edit.
  3. Edit the template as desired.
  4. Click the button Save when ready.
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5.4 Delete

  1. Select the template you want to delete from the Overview.
  2. Click the icon Delete.
  3. Confirm the erasing procedure by clicking the button OK.

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6. General


Here you can review general settings and view logfiles.

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6.1 General

Klicken Sie auf den Reiter Allgemein.

Images
In the area Existing image width all existing images widths are listed.
In the field Image width enter the desired sizes which you want to be available when uploading an image.
Set the default width from the selection box Default Size (Width).

Video Conversion
Select the desired quality of the uploaded video in the area Video Conversion from the selection box Quality.
Pick the desired aspect ratio of the video from the selection box Aspect ratio.

Video Player
Choose the size of the video player in the area Video Player from the selection box Video Player.
Note: In case you chose Custom please enter the corresponding px in the appearing fields Width and Height.

Folder "Preview" Preselection
Here you can select which preview is selected for image galleries, video galleries and document lists.

File View
In the View area you can select which views are available for the files within a folder in the media pool: List view, Thumbnails and Download View.
In the Default area you can select which view is displayed by default.
In the Access Rights "Public" area you can select which users have access to files that are uploaded with the "public" access right in the users individual Media Pools - you can select between "guests" and "registered users".

Settings
With the "Time frame" option you can activate special start-, end and reference time for media files.
If you activate the option "Display subfolders above the media file listing" subfolders will be displayed in each individual folders file view.
Activate the checkbox Logfiles if logfiles should be created when files or folders could not be found.
Activate the checkbox Smart Links if you want to display smart links.
Note: Smart links are links below an element, e.g. an image gallery, which you can click to get directly to the editing mode.

Storage space (Limit Default-Value)
In this area you can set a default storage space limit for the media pools of groups, users and companies.

Click Save when ready.


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6.2 Logfiles

Note: If you want logfiles to be created you need to activare the checkbox Logfiles in the tab General.
  • Click the tab Logfiles.
    All existing logfiles get listed.
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6.3 Statistic


Here you can view the statistics for all files in the Media Pool.
The statistics canvas page consists of:
  • A graph for folders viewed, files viewed, files opened and files downloaded within a specific time frame.
  • "History" with an overview over the past 10 actions.
  • "Top 10 - Files - Downloaded" with an overview over the top 10 most downloaded files.
  • "Top 10 - Folders - Viewed" with an overview over the top 10 of the most viewed folders.
  • "History - Files - Downloaded" with an overview over the last 5 files downloaded.
  • "History - Files - Created" with an overview over the last 5 files uploaded.
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6.4 Storage


Here you can assign media pool storage space for single individual companies, groups and users.
  • In the overview you can see which individual storage values that have been assigned by you. On the top right of the overview, you can see the currently assigned default values for all groups, users and companies.
  • Click on "Add" to assign storage space.
  • Enter the amount of storage you would like to assign in the "Limit (Max-Value)" field under "Storage".
  • Select a user, group or company from the corresponding "Objects" autocomplete field.
  • Click on "Save" when you are done.
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6.5 Moving of contents


Here you can move folders and files globally.
  • Select the "Source" application from where you want to move the folder in the dropdown.
  • In the next step, select the "Object".
  • Now select the "Folder" that you want to move.
  • Select the "Target" application to where you want to move the folder in the dropdown.
  • In the next step, select the "Object".
  • Now select the "Folder" to where you want to move your source.
  • Review all selected source and target assignments again and confirm with the "Move" button.
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6.6 Media Pool vs. DMS

Overview and comparison of the features in the Media Pool and DMS.

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