Specialized Usage

Specialized Usage
This chapter covers Cumulus functions that help you with special tasks. It includes descriptions on how to work with the revision control system Cumulus Vault and the URL AssetStore, how to work with Microsoft Office and Adobe Indesign documents within Cumulus, and how Cumulus supports you working with images by maintaining raw image formats of digital cameras.
With certain Cumulus configurations user permissions can be defined for individual asset records, categories and even subcategories. Permissions Templates makes this easy. The last section of this chapter describes how to assign individual permissions for records and categories.
Using Vault
Cumulus® Vault is a revision control system that gives your workgroup added data security and up-to-the-minute information on the status of each asset.  As its name suggests, Vault enhances the security of your team’s assets – controlling who accesses them, how and when. It also gives you more ways working with your assets in Cumulus, providing version retention and tracking, at-a-glance version information, and integration into the existing Cumulus environment.
Cumulus Vault can control and monitor access to all assets. Think of it as the Cumulus librarian. Users check assets out for editing and check them back in again when they’re through. Vault allows only one user at a time to check out an asset. This prevents it from being edited by multiple persons simultaneously, possibly resulting in conflicting – and confusing – versions of the asset. If another user attempts to check the asset out, Vault informs the would-be editor which user is working on the file.
When a user checks an asset back in, Vault saves the updated file as a new version without overwriting previous versions. It keeps all back revisions, making it possible to track changes to an asset during the production cycle – a concept referred to as a version control system. It also provides information on all versions: Who made the changes? When? With Vault, these questions are easy to answer, making last week’s edits just as accessible as today’s.
Organization
This chapter is one of two descriptions that cover Cumulus Vault:
This chapter covers everything you need to know about working with Vault in the following sections:
Working with Vault– Gives you the basics on placing assets under Vault’s control, checking them in and out, and managing asset versions. (See “Working with Vault” section, starting on here.)
Integration – Describes the effects Cumulus Vault has on existing Cumulus functions, and how you can integrate these new options into your existing workflow. (See “Integration” sections, starting on here.)
Working with Vault
This section covers the basics of working with Cumulus Vault. It describes how to place your assets under Vault’s control, and then how to work with Vault to check these assets in and out. It goes on to explain how you can view and manage the versions resulting from these check in/check out procedures. Once you’ve mastered these functions, you’ll be ready to take advantage of the capabilities offered by Cumulus Vault.
Assets Controlled by Vault
Whether or not cataloged assets are controlled by Cumulus Vault depends first of all on whether the catalog that manages them is set up to work with Vault. If your Cumulus Administrator sets up a catalog to work with Vault, assets can be placed under Vault’s control when they are added (i.e., cataloged) to that catalog. During the cataloging process, Cumulus hands the assets over to the location that Vault controls.
Your Cumulus Catalog Administrator sets up a catalog to work with Vault in one of the following ways:
Always – whenever users catalog assets to that catalog, they are handed over to Vault. In this case, all you need to do is catalog the assets. (See the Cumulus Client User Guide for information on cataloging assets.)
As Set in Asset Handling Set– users decide before cataloging assets whether or not the assets should be handed over to Vault. (See “Cataloging to Vault as Defined for the Employed Asset Handling Set” for details.)
Always and Exclusive – whenever users catalog assets to that catalog, they are handed over to Vault and their asset storage location is Vault exclusively. In this case, all you need to do is catalog the assets.
For your information: A catalog that is set to the Always and Exclusive option has a forced 1-to-1relation with Vault: every record in the catalog represents an asset stored in Vault and each asset in the Vault folder assigned to this catalog is represented by a record in this catalog. This is the guiding principle for all functions performed. For example, this means that assets managed by this catalog cannot be moved and that deleting the records which are representing them will always delete the assets as well.
NOTE: Catalog Housing Records from a Vault Exclusive Catalog!
If you have another catalog housing records that derive from a catalog set to
Always and Exclusive, the permissions you have on these records (and their assets) are the permissions you are given for the catalog the records derive from. For example: you have all permissions for catalog A but if catalog A houses records from catalog B which is a Vault exclusive catalog, then the permissions for records may differ if you don’t have the same permissions for both catalogs.
If you don’t know which of your workgroup’s catalogs are set up to work with Vault and how, ask your Cumulus Administrator. You should also ask your Cumulus Administrator which Asset Handling Sets were adjusted for the use with Vault. The Asset Handling Sets you use with Vault must have the Asset Storage module Cumulus Vault activated. And if a catalog is set to let each user decide whether cataloged assets should be placed under Vault’s control or not, the Copy to Central Asset Location option must also be activated. If working with assets stored in Vault, you should take care that the Asset Handling Sets defined in your User Settings for cataloging and asset access are adjusted for the use with Vault. Asset Handling Sets also include the Vault settings for version handling. For details on how to set up Asset Handling Sets for version handling, see “Defining Asset Version Handling".
If you’ve already cataloged assets to a catalog before it was placed under Vault’s control, and now want to hand them over to Vault, you can do that, too. You don’t have to re-catalog them, but can simply move them to the location which Vault stands guard over. To find out how, see “Adding Already Cataloged Assets to Vault,” below.
Cataloging to Vault as Defined for the Employed Asset Handling Set
For each catalog, the Cumulus Administrator has the option of letting Clients specify which assets should be cataloged to Vault. In this case, Clients can specify whether or not the assets will be placed under Vault’s control by selecting a corresponding Asset Handling Set. If you select an Asset Handling Set that has the Copy Asset to Central Location Option activated, the assets will be placed under Vault’s control. If this option in not activated, the assets will not be placed under Vault’s control.
To view the settings for cataloging of an Asset Handling Set:
 
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Select  Cumulus /  Edit > Preferences.
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Click Asset Handling Sets.
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Under Set, select the set you want to view.
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Click Cataloging.
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Check whether Copy Asset to Central Location under Central Asset Location is activated.
Adding Already Cataloged Assets to Vault
Just because your Cumulus Administrator has set up a catalog to work with Vault, it doesn’t necessarily mean that all of that catalog’s assets are controlled by Vault. For example, assets may have already been cataloged to the catalog before it was set up to work with Vault.
In this case, users have the option of placing already cataloged assets under Vault’s control. The assets don’t have to be re-cataloged, but can simply be moved to the location guarded by Vault.
To add already cataloged assets to Vault:
 
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Select Asset > Move To.
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Select Cumulus Vault and click OK.
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In the Computer field, select the computer running the Vault Server and click OK.
Checking Assets In and Out
These two steps form the basis of the Cumulus Vault concept. They ensure that only one person can edit an asset at a time, and also provide the version information associated with each asset. If you check an asset out but don’t need to check it back in as a new version, you can undo the check out (see “Undoing a Check Out").
Checking Assets Out
When you check an asset out, Cumulus places a copy of the latest version in a location you specify and locks the associated record in the Cumulus catalog for other users. You can then edit the copy you checked out, and later check it back in as a new version.
There are two things that you will be prompted to tell Cumulus when checking assets out:
If another user has already checked the asset out, you will not be able to check it out to yourself. In this case, Cumulus Vault informs you who has the asset and when it was checked out. If you would like to see whether or not assets are checked out without having to attempt a check out yourself, you can add the respective fields to your Collection and/or Asset Information view. For details, see “Viewing Asset Status".
To check assets out:
 
