Basic use of the Media Library
The Media Library is available when the ‘Beelden' tab on the right-hand side has changed to ‘Mediabank’. This indicates that the Media Library is fully integrated within the Docufiller application and available to the entire organisation. This cannot be enabled/disabled for individual users.
Images:
Media library:
More extensive functions for ‘Beelden’ are available within the ‘Mediabank’. These include:
- Store multiple file formats (e.g. PDFs, Office files, Films)
- Store metadata (for more extensive search functionality)
- Edit images (Mirror/Rotate/Crop and store as a new image)
- In addition to sending, Media Library files can also be shared with external parties (e.g. sharing a PDF)
- More disk space.
In this article:
Set up the Media Library
Determine the folder structure to the greatest possible extent beforehand (this can be changed later at any time without losing links to documents!).
Tips:
- Limit yourself to a depth of 3 (sub)folders.
- Use file names of no more than 30 characters.
- Only use the following characters: 0-9, A-Z.
Also determine beforehand to the greatest possible extent the (meta) data that needs to be present in the files to allow subsequent searching; this data is referred to as metadata. This can be uploaded in a single batch containing the right (meta) data (you can change this later, but only per image).
- Find out more about metadata
TIP Do not simply delete images. Always consider that they may have already been used in a specific document, so deleting them will break the link. One possible solution is to create an ‘Old images’ or ‘Archive’ folder.
List and thumbnail view
There are two ways of displaying a folder containing images:
- List view
- Thumbnail view
The list view appears as follows:
This view includes:
- ‘Select all’ checkbox
Activate the checkbox to select all the files in this folder. This selection also applies to folders and their contents. - Name
Name of the file or folder - Date last modified
Date on which editing last took place - File size
File size in MB - High resolution (300 dpi)
Format for high-resolution use of this image - Low resolution (72 dpi)
Format for low-resolution use of this image
The thumbnail view appears as follows:
In the thumbnail view, only the ‘Select all’ checkbox is available.
The same buttons are available at the bottom of both views. You can use these buttons to set up the folder.
Select files
You can use the checkbox in front of the file name to select multiple files simultaneously. These files can then be moved or deleted, or made available as a download to an external party (similar to WeTransfer). The latter function is only available in the Media Library.
- Find out more about downloading and forwarding
Note: you must activate the checkbox to select a file!
Undo selection
To undo a selection, deactivate the checkbox for the file or click the ‘Deselect’ button at the top right. The counter will return to ‘0 selected’. A selected folder with contents always counts as 1 file.
Delete folders
A folder containing files cannot be deleted in one operation for safety reasons. Before you can delete a folder, you have to select and delete all the files in that folder first.
File properties
In the list view, click a file or image (the checkbox does not need to be activated in this case) and then click ‘Properties’ at the bottom right.
In the thumbnail view, you can also simply click the ‘Properties’ button below the file.
Image-related data:
- Name
Name of the image or folder - Date last modified
Date on which editing last took place - File size
File size in MB - Pixel size
Image size in pixels - High resolution (300 dpi)
Format for high-resolution use of this image - Low resolution (72 dpi)
Format for low-resolution use of this image - Colour mode
Image colour mode: RGB or CMYK - Used in
This option indicates how often the image has been used. Click the ‘Which documents’ button to display the files in which the image is used.
Metadata
You can change the metadata fields for the image in question using
the ‘Edit properties’ button.
The Metadata includes the following fields:
- Original title
Title of the original image; note that this is separate from the name in Docufiller. - Keywords
Extra search terms that can be added to an image, which are not available as a tag. - Creator
Creator of the image or file - Description
Description of the image - Reference
Possible reference to the source of the image - Copyright information
Copyright information relating to the image - Tags
Keywords (Tags) that characterise the image.
- Find out more about managing and assigning tags
Upload files
You have to upload images to the Docufiller application before you can use them.
Images can be uploaded at 2 levels:
- Public images are generally images made available across the organisation and can (or should be) used widely within the organisation. The administrator assigns or deletes these images.
- Personal images are images that can be used at the discretion of an individual user, or at a departmental/group level.
NOTE: the organisation/administrator can determine whether an authorisation is required to upload images. This is enabled (‘on’) as standard when creating a new user. However, this setting can be changed per user.
To upload one or more files to Docufiller, go to the target folder in 'Media Library'. Next, click the 'Upload image’ button at the bottom right.
The following screen appears:
Use 'Select files' to select one or more files.
Complete the fields (Creator, Description, tags etc.) to link metadata to the selected files. Next, click the 'Upload files' to upload the files and meta data to Docufiller.
After uploading, the images are immediately available for use in Docufiller.
NOTE: depending on the user's authorisation, files can also be uploaded to the 'Public images' folder. Generally, only an administrator is authorised to do this.
- Find out more about the file types supported in Docufiller
- Find out more about metadata
- Find out more about managing and assigning tags