Client Menu Reference

Client Menu Reference
This section serves as a road map to the entire Cumulus product from the perspective of the user interface. Explanations are given for each of the program’s menus and toolbars.
The Cumulus Menu
About Cumulus
Displays a dialog that shows the version of Cumulus you’re using. It also provides a button that launches your default Web browser and initiates a connection to the Canto Website. This requires an Internet connection.
Preferences
Opens the Preferences window, from which you can set all preferences. (See “Customize Cumulus”, for details.)
Quit Cumulus
Quits Cumulus.
The File Menu
Open Catalog
Opens the Catalog Access window for the current user on the Catalogs tab. If no user is logged in, the Connect to Cumulus Server window is opened instead.
When opening a catalog you either open it in a separate window or in the window of the current collection. Activate the desired option.
Open Recent Catalog
Opens a submenu that lists all catalogs opened recently. Selecting the entry for a catalog will open it. The submenu also includes an entry that allows you to clear the list of recently opened catalogs.
Connect to Cumulus Server
This menu item opens a dialog in which you can connect to a catalog on a remote Cumulus Server and open the catalog.
When the Connect to Server dialog is opened:
 
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Select either Guest or Registered User. If connecting as a registered user, type your user name and password. Your Cumulus Administrator can help you determine which way you should log on.
NOTE: If this option is activated, any collection you save is password protected.
NOTE: Exported Collections
If this option is activated, any collection you export or mail contains your login information. Opening such an exported or emailed collection will connect to the Cumulus Server with your login and password. This means that the user who opens the collection works as you and has your permissions. If this option is not activated, the Connect to Server dialog will appear when an exported or emailed collection is opened.
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Click OK. The server is contacted. Once the connection is made, the Catalog Access window appears, providing two tabs:. The Catalog tab which lists all catalogs your Cumulus Administrator has made available to you,and the Collections tab which lists all collections that are available to you.
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Click OK. (If you are logged in as the Cumulus Administrator, the Catalog tab of the Catalog Access window offers more options. See below for further details.)
Catalog Access Window
The Catalog Access window provides two tabs:
Select the catalog or collection you want to work with and click Open.
TIP: Collections
The Collections tab provides two buttons:
Properties – opens a window with detailed information on the selected collection
Delete – deletes the selected collections (if you have the appropriate permissions)
For more information on the Cumulus Collections, see “Collections".
Catalog Access Window for Administrators
For the Cumulus Administrator, the Catalog Access window is the starting point for performing numerous administrative tasks.
The Catalog tab of the Catalog Access window offers the following buttons and options to the Cumulus Administrator:
New
Opens a dialog for creating a new catalog.
Add to List
Opens a dialog for adding an existing catalog to the list of catalogs Cumulus users see when they connect to the Cumulus Server. Catalogs already contained in that list are grayed out.
Remove from List
Removes selected catalogs from the list of available catalogs. If Cumulus users are currently connected to such a catalog, the Disconnect Client window is displayed. Use this window to specify the time until the clients are disconnected and a message that is send to the affected users, thus allowing them to finish their work
The catalogs are not deleted, but they are no longer administered by the Cumulus Server and thus no longer available to Clients.
Rebuild
Opens a dialog in which you can repair (rebuild) the selected catalog. (See “Repairing Catalogs”, for more information.)(See Administrator Guide for more information.)
Migrate
Migrates selected catalogs to the current catalog format.
Done
Saves the changes and closes the window.
Open
Opens the selected catalog files. Opening a catalog as the Cumulus Administrator is the first step to modifying catalog settings.
NOTE: For the Cumulus Administrator only, the Catalog Access window displays catalogs that are damaged. They are displayed in red.
Close
Closes the active window, e.g. the Collection, Preview, Record or Category Information window.
New Collection
Opens a submenu with two options for creating a new collection:
From Selection – The new collection will contain the currently selected records.
Empty – The new collection will be empty.
For more information on collections see “Collections".
Open Collection
Opens the Catalog Access window on the Collections tab, displaying all collections the current user is allowed to access. (If no user is logged in yet, the Connect to Cumulus Server window is opened instead.).
The Collections tab offers the following buttons:
Properties – Opens a window for displaying and editing information about the selected collection. Which information is provided depends on the collection type.
Delete – Deletes the selected collection.
Open – Opens the selected collection and closes the window.
Done – closes the window without opening a collection
For more information on collections see “Collections".
Save Collection
Saves the collection as it is shown.
For more information on collections see “Collections".
Save Collection As
Saves the collection as it is shown under a new name. A dialog is displayed for you to name the new collection. Enter a name for the collection and if you want the collection to be available for other users, activate the Share Collection option.
For more information on collections see “Collections".
Send Collection Link
Opens a submenu with two options for sending collection links via e-mail:
Selected Records to send a link to a collection that contains the currently selected records
All Records to send a link to the current collection
Using this collection link, recipients, which don't need to be Cumulus users, may open the collection in any web browser. An additional link is offered allowing Cumulus users to open the collection with the Cumulus Client application. The sender can specify which actions recipients may perform on the assets via Permissions checkboxes in the Send Collection Link dialog.
Additionally, you may send personalized collection links. In this case, each recipient gets an individual link to the collection which allows Cumulus to monitor usage of such collections.
Depending on the permissions of the current user, a new external user can be created if a personalized collection link is sent to an email address not known to Cumulus. By default, external users have no permissions and no active login. However, they serve as a means to monitor the usage of the collection. The Properties window of the respective collection provides information about the last time a recipient has accessed the collection.
Preconditions for sending collection links:
You must have the appropriate Permissions (Server Permissions > User Administrator Permissions > Create External Users for sending links to recipients that are not yet known to Cumulus, or Use External Users for sending links to already existing external users.
To send a collection link:
 
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Select File > Send Collection Link > Selected Records or
select File > Send Collection Link > All Records
The first part of the Send Collection Link dialog is displayed, allowing to specify settings for the collection to be sent. Most Fields already contain proposals which you may adopt or simply overwrite.
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The Base URL for Web Access field displays the base URL specified by your Cumulus Administrator. (Only if your Cumulus installation includes more than one web server, you may select a different base URL from the drop-down list.)
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Click Next. The second part of the Send Collection Link dialog is displayed, allowing to specify the recipient(s) and a message
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Activate Personalize Collection if you want to sent each recipient an individual link to the collection.
With this option activated, the CC: and BCC: field are disabled. The usage of personalized collections is monitored by Cumulus.
NOTE: If you send a personalized collection to an email address not known to Cumulus, a new external user is created for that email address. In the Properties window of the collection, you can find information on each recipients last access to the collection.
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Fill in the recipient’s addresses.
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The From field is prefilled with your email address. You can overwrite this with a different address.
NOTE: If your Cumulus Administrator has defined a From address to be used with all sent mails, the content of the this field is ignored.
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Enter a Subject and otionally modify the proposed message Text or enter a new one.
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Click Send. The dialog is closed and the collection link is sent to the recipient(s) specified in the To field.
TIP: Copy URL for Other Purposes
Instead of sending the collection link via Cumulus, you may as well copy it from the URL field and use it in a different way, e.g. sending it via your email application or via Twitter, or inserting it on a web page. In this case, quit the dialog with Cancel.
 
NOTE: Additionally, the sent email contains a second link that allows the collection to be opened in the native Cumulus Client, if it is installed on the recipients computer.
Send Upload Link
Opens a window to configure of a link for file upload and send this link to any email address. When a recipient clicks the link, a landing page is opened in the Web browser that allows the recipient to upload files. Uploaded files are cataloged to the specified catalog and gathered in a dedicated upload collection.
(Disabled if you don’t have the appropriate permissions; see below for details.)
Preconditions for sending upload links:
You must have the appropriate permissions:
– For at least one catalog, you must be allowed to create records (
Catalog Permissions > Application Permissions).
You need the permissions Create External Users for sending links to recipients that are not yet known to Cumulus, or Use External Users for sending links to already existing external users. (Server Permissions > User Administrator Permissions).