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Select Asset > Check Out.
If you have defined a Check out Location in the Application Preferences (Cumulus/Edit > Preferences > User Settings > General > Application), Cumulus makes a copy of the latest version and inserts it in the defined location. The asset is checked out and you can start editing it.
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Select the Module for the destination location and click OK.
NOTE: The destination is not Cumulus Vault. If you check the asset out to Vault, you will not be able to edit it!
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If you want to edit the asset now, open it with the application that created it and start editing.
TIP:  
Cumulus offers you a convenient way of combining check out and launching the application for editing the asset. The procedure is the same as described above, except that you select Edit With instead of Check Out from the Asset menu. Cumulus recognizes that the asset is controlled by Vault and automatically triggers a check out procedure. Once you’ve completed the check out steps, Cumulus launches the editing application and opens the checked-out asset in it. If you only want to view the asset without checking it out, use View With from the Asset menu.
Checking Assets In
When you have finished working with an asset and check it back in, Cumulus lets you enter comments on the new version (what sort of changes you made, etc.). It then moves the updated asset back to the Vault as a new version, and unlocks and updates the associated record in the catalog. Since a check in procedure moves the new version into the Vault, that version is removed from the location you checked it out to.
To check an asset in:
 
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Select Asset > Check In.
You may enter your comments in the Comments field. If you want this comment to be used for further selected assets to be checked in, activate the Use for All Remaining Items option.
If the Keep Checked Out option is activated, the changed asset is copied to Vault as a new version but also left checked out. So you can continue working on the asset.
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Checking an asset in moves the latest version to Vault. It doesn’t overwrite the previous versions, however, which are retained so that they can be viewed, tracked or used again. (See “Managing Versions” for details.)
TIP:  
Cumulus gives you a quick and easy alternative to checking assets in via menu command: simply dragging and dropping the asset from your desktop into the associated catalog. Cumulus recognizes the checked-out asset and automatically triggers a check in procedure.
Undoing a Check Out
If you check an asset out and then realize that, for whatever reason, no changes are necessary, you can return it to Vault without checking it in as a new version. You simply need to undo the check out.
When you undo a check out, Cumulus deletes the asset from the location you checked it out to and unlocks the record in the catalog, but does not move the asset back to Vault or update the record.
To undo the check out of an asset:
 
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Select Asset > Undo Check Out.
Managing Versions
With your workgroup constantly checking assets out, editing them, and checking them back in, it would seem easy to lose track of the many different versions. To avoid such confusion and to guarantee a hassle-free workflow, Cumulus provides the ability to manage different versions of assets – but only if you employ versioning (for details on how to set up versioning, see the Administrator Guide).
Via the Show History function, you can get information on the versions of an asset, e.g. which version is the latest, who has edited the asset and when, and the comments that the users made on their versions. Furthermore, you can:
Viewing an Asset’s Version History
To view the version history of an asset and to manage the respective versions:
 
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Select Asset > Show History. The Version History window opens.
 
The columns in the Versions list display the following information:
Version – the number of the version. The higher the number, the later the version.
Date – the date and time at which the version was checked in.
User – the user who checked that version in.
Comment – any comments the users who were checking in made.
Since the Comment column is limited in space, the full text of a comment is provided in an area below the table.
Actions that can be performed on versions:
Click Delete to delete the selected version(s). Since every version of an asset is a file in itself, it’s often a good idea to free up disk space by deleting any versions you no longer need. Keep in mind that deleting the latest version makes the next-latest version the current version. If this is the case, Cumulus Server re-catalogs the “new” current version and updates the record representing it. Deleting all versions of an asset deletes the asset itself.
NOTE: You need to have permissions to delete records from a catalog in order to use this function. To find out if you have this permission, ask your Cumulus Administrator.
Click Make Current to designate the selected version of an asset as the current version. The version number will increment, even though the asset is not physically changed by the designation.
NOTE: The function is implemented as a ’virtual rollback’, which doesn't erase any previous version of an asset.
Click Preview to open the selected version(s) in Fullscreen Preview (for details see “Fullscreen Preview")
NOTE: If the Fullscreen Preview is evoked from the Show History window, navigation to other than the selected versions and the display of the Info Window are disabled!
Click Edit Comment to edit the comment of a version. The Version Comment window opens. Make your changes and click OK to save your changes and get back to the Version History window.
Click Done to close the Version History window.
Integration
Cumulus Vault doesn’t just store and protect your assets—it also adds a new dimension to the way you manage your assets. This chapter explains the effects that working with Vault has on your asset management with Cumulus. It also gives you tips for taking advantage of these effects so that you can optimally integrate Cumulus Vault into your existing workflow.
Asset Version Handling
Cumulus Vault expands the functionality of your base Cumulus installation. By retaining and tracking assets in multiple versions, it adds a new dimension to your asset management solution.
This new dimension comes into play when you would like to preview, mail, copy and delete assets controlled by Vault. Since these assets may exist in multiple versions, you may have to make a choice between the different versions available.
Cumulus makes it easy for you to make this choice. It even enables you to pre-set your decision to best suit the way you work. If you want to preview, mail, copy or print an asset controlled by Vault, you can have Cumulus always get the latest version – without asking you any further questions. Or if you’re more interested in a previous version, you can have Cumulus provide you with a list of all versions that are available – complete with check-in times, users and comments – to make sure you get the right one.
You have a similar option when deleting assets. You can have Cumulus prompt you to select the version you would like to delete, or, if you’re trying to free up a lot of storage space at once, have Cumulus delete all versions without any further questions.
The sections that follow explain how to define these version settings and then use them when working with your assets.
Defining Asset Version Handling
When you use standard Cumulus commands to access assets controlled by Vault, the assets you access may exist in multiple versions. Which version you use is up to you – but Cumulus provides the information to make the decision easy for you. You can even pre-set how you want these versions handled to best suit the way you work.
How asset versions should be handled is defined on the Cataloging tab of the Asset Handling Set you use to access the asset. (For the different options, see “Cataloging Tab".)
Deleting Assets Controlled by Vault
One option for deleting asset versions from Vault is to use the Version History dialog (see “Managing Versions"). To delete a record and its asset including all asset versions, use the Delete command in the Edit menu.
NOTE: You need to have permission to delete records from this catalog in order to use this function. To find out if you have this permission, ask your Cumulus Administrator.
Previewing, Mailing or Printing Assets Controlled by Vault
To preview a version of an asset controlled by Vault:
 
