Clients First

Updates to the core Digital Asset Management application include search improvements with exact phrase search, stemming support for singular versus plural metatags and the ability to exclude full text search of Microsoft Office and Adobe PDF documents. The search results sort by “file format” function has been added to group assets of the same file type. Video Asset Management improvements were made to include FFMPEG video transcoding for faster video processing and automatic alternate still previews for embed links videos.

The Dynamic Media Building ad and brochure template building application included updates to allow text blocks to have different font and font colors based on end user selections during the build process. This allows one template to be uploaded with the flexibility for different branding. End users can also upload their own image (if the template allows) during the build process.

Updates to Project Collaboration include the ability to Add Notes on image projects. Notes can be added any place on an image. Multiple notes can be added by all users on the route and are reviewed by the owner(s) of the project. All notes added to or removed from the image are tracked with Project Details.

For more specific information about the Widen Media Collective and 5.5 release visit: http://www.widencollective.com.

Names are a big deal with marketing and creative groups; especially when it comes to the everyday business systems and applications you depend on to do your job. Choosing a name for your digital asset management system is key to a successful deployment in building user adoption internally and externally. Not all users of your DAM system will understand what “Digital Asset Management” is, so it’s common to choose a different, more identifiable name. This post will help you understand how to go about naming your digital asset management tool and provide some helpful ways of building a short list of possible names.

Best practices in naming your Digital Asset Management System:

• Choose a name that fits the department or functional area leading the project – e.g. marketing communications, creative, public relations, sales, etc.
• Choose a name that fits the primary group(s) of users of the system – internal or external – e.g. marketing partners, sales channels, dealers, etc.
• Choose a name that fits the types of assets that are most common – e.g. images, photos, videos, and marketing materials. If it’s all of the above, use a more general term such as media or brand assets.
• Choose a name that fits your organization, brand(s) or mission. ** The most important best practice because your DAM solution is the single point of management and access to your brand assets.

Quick Tips – Be Creative, Realistic, Memorable and Simple:

• Be Creative – Names that are catchy and fun are easier to remember.
• Be Realistic – Names that fit the purpose of the system set clear expectations.
• Be Memorable – Names that are easy to remember improve frequency of use.
• Be Simple – KISS. (You all know what that means...) Confusion turns users away.

Two and three word combinations work best in achieving the goal of being Creative, Realistic, Memorable and Simple. Typically, you will want to attach your organization or brand name to the front of the two-word or three-word name for your DAM system. For example, “Widen Video Library” or “Widen Brand Asset Portal.”


Chart for Picking a Two-Word Name for your DAM System:

Asset Type Descriptor	System Type Descriptor
Brand	Bank
Creative	Collection
Digital	Database
Image	Resource
Marketing	Tool
Media	Library
Photo	Toolkit
Video	Source
	Gallery
	Portal
	Collective
	System
	Center

Sample Two-word Names (Not including the Customer/Brand name):
Creative Library, Digital Gallery, Digital Toolkit, Image Library, Marketing Library, Marketing Toolbox, Media Database, Media Library, Media Source, Partner Portal

Sample Three-word Names (Not including the Customer/Brand name):
Brand Asset Library, Creative Resource Bank, Digital Image Gallery, Digital Media Library, Image Management System, Marketing Resource Center, Video Asset Library



The Widen Media Collective® Brand Name

Media Collective® is the trademarked name for the Widen digital asset management software suite and serves as the default name for Widen customer DAM systems unless you choose your own. Generally, the name will appear in the title of the web-based DAM system, login screen and header within the application. The standard web address is https://customer.widencollective.com.

What if we want a vanity web address?

There is no cost to select a custom name, however additional charges may apply for maintaining a custom vanity URL. Here’s an explanation of the vanity web address options:

Vanity Web Address Redirect: Organizations not wishing to use the standard web address of https://customer.widencollective.com may opt for a vanity web address that is redirected to the standard address. For example, you can direct users to http://WidenMediaCollective.com and they will be redirected to https://demo.widencollective.com when they arrive on the page.