To send an upload link:
 
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Select File > Send Upload Link.
The Send Upload Collection Link dialog is displayed, Most fields already contain proposals which you may adopt or simply overwrite. Mandatory fields are marked with an icon.
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The Base URL for Web Access field displays the base URL specified by your Cumulus Administrator. (Only if your Cumulus installation includes more than one web server, you may select a different base URL from the drop-down list.)
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The From field is prefilled with your email address. You can overwrite this with a different address.
NOTE: If your Cumulus Administrator has defined a From address to be used with all sent mails, the content of the this field is ignored.
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Enter a Subject and otionally modify the proposed message Text or enter a new one.
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Recipients get displayed thumbnails of the files they have uploaded. By activating the Permissions check boxes you can allow recipients to additionally view the information windows for the files and/or preview them.
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Click Send. The window is closed. an email containing an upload link is sent to each of the specified recipient.
TIP: Link use
Via the Properties window of upload or download collection you can get an overview on each recipient’s last access to this link.
Add Catalog to Collection
Opens a dialog to select another catalog to be opened within the current collection.
For more information on collections see “Collections".
Remove Catalog from Collection
Opens a dialog which lists the open catalogs and lets you choose the catalog to be removed from the current collection.
For more information on collections see “Collections".
Save
Saves any changes depending on the active window; e.g. the Record or Category Information window.
Add Assets to Catalog
Open a submenu with following menu options:
Browse for Assets
Opens a dialog in which you can browse for assets you want to add to a catalog (in Cumulus-speak: you want to “catalog”.) Depending on your individual settings several options for cataloging might be offered to you before the dialog for selecting the assets is opened.
BACKGROUND INFORMATION:  
“Cataloging assets” is Cumulus-speak for adding media files to your catalog. There are several ways to catalog assets: via menu item, context menu and with drag and drop. As you catalog your assets, Cumulus creates special catalog entries called records that represent the assets to be managed. Each record contains vital searchable information about the asset it represents.
How Cumulus deals with your assets during the cataloging process depends on the Asset Handling Set used. Asset Handling Sets define many aspect of asset handling, including which Asset Stores and Filters should be used, where the assets should be stored when cataloged, and which metadata template (if any) should be automatically applied.
TIP: Cataloging Asset via Drag & Drop
You also catalog assets by dragging them from an Explorer/Finder window into the Cumulus window.
Options While Cataloging
Several options for the cataloging process are possible – most of them depend on the selections made in your User Settings ( Cumulus /  Edit > Preferences > User Settings > General or Asset Handling.)
Showing Progress Dialog
If activated in the User Settings, a progress dialog is shown while Cumulus is cataloging the assets. With Cumulus, you can have multiple cataloging processes running simultaneously and you can go on working with Cumulus while cataloging. With a Cumulus Client under Mac OS X you see an icon for each of the processes.
Selecting Asset Handling Set
If you have activated the option Show dialog when cataloging in the Asset Handling section of your User Settings, you will be prompted to select an Asset Handling Set for each cataloging process.
Make sure the selected Asset Handling Set fits to the catalog you want to add the assets to.
In the list of Asset Handling Sets, you can use the Customize option to access the preferences of the selected Asset Handling Set– if you have the appropriate permissions. (See “Overview: Asset Handling Sets” for details on how to set up Asset Handling Sets.)
Selecting Catalog
If you have multiple catalogs open in one window, you are prompted to select the catalog to which you want to add the assets.
If you have activated the option Show dialog while cataloging in your User Settings and have multiple catalogs open in one window you are prompted to select the catalog to which you want to add the assets and select an Asset Handling Set for this cataloging process. Make sure the selected catalog and the selected Asset Handling Set match.    
Employing the Metadata Editor
If the Asset Handling Set you use, has the Show Metadata Editor for New Records activated, a dialog is displayed when cataloging assets.It allows you to add metadata information to the records of those assets you are just cataloging. (The fields displayed depend on the Record View Set that was selected for the Metadata Editor in the settings of the Asset Handling Set.) You can use a Metadata Template and/or manually enter metadata information.
If you don’t want to add any of your own information to the current asset’s record, select the Skip button.
Creating TAG Files
If you catalog assets from a location where you are allowed to save files, Cumulus can create a TAG file for each cataloged asset. The file has the same name as the asset with the extension .tag added and is saved in the folder where the asset resides. TAG files are a standard exchange file format for metadata information on the asset. TAG files hold all of the information that can be viewed in the Asset Information – and more. For example, if a particular asset has been cataloged into different catalogs, this information is part of that asset’s TAG file.
If you want Cumulus to create these TAG files while cataloging, use an Asset Handling Set that has an activated asset storage module Cumulus Metadata Support (properties set to Always).
New Empty Record
Creates an empty record. Opens a Dialog where you can specify the catalog to which the record is added, as well as the Asset Handling Set and the Permissions Template to be used with the new record. You can assign metadata and an asset to such a record later on.
TIP:  
To assign an asset to an empty record later on, use the Change Asset Reference function.
Assign Asset to Record
Only available if one – and only one – record is selected that has no asset assigned to.
Opens a dialog to select the asset to be assigned to the record. Subsequently, the asset is cataloged and assigned to the selected record. (If applicable, the asset is also copied or moved to a Central Asset Location.) Optionally – depending on what is specified for the current catalog in the User Settings – a dialog for selecting an Asset Handling Set is displayed first.
Recatalog Category Folder
Synchronizes the content of the selected folder category with the contents of the folder represented by this category. This option compares the contents of the folder and Cumulus: files that are new in the folder are automatically cataloged. (Available for folder categories only.)
Setup Auto Cataloging
Opens a dialog to define auto cataloging for the selected category. (See “Categories and Auto-cataloging”, for details.) (Available for folder categories only.)
TIP: More Autocataloging Features
Optional features provide additional auto-cataloging options; e.g. a Cumulus Scheduler Action that enables Cumulus to check a standard POP3 email account and retrieve and automatically catalog any emails it finds. For more information, see “Provided Scheduler Actions".
Import
Opens a submenu with several menu options. Each opens a dialog in which you can select an appropriate file type for import. The various file types are listed by the import type below:
Assets – Lets you add assets to catalogs. After selecting an Asset Handling Set, a dialog opens to browse for the assets you want to add. For a description on how to go on see “Browse for Assets".
Records – Lets you import records that were exported to XML files or to Cumulus Record Exchange Files. If you have multiple catalogs open in one window, you are prompted to select the catalog to which you want to import the records. The imported records are appended to the active collection.
Categories – Lets you import categories that were exported to XML files or Cumulus Category Exchange Files. If you have multiple catalogs open in one window, you are prompted to select the catalog to which you want to import the categories. The imported categories are appended to the active/selected catalog. If a category in the import file has the same name as an existing category, the category is not imported.
Collection – Lets you import collections stored with previous Cumulus versions on the computer running the Client application and collections sent to you via email. If you have multiple catalogs open in one window, you are prompted to select the catalog which you want to import the collection to.
From Text/CSV File – Lets you import metadata from text files (separated by delimiters.) As a comma is a very common delimiter, such files are also called Comma Separated Value (CSV) files. This import option enables you to import metadata from other database systems into Cumulus catalogs.
For detailed information on importing, see “Importing and Exporting".
Export
Opens a submenu with several export options. Each opens a dialog in which you can name an appropriate file type for export. All exported files can be used on any supported Cumulus platform. The options are explained below:
Selected Records – Exports the currently selected records. (This menu item is disabled if no records are selected.)
All Records – Exports all records of the active collection. If you want to export all records of the catalog(s) included in the collection, you have to perform Find > Find All Records first.
Selected Categories – Exports the currently selected categories in the active collection. (This menu item is disabled if no categories are selected.)
All Categories – Exports all categories of the Category pane.
