Overview: Asset Handling Sets

Asset Handling Sets control the way the records of newly cataloged assets are created and how cataloged asset are accessed. The Asset Handling Sets defined here can be selected in the User Settings dialog or within dialogs when cataloging or accessing assets.

1 Some programs can save images with embedded thumbnails. This option uses those thumbnails, if available, instead of creating new ones. Stored thumbnails may differ in size.

2 Uses embedded thumbnails, if available and large enough (the minimum is the size defined in the section below, see # 4).

3 Creates thumbnail images of the entire asset’s content. These thumbnails are of best quality, but this option slows the cataloging process. If a thumbnail cannot be created, the stored thumbnail is used.

4 Selects default thumbnail size for all newly cataloged assets. Current records’ thumbnails can be adjusted to the new size by updating the record. (See “Update Record”.)

5 Equalizes the thumbnail images for newly cataloged assets automatically. This can also be done afterwards. (See “Optimize Thumbnail”.)

6 Sets thumbnail quality for the different color modes: Line art (NORMAL=2 color / HIGH=4 color), grayscale (NORMAL=8-bit grayscale, more compression / HIGH=8-bit grayscale, less compression), Color (NORMAL=24-bit color, more compression / HIGH=24-bit color, less compression.)

7 Displays the thumbnail quality and the disk space required for each thumbnail (in bytes) according to the selected options.

The thumbnail size and quality that you select when setting up an Asset Handling Set influences the size of a typical record and thus Cumulus’ overall performance. Since Cumulus uses JPEG compression for grayscale and color thumbnails, the size of individual records varies depending on the thumbnail content. Higher quality thumbnails typically create larger records.

For example, a catalog containing 4,000 records and normal thumbnail quality (i.e., 128 x 128 pixels) yields a catalog that is approximately 50 MB in size. The same catalog with high thumbnail quality (i.e., 192 x 192 pixels) is 70 MB in size.

To find out how much space thumbnails take up in a catalog, first select the thumbnail size and thumbnail quality. As you make your selections, the disk space required for each thumbnail (in bytes) is displayed in the Thumbnail Preview area.

2 Cumulus adds new records and updates those records whose assets have changed.

3 Cumulus updates existing records only. No new records are added.

4 When cataloging, if Cumulus finds an asset that has already been cataloged, a duplicate record is created for the asset.

NOTE: This is possible only when Add Only is selected, otherwise Cumulus thinks you’re trying to update the existing record.)

5 When cataloging, if Cumulus finds an asset that has already been cataloged, it does not create a duplicate record.

6 Cumulus resolves any links/shortcuts/aliases found in the selected assets being cataloged. This enables Cumulus to catalog the asset that the shortcut/alias points to.

7 Links/shortcuts/aliases are not resolved and assets they represent are not cataloged.

8 Optional: When cataloging an asset that contains references, the referenced assets will be cataloged automatically with the same cataloging process.

9 Copies all newly cataloged assets to a central location specified in the Catalog Settings and makes the newly created record reference the copied asset. If you enable the Delete Original Asset option, the asset will be deleted at its original location after it was copied to the central location. Can be overridden by the Catalog Settings. (See “Overview: Catalog Settings Window”.)

10 This is the “off” position for #9. Assets are cataloged normally and not copied to a central location.

11 The original asset will be deleted after the asset was cataloged and successfully copied.

12 Cumulus also copies assets that are contained in a cataloged asset to the Central Asset Location – as discrete assets. Requires an activated corresponding AssetStore that can detect this relation and extract sub-assets that can be saved as discrete assets. (Appropriate AssetStores are available e.g for ZIP and TAR files as well as for PDF, PowerPoint,, and Quark XPress documents.) Canto recommends to activate this option only in conjunction with a Web Client/Portals/Sites installation where the machine running the Web application does not support the corresponding applications, e.g. PowerPoint.

