Use Assets

Use Assets
If you intend to do anything more than simply browsing through catalogs, you should read this section. It describes how to use, present and share your cataloged assets. This is followed by a few simple guidelines that will ensure your workflow is as efficient as possible.
 
Drag and Drop
Cumulus does not only support drag and drop in the Cumulus application and for cataloging. From within Cumulus you can drag and drop assets into other applications that support drag and drop. Under Mac OS you have to press the ALT key when starting dragging.
Copying Assets
You can drag and drop a record into another drag and drop-supporting application. Dragging a record copies the asset into the target document. Dragging a record into the Windows Explorer or the Mac OS X Finder copies the asset into the selected folder.
NOTE: It is not recommended to use drag and drop for copying a large number of files, because this may seriously impact the performance of your system and the available disk space. To copy a large number of files, use the Copy to menu command instead.
The reason for this is that both methods are handled in different ways internally. With the Copy to menu command, Cumulus creates a temporary file for each asset which is deleted as soon as the asset is copied. On the other hand, with drag and drop, temporary files of all selected assets are created before the first asset is copied, and these temporary files are not deleted until a new copy process via drag & drop is started, or Cumulus is closed.
Copying Categories and Associated Assets
Categories can be dragged and dropped – along with the assets associated with each category – into the Windows Explorer or the Mac OS X Finder. When you drop the categories, Cumulus creates a folder with the same name as the category and copies the assets to that folder. If the category contains subcategories, subfolders will be created and the assets assigned to these subcategories are copied to the corresponding subfolders.
This option may be handy for collecting production files for output (assuming the files all have at least one common category, such as project name).
To copy categories and associated assets:
 
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NOTE: If you use this way of copying assets, any associated metadata files (e.g. TAG files) will not be copied even if the corresponding metadata modules are activated.
You also have the option of copying only the asset files associated with selected categories (see “Copy Assets Assigned to Category To").
Using Asset Actions
Cumulus Asset Actions simplify your daily workflow needs. An Asset Action refers to a combination of certain functions and can be saved under a chosen name. Whenever you wish to perform this combination of functions, all you have to do is select the corresponding Action and it will be done. You can perform an Asset Action either on selected records or when mailing assets. To perform an Asset Action on records selected in the Record pane, you employ the menu item Asset > Perform Asset Action. (For details, see below.) To perform an Asset Action on records in the Collection Basket pane, you employ the Collection Basket’s toolbar. (For details, see “Outputting the Collection Basket’s Contents".
These Asset Actions can be defined in your User Settings in the Preferences dialog – for a description, see “Cumulus Asset Actions". With Workgroup or Enterprise, you need the appropriate permissions for Asset Actions.
To perform an Asset Action on records in the Record pane:
 
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Select Asset > Perform Asset Action. A submenu opens that lists the available Actions.
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If the selected Asset Action failed to be performed on certain assets, theses assets are listed as soon as the Asset Action is completed, together with the respective error messages.
Clicking Reveal in collection displays these assets in a collection of its own for further processing.
Clicking Ignore closes the window without any further action.
Mailing Your Assets
Cumulus also lets you e-mail the assets themselves, so that you can easily share them with people who don’t have access to your Cumulus catalogs. You can use Cumulus’ powerful search and display features to find just the right assets, and then send them off with a single command.
To e-mail assets from within Cumulus:
 
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Select Asset > Mail To. A dialog opens prompting whether you want to send the original asset or to have a Cumulus Action performed on the asset(s) before it is sent.
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Previewing Assets
Cumulus provides several ways of previewing assets:
Viewing an asset in Preview view or window lets you add user comments to it. In Fullscreen Preview you can compare up to six different assets and add labels and ratings. The Fullscreen Slide Show displays assets as fullscreen previews in a slide show. The Preview pane can be opened additionally at the left side of a collection window.
Preview View and Window
The records’ assets must be available to display.
Previews can be zoomed in or out and displayed in different sizes using the window’s toolbar or menu options. (See “Overview: Toolbars for Previews”, below, and see “Zoom In", and “Zoom Out”.)
The default size of the preview display can be set in the User Settings. (See “Overview: User Settings (2) – Display Tab”).
 
NOTE: Toggling between Hand Tool and Select Tool! Activating the Hand Tool deactivates the Select Tool and vice versa.
You can copy all or part of a preview to the Clipboard. To select a portion of the preview image:
 
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Press  Command /  Control and c to have the selected portion on the Clipboard.
The selected portion of the preview is on the Clipboard and may be pasted into other applications. Remember, this is a copy of the preview image, not the actual asset.
A selected portion of a preview can also be zoomed in:
 
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Multi-page Previews
Multi-page previews are available for the following file formats: GIF, InDesign, JPEG, PCX, PDF, PowerPoint Presentations, Photoshop, Quark XPress, and TIFF.
For InDesign a multi-page preview can be provided only if one of the following requirements is fulfilled:
OR
For Quark XPress a multi-page preview can be provided only if one of the following requirements is fulfilled:
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Under Mac OS: Quark XPress is installed.
NOTE: The preview always shows the current status of an asset. So the number of pages/slides might differ from those cataloged as contained sub assets if the asset has changed and the records were not updated.
User Comments
For work-in-progress management Cumulus provides user comments. From the Preview view or window, add comments, draw rectangles or polygons and communicate your ideas, approvals or anything else to other users. All comments are searchable, meaning you can find assets based on comments they contain. Plus, you have an archive of change requests stored right alongside the assets.
Requirements
To have the user comment feature available for assets, the catalog which manages them requires the record field User Comment Thread (and the fields contained in that table field) to store the comment information. If the User Comment Thread field is not yet included in your catalog, you must add it from the catalog template Fields for user commenting). For a description on how to add fields to a catalog, see the Administrator Guidesee “Adding Fields".
To use the user comment feature, a user requires the appropriate permissions for the User Comment Thread field. (For more information, see “Subtable Permissions".)
Working with User Comments
Cumulus provides three types of user comments: the rectangle comment, the polygon comment and the sticky note comment. All types are attached to an asset’s preview and are displayed in a column to the right side of the preview.
To add comments or to view existing comments, the User Comment tool must be active.
Adding User Comments
When you add a user comment, a new section is added to the comments column. Click into that section to activate the edit field for entering text. If you enter more text than fits into the edit field, the text scrolls. Comments are saved automatically as soon as you click anywhere else within the preview view or window.
To add a sticky note user comment:
 
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To add a rectangle user comment:
 
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To add a polygon user comment:
 
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Editing User Comments
To edit a user comment:
 
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To resize a rectangle or polygon comment, grab a handle (little square) of the border by holding the mouse button down while the cursor is over the handle. Drag the handle for resizing.
Deleting User Comments
To delete a user comment:
 
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Click the comment that you want to delete, then click the wastebasket to the right of the edit field.
Displaying User Comments in a Sub-Pane
With any Cumulus view, you can use the sub-pane filter User Comments to have all comments of the selected assets displayed in a sub-pane.
Searching for User Comments
Use the Find window to search for text entered as user comments. As search criteria select the field User Comment Thread – User Comment – Comments.
Fullscreen Preview
The Fullscreen Preview offers an interactive display of up to six different assets at once, making it easy to pick the perfect one each time – compare quality, sharpness, composition, etc.
Opening Fullscreen Preview
Select the records of the assets you want to have displayed in the window and select Asset > Fullscreen Preview.
Using Fullscreen Preview
Additional information on a previewed asset can be displayed, depending on the settings for the Preview Window in the current Record View Set. (For a description on how to configure the view of the Preview window see “Record View Sets".) Always displayed on the status bar and not depending on the selected Record View Set are the record name, the label and the rating of the respective asset (if contained in the catalog.)
Linking Panels
In Fullscreen Previews of multiple assets, two or more panels can be linked together for synchronous zooming, rotating and panning.
To link panels:
 
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In linked panels, the icon is highlighted.
To unlink panels, i.e. to exclude them from synchronous zooming, rotating and panning:
 