Collections – To store collections in any location other than the Cumulus Server,
Mail Collection To – Sends a collection via email to another user. However, don’t forget: Since a collection is always connected to catalog(s), it is necessary for the recipient to have access to the catalog(s) ‘serving’ the collection. To make use of a collection you received via email you use the import function.
For detailed information on exporting, see “Importing and Exporting".
Page Setup
This menu item opens a standard page setup window from which you can configure your printing options. The options available to you will depend on your system configuration. See your computer’s operating system manual for details.
Under Mac OS, the Preview button allows you to view the printed output before it gets sent to your printer. Under Windows, Cumulus provides a Print Preview menu item.
  Print Preview
This option allows you to view the print output before it gets sent to your printer. The output options are taken from the current print settings.
Print
Opens a submenu with the following menu options:
Selected – Prints selected items (records, categories or preview sections) – depending on the active window or pane.
All – Prints all items – depending on the active window or pane.
The print function is context sensitive (meaning that what is printed depends on the position of the cursor). If the active window or pane is:
If your intention is to print the actual asset, instead of its record or preview, see “Print With", for details.
Administration
Opens a submenu with several administration options. Most of these options are only available if you are Cumulus Administrator or have the appropriate permissions. Descriptions on how to use the administrative functions for catalogs see “Catalog Maintenance".
Server Console (only if installed on the machine)
Opens a dialog in which you can administrate the Cumulus Server if you have the permissions to do so. (For more information, see “Catalog Maintenance".)
Connect to Server As
Opens a dialog to log in to the Cumulus Server and then act as a different user (“Run As”). – This function is useful for substitution purposes, e.g. for holiday replacement.
The user who logs in must have the Run-As-permission to act as the specified user. (For more information, see “Run-as Permissions".)
IMPORTANT! A user A running as user B literally becomes user B, i.e. gets all permissions (and role assignments, if any) of user B. To become active again, user A must login anew.
Change Password
Opens a dialog to change your Cumulus user password. (Disabled if you don’t have the appropriate permissions.)
Switch Application Language
Opens a dialog to select a different language for your Cumulus application’s user interface. Expand the list to see the languages Cumulus supports.
Languages marked in bold already provide a localized user interface. For all other languages, an English user interface is displayed, but specific writing capabilities for the selected language are supported. This applies to the category tree, input fields and Quicksearch function.
Select the desired language and click OK. You must quit the Cumulus application and start it again before the language switch takes effect. If the selected language is not available on your computer, the Cumulus application language will default to English.
Prepare Catalog
Opens a submenu with options for preparing catalogs to manage different standard metadata formats. (For this function, you need the Administrator permission Modify Catalog Settings for the catalog to be prepared, and the Server permissions Modify Asset Handling Sets and Manage User Asset Handling Set.)
IPTC (International Press Telecommunication Council) is a standard for digital text applied to an image. Applications used for professional imaging support IPTC; e.g. the text information in Photoshop is a subset of the IPTC information.
Cumulus can read IPTC metadata information while cataloging. You can view and edit this metadata and Cumulus can write your changes back to the asset. Reading and writing back IPTC data is possible for assets of the following formats: JPEG, TIFF, PSD, and EPS. (For more information on writing back metadata, see “Write back Metadata"”.)
If you want to capture IPTC data from assets and to write back IPTC data to assets, the Asset Handling Set(s) and the catalog(s) managing these assets must be prepared for this feature. IPTC record fields have to be added to the catalog(s) and their properties have to be enabled for field linking. The Writing back Metadata option must be activated in the Asset Handling Sets used to handle the assets containing IPTC data.
The function makes the preparation process easy. Follow the on-screen instructions.
NOTE: To view the captured metadata, the corresponding record fields must be included in one of your Record View Sets. If none of your Record View Sets provide a view that includes the fields, you have to add these fields to one view of at least one Record View Set. For a description on how to add fields to a view, see “Adding a Field to a Record View".
EXIF (Exchangeable Image File Format) is a standard for storing interchangeable information in image files, especially those using JPEG compression. Most digital cameras now use the EXIF format. Cumulus can read EXIF metadata information while cataloging. You can view and edit this metadata.
If you want a catalog to store EXIF information on assets, you have to add the EXIF record fields to this catalog. This function does it for you. Follow the on-screen instructions.
NOTE: To view the captured metadata, the corresponding record fields must be included in one of your Record View Sets. If none of your Record View Sets provide a view that includes the fields, you have to add these fields to one view of at least one Record View Set. For a description on how to add fields to a view, see “Adding a Field to a Record View".
Adobe’s XMP (Extensible Metadata Platform) is a labeling technology that allows you to embed metadata into the asset itself. With an XMP-enabled application (e.g. all applications of Adobe Creative Suite), information about a project can be captured during the content creation process and embedded within the file and into a content management system.
Cumulus can read XMP metadata information while cataloging from assets of the following formats: PDF, JPEG, DNG, TIFF and Adobe Photoshop, Illustrator and InDesign files. You can view and edit this metadata and Cumulus can write your changes back to the asset. Writing back XMP data is only possible for assets of the following formats: JPEG, DNG, TIFF, and PSD. (For more information on writing back metadata, see “Write back Metadata"”.)
If you want to capture XMP data from assets and to write back XMP data to assets, the Asset Handling Set(s) and the catalog(s) managing these assets must be prepared for this feature. XMP record fields have to be added to the catalog(s) and their properties have to be enabled for field linking. The Writing back Metadata option must be activated in the Asset Handling Sets used to handle the assets containing XMP data.
The function makes the process of preparation easy. Follow the on-screen instructions.
NOTE: To view the captured metadata, the corresponding record fields must be included in one of your Record View Sets. If none of your Record View Sets provide a view that includes the fields, you have to add these fields to one view of at least one Record View Set. For a description on how to add fields to a view, see “Adding a Field to a Record View".
Rebuild Catalog
Opens a dialog in which you can repair (rebuild) the active catalog. (See “Repairing Catalogs”, for more information.)
Backup Catalog
Opens a dialog in which you can save a backup copy of the active catalog. (See “Backing Up Catalogs”, for more information.)
Compress Catalog
Opens a dialog in which you can compress the active catalog. (Disabled if the catalog is already compressed as much as possible.) (See “Compressing Catalogs”, for more information.)
Merge Categories
Merges the records assigned to different folder categories. This function affects only those categories created automatically by Cumulus when cataloging. If some of a catalog’s assets were cataloged from a Windows computer and others were cataloged from a Mac OS computer, then you may have category structures that are the same, though named differently because of the directory-naming convention differences between the two operating systems. This application merges the records assigned to those two category structures. It does not affect other categories.
Migrate Catalog
Open a dialog to convert older Cumulus catalogs into a format compatible with the latest Cumulus version. (See “Migrating Catalogs”, for more information.)
Convert WPP/ICP 3.0 Triggers
Converts the triggers from Web Publisher Pro or Internet Client Pro 3.0 that are assigned to the catalogs included in the current collection. The Web Publisher Pro or Internet Client Pro 3.0 Mail Notification feature has created triggers for all users who have activated the Watch Asset option. These triggers need to be converted before they can be used with a Cumulus 7 Server.
IMPORTANT! Have this function run on every catalog that might have triggers assigned.
 Exit
Quits Cumulus.
The Edit Menu
Undo
Allows you to undo some of the errors you may have made while entering text into fields. It reverts to the former text entry. It works for string fields of the Information window or view, for the Quicksearch entry field and when renaming categories. (Disabled if not available.)
Note that this function is limited to revert text entries, it will not reverse any functions.
Cut
Removes the current item or text selection and places it on the Clipboard so that it can be pasted elsewhere.
Copy
Copies the current item or text selection and places it on the Clipboard so that it can be pasted elsewhere.
Paste
Places the contents of the Clipboard into the current location or text insertion point.
Delete
Deletes the selected records or categories from the catalog after confirmation of the action. (Disabled if no records or categories are selected.)
The confirmation dialog for deleting records offers two options: to delete the record only or to delete the record and its associated asset, too. This is not undoable. Make sure that you no longer need an asset or that you have a copy elsewhere before deleting one.
