Customize Cumulus

Customize Cumulus
A little up-front planning can save countless hours of work and frustration further down the road. This section explains the setting up of preferences to suit your needs and also offers some information on Asset Handling modules and Asset Format support.
Preferences
There is no best way to use Cumulus. Many aspects of the program can be changed to adapt to your way of managing your assets. Fundamental changes can be made by modifying the preferences.
The Preferences window is available only from within the Cumulus Client application. All user settings and catalog settings are configured from within this single window. The options that appear to any given user depend on that user’s permissions. You must be connected to a Cumulus catalog in order to access the Preferences window. When making catalog-specific changes and more than one Cumulus catalog is open, a drop-down list enables you to select the catalog you want your changes to affect. (You cannot make changes to a catalog you are not connected to.)
The left column of the Preferences window displays icons for sections the connected user has permissions to access. These permissions are Server permissions and they are defined employing the User Manager module of the Server Console.
TIP: Properties for Sets, Templates and Actions­
Clicking on the icon opens the Properties dialog of the selected set, template or action – offering two tabs. The Description tab allows you to enter a display name and a description for the item in each language supported by Cumulus. The Sharing tab allows you to define whether you want to share an item with others. And if you want to share, you may define specific users or roles that are allowed to use the item.
User Settings
The User Settings of the Cumulus Preferences provide access to your individual user settings – at least your personal settings for the Cumulus application. It can also provide access to other user settings for other applications integrated in Cumulus.
The settings made for the Cumulus application affect global application behavior. They are specific to the connected user. They are not specific to any one catalog. Included here are options that control the way Cumulus conducts application category searches.
User settings are not specific to computer platform, Client software or catalog. This means that settings made by a user at one workstation will be active when that user logs in to Cumulus from another workstation, no matter which catalog is used. Settings made in the Client application also apply when the user is connected via a Cumulus Web client (Sites/Web Client/Web Publisher Pro/Internet Client Pro), where applicable.
The User Settings section of the Preferences window contains tabs that separate sections. Beneath each tab are one or more sections that further organize options available. See the following overview on the options available.
PRECONDITIONS: To modify your User Settings, you must have the appropriate permissions (Server Permissions > User Permissions > Modify [tab name] User Settings.)
Overviews on User Settings
For detailed information on the options available, see the following overviews. The “Overview User Setting (1)” gives informations on all options except the Display tab. The multifaceted option of the Display tab are described in the “Overview User Setting (2)”
 
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Enables an individual setting for the Record Quicksearch. If this option is activated, Quicksearch will search the fields displayed in the list. Click Add to get a list of all available record fields of the type String,String List and Integer. A “contains” search is performed for all included String and String List fields and an “is” search for all included Integer fields. Make sure the fields are correctly indexed for searching in the Catalog Settings of the catalogs where you want to use Record Quicksearch.
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Enables an individual setting for category Quicksearch. If this option is activated, category Quicksearch will search the fields displayed in the list. Click Add to get a list of all available category fields of the type String,String List and Integer. A “contains” search is performed for all included String and String List fields and an “is” search for all included Integer fields. Make sure the fields are correctly indexed for searching in the Catalog Settings of the catalogs where you want to use category Quicksearch.
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You can preset one Asset Handling Set used for cataloging in all catalogs and one Asset Handling Set for the asset access done in all catalogs. Depending on your Cumulus configuration, you can also select a Permissions Template for cataloging. This template will then be applied to the cataloged asset. If you activate the Show dialog option, you can select an Asset Handling Set and Permissions Template when cataloging assets.
 
Assets/Categories
Specifies what happens once you open an Information window
 
Record View Sets
Cumulus offers different views for records. The following views are defined in a Record View Set:
View Sets make it easy for you to switch between different views that are set up for certain formats or tasks. Once View Sets have been appropriately defined to meet differing demands, you can switch between them with just a mouse click.
If you have the appropriate rights, you can extensively customize most views. There are view sets for individual use and view sets that are shared with other users. Shared view sets are displayed in italics.
Overview on Customization Options
For Thumbnail, Details and Information view as well as for Asset Information window and Palette Mode you can decide which record fields are displayed, their order and how they are displayed: font type, style, size, and color. You can also choose a background color for most of the views. For the Asset Information window, the Information view and the Fullscreen Preview you can create dynamic views. You can define whether fields are displayed or not displayed depending on the type of the selected asset.
 