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Select Asset > Preview or Mail To or Print.
If your version setting is Always Get Latest Version, Cumulus opens the preview window with the latest version of the selected asset or mails or prints the latest version of the selected asset.
If your version setting is Ask for Version to Get, Cumulus prompts you to choose the version you would like to preview/mail/print. Select the desired version and click OK to preview/mail/print it.
Outside the Revision Control
While Cumulus Vault gives your workgroup a secure way to manage your asset versions, it may be more security than you need in every instance. For example, your workgroup could use an existing asset for a new project, but it’s currently locked up in the catalog of another project. Or, you may want to give samples of your latest work to a client. Since the client won’t be updating the assets and checking them back in, you wouldn’t want to check the assets out.
Cumulus gives you a couple of options for accessing assets outside of Vault’s control system: you can either get a copy of an asset version controlled by Vault, or you can move an asset out of Vault’s control entirely.
There are a couple of important things to keep in mind, however, if you decide to copy or move an asset directly out of Vault:
Asset versions copied or moved out of Vault in this manner are not checked out, meaning they cannot be checked back in! If you want to update the asset and return it to Vault, you will have to re-catalog it, possibly resulting in multiple records representing different versions of the same asset.
Moving an asset version out of Vault deletes all versions from Vault. Make sure you want to take this asset out of the revision control system before proceeding.
These functions give you extra flexibility when working with your Vault assets, but they also have the potential to undermine Vault’s access and version control. Make sure that you want to work outside of this control system before you proceed to copy or move.
Copying an Asset Controlled by Vault
One way to get an asset out of Vault without checking it out is to copy it to another location (such as your hard disk). In this procedure, Cumulus simply makes a copy of the asset and inserts it wherever you specify. The asset is not checked out, and the associated record in the catalog is not locked for other users.
To get a copy of an asset controlled by Vault:
 
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Select Asset > Copy To.
If your version setting is Always Get Latest Version, Cumulus gets the latest version of the asset for you to copy.
If your version setting is Ask for Version to Get, Cumulus prompts you to select the version to copy.
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Select the Module for the destination location (not Vault) and click OK.
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Dragging and Dropping Assets Controlled by Vault
One way to get an asset out of Vault without checking it out is to copy it to another location using the Copy To menu command. An other way is drag and drop. To copy any asset you can drag and drop a record into another drag and drop-supporting application. Dragging a record copies the asset into the target document. Dragging a record into the Windows Explorer or the Mac OS X Finder copies the asset into the selected folder. When dragging and dropping an asset controlled by Vault it works the same, Cumulus simply makes a copy of the asset and inserts it wherever you specify. The asset is not checked out, and the associated record in the catalog is not locked for other users. And when dragging the record of a Vault asset, Cumulus always gets the latest version of the asset for you to copy.
When dragging the record of a Vault asset into a target document of another drag and drop-supporting application, be aware that most applications need a path to the “dropped” file which Vault does not provide. In this case you should copy the Vault asset to your file system first and then place this copy into the application.
When dragging the record of a Vault asset into a drag and drop-supporting application that opens the asset, a temporary file will be created. Be aware that for Vault assets this is not the same function as the Edit With menu command where Cumulus recognizes that the asset is controlled by Vault and automatically triggers a check out procedure.
Moving an Asset out of Vault’s Control
Moving an asset out of Vault’s control destroys revision tracking and retention for the asset. The latest version will be moved out of the Vault location (to your hard drive, for example), and all versions will be deleted from that location. If you move it to a place that Clients cannot access, it will no longer be available to others in your workgroup.
Cumulus does provide you with some protection in this case, however. When you move an asset from Vault, Cumulus updates the asset reference in the catalog to “point to” the new location, i.e., the location you specified. Other users will still be able to see where the asset is located, even if they may not be able to access it. Remember, completing the following procedure deletes all versions of the asset from Vault. If this is not what you are trying to do, you may want to consider simply getting a copy of the asset (see “Copying an Asset Controlled by Vault,” this page).
To move an asset out of Vault’s control:
 
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Select Asset > Move To.
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Select the Module for the destination location and click OK.
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Viewing Asset Status
You can set up your catalogs to give you an at-a-glance view of whether or not assets are currently checked out and by whom, as well as who has previously edited the various versions. You do this by adding the fields that contain this information to one of the views.
The following sections describe which fields provide what information. For information on adding fields to a view, see “Adding a Field to a Record View".
Viewing Asset Availability
You can immediately see whether or not an asset is checked out – as well as by whom and when – by using a Review Set that includes the fields that contain this information. These fields are:
Check out Date – contains the date and time the asset was last checked out. If the asset is not currently checked out, this field is empty.
Check out User – contains the name of the user who checked the asset out. If the asset is not currently checked out, this field is empty.
Viewing Revision History
One way to view an asset’s revision history is from the Version History window, as described under “Viewing an Asset’s Version History,” on here. You can also customize the view of a Record View Set to give you this information directly. If you add the field Version History to either one of these views, you will be able to see right away how many versions exist as well as who edited each one.
Using URL AssetStore
This chapter covers the basics of working with Cumulus URL AssetStore Module. It describes how to catalog assets from FTP or HTTP servers and how to work with them in Cumulus. Although the records of URL-cataloged assets behave just like any record which has been cataloged through the supported file systems – working with the assets themselves from within Cumulus is slightly different.
This chapter also describes how to copy or move cataloged assets to FTP servers and how to set up the Central Asset Location for a catalog on an FTP server.
Cataloging Assets from FTP or HTTP Servers
If you want to catalog from FTP or HTTP servers or to work with URL-cataloged assets, you must use an Asset Handling Set that has the Asset Storage Module­ supporting URL activated. If you want an Asset Handling Set to neither work with URL-cataloged assets nor to catalog from FTP or HTTP servers, you may want to deactivate the URL AssetStore Module. For details on how to activate or deactivate an Asset Storage module for an Asset Handling Set, see “(De)activating Asset Handling­ Modules".
There are two ways to catalog assets from FTP or HTTP servers: via menu item and with drag and drop. Let’s start with the menu item method. And remember: You need a fully licensed version of the URL AssetStore Module to catalog from FTP or HTTP servers.
NOTE: TAG Files!
Cumulus can create TAG files on an FTP server while cataloging, if the Asset Storage module Cumulus Metadata Support is activated for the employed Asset Handling Set and the user, who catalogs, is allowed to save files on this FTP server.
Cataloging Assets via Menu Command
You can catalog employing any valid URL pointing to a file and starting with ftp:// or http://. But you may not use localhost as IP address. You may even catalog a folder but only if it is on an FTP server.
NOTE: User Authentication
Some FTP or HTTP servers require user authentication. In this case, the host address must be prefixed with a user name and password like “user:password@host”. For example, the complete URL then looks like “ftp://smith:secret@server.com/path/file­”.
To catalog assets from FTP or HTTP servers via menu command:
 
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Select File > Add Assets To Catalog .
If multiple Asset Storage Modules are activated in the employed Asset Handling Set a dialog appears. This lists the available Asset Storage Modules. One is the URL AssetStore, and others include the file system you are currently using (such as the Windows or Mac OS File System, among others).
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Select the URL AssetStore and click OK.
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A window appears that shows the status of the cataloging process.
NOTE: If you catalog many or huge files, you can save time by deactivating the display of the cataloging progress. Before you start cataloging, disable the Show Progress Bar (General section of an Asset Handling Set definition, under While Cataloging).
Cataloging Assets via Drag and Drop
To catalog assets from FTP or HTTP servers via drag and drop:
 