If you decided to have the asset deleted as well but the asset cannot be deleted (e.g. because it is read-only access), the record will not be deleted either. Note that records that represent assets stored on CDs will be deleted.
NOTE: Deleting Related Assets
If the record to be deleted represents a preferred alternate or a variant source you will get an informing message that also lets you cancel the process.
Select All
Selects all objects or text. The type of selection depends on which window is active and whether you have clicked inside a text area.
Deselect All
Cancels any previous selection.
Preview Tools
Opens a submenu that lets you toggle between Hand tool and Select tool and that offers functions for the comment tool. For more information on these tools, see “Overview: Toolbars for Previews". (Disabled if no Preview window or view is activated.)
 Preferences
Opens the Preferences window, from which you can set all preferences. (See “Customize Cumulus”, for details.)
The View Menu
Palette Mode
Changes the view of the Cumulus application to palette mode and back. In Palette Mode, the thumbnails and the contents of record fields are displayed as defined in selected view set.
In palette mode the Cumulus application will shrink to a palette that can conveniently be used with another application. That way you can easily drag and drop cataloged assets into other applications. All open collections will be changed to palette mode. They are displayed on top of each other. The Palette Mode window can be resized to fit your needs (and all display changes will be kept when you reopen the palette mode). All Cumulus functions remain available; to display the menus select Menu.
Toolbar
Offers a submenu to select the size of the toolbar and options to toggle the toolbar on and off.
Statusbar
Toggles the statusbar on and off.
Workspace
Opens a submenu with options that let you toggle panes of your workspace on and off:
Several menu options enable you to open (and close) additional panes in the current Collection window and to save this combination of panes as a workspace. A workspace saves even more information. It includes:
Below these menu options you will find more options if any saved layouts are available for you.
The additional panes will be displayed at the bottom of the Category pane.
TIP: Resizing Panes
You can resize the panes by pressing the  ALT /  Option key and dragging the split bar. (Just clicking the split bar will resize the topmost pane and the sub-pane of the dragged split bar only.)
Collapsing: Pressing the  ALT /  Option key and double-clicking in a pane’s statusbar will collapse the pane so that the statusbar is displayed only and the pane above will fill the area. (Just double-clicking lets the pane above retain its size and the topmost pane will be enlarged.) A double-click on the statusbar of the topmost pane will collapse all panes below.
Expanding: Pressing the  ALT /  Option key and double-clicking in a collapsed pane’s statusbar will expand the pane again – using space from the above pane. (If you just click it – without the  ALT /  Option key – the pane will be expanded using space from the topmost pane.) A double-click on the statusbar of the collapsed topmost pane will expand all panes below.
Minimizing: Double-clicking a pane’s split bar minimizes the pane or resizes it again.
Calendar Pane
Toggles the Calendar pane on and off.
Use the Calendar pane to search for records by date. Dates that correspond records are highlighted. If you move the cursor over a highlighted date, a tooltip shows the number of corresponding records in all catalogs open in the current collection.
Clicking on the icon opens a menu with the following options:
Record View Set – to change the used Record View Set
Calendar Mode – to toggle between Month mode and Year mode. In month mode, you can select a single day or multiple days of the month or an entire month for searching. In year mode, you can select a single month or multiple months of the year or an entire year for searching.
Field – to select the record field to which the highlighted items in the Calendar pane correspond, e.g. Asset Creation Date, Asset Modification Date, Record Creation Date, etc. You can select from all date fields and date-only fields that are indexed for searching in the currently open catalogs.
If you move the cursor over the icon, a tooltip shows the current settings.
Select a day/month by a single click on any highlighted item. With a  Ctrl-click /  Command-click, the selection is increased or reduced by single items. With Shift-click, the selection is increased or reduced by a range of items.
Double-clicking any highlighted date or the month/year title starts a record search. Double-clicking a date inside a multiple date selection, finds all records belonging to any of the selected days/months. The search result will replace the current selection in the record main pane.
If you hold the Ctrl key while double-clicking a highlighted item in year view, it switches to the specified month displayed in month view.
The Calendar pane has its own toolbar.
Category Pane
Toggles the Category pane on and off. (Menu equivalent to the toolbar icon.)
Category Information Pane
Toggles the Category Information pane on and off. The Category Information pane displays information about the selected category. Which fields are displayed in the Category Information pane depends on the settings in the current Category View Set.
Collection Basket Pane
Toggles the Collection Basket pane on and off. The Collection Basket that enables you to gather and sort records for one-click access and optional processing.
The Collection Basket only slightly differs in function from regular collections. For this reason, most of the functions available while working with standard collections—changing view sets, saving and sharing contents, resorting, etc.—are also available from within the Collection Basket.
The Collection Basket pane appears on the right side of the main collection window and has its own toolbar.
Changing the Appearance and Size of the Collection Basket
The appearance of the Collection Basket can be changed using many of the same options you know from standard collections:
In addition, you can resize the Collection Basket by dragging the bar that divides the main collection and Collection Basket panes. Double-clicking this bar minimizes the pane or resizes it again.
Working with the Collection Basket’s Contents
Moving Asset Records Into the Basket
Add asset records to the Collection Basket from the main collection window using drag & drop. Select one or more records and drag them into the Basket. You can add as many records at a time as you need, and you can add additional records at any time thereafter.
Removing Asset Records from the Basket
Select one or more records inside the Collection Basket and press the DEL key on your keyboard to remove them from the Basket. The items are removed from the Basket, but not from the main collection or catalog.
Optionally, you can use the menu command Find > Remove Record from Collection.
Rearranging the Order of Asset Records in the Basket
As you would in any other collection window, you can drag thumbnails around in the Collection Basket to rearrange them. You can also sort the contents of the Basket using the Sort By menu found under the icon located at the top of the Collection Basket pane. (Use the Sort Direction menu to reverse the sort.)
Outputting the Collection Basket’s Contents
The icon open a list from which you can select an output option for the contents of the Collection Basket. It lists the asset actions available to you by permissions, and also includes several standard Cumulus functions, such as emailing, creating Web albums and printing thumbnails.
Choose an asset action and then use the buttons provided to choose whether you intend to output the entire contents of the Collection Basket or just the selected items.
Once you make your selection and click OK, the Collection Basket passes the list of assets to the selected action. Then the asset action is processing. At that point, you might see the user interface of the active module and can set parameters for the processing. (Or, if you’ve chosen an asset action that is configured for no user interaction, you will not see any further windows.)
Replacing the Main Collection with the Collection Basket Contents
If you ever want to replace the contents of the main collection pane with the contents of the Collection Basket, click the icon. The main collection is updated. There is no “undo” for this operation, so make sure you intend to replace the main collection’s contents when you click this icon.
Clearing and Closing the Collection Basket
Clear the contents of the Collection Basket using the icon at the top of the Collection Basket. There is no “undo” for this operation, so make sure you intend to clear the basket’s contents when you click this icon.
Click to close the Collection Basket window. Closing the Collection Baskets does not clear it’s contents – when you reopen the Basket, the contents appear as you left them. (Note that the Server permission Manage User Collections is required for saving the contents.)
NOTE: If your User Settings have the Re-open Collections and Catalogs option activated, the contents of your Collection Basket will reappear the next time you open that same catalog (or set of catalogs), even when using the Web Clients. But if you open a different catalog in the interim, the contents of the Collection Basket are deleted.
Information Pane
Toggles the Information pane on and off. The Information pane displays information about the record(s) selected in the current collection. Which fields are displayed in the Information pane depends on the settings for the Info View of the current Record View Set.
Preview Pane
Toggles the Preview pane on and off. The Preview pane displays the record selected in the active record pane in Preview View. This means that the display depends on the selected Record View Set.
Sub-Pane for Relations
Opens a sub-pane below the active record or closes it. The sub-pane displays records or other information that are related to the selected record as defined in the active Sub-Pane Filter.
