Ingest covers a multitude of options that can be applied to assets as they are added to a Portfolio catalog.
All of these options can be specified by a Catalog Administrator.
Ingest settings fall into three categories: Cataloging Options, that allow you to restrict the files that are allowed in a catalog and create basic keywords based on a cataloged file’s name and location; Managed Upload, that allows you to specify metadata that a user must apply to assets as they are added to a catalog; and Previews, that lets you specify restrictions on and the location of preview files that Portfolio generates for image and media assets.
To access the Ingest settings, click Catalogs on the left, select a catalog, then click Ingest above the panel on the right.
Cataloging Options
Create Keywords from Path
Often, a user will catalog files that exist in a specific organized folder structure. Portfolio can leverage this structure and create keywords for each cataloged file based on its path and filename.
Under Create Keywords from Path, select one or more path components to include as keywords.
File and Folder Exclusions
Portfolio can be forced to ignore files with a specific filename by creating an “exclusions” list of file names or patterns.
Under File and Folder Exclusions, there is a list that is pre-populated with common patterns of files that you will probably want to exclude from your catalogs.
To exclude other files or folders that follow a specific naming pattern:
Select the file name search parameter from the drop-down menu: Starts with, Ends with, or Contains.
Enter the filename or partial name that you want to exclude from cataloging. (Letter case is ignored.)
Click +.
Portfolio searches each path name and each segment of the path for text strings matching any of the parameters you enter. For example, if you enter Starts with: DUP and Ends with: 97, Portfolio will exclude Duplicate_PH050, Report_97, and C:\Duplicates\Image.jpg.
To exclude specific file types from your catalog, add an Ends with entry specifying the file extension to exclude. Note that you may need to create more than one entry, such as .tiff and .tif to exclude all TIFF files.
To remove an exclusion, select it in the list and press Delete.
File Types
You can configure a catalog to allow only files of specific types, such as Audio. Portfolio’s file type definitions include files with one or more extension; the Audio file type includes the extensions aac, aif, aiff, aifc, au, snd, m4a, mp3, ogg, wav, and wma.
By default, catalogs accept files of all types. To change the file types allowed in a catalog:
Under File Types, select Catalog Only to reveal a list of file types that will be cataloged.
In the list of file types, clear the check boxes for the types of files that you want to exclude from the catalog.
To view the file extensions that are included in a file type, click the file type in the list.
Changes are saved automatically, so when you are finished updating your catalog, you can start another task or log out from Portfolio Administration.
If you don’t need to restrict files by type, then select Catalog All File Types.
Custom File Types
You can add a file type and associated list of file extensions.
Click + below the list of file types.
Enter the Custom Title for your file type.
You cannot re-use an existing file type.
In the Extensions field, enter a list of file extensions to include in your file type. Separate the file extensions with commas. You should not include the “dot” as part of the extension.
Click Add File Type.
To edit a custom file type, select it in the list, make your changes, then click Update File Type.
To delete a file type, select it in the list and click − below the list of file types. Note: You are allowed to delete default file types.
To reset default file types, click Reset Defaults.
Managed Upload
Portfolio allows you to request or require the user to add certain metadata when they add files to a catalog. This is called Managed Upload.
To enable Managed Upload, check the box labeled Use Managed Upload.
The list on the left shows the metadata fields available to the catalog; the list on the right shows the metadata to be entered when a file is added to the catalog.
Form Header: Enter a message to display to a user when they are prompted to enter metadata for uploaded files.
Fields: When a user uploads files, they will be prompted to enter data for the fields listed on the right. Drag fields from the list on the left into the list on the right.
Required: Check this box for each field that must be filled in before the user is allowed to upload files.
Drag entries within the list on the right to re-arrange them; select an entry and press Delete to remove it.
Click Apply to set the Managed Upload criteria for the selected catalog, or click Revert to return to the last-saved configuration.
Previews
Portfolio creates a preview image or clip of each file that you catalog. This allows clients to see high-quality previews of cataloged assets without directly accessing the original.
Portfolio can be configured to create and save preview files as assets are cataloged, or to create previews when they are needed.
If you choose to create previews as assets are being cataloged, the preview images or clips will be available to Portfolio Web and Desktop client users at any time. This is true even if the original file is offline—such as files cataloged from a DVD or network volume that is not currently mounted.
If you do not create previews as assets are cataloged, Portfolio will create previews when a Portfolio client user attempts to open a thumbnail’s preview. If the original file is offline, the client will display the thumbnail image instead of a high-quality preview or clip.
If Portfolio creates preview files or clips while assets are cataloged, the catalog will require more disk space. If previews are created on demand, server disk space requirements are reduced, but previewing an image will be slower.
Preview and clip options
Important: Preview images and clips can use a lot of disk space, especially if you choose large maximum image size, video resolution, and clip duration. If you anticipate that previews may exceed the disk space available on your server, you can change this path to a folder elsewhere on the server, or to a shared folder on the network that is accessible to the server.
Maximum image size: Specify the maximum dimension for the preview image. This value cannot exceed 4000 pixels.
Larger values result in larger preview images, which will consume more disk space.
Generate clips for audio/video files: Select this to have Portfolio generate a preview clip of any supported audio or video file that gets added to a catalog. If this option is disabled, then a preview image will be generated for video files. Preview clips will not be generated “on demand” for users.
Maximum video resolution: Specify the maximum resolution for preview clips. If the original video is of lower resolution than the selected option, the preview clip will retain the lower resolution.
Lower resolution clips will appear smaller or grainier on screen but will use less disk space.
Limit duration to: Set the maximum length of the preview clip.
Longer clips will use more disk space.
Save previews and clips in this folder: This is the path where preview images and clips will be saved. Type a new path or click Browse to select a new location.
The Portfolio Administrator can specify the default location for preview folders. See Server data locations.
To have your changes take effect, click Apply. If the target location for screen previews does not exist, Portfolio creates the new directory. The network path must be valid for Portfolio to create a preview folder.
Generating previews for previously cataloged files
You can have Portfolio generate screen previews for your files, even after they’ve been cataloged, using Portfolio Web or Desktop.
Open the catalog in the Portfolio Web or Desktop client.
Select entries in your catalog for which you want to create screen previews.
Right-click in the selection and choose Regenerate Thumbnail from the shortcut menu.