IMPORTANT! Font Settings are Operating-System Specific!
Cumulus uses different font settings depending on the operating system the Client runs on. Changing these settings in a Record View Set on a Windows Client will not take effect with Clients on Mac OS X, and vice versa. To customize Record View Sets to have the same look and feel both on Windows and Mac OS X, you have to perform appropriate changes twice, on a Mac Client as well as on a Windows Client.
For some views you can even choose to use the color of a Label field as background color. For many views you can select the spacing around it and whether the record is displayed within a frame. For certain views you can also define that the field names are displayed along with the field values.
For Preview view and Preview window you can choose a background color. For Preview window you can choose whether and how the values (and names) of record fields should be displayed.
For each view set you can define the view that is to be displayed when the view set is selected. As soon as you have selected a view set from the drop-down list, the view will switch. This action is not activated by default. To activate this feature for a view set, you have to activate this option in the Set Properties section and then select the desired starting view.
Whether all views will change when changing the Record View Set or only the current one is determined by each user individually in her/his User Settings. (For details, see see “Overview: User Settings (2) – Display Tab".)
Record View Sets and Multilingual Working Environment
For users working in a multilingual working environment certain view settings offer an Allow language switch for multilingual fields option. This option enables users to switch the language in which multilingual metadata fields are displayed. If this option is not activated, multilingual fields are always displayed in the language of the field that was added to the view.
Creating and Editing Record View Sets
You can either change existing View Sets or create new ones – if you have the appropriate permissions for changing or creating View Sets. You may have the permissions to define and customize your individual sets only or may even have the permissions to edit all sets.
NOTE: When renaming a shared set, remember to update users’ permissions for this set.
Record View Sets are created and edited in the Preference dialog window ( Cumulus / Edit > Preferences > Record View Set.)
PRECONDITIONS: To view and modify Record View Sets, you must have the appropriate permissions (Server Permissions > Record View Set Permissions.)
To change an existing set:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Record View Sets.
3.
Under Set, select the view set you want to edit.
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Click Apply to save your changes.
TIP: Customize Entry in List for Selecting
If you have the appropriate permissions, you can easily access the preferences of Record View Sets by selecting the Customize entry in the list for selecting Record View Sets (e.g. in the Collection window or the Asset Information window). This entry opens the preferences for the current Record View Set.
A new view set is created by duplicating an existing one and adapting its settings:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Record View Sets.
3.
Under Set, select the set to use as a basis for the new one.
4.
Click Duplicate.
The Name and Settings dialog opens.
5.
Activate the Allow Sharing option, if you want this view set to be available to other users.
Activate Copy display names only, if you also want to take over the language-specific display names from the original (not recommended for new view sets).
Activate Copy description only, if you also want to take over the descriptions specified for other languages from the original (not recommended for new view sets).
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Click Apply to save your changes.
Setting A Default Record View Set
You can define one view set to be the default view set. This default view set will be used in case no other set is available or the selected set is not accessible. For example, a set that is stored with a collection was deleted after the collection had been saved. The default view set is denoted by bold characters in the list for selecting a view set.
To set the default view set:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Record View Sets.
3.
Under Set, select the view set you want to be the default one. This should be a shared set (denoted by italics).
4.
Click Set as Default.
5.
Click Apply to save your changes.
Adding a Field to a Record View
To add a field to one of the views:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Record View Sets.
3.
Under Set, select the view set you want to edit.
4.
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Click Add.
The Add Fields to View window appears, providing two tabs:
The Fields tab, displaying a list of all fields contained in the catalogs of the active collection that are not yet included in the view.
The Modules tab, displaying the nodes: Catalogs, Modules and Languages.
– The Catalogs node expands to a list of all catalogs open in the active collection. Clicking the plus sign in front of a catalog’s name displays all fields contained in that catalog, but not yet included in the view. Either select the name of a catalog to add all contained fields, or select the individual fields you want to add.
– The Modules node expands to a list of all Cumulus modules that provide fields. Clicking the plus sign in front of a module’s name displays the fields supported by the respective module but not yet included in the view. Either select the name of a module to add all fields supported by that module, or select the individual fields you want to add.
– The Languages node expands to a list of all languages configured for string field values. Clicking the plus sign in front of a language name displays the fields that support values in the respective language, but are not yet included in the view. Either select the name of a language’s to add all respective fields, or select the individual language-specific fields you want to add.
Additionally, all language independent fields that are not yet included in the view are listed and can be added.
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Click OK to add the field(s) to the list of shown fields.
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Click OK or Apply. Your changes take immediate effect.
TIP: Copying/Replacing The Fields From Another View
You can copy the fields included in one view to another view of the same Record View Set or you can replace all fields. Select the icon for the view you want to have the same fields as another view and use the alternate (right) mouse button to open a context menu. Select first the desired function and the view from which you want to copy the fields.
Adding a Separator to a View
The Asset Info window and the Category Info window as well as Info view support separator elements that allow to group fields. Separators can make it clear to users which metadata fields belong together. Users can close a separator to hide its fields and make metadata editing much easier on views that contain many fields. You can add as many separators as you need.
You can add and remove a separator just as any other field.
To add a separator to an Info window or Info view:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Record View Sets or Category View Sets.
3.
Under Set, select the view set you want to edit.
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Click Add Separator. A dialog for entering a name for the separator is opened.
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To change the properties of a separator:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Record View Sets or Category View Sets.
3.
Under Set, select the view set you want to edit.
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Click Properties.
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Click OK to assign the selected properties to the separator.
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Click Apply. The separator will be displayed according to your settings.
NOTE: Activating the Dynamic Field Visibility option for a separator affects all fields below that separator: if the separator is not displayed, none of the respective fields will be displayed regardless of their individual settings. But then, if the separator is displayed, the settings for individual fields are taken into account.
Changing the Properties of a Displayed Field
The properties of a displayed field define the font (type, style, size, and color) used to display the field contents.
IMPORTANT! Font Settings are Operating-System Specific!
Cumulus uses different font settings depending on the operating system the Client runs on. Changing these settings in a Record View Set on a Windows Client will not take effect with Clients on Mac OS X, and vice versa. To customize Record View Sets to have the same look and feel both on Windows and Mac OS X, you have to perform appropriate changes twice, on a Mac Client as well as on a Windows Client.
To change the display properties of a field:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Record View Sets.
3.
Under Set, select the view set you want to edit.
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Click Properties.
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Click OK to assign the selected properties to the field.
10.
Click Apply. The field is displayed according to your settings.
Additional Display Properties for Different Field Types
In addition to choosing the font, the Properties dialog offers different options depending on the field type:
String Fields – With Info View or Info Window only
You can define the number of lines to display the contents of the field. For String List fields you can define the number of lines as well as display options. For String List fields that do not allow multi-select, you can decide to have the values displayed as drop-down list or radio buttons.
NOTE: String Fields – Scroll Bar Display for Info View/Window on Mac OS!
To have a scroll bar available for a String field in Info View or Info Window, you need to give it at least 5 lines.
Picture Fields – With Info Window, Thumbnail, Report and Info View
Icons can be displayed to quickly inform about embedded metadata (e.g. EXIF, IPTC and XMP data as well as included color profiles, multi-page assets or the availability of versions).
NOTE:
To display icons for embedded metadata, a catalog must contain the
Embedded Metadata Standards field. If you add this field to an existing catalog, make sure to subsequently update all records of the respective catalog in order to have the new field taken into account.
To do so, select Metadata > Update Record > Advanced. Activate the Update even if assets are unchanged option and restrict the update to the Embedded Metadata Standards field, then click OK.
The following icons can be displayed:
EXIF data available
XMP data available
IPTC data available
ICC data available
Multipage asset (only if catalog contains the
Number of Pages field and its value is > 1.)
Versioned asset (only if catalog contains the Version History field and it contains more than one line)
Photoshop resource available
Categories Field – With Info Window and Info View only
The language of Category tabs in the Asset Info window and in the Info view can be set via the Properties dialog of the Categories field. The set language governs the names of the Category tabs as well as the names of the categories displayed in the tabs. To specify a preferred language for the names activate Preferred language and select the desired language from the list. To automatically have displayed the language chosen in the View menu select As defined in View Menu.
Displaying Fields Depending on File Format Type
With the Dynamic Field Visibility option, Record View Sets can be configured to display or not to display fields in depending on the file format type of the selected asset. For example, you may want to see the duration information for audio or video assets, whereas this information doesn’t make sense for picture assets. Instead of having different view sets for different types of assets, you can define just one view set which adapts to the currently selected asset.
The Dynamic Field Visibility option works with the following view modes only:
To have fields displayed depending on the asset type:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Record View Sets.
3.
Under Set, select the view set you want to configure.
4.
Click the icon for the Info View, the Asset Info window, or the Preview Window.
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Click Properties.
The Properties window is displayed.
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In the Dynamic Field Visibility section, activate the Show only when the file format type is one of option.
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Click OK to assign the setting to the field. The Properties window is closed.
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Click Apply. The field is displayed according to your settings.
NOTE: Dynamic Field Visibility for Separators
Dynamic Field visibility works with separators, too. If a separator is not displayed with certain file format types, none of the fields below that separator will be displayed regardless of their individual settings. But then, if the separator is displayed, the settings for individual fields are taken into account.
Category View Sets
A Category View Set defines the display options for the Category Information window and the Category pane display. For each tab you can define different display options. You need the appropriate permissions for changing the Category View Sets.
Category View Sets are created and edited in the Preference dialog window ( Cumulus / Edit > Preferences > Category View Set.)
PRECONDITIONS: To view and modify Category View Sets, you must have the appropriate permissions (Server Permissions > Category View Set Permissions.)
To change a Category View Set:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Category View Sets.
3.
Under Set, select the view set you want to edit.
4.
5.
Click Apply to save your changes.
Category Info Window
You can add fields to the display and change the properties of a displayed field. In any Category View Set, the Category Information window can be configured to display or not to display fields depending on the container type of the selected category.
Adding a Field to the Category Info Window
To add a field to a Category Information window:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Category View Sets
3.
Under Set, select the view set you want to edit.
4.
Click Category Info Window.
On the General tab, a list of fields that are shown in the Category Info window is displayed.
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Click Add.
The Add Fields to View window appears, providing two tabs:
The Fields tab, displaying a list of all category fields contained in the catalogs of the active collection that are not yet included in the Category Info window.
The Modules tab, displaying the nodes Catalogs, Modules and Languages.
– The Catalogs node expands to a list of all catalogs open in the active collection. Clicking the plus sign in front of a catalog’s name displays all fields contained in that catalog, but not yet included in the Category Info window. Either select the name of a catalog to add all fields contained in that catalog, or select the individual fields you want to add.
– The Modules node expands to a list of all Cumulus modules that provide fields. Clicking the plus sign in front of a module’s name displays the fields supported by the respective module but not yet included in the Category Info window. Either select the name of a module to add all fields supported by the module, or select the individual fields you want to add.
– The Languages node expands to a list of all languages configured for string field values. Clicking the plus sign in front of a language name displays the fields that support values in the respective language, but are not yet included in the Category Info window. Either select the name of a language’s to add all respective fields, or select the individual language-specific fields you want to add.
Additionally, all language independent fields that are not yet included in the view are listed and can be added.
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Click OK to add the field(s) to the list of shown fields. The Add Fields to View window is closed.
9.
Click OK or Apply. Your changes take immediate effect.
Changing the Properties of a Displayed Field
The properties of a displayed field define the font (type, style, size, and color) used to display the field contents, as well as its visibility depending on the container type of the respective category.
IMPORTANT! Font Settings are Operating-System Specific!
Cumulus uses different font settings depending on the operating system the Client runs on. Changing these settings in a Record View Set on a Windows Client will not take effect with Clients on Mac OS X, and vice versa. To customize Record View Sets to have the same look and feel both on Windows and Mac OS X, you have to perform appropriate changes twice, on a Mac Client as well as on a Windows Client.
To change the display properties of a field:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Category View Sets.
3.
Under Set, select the view set you want to edit.
4.
Click Category Info Window.
5.
On the General tab, select the entry for the field whose properties you want to change.
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Click Properties.
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Click OK to assign the selected properties to the field. The Properties window is closed.
9.
Click Apply. The field is displayed according to your settings.
Category View Sets and Multilingual Working Environment
For users working in a multilingual working environment view settings offer an Allow language switch for multilingual fields option. This option enables users to switch the language in which multilingual metadata fields are displayed. If this option is not activated, multilingual fields are always displayed in the language of the field that was added to the view.
Changing the Category Pane Display
To set up the display of the Category Tree to your needs you can select a background color and define the font type, size and color.
To change the display:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Category View Sets.
3.
Under Set, select the view set you want to edit.
4.
Click Category Pane.
5.
To change the font, click the button next to the Font field. – Changing the font color also affects the color of the square and triangle symbols in the category tree.
NOTE: Font Settings are Operating-System Specific!
Cumulus uses different font settings depending on the operating system the Client runs on. Changing these settings in a Category View Set on a Windows Client will not take effect with Clients on Mac OS X, and vice versa. To customize Category View Sets to have the same look and feel both on Windows and Mac OS X, you have to perform appropriate changes twice, on a Mac Client as well as on a Windows Client.
NOTE: These are only general options for the display of categories. Which categories are actually displayed depends also on the user permissions set in the User Manager and Live Filtering settings.
For details on options only important if working in a multilingual environment see “Category Pane and Multilingual Working Environment"
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Click Apply. The Category pane is displayed according to your settings.
Category Pane and Multilingual Working Environment
For users working in a multilingual working environment the settings for the Category pane offer following options:
NOTE: Language-specific sorting is performed either according to the rules of the application language or according to the rules of the selected preferred language, if a preferred language is specified.
To specify a preferred language for the display of categories, activate Preferred language and select the desired language from the list. To automatically have displayed the language chosen in the View menu select As defined in View Menu.
Asset Handling Sets
An Asset Handling Set affects how Cumulus deals with your assets – during the cataloging process and when accessing assets. The options of a set are not specific to any one catalog.
In the Asset Handling Sets section of the Cumulus Preferences you can define different Asset Handling Sets. When a certain set is used depends on the individual user settings defined by the user.
In the User settings of the Cumulus Preferences, each user can define one Asset Handling Set for the cataloging done in all catalogs and one Asset Handling Set for the asset access done in all catalogs. Each user can also assign different Asset Handling Sets to different catalogs (even different ones for cataloging and asset access). And each user can define to be asked for an Asset Handling Set when cataloging assets. (See “Overview: Asset Handling Sets” for details.) You can either change existing sets or create new ones – if you have the appropriate permissions for changing or creating Asset Handling Sets. There are Asset Handling Sets for individual use and Asset Handling Sets that are shared with other users. Shared sets are displayed in italics. You may have the permission to define and customize your individual sets only or may even have the permissions to edit all sets.
NOTE: When renaming a shared set remember to update users’ permissions for this set.
Asset Handling Sets are created and edited in the Preference dialog window ( Cumulus / Edit > Preferences > Asset Handling Set.)
PRECONDITIONS: To view and modify Asset Handling Sets, you must have the appropriate permissions (Server Permissions > Asset Handling Set Permissions.)
Editing An Asset Handling Set
To change an existing Asset Handling Set:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Asset Handling Sets.
3.
Under Set, select the set you want to edit.
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5.
Click Apply to save your changes.
See “Overview: Asset Handling Sets”, for an overview of the options available for Asset Handling Sets. Asset Handling Sets can only be defined by the Cumulus Administrator or users who have the right to do this.
Of all the various settings available within an Asset Handling Set, those concerning Asset Storage modules are described in detail in the section “Asset Handling Modules”. Asset Formats are described in the section “Asset Format Support”.
Creating An Asset Handling Set
A new Asset Handling Set is created by duplicating an existing one and adapting its settings:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Asset Handling Sets.
3.
Under Set, select the set to use as a basis for the new one.
4.
Click Duplicate.
The Name and Settings dialog opens.
5.
Activate the Allow Sharing option, if you want this set to be available to other users.
Activate Copy display names only, if you also want to take over the language-specific display names from the original (not recommended for new sets).
Activate Copy description only, if you also want to take over the descriptions specified for other languages from the original (not recommended for new sets).
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Define the new set. (See “Overview: Asset Handling Sets”, for an overview of the options available.)
8.
Click Apply to save your changes.
Setting A Default Asset Handling Set
You can define one Asset Handling Set to be the default set. This default set will be used:
The default set is denoted by bold characters in the list for selecting a set.
To determine the default set:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Asset Handling Sets.
3.
Under Set, select the set you want as default. This should be a shared set (denoted by italics).
4.
Click Set as Default.
5.
Click Apply to save your changes.
Thumbnail Size and Quality
The thumbnail size and quality that you select when setting up an Asset Handling Set influences the size of a typical record and thus Cumulus’ overall performance. Since Cumulus uses JPEG compression for grayscale and color thumbnails, the size of individual records varies depending on the thumbnail content. Higher quality thumbnails typically create larger records.
For example, a catalog containing 4,000 records and normal thumbnail quality (i.e., 128 x 128 pixels) yields a catalog that is approximately 50 MB in size. The same catalog with high thumbnail quality (i.e., 192 x 192 pixels) is 70 MB in size.
To find out how much space thumbnails take up in a catalog, first select the thumbnail size and thumbnail quality on the General tab. As you make your selections, the disk space required for each thumbnail (in bytes) is displayed in the Thumbnail Preview area.
 
