Digital Assets Manager

The Digital Assets Manager (DAM) is a place to store digital assets such as multimedia and business documents, so that they can easily be placed on your Web pages or linked as downloadable files.  

On this page:

Overview

Unlike assets that are uploaded directly onto a Web page, DAM assets are much easier to curate and share with other pages, or UBCMS sites.

The DAM provides an easy-to-use, drag and drop Web interface that allows authors to add, update or share these files.

Once you have uploaded files into the DAM, you will find you can easily place them on your pages by dragging them from the Content Finder, which appears on the left of the screen as you edit a page.

Find Your DAM Folder

When your site is first created in UBCMS, we build matching fodlers in Websites, Shared Content and the DAM.

Initially, you may find it tricky to find your DAM folder.

As you log into the UBCMS, the green screen shows links to your Websites and the Digital Assets (DAM). If you are already in the UBCMS, go to the Websites view and look for the 'Digital Assets' camera icon at the top of the screen.

From there, navigate down a similar path to where your files are located in the Websites or Shared Content areas.

Example: Websites + www + emergency (Emergency website pages) would be Digital Assets + www + emergency
(the actual path would be /content/dam/www/emergency)

Example: (the actual path would be /content/dam/nursing)

How to find the DAM within the UBCMS.

How to find the DAM within the UBCMS.

Create a Folder in the DAM

Organize your digital assets by creating folders in the Digital Assets Manager following these steps:

  1. Log in to the UBCMS.
  2. At the welcome screen, click on the camera icon in the box labeled Digital Assets. (Note: If you are already logged in to the UBCMS, you can access the DAM by clicking on the globe icon in the bottom of the Sidekick. This will direct you back to the page tree view. Then click the camera icon located near the top of the Admin Console.)
  3. Select the yellow folder created for your unit.
  4. Click the down arrow next to the word New in the task bar and select New Folder from the dropdown menu.
  5. This will open the "Create Folder" dialog box.
    • Name: In this field, name your file with a hyphen between each lower-case word. File names appear in URLs, so do not use spaces, special characters or underscores here.
    • Title: This field is optional but we recommend that you give your file a descriptive title. Here you can be more creative, using mixed case and spaces, but we still recommend you avoid special characters.
  6. Click Create.
Important Note About Labeling Folders and Files

When creating a new folder or uploading a new file to the DAM, it is important to use machine readable language in your folder and file names. Seperate words with hyphens and do not use spaces, underscores or special characters. For example, if you are creating a folder titled "Our Images," type "our-images" as the title.

 

Add Files to the DAM

Use the DAM to import files such as photos, MS Word/Excel documents, PDFs and PowerPoint presentations from your computer into the UBCMS for use on your Web page.

  1. Enter the DAM through the Websites console by clicking the camera icon located at the top of the Websites Console.
  2. In the Page Tree, click on the folder that will house your files.
  3. Click the arrow on the New… button. A dropdown menu will give you two options: New File… or New Folder…
    • Select New Folder… if you wish to place your files in a new folder within the folder you selected from the Page Tree.
      • Name: In this field, name your file with a hyphen between each lower-case word. File names appear in URLs, so do not use spaces, special characters, or underscores here.
      • Title: This field is optional but we recommend that you give your file a descriptive title. Here you can be more creative, using mixed case and spaces, but we still recommend you avoid special characters.
    • Select New File… to import a file.
      • Browse: Click this button to select the file from your computer that you wish to import. To import multiple files simultaneously, click the subsequent Browse buttons that appear after selecting your first file.
      • Upload: Click this button to import your file(s).
  4. In the DAM, double click on your file to edit the following fields that pertain to it (not all fields will apply to each file type):
    • Title - used to label photos in a Photo Gallery
    • Description - used as photo captions in a Photo Gallery
    • Alt Text - used as the alt text in the Photo Gallery (or the title is used if this is blank).
  5. After editing these fields, click Save.
'Multi-Page' Assets

When you add a new document to the DAM that contains multiple segments  (such as a PDF with several pages, or a powerpoint presentation with several slides), the UBCMS will break the document into sections, within a parent folder. This may look confusing, but to reference or link to the asset as a whole, select that parent folder.

Secure Documents - Not in the DAM

If you wish to publish any documents that will be part of a secure area that you do not wish ANYONE else to see (i.e. not even other authors), attach them directly to one of your secure pages and do not host them in the DAM. (All authors can view ANY documents that are in the DAM.) > more on secure areas

Delete Files from the DAM

Before you delete a file from the DAM, make sure it is not being "referenced" by other pages (in other words, linked to or used as Shared Content). Failure to do so may result in broken links and missing content. Note that lists of links generated by list components will automatically remove links to deleted pages. But you can only detect references to pages that you yourself can view. This includes all of shared content, but only your own Web pages.