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NOTE: In fullscreen previews of single assets, the icon is not displayed.
Displaying the Info Window
Ready “slide on” access to the Info Window makes metadata edits easy. Move your mouse pointer to the left edge of the screen and the Info window will show up. Click the pin icon to dock it so it will stay when you change the mouse pointer position.
Using the Toolbar
Move your mouse pointer to the bottom of the window and its toolbar pops up.
Displaying a Command Overview
Position your mouse pointer on the question mark icon to have a list of available commands and keyboard shortcuts is displayed. Click on the question mark to access the Cumulus help system.
Marking Assets
In the Fullscreen Preview window you can mark assets by using labels and ratings.
Color labels are set using the square symbol. Clicking on this icon opens a list of available labels. Select the label you want to mark the asset with.
You can also mark assets using star ratings. Use the shortcuts  CTRL+ALT+1-5 /  ALT + CMD+ 1-5 to set the rating. See “Labeling”, for more about labels; see “Rating Assets” for ratings.
Adjusting Preview Size
The magnify glass icons of the statusbar let you scale how an asset is displayed within each preview area (panel). To zoom in on a preview image, you also use the + (plus) and - (minus) key shortcuts.
Rotating Previews
The rotation icons of the statusbar let you rotate a preview 90° clockwise or counter-clockwise.
Next and Previous Assets
You can use the arrow icons of the toolbar or the PAGE DOWN and PAGE UP key to load assets in the window. When there is more than one asset on-screen, the asset that is changed is the one that is marked as selected by a light green border and a big check mark symbol. If none is selected, the entire group of previewed assets is replaced by the next group. If one is selected, the PAGE DOWN key changes the asset to the next one in the collection and the PAGE UP key changes it to the previous one. You can also use the mouse wheel to scroll through.
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If multiple assets are displayed in the Preview window, a single asset can be loaded into more than one preview area, enabling you to pan, zoom and examine it in detail. To load another preview in a preview area, select the preview area and use ALT+Mouse Wheel.
NOTE: Linked preview images are navigation locked, i.e. they never change position and can’t be replaced with other assets via the PAGE UP / PAGE DOWN keys or scroll wheel navigation.
Comparing Previews
Any two selected preview images can be automatically compared by Cumulus, with a visual representation of the comparison result displayed in the Fullscreen Preview. For details, see “Preview Comparison”
Fullscreen Slide Show
Shows assets as fullscreen previews in a slide show. You can load the assets manually or run them in a loop.
Opening the Window
Select the records of the assets you want to have displayed in the slide show and select Asset > Fullscreen Slide Show.
Using the Window
You can have record fields displayed. What is displayed along with the previews depends on the selected Record View Set and its setting for the Preview window. (For a description on how to configure the view of the Preview window see “Record View Sets".)
Using the Toolbar
Move your mouse pointer to the bottom of the window and its toolbar pops up
Displaying a Command Overview
Position your mouse pointer on the question mark icon and a list of available commands and keyborad shortcuts is displayed. Clicking on the question mark accesses the entire Cumulus help system.
Preview Comparison
Cumulus provides a smart option that allows you to compare two image assets. A visual representation of the comparison result as well as the previews of the compared assets are presented in fullscreen preview.
The comparison is done on a pixel-by-pixel base, i.e. any pixel in the preview of an asset is compared to the according pixel in the preview of the other asset. The comparison result is computed – and displayed – as the difference of the RGB values of the corresponding pixels. Pixels that are identical in both images appear as black in the comparison result.
If the two images to be compared have the same aspect ratio but different sizes, the larger one is scaled down to the size of the smaller one. If the images differ both in size and aspect ratio, they are overlaid centered.
Compare Previews is especially useful for detecting subtle differences in apparently identical image assets.
Starting the Comparison
The preview comparison can be startet either from the collection window, or from the fullscreen preview.
 
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Using the Window
A fullscreen preview comprising a comparison result behaves the same way and offers the same options as any fullscreen preview (see “Fullscreen Preview".)
The statusbar of the panel with the resulting image displays the title Comparison Result and the current zoom factor.
By default, the comparison result and the two previews of the compared assets are linked for all zooming, rotating and panning commands, i.e each zooming or panning operation in either panel is performed on the other two panels at the same time and in the same way (see “Linking Panels").
Comparison results can only be viewed, but not saved, rated, or labeled. And of course, there is no metadata for the comparison result to be displayed.
To get rid of the comparison result and possibly restore the preview image that was displayed previously in that panel, select the compare image, then open the context menu (with the right mouse button / Control key + mouse) and select Reset Compare Panel.
Repurposing Assets
Cumulus provides several ways for you to repurpose your cataloged assets. The following sections describe how you can do this making use of Cumulus Converter module.
Converting Image Assets
The Pixel Image Converter enables you to convert any cataloged pixel image into the different formats on the fly, e.g. JPEG, TIFF, BMP, GIF, ScitexCT, PNG, PCX, and PDF. It also lets you resize the image and convert it into another color space.
With Cumulus, the images can also be cropped, rotated or flipped, Sharpen and Blur filters can be applied for the image processing. The sequence of the conversion processes is cropping first, then resizing and after that applying a filter. Finally the image is saved in the specified color space and output format.
To convert image assets into another format:
 
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Select Asset > Convert To menu command.
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Select Pixel Image Converter as Asset Converter.
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The selected image asset(s) will be converted and the resulting images will be stored in the selected destination.
Pixel Image Converter Parameters
For the conversion you can define parameters referring to:
Image Size
You can not only determine the image size (in pixel as well as inches, cm or percent). You can also have the image cropped before it is scaled to the dimension defined by width and height.
Alternate Source Resolution
If you want to use the image with a resolution different from the stored original, activate the User Alternate Source Resolution option.
Crop Area
Cropping refers to cutting down an image by cutting away unwanted parts at the edges. You specify left, top, right, bottom margins to be cropped off the source image.
The cropping function can be used to trim the edges of an image. Enter the size of the edges to be removed. Define the measurement under Units.
NOTE: If you use an alternate source resolution, be aware that this resolution is the basis for any cropping in inches or cm measurements.
Scale Dimension
The values for width, height and resolution determine the size of the converted image. The image size can be specified in pixel dimensions or print dimensions. And you can decide to have the image converted either to an individual size or to a fixed size, the maximum of which is defined by a bounding box. The result depends on the selections set for the conversion:
Work at
If you want to specify the size in inches or cm and have the software calculating the pixel dimension automatically depending on the set resolution, select Document­ Size. If this option is activated, the entered values determine the print dimensions.
If you want to specify the pixel dimension (not caring about print size), select Image Size.
Note that the final output size depends on the output device’s settings (e.g. dpi of printer).
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Working at Image Size is useful when preparing images for online distribution. Keep in mind that changing pixel dimensions affects not only the size of an image on-screen but also its image quality and its printed characteristics – either its printed dimensions or its image resolution.
Constrain Proportions
To maintain the current proportions of width to height, activate this option. (This option is not available if you have selected multiple records for converting or if you are defining a Cumulus Action.)
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To keep the proportions if you have selected multiple records or if you are defining a Cumulus Action we recommend you to specify height and width in percent.
Use Size as Bounding Box
If this option is activated, the size defines the bounding box into which the images has to fit. The image will be resized proportionally to fit the size of the bounding box. No dimension of the converted image will exceed the size of the box. When using this option, the proportions of the images are always constrained and that’s why the Constrain Proportions option is not available.
If you want images that are smaller than the size of the bounding box to be enlarged to this size, activate the Enlarge Smaller Images option.
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To define the size for a box you want to fit for portrait and landscape images, make it a square. Then the longest edge of an image (height or width) will be resized to the entered value and the shorter edge will be resized according to the proportions of the image.
You can choose different units of measurement. To enter values as percentages of the current dimensions, choose Percent as the unit of measurement.
Image Processing
With the conversion the image can be processed. You can have a filter run, rotate and flip the image. Select the desired processing options.
Filter
To have a filter run with the conversion, select a filter type and the radius range for the filter (small, medium, large.) The radius determines how far the filter considers surrounding pixels that affect the filter action. The following filters are available:
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The Blur as well as the Gaussian filter decreases high-frequency details and can produce a hazy effect.
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Applying the Sharpen filter is recommended when scaling up images to keep their visual sharpness as high as possible.
Rotation
You may rotate the image by selecting image rotation degrees.
0 no rotation
90 to rotate the image clockwise by a quarter-turn
180 to rotate the image by a half-turn
270 to rotate the image counterclockwise by a quarter-turn.
Flip
– activate horizontal to flip the image along the vertical axis.
– activate vertical to flip the image along the horizontal axis.
Output Format
For the output you can define the following parameters:
Color Space
Select the desired color space for the converted image. The available color spaces depend on the selected file format (e.g. GIF, PNG, PCX, and BMP do not support CMYK.)
NOTE: ICC Profile Embedded
The ICC profile of an original image will be embedded in the converted asset if the color space is not changed and the output file format supports ICC profiles.
File Format
Select the file format for the converted image. Depending on the selected file format, the available further parameters for the output format may differ.
Compression
Select a compression scheme that is supported for the selected file format. (This version of the Pixel Image Converter provides a compression scheme for TIFF only.)
Quality (JPEG)
For JPEG and PDF files only, select the desired quality.
Store IPTC Information
To store IPTC metadata within TIFF and JPEG images, activate this option.
Store XMP Information
To store XMP metadata within TIFF, JPEG, PNG, and PDF files, activate this option.
The selected asset(s) will be converted and stored under the name of the original asset in the selected destination. The Pixel Image Converter will automatically add the correct  File Type and Creator /  file extension to the file name. The name will be extended by a number if a file with that name already exits at the selected destination.
Watermarking Assets
With the ever increasing number of digital assets, digital watermarking has become an important topic. Watermarking helps you to protect your intellectual properties. Protect your images by adding watermarks.
Digital watermarking is a technology for embedding information into digital assets. In general, information for protecting copyrights is embedded as a watermark. A watermarked image can prove its origin, thereby protecting copyright. A watermark also discourages the making of illegal copies.
BACKGROUND INFORMATION:  
Watermarking can serve many different purposes from tamper proofing to authentication. Three major aspects in the protection of digital assets have been pointed out, each of them with different requirements: first copyright protection, protecting ownership and usage rights; secondly tamper-proofing, aiming at checking document integrity; and thirdly authentication, the purpose of which is to check the authenticity of a document. While robust watermarks are typically used for copyright protection, fragile or semi-fragile watermarks are proposed to ensure tamper proofing and authentication.
For embedding watermarks, Cumulus provides the Watermark AssetProcessor. It enables you to embed visible watermarks into following pixel image formats: JPEG, TIFF, BMP, GIF, PNG, and PCX. It creates a copy of a cataloged asset with the digital watermark embedded.
Watermarking Parameters
You can provide both an image and text for your watermark. The position of the text can be set in the properties. You can provide just the image or just the text. Or a combination of the two.
Visible Image
As a watermark image you can use most common pixel image formats, e.g. JPEG, PNG, and TIF. If an animated image file is supplied, the first frame will be used as the watermark image. You can either type in or browse to find the watermark image file.
You define the opacity of the watermark from 0 to 100. If you set the opacity to 0, the watermark image will be totally transparent and you will not be able to see it. If you set it to 50, the watermark will be semi-transparent. The watermark will be completely opaque (solid) if the opacity level is set to 100.
Under Image Position, you define the area where the watermark image should be placed. The position of the watermark image within the resulting image is defined by anchor points.
You can control the size of the watermark image by scaling it. When scaling, proportions are constrained, and the images will be scaled to provide the maximum overlay. Small watermark images will be enlarged and large ones will be made smaller. You can also define to have only small images enlarged. Following scaling options are available:
At long edge – The watermark image is scaled at its long edge. The long edge will be scaled to fit the source image and with proportions constrained the short edge will be scaled accordingly.
At short edge – The watermark image is scaled at its short edge. The short edge will be scaled to fit the source image and with proportions constrained the long edge will be scaled accordingly.
Fit to image size – The watermark image is scaled to fit the size of the image, depending on the image orientation (portrait or landscape).
Scale up only – A watermark image that is smaller than the source image is enlarged to provide the maximum overlay. Proportions are constrained.
NOTE: If you do not activate the scale option, watermark images larger than the source image will be cropped.
The Previously selected image field will display an image only if the watermarking parameters are defined for an Asset Action. Then the watermarking image will be provided by the Cumulus Server and the field displays a preview of the image that was transferred by the Cumulus Server.
Visible Text
The visible text can be entered by you and/or taken from a Cumulusrecord field. Using a record field enables you to have individual watermarks when batch processing images.
To include a record value as text, select the desired field from the Record field drop-down list and click Append. The corresponding placeholder entry will be inserted at the end of the Content field.
You are allowed to enter multiple lines of text in the Content field. Enter \n for carriage return. You can also type special characters (like ©, ®, etc.). They will be rendered properly in the processed images.
You can control the position of the text. You can specify the Horizontal Position (Left, Center, and Right) and Vertical Position (Top, Middle, and Bottom) of the text.
You define the opacity of the watermark from 0 to 100. If you set the opacity to 0, the watermark will be totally transparent and you will not be able to see it. If you set it to 50, the watermark will be semi-transparent. The watermark will be completely opaque (solid) if the opacity level is set to 100.
You can choose the font, style, size and color of the text. To have the text fit best to the image size independently of the font size setting, activate the Fit text to image size option.
Under Text Position, you define the area where the watermark text should be placed. The position of the text within the resulting image is defined by anchor points.
Employing Custom Record Fields
The drop-down list for selecting a record field displays the Cumulus standard fields only. If you want to include a custom field, you must enter the GUID (Globally Unique Identifier) of the field into the Content field of the Watermark AsssetProcessor Parameter dialog.
To find out the GUID open the Properties of the field (  Cumulus /  Edit > Preferences > Catalog Settings) and on the General tab double-click the field name of the field Field Name.
This copies the GUID to the clipboard and you can paste it. A Cumulus GUID is composed of exactly 38 characters and looks like this:
{af4b2e12-5f6a-11d2-8f20-0000c0e166dc}
Embedding Watermarks into Image Assets
You embed watermarks into image assets by employing the Convert menu command or by including the Watermark AssetProcessor in a Cumulus Asset Action. (For information on how to include an Asset Processor in an Asset Action, see “Cumulus Asset Actions".)
To watermark image assets via the Convert menu command:
 
