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.
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.
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)
Organize your digital assets by creating folders in the Digital Assets Manager following these steps:
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. Separate 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.
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.
When images are displayed in a Photo Gallery, the caption below the image (in full-screen and on-page slideshow modes) and the alt tag (only in gallery/grid view) always match.
The value used is the Description field when present, then the Alt Text value if no Description is provided, then the Title value if both Description and Alt Text are absent. If all three are blank (for any image in the gallery) there will be no alt text on that image.
If more than one image in the gallery have the same exact caption (using the field logic above) or if more than one have no caption, an accessibility warning will be generated, "Link text used for multiple different destinations."
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.
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
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.
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.
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.
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.
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.
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.
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.
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.
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.
Unlike regular Web pages, the UBCMS has no tool to restore files or folders that have been deleted from the DAM. We can sometimes get copies of deleted files from our QA server. This contains a complete copy of all of the author environment that is renewed every couple of days.
Your files should not be greater than 50MB (in the DAM or embedded on a page).
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.
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:
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