 
 
NOTE: This is possible only when Add Only is selected, otherwise Cumulus thinks you’re trying to update the existing record.)
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Cumulus resolves any links/shortcuts/aliases found in the selected assets being cataloged. This enables Cumulus to catalog the asset that the shortcut/alias points to.
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Copies all newly cataloged assets to a central location specified in the Catalog Settings and makes the newly created record reference the copied asset. If you enable the Delete Original Asset option, the asset will be deleted at its original location after it was copied to the central location. Can be overridden by the Catalog Settings. (See “Overview: Catalog Settings”.)
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Cumulus also copies assets that are contained in a cataloged asset to the Central Asset Location – as discrete assets. Requires an activated corresponding AssetStore that can detect this relation and extract sub-assets that can be saved as discrete assets. (Appropriate AssetStores are available e.g for ZIP and TAR files as well as for PDF, PowerPoint,, and Quark XPress documents.) Canto recommends to activate this option only in conjunction with a Sites/Web Client installation where the machine running the Web application does not support the corresponding applications, e.g. PowerPoint.
Formats that are indicated by italics are currently not supported (not installed on the machine you are working on), but are included in the list so they will be activated in that position when the filter is available.
Modules that are indicated by italics are currently not supported (not installed on the machine you are working on.)
Under Filter you can see the Filter Modules that are available on the machine you are working on. Modules that are indicated by italics are currently not supported (not installed on the machine you are working on.)
Asset Handling Modules
When cataloging and accessing assets, Cumulus uses different modules: Asset Storage, Asset Processor, Metadata and Filter modules.
Asset Storage modules manage the asset’s storage (the access to its location), whereas a Filter module analyzes the asset’s contents. For example, if you catalog a file from the file system of your computer, the Asset Storage module manages the access to the file system of your computer, and the employed filter reads the file’s content.
Asset Processor and Metadata modules are special modules for special tasks, e.g. to handle DCS (Desktop Color Separation) files and OPI (Open Prepress Interface).
Cumulus Filters extract file-type specific metadata from assets. This information can include color mode, resolution, file type, font names, etc., depending on the type of asset.
Users who are allowed to define Asset Handling Sets can create their own Filter format options for specific file types (see “Extending Generic Filter Options"), and Canto is always updating existing Filters and creating new ones. Check Canto’s Website (www.canto.com) for the latest Filter versions.
Cumulus makes it possible for you to determine precisely what sort of information should be kept on the assets. This can be defined differently for each catalog as each catalog has its own properties. It is the catalog properties that determine what information is stored on the assets in the record fields. (For further information, see “Catalog Settings".) Linking metadata fields to record fields “feeds” the record with asset metadata during cataloging. The link can work in both directions—if supported by the corresponding Filter or Asset Storage Module—meaning that you can also write modified record field contents back to asset fields. To find out how, see “Field Linking". By default, all Cumulus-supported record fields are linked to the matching asset fields. This also applies to fields that are included with Cumulus but not activated by default in every catalog. When you set up a catalog for your workgroup, you can define how these asset fields (from both Asset Storage modules and Filters) should be linked to the catalog’s record fields. You can also define how to link the custom fields you define to asset metadata.
If you want to learn more about Cumulus’ various modules, what they do and how they are configured to customize Cumulus to your specific workflow, then please continue reading the following sections that describe these modules.
(De)activating Asset Handling­ Modules
Depending on your workflow requirements, you may not need to use some of these Asset Handling modules. If, for example, you are not using services from a prepress service provider and do not have access to an OPI server, you should deactivate the OPI System Support. Deactivating modules which are not needed for your specific workflow enhances productivity by freeing up Cumulus’ resources and speeding up the cataloging process. To meet individual workflow requirements Asset Storage, Asset Processor and Metadata modules can be activated and deactivated for each Asset Handling Set individually. Note that you need the appropriate permissions to change Asset Handling Sets.
To activate or deactivate an Asset Handling module for an Asset Handling Set:
 
