Catalog administration tasks
Exporting a Vault catalog
Before you delete a Vault catalog, you may wish to export the assets and optionally their metadata. These instructions assume you wish to export all assets; if not, you can create a gallery with the assets you want to export (or even just flag the ...
Adding Watch Folders
A Watch Folder catalog keeps track of the files in one or more folders (called AutoSync or Watch Folders); when a user adds or changes a file in one of these folders, Portfolio sees the change and updates the catalog as necessary (by cataloging a new ...
Custom catalog templates
If you expect to create multiple catalogs using the same custom settings, you can create a template to use as the basis for new catalogs. You can use an existing catalog as a template, or create a new catalog specifically for the purpose. A saved ...
Portfolio NetPublish sites
NetPublish Site management A Catalog Administrator can change the availability or completely delete any NetPublish sites associated with any of their catalogs from within Portfolio Administration. To enable or disable a NetPublish site, click ...
Reports
You can generate reports about Portfolio assets for a single catalog or all catalogs. The reports available are: Assets - Uploads: This report lists the assets, their catalog, who uploaded each, and when each was uploaded. Assets - Most Downloaded: ...
Smart Keywords
Configuring Smart Keywords To configure Smart Keywords for a catalog: Click Catalogs and select a catalog. Click Smart Keywords. Select the checkbox labeled Use Smart Keywords in this Catalog. You can select Smart Keyword newly cataloged assets to ...
Ingest settings
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 ...
Custom XMP namespaces
You may find a need to add an XMP namespace and associated metadata to your catalog that is not currently available within Portfolio. The process for doing this is: add the new XMP namespace; add the custom metadata definition; and add a new field ...
Custom metadata
Your catalog may need to include metadata that is not already built-in to Portfolio. The following steps show you how to add a metadata definition and associate it with a custom field in your catalog. Adding a custom metadata definition To add a ...
Creating custom fields
Portfolio users often wonder when to store information in a custom field, and when keywords are more appropriate. In general, keywords should be used to describe the content of a file, and custom fields for specific properties of the file. Custom ...
The Keywords field
Note: Keywords can also be added automatically based on a file’s name and path. See Cataloging Options for more information. To specify how keywords are handled while cataloging and exporting: Click Catalogs and choose a catalog. Click Fields. Choose ...
Catalog fields
The Catalog Administrator determines what metadata fields are available in a catalog. This allows you to tailor a catalog to include only relevant metadata, reducing the size of the database and making searching and other operations more efficient ...
Catalog access
In order for a user to access assets in a catalog, they must have two things: a Portfolio account (either native or through a directory service), and an assigned role in the catalog. The Portfolio Administrator manages Portfolio accounts and ...
Renaming a catalog
If you decide you need to rename a catalog: Click Catalogs, then select a catalog. Type the new name for the catalog. Click Apply. Users that are connected using the Web or Desktop client may not see the change until they log out and reconnect.