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Working with URL‑cataloged­ Assets
Certain functions in Cumulus work slightly different for assets stored on FTP or HTTP servers. The following sections describe only these slightly different functions. All of these functions are options of the Asset menu. If you open, print or mail an URL-cataloged asset, Cumulus first makes a copy of the asset.
To work with assets stored on FTP or HTTP servers you need to employ an Asset Handling Set with URL Support activated.
NOTE: If assets were cataloged from FTP or HTTP servers requiring a user authentication, the Cumulus application knows about this protection. When you access such an asset, Cumulus will ask you to enter user name and password. During the same session Cumulus remembers the entered name and password and will not ask you again if you access an asset from this FTP or HTTP server.
Opening Assets
You can open an asset stored on an FTP or HTTP server with either the application that created the asset, or another application of your choice. Applications you choose are added to the menu. You can add up to four. The fifth addition replaces the first, and so on. You cannot manually delete any of the added applications.
To open an URL-cataloged asset from another application­:
 
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Select Asset > Edit With and select the desired application from the submenu.
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Printing Assets
You can print an asset stored on an FTP or HTTP server with either the application that created the asset, or another application of your choice. Applications you choose are added to the menu. You can add up to four. The fifth addition replaces the first, and so on. You cannot manually delete any of the added applications.
To print an URL-cataloged asset from another application­:
 
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Select Asset > Print With and select the desired application from the submenu.
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Mailing Assets
As with other assets you can also attach an asset stored on an FTP or HTTP server to an outgoing e-mail message.
To mail an URL-cataloged asset:
 
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Select Asset > Mail To.
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Storing Assets on FTP Servers
The URL AssetStore Module also enables you to upload cataloged assets to FTP servers by using the Cumulus menu commands. It also allows you to employ FTP servers as the Central Asset Locations for catalogs.
Moving an Asset to an FTP Location
To move an asset to an FTP location:
 
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Select Asset > Move To.
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Select the URL AssetStore and click OK. A window for entering an URL opens.
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Copying an Asset to an FTP Location
To copy an asset to an FTP location:
 
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Select Asset > Copy To.
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Select the URL AssetStore and click OK. A window for entering a URL opens.
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Central Asset Location on FTP Server
Each individual catalog can be configured, so that Cumulus saves a copy of each cataloged asset to a specific location (called a ’Central Asset Location’). This option allows for the quickest possible way to locate and track a catalog’s assets. The URL AssetStore Module­ enables you to employ an FTP server as a Central Asset Location for a catalog.
NOTE: Only the Cumulus Administrator is allowed to change the properties of a catalog which define the Central Asset Location.
To set a URL as Central Asset Location:
 