1.
2.
Select  Cumulus /  Edit > Preferences.
3.
Click Asset Handling Sets.
4.
Under Set, select the set you want to edit.
5.
Click Modules and select the icon for the module type.
6.
7.
Click Apply or OK to save your changes.
Asset Storage Modules
The Asset Storage module manages the access to files. To catalog a file from the file system of a computer, the Asset Storage module for that computer’s operating system must be activated for the Asset-Handling Set used. It must also be activated to enable you to access this file. If you are working in a cross platform environment you should have the Asset Storage modules for the other platforms activated as well so that you can access assets that are stored on other operating systems.
Apple iWork Picture AssetStore (optional)
The Apple iWork Picture AssetStore enables Cumulus to create one record for each picture embedded in a Apple iWork document while cataloging. These records are created in addition to creating a record for the entire document and in addition to separate records for pages or slides. The records will be assigned to the corresponding document as “contained images”. A category for each document will automatically be created and the images’ records are assigned to these categories. The record name of an embedded image is either the name of the image inserted in the document, or “image” and a corresponding number. (No properties to be defined.)
Apple Keynote Slides AssetStore (optional)
This Asset Storage module allows you to efficiently manage slides created with Apple Keynote. It automatically catalogs all slides of a Keynote presentation and in addition to creating a record for the entire presentation document, a record for each slide is created. (No properties to be defined.) For more information, see “Working with Office Documents­".
HELIOS XPV AssetStore (optional)
This Asset Storage module enables Cumulus users to catalog pages within Adobe InDesign and Quark XPress documents. If an XPV preview file for such a document is available, in addition to creating a record for the entire document, the XPV Support module creates records for each page of the document.
An XPV preview file also contains information on referenced assets. This information can be captured by Cumulus filters (such as HELIOS, Indesign and Quark XPress) and enables Cumulus AXR (Asset Cross References.)
Because the XPV AssetStore does not use the original Quark XPress documents, you cannot use the ’normal’ functions for the pages, e.g. copy, move and drag & drop. [Whereas the Cumulus QXP AssetStore, for Mac OS only, that also catalogs pages within Quark XPress documents, can create a new one-page Quark XPress document from the record of a page.]
NOTE: The XPV Support module is available only to computers in network environments in which the HELIOS ImageServer is licensed and installed on the same computer as a Cumulus Server.
InDesign Asset Store (optional)
The InDesign AssetStores enables Cumulus to create one record for each page of an InDesign document while cataloging. For more information, see “Working with InDesign Documents­".
Mac OS File System AssetStore
This Asset Storage module manages the access to files accessible from a Mac OS computer. You can define the following properties:
Preferred Resolving Method – If By Alias with Pathname Fallback is enabled, Cumulus will resolve the asset reference using the alias first and if this fails then using the pathname. If By Pathname with Alias Fallback is enabled, Cumulus will resolve the asset reference using the pathname first and if this fails the alias. But if By Pathname is enabled, you can avoid a fallback by enabling the option No Fallback. Then only the pathname will be used for resolving the asset reference.
Alias Search Method – If Fast Search is enabled, Cumulus will only search at the original location. If Extensive Search is enabled, Cumulus will also search all mounted volumes in case the file wasn’t found at the original location.
Mount Dialogs – Dialogs prompted by the operating system when mounting volumes can either be shown or suppressed. If you choose Suppress, failures might occur, when mounting volumes (especially removable volumes such as CD-ROMs), is required for Cumulus functions such as previewing, copying and transferring. That’s why you should only choose the Suppress option if you are working in a network environment and want to avoid all dialogs about mounting when accessing the server. In case the server can’t be mounted you will access the assets via Server Client Asset Transfer.
MacBinary AssetStore
The Mac Binary AssetStore enables Cumulus to catalog MacBinary converted assets even on Windows machines. In addition to creating a record for the entire BIN file, it creates records for the compressed file in the BIN file. (No properties to be defined.)
MS PowerPoint AssetStore (optional)
This Asset Storage module allows you to efficiently manage slides created with Microsoft PowerPoint. It automatically catalogs all slides of a PowerPoint presentation in addition to creating a record for the entire presentation document. Such cataloged slides can be added to existing PowerPoint presentations – within Cumulus as well as within Microsoft PowerPoint. Within Cumulus you may even create new PowerPoint presentations out of cataloged slides. (No properties to be defined.) For more information, see “Working with Office Documents­".
MS Power Point Picture AssetStore (optional)
The MS Power Point Picture AssetStore works in conjunction with the MS Power Point AssetStore only. It enables Cumulus to create one record for each picture embedded in an MS Power Point presentation while cataloging. These records are created in addition to creating a record for the entire document and in addition to separate records for pages or slides (created by the MS Power Point AssetStore.) The images’ records will be related to the corresponding slide/page as “contained images”. A subcategory for each slide/page of the presentation file is automatically created and the images’ records are assigned to these categories. The record name of an embedded image is the name of the image inserted in the document, or “image” and a corresponding number. (No properties to be defined.)
Office Open XML Pages and Slides AssetStore
The Office Open XML Pages and Slides AssetStore enables Cumulus to create one record for each page, sheet or slide of a 2007 MS Office System document (*.DOCX, *.XLSX, *.PPTX) or XML Paper Specification document (*.XPS) while cataloging. These records are created in addition to creating a record for the entire document. The records will be assigned to the corresponding document as “contained pages”. A category for each document will automatically be created and the images’ and pages’ records are assigned to these categories. The record name of the pages/slide is the name of the document and a corresponding number. (No properties to be defined.)
Office Open XML Pictures and Media AssetStore (optional)
The Office Open XML Pictures and Media AssetStore enables Cumulus to create one record for each picture or media embedded in a 2007 MS Office System document or XML Paper Specification document (*.XPS) while cataloging. These records are created in addition to creating a record for the entire document and in addition to separate records for image or media assets. The records will be assigned to the corresponding document as “contained images”. A category for each document will automatically be created and the media’s/images’ records are assigned to these categories. The record name of an embedded image/media is the name of the image/media inserted in the document or “image” and a corresponding number. (No properties to be defined.)
Open Document AssetStore (optional)
The Open Document AssetStore enables Cumulus to create one record for each image embedded in an Open Office document while cataloging – in addition to creating a record for the entire document. The records will be assigned to the corresponding document as “contained assets”. A category for each document will automatically be created and the images’ records are assigned to these categories. The record name of an embedded image is the name of the image as saved with the document. (No properties to be defined.)
Outlook Message AssetStore (optional)
The Outlook Message AssetStore enables Cumulus to create one record for each attachment or embedded image of a Microsoft Office Outlook message while cataloging – in addition to creating a record for the message. The records will be assigned to the corresponding message as “related sub assets”. A category for each message will automatically be created and the images’ and attachments’ records are assigned to these categories. The record name of an attachment or an embedded image is the name of the image as saved with the document. (No properties to be defined.)
TIP: Auto-cataloging Emails
Another optional feature provides a Cumulus Scheduler Action that enables Cumulus to check a standard POP3 email account and retrieve and automatically catalog any email it finds. For more information, see “Provided Scheduler Actions".
PDF AssetStore (optional)
This Asset Storage module enables Cumulus users to catalog pages within PDF documents. In addition to creating a record for the entire PDF document, it creates records for each page of the PDF document.
PDF Image AssetStore (optional)
The PDF Image AssetStore works in conjunction with the optional PDF AssetStore only. It enables Cumulus to create one record for each image embedded in the PDF file while cataloging – in addition to separate records for pages created by the PDF AssetStore. The records will be assigned to the corresponding page as “related sub assets”. If you want to have separate records for embedded images, you need to use an Asset Handling Set for cataloging that has the PDF Image AssetStore, the PDF AssetStore and the format Embedded PDF Image (provided by the PDF Filter) activated. A subcategory for each page of the PDF file is then automatically created and the images’ records are assigned to these categories. The record name of an embedded image consists of the word Image and its internal PDF ID number.
QXP AssetStore (optional, Mac OS only)
The Cumulus QXP AssetStore module enables Cumulus users to catalog pages within QuarkXPress documents. In addition to creating a record for the entire QuarkXPress document, it creates records for each page of the QuarkXPress document.
The Cumulus QXP AssetStore is designed specifically for use in conjunction with QuarkXPress. To employ the functionality of the Cumulus QXP AssetStore, QuarkXPress must be running in the background while accessing your QuarkXPress page assets (e.g. for cataloging or previewing.)
QXP Server AssetStore (optional)
The QXP Server AssetStore module enables Cumulus users to catalog pages and layouts within QuarkXPress documents. In addition to creating a record for the entire QuarkXPress document, it creates records for each page and each layout of the QuarkXPress document. The QXP Server AssetStore module is available for Mac OS X, Windows and UNIX.
SCORM AssetStore
The SCORM AssetStore module enables Cumulus users to catalog resources contained in a SCORM (Sharable Content Object Reference Model) package. (No properties to be defined.)
The SCORM AssetStore automatically creates categories when cataloging files. In the Categories master category under a category named Scorm, a category is created for each cataloged SCORM file named after the respective file (e.g. sample.scorm­). If a SCORM file contains another SCORM file, a subcategory named after this additional file will also be created.
If any files contained within a SCORM file are archived with subfolder references, the SCORM AssetStore creates a category tree resembling this subfolder structure.
TAR AssetStore
The TAR AssetStore enables Cumulus to catalog and access assets compressed within TAR archive files. It automatically catalogs all files in a TAR file. In addition to creating a record for the entire TAR file, it creates records for each file included in the TAR file - even for files in a TAR file within another TAR file. The Cumulus TAR AssetStore supports Bzip2, gzip and uncompressed TAR files.
The TAR AssetStore automatically creates categories when cataloging TAR files. In the Categories master category under a category named tar, a category is created for each cataloged TAR file, named after the respective file (e.g. sample.tar). If a TAR file contains another TAR file, a subcategory named after this additional file will also be created.
You can define the character encoding used to create the TAR file that is to be unpacked by the TAR AssetStore. To know for sure, you should ask the person who packed it. If you aren’t sure the character encoding used to pack the TAR file, you should use the default: Local Encoding
UNIX File System AssetStore
This Asset Storage module manages the access to files accessible from a UNIX computer. (No properties to be defined.)
URL AssetStore
This Asset Storage module manages the access to files accessible from FTP or HTTP servers. (No properties to be defined.) For more information, see “Using Vault".
Vault AssetStore
The Cumulus Vault Asset Storage module enables you to use the version control system Cumulus Vault. For more information, see “Working with Vault", and “Configuring Vault”.
Video AssetStore (with Video Suite Option only)
The Video AssetStore module enables Cumulus to perform shot determination. It also provides the necessary record fields. The parameters for shot determination can be configured in the Video AssetStore settings. That’s why you should set up the Video AssetStore settings according to your needs before you start cataloging.
NOTE: If you haven’t a licensed and activated Video Suite Option, it will run in demo mode only (full functionality except shot determination will not create shots).
Windows File System AssetStore
This Asset Storage module manages the access to files accessible from a Windows computer. You can define the resolving method for assets stored on CD ROMs. If enabled, Cumulus checks for the CD-ROM label.
ZIP AssetStore
The ZIP AssetStore enables Cumulus to catalog and access assets compressed within ZIP files. It automatically catalogs all files in a ZIP file. In addition to creating a record for the entire ZIP file, it creates records for each of the compressed files in the ZIP file - even for files in a ZIP file within another ZIP file. The Cumulus ZIP AssetStore has been tested with ZIP compressed assets created with WinZip®, PKZIP® and WinRAR.
The ZIP AssetStore automatically creates categories when cataloging ZIP files. In the Categories master category under a category named Zip, a category is created for each cataloged ZIP file, named after the respective file (e.g. sample.zip­). If a ZIP file contains another ZIP file, a subcategory named after this additional file will also be created. If any files contained within a ZIP file are archived with subfolder references, the ZIP AssetStore creates a category tree resembling this subfolder structure. (No properties to be defined.)
NOTE: Password Protected ZIP Files
If the ZIP file to be cataloged contains a password protected file, Cumulus will ask you for the password. Cumulus remembers this password and if there is another password protected file within a ZIP file, it will try the password for that file. If it doesn’t fit, Cumulus will also ask you for the password to that file. Then you can either type in the password and the file will be cataloged, or skip the password request and file will not be cataloged. The passwords are also requested for any preview of a password protected asset. Cumulus remembers passwords only for as long as the current session.
NOTE: Cumulus Internet Solutions and Password Protected ZIP Files
Users of Cumulus Internet Solutions who use a Web browser cannot get a preview of any password protected asset.
You can define the character encoding used to create the ZIP file that is to be unpacked by the ZIP AssetStore. To know for sure you should ask the person who packed it. If you don’t know for sure the character encoding used to pack the ZIP file, you should use the default: DOS Latin US
Asset Processor Modules
Asset Processor modules enable Cumulus to perform processes on cataloged assets, e.g. to convert them.
DCS File Support
The DCS File Support module enables Cumulus to recognize CMYK Desktop Color Separation files so that it can effectively catalog and manage multiple-file DCS assets. This module supports DCS version 1.0. These DCS assets consist of one main file (which may contain a preview image) and the four standard color separation files.
When cataloging a DCS asset, this module creates a record for the main file only. It is important to be aware of this when viewing the Asset Information window, as the information such as file size, etc. only pertain to the main file. Although only one file is cataloged, Cumulus still manages all five. For example, if you move or copy the cataloged DCS asset with Cumulus, all five DCS files will be moved or copied. (No properties to be defined.)
Generic Asset Processor (optional)
Enables Cumulus to call external applications from within Asset Actions. It can be used for processing, packaging, and delivering tasks.
For each platform you specify the commands to be executed. (The same parameters have to be defined for the External Application used by the Generic Filter for thumbnail generation.) For details, see the appendix of the Administrator Guide.
MS PowerPoint Asset Processor (optional)
