OpenText Media Management CE 22.2 - Tablet Client User Guide English (MEDMGTMOD220200-UIO-EN-01)

OpenText™ Media Management
Tablet Client User Guide
OpenText Media Management is an open digital-management

application and framework that provides access and flexibility
to capture, manage, and dynamically use digital assets,
including images, video, audio, text, layouts, and graphics.
MEDMGTMOD220200-UIO-EN-01
OpenText™ Media Management
Tablet Client User Guide
MEDMGTMOD220200-UIO-EN-01
Rev.: 2022-Apr-11
This documentation has been created for OpenText™ Media Management CE 22.2.
It is also valid for subsequent software releases unless OpenText has made newer documentation available with the product,
on an OpenText website, or by any other means.
Open Text Corporation
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Tel: +1-519-888-7111
Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440
Fax: +1-519-888-0677
Support: https://support.opentext.com
For more information, visit https://www.opentext.com
Copyright © 2022 Open Text. All Rights Reserved.

Trademarks owned by Open Text.
One or more patents may cover this product. For more information, please visit https://www.opentext.com/patents.
Disclaimer
No Warranties and Limitation of Liability
Every effort has been made to ensure the accuracy of the features and techniques presented in this publication. However,
Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the
accuracy of this publication.
Table of Contents
1 About this guide ........................................................................ 9
2 Getting started ......................................................................... 11

2.1 To sign in to OTMM ......................................................................... 11
2.2 OTMM user interface ....................................................................... 11
2.2.1 Navigate the user interface .............................................................. 11
2.2.1.1 Breadcrumb trail ............................................................................. 12
2.2.1.2 Header bar ..................................................................................... 13
2.2.1.3 Action bar ....................................................................................... 14
2.2.1.4 Inline Action bar .............................................................................. 14
2.2.1.5 Sidebar .......................................................................................... 14
2.2.2 Views ............................................................................................. 15
2.2.2.1 Customizing your view settings ........................................................ 16
2.3 Home page announcements ............................................................ 17
2.4 Selecting assets .............................................................................. 17
2.4.1 To select assets .............................................................................. 17
2.5 Status icons .................................................................................... 18
2.6 To add or change your profile picture ............................................... 19
2.7 To change your password ................................................................ 19
2.8 Managing active sessions ................................................................ 19
3 Working with widgets on the Home page ............................. 21

3.1 To add a widget .............................................................................. 22
3.2 To view your widget contents ........................................................... 22
3.3 To configure your widgets ................................................................ 22
4 Creating and managing folders .............................................. 25

4.1 To create a folder ............................................................................ 25
4.2 To copy or move assets to a folder ................................................... 26
4.3 To copy or move a folder and its assets to a folder ............................ 26
4.4 To copy the folder path .................................................................... 27
4.5 To duplicate assets ......................................................................... 27
4.6 To duplicate a folder ........................................................................ 28
4.7 To delete a folder ............................................................................ 29
4.8 To undelete a folder ........................................................................ 30
4.9 To remove a folder .......................................................................... 30
4.10 To set the thumbnail for a folder ....................................................... 31
4.11 To remove a thumbnail from a folder ................................................ 31
4.12 Scheduling delivery of a folder ......................................................... 31
4.12.1 To schedule delivery of a folder ........................................................ 32
4.13 To edit the properties of a folder ....................................................... 33
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5 Managing and participating in jobs ....................................... 35

5.1 Viewing and tracking jobs and downloads ......................................... 36
5.1.1 To view and track your jobs on the Jobs page ................................... 36
5.2 Managing and participating in custom jobs ........................................ 37
5.2.1 Launching a custom job ................................................................... 38
5.2.2 Managing custom jobs ..................................................................... 39
5.2.2.1 To manage custom jobs .................................................................. 39
5.2.3 Adding assets to a custom job ......................................................... 41
5.2.3.1 To add assets to a custom job ......................................................... 41
5.2.4 Managing and participating in tasks .................................................. 41
5.2.4.1 To view and filter your tasks ............................................................. 42
5.2.4.2 To participate in tasks ...................................................................... 42
5.2.5 Working with Hightail ....................................................................... 45
5.2.5.1 Retrieving content from Hightail ....................................................... 45
5.2.6 Monitoring jobs and tasks in Calendar view ....................................... 47
5.2.6.1 To monitor jobs in Calendar view ..................................................... 47
6 Promoting and sharing assets with collections ................... 49