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Select Asset > Convert To menu command.
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Select Watermark AssetProcessor as Asset Converter.
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The selected image asset(s) will be converted and the resulting images will be stored in the selected destination.
Creating Presentations
Within Cumulus you can create PowerPoint presentations from cataloged PowerPoint assets (individual slides or entire presentations), image assets and previews of other asset formats.
Cumulus offers two Asset Processor modules for creating presentations. Both enable the user to create PowerPoint presentations from selected PowerPoint assets and image assets within Cumulus. They differ in the format of the presentation they create:
Note that these modules are optional and may not be available with your Cumulus configuration.
When creating a new presentation with Cumulus, both Asset Processors offer a range of parameters to be defined. (For details, see “Office Open XML Presentation Processor Parameters", and “MS PowerPoint Asset Processor Parameters”.)
If your selection of assets includes presentations, you can define to exclude them, to include the entire presentations or just the first slides.
If your selection of assets includes images, each image is placed on a separate slide. You can define the area where they will be placed and determine where they should be aligned. The images can be scaled down or up to fit this area. If you do not activate a scale option, only large images will be scaled down to fit on the slide, according to the determined alignment. You can also have the images processed before they are included in the presentation. If you enable this option, the Parameters button lets you select the processing parameters. For details on the available parameters, see “Converting Image Assets".
SPECIAL TECH INFORMATION:  
You can use any asset format to be included as an image in a presentation if a Cumulus Filter module is available that provides a preview.
You can create presentations by employing the Convert menu command or by including the Asset Processor in a Cumulus Asset Action. (For information on how to include an Asset Processor in an Asset Action, see “Cumulus Asset Actions".) The following section describe how to create presentations with the Convert menu command.
Creating Presentations in Office PowerPoint 2007 Format
To create an Office PowerPoint 2007 format presentation (*.pptx or *.ppsx) from selected assets within Cumulus:
 
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Select Asset > Convert To.
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Select Office Open XML Presentation Asset Processor and click OK. The dialog for the parameters opens.
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NOTE: If you enter the file name of an existing presentation, the new slides will be appended to the existing presentation.
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Click OK.
NOTE: If your selection of assets includes presentations or slides in PowerPoint 97-2003 format, a Microsoft PowerPoint 2007 installation is required to convert such assets before they are embedded. It must be installed on the computer where you want to make use of the processor (e.g. Cumulus Client, Internet Client Pro or Web Publisher Pro.)
Office Open XML Presentation Processor Parameters
The Office Open XML Presentation Asset Processor offers a range of parameters to be defined. The parameters are grouped by tabs:
File Options – parameters referring to the entire new presentation
Slide Handling – parameters defining the slides created from presentation assets
Image Handling – parameters defining the slides created from image assets
File Options
Define how the created presentation is composed. Decide on the name, the format and whether images are embedded or linked.
File name – Enter the name for the presentation to be created or enhanced. If you enter an existing presentation, the new slides will be appended to the existing presentation
NOTE: The Asset Processors will not replace an existing presentation. They will append the new slides to the existing presentation. However, if included in an Asset Action, the Asset Processor will not append slides, as the Delivery module of the Action will save a new presentation (name of the existing one extended by a number.)
Format
Define the format of the presentation to be created:
Presentation (*.pptx) – Creates an Office PowerPoint 2007 presentation, which is an XML-enabled file format.
Show (*.ppsx) – Creates an Office PowerPoint 2007 presentation that always opens in Slide Show view rather than in Normal view.
Media Handling
The options for embedding or linking the images determine how the image is embedded in the presentation.
Embed media – Media such as images will be saved with the presentation.
Link media – Media such as images will be linked to the presentation only.
If you decide on linking the images, following options are available:
Save presentation and link media in same folder – Images will be saved in separate files in the same folder where the presentation will be saved.
Save linked media images, placed in folder next to presentation – Images will be saved in separate files in a subfolder of the folder where the presentation will be saved.
Folder name – Enter a name for the subfolder where the images should be saved – either an existing folder or a new one. Entering a new name will create a folder.
– Append name of presentation – The name of the presentation will be added to the name of the folder (existing or new).
Make presentation usable on any computer – The created presentation is prepared to work on other computers. The path information for the linked images are changed from absolute to relative paths. This enables the presentation to find the linked images relative to its location.
Create ZIP archive containing presentation and linked media
The presentation and its linked media are compressed to a ZIP archive.
Slide Handling
Define how to handle presentation assets (entire presentations or single slides).
Presentations
If your selection contains presentations, decide on how to handle entire presentations.
Embed entire presentations – All slides of the presentations will be included in the new presentation.
Embed first slide only – Only the first slide of a presentation will be included in the new presentation.
Ignore – Any selected presentations are ignored and will not be included in the new presentation.
Master and Layout
Define master and layout for the slides included in the new presentation.
Keep slides as they are (no changes) – Each slide selected to comprise the new presentation keeps its original master and layout.
Use from previous slide – Slides added will adopt master and layout from the last slide of the existing presentation.
Example: If you are adding slides to enhance an existing presentation, the last slide of the existing presentation will determine Master and Layout of the slides added.
Use from other presentation – Enter the name or use the Browse button. If you want to use the same presentation master and layout as employed for slides created from images (Image Handling tab), the Same as Image Slide button makes this easy for you. It inserts the name of this presentation into the File field.
Image Handling
Define how image assets are processed before they are placed on separate slides, where they are placed, how they are scaled, and the master and layout for the slide.
Image Processing
Images can be processed before they are used for the presentation to be created. The Cumulus Pixel Image Converter is employed for the preprocessing, so you can have a filter run, rotate and crop the image. If you activate the Perform Image Processing before insertion option and click the Parameters button, you can set the parameters available for preprocessing. (For details, see “Pixel Image Converter Parameters".)
Image Placement
Define the area where the images should be placed. The size of the area is defined by margins set corresponding to the slide size. The position of an image within this area is defined by anchor points.
To define the area for the images on the slide, you determine the margins from the top, bottom, left and right edges of a slide. You can choose from different measurement units to determine the margins.
You can scale the images placed in the area up or down so that they fit within the area.
Scale down larger images – The images that are larger than the area are made smaller. Proportions are constrained.
Scale up smaller images – The images that are smaller than the area are enlarged. Proportions are constrained.
Master and Layout
Define master and layout for slides created from image assets.
Use from previous slide – Image slides added will adopt master and layout from the last slide of the presentation.
Example: If you selected Slide 1, Image 2, Slide 3, and Image 4 (in this sequence) to comprise a new presentation and decided on the Keep slides as they are option for Master and Layout under Slide Handling, the slide for Image 2 will look like Slide 1 and the slide for Image 4 will look like Slide 3.
Use from other presentation – Enter the name or use the Browse button. If you want to use the same presentation master and layout as employed for the other slides (Slide Handling tab), the Same as Slides button makes this easy for you. It inserts the name of this presentation into the File field.
Creating Presentations in PowerPoint 97-2003 Format
The layout of a new presentation is determined by the first asset of the selection for the new presentation. If the first one is not a PowerPoint asset, the layout is determined by the standard layout of PowerPoint (depending on the settings of the PowerPoint installation).
To create a PowerPoint 97-2003 format presentation (*.ppt) from selected assets within Cumulus:
 