The MS PowerPoint Asset Processor enables the user to create PowerPoint presentations in PowerPoint 97-2003 format from selected PowerPoint assets (slides, presentations), image assets and previews of other asset formats within Cumulus. For more information on how to use the processor, see “Creating Presentations".
Office Open XML Presentation Asset Processor (optional)
The Office Open XML Presentation Asset Processor enables the user to create presentations in Office PowerPoint 2007 format from selected presentations (slides, presentations), image assets and previews of other asset formats within Cumulus. For more information on how to use the processor, see “Creating Presentations".
OPI System Support
The OPI System Support module enables Cumulus to be OPI-aware. The Open Prepress Interface (OPI) is a technology that allows placing low resolution versions of image files into page layouts and letting an OPI print spooler automatically replace them with the high resolution versions of the files for printing. If the OPI System Support module is activated, Cumulus will be able to recognize OPI files and carry through the correct handling of high and low resolution versions of OPI files.
The module is able to read path name information and lets Cumulus manage both high resolution and low resolution files from OPI systems like Imation Color Central™, Nine Bits PrintDesk, 4-Sight OPI™ , HELIOS Ether­Share OPI, and HELIOS Image Server.
Cumulus is also OPI-compatible with many other OPI systems that use EPSF or TIFF format files as their low resolution file, like Scitex® APR. With these OPI systems, low resolution files are handled as expected, but the path to the high resolution file might not be automatically recognized.
The OPI System Support module is used for asset access in two different ways:
The module offers special support for the following versions of HELIOS and Imation OPI systems
For both OPI systems you can define additional properties.
If you select the OPI Support entry in the list of Asset Processor modules and then select the Properties button, the OPI Support Setup window opens.
The OPI System Support Setup window has three sections:
In the section General you can set up the module:
to run in silent mode when accessing an OPI asset or not. If Silent OPI File Access is not activated, you will be prompted to choose a version when accessing an OPI asset. If Silent OPI File Access is activated, Cumulus uses the version chosen below when accessing an OPI asset (e.g. for previewing or copying).
Normally you choose to use the low resolution file. The chosen file version is also used in silent mode. If silent mode is not activated, you will be prompted to choose a version when accessing an OPI asset. Regardless of whether silent mode is activated or not, when you drag and drop assets you will never be prompted to choose the version – with one exception which refers to Mac OS X only (see below). Under Mac OS X special functions for dragging and dropping OPI files are provided. These are as follows:
 Under Mac OS X, if Silent OPI File Access is activated, you must use the ALT key when dragging to have the version dropped that is defined for silent mode.
 The exception to the rule that you will never be prompted to choose the version when you drag and drop assets: Under Mac OS X, if Silent OPI File Access is not activated and you did not use the ALT key for dragging, you will be prompted to choose the version when dropping the asset into the Finder. If you have selected multiple assets, you will be prompted once and the chosen version will be taken for all.
TIP: Drag& Drop of High Resolution Files
If you have chosen to use the low resolution files but in contrary to your normal workflow you want to drag & drop the high resolution files, you can proceed as follows: Select the records representing the assets and select the Show Location menu command ( Apple /  CTRL + R). This command locates the selected records’ assets and displays them in Mac OS X Finder or Windows Explorer. Now you can select the desired asset version in Mac OS X Finder or Windows Explorer and drag and drop it from there.
For HELIOS OPI system it is recommended to catalog the high resolution file as the information on this file will then be available with the catalog.
For all OPI systems (except HELIOS) it is recommended to catalog the low resolution file as only the low resolution file leads to the high resolution file – and not vice versa. If you have cataloged the low resolution files, do not enable Silent OPI File Access along with the option High Resolution File for these OPI systems since this combination will not work.
In the section HELIOS you can set up special properties for HELIOS EtherShare OPI and HELIOS Image Server. Only if the option HELIOS EtherShare OPI Aware is activated will Cumulus catalog either the low resolution layout file or the high resolution file. Although the module recognizes layout files generated in the layouts folder it also supports a name extension for layout files. In the field Layout file name extension (default: .lay) you specify the name extension to identify OPI layout files. You should always specify the same name extension that is used by the HELIOS EtherShare OPI system. A file in the same folder as the high resolution file that has this name extension will be treated as the layout file for this high resolution file. The following two options are important to avoid duplication when cataloging a whole folder. They can be used to create only one record for a pair of high- and low resolution files when cataloging. The option Catalog High Resolution Files Only (default) allows you to catalog only high resolution files. This is useful to get the information (size, resolution) about those files into the Cumulus catalog. By choosing the option Catalog Layout Files Only you can build a catalog of only the layout files.
In the section Imation you can set up special properties for Imation Color Central. Only if the option Imation Color Central Aware is activated, will Cumulus read the IPTC information from the high resolution file while cataloging the sample file.
NOTE: This option can only work properly when the high resolution file and the sample file reside in the same folder.
If the option Add Category for Sample Files is activated, Cumulus will assign every ColorCentral sample file to a special category while cataloging. The category name can be specified in the field below this option (default: Imation Color Central). This option is useful when you catalog both the high resolution and the sample file of an image and you want to distinguish between the corresponding records.
PDF Page Merge AssetProcessor (optional)
The PDF Page Merge Asset Processor enables the user to create PDF documents from selected PDF page assets and image assets within Cumulus. (No properties to be defined.)
Pixel Image Converter
The Pixel Image Converter enables Cumulus to convert any cataloged pixel image into the different formats on the fly: e.g. JPEG, TIFF, BMP, GIF, ScitexCT, PNG, PCX, and PDF. (No properties to be defined.) For more information on how to use the Pixel Image Converter, see “Converting Image Assets".
QXP Server AssetProcessor (optional)
The QXP Server Asset Processor converts QXP documents, layouts or pages to PDF using a QXP Server installed in the network. (No properties to be defined.) For more information on the parameters available for the conversion, see the QXP Server documentation.
Thumbnail Provider
The Thumbnail Provider is used with Cumulus Actions only. It provides the thumbnail stored in the asset’s record for a Cumulus Action. Using the thumbnail that is stored in the record might be faster than having the asset converted, e.g with the Pixel Image Converter. (No properties to be defined.)
Watermark AssetProcessor
The Watermark AssetProcessor enables you to embed digital watermarks into the following pixel image formats: JPEG, TIFF, BMP, GIF, PNG, and PCX. You can embed visible text and image watermarks. For more information on the processor and on how to use it, see “Watermarking Assets".
ZIP Asset Processor
The ZIP AssetProcessor enables Cumulus to compress cataloged assets into Zip archives. (No properties to be defined.) For more information on how to use the ZIP AssetProcessor, see “Creating ZIP Archives".
Metadata Modules
The Metadata modules are used for retrieving and managing special metadata information.
Canon Raw Metadata Support
Most cameras supporting Canon CRW files create additional thumbnail files (THM files). The Canon Raw Metadata Support module enables Cumulus to capture metadata from these files and to manage these files. For more information, see “Canon DC Raw Image & Thumbnail File"
Cumulus Metadata Support
The module Cumulus Metadata Support supports the storing of an asset’s metadata in a separate TAG file for each asset. This makes it possible for stored metadata to be used externally (e.g. by other applications). Only if the Cumulus Metadata Support module is activated, will Cumulus be able to create a TAG file for each asset cataloged. (For further information on TAG files, see “Assets/Records" and “Browse for Assets”.) You can define the following properties for the Cumulus Metadata Support:
Never – If a TAG file exists, Cumulus Metadata Support will read it, but no TAG files will be created.
Only if Metadata Exists – If metadata in a TAG file exists, it will be updated.
Always – A TAG file for metadata will be created and continuously updated.
For Directory Categories, Folder TAG files can be created. Remember, Directory Categories are automatically created and resemble the folder hierarchy in which the assets reside. The Folder TAG file for a Directory Category is called Cumulus Metadata.tag and resides in the corresponding folder. If the Cumulus Metadata Support is activated and the option Always is enabled, a Folder TAG file will be created as soon as you change the Category information of a Directory Category.
Folder TAG files are also created if you Drag & Drop a category to your Desktop or if you employ the menu item Copy Assets Assigned to Category To (for details, see “Copy Assets Assigned to Category To"). And note that if you use this way of copying assets, the TAG files associated to the assets themselves will not be copied even if the Cumulus Metadata Support module is activated.
HELIOS AssetProcessor (optional)
The HELIOS AssetProcessor enables you to convert cataloged assets into the following file formats: TIFF, JPEG, EPS, PNG, BMP, Sci­tex CT, Photoshop (PSD), and Macintosh PICT. Considering the ICC (International Color Consortium) profile you can select different color spaces and compressions supported by the OPI system. Rotation, flipping and cropping are also possible. The conversion produces a new file that can be stored wherever you want.
The HELIOS AssetProcessor can be used with Cumulus Clients under Windows or Mac OS X as well as with Cumulus Sites or Web Client and additional EJaPs or applications based on the Cumulus Java Classes. With the Cumulus Options, Web Client and Sites, all functions are also available on the Internet, e.g. prior to a download.
For details on how to use the HELIOS AssetProcessor, see the Cumulus HELIOS Companion Administrator Guide.
XML Metadata Prefiller
The XML Metadata Prefiller module enables Cumulus to capture additional metadata for an asset from a special XML file. When the asset is cataloged, the Prefiller looks for an XML file called “.CumulusPrefill.xml” in the file hierarchy above the asset’s location. If it is found, the metadata from this file is added to the asset’s record. (No properties to be defined.)
NOTE: The “.CumulusPrefill.xml” file will be hidden on most platforms due to the dot at the beginning of its file name.
XML MetadataBridge
The XML MetadataBridge module enables Cumulus to retrieve additional information from an asset during cataloging and store this information within XMD Metadata files in XML format. The XMD Metadata files are stored in the same location as the original asset. The XML MetadataBridge also allows you to write metadata, which has been changed within Cumulus, back to these XMD Metadata files. These files store the metadata in XML format so that it can be viewed in a Web browser.
The XML MetadataBridge module supports the storing of an asset’s metadata in a separate XMD file for each asset. This makes it possible for stored metadata to be used externally (i.e., by other applications). If you catalog assets from a location where you are allowed to save files, the XML MetadataBridge can create an XMD file for each asset cataloged. The file is named the same as the asset but with the extension .xmd added and is saved in the folder where the asset resides. XMD files hold all of the information that can be viewed in the Information window and more. For example, if a particular asset has been cataloged in different catalogs, this information is stored in that asset’s XMD file. XMD files store the metadata in XML format so that it can be viewed in a Web browser.
You can define the following properties:
Never – If an XMD file exists, the XML MetadataBridge module will read it, but no XMD files will be created.
Only if Metadata Exists – If metadata in an XMD file exists, it will be updated.
Always – An XMD file for metadata will be created and continuously updated.
Under XML Metadata Viewer, it is also possible to specify an XML Style Sheet file for viewing your XMD files in an Internet Browser (e.g. Microsoft Internet Explorer version 6 or later). The XML MetadataBridge writes its location as a 'Processing Instruction' in the head of the XMD file. When installing the MetadataBridge, the file Cumulus­XMLMetaViewer.xsl is installed by default and its path is displayed in the corresponding field. If you would like to define a different XML Style Sheet, type the file's path directly into the corresponding field or click Browse to navigate to it.
Writing metadata (e.g. to an XMD file) requires two preparatory steps. First the Asset Handling Set for accessing the asset must be set to allow the writing of metadata. Then each record field - with contents which should be written back as metadata - must have the When Saving Assets option enabled for its field linking.
NOTE: Assets in Multiple Catalogs
There is one XMD file for each asset. If the asset is cataloged in various catalogs, the XMD file contains which catalogs the asset is included in and all metadata of the asset contained in each of the various catalogs.
XMP Metadata Support
The XMP Metadata Support module enables Cumulus to manage XMP files (e.g. Adobe Sidecar). (No properties to be defined.)
XUSR MetadataBridge
The XUSR MetadataBridge module is used for the Cumulus User Manager application. It enables Cumulus to import user information from XML structured files. (No properties to be defined.)
Asset Format Support
Probably one of the first questions you had about Cumulus was “What kinds of assets does it support?” Plain and simple, Cumulus supports all kinds of assets, in one way or another.
Enhanced support is offered for most popular formats, meaning that Cumulus is aware of them and knows what information to extract from them. Others are supported only to the extent that they can be added to a catalog, assigned to categories, and searched, but no preview or automatic in-depth asset information is available. And in some rare cases, an asset’s record will feature a thumbnail on one platform, but not on another. For an overview on Cumulus enhanced format support see Canto’s website.
Cumulus uses what are called filters to help it catalog the contents of an asset. Cumulus tells these filters what information to look for in that asset type so that it can become part of the asset’s record. Cumulus comes with a number of filters that can capture detailed information about particular assets. You can also create your own format support for assets that are not particularly supported.
To see the list of file formats with enhanced support:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Asset Handling Sets.
3.
Click Asset Formats. The list of all supported file formats is displayed.
Active formats are indicated by a green marker to the left of the format. Formats that have been deactivated have a red marker to their left.
Formats that are indicated by italics are currently not supported (not installed on the machine you are working on), but are included in the list so they will be activated at that position when the filter is available.
When cataloging, Cumulus starts searching for matching formats at the lowest entry number. It employs the filters in the order in which the formats they support are found. If you are not satisfied with the result of cataloging certain asset types, check the order of the formats (and the filter that support these formats). The format entry that is supported by a filter that best suits your needs may come later in the order than other matching filters.
Use the arrow buttons to the right of the list to change the order of the entries.
NOTE: Record Field Linking
If the Read One option in the Record Field Properties is activated for the field link, only the metadata read by the first matching filter will be stored within the record.
If you only want to use a few of the formats on the list for the selected Asset Handling Set, you can disable the others to increase program performance.
Adding Formats to the Asset Formats List
To add new or not used formats to the Asset Formats list to have them available for Asset Handling Sets:
 