Vanity Web Address: Organizations not wishing to use the standard web address of https://customer.widencollective.com may opt for a vanity web address that is NOT redirected to the standard address. For example, you can direct users to https://WidenMediaCollective.com and that will remain the core part of the URL string throughout their use of the system.

Widen Enterprises has released Widen Media Collective® Version 5.4 with its winter 2009 update to the flagship Software as a Service product for digital asset management (DAM).

Over 180 technical enhancements were made to improve usability, reliability, scalability and security with the Widen Media Collective.  Nearly forty customer-suggested features were incorporated into the winter update offering improved support across various creative and marketing workflows for creating, managing and distributing digital media and brand assets.

Upgrades to the core Web-based Digital Asset Management application include: asset uploader improvements for faster file processing, additional search functionality for more focused search results and video player enhancements.  Dynamic Media Building, a template-based ad and brochure building application, has been enhanced to include a new layout engine for more flexibility during the initial template design and end user media customization processes.  The upgrade allows for more advanced text handling, including: dynamic text reflow when variable text is used, copy fitting for reducing text size based on specific formatting instructions, block flexing for automatic resizing and repositioning of design elements, and rule-based block control to automatically populate template blocks.

The most significant advancement with Widen’s winter release is the launch of Source Controller version 1.0 for the Widen Appliance.  Advancing from its previous beta state, the Widen Appliance and Source Controller provide a hardware/software combination that enables internal staff to access and modify digital assets on their own network and automatically update these changes in the Widen Collective hosted platform.  Internal designers, marketing staff, and administrators find files in the browser-based Source Controller application and then check these files out into their own local workspace.  When changes are made to a file, it can be checked back in to update the asset in Source Controller and made globally available to the client’s external audiences.      

“Source Controller provides an attractive browser-based user interface and integration direct to the desktop for internal users working within creative applications,” says Edward Chwae, Director of Research and Development at Widen Enterprises.  “Besides providing benefits of streamlining creative workflows and making the benefits of DAM more entrenched with those workflows, the Widen Appliance provides for a fully replicated set of assets at the client’s location to support disaster recovery and business continuity plans.”

The Widen Appliance bridges the gap between hosted and installed software by offering Widen-managed services on the client site with replicated data to seamlessly serve the internal and external demand for assets.  File management and synchronization between the Widen Appliance and Widen Collective hosted service are automatic, which keeps administration to a minimum for improved efficiency and helps clients better manage the obsolescence of assets for improved brand consistency.

For more specific information about the Widen Media Collective and 5.4 release visit: http://www.widencollective.com.

“Widen25” is the new service mantra for Widen Collective digital asset management customers.

As a DAM Software as a Service provider, Widen has always believed that service is just as important as the technology, but now we are putting a number to it. Internally, Widen support has always had rapid response initiatives… Now we are shouting it. And by shouting it we have, in effect, upped the ante.

Watch the Widen25 Collective Support Promo Video
 

Widen25 is a commitment to response times within the various communications methods used by customers and the user community to request assistance from Widen support teams. During expanded Help Desk hours of 7 am to 7 pm CST, the 25 refers to the following three service commitments:

• 25 seconds from dial to the voice of Widen help desk personnel.
• 25 seconds from online chat initiation to Widen help desk response.
• 25 minutes from email inquiry to a Widen help desk reply.

How is it different than what we did before? Quite plainly, it’s a simple way to communicate what we have been doing already, but emphasizes what DAM SaaS customers can expect for chat, email, and phone support.

What is Widen doing differently? Customers now have direct toll free access to the Widen help desk staffed in Madison, WI through a dedicated support line. We’ve increased staffing levels, expanded help desk hours, implemented new processes to advance how we respond to support inquiries, and are recording support calls for team training and quality control purpose. 

We're not guaranteeing a service level... We're making a commitment to response times. Service is a top priority for Widen Digital Asset Management programs.