1.
NOTE: Remember that the first asset of the selection determines the layout.
2.
3.
Select Asset > Convert To.
4.
5.
Select MS PowerPoint Asset Processor. The dialog for the parameters opens. (See “MS PowerPoint Asset Processor Parameters” for details.)
6.
NOTE: If you enter an existing presentation, the new slides will be appended to the existing presentation.
7.
8.
Click OK.
MS PowerPoint Asset Processor Parameters
The MS PowerPoint Asset Processor offers a range of parameters to be defined.
Destination File
Enter the name for the presentation to be created.
NOTE: If you enter the name of an existing presentation, the Asset Processors will not replace an existing presentation. It will append the new slides to the existing presentation. However, if included in an Asset Action, it will not append slides as the Delivery module of the Action will save a new presentation (name of the existing one extended by a number.)
Embedding PowerPoint Assets
Presentations – If your selection contains presentations, you can decide whether such presentations are to be included in the new presentation – either the entire asset or on the first slide. Activate the desired options. Remember: The layout of a new presentation is determined by the first asset of the selection for the new presentation. If the first one is not a PowerPoint asset, the layout is determined by the standard layout of PowerPoint (depending on the settings of the PowerPoint installation).
Image Asset Processing
The options for embedding or linking the images determine how the image is embedded in the presentation.
Embed images – Images will be saved with the presentation.
Link images placed next to presentation – Images will be saved in separate files in the same folder where the presentation will be saved, and the images will be linked to the presentation only.
Link images, placed in folder next to presentation – Images will be saved in separate files in a subfolder of the folder where the presentation will be saved, and the images will be linked to the presentation only.
Folder name – Enter a name for the subfolder where the images should be saved – either an existing folder or a new one. Entering a new name will create a new folder.
NOTE: The options for embedding or linking images are disabled if the PowerPoint Asset Processor is used within an asset action. Embedding and linking will not work in this case. PowerPoint always uses the full path to linked /embeddes images, but the steps of an asset action are executed in a temporary folder which subsequently is deleted. This would lead to invalid file pahtes in the PowerPoint presentation.
The next step is to define the area where the images should be placed. The size of the area is defined by margins set corresponding to the slide size. To define the area for the images on the slide you determine the margins from the top, bottom, left and right edges of a slide. You can choose from different measurement units to determine the margins. The position of an image within this area is defined by anchor points.
You can scale the images placed in the area up or down so that they fit within the area.
Scale down larger images – The images that are larger than the area are made smaller. Proportions are constrained.
Scale up smaller images – The images that are smaller than the area are enlarged. Proportions are constrained.
Image Preprocessing
Images can be processed before they are used for the presentation to be created. The Cumulus Pixel Image Converter is employed for the preprocessing, so you can have a filter run, rotate and crop the image. If you activate the Image Processing option and click the Parameters button, you can set the parameters available for preprocessing. (For details, see “Pixel Image Converter Parameters".)
Creating ZIP Archives
The ZIP AssetProcessor compresses assets into Zip archives.
To compress cataloged assets into Zip archives:
 
1.
2.
Select Asset > Convert To menu command.
3.
4.
Select ZIP AssetProcessor as Asset Converter.
5.
Under Archive Name you have to choose a name for your ZIP asset. The ZIP AssetProcessor will automatically add the extension ".zip" to the file name. On Mac OS this means that the name can be up to 27 characters in length without the extension.
NOTE: If you choose an existing ZIP asset as archive name, the ZIP AssetProcessor will update the already contained assets and append new assets.
Under Use Character Encoding you can define the character encoding used to save the file name(s) in the ZIP file. The default is your local system encoding – the encoding of the computer you are working with (this encoding would be used by WinZip and StuffIt also). The character encoding chosen should account for the language and the operating system of the computer where the ZIP is to be unpacked. Find some common encoding recommendations listed below.
– Windows and West European languages: WinLatin1
– Windows and East European languages: WinLatin2
– Windows and 2 byte character encoding (e.g. Japanese): WinJapanese­
– Mac OS X: UTF8
– Mac OS 9 and West European languages: MacRoman
– Mac OS 9 and 2 byte character encoding (e.g. Japanese): MacJapanese
– Mac OS 9 and Russian: MacRussian
– UNIX: Ask the person you will provide the ZIP archive with, which encoding is needed.
Under Macintosh Resource Support you can define how to support Macintosh resources.
– Activating the Store as MacBinary Format option determines the assets to be stored including the Mac OS resource fork, data fork and finder information (e.g. File Type/Creator). This option should only be activated, if the file will definitely be extracted under Mac OS, as the MacBinary format often cannot be extracted properly under Windows or UNIX.
– Activating the Store as Mac OS X archive compatible option saves the files in the same structure as in an archive created with the Finder of Mac OS X (10.3 or later).
NOTE: If you have activated the Macintosh Resource Support with the option Store as Mac OS X archive compatible, the character encoding is always UTF-8.
6.
The selected asset(s) will be compressed and the ZIP asset stored in the selected destination.
!!!  
WebAlbum
Cumulus WebAlbum enables Cumulus to output selected images’ records as a Web-ready album. This album is based on static HTML pages, complete with thumbnails, scaled versions of images and links to the original assets. You can use different skins for the layout and functionality of your album, such as those provided by Canto or other providers (e.g. by JAlbum), or those you develop yourself. WebAlbum takes the selected records and converts their assets to files suitable for display on the Web. This includes the automatic creation of copies of the assets in the Web-ready JPEG image file format. You have full control of album design through the use of skins. WebAlbum will create thumbnails of your images and display them in index pages in HTML. WebAlbum can also produce slide shows of your images for easy navigation.
An album created with Cumulus WebAlbum can be uploaded on any common Web server (no special system requirements) and can be viewed with any standard Web browser. You can also use WebAlbum to create local albums on your hard disk or on CD-ROM.
If you are looking for more features for your album uploaded on the Web than Cumulus WebAlbum provides (e.g. search functions, non-static pages, e-commerce), then have a look at the Cumulus Internet solutions that Canto provides. For details on all of Canto's Digital Asset Management products and services go to: www.canto.com
Creating an Album
When you create an album, WebAlbum uses the records you selected and:
Furthermore WebAlbum generates:
NOTE: Do not to use the WebAlbum when connected as the Cumulus Administrator.
To create an album:
 
1.
NOTE: You need the Transfer Assets permission for the catalogs that contain the selected records.
2.
Select Asset > Create WebAlbum.
3.
Title: Enter a title for your album. Where this title is displayed depends on the selected skin.
Output Location: Define the folder to hold the output of your configured album. This should be an empty folder when you start creating a new album.
Output Options:
Make Slides – Enable this option, if you want your album to include slides (scaled images and contents of the selected record fields). If the selected skin supports these functions, next/previous buttons are provided to display the slides.
Upload via FTP – Enable this option if you want your album to be uploaded onto the Web directly after creation.
NOTE: This option can only be enabled if the settings on the FTP tab were tested and did not show any errors.
Link Options: Decide on one of the options (for further information on these options, see the section “Provided Skins and Link/Output Options”, below.)
Link to Originals – Clicking on a thumbnail will display the original asset.
Link to Originals through Scaled Images – Clicking on a thumbnail will display the slide including the scaled image and clicking on this image will display the original.
NOTE: Albums that include links to the original are quite large in size.
Link to Scaled Images Only – Clicking on a thumbnail will display the scaled image without any further link to the original.
Image Size & Quality
Thumbnails
– Select or enter the size for the thumbnails (left field) and select the compression quality (right field).
Images – Select or enter the size for the scaled images (left field) and select the compression quality (right field).
NOTE: Images will maintain aspect ratio and constrain their proportions.
Page Layout (valid only if the skin interprets these values)
Columns – Enter the number of columns for the index page(s).
Rows – Enter the number of rows for the index page(s).
Image Order: Select the record field you want used for alphabetical sorting of the thumbnails.
Reverse Sorting Order – If this options is enabled the sorting order is Z to A or 9 to 0
Skin
Name
– Select the skin you want to use for this album. The selected skin defines the overall appearance of your album: layout and functionality.
Style – Select a style (e.g. color theme and look) for the above selected skin.
Automatically load Skin Settings – Enable this option, if you want the selected skin’s layout hints to be loaded automatically (valid only if there are any hints provided with the selected skin).
Use the Add button to add the fields of the contents you want to include with the slides.
Use the arrow buttons to place the fields in order.
FTP Settings
FTP Server – Enter the name of the FTP server you want to upload the album to.
Port – If it is not the standard FTP port number 21, enter the required port number of the FTP server you want to upload the album to.
User Name – Enter the user name of the FTP account.
Password – Enter the password of the FTP account.
Path – Enter the directory on the FTP server you want to upload the album to. Enter at least a slash (/) but be aware that an existing index.html will be overwritten.
Passive Mode – Enable this option if you expect any trouble when connecting through a firewall.
Overwrite Existing Files – If this option is enabled, existing files will be overwritten when uploading a new album. If not enabled, existing files will not be overwritten with the new version.
To test your FTP settings you can click the Test Settings button. Only in cases where the settings do not include any errors, you can enable the Upload via FTP option on the General tab.
4.
Click Start to create your album.
If the folder you defined under Output Location contains any files, you are asked whether this folder should be cleared. We recommend selecting Yes. If you select Yes, all files and subfolders in the output folder will be deleted before the new output files are created. If you select No, HTML files with the same names as the newly created ones will be overwritten and new copies of the assets will be added. If you select Cancel, the creation of your new album will be canceled.
The output files of your album are created in the folder you defined under Output Location. Start the index.html page in that folder to see (and test) your album.
You can save your album layout configuration by clicking the (Save) button. If you want to save it under another name, click the  (Save As) button.
NOTE: You may select records of any file formats to create an album – not only images. However, in this case you should not include slides but use links that point directly to the originals.
Provided Skins and Link/Output Options
The album design is controlled by skins. Canto provides different skins for Cumulus WebAlbum. The skin named “Canto” supports the following output depending on the selected link and output options:
Preferences
Within the Preferences dialog of your Cumulus application, you can define the startup settings for WebAlbum. WebAlbum can either be started with a new and empty album layout or with the last album layout you used.
To set WebAlbum to open the last album layout used when starting:
 