1.
On the Asset Formats tab click Add.The Add Format dialog opens. It displays a list of all Cumulus modules that provide formats which are not included in the Asset Formats list. If you click the plus sign in front of a module’s entry, the list expands and displays the formats supported by this selected module. You can either select a module’s entry itself and all formats supported by the module will be added. Or you can expand the list and select a certain format to be added.
2.
New formats are placed at the end of the list by default. Use the arrow buttons to the right of the list to move the format, if necessary.
Changing Format Options
Some filters have options that you can change. The range of options depends on the filter.
To access a filter’s options:
 
1.
Select  Cumulus /  Edit > Preferences and then click Asset Handling Sets.
2.
Click Asset Formats. The list of all supported file formats is displayed.
3.
4.
Click Properties. The Filter Setup dialog is opened.
5.
Extending Generic Filter Options
Cumulus can catalog any digital asset. If Catalog Unknown Formats (below the list of asset formats) is activated and Cumulus encounters an asset for which no specific filter is available, then it uses its Generic Filter. You can expand the Cumulus Generic Filter’s capabilities to create your “own formats.” For assets that don’t have specific format provided by Cumulus, you can define a thumbnail for the asset format by using the Generic Filter.
If you use formats that you’ve created on your own, check the Canto Website from time to time to see if a filter has been developed that supports this format and you could use.
To set up a new format:
 
1.
Select  Cumulus /  Edit > Preferences and then click Asset Handling Sets.
2.
Click the Modules tab and then on the Filter icon to see the list of installed filters.
3.
Select the Generic Filter in the list and click Properties. The window to set up the properties for the new format appears.
4.
Enter your format’s file name extension in the File Extension field. Do not enter the period.
5.
Type a name for the format in the File Format field.  If your system is aware of the asset type, its name may be entered for you.
6.
Enter the Mac OS file type in the Mac OS File Type field. The file type will always be 4 characters in length.
7.
8.
If you want to specify a thumbnail image to be used for the assets of the specified format, activate the Static Thumbnail option, which enables the Browse button. Then click Browse to select an image. You can use any JPEG file as a static thumbnail. The image is resized, if necessary, and pasted into the thumbnail image area. Each asset cataloged with this format will use this image as its thumbnail.
If you want a thumbnail image generated by an external application, activate the Call External Application option, which enables the Configure button. Then click Configure to specify the external application. For details on the parameters, see the Appendix of the Administrator Guide.
9.
Click OK to save your new format.
To have the new format available for Asset Handling Sets you have to add it to the Asset Formats list:
 
1.
Click the Asset Formats tab and click Add.The Add Format dialog opens.
2.
Expand the Generic Filter entry by clicking on the plus sign on its left. The formats available are displayed.
3.
New formats are placed at the end of the list by default. Use the arrow buttons to the right of the list to move the format, if necessary.
TIP:  
 If anything goes wrong while cataloging, check the file extension!
Cumulus Asset Actions
Cumulus Actions simplify 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 need to do is select the corresponding action and it will be done. An Asset Action can include three different types of functions: Processing, Packing, Delivering
Firstly, you can have the selected assets processed, then you decide whether the result of this process should be packed into one file and finally, you define where this file should be delivered. By default the delivery destination is the file system and the only packing possibility is the ZIP AssetStore.
Processing
Defining a processing module for an Action is optional. Processing modules will always produce as many files as records were selected for the Action. For processing, a list of possible modules is provided from which you can choose the module you want to use. (For descriptions of the modules, see “Asset Processor Modules".) If you select more than one processing module for an Action, the sequence is important.
NOTE: The sequence of the processing modules must make sense. For example, having the Zip AssetProcessor as the first processing module and then using the Pixel Image Converter to produce JPEG files does not make any sense. However, doing it the other way around is fine. Then you will get one ZIP file for each selected record and each ZIP file will contain a JPEG image.
Packing
Packing modules pack the selected assets (or the files resulting from the processing) into one file. For example: if you have selected Pixel Image Converter for processing (to produce TIFF files) and then Zip AssetProcessor for packing, the result will be TIFF files for each selected record packed in one Zip file. Another example that might sound odd but also might make sense in certain circumstances: if you have selected the Zip AssetProcessor for processing as well as for packing, the result will be Zip files for each selected record packed in one easy to handle Zip file.
NOTE: The sequence of the processing modules must make sense. For example, having the Zip AssetProcessor as the first packing module and then using the PDF Page Merge AssetProcessor does not make any sense. However, doing it the other way around is fine. Then you will get one PDF compressed into a ZIP archive.
Delivering
Defining a delivering module for an Action is not optional. You have to define a delivering module for every Action.
Asset Handling Set
You can also select a specific Asset Handling Set to be used for the Action. If you don’t specify one, the Asset Handling Set will be used that is defined in the User Settings of the user who uses the Action. As this Asset Handling Set might have some modules not activated that are needed for the action, we recommend selecting a certain Asset Handling Set. (We strongly recommend this for Actions that are set up to be used by different users.) The Asset Handling Set selected for an Action should be a shared one and should be available for those you want to perform the Action on. And it should correctly support the modules chosen for the Action.
See “Overview: Cumulus Asset Actions”, for an overview of the options available for a Cumulus Action.
You can either change existing Actions or create new ones – if you have the appropriate permissions for changing or creating Actions. There are Actions for individual use and Actions that are shared with other users. Shared Actions are displayed in italics in the list for selecting the one to be edited. You may have the right to define and customize your individual Actions only or may even have the right to edit all Actions.
Asset Actions are created and edited in the Preference dialog window ( Cumulus / Edit > Preferences > Asset Actions.)
PRECONDITIONS: To view and modify Asset Actions, you must have the appropriate permissions (Server Permissions > Asset Actions Permissions.)
Creating an Asset Action
A new Asset Action is created by duplicating an existing one and adapting its settings:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Asset Actions.
3.
Under Action, select the Action to use as a basis for the new one.
4.
Click Duplicate.
The Name and Settings dialog opens.
5.
Activate the Allow Sharing option, if you want this action to be available to other users.
Activate Copy display names only, if you also want to take over the language-specific display names from the original (not recommended for new Asset Actions).
Activate Copy description only, if you also want to take over the descriptions specified for other languages from the original (not recommended for new Asset Actions).
6.
7.
Define the new Action. (See “Overview: Cumulus Asset Actions”, for an overview of the options available.)
8.
Click Apply to save your changes.
 
Editing an Asset Action
To change an existing Asset Action:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Asset Actions.
3.
Under Action, select the Cumulus Action you want to edit.
4.
5.
Click Apply to save your changes.
See “Overview: Cumulus Asset Actions”, for an overview of the options available for Actions. With Workgroup or Enterprise, Actions can only be defined by the Cumulus Administrator or by users who have the right to do this.
TIP:  
If you have the appropriate permissions, you can easily access the preferences of Cumulus Actions by selecting the Customize entry in the submenu for selecting an Action. This entry opens the preferences for the current Action.
Setting A Default Asset Action
You can define one Asset Action to be the default. This default is not used with any standard function of this Cumulus version but may be used by any additional function, e.g. provided by a third party partner.
The default Asset Action is denoted by bold characters in the list for selecting the Action. To set the default Action:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Asset Actions.
3.
Under Action, select the Action you want as default. This should be a shared Action (denoted by italics).
4.
Click Set as Default.
5.
Click Apply to save your changes.
 