6.1 Understanding collection sharing and access types ........................... 50
6.2 Creating a collection ........................................................................ 53
6.2.1 To create a collection on the Collections page .................................. 53
6.2.2 To create a collection from selected assets ....................................... 54
6.3 Adding, copying, and removing assets in a collection ........................ 55
6.3.1 To add assets to a collection ............................................................ 55
6.3.2 To copy assets in a collection .......................................................... 56
6.3.3 To remove assets from a collection .................................................. 56
6.4 Editing a collection .......................................................................... 56
6.4.1 To edit a collection .......................................................................... 57
6.5 Deleting a collection ........................................................................ 59
6.5.1 To delete a collection ...................................................................... 59
6.6 Promoting a collection ..................................................................... 59
6.6.1 To promote a collection ................................................................... 60
6.6.2 To demote a collection .................................................................... 60
6.7 Rating a collection ........................................................................... 61
6.7.1 To rate a collection .......................................................................... 61
6.8 Downloading a collection ................................................................. 61
6.8.1 To download a collection ................................................................. 61
7 Searching for assets ............................................................... 63

7.1 To search for assets using the keyword search ................................. 63
7.2 Running a faceted search ................................................................ 64
7.2.1 Expanding the list of facets .............................................................. 65
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7.2.2 Expanding the list of facet values ..................................................... 66

7.2.3 Selecting facet values to narrow search results ................................. 66
7.2.3.1 To remove a facet from your search results ...................................... 66
7.2.3.2 Using date and numeric facet values ................................................ 67
7.3 Running an advanced search ........................................................... 68
7.3.1 To run an advanced search ............................................................. 68
7.3.2 To set default search fields .............................................................. 70
7.3.3 Choosing the logical operator ........................................................... 70
7.3.4 Choosing the search operator .......................................................... 71
7.4 Saving searches ............................................................................. 73
7.4.1 To save a search ............................................................................ 74
7.4.2 Running a saved search .................................................................. 75
7.4.2.1 To run a saved search ..................................................................... 75
7.4.3 Editing the properties of a saved search ........................................... 75
7.4.3.1 To edit the properties of a saved search ........................................... 75
7.4.4 Modifying the criteria of a saved search ............................................ 76
7.4.4.1 To modify the criteria of a saved search ............................................ 76
7.4.5 Modifying a facet value in a saved search ......................................... 78
7.4.5.1 To modify a facet value in a saved search ........................................ 78
7.4.6 Scheduling delivery of saved search results ...................................... 79
7.4.6.1 To schedule delivery of saved search results .................................... 79
7.5 Refining your search ....................................................................... 80
7.5.1 Using keywords .............................................................................. 80
7.5.2 Using wildcards ............................................................................... 81
7.5.3 Using word variations ...................................................................... 82
7.6 Search examples ............................................................................ 82
7.7 Searching assets in external libraries ............................................... 84
7.7.1 To search for assets in Shutterstock ................................................. 84
8 Uploading assets ..................................................................... 85

8.1 To upload assets ............................................................................. 85
8.2 Uploading assets from external libraries ........................................... 86
8.2.1 To upload assets from Shutterstock .................................................. 86
9 Working with 3D assets .......................................................... 89

9.1 Supported 3D file types ................................................................... 89
9.2 Uploading 3D assets ....................................................................... 89
9.3 Working with the 3D asset preview ................................................... 90
9.3.1 To view the 3D asset preview .......................................................... 90
9.3.2 To set the 3D asset preview ............................................................. 90
9.3.3 To download the 3D asset preview ................................................... 90
10 Working with 360 Spin assets ................................................ 91
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10.1 Uploading 360 Spin assets .............................................................. 91