1.
Select  Cumulus /  Edit > Preferences. The Preferences dialog window opens.
2.
Select User Settings and click WebAlbum on the General tab.
3.
4.
Click Apply to save your changes and select the next preference you want to edit.
OR
Click OK to save your changes and close the Preferences window.
Customize
You can easily customize your album by using different skins. You can either develop your own skins or use skins created by other providers. Check Canto’s website (Products & Services > EJaPs > EJaP Exchange Forum) from time to time to see if new skins have been developed that you could use.
A skin consists of a folder that contains subfolders for images included in the skin itself (the res folder) and cascading style sheets (the styles folder) as well as files that define special pages, e.g. the index pages and the slide pages. The About text file will inform you if the skin contains any extraordinary functions or definitions.
The skins provided with Canto can be found in the skins folder inside the webalbum folder. The webalbum folder is located in the ejp folder in your Canto installation folder.
It is easy to customize the fonts (type, size and color) and the background colors of a skin by editing the cascading style sheet (.css). If you want to develop your own skins, you have to know how to do it on your own. Canto cannot give you any support for developing skins.
TIP: Cumulus WebAlbum and JAlbum
You may use JAlbum skins with Cumulus WebAlbum. If you want to use JAlbum skins, you have to replace </ja: and <ja: with </wa: and <wa: in the index.htt and slide.htt files. Then test the skin. The following skins seem to work with Cumulus WebAlbum: Mamba, Film, XP, and CameraGeek.
You may look at the JAlbum skin repository site, the site that is intended to act as a central area where makers of skins for JAlbum can share their skins with others: http://jrepository.engblom.org­
However, note that Cumulus WebAlbum does not support all JAlbum­ skin possibilities.
Configuring Web URL
If your Cumulus installation includes Cumulus Web Client or Sites, records – and potentially thumbnails, previews and assets – can be accessed via Web Links (URLs). For this purpose, Cumulus provides different kinds of URLs that can be sent via e-mail, or embedded in web pages, and that can be opened in any web browser, of course.
NOTE: The Web Link feature only works if at least one Base URL has been defined by your Cumulus Administrator in the Cumulus Server Settings, if the respective catalog is marked to be published on the internet, and if the catalog contains specific fields for thumbnail, preview, and asset URLs.
Cumulus provides the following kinds of URLs
Record URL for Display in Web Clients – opens Cumulus Web Client or Sites displaying the selected record only
Thumbnail URL – links to the thumbnail of the respective asset
Preview URL – links to a preview of the respective asset
Asset URL – links to the respective asset
While record URLs are always available, thumbnail, preview and asset URLs can be enabled / disabled (switched on and off) independently for every record.
To switch web URLs on and off:
 
1.
2.
Select Asset > Configure Web URL.
3.
The Configure Web URL window is displayed.
4.
5.
Confirm your settings with Apply. The URLs are enabled (or disabled, respectively); the window remains open for further actions.
Confirm your settings with OK. The URLs are enabled (or disabled, respectively); the window is closed.
To copy or open an URL:
 
1.
Select Asset > Configure Web URL.
2.
The Configure Web URL window is displayed.
3.
If your Cumulus Administrator has defined more than one Base URL, check the Base URL list to make sure that the appropriate Base URL is selected.
4.
From the URL Kind list, select the URL kind you want to copy or open.
5.
Click Copy URLs to copy the corresponding URL(s) to the clipboard.
6.
Click Open URL to open the corresponding URL for a selected record in your Web browser (Open URL is disabled, if more than one record is selected in the Configure Web URL window!).
TIP:  
If Web URLs must be configured for lots of records, e.g. for whole catalogs, it is more convenient to use a Metadata Template.
Importing and Exporting
Cumulus can export and import records, categories and collections. Collections can only be imported and exported in Cumulus exchange file formats whereas records and categories can also be exported to and imported from XML files. Exported catalog metadata in XML files can be used by other programs as well as on other platforms. Paired with the metadata import options Cumulus offers, you have a complete metadata “round-tripping” solution to make integrations with your other systems easy.
Cumulus supports XSL Transformations (XSLT). XSLT is a programming language for transforming XML documents into other XML documents. XSLT was designed to be used with XSL, which is a stylesheet language for XML. With the Cumulus export function XSLT can be used for example to place images and metadata in InDesign documents.
Importing and exporting data with Cumulus is easy, but there are a few things to be aware of in order to avoid unexpected results, which are explained below.
Cumulus Exchange File Formats
XML is the recommended export format.
For special purposes Cumulus can also export and import records, categories and collections in special Cumulus exchange file formats. These files can be used on any supported Cumulus platform. But note that records and categories do not support the Cumulus 8 Table fields. Canto recommends you use these formats only for special purposes concerning Cumulus versions prior to 8. The Cumulus exchange file formats are:
Categories – Cumulus exports categories in a Cumulus Category Exchange File. The file name extension is .cce
Records – Cumulus exports records in a Cumulus Record Exchange File. The file name extension is .cre
Collections – Cumulus exports collections in a Cumulus Collection Exchange File. The file name extension is .cfe
Exporting data in these formats can be used for transferring data between catalogs for archiving category listings. These archive files can be imported into any other catalog when you need them. (You could do the same thing with records, but it’s probably more convenient just to keep copies of the records in catalogs.)
Character Encoding for Export
When exporting information in Cumulus exchange file formats, you can employ different character encoding. Universal Encoding (UTF-8: Unicode characters coded as 8-Bit Transformation Form) makes sure that special characters are transferred correctly across platforms. Choose this format only if you want to use the exported file on another operating system.
Maintaining Category Assignments
The most important thing to know when you are exporting records to be imported into another catalog, is whether the new catalog already has the categories to which the records are assigned. If it does not, the categories assigned to the imported records will be created. But categories of the type “Folder” lose their type (assignment to the Source category tree). They are created as normal categories. If you want to keep the type of these categories, you must first export and import the categories.
Remember that it may be easier just to drag and drop records from one catalog to another, if both the source and destination catalogs are available to you. If they are not, or you are moving thousands of records at a time, then the export/import route is the way to go.
NOTE: When exporting records from one catalog and exporting them into a different catalog, the category assignments from the old catalog are always maintained and missing categories will be created. With drag & drop, however, you can choose if category assignments are maintained or ignored. If you choose to ignore them, missing categories will be ignored, too.
Exporting and Importing Records and Categories­
The exporting and importing process is pretty much the same, regardless of the data type. Exporting goes like this:
 
1.
Find and select the items you wish to export. (See “Searching”, if needed, for a refresher on how to find records.)
2.
Select File > Export and then the appropriate export option:
Selected Records – Exports the currently selected records. (This menu item is disabled if no records are selected.)
All Records – Exports all records of the active collection. If you want to export all records of the catalog(s) included in the collection, you have to perform Find > Find All Records first.
Selected Categories – Exports the currently selected categories in the active collection. (This menu item is disabled if no categories are selected.)
All Categories – Exports all categories of the Category pane.
3.
4.
5.
Select the location, name the export file and click Save. Note that Cumulus will add the correct file extension.
6.
Click Next. If you are exporting into XML, you can select the fields that contain the values to be included in the export file.
7.
Make your selections and click Start. Messages inform you of the export process.
8.
Importing is just as easy:
 
1.
Select File > Import.
2.
3.
4.
5.
NOTE: Importing Categories
If a category in the import file has the same name as an existing category at the same hierarchy level, the category is not imported.
6.
Click Next to start the import. Messages inform you of the import process.
7.
Importing and Exporting Collections
Collections stored with previous Cumulus versions on the computer running the Client application can be imported (File > Import > Collections.) To store collections at any location other than the Cumulus Server, you can use the export function (File > Export > Collections.)

