This section will go through all the parts of the Asset Portal backend. What can be done with each different tab and how it works.

Authentication

The Asset Portal can be accessed from any modern web browser. The specific link to the application is decided and set up by each customer and should be provided by an administrator in your organization.

When you first open the application, you are presented with a login page. In the login form you type in your credentials and click the login button:

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Dashboard

The Dashboard gives you an overview of the newest media that has been uploaded. It also shows the last 10 people who have logged into the Asset Portal. The Media information gives you an overview of the images and files that have been imported.

The Dashboard will also show a filter of the features and make a count of any images that might miss some data. This makes it easy to get an overview of everything and to make sure the data fields have been filled out.
If anything is missing you will be able to click the filter and then see which images it is.

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The screenshot below shows the pictures with the filter “Without Caption”

Categories

The Categories tab shows you the categories that have been synchronized from Perfion, and the number of images or files that are present in each category, the structure makes it easy to manage where everything is located and how many files and data are present in each category. All images and files will be available here with the data that has been chosen from Perfion.

The screenshot below shows all the information of the image, and it is possible to download just the image by clicking Asset download, or use the image and data in different ways from the bar above the image, like saving as a PDF.

In the Category settings you can add sub-categories to the main categories besides the ones that already are getting created through Perfion. 

Media

Media gives an overview of all the images and files in a grid. It is possible to change the grid view, view order and what filter that will be shown in the view. The different possibilities are quite self-explanatory. You are also able to upload images and files under Media upload.

The screenshot below shows the media upload. First choose the category you want to upload to. Next is setting up the description fields, and then a lock date which makes it possible to lock the asset so it can’t be changed or removed until unlocked.
The last section is the Media selection where you can drag or drop the files you want to upload.

Collections

Collections lets you build packages for specific users that can be shared through the Asset Portal site, and even accessed through a link, which then lets your users download a certain package of images that you have created. The collections are done by putting images/files into the clipboard and then making them into a collection.

Click Add Collection and start filling out the information fields to set up your collection of images.

Now choose what images should be put in the collection. This is done by going into your category folder and select the images you want. And add them to clipboard like on the screenshot below.

The number of images and files that have been added can be seen in the top menu bar.

Go into your collection and Add media from clipboard to finish it.

Now follows an explanation of all the other tabs inside the collection.

Show media: This lets you view all the media files inside your collection.

Details: Gives all the details of the collection like owner, date created, title, user access, type of files etc.

Duplicate:

Sort media: Lets you sort your assets with a simple drag and drop function, in the order you want.

Share: shows sharing options for the collection like quickshare link where you can send a link to the collection to a number of emails with a default expiration date of 5 days unless changed in the setup.

Add media from clipboard: Adds everything from the clipboard to the collection.

Restrict access to dedicated frontend-users: Choose restrictions regarding what frontend-users should have access to the selected collection.

Assign access to other backend-users: Assign access to other backend-users to the selected collection.

Not published: Can be set to published, which makes the collection accessible.

Delete: Deletes the collection.

Tags

This tab gives an overview of all the Tags that have been made in Perfion and the Asset Portal it also shows how many, and what images are under each tag.

It is possible to show what assets are under each tag. Edit the tags, merge tags together or delete tags.

Users

The Users tab lets you create and manage frontend and backend-users. From here it is possible to set up different criteria for each user to suit the current needs.

In this section it is also possible to create roles that can be assigned to the backend-users. This makes setting permissions to users very easy and having an overview regarding it.  

Configuration

Let’s you define how the frontend should look like for all the frontend-users, and this is also where the setup for the Perfion configuration is located. Here it is possible to customize the frontend to fit your style and company with logos and information under each section.

You will also be able to set up any tabs with information you want the frontend-user to see by creating pages in the Page administration.

Here you also have access to any Asset Portal updates and have the ability to update the Portal to the latest version.

Statistic

The last tab gives you an overview of statistics regarding all assets. This is regarding different download metrics for the frontend, backend and collections.

General uploads to the Asset Portal and Logbooks for images and documents.

User Guide – End User

As an end user you will see the frontend as customized and configured by the backend. On the front page you will see the category structure that is available to you and any collections that are shared. Also, a quick view of tags that are being used which gives fast access to specific assets that are tagged.

The tabs shown in the top are configured by the backend and can be changed as it seems fit. In this example it gives information about the company, who to contact, terms of service etc.

The categories give access to all assets that are available and the information and everything can be downloaded as see fit.

Collections lets you download available collections as zip-downloads packages with assets and information.