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Select  Cumulus /  Edit > Preferences.
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Click Catalog Settings.
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Click General. This tab includes the options on central asset location.
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Click Browse to choose the location.
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Select the URL AssetStore and click OK. A window for entering an URL opens.
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Click Apply to save your changes.
Working with Images
Cumulus provides special functions for users who work with images:
These special functions are described in the following sections. For a description on how to convert cataloged images, see “Converting Image Assets", and to learn how Cumulus supports Open Prepress Interface, see “OPI System Support".
Editing Images
The Cumulus Image Editor makes self-service image processing easy for anyone. Get the quick edits you need of your cataloged images. Cumulus offers image cropping as well as calibration tools that can enhance the color, sharpness and brightness of your images.
Image Editor
The features of the Image Editor apply to any asset that can be previewed in Cumulus. Start the Image Editor by selecting Asset > Image Editor.
Use the slider of the Navigator to zoom in and out the selected image. Clicking on the icons at the edges of the slider also zooms in and out. Double-clicking the navigation image optimizes the display size of the image for the window size of the Image Editor. The statusbar at the bottom of the window displays the zoom factor, the size of the image, its color space and color mode.
The various tools for image editing are offered on the toolbar. Click the icons to activate a tool and see its options.
To save the image modifications performed with any of the tools described in the following sections, click the Save icon ( ) in the Image Editor toolbar. Then you may define the file format and color space (and compression rate or image quality, if applicable for the chosen file format) for the edited image. The following options for saving a file are offered:
Save as new version of asset (only available if asset versioning is enabled for the respective catalog, either via Vault or via File System Versioning).
Save as new asset – creates a new asset and, if desired, assigns it as variant to the original asset
Overwrite asset – replaces the original asset with the modified file
Export to file system – saves the modified file to any place on your file system
IMPORTANT! Embedded digital photo metadata (IPTC, XMP or EXIF) that may have existed in the original file, will not be saved with the edited image.
The following sections describe how each of the Image Editor tools work.
Cropping
The Crop tool is used to reduce the visible area of an image.
To begin cropping, click the image and draw a box around the desired area. Before accepting the crop, you can adjust the edges of the selection. Simply place the cursor over one of the four side handles and drag to the desired location. While adjusting the cropped area, you can review the coordinates of the crop in the fields on the right.
You can also enter the desired size of the area to be cropped. This is useful for cropping an image for specific print or screen sizes, such as 4x6 or 640x480. If you enter a size, a box according to the dimensions is displayed and can be dragged over the image. To add sizes click the button.
You can adjust the unit of dimension by selecting pixels, inches or centimeters in the Unit list.
Select the resolution for the cropped area from the Resolution list.
Click Crop to accept the crop.
Click Cancel to exit the Crop tool.
Rotating
The Rotate tool is used to adjust the angle of an image. You can rotate by 90 degrees clockwise and counter clockwise, and by 180 degrees. You can flip the image horizontally (along the vertical axis) and vertically (along the horizontal axis.)
TIP:  
If you want to rotate JPEG images, you might prefer to use the Transform JPEG Original command in the Asset menu.
Click the button for the desired rotation.
Adjusting Brightness and Contrast, Gamma and Colors
This tool offers to adjust the tonal range of your images through brightness and contrast, the gamma value and colors.
Select the desired adjustment from the pull down menu. Depending on the selected adjustment., you are offered different options.
To see the result of your modifications in real time, activate the Live Preview option.
Click Apply to accept the adjustments.
Click Cancel to exit the tool.
Brightness and Contrast
It can help to correct blurry images and bring out fine details in tone. Dragging the sliders to the left decreases the levels of brightness and contrast; dragging them to the right increases the levels.
When Preserve Color option is activated, you can change brightness and contrast without losing color. (Only the brightness information of the image is affected by the modification, the color shades are left unchanged.)
Gamma
The gamma value of an image affects the way how its colors are perceived.
Dragging the slider to the left decreases gamma value; dragging it to the right increases the value.
Color
The options offered depend on the color space of the asset.
Dragging the sliders to the left decreases the levels; dragging them to the right increases the levels.
Resizing
The Resize tool is used to change the size of an image. To resize an image, define the new width and height in the corresponding fields. To maintain the current proportions of width to height, activate the Keep Proportions option.
The original resolution of images is not affected by resizing with Cumulus.
Click Apply to accept the resizing.
Click Cancel to exit the tool.
Applying Filters
Select a filter type from the pull down menu. Depending on the filter type you can define the strength and the radius range for the filter (1-100.) The radius determines how far the filter considers surrounding pixels that affect the filter action. Select the radius according to the image resolution.
The following filters are available:
TIP:  
The Average Blur as well as the Gaussian filter decrease high-frequency details and can produce a hazy effect.
TIP:  
Applying the Sharp filter is recommended when scaling up images to keep their visual sharpness as high as possible.
To see the result of your modifications, you can activate the Live Preview option. To avoid time consuming live preview recalculations, you should activate this option after you changed the filter parameter values.
Click Apply to have the filter applied.
Click Cancel to exit the tool.
Working with Raw Images
Cumulus supports raw image formats of a wide array of digital cameras. You can find and organize raw image formats efficiently. Cumulus can extract metadata of raw image formats and store it in Cumulus catalogs. Additionally, EXIF information (camera settings, date, aperture and shutter speed etc.), and depending on the camera model, annotations and GPS are also captured when cataloging. Even Canon thumbnail files (THM) are supported. Converting assets stored in raw image format to JPEG and TIFF images on-the-fly is a breeze with Cumulus.
The Digital Camera Raw Filter enables Cumulus to capture information when cataloging raw image formats and to preview raw image formats. The captured information will be stored in Cumulus record fields.
The Digital Camera Raw Filter can capture metadata from the different raw image formats defined by leading camera manufacturers, namely, Canon, Fuji, Kodak, Minolta, Nikon, Olympus, Sigma, Sinar and Sony. Check Canto’s website for a detailed list of which cameras are supported.
Most cameras supporting Canon CRW files create additional thumbnail files (THM files). The Canon Raw Metadata Support enables Cumulus to capture metadata from these files and to manage these files. For more information, see “Canon DC Raw Image & Thumbnail File"
Cataloging Raw Image Formats
When cataloging raw image formats, your catalogs and Asset Handling Sets have to be prepared for this. The catalogs in which you want to manage your raw images must provide the corresponding record fields to store the special raw image information and the Asset Handling Sets you want to employ must have the Digital Camera Raw Filter activated. Its format entries must be in a certain sequence to achieve best results.
Captured Information
When cataloging, the Digital Camera Raw Filter can capture the following information from your raw images:
Of course the filter can only capture the information contained in the cataloged images. The captured information will be stored in Cumulus record fields. The corresponding record fields have to be included in the catalog to which you want to add the raw images.
Some of the fields above may not be active in the catalog to which you want to add the raw images. To include them in a catalog, you have to add the corresponding fields to the Record Fields in the Catalog Settings dialog before cataloging your documents or updating your records. (For details on how to add record field to a catalog, see “Adding Fields".) Note that only the Cumulus Administrator or a user who has the appropriate permissions is allowed to change the settings of a catalog and add record fields.
Format Entry Order
The Digital Camera Raw Filter is the only Cumulus filter that can read raw images. However, the entry numbers of the formats supported by this filter are important. When cataloging, Cumulus starts searching for matching formats at the lowest entry number. It employs the formats according to their entry numbers (lowest entry number first). If you want the Digital Camera Raw Filter to be employed for assets, check the order of the format entries in the Asset Handling Set you use for cataloging.
In order to ensure the Digital Camera Raw Filter works ideally for cataloging assets, you have to move the entries for the formats supported by it up in the list, so that they are at least before the first format supported by the TIFF Filter. The Sinar DC Raw Image Format should have a lower entry number than the first format supported by the Photoshop Filter.
Defining Filter Properties
The Digital Camera Raw Filter allows you to define properties for the different formats supported by this filter.
* Mac File Types with 3 characters only end with a space
These properties are important for cataloging and previewing. For cataloging they are important only if you have activated the option Entire Asset under Create Thumbnail from on the Thumbnail tab of the Asset Handling Set employed for cataloging. Then the values set for the color settings and the color interpolation are used for creating the thumbnail.
For the previewing of each of the formats, you can define the source for a preview (thumbnail or entire image). If the source for the thumbnail to be created or the preview to be shown is the entire asset, the color settings and the color interpolation can be set.
For details on how to define these properties, see the Cumulus Filters Guide.
Canon DC Raw Image & Thumbnail File
Most cameras supporting Canon CRW files create additional thumbnail files. Along with a 160 x 120 JPEG thumbnail of the original image in the associated CRW file, these files contain the EXIF information and optionally IPTC information. They always have the same name as the original CRW file, but with a THM file extension.
Cumulus supports these THM files. If the Canon Raw Metadata Support is activated in the Asset Handling Set employed for the CRW image, the THM files are treated as follows:
NOTE: If the Canon Raw Metadata Support is activated when cataloging, you get a list displayed that informs you of the THM files that have not been cataloged.
The Canon Raw Metadata Support is activated by default. If you want to deactivate it for certain Asset Handling Sets, see “(De)activating Asset Handling­ Modules".
Working with Office Documents­
Cumulus provides special support for documents of certain office systems. This special support is based on specific support modules.
Special support is provided for documents of the following office systems:
When cataloging, Cumulus can capture all office document information such as author, dates and version, and even all text contained in the document.
If you have installed PowerPoint on the Client machine, the Cumulus PowerPoint Filter will create high quality previews and thumbnails for PowerPoint assets. You can also create new presentations out of your cataloged single slides directly in Cumulus. When you are working with Microsoft PowerPoint, Cumulus allows you to insert cataloged assets into presentations. For more details see “PowerPoint Support­", and “The PowerPoint Add-In”.