For sending a collection via email to another Cumulus user, a special export function is provided (File > Export > Mail Collection To.) However, don’t forget: Since a collection is always connected to at least one catalog, the recipient must have access to the respective catalog(s) to make use of the mailed collection..
To make use of a collection you received, you use the import function.
IMPORTANT! If the Remember Password option is activated in your Connect to Server dialog, any collection you export or mail contains your login information. Opening such an exported or mailed collection will connect to the Cumulus Server with your login and password. This means that the user who opens the collection works as you and has your permissions.
If the Remember Password option is not activated, the Connect to Server dialog will appear when an exported or mailed collection is opened.
Importing from Text/CSV Files
The Cumulus Importer utility enables the import of metadata from other database systems into Cumulus catalogs. The metadata can be imported from text files (separated by delimiters.) You can assign the information to Cumulus fields. The data can be imported into record or category fields, into string list fields as values, or into the category tree, which enables the Importer to create hierarchical categories. The configuration for an import process can be saved as an Import Configuration Set.
There are different types of import destinations available with the Cumulus Importer:
Import of Categories into the Category Tree
You can import data from an import file as categories to a Cumulus catalog. You specify the field of the import file which data is to be imported as categories. And you specify the hierarchy level where they shall be inserted.
Import of Metadata into Record Fields
You can import data from an import file into record fields of a Cumulus catalog. You define relations between a record field and a field of the import file. Furthermore, you can create new records (records that are not related to assets) for entries in the import file that do not correspond to already existing records in the current catalog.
Import of Metadata into Category Fields (Enterprise only)
You can import data from an import file into category fields of a Cumulus catalog. You define relations between a category field and the field of the import file. The procedure is identical to the procedure necessary when importing information into record fields. Furthermore, you can create new categories for entries in the import file that do not correspond to already existing categories in the current catalog.
Import of Values to String List Fields
You can import data from an import file as values into the properties of a string list field. The values can be imported to any category or record field of the type String List. It is not necessary that the newly created list entries are assigned to records.
Delimiters
A lot of database systems use the tabulator as the field delimiter (even Cumulus while exporting data from a catalog). If your import text file uses another character as field separator, you can specify the appropriate delimiter. Also, the delimiter for category levels can be set to any character.
TIP: Escaping Delimiter Characters
If the delimiter character is used as a normal character within the content of a field, you must enclose the respective field in double quotes in order to escape the contained delimiter character. For example, your CSV file uses the colon as a delimiter and contains a field Author: Title. To import this field properly, it must be escaped as follows: "Author: Title".
If double quotes are used as normal characters within the content of a field, you must escape any of these double quotes with a second double quote. For example, your CSV file uses the colon as a delimiter and contains a fields Author: "Title". To import this field properly, it must be escaped as follows: "Author: ""Title""".
TIP: Simple Import Mode
If the delimiter character is not used anywhere in the field content of the import file, you can add an exclamation mark (!) to the specified delimiter, thus switching to a simple importing mode that treats any character other than the delimiter character as normal characters, including any double quotes. For example, enter \t! into the Other field if the tab is used as delimiter, or enter ,! if the comma is used.
Definition of Additional Information
For the import you can define additional information that is imported prior to the text that comes from the import file. The additional information may increase the readability of information in a field.
EXAMPLE: Additional Text
It might be helpful to define additional text that is inserted in front of the information from the import file. For example, if you want to import the price of a product into the notes field and your import file contains the figures only, you can define additional information like Price Euro: that is added to the text before importing it into the Cumulus catalog. After the import the notes field looks like this: Price Euro: 99
Running an Import Process from a Text File
IMPORTANT! Before you start importing information into a Cumulus catalog using the Cumulus Importer utility, make sure that a safety copy of the catalog exists . There is no UNDO function for the import available. You can only roll back to the initial version of the catalog if there is safety copy available that you can open instead of the changed catalog.
To set up an Import Configuration Set and run an import process:
 
1.
2.
Select File > Import > From Text/CSV File. The Select Import Configuration window is displayed.
3.
4.
Click Next.
5.
If you are creating a new set, the Select Import Destination window is displayed.  
6.
Select the destination and click Next. The Select Import File window is displayed.
7.
File
Choose the file you want to import the data from. Use the button to browse for the file.
Delimiter
A lot of database systems use the tabulator as the field delimiter (even Cumulus while exporting data from a catalog). If your import file uses another character as separator, you can choose or enter another delimiter.
Character Encoding
Select the character encoding of the import file.
The results of your settings are displayed in the Data Preview list which provides two columns:
Import Field Identifier
Lists the field indentifiers from the chosen import file as interpreted using the defined delimiter.
Import Field Value
Displays what the values of a field will look like. Use the arrow buttons to page through the data.
8.
NOTE: Now you can save your Import Configuration set for the data import in an import scheme file by clicking the Save as button. This set holds information about the field assignments, the name of the import file and the appropriate delimiters.
9.
Click Start. The data will be imported.
Import to Category Tree
If you want to import data as categories to the Category Tree of a Cumulus catalog, you must specify the import field which holds the data to be imported as categories and the hierarchy level where you want the categories to be inserted.
Delimiter for Category Hierarchy
What delimiter separates your category levels? By default, Cumulus uses a colon as separator for indicating the levels in the category hierarchy. If your import file uses a different character, enter the appropriate delimiter.
Skip First Line
Often the first line of the import file does not contain information that you want to import. You can disable the import of the data of the first line by activating the Skip First Line option.
Import Field Pattern Preview
Displays how the data will be imported.
Parent Category
Displays the category to which the data from the import field will go as subcategories. See below on how to define the parent categories.
Import Field Pattern
Lists the fields from which the values should be imported as categories. You can insert additional information by clicking in the field’s entry in this column.
If you want to import data from more than one field, use a right/alternate mouse click in a field’s entry in this column to get a list for selecting additional fields.
To add field entries, click the Add button. This displays a dialog that lets you:
The Import Field Value column displays how the data will be imported. Use the arrow buttons to page through the data.
To have your selected field added to the selection of Import Fields, click OK. This brings you back to the main dialog.
Import to Records/Categories
If you want to import data into a record field of the Cumulus catalog, you have to define a relation between the import text file and the Cumulus catalog by specifying one or more relations. In most cases, it will be the Asset Name to determine the record and in addition to that multiple relations that determine from which import field the data should be imported to which Cumulus field.)
NOTE: You can assign fields of the import file to the Cumulus record field Categories. Then the affected Cumulus records will be assigned to these categories.
If you want to import information into category fields of the Cumulus catalog, you have to define a relation between a category field and the field of the import file. The procedure is identical to the procedure necessary when importing information into record fields.
Skip First Line
Often the first line of the import file does not contain information that you want to import (e.g., column titles). You can disable the import of the data of the first line by activating the Skip First Line option.
Create new records/categories for lines that do not correspond to existing records/categories.
Activating this option initiates the creation of a new record (without a related asset) or a new category for each line in the import file that does not correspond to an already existing record/category.
Import Field Pattern Preview
Displays how the data will be imported.
Import Field Pattern
Lists the fields from which the values should be imported. You can insert additional information by clicking in the field’s entry in this column.
If you want to import data from more than one field, use a right/alternate mouse click in the field’s entry in this column to get a list for selecting additional fields.
Relation
If you want to import data into a record or category field of the Cumulus catalog, you have to specify relations between the field of the import file and the Cumulus field.
Two different relation types can be specified
= (equals) – The Cumulus Importer will only import the data if the value of the Cumulus field is equal to the value of the Import Field. This relation type is used to perform the search for the appropriate records.
-> (insert) – The Cumulus Importer will import the data of the Import field specified in the left hand column to the Cumulus field specified in the right hand column.
NOTE: If you import data without identifying corresponding records by a = (equals) relation, the Cumulus Importer utility will create new records that are not assigned to any assets. You may do so if, for example, you want to import metadata for assets that are not cataloged yet. The corresponding assets may be assigned to the records later.
Cumulus Field
Lists the Cumulus Fields into which the data of the import field shall be imported. As soon as a new Import Field entry is added, the field’s entry in this column is filled with the first field of the list of available Cumulus Fields (record or category field – depending on the destination type you have chosen for the Import Configuration set.) Click in the field’s entry in this column to select the desired Cumulus Field.
Fill Mode
Displays how the field will be filled. For String fields, you can define whether you want the imported values to replace the existing value or to be added to the existing text (before or after.) Click in the field’s entry in this column to select the desired mode
Only if you are importing data to the Categories field of records (to assign records to categories), you must determine the delimiter that is used to separate the category levels.
To add field entries, click the Add button. This displays a dialog that lets you select the field that contains the metadata to be imported.
The Import Field Value column displays how the data will be imported. Use the arrow buttons to page through the data.
To have your selected field added to the selection of Import Fields, click OK. This brings you back to the main dialog.
Import to String List Fields
If you want to import data as values of a String List field of the Cumulus catalog, you have to specify the assignments between the import fields and the Cumulus String List fields.
Skip First Line
Often the first line of the import file does not contain information that you want to import. You can disable the import of the data of the first line by activating the Skip First Line option.
Import Field Pattern Preview
Displays how the data will be imported.
Import Field Pattern
Lists the fields from which the values should be imported. You can insert additional information by clicking in a field’s entry in this column.
If you want to import data from more than one field, use a right/alternate mouse click in a field’s entry in this column to get a list for selecting additional fields.
Cumulus Field
Lists the Cumulus Fields into which the data of the import field shall be imported. As soon as a new Import Field entry is added, the field’s entry in this column is filled with the first field of the list of available Cumulus Fields. Click in the field’s entry in this column to select the desired Cumulus Field.
To add field entries, click the Add button. This displays a dialog that lets you select a field that contains the values to be imported.
The Import Field Value column displays how the data will be imported. Use the arrow buttons to page through the data.
To have your selected field added to the selection of Import Fields, click OK. This brings you back to the main dialog.
Workflow Enhancements
Cumulus provides several possibilities to enhance your workflow. The next section describes how to use color labels and star ratings to quickly organize, sort, and filter your files. For a description on how to use the work-in-progress management feature user comments in Preview view or window, see “User Comments".
Labeling
The record field type Label enables users to label records by assigning colors. Each Cumulus catalog provides a standard Label field but the user can add more fields of this type. For any field of this type the user can define a color range. The Label Editor tab of this field type’s properties window lets you determine the label colors. Additional colors can be defined by a color picker value.
Label fields can be displayed in all views. For certain views you can select the colors of a specific label field to be the background of the entire record or of the record’s name.
Of course a label field itself can also be included in a view. To set up views that display labeling:  Cumulus / Edit > Preferences > Record View Sets.
The labeling color for a record can be set in the Information window via list selection or by a menu item via the Asset menu.
The menu item Assign Label will be available only if the effects of assigning the label can be immediately seen by the user. This means that it is available only if at least one label field is included in the catalog AND if at least one label field is included in the current view or set as background for records (entire record or record name) in the current view.
The menu item will assign the label set as background of the current view. If no label is set as background or for views where a label cannot be set as background, the menu item will assign the label from the first field of type Label from the current view. (The order refers to the field list of the view settings in the Preferences dialog.)
In the Information window, the field will be displayed as a drop-down list. The current color is displayed and the available colors are included in the hidden list. To select a color, open the list and select the desired label color. To remove a label, open the list and select the no value entry.
When printing labeled records, the label marks are printed as displayed (if the Label field is included in the fields to be printed.)
NOTE: Multiple Labeling Systems!
Each catalog can have its individual labeling system. However, be careful using multiple labeling systems. If you work with several catalogs in one collection, you might not like to have different colors caused by individual labeling systems for the different catalogs. Label fields with the same name included in multiple catalogs but with their colors defined differently might cause confusion. The records will always show the label colors set for the catalog they derive from. But if you have multiple records selected that come from different catalogs with different labeling systems the Assign Label menu item is of course disabled.
You can search for labeled records and save such searches as search queries.
NOTE: Changing Label Color
Each label's value is defined by the label color. So, if you change a label color, make sure any saved queries that refer to the label are updated to use the new color value.
Rating Assets
The rating system enables you (and your co-workers) to rate assets from 1 to 5. Rating values are searchable, so when you want to find your best assets, it's easy to do so. Each Cumulus catalog provides a standard Rating field (field name and type: Rating) but more fields of this type can be added. For example you can have one separate field for each member of your team.
Ratings are displayed by star icons. A rating field can be displayed in Details View, Thumbnail View, Info View and in the Information window. The rating value for a record can be set in the Information window via clicking or by a menu item via the Metadata menu. The menu item employs the first field of type Rating from the current view. (The order refers to the field list of the view settings in the Preferences dialog.)
In the Information window, clicking on a star in the rating row sets the rating value immediately to the selected value. Clicking close left of the first star removes the value.
When printing rated records, the rating marks are printed as displayed (if the Rating field is included in the fields to be printed).
Workflow Automation with Cumulus­
Cumulus provides various workflow support functions. Many of them are based on Action types. Workflow can be automated by:
Trigger
A Trigger is a stored procedure that is activated automatically when a specified event occurs. Typically, there are three event types that activate Triggers: delete, insert or update. (Explained below.) Triggers can be used to perform many tasks, such as auditing catalogs, records and categories. Cumulus Triggers complement the capabilities of the Cumulus Scheduler. The Scheduler might cause an event that activates a Cumulus Trigger.
Triggers can be set for catalogs, records and categories. Cumulus Triggers are defined by:
Trigger events for a catalog can be events that affect the catalog itself (updated Catalog Settings), or events that affect all records or all categories of the catalog.
Event types that can be chosen for all records or all categories of a catalog are:
Similar event types can be chosen for selected records or categories. Event types set for a selected category or record are:
The Trigger Actions available depend on the Cumulus Server you are connected to. Available actions are stored in a special folder. The following preconfigured trigger actions are included in:
BACKGROUND INFORMATION: More Trigger Actions
The Trigger Actions are based on modules which are implemented as ESPs. If you want to have more Trigger Actions available, check if Canto’s partners offer them or contact CDP support on how to develop an ESP that ’shows up’ as a Trigger Action.
PRECONDITIONS: Triggers can be created or edited only by users who are allowed to do so. To edit or create triggers, the user needs – depending on the kind of trigger – one or all of the following permissions:
These permissions are set for the user in the User Manager (Permissions > Application Permissions.) With Enterprise, these permissions can also be set as Record or Category permissions for selected records or categories. Remember that Record or Category permissions for selected records or categories expand the record or category permissions a user has for the catalog in general.
The Trigger Administrator permission (set under Permissions > Administrator Permissions) allows a user to manage all triggers for a catalog. A user with this permission gets an additional option displayed when she/he opens the Properties dialog for a record, category or catalog. This option is called Show All Triggers. If this option is enabled, all triggers are displayed to the user as well as an additional column displaying the name of the user who ‘owns’ the trigger (The user who created it.)
Setting Up Triggers for Records and Categories
To set up triggers for selected records/categories:
 
