Media Pool

1. Overview
v8.1 - Last Mod.: 09/18/2015

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:
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, video 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.

On this overview you can see the current folder structure on the left hand side and allows quick access:
  • Button "Add files" When you click on this icon, you can add files from your computer, Cloud Serives or the SITEFORUM apps.
  • Button "Actions" Here you can add (sub-)folders and import files from the DMS and the file system. If you previously selected a folder, you can edit it via the "Actions" button, view the contained files or the preview, check the statistics or delete the selected folder.
 
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2. Add files

Click the button Add files. To add one or several files you have the following options: 
  • Computer: Move the files from your computer to the upload area or click the button "Select files from my computer" and click on "Save". You also have the option to create a new folder with the files you are uploading.
  • Cloud Services: If you have activated Google Docs under Portal Manager > Tools & Administration > Portal Settings > Services you can access Google Docs here.
  • SITEFORUM Apps: Here you can create files directly in the portal with several editors: HTML Editor, Plain Text Editor, CSS Editor, JS Editor
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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 select your folder.
Filter / Search: To filter the displayed folders select the file type from the selection box and click the button Search. Besides the file type you can also search for search terms.
Depending on the view mode you selected, all corresponding files are listed in the overview.
  • Add files With a click on this button you can add files
  • 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: List view, Thumbnails, Download and Template.

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3.1 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.
  5. Click Save when ready.
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3.2 Files

  1. Select the folder in the Overview.
  2. Here you see all files that are currently assigned to the folder.
    You can add more files and edit the existing ones.
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3.3 Preview

  1. Select the folder you want to preview in the Overview.
  2. Click the Actions Icon.
  3. Click Preview.
  4. Select the preview version of the folder from the "Selection" drop down box.
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3.4 Statistics

  1. In the overview, select the folder whose statistics you want to view.
  2. Click the Actions Icon.
  3. Click on the Statistics link.
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3.5 Delete

  1. Select the folder you want to delete in the Overview.
  2. Click the icon Actions.
  3. Click the link Delete.
  4. Confirm the deletion 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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3.7 Add folder

  1. In the overview click on the Actions icon.
  2. Click the link Add folder.
  3. Enter the name and further details and add the folder by clicking the button Save.
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3.8 Import

  1. In the overview, select the folder to where you want to import files.
  2. Click the Actions icon.
  3. Click on the Import link.
  • 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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3.9 Mass operations

  1. Select a folder from the overview.
  2. In List view and Thumbnails views several mass operations are available for the files.
  3. Select the files by clicking the corresponding selection boxes.
  4. Click on mass operations:
  • Create new folder and assign files: Creates a new folder with your selected files.
  • Copy: Copies the selected files; in the next step you can select the folder where the files should be copied to.
  • Move: Moves the selected files; in the next step you can select the folder where the files should be moved to.
  • Reconvert: Reconverts the selected files.
  • Delete: Deletes the selected files.
  • Edit tags: Here you can edit the tags of the selected files, if tag for the Media Pool have been activated under Tools & Administration > Tags > Settings.
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4. 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 a folder in order to view the assigned 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.
Depending on your selected Preview Mode, all corresponding files are displayed. With a click on the Actions button, you can select options on how to proceesd with the file:
  • Download: Downloads the file.
  • View & Preview: Displays a preview image, as well as details and placeholders for the corresponding preview of the file. In the Selection area you can choose between several different preview settings.
  • Forward: Here you can forward the file.
  • Edit: Here you can edit the details of the file. 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).
  • Edit in Special Editor: Here you can crop your image files (this selection if only available for image files)
  • Details & Versions Here you can view the details and history of a file.
    • 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). When a new version has been uploaded, you can download, restore and delete it in the "existing versions" area.
    • 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.
    • You can also revert to on an older version of the file. Additionally, you can reconvert the file and convert to another image size.
  • Statistics Displays the statistics of the file.
  • Delete Here you can remove the file.
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5. Settings

Here you can review general settings and view logfiles.

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5.1 General settings

Click on the "General" menu.

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, Download and Template.
In the Default area you can select which view is displayed by default.
In the Preselection-Sorting area, you can select in which order the files are displayed.

Access Rights, Time Frame
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".
With the "Time frame" option you can activate special start-, end and reference time for media files.
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.

Click Save when ready.

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5.1.2 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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5.2 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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5.2.1 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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5.2.2 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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5.2.3 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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5.2.4 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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5.3 Statistics

Here you can view the statistics for all Media Pool files.
The statistics compilation consists of an overview, the history and the activity.
 
Note:
Only users with the role "Portal Manager" have access to this area.
 
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5.3.1 Overview

In the overview you will find a graph for viewed folders, as well as viewed, opened and downloaded files in a given period..
Additionally, you can filter this view by day, month and year.

Furthermore you can view a summary of all actions, as well as a trend for the activity, the top 10 viewed folders and the top 10 downloaded files. You also have access to the history, the history over created, edited and deleted files and the history over downloaded files.

Under "Actions" you can download the statistics as .csv or .pdf file.

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5.3.2 History

In the history you will find a chronological list of the actions in the media pool for the specified period.
Additionally, you can filter this view by day, month and year.

Under "Actions" you can download the history as .csv or .pdf file.

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5.3.3 Activity

Under the tab " Activity " you will find a summary of the actions in the Media Pool for the specified period.
Additionally, you can filter this view by day, month and year.

Under "Actions" you can download the history as .csv or .pdf file.

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5.4 Storage

Here you can see an overview on free and used storage space in the portal, existing limitations of storage space, as well as adding new limitations of space.

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5.4.1 Overview

  • in this overview you will find a summary of all free and used storage in total in your portal
  • Applications shows you the distribution of storage in all Media Pool application
  • Files - Top 50 displays a simple list of the 50 biggest files (globally in the Media Pool)
  • Files - Types displays the distribution of files by video, audio, image, document and archive
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5.4.2 Applications

  • Storage distribution in all Media Pool applications
  • Storage distribution in other applications that are independant from the Media Pool (Webmail, DMS, Shop etc)
  • Links to the detailed view of the application
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5.4.3 Limits

In this overview you can see which individual values have been assigned by you.
In the top right area of the overview you can see the currently assigned standard values for groups, users and companies. Click on "Add" in order 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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5.4.4 Actions

Click on the button Actions and Settings. In this area you can assign the Limit Default-Value for the storage space in the group, user and company Media Pools.

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6. Moving 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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7. Features & Advantates

Overview and comparison of the features and advantages in the Media Pool, the public files and the DMS.

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