2
Opens a list of available Asset Actions for selection. Shared Actions are displayed in italics.
Metadata Templates
Metadata Templates are used to add information to the metadata information that is stored on an asset. To make use of such a template, you can either use it while cataloging (along with an Asset Handling Set or the Prefiller Utility) or apply the metadata information to records of already cataloged assets. For a description on how to use Metadata Templates to apply metadata information to the records of already cataloged assets, see “Using a Metadata Template". For a description on how to use Metadata Templates while cataloging, see “Employing the Metadata Editor".
For defining a Metadata Template you can select record fields that should be filled when the Metadata Template is employed. These record fields can be all available field types except Binary fields. Clicking the Add button reveals a list of all available fields (provided by filters or by currently opened catalogs). For each field added to the template, you can enter a value. For String fields you can also define whether you want the new text to replace the existing value or to be appended to the existing text. Clicking in a String field’s entry in the column Fill Mode allows you to select the desired mode. For all other field types, the entered value will replace the existing value. For date field types, the current date is shown initially. illustrating the date format to be entered. A date may be entered manually in the given format or selected with a date picker.
To have a field filled when the Metadata Template is used, the Use option for the field must be enabled.
You can either change existing templates or create new ones – if you have the appropriate rights for changing or creating templates. There are templates for individual use and templates that are shared with other users. Shared templates are displayed in italics in the list for selecting the one to be edited. You may have the right to define and customize your individual templates only or may even have the right to edit all templates.
Metadata Templates are created and edited in the Preference dialog window ( Cumulus / Edit > Preferences > Metadata Templates.)
PRECONDITIONS: To view and modify Metadata Templates, you must have the appropriate permissions (Server Permissions > Metadata Templates Permissions.)
Creating A Metadata Template
A new Metadata Template is created by duplicating an existing one and adapting its settings:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Metadata Templates.
3.
Under Metadata Template, select the Metadata Template to be used as the basis for the new one.
4.
Click Duplicate. The Name and Settings dialog opens.
5.
Activate the Allow Sharing option, if you want this template to be available to other users.
Activate Copy display names only, if you also want to take over the language-specific display names from the original (not recommended for new templates).
Activate Copy description only, if you also want to take over the descriptions specified for other languages from the original (not recommended for new templates).
6.
7.
8.
Click Apply to save your changes.
Editing A Metadata Template
To change an existing Metadata Template:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Metadata Templates.
3.
Under Metadata Template, select the template you want to edit.
4.
Make the changes. (See “Overview: Metadata Templates”, for an overview of the options available.)
5.
Click Apply to save your changes.
TIP:  
If you have the appropriate permissions, you can easily access the preferences of Metadata Templates by selecting the Customize entry from the list for selecting Metadata Template (e.g. in the Asset Information window). This entry opens the preferences for the current Metadata Template.
Setting A Default Metadata Template
You can define one Metadata Template to be the default template. This default is not used with any standard function of this Cumulus version but may be used by any additional function, e.g. provided by a third party partner.
The default set is denoted by bold characters in the list for selecting a set. To set the default set:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Metadata Templates.
3.
Under Metadata Template, select the template you want as default. This should be a shared template (denoted by italics).
4.
Click Set as Default.
5.
Click Apply to save your changes.
 
2
Opens a list of available Metadata Templates for selecting one. Shared Metadata Templates are displayed in italics.
TIP: The list of fields containsan entry Fields of record XYZ, where XYZ is the name of the currently selected record. Selecting this entry will add all valid record fields to the metadata template and prefill them with the values from the current record.
 
Print Templates
Cumulus provides enhanced print options for printing records. The different combination of print options can be combined and saved as Print Templates. Print Templates make it easy to select print options that are set up for certain views or tasks. Once Print Templates have been appropriately defined to meet differing demands, the user can easily select them for printing records.
If you have the appropriate rights, you can extensively customize most templates. There are Print Templates for individual use and templates that are shared with other users. Shared templates are displayed in italics.
A Print Template defines how records will be printed. Print Templates include definitions for the document layout (page size and orientation, as well as margins) and the layout of the records to be printed. To serve as print layout for the records, you can either use a Record View Set or define advanced print settings.
The advanced print settings allow you to specify how the printed records will appear on the page. They include options for:
PDF creation (PDF security settings and enabling Cumulus Web Client­/Sites URL-link feature)
When defining advanced print settings for a Print Template, a Preview function enables you to check the result of your settings. You can see just what a page looks like before deciding to save the template.
Print Templates can be used when printing records (File > Print.)
Print Templates are created and edited in the Preference dialog window
( 
Cumulus / Edit > Preferences > Print Templates.)
PRECONDITIONS: To view and modify Print Templates, you must have the appropriate permissions (Server Permissions > Print Templates Permissions.)
Creating and Editing a Print Template
A new Print Template is created by duplicating an existing one and adapting its settings:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Print Templates.
3.
Under Template, select the Print Template to be used as the basis for the new one.
4.
Click Duplicate. The Name and Settings dialog opens.
5.
Activate the Allow Sharing option, if you want this template to be available to other users.
Activate Copy display names only, if you also want to take over the language-specific display names from the original (not recommended for new print templates).
Activate Copy description only, if you also want to take over the descriptions specified for other languages from the original (not recommended for new print templates).
6.
7.
Define the new Print Template. (See “Print Templates”, for an overview of the options available.) TIP: If you define advanced print settings, use the Preview function to check your settings before you save them.
8.
Click Apply to save your changes.
TIP: Previewing a Print Template including Live Previews of Images
If you want to check the result of your settings with live previews of images, you should select these images before you open the preference dialog. Select at least as many images as needed to fill the intended grid cells of one page.
To change an existing Print Template:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Print Templates.
3.
Under Template, select the template you want to edit.
4.
Make the changes. (See “Print Templates”, for an overview of the options available.) TIP: If you define advanced print settings, use the Preview function to check your settings before you save them.
5.
Click Apply to save your changes.
Setting A Default Print Template
You can define one Print Template to be the default template. This default is not required by any standard function of this version of Cumulus, but may be used by additional functions, such as those developed by third party partners. The default template is denoted by bold characters in the list for selecting a template.
To set the default template:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Print Templates.
3.
Under Template, select the template you want as default. This should be a shared template (denoted by italics).
4.
Click Set as Default.
5.
Click Apply to save your changes.
 
2
Displays a list of available Print Templates for selection. Shared Print Templates are displayed in italics.
NOTE: The Units selected here refer to all measurements of the template.
11
If activated, a Record View Set is used for the layout.
If
Record View Set Defines Layout is activated, you can choose:
NOTE: If a Record View Set defines the layout and if you have activated the print option Print Entire Assets as Thumbnails in the Printing tab and set the thumbnail size to 1024 in the Display tab of your User Settings, the records’ thumbnails will be printed in high-resolution, so the printouts can serve as contact sheets. This may take a while as each of the thumbnails has to be created.
14
If activated, you can define Advanced Print Settings for the layout.
If
Advanced Print Settings Define Layout is activated, you can:
 
 
 
To define a Print Template, select  Cumulus /  Edit > Preferences > Print Templates.
If Advanced Print Settings Define Layout is activated on the Layout tab, you can define various layout options. The options are grouped by topic items and represented by icons. Select the corresponding icon to define your layout.
Background Color: Determines the background color for the entire pages except the areas around the image and for the field information. (See also below.)
Draw Border around Each Cell: Activate this option to have a frame drawn around each cell.
Alignment: Determines the alignment point for the image with respect to the cell.
Background Color: see below
Use Entire Assets at: Determines whether the entire asset should be used for printing and the highest resolution an image should be printed with. (The resolution for the printout cannot be higher than that of the original.)
Using the thumbnails is faster but using the entire assets lets you choose the dpi and so you can decide on the quality. Using the entire assets also lets you choose the JPEG quality.
Use Thumbnails: Determines whether the thumbnail should be used for printing an image.
Apply Assset Action: Activate this option to select an Asset Action to be performed, e.g. to watermark printed thumbnail
Draw Border around each Image: Activate this option to have a frame drawn around each image.
Under Fields Shown define the fields which values you want to have included in the printout.
To add fields click Add. This opens a list of available fields.
To define the display properties of a field, select the field and click Properties.
Properties concerning the layout of all displayed fields are set under Additional Properties.
Alignment: Determines the display position for record field values – depending on Show Field Names activated or not. If Show Field Names is activated, the alignment point is the ending of the longest field name.
Align to Image: Determines the display position with respect to the image.
Background Color: see below
Show Field Names: Activate this option to have the field names displayed along with the field value.
NOTE: Space for Displaying Field Information
Each image is scaled in proportion to fit to one cell. Only the space left in a cell is used to show field information. Take this into consideration when selecting the fields and defining their display properties. The image takes precedence over the field information. If an images fills a cell, the record field information will not be shown.
Use Live Previews of Selected Records: Activate this option to see the defined template with live previews of images. However, depending on the images’ sizes and resolutions this may be time consuming.
 