Special Modules for Office Documents
The special modules for office documents are:
Note that some of these are optional add-ons which may not be available with your Cumulus configuration.
Asset Store Modules for Office Documents
Some of the special AssetStores for office documents enable Cumulus to create records for pages, sheets or slides of office documents. These records are created in addition to a record for the entire document. Other special AssetStores enable Cumulus to create one record for each picture embedded in an office document while cataloging. All these records are created in addition to 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 “related sub asset”. A category for each document will automatically be created and the records are assigned to these categories. For further details on such AssetStores, see “Asset Storage Modules".
NOTE: If none of the special AssetStores is activated for the Asset Handling Set used, Cumulus will just create one record for the entire asset.
NOTE: Apple QuickTime must be installed on your Windows system to extract previews for some file formats embedded in Microsoft Office for Mac OS X documents.
Asset Processor Modules for Presentations
The MS PowerPoint Asset Processor and Office Open XML Presentation Processor enable the user to create PowerPoint presentations from selected PowerPoint assets (slides, presentations) and image assets within Cumulus. For further details on such Asset Processors, see “Asset Processor Modules". (For more information on how to use the PowerPoint/Presentation Asset Processors, see “Creating Presentations".)
Cumulus Office Document Filters
The office document filters can capture:
NOTE: All office document filters support AXR (Asset Cross References).
The following formats are supported by Cumulus office document filters:
Some office document filters have properties that you can change. The range of options depends on the filter. For details on how to define the properties of filters, see the Cumulus Filters Guide.
Configuring
To have the fully functional range of Cumulus for office documents available, the Cumulus catalogs in which you want to store special additional information on cataloged documents have to be prepared. (See “Preparing Catalogs” for details.)
Preparing Catalogs
Of course the office document filters can only capture the information contained in the cataloged documents. The captured information will be stored in Cumulus record fields. The corresponding record fields have to be included in the catalog to which you want to add the office documents.
Some of the fields ’fed’ by the special office filters and support modules may not be active in the catalog to which you want to add the documents. To include them in a catalog, you have to add the corresponding fields to the Record Fields in the Catalog Settings dialog before cataloging your documents or updating your records. (For details on how to add record field to a catalog, see “Adding Fields".) Note that only the Cumulus Administrator or a user who has the appropriate permissions is allowed to change the settings of a catalog and add record fields.
Cataloging Outlook Messages
Cumulus lets you catalog mail messages stored in the Microsoft Office Outlook Message Format (file extension: msg) and all attachments or embedded images as separate assets along with it. The Compound Document Filter will capture mail addresses to the record fields Email CC, Email From, Email To and the text of the message to the Document Text record field.
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. These 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 message.
To have the full support for Outlook messages, you must use an Asset Handling Set that has the Outlook Message AssetStore activated for cataloging and the catalog must provide the corresponding record fields. (For details on how to add record fields to a catalog, see “Adding Fields". For a description on how to customize an Asset Handling Set see “Editing An Asset Handling Set".)
PowerPoint Support­
This section covers the basics of working with the Cumulus PowerPoint support modules for Windows and Mac OS X. It describes how to catalog PowerPoint presentations including slides, how to work with cataloged slides in Cumulus and how to import cataloged graphic files and slides directly into Microsoft PowerPoint presentations.
For information on how to use the Presentation Asset Processors to create PowerPoint presentations from selected PowerPoint assets (slides, presentations), image assets and previews of other asset formats within Cumulus, see “Creating Presentations".
Formats and Requirements
Cumulus offers different modules for supporting the different PowerPoint formats:
The MS PowerPoint AssetStore, the MS PowerPoint Picture AssetStore and the PowerPoint Filter handle presentations in PowerPoint 97-2004 format (*.ppt).
To have full support for files of this format, a Microsoft PowerPoint installation is required on the computer where you are working. Microsoft PowerPoint  97/2000/XP/2003/2007/2010 or  2004/2008 is required.
The Office Open XML Pages and Slides AssetStore, the Office Open XML Pictures and Media AssetStore and the Office Open XML Filter handle presentations in Office PowerPoint 2007/8 format (*.pptx and *.ppsx). If you are working with Office PowerPoint 2007/8 formats, a PowerPoint installation is not required – unless you want to generate high quality previews or thumbnails for slides.
The PowerPoint support AssetStore modules enable Cumulus to create records for slides as well as for images and objects embedded in a presentation. The PowerPoint support filter modules create high quality previews and thumbnails if the corresponding PowerPoint application is installed on the Client machine.
Most Cumulus PowerPoint support modules run on Windows and on Mac OS X. Under UNIX, only the Office Open XML Presentation Processor and the document filters (Compound Document and Office Open XML) are available.
The fact that some PowerPoint support components employ Microsoft PowerPoint in the background may sometimes result in slow performance of some functions.
Employing the PowerPoint Support Filter Modules
The PowerPoint support filter modules (PowerPoint Filter, Office Open XML Filter) deliver better thumbnail and preview quality for PowerPoint assets than the Compound Document Filter, but the Compound Document Filter is faster, does not require PowerPoint and works on all platforms. To employ the PowerPoint support filter modules for cataloging those formats it supports, you have to move the format entries up in the list at least before the corresponding entries of the Compound Document Filter.
BACKGROUND INFORMATION:  
When cataloging, Cumulus starts searching for matching formats. Cumulus employs the formats according to their entry numbers (lowest entry number first) in the Asset Formats list of the employed Asset Handling Set.
NOTE: for Mac OS X only
For PowerPoint 2008 assets (*.pptx and *.ppsx) numbered thumbnails will be created for slides, no individual ones. Previewing a slide will display its thumbnail. These restrictions are due to the fact that Microsoft decided to remove the VBA/OLE technology from Office 2008 for Mac OS X.
Cataloging the Slides of a Presentation
To catalog the slides of a PowerPoint presentation, you simply catalog the PowerPoint presentation file – using an Asset Handling Set that has the corresponding office AssetStore(s) activated. Then Cumulus will automatically catalog the presentation and all slides contained. A root category named PowerPoint is then automatically created as well as a subcategory with the same name as the presentation. All slides will be assigned to the presentation’s category. If the slides contain embedded pictures or other media and the corresponding Picture or Pictures and Media AssetStore is activated, a record of embedded media will be created. A subcategory for each slide of the presentation file is automatically created and the media’s records are assigned to these categories.
Records for the PowerPoint presentation file and each of its slides will be created, indicating that the cataloging process was successful.
NOTE: No Individual Thumbnail!
If no individual thumbnail was created for a slide’s record – although PowerPoint is installed –, the reason could be that the slides contain one or several media that can’t be opened by the PowerPoint application (e.g. linked images or embedded objects). If such an individual record could not be created, a default thumbnail is used. For PowerPoint 2007 assets (*.pptx and *.ppsx) the slide number is added to the thumbnail embedded in the presentation.
Working with Records of Slides
Certain functions in Cumulus work slightly differently for records of PowerPoint slides. The following sections describe only these specific functions.
Showing Location
If you select
Asset > Show Location for the record of a cataloged slide, Cumulus opens the presentation in PowerPoint and displays the selected slide – if the corresponding PowerPoint application is installed on the computer running the Cumulus Client.
Copying Slides or Creating New Presentations
If you select
Asset > Copy To for the record of a cataloged PowerPoint slide and select a folder as the destination, Cumulus creates a new presentation containing the selected slide. If you select an existing presentation as the destination, Cumulus adds the selected slide at the end of the presentation if the corresponding PowerPoint application is installed on the computer running the Cumulus Client.
Deleting
If you select
Edit > Delete for the record of a cataloged PowerPoint slide and select the option Delete Record and Asset, the selected slide will be deleted from the catalog as well as from the presentation (with PowerPoint 97-2004 format (*.ppt) only.)
The PowerPoint Add-In
The Cumulus PowerPoint Add-In enhances your Microsoft PowerPoint application with additional functions. It enables you to import cataloged slides, pictures and media from Cumulus into Microsoft PowerPoint presentations. You may import all picture and media formats which PowerPoint supports.
These functions are accessible within the PowerPoint application. They are added as an icon to the toolbar and as options to the menus. Different ways are offered to import cataloged assets:
via the Insert menu options
Slides from Cumulus­ or Picture > From Cumulus­
NOTE: Drag and Drop without Add-In
 Microsoft PowerPoint 2008 supports drag & drop of cataloged pictures and media from Cumulus into the PowerPoint application. Click the ALT key and drag & drop the record into the PowerPoint presentation.
 Microsoft PowerPoint 2007 supports drag & drop of cataloged pictures and media from Cumulus into the PowerPoint application.
Integrating the PowerPoint Add-In
The installation and integration of the Cumulus PowerPoint Add-In is different for each operating system.
Under Windows
Under Windows the Cumulus PowerPoint Add-In is available for Microsoft PowerPoint 97/2000/XP/2003/2007/2010 (32-bit only). It can be installed and integrated with the standard Cumulus Client installation process. If the PowerPoint Add-In option of the Choose Install Set dialog was activated during installation, the Cumulus menu entries and icons will be available in PowerPoint application.
But you can also install and integrate the add-in later. For this purpose Canto provides a script for installation. This script as well as one for uninstalling can be found in the corresponding language subfolder of the PowerPoint folder in the Adapters folder inside the Cumulus Client installation folder, e.g. C:\Program Files\Canto\Cumulus Client\Adapters\PowerPoint\en
Any script has to be executed with administrator permissions. Use right-click to invoke them.
Use the script InstallAddin.cmd to install the Cumulus PowerPoint Add-In. The Cumulus PowerPoint Add-In will be installed for all users on the machine and the Cumulus menu entries and icons will be available to any user of the PowerPoint application. To uninstall the add-in, use the Uninstall­Addin.cmd script.
NOTE:  Macro Security of Microsoft PowerPoint
For adding the Cumulus PowerPoint Add-In, the macro security level of your PowerPoint application must either be set to medium or low. To set the security level, you have to open your PowerPoint application and select Tools > Macro > Security.
Under Mac OS X
To integrate the Cumulus PowerPoint Add-In with the PowerPoint application of MS Office:
 