Thumbnail Pane
Toggles the Thumbnail pane on and off. The Thumbnail pane displays the record selected in the active record pane as thumbnail.
Save Current as Default Workspace
Saves the current layout as your default workspace for collection windows.
Use Default Workspace
Applies the saved default workspace as layout for the current collection window.
Save Current Workspace As
Opens a dialog that allows saving the current workspace under a selectable name. Enter a name for the workspace and – if you want this layout to be available to other users – activate the Share Workspace option. Note that shared layouts can be saved by the Cumulus Administrator only.
A saved layout includes:
Manage Workspace
Opens a dialog displaying all available workspaces (in alphabetic order). You can select one and apply it to the current collection window by clicking Open.
You can also delete workspace layouts via this dialog. Select the entry and click Delete. Note that shared Workspaces can be deleted by the Cumulus Administrator only.
Thumbnails
Activates Thumbnail View: Displays records as thumbnails and the contents of record fields as defined in the selected view set. (Menu equivalent to the toolbar icon.) Once this view mode is active, you can use the zoom slider to change the size of the thumbnails or use predefined sizes via menu (View > Thumbnail Sizes).
Details
Activates Details View: Displays records in a sorted text list as defined and the contents of record fields as defined in the selected view set. (Menu equivalent to the toolbar icon.)
Information
Activates Information View: Displays metadata information stored with the record. The displayed fields are defined by the selected view set. (Menu equivalent to the toolbar icon.)
Preview
Activates Preview View: Displays records as previews. The records’ assets must be accessible to display the preview. Once this view mode is active, you can select different sizes for the previews. (Menu equivalent to the toolbar icon.)
TIP:  
The preview image can be resized using the zoom slider.
Report
Activates Report View: Displays thumbnail and metadata information in horizontal order (a sort of hybrid between the Details and Info View modes.) It offers a convenient way to display the contents of text fields that contain lots of information. Can display as many lines as needed for quick browsing. (Menu equivalent to the toolbar icon.)
TIP:  
The thumbnails can be resized using the zoom slider.
Record View Set
Opens a submenu with the available Record View Sets. For more information on Record View Sets, see “Record View Sets". (Disabled unless a record is selected.)
TIP:  
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. This entry opens the preferences for the current Record View Set.
Category View Set
Opens a submenu with the available Category View Sets. For more information on Category View Sets, see “Category View Sets". (Disabled unless a category is selected.)
TIP:  
If you have the appropriate permissions, you can easily access the preferences of Category View Sets by selecting the Customize entry in the list for selecting Category View Sets. This entry opens the preferences for the current Category View Set.
Preview/Thumbnail Sizes
Opens a submenu to select the size of thumbnails or previews.
Small
Displays records as small thumbnails/previews (default 64 x 64 pixel). You can change the default size. (See “User Settings”, for details.)
Medium
Displays records as medium thumbnails (default 128 x 128 pixel). You can change the default size. (See “User Settings”, for details.)
Large Thumbnail/Preview
Displays records as large thumbnails (default 256 x 256 pixel)/previews. You can change the default size. (See “User Settings”, for details.)
Sort By
Opens a list of the available fields of the current collection. Select the field you want to determine the sorting of. (Menu equivalent to the statusbar field.)
NOTE: The selected field should be one with the most records containing information – otherwise you will be quite unhappy with the sorting.
TIP: Unsorted
The option Unsorted will display the records in the order they were cataloged. You can sort by two fields. In Details view Cumulus lets you select a second field as sorting criteria. Click the column header for the field you want to use as first sorting criteria and then Shift-click the column header you want to use as second sorting criteria. If you switch to other views, the sorting will remain until you change the sorting.
Sort Direction
Opens a submenu that provides two options for the direction of the sort order:
Sort Ascending – Sorts the records in an A to Z (0-9) direction.
Sort Descending – Sorts the records in a Z to A (9-0) direction.
(Menu equivalent to the statusbar icon.)
Language for Field Values
Opens a submenu that provides the possibility to switch the language in which multilingual metadata fields are displayed.
The first entry in the menu is Application Language which is also the default. If Application Language is selected, multilingual fields are always displayed in the language of the application (see “Switch Application Language").
If the language for field values is set to a language that is not defined for a multilingual field, this field displayed in its base language instead.
Changing the language for field values takes immediate effect.
Prerequisites and Additional Hints
The Language for Field Values function only works if the currently open catalog contains record fields and/or category fields that are enabled for multi language support.
Additionally, the following prerequisites must be met:
To allow language switching for metadata fields, the Allow language switch for multilingual fields option must be activated in the preferences of the current View Set’s active view. If this option is not activated, multilingual fields are always displayed in the language of the field that was added to the view.
To allow language switching in the Category pane, the Preferred Language option must be activated and set to As defined in View menu in the Category Pane preferences of the current Category View Set. If the Preferred Language option is not activated, multilingual categories are always displayed in their base language.
There is one more issue with the category pane.
Instead of coupling the language of the Category pane to the selection made in the View menu. you may as well select a language to always be used with the category pane, independent of the language used for other metadata fields. Activate the Preferred Language option in the Category Pane preferences and select the desired language.
Category Pane and the Categories Field: Making the Language Consistent
If your Category pane is set to a language different from the language of other multilingual fields, you may nevertheless want to have the categories displayed always in the same language, both in the Category pane and in any specific View of your View Sets.
For example, you may have a German Category pane, whereas multilingual fields are set to be displayed in English. If category assignments of an asset are displayed in the Info View or the Asset Info Window, you would expect to see German category names here, as in the Category pane. However, according to the language settings for multilingual fields, they are displayed in English.
To solve this inconsistency and always have the same category language used both in the Category pane and in the Categories field displayed in a record view, open the Record View Set preferences, select the desired View Set and View and make sure that the Preferred Language settings in the Properties of the Categories field are identical to the Preferred Language settings of the Category pane.
NOTE: This has to be done individually for every View in every View Set where the Categories field is displayed.
Go To
Opens a submenu for navigation. The available options depend on the current focus.
Preview
Opens a submenu for preview display options. (Disabled if no Preview window or view is activated.)
Zoom In
Doubles the size of a preview image. Preview images can be increased to eight times or 800% of their original size. (Disabled if no Preview window is activated.)
Zoom Out
Halves the size of a preview image. Preview images can be reduced to one eighth or 12.5% of their original size. (Disabled if no Preview window is activated.)
Fit to Window
Resizes the Preview window to fit inside the main Cumulus window. Can be set as default, see “User Settings", for details. (Disabled if no Preview window is activated.)
Fit Width to Window
Resizes the Preview window to fit the width of the main Cumulus window. Can be set as default, see “User Settings", for details. (Disabled if no Preview window is activated.)
Fit Height to Window
Resizes the Preview window to fit the height of the main Cumulus window. Can be set as default, see “User Settings", for details. (Disabled if no Preview window is activated.)
Full Screen
Displays a preview using the whole screen. (Disabled if no Preview window is activated.)
TIP:
To view multiple assets at once, use Asset > Fullscreen Preview.
Categories
Opens a submenu.
Expand
Expands the selected categories to reveal sub­categories. This works the same way as clicking on the arrow icon to the left of the parent category. (Disabled if no parent categories are selected.)
TIP: To expand all categories under a parent category, press the  ALT /  Option key when clicking on the category arrow icon.
Expand All
Expands all parent categories to reveal subcategories. (Disabled if all parent categories are already expanded.)
Collapse
Collapses the selected parent categories to hide subcategories. This works the same way as clicking on the arrow down icon to the left of the parent category. (Disabled if no expanded parent categories are selected.)
TIP: To collapse all categories under a parent category, press the  ALT /  Option key when clicking on the category arrow icon.
Collapse All
Collapses all parent categories to hide subcategories. (Disabled if all parent categories are already collapsed.)
The Find Menu
Find Records
Opens or activates the Record Find window. (See “Searching with the Find Window”, for details.)