Widen customers and users of Widen systems are invited to contact the service team using any of the following methods: 

• Toll Free: 1-877-WIDEN25
• Online Chat support in the Help/Support section of each customer application
• Email: Widen25support@widen.com

Learn more about Widen25 Collective Customer Support

Lots in store for Widen’s v5.3 Spring 09 Release!

Widen Media Collective administrators and users won’t want to miss the upcoming Widen Digital Asset Management v5.3 Spring 09 Release webinars.  It’s the easiest way to quickly get up to speed on what’s new.  Thanks to the feedback of our clients, Widen has incorporated some key modifications designed to streamline efficiencies in the Widen DAM SaaS application in our Spring 5.3 Release.  Highlights include: preferred time zone options, dependent metadata fields, asset zoom changes, and a new option for resolving conflicted assets for the file, metadata and permissions.  

Widen has also made some significant changes to the Widen Appliance - the on-site hardware/software configuration integrating hosted DAM with the desktop.  More details to come!

Watch your email for the latest release notes and webinar details.

This new economy forces marketing and creative operations to take a closer look at opportunities to squeeze more value from their digital assets.  Moreover, it is more important to lower the cost of bringing your products to market through digital production.

By helping clients create and manipulate images and streamline creative processes, Widen aims to help clients lower their production costs and shorten time to market while maintaining high quality and consistency of brand assets. 

Widen Premedia Services

Digital Photography - Experienced photographers capture your products at competitive prices in a state of the art digital photography studio.

Color Retouching - From photocomposition to color manipulation and image preparation - no job is too large or complex for us to handle.

Digital Sampling - Dramatically reduce time/cost of bring products to market by creating multiple color specific, detailed versions from one master generic image.

Catalog Production - Leverage automated processes to efficiently manage catalog and multi-channel marketing workflows.

From images, to audio and video, Widen DAM SaaS applications provide the tools to help clients successfully manage and distribute their digital assets.  For the majority of our clients, there are select individuals that become the champions of their digital asset management implementation.  These are the people that hold the most responsibility in administering the applications and are the key decision makers into what the system manages and how to manage the system.

One of the great capabilities with a DAM System is that Administrators have the ability to run reports on all activity.  These reports include determining who is logging in to the platform, which assets are ordered the most or even determining how many assets you have for a particular product. 

Reporting is key to gathering market insights, determining product popularity, and understanding how/where to allocate marketing resources.  Moreover, reporting is extremely important when it comes to managing rights and knowing exactly how, where and by whom your brand assets are being used.  Reporting and tracking tools are vital to leveraging digital asset management programs as a true resource to marketing operations driving brand consistency and revenues.
 

Here’s a brief overview of a few standard reporting options for Widen Administrators:

Site Overview – Dashboard showing number of users, number of assets, total size (GB/TB), top users by number of logins, top assets ordered, and top asset quick searches.

Trend Graphs – Standard list of out-of-the-box reports showing trend graphs and data tables over time for Assets Orders, Assets, Versions, Asset Groups and Users

User Reports – Custom reports on user demographic info, roles, and activity such as logins

Registration Reports – Custom reports to control / monitor system access

Asset Reports – Custom reports on all asset metadata and security / release dates

Asset Order Reports – Custom reports with sender and recipient data

Asset Upload Reports – Custom reports on all assets entering the DAM system

Other Reports – Photo Routing (for Backdrop), Projects (for Collaboration), Templates (for Media Building) and Catalog Production

What can you do to “Widen” Your Playing Field for 2009?  How about starting to take a closer look at all the processes you use to form your digital asset library.  For instance – are you using more than one vendor for color production and or Color proofing?  How do you handle color management or even digital photography?  If you’re using more than one resource for each of these tools, now may be a great time to dig deeper and “Widen” Your Playing Field. 

In addition to our 60 years of service and our digital asset management products, Widen also offers a variety of prepress/premedia services to streamline creative workflows and marketing operations.  We can lend a hand with color retouching, color manipulation and even digital photography. 