13 Metadata Editor View Set: Specifies the View Set that is used by the Metadata Editor. The fields included in the Information window view of this set define what can be edited with the Metadata Editor.

14 Use Metadata Template: If activated, the specified Metadata Template is used to add metadata to the records of newly cataloged assets. Make sure the permissions for the assigned Metadata Template correspond to those for the Asset Handling Set.

15 Show Metadata Editor for new records: If activated, the Metadata Editor is displayed whenever new assets are cataloged, thus allowing to add metadata information to records during the cataloging process.
With the Web Client, the Add information window is displayed to serve this purpose.

16 Show Metadata Editor for updated records: If activated, the Metadata Editor is displayed whenever records are updated, thus allowing to add or modify metadata information during the update process.

2 Record-field content is written back to assets if possible.

3 If activated, the asset modification date will be updated when record-field content is written back to an asset.

4 If activated, record-field content is written back to external metadata container only, e.g sidecar files, without modifying the assets.

5 If activated, dialogs are suppressed that may appear while resolving the connection to an asset for writing back metadata.

If you employ a licensed and activated version control system with your Cumulus installation (e.g. Cumulus Vault), Cumulus lets you determine how to deal with versions of an asset. The option selected under When Getting Assets affects the Preview, Mail To, Copy To and Print With commands in the Cumulus Asset menu.

6 Cumulus always uses the latest version of the asset when you preview, mail, copy or print it.

7 Cumulus prompts you to choose the desired version when you preview, mail, copy or print it.

The list in this tab displays all formats configured for the selected Asset Handling Set. Formats, that are supported by filters that are not installed on the machine you are working with, are displayed in italics. You can click on each column heading to re-sort the list by that field. A green marker indicates formats that are active. Deactivated formats are indicated by red markers. Activate and deactivate formats for the selected Asset Handling Set using the button #6.

2 All formats will be cataloged. For unknown formats (not listed), the Cumulus Generic Filter will be used. If this option is not activated, only those formats which are listed and activated in the list will be cataloged.

3 Opens the properties window for the format. (Only available if the filter provides any properties.)

4 Opens a dialog displaying available formats that are not included in the list.

5 Removes a format from the list. You can add it again using the Add button, but then it is appended to the list.

6 Activates/deactivates the selected format for the selected Asset Handling Set.

7 Opens a menu for selecting the columns to be displayed on this tab.

8 These buttons change the selected entry’s position in the list.
When cataloging assets Cumulus uses the filters in the order of the entry numbers of formats they support. This is important if you have multiple filters for the same file type. Starting from the top: move to top of list, move before current position, move behind current position, and move to end of list. (Disabled if no filter is selected.)

The Modules tab includes multiple icons that provide access to the different modules. Asset Storage, Asset Processor and Metadata modules can be activated for the selected Asset Handling Set.

2 Opens the properties window for the format. (Only available if the module provides any properties.)

3 Activates/deactivates the selected module for the selected Asset Handling Set.

2 Opens the properties window for the format. (Only available if the module provides any properties.)

3 Activates/deactivates the selected module for the selected Asset Handling Set.

2 Opens the properties window for the format. (Only available if the module provides any properties.)

3 Activates/deactivates the selected module for the selected Asset Handling Set.

2 Opens the properties window for the format. (Only if available.)

NOTE: Because Asset Handling Sets are not catalog-specific, this list can contain workflows which are not available in a given catalog. A workflow can only be attached to new assets if it is contained in the catalog to which the assets are added. For details on how to add a workflow to a catalog, see Catalog Settings/Workflows Tab.

1 Opens a dialog for selecting a workflow. You can select any workflow that is defined in the Workflow Manager tab of the Web Server Console and add it to the Asset Handling Set. However, a workflow only takes effect in an Asset Handling Set if the respective workflow is also available in the catalog to which new assets are added. You can check the available workflows on the Workflows tab of the Catalog Settings.