Find All Records
Resets the current selection of records to the entire contents of the catalog(s) opened in the collection. This is useful after a search operation has reduced the number of visible records.
Find Records by Query
Opens a list for selecting a record query that will be performed immediately. (Disabled unless at least one record query is saved.)
Find Records Assigned to Categories
Finds all records that are associated with the selected categories. This is the menu equivalent to double-clicking on categories. (Disabled unless one or more categories are selected.)
Find Duplicates
Searches the current collection for records with the same record name (the assets and asset names may be different). The search result will replace the current collection.
NOTE: This function may take a while. Hence, we suggest that you put up a collection that fits this search before starting this function.
Find Records with Invalid Field Values
Checks all records of the current collection for any field value that is invalid according to the defined field validators.
This function will find any record with invalid field values, even if the field in question is not displayed in the current Record View Set.
NOTE: You may also check for invalid records on a regular base using the scheduler action Find Invalid Items.
Find Offline Assets
Searches the current collection for records with asset references that cannot be resolved. The search result will replace the current collection.
NOTE: This function may take a while. Hence, we suggest that you put up a collection that fits this search before starting this function.
Find Versionable Assets
Searches the current collection for records of assets under version control (e.g. Cumulus Vault.) The search result will replace the current collection.
NOTE: This function may take a while. Hence, we suggest that you put up a collection that fits this search before starting this function.
Invert Collection
Searches for all records (of the catalogs opened in the collection) that are not contained in the current collection and replaces the current collection with this search result. With one click you can obtain all records that are not currently shown.
Find Categories
Opens or activates the Category Find window.
Find All Categories
Resets the current selection of categories to the entire contents of the catalog. This is useful after a search operation has reduced the number of visible categories.
Find Categories by Query
Opens a list for selecting a category query that will be performed immediately. (Disabled unless at least one category query is saved.)
Show Original Category
Finds and highlights the original category of a selected related category. (See “Category Types”.)
Show Related Categories
Finds and highlights the selected category’s related category or categories. (Disabled unless a category is selected.)
Show Categories Containing
Opens a dialog. In this dialog you can type a string of text that you would like to search for in all category names of the active catalog. Categories whose names contain the text string are highlighted. Related categories are included in the search.
For example: Typing “oa” would find categories called “Boats” and “Oasis.”
Remove from Collection
Removes the record/category from the current collection but not from the catalog. (See “Delete”, for deleting a record/category from a catalog.)
The Metadata Menu
Information
Depending on the active pane this menu item opens the Asset Information window or the Category Information window for the selected record/category.
Category Information window – For further information, see “Category Information Window".
Asset Information window (Menu equivalent to the toolbar icon.) – For further information, see “Asset Information", and “Editing Asset Information”.)
Viewing and Editing Multiple Records
If you have selected multiple records before opening the Asset Information window, you can change the field values for multiple records at once. But this is only possible, if in your User Settings for the Display of the Asset Information window the option Only One Window is activated and Display values identical for all selected records is checked.
If the asset information of multiple records is shown in one window, only field contents which have the same values are displayed. So the Asset Reference and Thumbnail fields will always be empty. Check boxes (Boolean fields) with different values appear gray. The field Categories only displays categories that the selected records have in common. All other field types are displayed with no value if there are different values for fields.
Fields with different values do not show a value but can be edited – this also applies to gray (neutral) check boxes. If you add an additional category, this category is added to the set of categories for each record.
If you add any text to a field that already contains values for one of the selected assets, you are asked whether you want the new text to replace the existing value or to be appended to the existing text.
Bulk Edit
Opens a dialog to edit metadata of previously selected records.
The Bulk Edit dialog shows the same fields as the Asset Information Window of the current Record View Set – but only if they are user editable.
For each field you can decide how its value is dealt with (default: Keep Current Value). Click the icon on the left to have the available options displayed and to choose from them. Note that these options vary slightly according to the type of field selected.
You can either choose an editing option and then enter the desired value, or you can start with entering a value (which automatically turns the editing options to Replace Current Value) and select the desired editing option later.
However, with the Categories field the first step is always to select the desired editing option and then to use drag & drop or the Add and Remove buttons to configure a set of categories to be assigned to or removed from the record.
NOTE: Be carefully with the Replace Current Value and the Clear Current Value options! These options delete all existing category assignments and cannot be undone.
Employing MetadataTemplates
You can use the metadata template icon in the lower left corner of the Bulk Edit dialog to prefill the fields with values from a selected metadata template. You may then edit theses values as necessary.
NOTE: Regardless of the actual content of the metadata template, only values for fields that are included in the Bulk Edit dialog are taken into account.
Update Record
Opens a submenu with functions to refresh the selected records with the asset’s up-to-date information. This can be necessary if catalog settings have changed, but also if assets have been modified since they were cataloged. Records of unavailable assets cannot be updated. (The menu item is disabled if no records are selected.)
Update
Updates the selected records according to the settings specified in the Preferences (User Settings > General > Application > When Updating). Depending on the settings specified for the current catalog (User Settings > Asset Handling), you may be prompted to select an Asset Handling Set.
Advanced
Opens a dialog to specify settings for the current update process. The settings defined in this dialog will not affect the settings defined in the Preferences.
Define the settings according to your needs, then click OK to perform the update.
NOTE: If the Asset Handling Set used for the update does not provide the correct settings for creating records for pages/slides (e.g. because the required Asset Storage Module is not activated), the records representing the individual pages will be deleted. Because this might not be the intended result, Cumulus shows a list of the records that are to be deleted. Either confirm the deletion, or cancel the complete update process, or select single records on this list to confirm their deletion only.
Update Formula Fields
Updates all fields containing formulas in the selected records, no matter whether these fields are currently displayed or not. A dialog is displayed which lets you choose whether the Record Modification Date should be changed accordingly or not. (By default, the Record Modification Date is not changed.)
Write back Metadata
Writes metadata from the selected records back to the related assets or metadata container, e.g. XMP files. Opens a dialog to specify an appropriate Asset Handling Set and optionally to select the metadata fields that should be written back. (Disabled if no Asset Handling Set is available that has enabled the writing back metadata option.)
When writing back metadata to assets, be aware of the following:
NOTE: Captured IPTC and XMP metadata
As some image files contain IPTC as well XMP metadata in different blocks, and some metadata information is stored in both blocks, the metadata captured by different applications might differ. Some applications give priority to XMP (e.g. Adobe Creative Suite). With a standard installation, Cumulus captures IPTC metadata prior to XMP. If you want to alter the priority to XMP, you have to change the order of the formats for the Asset Handling Set employed for cataloging. In the Asset Formats list of the Asset Handling Set, the entry for the Extensible Metadata Platform format supported by the XMP filter has to have a lower entry number than the first format supported by the IPTC filter. This is due to the fact that Cumulus starts searching for matching formats at the lowest entry number. (See “Asset Format Support”, for further details.)
NOTE: EMetadata size restrictions in JPEG assets
The size of meta data fields in JPEG files (e.g., EXIF data or XMP data) is restricted to 64 kB. However, metadata larger than 64 kB can be written back to the JPEG file and is saved in discrete segments of 64 kB each. Although this is conform to the specification, keep in mind that not every image editor / JPEG readers is able to read large metadata properly!
NOTE: Writing back keyword categories to assets
In order write back keywords from the $Keywords master category to assets (e.g. to have these keywords available in other applications), make sure that field linking “when writing back metadata” is activated for the “Categories” record field, but is disabled for the “Keywords” record field (via Field Properties > Field Linking tab for each field).
Assign Metadata From Template
Open a dialog to select the metadata template to be used for filling. For further information, see “Using a Metadata Template". (Available only, if you are allowed to modify records.)
Find And Replace Metadata
Finds certain information stored on assets in selected records and replaces it with information entered by the user. (Available only if you are allowed to modify records.)
 
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Select Metadata > Find And Replace Metadata. A dialog opens.
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NOTE: You may enter \n for a line break.