1.
2.
Open the context menu for these records/categories (with the right mouse button / Control key + mouse) and select Properties. The Properties dialog window opens.
3.
Click the Triggers tab.
NOTE: Show All Triggers
If you have the Trigger Administrator permissions, the Show All Triggers option is available to you. If this option is enabled, the Triggers tab displays all triggers defined for the catalog where the record/category resides.
4.
Click Add. Add Trigger dialog appears. It lists the available event types.
5.
6.
If you select Item deleted, the trigger is activated when the selected record or category is deleted. Click Next. As this event type cannot be configured, this opens a dialog for selecting the action that is to follow the event.
If you select Field Value Changed, the trigger is activated when the value of a field of the selected record or category has changed. To define this field, click Next. This opens a dialog that allows you to selecting a specific field.
If you want only a certain field to activate the Trigger, activate the Wait for changes in a specific field option. This lets you select a specific field.
Select the field.
NOTE: Triggers can be based on specific field values. Then the Trigger will react when the field value is changed to a predefined value. To make use of this feature and define such a value, activate the option Wait for Specific Condition and then click Configure. This opens a dialog that lets you define the value which you want the Trigger to react to.
Set up your condition and click OK to save the condition.
Click Next.
7.
8.
If the selected action can be configured, click Next. This opens a dialog in which you can configure the action. Configure the action. (For details on how to configure the Mail Notifier action, see “Configuring Trigger Actions".)
9.
Click Close. The Trigger is registered with your Cumulus installation and activated.
Setting Up Triggers for Catalogs
To set up triggers for a catalog:
 
1.
In the category pane select the category that represents the catalog. (TIP: Categories that represent catalogs are displayed in bold.)
2.
Open the context menu for these records/categories (with the right mouse button / Control key + mouse) and select Properties. The Properties dialog window opens.
3.
Click the Triggers tab.
NOTE: Show All Triggers
If you have the Trigger Administrator permissions, the Show All Triggers option is available for you. If this option is enabled, the Triggers tab displays all triggers defined for the catalog.
4.
Click Add. The Add Trigger dialog opens and prompts you to select the source for events to be selected.
5.
6.
7.
8.
Item deleted activates the Trigger when a record or category is deleted from the catalog. Click Next. As this event type cannot be configured, this opens a dialog for selecting the action that is to follow the event. Continue with step 9.
Item added activates the Trigger when a record or category was added to the catalog. Click Next. As this event type cannot be configured, this opens a dialog for selecting the action that is to follow the event. Continue with step 9.
Field Value Changed activates the Trigger when the value of a field of the selected record or category has changed. To define this field click Next. This opens a dialog that allows you to select a specific field.
Select the In Any Field option if you want changes in any field to activate the Trigger. Then click Next.
Select the In Specific Field option if you want only changes in a specific field to activate the Trigger. This lets you select a specific field.
Select the field.
NOTE: Triggers can be based on specific field values. Then the Trigger will react when the field value is changed to a predefined value. To make use of this feature and define such a value, activate the option Wait for Specific Condition and then click Configure. This opens a dialog that lets you define the value which you want the Trigger to react to.
Set up your condition and click OK to save the condition.
Click Next.
9.
10.
If the selected action can be configured, click Next. This opens a dialog in which you can configure the action. Configure the action. (For details on how to configure the Mail Notifier action, see “Configuring Trigger Actions".)
11.
Click Close. The trigger is registered with your Cumulus installation and activated.
Configuring Trigger Actions
The Trigger Actions available depend on the Cumulus Server you are connected to. An action available by default is Mail Notifier which will send you an e-mail when the action is triggered. If you select the Mail Notifier as Trigger Action when setting up a trigger, the following configuration dialog is displayed:
You can select the language of the message sent (the text is included in the Mail Notifier ESP.) If you have the Browse for Users permission, you can determine whether other Cumulus users get an e-mail as well. If you want other users to get e-mails, click the Add User button to select them.
You can search for the login names of available users. Enter the search value (a matching string) and click the Find button. The result of this search is listed below. Select the user(s) you want and click OK. The users are added.
TIP: for the User Administrator:
The Browse for Users permission is set under File > Admin > Server Console > User Manager > Server Permissions > Administrator Permissions.
Cumulus Scheduler
The Cumulus Scheduler enables you to define and schedule tasks to be automatically performed by Cumulus. It will save you time and increase your productivity by automating frequent tasks. The Scheduler enables you to run time consuming functions during off-peak hours, and also enables you to automate routine tasks. In combination with the Cumulus Trigger feature, the Cumulus Scheduler makes a powerful tool to automate business processes and save wasted resources.
The Cumulus Scheduler consists of the Scheduler Manager and the Scheduler Server Application. The Scheduler Manager lets you set up tasks that are to be performed by the Scheduler Server Application.
The Scheduler Manager utility is included in the Cumulus Server Console. For more information on the Cumulus Scheduler, see the Cumulus Administrator Guide.
Managing Related Assets
Cumulus can manage related assets and provides a user interface that displays these relations and also enables the user to determine relations between assets.
Relationships
Relations can be different, there are hierarchical and flat relations. In a hierarchical relations one is special, it might be the master or the preferred one, it might be the source... The different types of hierarchical relations between assets supported by Cumulus are:
1.
2.
3.
4.
In addition to hierarchical relations you might want to determine groups of ’equal’ assets. Assets that you want to group concerning a certain topic, theme or task but to which you don’t want to designate a preferred member. Cumulus offers support for this demand: assign the assets to the same category. However, this well-known way of defining groups is included in the Cumulus management for related assets (referred to as relation type 5).
Another type of relation between assets is the versions managed by a Version Control System­ (e.g. Cumulus Vault). Support for this type of relation is not yet included in the Managing Related Assets concept of Cumulus. Use the Version History window to have the versions displayed. (See “Managing Versions”, for details.)
How does Cumulus Know about Relations between Assets?
1.
2.
References – The Cumulus AXR (Asset Cross References) function detects if an asset includes references to other assets when the asset is cataloged.
3.
4.
The information on an asset’s relations is stored in the asset’s record.
SPECIAL TECH INFORMATION:  
The information on an asset’s relations is stored in the record fields Related Master Assets and Related Sub Assets. The field Related Sub Assets stores the information which assets are contained, referenced, deriving, or alternates. Whereas the field Related Master Assets stores the information in which other assets the asset is contained in, referenced by, derives from, or which asset is its preferred alternate.
BACKGROUND INFORMATION:  
AssetStores that can create records for “contained” items:
Items
There can be several relations between assets.
How does Cumulus Display Relations between Assets?
In a split view: an additional pane can be opened up below the Record pane. The additional pane displays the records that are related to the record selected in the main Record pane. How the assets of the additional pane are related to the selected record is determined by the display option that is set for the additional pane.
So, having related assets displayed is as easy as: select a record, open up a sub-pane and select what you want to see in it.
You can select multiple assets in the upper pane and you can open up multiple sub-panes. Each sub-pane will display those assets that are related to the selection in its upper pane. How they are related is determined by the selected display option.If the selection in the upper pane changes, the content of the sub-pane is synchronized. It changes simultaneously.
To open up a new sub-pane: Click the button of the current sub-pane. To close a sub-pane: Click the button of the pane. To refresh the display of a sub-pane: Click the button of the pane.
TIP: Resizing Panes
You can resize the panes by pressing the  ALT /  Option key and dragging the split bar. (Just clicking the split bar will resize the main pane and the sub-pane of the dragged split bar only.)
Collapsing: Pressing the  ALT /  Option key and double-clicking in a pane’s statusbar will collapse the pane so that the statusbar only is displayed and the pane above will fill the area. (Just double-clicking lets the pane above remain its size and the main pane will be enlarged.) A double-click on the statusbar of the main pane (topmost pane) will collapse all panes below.
Expanding: Pressing the  ALT /  Option key and double-clicking in a collapsed pane’s statusbar will expand the pane again – using space from the above pane. (If you just click it – without the  ALT /  Option key – the pane will be expanded using space from the main window.) A double-click on the statusbar of the collapsed main pane will expand all panes below.
Minimizing: Double-clicking a pane’s split bar minimizes the pane or resizes it again.
For each pane you can choose the view, the sorting direction and an option for the content to be displayed. How the displayed assets are related to the asset selected in the upper pane is chosen from a menu that offers the following options by default:
 
