Setup

Document Areas

Description: For every Digital Asset you can decide how will be used, for example for a print or for web. This use case describes how to create Document Area.

Actor: Content Manager

Precondition:

Main Steps:

  1. Go to Document Area (Digital Assets/Document Areas)
  2. Click on new to create a new line
  3. Fill in the unique Code
  4. Fill in the Description

Document Type

Description: Document Type describes the purpose the Digital Assets will serve. For example, Base document, Public documents, etw. This use case describes how to create a new document type.

Actor: Content Manager

Precondition:

Main Steps:

  1. Open the Document Type (by search)
  2. Click on New to create a new line
  3. Fill in the unique Code (BASE, PUBLIC, etc.)
  4. Fill in the description

Document Types

Description: You can create various document types which you can use for documents later on. Each Document type must be defined before it´s used. This use case describes how to create a new document types.

Actor: Content Manager

Precondition:

Main Steps:

  1. Open the Document Types (Digital Assets/Document Types)
  2. Click on New to create a new line
  3. Fill in the unique Code (for example PIC.JPG, WORD.DOCX)
  4. Fill in the Description
  5. Select the Document class
  6. The File Extension is filled automatically based on Document Class
  7. Optional fields:
    1. Standard Document Type
    2. Search Specification – define the filter which will be used for searching the file

Document Classes

Description: Document Classes you have to create class for all possible file types. (word, excel, video, image png, image jpg, text, pdf, etc). This use case describes how to create document classes.

Actor: Content Manager

Precondition:

Main steps:

  1. Open the Document Classes (Digital Asset/Document Classes)
  2. Click on New to create a new line
  3. Specify the unique Code (for example pdf, word, mp4)
  4. Fill in the Description (image/jpg, MS word, video/mp4)
  5. Select or create File Extension
  6. Select or create Control (picture, text, media, word)
  7. Select or create Type (document, picture, media, graphic)
  8. You can set up the
  9. Select Standard Document Type
  10. Set up the Mime Content Type and tick Mime Default Type

Document Groups

Description: You can create various document groups which you can use for documents later on (Video, Picture, Document and so on). This use case describes how to create a new document group.

Actor: Content Manager

Precondition:

Main Steps:

  1. Go to Document Groups (Digital Assets/Document Groups)
  2. Click on New to create a new line
  3. Fill in the unique Code (Document, Movie, Picture)
  4. Fill in the Description

New Publication Group

Description: Publication group determines what data will be published for the Item, Item Group, Product Group and Chapter. There is always a need to create more publication groups. One publication group can contain the additional publication group. This use case describes how to create the publication groups which are necessary to publish the item group with long texts and the items which are assigned to it.

Actor: Channel Manager

Preconditions:

Main Steps:

  1. Go to Publication Groups (Publication Management/Publication Groups)
  2. Click on New to create new publication group
  3. Press Enter to get the number from the number series
  4. Fill in the Description, eventually Description 2
  5. Insert Only Certified – check this checkbox, if you want to insert only certified parts of the publication.
  6. System status
    • New – new, not certified Publication Group
    • Under development – Publication Group which is under development
    • Certified – Publication Group which has been successfully certified
  7. Data allocation type – from where will you get data. Select if you set up the card for Digital Assets or Classification
  8. Data Source – from where will you get data. Select if you set up the card for Product Information entity
  9. Function Type – If you want to load the items for the item group, you should set Function Type to Resolution.
  10. Go to Inclusion fast tab – select what should be included in the publication for this publication group
  11. Go to Allocations fast tab – add publication groups, which will be linked to this Publication Group. For example, Picture, Features, Description, etc to Item Publication group.Create a new line and specify the field Number of the Publication group.
  12. Go to Filters fast tab – Content of the publication will be filtered by Type of Digital Asset or Classification.
    1. Select the Number of filter
    2. Description is filled automatically
  13. Go to Translations fast tab - set up the translations for the description/description2
  14. Log fast tab - contains information about the Publication Group Card

Notes: We recommend to create publication groups for the Items, Item Groups, Product Groups, Chapters, Features, Pictures, Documents and so on.

New Usage Type

Description: For every feature, keyword, picture, document, media and graphics that is added to entity, you can decide how will be used, for example for a print or for web. Therefore, the Usage Type must be defined before it´s used. This use case describes how to create Usage Type.

Actor: Content Manager

Precondition:

Main Steps:

  1. Go to Usage Types (Setup/Usage Types)
  2. Click on new to create a new line
  3. Fill in the unique Code (example PRINT, WEB)
  4. Fill in the Description
  5. Tick the Checkboxes

File Extensions

Description:  File extensions are preddefined. You can add another extension according this use case.

Preconditions: 

Main steps: 

  1. Go to File Extensions (Administration/File Extensions)
  2. Click on New or select new line
  3. Fill in the Code, usually as file extension
  4. Fill in the Description
  5. Fill in the File Extension as unique extension