FOR SPECIALISTS ONLY: If you activate the Use Regular Expression checkbox, you can enter regular expressions (Perl 5 like) in the Text to find and Replace with fields. For a description on using regular expressions, please refer to the special literature available in book stores and on the Web.
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Click Start. Cumulus starts to search for the entered text in the selected field of the selected records. You will get a notice for each of the selected records whether the text was replaced or not. Replacements are not necessary if the text to be replaced wasn’t contained in the selected field or if a record is stored in a catalog that does not provide the selected field.
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Click Close to finish.
Assign Label
Opens a submenu for selecting the labeling you want to assign to the select record(s). (Disabled if no Labeling field is included in the catalog or if the effects of assigning the label cannot be immediately seen by the user.) For more information, see “Labeling".
Assign Rating
Opens a submenu for selecting the rating you want to assign to the select record(s). You can rate assets from 1 to 5. (Disabled, if no Rating field is included in the catalog.) For more information, see “Rating Assets".
Assign Categories
Assigns a selection of records to a selection of categories, or vice versa. (This is the opposite of “Detach Categories.’) (Available only, if you are allowed to modify records.)
NOTE: If you have a large number of records (more than 500) you want to assign, it is better that you use this function rather than drag and drop.
 
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Select Metadata > Assign Categories. The records are assigned to each of the categories in the selection.
Detach Categories
Detaches a selection of records from a selection of categories, or vice versa. (This is the opposite of “Assign Categories’.) (Available only, if you are allowed to modify categories.)
 
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Select Metadata > Detach Categories. The records are detached from each of the categories in the selection.
Optimize Thumbnail
Equalizes the appearance of the selected records’ thumbnails. This is useful for thumbnails that are too dark, too light, or lacking contrast. The action cannot be undone, but you can force-update the record to get back the original thumbnail. (Disabled if no records are selected.) (See “Update Record”, for information on updating a record, including its thumbnail.)
Rotate Preview
Rotates the selected preview’s images in one of three ways:
(Available only in Preview view or when the Preview window is open.)
Rotate Thumbnail
Rotates the selected records’ thumbnail images in one of three ways:
(Disabled if no records are selected.)
The record field Thumbnail Rotation saves the rotation value for a rotated thumbnail. The rotated thumbnail will be used for previewing, printing, exporting to HTML and creating slide shows.
NOTE: Catalogs Created with Versions Prior to Cumulus 5.5!
If the field Thumbnail Rotation (for storing the rotation value) should be available with catalogs that have been created with previous versions, this record field has to be added to the catalog. The field is then empty. There are two ways to fill it out:
– Either, open the Asset Information window and enter the according value (degree of rotation) manually.
– Or, select Metadata > Update Record. This will set the thumbnail back to the asset's orientation. Then rotate the thumbnail again. The value of the rotation will then be stored in the Thumbnail Rotation field.
Assign Variants
Assigns variants to an asset. The asset to which other assets are assigned is called the source of the variant.
 
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Select Metadata > Assign as Variants. Then a message prompts you to select the source.
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To have the variants of an asset displayed, open a subpane and select a corresponding Sub-Pane Filter. For more information on asset relations, see “Managing Related Assets".
Assign Alternates
Assigns alternates to assets and lets you define a preferred alternate.
 
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Select Metadata > Assign Alternates. Then a message prompts you to select the preferred alternate.
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To have the alternates of an asset displayed, open a subpane and select a corresponding Sub-Pane Filter. For more information on asset relations, see “Managing Related Assets".
Show Related
Opens a submenu displaying the available sub-pane filters. Once you have chosen a filter, a sup-pane displays the records of related assets according to the selected sub-pane filter.
New Category
Creates a category under the currently selected category, named “Category”. This name can be changed immediately to a more fitting one. (Disabled unless a single category is selected.)
New Related Category
Makes a related category for each of the currently selected categories. (Disabled unless one or more categories are selected.) (See “Category Types”.)
New Master Category (optional)
Opens a window to enter a name for the new master category that will be created under the currently selected catalog category. A master category has its own category tree. (Disabled unless a catalog category is selected. Available with Enterprise or a special option only.)
The Asset Menu
Preview
Opens a Preview window for each selected record. The records’ assets must be available to display the Preview window. (Menu equivalent to the toolbar icon.)
The contents of the window opened depends on the asset type and on the active Record View Set. (For a description on how to configure the view of the Preview window see “Record View Sets".)
Image previews can be zoomed in or out and displayed in different sizes and you can add user comments. For more information, see “Preview View and Window".
Fullscreen Preview
Shows assets as fullscreen previews. You can display up to six different assets at once. The records’ assets must be available to display.
What is displayed depends on the asset type and on the active Record View Set. (For a description on how to configure the view of the Preview window see “Record View Sets".)
For more information, see “Fullscreen Preview".
Fullscreen Slide Show
Shows assets as fullscreen previews in a slide show. The records’ assets must be available to display. (Menu equivalent to the toolbar icon.)
What is displayed depends on the asset type and on the active Record View Set. (For a description on how to configure the view of the Preview window see “Record View Sets".)
For more information, see “Fullscreen Slide Show".
Image Editor
Opens the selected image asset in a special window that allows you to edit the image. The Image Editor offers image cropping as well as calibration tools that can enhance the color, sharpness and brightness of your images. For details see “Editing Images".
Compare Previews
Opens the selected two image assets along with a comparison image in fullscreen view. For details see “Comparing Previews". (Disabled if less or more than two records are selected.)
View With
Opens a submenu with options for choosing an application for viewing the selected asset. (Disabled if no records are selected.)
Creating Application
Opens the selected records’ assets with the application that created the assets (if it is known and available).
Other
Opens a dialog to choose an application with which to view the selected records’ assets.
Customize
Lets you customize the options in the View With menu. You can add and delete applications.
Edit With
Opens a submenu with options for choosing an application for opening and editing the selected asset. (Disabled if no records are selected.)
NOTE: If the asset is under control of a version control system (e.g. Cumulus Vault), it will be checked out.
Creating Application
Opens the selected records’ assets with the application that created the assets (if it is known and available) and lets you edit the asset.
Other
Opens a dialog to choose an application with which to open and edit the selected records’ assets.
Customize
Lets you customize the options in the Edit With menu. You can add and delete applications.
Print With
Opens submenu with options for choosing an application. (Disabled if no records are selected.)
Creating Application
Prints the selected records’ assets with the application that created the assets (if it’s known and available.)
Other
Opens a dialog to choose an application with which to print the selected records’ assets.
Customize
Lets you customize the options in the Print With menu. You can add and delete applications.
Perform Asset Action
Opens a submenu that lists Cumulus Assets Actions. Selecting an Action from that submenu will perform it. For further information, see “Using Asset Actions".
TIP:  
If you have the appropriate permissions, you can easily access the preferences of Asset Actions by selecting the Customize entry in the submenu for selecting an Action. This entry opens the preferences for the current Action.
Convert To
Opens a dialog for converting the asset associated with the selected record to another file format. The target formats depend on the availability of Cumulus Converter modules. Before you decide on the Converter module, you specify the location for the converted file.
The offered modules depend on the AssetProcessor modules activated for the Asset Handling Set selected for asset access in your user settings. Several Converter modules are available with a Cumulus standard installation, e.g.:
NOTE: If you have selected multiple assets' records, the chosen settings will be applied to convert all selected assets.
Mail To
Use this option to attach an asset to an outgoing e-mail message. Cumulus  launches your e-mail application (in case you have more than one, offers you a menu to select) /  launches your default e-mail application.
Copy To
Copies the selected records’ assets to the location specified in the dialog that appears. The original assets are left alone. (Disabled if no records are selected.)
Copy Assets Assigned to Category To
Opens a dialog in which you can choose a destination. Cumulus then copies the assets of records that are associated with the selected categories to the location you selected. The assets are saved in folders named for the categories selected.
This option is handy for collecting production files for output (assuming the files all have at least one common category, such as project name). (Disabled if no category is selected.)