1.
2.
Select Tools > Add-Ins. A dialog opens that lists all available Add-Ins for your PowerPoint installation.
3.
Click the Add button. A standard dialog for selecting opens.
4.
Navigate to the Adapters folder of your Cumulus Client installation folder. Open the Adapters folder, then the PowerPoint folder and finally the en folder. Select Import from Cumulus and click Open.
The list with all available Add-Ins for your PowerPoint installation is displayed and now contains the entry Import from Cumulus. Make sure the Import from Cumulus checkbox is activated.
5.
Click OK.
Now your PowerPoint application is aware of the Cumulus PowerPoint Add-In and the menu entries and icons will be available accordingly.
Importing Cataloged Slides, Images or Objects
You can import cataloged slides, images and objects (media) from Cumulus into Microsoft PowerPoint presentations. You may import all image and object formats which PowerPoint supports.
When you import cataloged slides, they are always added at the end of the current presentation and the layout of the master slide is applied. When you import cataloged images or objects, they are inserted into the current slide. To import cataloged slides, images or objects:
 
1.
2.
NOTE: Cumulus must have access to the assets – wherever it is stored: on your hard disk, in Cumulus Vault, on an FTP server...
3.
4.
5.
Click on or select
Insert > Slides from Cumulus or
Insert > Picture > From Cumulus
(in 2007/8 MS Office System to be found on the Add Ins tab).
NOTE: For Cumulus Vault Users Only!
If the asset is stored in Cumulus Vault and the option Ask for Version to Get is activated Cumulus will prompt you to select the version.
6.
 
NOTE: You may also select multiple assets to be imported. Cascading files will be inserted on top of each other in the same order as viewed in Cumulus (last on top.)
BACKGROUND INFORMATION: Linked and Embedded Objects
The main differences between linked objects and embedded objects are where the data is stored and how it is updated after it is placed.
Linked: When an object is linked, information is updated if the source file was updated. Linked data is stored in the source file only. The presentation stores only the location of the source file and displays a representation of the linked data. Use linked objects if file size is a consideration. But be aware that you have to copy the linked objects separately if you copy the presentation to another storage media or computer.
Embedded: When an object is embedded, information in the presentation doesn't change if you modify the source file. Embedded objects become part of the presentation and, once inserted, are no longer part of the source file.
Working with InDesign Documents­
Cumulus provides special support for InDesign documents. This support is based on specific modules which allow:
Cumulus’ enhanced support for InDesign documents is provided for documents of InDesign version 1.x, 2, CS, CS 2, CS 3, CS 4 and CS 5.
When cataloging, Cumulus can capture general document information. If you have installed the Cumulus Plug-in for Adobe InDesign on the machine where the InDesign documents are created and edited, Cumulus can also capture specific document information. (See “Plug-in for InDesign” for details.)
Special Modules for InDesign Documents
The special modules for InDesign documents are:
Note that some of these are optional add-ons which may not be available with your Cumulus configuration.
Plug-in for InDesign
The Cumulus Plug-in for Adobe InDesign enables Cumulus to embed the metadata of an InDesign document into the XMP (EXtensible Metadata Platform) part of the document. The Cumulus InDesign Filter and InDesign AssetStore can make use of such metadata and capture information on InDesign documents when cataloged or previewed. The InDesign AssetStore requires such metadata to extract pages in order to provide separate records for these pages.
Installing the InDesign Plug-in
The Cumulus Plug-in for Adobe InDesign has to be installed on each computer where the InDesign documents you want to catalog are created or edited.
The Cumulus Plug-in for Adobe InDesign is provided with any Cumulus standard installation. You find them in the Adapters folder in your Cumulus installation folder.
Under Windows different files or folders are provided for the different Adobe InDesign versions:
Under Mac OS, different files are provided for the different Adobe InDesign versions:
To install the plug-in for Adobe InDesign:
 
1.
Copy the CumulusDocWatch file for your InDesign version to the Plug-Ins folder of the Adobe InDesign installation.
Captured Information
The Cumulus Plug-in for Adobe InDesign stores the following information from an InDesign document to a Cumulus TAG file:
With CS2 or later a TAG file provides the information for a multipage preview of an InDesign asset to the InDesign Filter.
InDesign AssetStore Module
Based on the information stored in the TAG file (created by the Cumulus Plug-in for Adobe InDesign), the InDesign AssetStores enables Cumulus to create one record for each page of the InDesign document during the cataloging process. All 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”. A category for each document will automatically be created and the records are assigned to these categories.
NOTE: If InDesign AssetStore is not activated for the Asset Handling Set used, Cumulus will just create one record for the entire asset.
InDesign Filter
The Cumulus Filter for Adobe InDesign captures the following information from an InDesign document:
Based on the information stored in the TAG file (created by the Cumulus Plug-in for Adobe InDesign), the InDesign Filter can also capture the following information:
 