Quite simply put, it’s just another way we at Widen put our customers first, by offering the complete gamut of tools to keep your marketing operations rolling.  Taking a look at the big picture in 2009 is one way many of our clients are battling a tight economy.  Taking a look at all of the options has helped numerous Widen customers tackle pinching budgets and advance their brand, while continuing to build a solid relationship with a vendor they trust.

What metadata fields will your organization require and use?
Here’s a list of considerations for common metadata fields: 

I.  Asset Type:  What is the file – an image, video, brochure, etc.?  Call it out… somewhere.  Widen digital asset solutions have multiple options for this type of metadata association including metadata fields, categories, portfolios and/or flags. 

II.  Asset Metadata Type:  In the Widen system, each asset has a metadata type.  The key to remember is that different assets can have different metadata fields and this is done with multiple asset metadata types.  Remember: Type warrants the fields available.

III.  Key Dates:  Date file created, data asset uploaded, date asset last updated – these are each required fields.  Pay attention also to rights / release dates for controlling access to assets that are unreleased by designated users (i.e. for future campaigns or product releases).

IV.  Creator / Photographer:  Whether it is someone internal or an agency, it’s helpful to know who created the asset.

V.  Product Model #s / Part #s:  Another “good-to-know” bit of information and tag for all relevant assets with this data whether it be a product shot, lifestyle image or even point-of-sale piece. 

VI.  Product Marketing Names:  Be sure to tag your assets with the most logical and widely-used descriptive terms used to reference the asset and/or product/service the asset represents.  Your administrators may include a template for recommended terms within your DAM metadata guidelines.

VII.  Asset/Product Geographic Availability:  If you have products/services that differ by geographic region, then it’s important their accompanying assets are marked as such.  These can be controlled by the use of Roles&Permissions for users in different geographies.

VIII.  Geographic Use Restrictions:  Related to point VII, this metadata field should reflect the regions where the asset can be used.

IX.  Asset Protection:  Roles and permissions determine what assets can or cannot be accessed by users; however your organization may see it necessary to use metadata features to classify assets as Public, Private, Internal-Only or Confidential/Restricted.  A number of Widen clients also use flags for marking assets as Rights Managed, Protected and/or Unreleased. 

X.  Usage Rights / Restrictions:  Again Widen’s robust roles and permissions features allow you to protect and control asset accessibility, however you may also use metadata to set unreleased or expiration dates.  Additionally, a number of Widen clients require compliance with an End User License Agreement before they can access the asset.  Digital asset tracking and reporting tools will be addressed in later DAM best practices posts.

These are just 10 basic elements to consider when initiating a metadata strategy for your digital asset management program.  There are several other considerations when it comes to metadata.  As you construct your metadata guidelines, be sure to list the name and contact information for the master administrators in case questions arise.  Likewise, Widen DAM SaaS experts would be happy to provide a more in-depth consultation with your organization about metadata strategies.

As the Customer Relationship Manager for Widen Software as a Service and premedia services clients, it’s my goal to share valuable information to the Widen user base and community of marketing professionals and technologists evaluating and implementing marketing software.

With the recent release of the Technology Predictions for 2009 from CMS Watch and the third item on the list being "Taxonomies are dead. Long live metadata!"  now would be a great time to start with a digital asset management best practices blog on metadata.
 
A number of Widen DAM clients have created their own metadata guidelines and I want to share some of the best practices we’ve been a part of.
 
Start with File Naming standards.  Consistent file naming will help to optimize asset searches in a collaborative workflow by facilitating proper tagging.  Criteria for file naming should be established by top level administrators and published for all administrators to follow throughout the entire organization, division or department.

How to get metadata?  There are two or three basic ways to associate metadata with the assets in a DAM system.

1. Automatic reading/writing of metadata directly embedded in the file such as with XMP, EXIF or IPTC.
2. Manual entry metadata tagging.
3. Feeding metadata to asset metadata fields from another content source via web services integrations.