Duplicate Asset and Record
Duplicates the asset of the selected record and the record itself. A dialog appears in which you can choose a name and set several options for the new asset and record
Activate Copy Record Metadata to copy the metadata from the original to the duplicated record, except creation date and modification date.
Activate Update Record to update the metadata in the duplicated record from the duplicated asset.
Activate Assign as Variant to assign the duplicated asset as a variant to the original asset.
Activate Assign as Alternate to assign the duplicated asset as an alternate to the original asset.
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Create WebAlbum
Opens a dialog in which you can create a Web Album. For further information, see “WebAlbum".
Show Location
Locates the selected records’ assets and displays them in the Mac OS X Finder or Windows Explorer. (Disabled if no records are selected.)
TIP: Show Location of Folder Category
The context menu for categories offers a similar function for folder categories. The selected category’s folder is displayed, e.g., in the Mac OS X Finder or Windows Explorer. (Disabled if no folder category is selected.)
Configure Web URL
Opens a dialog to display the URL (Uniform Resource Locator) of the selected records, their assets, thumbnails or previews. You can copy these URLs and paste the links. The links will work if your Cumulus installation includes Cumulus Web Client or Sites. For details see “Configuring Web URL".
Move To
Copies the selected records’ assets to the location specified in the dialog that appears and updates the records’ asset references to point to the new location. The original assets are deleted. (Disabled if no records are selected.)
Rename
Opens a submenu. The options are only available if you are allowed to modify records.
Single
Opens a dialog to rename the asset represented by the selected record. If asset name and record name are the same, the record name will be changed according to the asset name.
Batch
Opens a dialog to rename one or multiple assets represented by the selected records. If asset name and record name are the same, the record name will be changed according to the asset name.
The list on the left offers different name components for the new asset name(s). The list on the right displays the name components used for the renaming. Select the component you want to use in the left list and click the arrow button. The selected components are displayed in the right list. Each selected component has to be defined before you can start the renaming. To define a component, select it in the right list and click Properties. For each component, a different window is opened to define its properties.
The result of your definitions is displayed under Preview. Once your definitions are as you like them, you have to decide what you want Cumulus to do if the name or one of the names created according to your definitions already exists in the folder where the asset to be renamed resides. Cumulus can either skip the renaming of this asset or add an auto number to the name of the renamed assets.
If any assets can not be renamed (due to e.g. no writing rights or not writable storage media), a new category is created named Rename – Skipped Assets and inside a subcategory indicating date and time of the process to which the assets are assigned.
The definitions you made for renaming can be saved as a set. Using the icons, you can save the definitions as a set or open a saved set for renaming of the selected records. You can also open an existing set, modify it and then save it under a new name by using the Save As icon.
Update Asset Reference(s)
Updates the path used to find the selected asset files, e.g when assets have been moved. Asset references can only be updated if the assets are available. (Disabled if no records are selected.)
Opens a dialog to specify how to proceed if asset references cannot be resolved:
Assign record to special category – Records with unresolvable asset references are assigned to a special category named Update reference -Skipped Assets and can be processed later. All other records are properly updated.
Ask for asset location – The update process stops on every unresolvable asset reference and asks for the appropriate location
Skip record – Records with unresolvable asset references are ignored. All other records are properly updated.
Change Asset Reference
Opens a submenu. The options are only available if you are allowed to modify records.
This function allows you to update selected records to reflect a new location of their assets. This is useful if you have cataloged assets from a remote drive or volume that has since been renamed or have simply moved cataloged assets to a new location (and did not use Cumulus for moving them). Without this function, the records would still “point” to the old asset paths. This function does not overwrite, move or otherwise affect asset files at all. However, the function is available only if you are allowed to modify records.
You can either change the asset reference for a single asset by selecting an asset or you change the asset references for multiple assets through a batch process.
Select Single
Opens a dialog to browse for the asset that should be represented by the selected record.
Batch
 
1.
2.
Select Asset > Change Asset Reference.
3.
Select Batch.
Server/Volume (under Windows only)
In case the assets now reside on another location in the Network, you have to activate the Network Option and then:
a) if the assets now reside on another server (but a volume with the same name), activate the New Server option and enter the name of this new server into the field on the left.
b) if the assets now reside on another volume (but still on the same server), activate the New Volume option and enter the name of this new volume into the field on the left.
c) if the assets now reside on another server and another volume, activate both the New Server and the New Volume option and enter the names into the corresponding fields on the left.
In case the assets now reside on another local location, you have to activate the Local Option and then if the assets now reside on another drive, activate the New Drive option and select this new drive.
Volume (under Mac OS X only)
In case the assets now reside on another volume, activate the New Volume option and select this new volume.
Folder Settings
– Activate the Keep Existent option if the assets now reside in the same directory structure as they did before.
– Activate the None option if the assets now reside directly in the volume/drive selected above (and not in any subdirectories).
– Activate the Add Parent option if the assets now reside in the same directory structure as they did before but this structure is now nested into another. The Add Parent option lets you enter the path of the directory that now nests the “old” directory structure.
– Activate the Change Parent option if the directory structure has partially changed. Enter the part of the path that you want to modify into the left field and the replacement string into the right field. You can monitor the result in the Preview section.
– Activate the New option if the assets now reside in just one new directory (and not in any subdirectories). The New option lets you browse for the new directory by clicking the button.
4.
Click Start.
The application searches for the assets represented by the selected records in the new location and updates the records to the new location. If an asset is not found in the new location, a new category is created named Change Reference – Skipped Assets and inside a subcategory indicating date and time of the process to which the asset is assigned.
Transform JPEG Original
Opens a submenu that allows you to rotate or flip the original asset if the asset is a JPEG file you have direct access to. The transformation will transverse the JPEG lossless. (Available only if you are allowed to modify records.)
The Advanced item opens a dialog to specify further settings.
Along with the transformation of the asset, its record will be updated as well. The thumbnail will be updated and resemble the transformed asset – regardless of whether the thumbnail was rotated before. The following record fields will be updated with the new values: Horizontal Pixel, Horizontal Resolution, Image Height, Image Width, Thumbnail Height, Thumbnail Rotation, Thumbnail Width, Vertical Pixel, and Vertical Resolution.
Check Out
Checks out the asset associated with the highlighted record to your workstation. Only available if asset versioning is enabled, e.g via File System Versioning or Cumulus Vault. (For more information on Cumulus Vault, see “Checking Assets Out".)
Undo Check Out
Cancels a previous check-out. The asset is returned to the asset versioning system but not as a new version. Only available if asset versioning is enabled, e.g via File System Versioning or Cumulus Vault. (For more information on Cumulus Vault, see “Undoing a Check Out".)
Check In
Checks a previously checked-out asset back into the asset versioning system as a new version. Only available if asset versioning is enabled, e.g via File System Versioning or Cumulus Vault. (For more information on Cumulus Vault, see “Checking Assets In".)
Show History
Opens the Version History window, from which you can view version information on the asset associated with the selected record. Only available if asset versioning is enabled, e.g via File System Versioning or Cumulus Vault. (For more information on Cumulus Vault, see “Viewing an Asset’s Version History".)
The Help Menu
Contents and Index
Opens the table of contents and searchable index window for Cumulus’ online help system.
NOTE: The Cumulus help system is based on HTML pages that can be viewed with any standard Web browser. However, if you employ any pop up blockers, the display of the help system may not be possible.
Source
Opens a submenu that offers the options for the source of the Cumulus help system you use. Select the desired:
Online
Cumulus help comes from the Canto website, where the latest updates will always be available. (This requires an Internet connection.)
Local
Cumulus help comes from your hard drive – if you had it installed with your Cumulus Client application.
About
Displays a dialog that shows the version of Cumulus you’re using. You can get detailed version information by clicking the More button. It also provides a button that launches your default Web browser and initiates a connection to the Canto Web site. This requires an Internet connection. (See the Microsoft Windows documentation for information on setting your default Web browser.)