Defining Filter Properties
The Cumulus InDesign Filter allows you to define properties of assets cataloged with this filter. Under Preferences > Asset Handling Sets > Asset Formats tab, select the InDesign Filter entry and click on Properties. The Filter Setup dialog opens.
You can decide whether the thumbnail and preview for an asset should be created from page or spread. Note that thumbnail and preview creation is only possible for the entire document and not for induvidual pages. Another setup definition enables Cumulus to extract the text contained in the file to the Document Text  record field. If this option is activated, you can enter the maximal number of characters you want to extract.
Configuring
To have the fully functional range of Cumulus for InDesign documents available, some configurations have to be made:
Preparing Catalogs
Of course, Cumulus can only capture the information contained in the cataloged assets. The captured information will be stored in Cumulus record fields. The corresponding record fields have to be included in the catalog to which you want to add the assets.
Some of the fields “fed” by the special InDesign modules may not be active in the catalog to which you want to add the InDesign documents. To include them in a catalog, you have to add the corresponding fields to the Record Fields in the Catalog Settings dialog before cataloging your documents or updating your records. (For details on how to add record fields to a catalog, see “Adding Fields".) Note that only the Cumulus Administrator or a user who has the appropriate permissions is allowed to change the settings of a catalog and add record fields.
Optimizing Asset Handling Sets for InDesign Support
To optimize an Asset Handling Set for InDesign support:
Further Special InDesign Support
The following modules also provide special support for InDesign documents:
Assigning Individual Permissions for Records­ and Categories­
User permissions can be defined for individual asset records, categories and even subcategories. Permissions Templates enable you to assign, remove or explicitly set asset or category permissions for users or entire groups at once. Make an asset record (or category) selection and choose a template to apply. This greatly reduces the tedium of making permission assignments to individual asset records or categories.
Optional feature! May not be available with your Cumulus configuration.
Individual Record/Category Permissions
This feature enables you to assign individual permissions to selected records or categories. These permissions can expand the record or category permissions set for a user (or user group) for the catalog in general. For each record and category, you can define permissions for functions and the users who are allowed may perform the allowed functions. For categories, you can also pre-define the permissions for subcategories created under the selected category.
The individual record or category permissions 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 if this permission is set with individual record or category permissions or not.
EXAMPLE:  
You have a student working with you temporarily. This person is allowed to open all catalogs, but is not allowed to delete records from any of the catalogs. For testing purposes, you can give this person the Delete Record permission for selected records only.
Cumulus provides a Properties dialog for each record and category where you can define the permissions. You define which users are allowed to perform selected functions. The functions for records and categories are different.
With User Manager in standard mode, you can assign specific users to the record or category permissions you define. With User Manager in advanced mode, you can also assign roles to the permissions for the selected record/categories. When assigning roles, a list of available roles is displayed for selection. When assigning users, you can use search criteria to get a list of available users. The possible search criteria depend on the authentication method. With the Cumulus Built-in and LDAP authenticators, you can search for login names by default. The System authenticator is not supported for user identification. The search criteria for both the Cumulus Built-in and LDAP authenticators, can be configured. (For details, see here.)
Assigning permissions to selected records can only be done by users who are given the permission Modify Record Permissions for the selected records. The same goes for categories: assigning permissions to selected categories can only be done by users who are given the permission Modify Category Permissions for the selected categories.
You can allow users to modify record and/or category permissions in general by assigning them the Application permissions Modify Record Permissions and/or Modify Category Permissions (User Manager: User/Role Properties > Permissions > Application Permissions.) These Application permissions can be restricted to certain catalogs only.
Additional Information on Category Permissions
Moving Categories
To move a category, the user needs the permission
Modify Category for the category to be moved and the permission Create Category for the ’absorbing’ category (the category which will house the moved category). A moved category maintains its permissions.
Permissions for Subcategories
This new feature, also called child permissions, enables you to define permissions for any subcategory created under the selected category. The Properties dialog window for categories offers a Permissions for Subcategories tab to define these permissions. Subcategories can either inherit the permissions defined for the ‘parent’ category, or they can have their own permissions. Note that once a subcategory is created, its permissions can be modified individually.
By default, permissions are copied from the parent category. Any subcategory created under this parent category will have the same permissions as its parent category.
If you want define explicit permissions for subcategories created under the selected parent category, activate the Defined below option. Then the permissions as defined under Subcategory Permissions are copied for a subcategory when it is created. How to define the explicit permissions, is explained on here.
NOTE: If you change any permission settings for a ’parent’ category, you will be asked whether these changes should be applied to its subcategories as well.
Record and Category Permissions with Cumulus 7 Clients only
Application Permissions for users include Open Catalog with any Cumulus Client (needed to get access to the catalog in order to open it; e.g with a Cumulus Client application to get the catalog displayed in the Catalog Access window.) “Any Cumulus Client” includes the Cumulus Client application, Web Publisher Pro, Internet Client Pro, Web Client, Sites, HELIOS Companion, and any individually programmed application based on Cumulus Java Classes. However, Record and Category permissions are valid with Cumulus 7 Clients only.
If you make use of this feature, you should restrict the Open Catalog permission to Cumulus 7 Clients only. The access can be restricted to certain Cumulus Client versions and variations. See the “Client Groups” section in the Cumulus Administrator Guide, for further information. If you have set up any Client Group, the options for the Catalog Permissions will be enhanced with an entry Open Catalog with for this group.
SPECIAL TECH INFORMATION: Configuring Authenticators’ User Search Criteria
When searching for users on the Record/Category Properties Permissions tab, the Cumulus Built-in and LDAP authenticators search for login names by default. The default search criteria with the LDAP authenticator can be changed in the LDAP.xml file (located in the conf folder inside the Cumulus Server installation folder.) The default search criteria for the Cumulus Built-in authenticator can be extended. Cumulus can also search for first, middle or last name. In order to activate these search criteria, you have to open the Users catalog with a Cumulus Client and enable the corresponding record field (First Name. Middle Name and/or Last Name) for contain-searching.
Setting Permissions for Selected Records and Categories
To set individual permissions for selected records/categories that define permissions for functions and the users who are allowed to perform the allowed functions:
 
1.
2.
Open the context menu for these records/categories (with the right mouse button / Control key + mouse) and select Properties. The Properties dialog window appears.
3.
Click on the Permissions tab.
4.
If you want to use a Permissions Template, click on the Use Template button. This opens a dialog for selecting the desired template. For a description on how to set up Permissions Templates, see “Permissions Templates".)
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 the Find button. 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.
5.
Click Apply to save your changes and select the next user/role you want to assign permissions to.
OR
Click OK to save all changes and close the Properties window.
To define explicit permissions for any subcategories created under a selected category:
 
1.
2.
Open the context menu for these records/categories (with the right mouse button / Control key + mouse) and select Properties. The Properties dialog opens.
3.
Click on the Permissions for Subcategories tab.
4.
Activate the Defined below option.
5.
If you want to use a Permissions Template, click on the Use Template button. This opens a dialog for selecting the desired template. For a description on how to set up Permissions Templates, see “Permissions Templates".)
Add the user(s) and/or role(s) to which you want to assign the 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 the Find button. 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.
Under Subcategory Permissions, enable the permissions you want the user(s) to have (in addition to the permissions already given). (For more information on the permissions, see “Overview: Permissions Templates".)
6.
Click Apply to save your changes and select the next user/role you want to assign permissions to.
OR
Click OK to save all changes and close the Properties window.