Uploading files

Uploading files

You must be assigned permission to catalog files in Portfolio.

The upload process is slightly different between vault catalogs and Watch Folder catalogs.

For both catalog types, the cataloging status is displayed at the bottom of the main window in the Status bar. For a more detailed report of cataloging status, see Jobs.

The All Assets organizer icon looks like .

Notes

In a vault catalog, files are copied to the vault, a secure location on the Portfolio server. Files here cannot be accessed using Windows Explorer or the Macintosh Finder, and cannot be opened directly by other applications.

The vault allows you to keep your files secure. Users with the Check Out Assets permission can check assets out, make changes, and check them back in; Portfolio will automatically create a new version of an item when it is checked back in.

In Watch Folder catalogs, your original files are copied to a Watch Folder and are always accessible to users who have access to that folder.

To upload files to a vault catalog:

  1. You can select a folder or subfolder in the vault where you would like to add your files.

    If you do not select a vault folder, files will be uploaded to the main catalog folder.

  2. Click the Add Assets menu on the toolbar and choose Upload.

  3. Navigate to the local or network location where the files to be uploaded are located, then select the files to upload.

  4. Click Choose or Open to upload the selected files.

You can also add files that are stored on the Portfolio server system to a vault catalog. See Ingesting files for details.

Note: A catalog can be set up to allow only certain file types to be added. If you receive a message about Excluded Files, it may be because of a file type restriction. Check with your Catalog Administrator.

To upload files to Watch Folder catalog:

  1. Select the folder where you would like to upload files.

  2. Click Add Assets on the toolbar.

    For Watch Folder catalogs, Add Assets is not a menu.

  3. Navigate to the local or network location where the files to be uploaded are located, then select the files to upload.

  4. Click Choose or Open to upload the selected files.

Note: While uploading audio or video files, Portfolio will create a preview clip. The preview may not be available immediately; when a clip is available to play, the file’s icon will show a small “movie camera”  indicator. You can then double-click the file to open it in Preview mode and play the preview clip.

Managed Upload

The catalog administrator may require you to enter certain metadata for the files you upload. If so, a window will open, displaying the metadata fields to be filled in.

Required fields will be marked with a red asterisk. All other fields are optional.

  1. Enter appropriate metadata for the files you are uploading.

    If some metadata does not apply to some of the files, you can either cancel the upload and try again with only those files that should share metadata, or proceed with the upload and edit the metadata after the upload is complete.

  2. Click Submit to start the upload.

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