Checking References to a Page Before Deletion:

  1. Double click the DAM asset.
  2. In the new mini-tab, look on the right for four new tabs.
  3. Click over to References.
  4. References to your DAM asset are displayed, but these only include pages that you yourself can view (shared content, plus your own Web pages).
  5. Click on any of the referenced pages to load it in a new browser tab.

Additional File Information: Meta Data, Versions and References

To view more information about any asset in the DAM, navigate to the folder that contains your file and double-click the file (or right-click plus Open). A mini-tab will open revealing a large thumbnail, file size, creation/modification dates and related meta-data. To the right of the view are four additional tabs, Renditions, Versions, References and Referenced assets.

File Meta Data

example of a file's meta data.

Example of a file's meta data.

Depending on the type of file, a variety of meta data fields are displayed. For example, details about images will include name, size, modified date, type (format), and dimensions, as well as any meta data such as title, description, creator, copyright usage terms, and alt text that the uploader or creator provided within the file.

If you make any changes within the meta data, be sure to click the Save button at the bottom of the page.

Renditions

example of additional details about a file, showing the Renditions

Example of additional details about a file, showing the Renditions.

The UBCMS automatically creates several 'renditions' for each image file, allowing it to quickly display small thumbnails to full-sized versions as needed for teasers and regular display on page use. Only the requested size is delivered to the visitor's browser to save on bandwidth. Each of these sizes is displayed in this view.

Versions

example of additional details about a file, showing the Versions.

Example of additional details about a file, showing available Versions.

Similarly to how the UBCMS saves additional versions of a webpage, it can also capture new versions of an existing DAM asset.

If desired, you can Create a new version of the file (see the button at the bottom of the page). You can also Restore an older version, if one is available.

dialog box shows choice to create a new version of a DAM file during an upload

Choice to create a new version of a DAM file during an upload.

Initially only the original file exists (there are no versions). Then for example, the option to save a new version is provided when a new version of a file is uploaded with the same name as an existing DAM file.  Now one version will be offered.

References

example of additional details about a file, showing the References.

Example of additional details about a file, showing the References.

As it does for pages, the UBCMS tracks any instances where the asset has been 'referenced' (i.e. displayed) on a UBCMS page. This view will only show reference paths to pages that you can actually view in the author environment, usually all of shared content,  but only your own Web pages. Click on any of the displayed paths to show the reference page in a new browser tab.

Referenced assets

example of additional details about a file, showing the Referenced assets

Example of additional details about a file, showing the Referenced assets (in this case, none).

The UBCMS can identify if an uploaded file contains references to assets that already exist in the repository. This feature is available for supported file formats only. If the uploaded asset contains any references to existing UBCMS assets, a bidirectional link is created between the uploaded and referenced assets.

Additional Notes

File Size

Your files should not be greater than 50MB (in the DAM or embedded on a page).

Image Dimensions and Format

Images should be less than 6000 pixels in both height and width or they will not load and be flagged with a red 'X' in author.

For best results and faster load times, JPEG/JPG formatted images are recommended for photos, while GIF or PNG may give better results for drawings, charts or text.

In addition, when you add photos to the DAM, the text you enter in the Description field is the text that will appear in the caption section if the photos are being used in the Photo Slideshow component.

Audio Files

It is not possible to use audio files that reside in the DAM. If you wish to add an audio file to a Web page, use the Audio Player component available in the More Components tab of the Sidekick.

Redirects - Vanity URLs

It is not possible to apply a shorter URL or redirect an existing URL to a file in the DAM. To get around this limitation, create a regular website page using the Redirect Template. Then input your file's location into the page's dialog box; e.g. /content/dam/www/eub/about_ub/UB-org-chart.pdf

Alt Tags

Alt tags specify alternative text (alt text) to be displayed by screen readers and similar assistive technologies, and is required by New York State policy for most images unless your image is purely decorative and does not aid in navigation. Alt text is also displayed when an image fails to load properly, or a visitor has images disabled in his or her browser. Alt text should be brief and should be an explanation of the image's purpose, not just a description. (See webaim.org for tips on writing alt text.)

To add alt text:

  1. After adding an image to a component’s Image tab, find the Alt text field. See the table below for a list of components that use images and thus prompt you to add alt text; the location of each alt text field is also given.
  2. Type your descriptive alt text into the Alt text field and click OK. You now have alt text for your image. (In most cases, if you click OK before entering alt text, a warning box will pop-up that says: “Validation Failed: Verify the values of the marked fields.”)

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Please Note: A new version of a file uploaded to the DAM will not immediately overwrite what is displayed on your published site.
> Workaround

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