10.2 Previewing 360 Spin assets ............................................................. 92
10.3 Viewing the spin set ........................................................................ 92
10.4 Sharing and downloading 360 Spin assets ........................................ 92
11 Applying a watermark template to assets ............................. 95

11.1 To apply a watermark template ........................................................ 95
12 Downloading assets ................................................................ 97

12.1 To direct download a single asset .................................................... 98
12.2 To custom download assets ............................................................. 99
12.3 To download a contact sheet ......................................................... 101
13 Sharing assets ....................................................................... 103

13.1 To share assets ............................................................................ 104
13.2 Sharing short links ......................................................................... 106
13.2.1 To copy a short link ....................................................................... 106
13.3 Sending assets with Hightail .......................................................... 107
14 Publishing assets to an integrated application .................. 109

14.1 To publish assets .......................................................................... 109
15 Viewing and editing asset metadata .................................... 111

15.1 Viewing asset metadata ................................................................. 111
15.2 Editing asset metadata .................................................................. 111
15.2.1 Understanding field types .............................................................. 112
15.2.2 To edit the metadata of an asset .................................................... 113
15.2.3 To edit multiple assets at once ....................................................... 115
15.2.4 To edit metadata tags .................................................................... 116
15.3 Attaching content to a metadata-only asset ..................................... 116
15.3.1 To attach content to a metadata-only asset ..................................... 117
16 Checking assets out and in .................................................. 119

16.1 To check out assets ...................................................................... 119
16.2 To check in assets ........................................................................ 119
17 Subscribing to assets, folders, and collections ................. 121

17.1 To subscribe to an asset, folder, or collection .................................. 122
17.2 To unsubscribe from an asset, folder, or collection .......................... 122
18 Linking assets together ........................................................ 123

18.1 To link assets together .................................................................. 123
18.2 To perform an action on linked assets ............................................ 124
18.3 To remove the relationship between assets .................................... 124
19 Deleting, removing, and expiring assets ............................. 125
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19.1 To delete assets ........................................................................... 126

19.2 To undelete assets ........................................................................ 127
19.3 To remove assets from a folder ...................................................... 127
19.4 To expire assets ........................................................................... 127
20 Uploading and editing a preview or thumbnail ................... 129

20.1 To upload a preview or thumbnail ................................................... 129
20.2 To edit the preview of an asset ....................................................... 130
21 Viewing asset and folder details .......................................... 133
22 Viewing and managing video assets ................................... 137

22.1 To view a video asset .................................................................... 137
22.2 Creating a video clip ...................................................................... 137
22.2.1 To create a video clip .................................................................... 137
22.3 Working with the video storyboard .................................................. 138
22.3.1 To view the video storyboard ......................................................... 138
22.3.2 To set the video thumbnail from a keyframe .................................... 138
23 Generating embed code ........................................................ 139

23.1 To generate embed code for an asset ............................................ 139
23.2 To generate embed code for a folder .............................................. 140
23.3 To generate embed code for a saved search .................................. 140
24 Retranscoding a video or audio asset ................................. 141

24.1 To retranscode a video or audio asset ............................................ 141
25 Generating Deep Zoom files ................................................. 143

25.1 To generate Deep Zoom files ......................................................... 143
25.2 To view the Deep Zoom image ....................................................... 144
26 Viewing assets processed by Rich Media Analysis ........... 145

26.1 Working with tags generated by Rich Media Analysis ...................... 146
26.2 Highlighting detected faces in an image asset ................................. 146
26.2.1 To highlight detected faces in an image asset ................................. 147
26.3 Viewing video and audio insights .................................................... 147
26.3.1 To view and edit the speech-to-text and OCR results ...................... 148
26.3.2 To view the face detection results (video only) ................................ 149
26.3.3 To view the label identification results (video only) ........................... 149
26.3.4 To view the keyword extraction results ........................................... 150
26.3.5 To view the brand extraction results ............................................... 150
26.3.6 To view the sentiment detection results .......................................... 151
27 Setting preferences ............................................................... 153

27.1 To set general preferences ............................................................ 153
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27.2 To set search preferences ............................................................. 154

