Web based digital asset management software

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Medialibrary FAQ

Click on a question below to reveil the answer.


Question : How do we migrate our collections of photos into your web-based image library?

Answer : There are 3 options:
  • Insert Button
    The Medialibrary web application can upload a batch of 5 files, display embedded metadata, update individual files and add common information to the batch. Simply press the Insert button from the web browser interface.
  • File Importer Service
    A service can be installed on the Medialibrary server allowing files copied to an ftp directory or network drive to be automatically inserted into the Medialibrary.
  • Bespoke Import
    We can provide bespoke scripts to import your photos into the Medialibrary and map information (supplied by the customer) into fields such as Category/sub categories, dates, terms and conditions, permissions and owner information etc.

Question : Is there a way for marketing staff to approve photoshoots uploaded into a web-based image gallery by external photographers?

Answer : We recommend you channel externally uploaded content into an ‘Approval Area’. Marketing then approve or delete photos, add additional metadata, categorise and move the photos from the ‘Approval Area’ into other Medialibrary Areas. Mandatory fields ensure files are not uploaded into the Medialibrary with important searchable metadata missing. The ‘catalogued by’ field automatically displays the photographer name.

Question : We want video clips played automatically without downloading them first – how is this done in the Medialibrary?

Answer : The Medialibrary has a built in web page video player that streams and plays WMV and Flash video clips without having to download the entire video file before commencing play. HTML 5 compatible browsers can also stream OGV and webm video formats using the builtin browsers video player.

Question : Can I hide some information and fields from casual users but display all fields to privileged users?

Answer : Yes the Medialibrary is configurable based on user role. User interface fields and access to modules such as 'Admin' and 'Insert media' can be setup for each of the roles in the library. The Medialibrary is preconfigured with roles for 'administrators', 'powerusers' and 'users. You can modify and add to these roles to suit your business requirements.


Question : We encourage staff to upload their photos directly into the library to free up storage space on desktops and hard drives. Title and description fields are often left empty which means photos are not tagged. How can we make entering searchable information compulsory?

Answer : The Medialibrary Mandatory Fields screen shown below shows how fields are defined as mandatory. When uploading media into the library the software will ensure mandatory fields are specified by staff users.



Question : How are permission documents attached to photograph(s)?

Answer : "Hard linking" a document to a photograph (from the Organise menu) draws attention to important information. For example documents like signed copyright, model release, data protection PDFs as well as brand guidelines and press releases are displayed under "Linked Media" on the right hand side of the screen on the search results screen. Entering an expiry date (to renew permission) and text in the "Terms and Conditions" dialogue box to reference the linked document forces the user to agree to the T&Cs on the download screen. This means a manual system for printed documents is unnecessary and ensures the legal use of photographs.
Please note that "Hard Linking" one generic document to multiple photographs means all the photographs are displayed under "Linked Media".


Question : Is there a shopping cart mechanism or way to download more than one image at a time?

Answer : "Trusted users with access rights to Download Selected from the Organise menu can download multiple images in a zip file. Please note when more than one file is downloaded at a time, there is no Download Media Confirmation screen which means a user does not agree to important Terms and Conditions or enter their Intended Use. “Zip download” is recorded with the photo Download History on the View page and in the Reports".


Question : We store EPS logos in the Medialibrary for printers to download. But they are only available as Jpegs on the download screen. What's the work around for this?

Answer : "When an eps image is stored in the Medialibrary the low and medium resolution images are jpeg and the high resolution image is the original eps file. To download the eps image from the Download Media screen select "High resolution image (suitable for print)"


Question : What is the difference between a Project and a Lightbox?

Answer : "Administrators create a number of Projects to share with a Role group like designers to plan publications and events. Designer access rights might include 'Add' and 'Remove' files, 'View' and ‘Create Comments’ and ‘Download photos’ from a named Project. Users create a personal Lightbox to store searches for a presentation and may share a Lightbox with other Role groups. Unlike Projects, Role groups cannot ‘Add’ or ‘Remove’ files from an owner Lightbox and there is no 'Comments' facility. Appropriate access rights to 'Download' files from the Organise menu are required when a Project or Lightbox is shared with other Role groups. Projects that reach their ‘Expiry date’ are no longer visible under the Browse menu (but displayed to Administrators under Manage Projects) which prevents content being added after a publication is printed or the event has taken place."



Question : Is there an affordable web-based photo gallery software package to serve the diverse needs of corporate clients and stop them accessing each others photos? I don’t have the technical knowledge to install the software myself and can’t afford IT consultants. As my client base grows, I need to increase the storage space.

Answer : We can host scalable Medialibraries starting at 10Gb of storage space on our servers. The package includes the use of the Medialibrary software, 10Gb bandwidth per month and technical and user support.

Question : I want clients to select photos but not download them until I have given my permission. Is there an automated way to this in your web-based digital asset system?