 
PDF Print Options
Cumulus requires no additional software to generate print output as PDF. The generated PDF documents can even include links to access the records via Internet. If you have a Cumulus Web Client or Sites installation, you can take advantage of the URL-link feature.
To allow the creation of a PDF document, you must activate the Allow PDF Printing option in a Print Template. This enables a user to choose the Print to PDF option when the template is selected for printing. If the user chooses Print to PDF and the Allow changes to PDF settings when printing option was set in template, the dialog PDF Print Settings opens where several PDF options can be determined. The further PDF Print Options set in the template serve as pre-settings which can be changed in this dialog.
For PDF creation the following options can be pre-set in a Print Template:
Allow Web Client/Sites URL-Link Feature
If the records derive from catalog(s) that are published on the Internet, you can use this option to include links to the records in the PDF.
In the field Web Client/Sites Base URL enter the path to your Cumulus Web Client or Sites installation application:
http://[Web server address]/Sites for Sites
(e.g.: http://123.45.67.89:8080/Sites
or http://[Web server address]/webclient for Web Client
(e.g.: http://123.45.67.89:8080/webclient).
Activate Record URL for Display in Web Client / Sites, if you want the links lead to records which will be displayed in Sites or the Web Client (additionally, you may activate Use guest Login to allow allow guest access without login name and password).
OR
Activate Asset URL for Download, if you want the links lead to assets which can be downloaded (provided that asset URLs have been configured for the respective assets; for details see “Configuring Web URL").
Enable PDF Security
When creating PDF files you can use password security to add restrictions that can prevent a file from being opened, printed or edited. Passwords can only be set when creating the PDF document. (For details, see “Record Printing to PDF with Cumulus".) For details on the PDF security options that can be pre-set with a Print Template, see table below.
PDF security options that can be pre-set in a Cumulus Print Template are:
Record Printing to PDF with Cumulus
For printing records Cumulus offers the possibility to print to PDF. To generate print output as PDF no additional software is required. The PDF documents can even include links to access the records via the Internet. If you have an installation with a Cumulus Internet Solution, you can take advantage of the URL-link feature.
To make use of the Cumulus PDF printing feature you have to use a Print Template for printing that uses the advanced print settings which are set to allow printing to PDF.
If you select a Print Template for printing records that allows PDF printing, you can choose to have the output saved as a PDF file.
If the Print to PDF File and the Allow changes to PDF settings when printing options were set in template, clicking on the Print button opens the PDF Print Settings dialog. The various options are pre-set as defined in the current Print Template. Only the password options are not pre-set to prevent them to be set by mistake or/and nobody can remember the passwords.
Web Client/Sites URL-Link Feature
If the records derive from catalog(s) that are published on the Internet, you can use this option to include links to the records in the PDF. Activate the Allow Web Client/Sites URL-Link Feature option and
In the field Web Client/Sites Base URL enter the path to your Cumulus Web Client or Sites application:
http://[Web server address]/Sites for Sites
(e.g.: http://localhost:8080/Sites) or
http://[Web server address]/webclient for Web Client
(e.g.: http://123.45.67.89:8080/webclient)
PDF Security
PDF security can be compared with home security. Just as you lock your doors to prevent others from entering your house without permission, you may use the various security features to “lock” PDF documents. For example, you can add passwords to restrict users from opening a PDF document, or they can prevent users from printing or editing a document.
A PDF file can have two kinds of password: a Document Open password and a Permissions password. If you are restricting printing and editing, you should add a Document Open password to enhance security.
With Enable PDF Security activated but Document Open and Permissions passwords not specified, the document will be encrypted, with user-level access, and a random Permissions password is generated; the user will not be prompted for a password, but nobody can have full access to the document.
With Enable PDF Security activated but only the Document Open password specified, a random Permissions password is generated, the document will be encrypted and the user will be prompted for a password. Again, nobody can have full access to the document. If both passwords are specified, the document will be encrypted and the user will be prompted for a password; depending on the password entered, the user can have full access, or only restricted access to the document.
For details on the other options, see “PDF Security Option".
Sub-Pane Filters
Sub-Pane Filters provide enhanced support for managing related assets. The panes of the split view display certain assets only. Assets that are related to the assets selected in the main pane. Which assets are displayed is determined by the option selected in the pane’s display drop-down list. This option defines how they are related. Sub-Pane Filters make it easy to set up such options. Each Sub-Pane Filter is a list option in the sub-panes’ display list. Cumulus provides various pre-configured Sub-Pane Filters that should suffice most needs but you can also create your own Sub-Pane Filters.
Sub-Pane Filters are created and edited in the Preference dialog window
( 
Cumulus / Edit > Preferences > Sub-Pane Filters.)
PRECONDITIONS: To view and modify Sub-Pane Filters, you must have the appropriate permissions (Server Permissions > Sub-Pane Filters Permissions.)
Once you have set up the Sub-Pane Filters as needed, you assign them to users. So you can provide individual menus to your users. The availability of Sub-Pane Filters for users is defined with the User Manager in each user’s properties. (File > Administration > Server Console > User Manager > User/Role Properties > Sub-Pane Filters.)
Creating and Editing a Sub-Pane Filter
A new Sub-Pane Filter is created by duplicating an existing one and adapting its settings:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Sub-Pane Filters.
3.
Under Filter, select the Sub-Pane Filter to be used as a basis for the new one.
4.
Click Duplicate. The Name and Settings dialog opens.
5.
Activate the Allow Sharing option, if you want this filter to be available to other users.
Activate Copy display names only, if you also want to take over the language-specific display names from the original (not recommended for new sub-pane filters).
Activate Copy description only, if you also want to take over the descriptions specified for other languages from the original (not recommended for new sub-pane filters).
6.
7.
First Level only: Only directly related, contained or referenced assets are displayed. (Example use: to see the assets contained in a ZIP file only and not the assets that may be contained in these assets.)
Last Level only: (Example use: Remember, an image can be a variant of a source but it itself is also the source of another variant. But you don’t care whether the selected record in the main pane is a variant of another variant. You are only interested in the top level variant source (the origin) and that’s what you want to see in the sub-pane.)
All Related Assets: The records of all related assets are displayed regardless of whether the relation is direct or indirect.
If you want to have only Pages and Slides or Video shots displayed in the sub-pane, activate the Further ... option and select include only from the drop-down list. Then activate the asset type that you want to be displayed only.
If you don’t want to have Pages and Slides or Video shots displayed in the sub-pane, activate the Further ... option and select exclude from the drop-down list. Then activate the asset type that you don’t want to be displayed.
If you want the displayed result to be based on selected records only, you can include a record query in the settings of the Sub-Pane Filter. To do so, activate the Use Additional Query option. The Use Query and Use File buttons are enabled. Click Use Query or Use File. A dialog for selecting the corresponding query will open. Select the query you want to apply as filter option and click OK/Select. The query is saved with the filter settings and the search conditions of the query are displayed. Note that the data of the query is saved with the Sub-Pane Filter and if you change the query later on, the Sub-Pane Filter will not be changed accordingly.
NOTE: If you cannot open the default folder for storing queries, it may be due to its folder properties. If the folder properties are set to Hidden, this folder cannot be addressed by the Select dialog. Then you either have to change the folder properties or save the queries to another location that you can access.
8.
Click Apply to save your changes.
To change an existing Sub-Pane Filter:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Sub-Pane Filters.
3.
Under Filter, select the one you want to edit.
4.
5.
Click Apply to save your changes.
Setting A Default Sub-Pane Filter
You can define one Sub-Pane Filter to be the default. This default is not required by any standard function of this version of Cumulus, but may be used by additional functions, such as those developed by third party partners. The Sub-Pane Filter is denoted by bold characters in the list for selecting a filter.
To set the default Sub-Pane Filter:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Sub-Pane Filters.
3.
Under Filter, select the one you want as default. This should be a shared one (denoted by italics).
4.
Click Set as Default.
5.
Click Apply to save your changes.
Permissions Templates
Permissions templates enable you to assign, remove or explicitly set individual asset or category permissions for users or entire groups at once.
Optional feature! May not be available with your Cumulus configuration.
A Permissions Template includes permissions for records and categories. Depending on the context in which a template is used, either the record or category permissions will be used. With selected records, the defined record permissions will be used; with categories, the defined category permissions will be used.
IMPORTANT! Permissions Templates refer to individual record or category permissions only. Remember that these are always added to the permissions a user has in general for all records and categories of the catalog. A user’s permissions cannot be reduced by individual record or category permissions. If a user is given an Application permission for the records or categories of a catalog, he/she will have this permission – no matter whether this permission is set to be removed in a Permissions Template used. Only an individual record or category permission can be removed by a Permissions Template.
Permissions Templates can be used in the Properties dialog window for records or categories. With records, they can also be used when cataloging assets or updating records. For cataloging, a Permissions Template is used when the cataloging user has access to at least one Permissions Template. Users who have access to more than one Permissions Template are prompted to select one for the cataloging process.
Permissions Templates can also be used for auto-cataloging. This requires that the catalog contains the Category field AutoSync Permissions Template.
Permissions Templates are created and edited in the Preference dialog window ( Cumulus /  Edit > Preferences > Permissions Templates.)
PRECONDITIONS: To view and modify Permissions Templates, you must have the appropriate permissions (Server Permissions > Permissions Templates Permissions.)
Creating and Editing Permissions Templates
A new Permissions Template is created by duplicating an existing one and adapting its settings:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Permissions Templates.
3.
Under Permissions Template, select the one you want to be the basis for the new one.
4.
Click Duplicate. The Name and Settings dialog opens.
5.
Activate the Allow Sharing option, if you want this view set to be available to other users.
Activate Copy display names only, if you also want to take over the language-specific display names from the original (not recommended for new permissions templates).
Activate Copy description only, if you also want to take over the descriptions specified for other languages from the original (not recommended for new permissions templates).
6.
7.
Add the user(s) and/or role(s) to which you want to assign the record/category permissions by clicking the appropriate button (Add User or Add Role). (The Add User button is available only if you have the Browse for Users permission.)These buttons open a corresponding dialog.
To add users, you can search for available users. The possible search criteria depend on the authentication method (see above). Default search criteria is the login name. Enter the search value (a matching string) and click Find. The result of this search is listed below. Select the user(s) you want and click OK. The users are added.
When adding roles, Cumulus will list the available roles. Select the role(s) you want and click OK. The roles are added.
8.
Click Apply to save your changes.
To change an existing Permissions Template:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Permissions Templates.
3.
Under Permissions Template, select the one you want to edit.
4.
Make the changes. (See “Overview: Permissions Templates”, for an overview of the options available. For more information on the permissions available with Cumulus, see “Catalog Permissions".)
5.
Click Apply to save your changes.
TIP:  
If you have the appropriate permissions, you can easily access the preferences of Permissions Templates by selecting the Customize entry in the list for selecting Permissions Template. This entry opens the preferences for the current Permissions Template.
Setting A Default Permissions Template
You can define one Permissions Template as the default template. This default is not used by any standard function of Cumulus, but it can and might be used by custom program functions, such as those added by third party partners.
The default set is denoted in the templates list by bold characters. To set the default set:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Permissions Templates.
3.
Under Permissions Template, select the one you want as default. This should be a shared one (denoted by italics).
4.
Click Default.
5.
Click Apply to save your changes.
 
To set up Permissions Templates, select  Cumulus /  Edit > Preferences and click Permissions Templates­.
2
Opens a list of available Permissions Templates. Shared Permissions Templates are displayed in italics.