The list options can be renamed, configured and assigned to specific users. The list options are configured via Sub-Pane Filter definitions. So you can customize it in wording and include search strategies for individual tasks. Sub-Pane are created and edited in the Preference dialog window ( Cumulus / Edit > Preferences > Sub-Pane Filters.) For details on how to set up a Sub-Pane Filter, see “Sub-Pane Filters". The availability of Sub-Pane Filters for users is defined with the User Manager in the each user’s properties.
You can get information on the different relations of an asset in the Info view or Asset Info window. If the fields Related Sub Assets and Related Master Assets are added to the corresponding view settings (and given more than 1 line), for each type of relation a tab is provided that displays the names of the related assets.
What else do you need to know?
In the split view, Cumulus can only display related assets that are cataloged to the same catalog as the one selected. That’s why it is recommended that you use a simple collection and not a multi-catalog collection when your work includes the relation aspect.
Display of Master Assets Only
You don’t want to see any contained or referenced assets in the main pane? You want to see only the preferred alternate and not the others? Cumulus can help you. It provides a special display option for the main Record pane. You can have records of ’master assets’ displayed only. What are ’master assets’?
A ’master asset’ is defined by:
The main Record pane provides the button that lets the main pane display records of master assets only. If you activate this button, your current collection will be filtered and only the master assets of the collection are displayed. Further search results will only display master assets. If you deactivate the button, your collection remains in its ’filtered’ version but further search results will display all matching assets again – whether they are master assets or not.
SPECIAL TECH INFORMATION: Master Only button
The button can be activated only if the Related Master Assets field is indexed for Contain Search. Reason: The search that is started by this button checks the contents of the Related Master Assets field.
NOTE for Migration: The field Related Master Assets must be included in the catalog(s) and indexed for Contain-Searching.
Assigning Alternates
You can manually group alternates of assets. When you group them as alternates you have to determine one as the preferred alternate.
Select the records of the assets you want to become alternates and select Metadata > Assign Alternates. Then a message prompts you to select the preferred alternate. From the selected records select the one you want to be the preferred alternate and click OK.
To delete such relations you must delete the corresponding entries in the Related Sub Assets and Related Master Assets fields from the Alternates tab in the Information window or view.
To get the alternates of an asset listed, use the split view and an according list option (Sub-Pane Filter). For more information, see “How does Cumulus Display Relations between Assets?".
Assigning Variants
You can manually assign variants to an asset. The asset you assign them to is called the source of the variant.
Select the records of the assets you want to assign as variants to a source asset and select Metadata > Assign Variants. Then a message prompts you to select the source. Select the record you want to be the one assigned as the source of the variants and click OK.
To delete such relations you must delete the corresponding entries in the Related Sub Assets and Related Master Assets fields from the Variants tab in the Information window or view.
To get the variants of an asset listed, use the split view and an according list option (Sub-Pane Filter). For more information, see “How does Cumulus Display Relations between Assets?".
AXR
AXR (Asset Cross References) is the automatic detection of usage and cross-references of assets within Cumulus. Cumulus is able to detect links and placed assets in compound documents such as QuarkXPress, EPS, Adobe InDesign, and Illustrator (version 8, 9) as well as Microsoft Word and PowerPoint documents.
AXR requires that the filter employed for cataloging must support AXR (e.g. Compound Document, EPS and InDesign filters). AXR works for assets that are managed by the same catalog only.
With a standard Workgroup installation the referenced assets must be cataloged before Cumulus can detect them in a compound document. The existence of the field Related Sub Assets is required for the information in the field Related Master Assets.
TIP:  
If the field Related Sub Assets was not one of the record fields of the catalog when cataloging, you can employ the menu item Update Record from the File menu to re-catalog the assets.
With Enterprise or a corresponding add-product you make use of the AXR cataloging option. (For details, see below.)
Automatic Cataloging of Referenced Assets
However, there are differences between AXR with a standard Workgroup installation and with an Enterprise or an enhanced Workgroup installation. With Enterprise or Workgroup enhanced with the corresponding add-on product, AXR provides the option that referenced assets can be cataloged automatically when detected by AXR. To have referenced assets that are not included in a catalog, cataloged automatically is defined in the Asset Handling Set. If you use an Asset Handling Set with the option Also Catalog Referenced Assets not yet Cataloged activated when cataloging an asset that contains references, the referenced assets will be cataloged automatically with the same cataloging process.
TIP: Add Only in combination with AXR Also Catalog Referenced ... activated­!
If you use the Add Only option and activate the Also Catalog Referenced Assets not yet Cataloged option, you should also have the Skip Duplicates option activated. Otherwise Cumulus will catalog the referenced assets twice, if the referenced assets come later in the sequence of the selected assets than the asset that contains the references.
Working Smart
Whether your workgroup consists of you alone, or you and a dozen others, following a few simple guidelines will ensure your workflow is as efficient as possible.
Name a Catalog Manager
It’s best to assign one person in your workgroup to manage assets and Cumulus catalogs. Having one manager helps keep things consistent and provides your workgroup with a recognized source for asset and catalog information.
Develop an Effective File Naming Convention­
Even though Cumulus makes it easy to keep track of assets with its thumbnail previews and wealth of search options, there is no substitute for a well planned filing system. There will be times when you must access files without the convenience of the Cumulus interface. For example, when writing scripts to enable Cumulus to automate the workflow, a consistent and predictable filing system can not only save many hours of script debugging, but it can also enable functionality that might not otherwise be possible.
How you name your files will depend on how you use them. A news agency may decide to name incoming news stories prefixed with the current date and affixed with the file type:
              2003-06-01-ElectionResults.txt
             2003-06-01-ElectionResults.tif
Using the date in this order lists the files chronologically when sorted alphabetically. It also makes it easier for Cumulus scripts to select files based on a date range.
A Web design group may chose to include an image’s file size in its name to make entering HTML size tags more convenient:
              MainPageBanner200x50.gif
Or, to use this manual as an example, file names for screen shots of menus and dialogs each begin with either “M_” or “W_” to identify the platform from which the images come. For example, the file name for the Mac OS X File menu is:
              M_FileMenu.tif
It’s Windows counterpart is called:
              W_FileMenu.tif
Using the two file name prefixes not only helps differentiate the files at a glance, but also helps to make the filing system more predictable. From this one example, you can probably guess the file names of most images in this document. Consistency and predictability are key to developing a naming convention that will serve you and your workgroup well.
Develop an Effective Folder Naming Convention­
Apply an equally clear naming convention to your folder (directory) structures. Cumulus can use your folder hierarchy to create categories when cataloging assets. This is a real time saver if your folder structure helps to identify your assets.
Some users may choose to store assets in folders based on file type rather than project name. A sound clip of audience applause, for example, may be used in many projects, but it will always be a sound clip. You can use Cumulus’ categories to associate assets with one or more projects.
Cross-Platform Catalog Use
Though the catalogs that Cumulus creates are completely cross-platform compatible, it is up to you to use a catalog file naming convention compatible with each platform on which you plan to use your catalogs.
Keep in mind that catalog names and catalog file names are two different things. For cross-platform purposes, you need only be concerned with catalog file names. (See “Renaming Catalogs”, for catalog naming information.)
Consult your operating system’s documentation for details on the range of characters that can be used. In the meantime, here is one important tip:
Characters that are safe for use on all Cumulus platforms include all upper and lowercase letters, all numbers, the hyphen (-), and the underscore ( _ ).