Answer : Access rights for users are controlled by the administrator. Users without permission to Download media press the Request Media button to send an auto email alert to the librarian. The librarian 'Allows' or 'Disallows' the request which returns an auto email alert to the requester.


Question : We need a web-based image gallery with intranet and internet access. Staff access the gallery across our intranet using an Active Directory or LDAP password and external users log in across the internet with a user name and password.

Answer : The Medialibrary does not support both Windows authentication and Forms authentication in the same web application. However, it is possible to install the Medialibrary as 2 separate web sites that share the same database and media. In this scenario the 1st Medialibrary web site is configured for Windows authentication on an intranet and the 2nd Medialibrary web site is configured for internet access using Forms authentication.

Question : We do not have day to day knowledge to install the Medialibrary software on our server. Can Logicmighty install the software remotely for us?

Answer : Yes we can install the Medialibrary software on your software. We require remote access to your server which can be provided by your IT Department. The cost for a single install is £950. Installing 2 Medialibraries for Windows authentication (via Active Directory) and Forms authentication is £1650

Question : Is training available?

Answer : On-site training for administrators and users is available at £950 per day. On-line help is given in a User Guide document accessible from the Medialibrary homepage. Unlimited technical and user help is also provided as part of our support package costing £950 a year.

Question : Can Logicmighty host the Medialibrary initially and help us transfer onto an in-house server in the future?

Answer : Yes we can host your Medialibrary on our servers. When you decide to bring the Medialibrary in house we will assist you in transferring the Medialibrary to your own server.

Question : What are the server hardware requirements?

Answer : The Medialibrary does not require any higher hardware specification of CPU or RAM above the minimum recommended by Microsoft to run a web site on an IIS. If the Medialibrary is only being used by your communications dept you will only require the minimum hardware server spec, however if the Medialibrary is going to be accessed by a large number of concurrent users you will need a higher spec.

Question : How much storage space do I need?

Answer : The Medialibrary stores the physical media files on the server. You will need to ask your user department what the anticipated size of the Medialibrary is likely to be and what the typical type of content will be stored. You will then be able to make an approximate calculation of the amount of server storage space required. For example assuming your Medialibrary will be mostly photographic images with an average size of 10Mb for a high resolution photo and you anticipate a library of 10,000 photos, you would require around 100Gb of storage space.

Question : Where are the media files stored?

Answer : The Medialibrary does not make any assumptions about the type of storage device used for storing content. You can store the content on the IIS local hard disk, file server or use a SAN.

Question : What database server do I need?

Answer : The Medialibrary database can be either MySQL or Microsoft SQL Server.

Question : What other software licenses are required?

Answer : There are no other software licences required other than the Medialibrary license.

Question : How do I configure the Medialibrary for single sign on using Active Directory?

Answer : Refer to the Installation guide pdf for more information about Active Directory. There is a chapter called "Configuring the Medialibrary for Windows Authentication" which describes how the Medialibrary is configured for single sign on.

Question : Does the Medialibrary run on a virtualized operating system?

Answer : The Medialibrary supports virtualised environments such as VMware and Microsoft Hyper-V.

Question : Can I install the software on Windows Server 2008 R2?

Answer : Yes. Refer to the installation guide for more information.


Question : Is Wild Card Search an Option?

Answer : The main Search screen uses keywords to search the library and allows AND or OR included in the search text to widen or narrow the the search results. When you enter characters into the search text box a list of available keywords is displayed allowing you to select an appropriate word for precisely searching the library. If you wish to search on arbitary text you can use the Advanced Search screen which allows wild card searching as shown below.


Question : The number of thumbnails on my search results screen is pre-set to 40 thumbnails per page by the administrator. How do I reduce this number to 30, 20 or 10?

Answer : Select the Settings menu at the bottom left hand side of your screen and press Preferences to Edit the number of search results per page. Editing the Rollover fields will change the display of information when you use the cursor to Rollover thumbnails.



Question : We need 2 digital asset libraries in 1 system - a public facing library without login and another library with logins for staff to access exclusive content.

Answer : The Medialibrary can be configured to store media in multiple areas with user access to these areas controlled by the administrator. Public users could be restricted to accessing only one area whilst staff allowed access to all areas. Access to the Medialibrary is normally controlled by user login however it is possible to configure the library such that public access is allowed without login.
Public access without login can be found at Press the Search button to access the public files (web and powerpoint presentation quality only) from the Medialibrary online demonstration. Access to the other areas requires logging into the Medialibrary with a username and password.


Question : What file types are supported by the Medialibrary?

Answer :
Image formats: .bmp .eps .gif .jpeg .pcx .png .psd .tiff .tga
Document formats: .doc .docx .key .kth .pdf .ppt .pptx .rtf .txt .xls .xlsx
Publishing formats: .ai .cdr .indd .qxd .qxp
Audio formats: .aiff .mp3 .oga .flac .wav
Video formats: avi .divx .flv .mov .mpa .mpg .mpeg .mp2 .mp4 .m4v .ogv .swf .webm .wmv