27.3 To set Gallery view preferences ..................................................... 155
27.4 To set Spreadsheet view preferences ............................................. 156
27.5 To set Detail view preferences ....................................................... 156
27.6 To set Editor view preferences ....................................................... 157
27.7 To set upload preferences ............................................................. 157
27.8 To set security preferences ............................................................ 158
27.9 To set download preferences ......................................................... 159
viii OpenText™ Media Management MEDMGTMOD220200-UIO-EN-01

Chapter 1
About this guide
This guide documents the default OpenText Media Management (OTMM) user
interface. Because the OTMM user interface is customizable, features in your
instance might differ.
Procedures involving folders, assets, or collections are documented using the default
Mosaic display view. Some steps might differ if you are using another display view.
For more information, see “Views” on page 15.
MEDMGTMOD220200-UIO-EN-01 Tablet Client User Guide 9

Chapter 2
Getting started
This section explains how to sign in to OTMM, navigate the user interface, configure
display options, determine the type and status of assets, and change your password.
2.1 To sign in to OTMM

1. In your browser, enter the OTMM URL using the following format:
http://<server>:<port>/otmm
2. Enter your user name and password.
3. Tap Sign in.
2.2 OTMM user interface

This section provides an overview of the OTMM user interface. It explains how to
navigate the interface and customize your view settings.
2.2.1 Navigate the user interface

The following figure shows the Folders page.

Chapter 2 Getting started
Figure 2-1: OTMM user interface
Tap a component name to learn more about it.
1 Breadcrumb trail
2 Header bar
3 Action bar
4 Inline Action bar
5 Sidebar
2.2.1.1 Breadcrumb trail

Use the breadcrumb trail to perform actions on a folder or collection and browse the
folder path.
To perform an action on a folder or collection, tap .
To open another folder in the breadcrumb trail, tap the folder name.
12 OpenText™ Media Management MEDMGTMOD220200-UIO-EN-01

2.2. OTMM user interface
2.2.1.2 Header bar

Use the Header bar to navigate pages, check task status, perform searches, set user
preferences, access the help, and sign out.
•
Tap to run a search. For more information, see “Searching for
assets“ on page 63.
•
Tap to access the following menu items:
Home
Return to the Home page.
Assets
View search results. For more information, see “Searching for
assets“ on page 63.
Folders
View the folder tree for private and public folders. For more information, see
“Creating and managing folders“ on page 25.
Jobs
Manage your jobs, such as uploads, downloads, and reviews. You can also
participate in tasks for custom jobs. For more information, see “Managing
and participating in jobs“ on page 35.
Collections
View the collections that you manage. For more information, see “Promoting
and sharing assets with collections“ on page 49.
Checked out
View the assets that you checked out. For more information, see “Checking
assets out and in“ on page 119.
Preferences
Set your preferences. For more information, see “Setting
preferences“ on page 153.
Help
Open the OTMM help.
Sign out
Sign out of OTMM.

2.2.1.3 Action bar

Use the Action bar to select assets, perform actions on folders and assets, hide or
display the Sidebar, or set view options. To perform an action, tap the appropriate
button the Action bar.
Notes
• Your role in the system and the current page determine the actions that are
available to you.
• To access more actions, tap .
2.2.1.4 Inline Action bar

Use the Inline Action bar to perform actions on a single folder, asset, or collection. In
Mosaic view, tap on the asset tile to access the actions. In Grid and Spreadsheet
view, tap .
Note: Your role in the system and the asset content type determine the actions
that are available to you.
2.2.1.5 Sidebar
Use the Sidebar to apply filters and navigate on the following pages:
Assets
• Apply facets included with search results. Display Saved Searches, Recent
Searches, and Recent Content.
• On the Action bar, tap Show options to display the Sidebar.
Folders
• Apply filters and browse folders.
• On the Action bar, tap Show folders to display the Sidebar.
Collections
• Apply filters.
• On the Action bar, tap Show filters to display the Sidebar.

2.2. OTMM user interface
2.2.2 Views
Views let you look at your assets in different ways. They also provide different
functionality. OTMM provides the following views:
Gallery view
Gallery view is the main view of the application. It lets you see your assets as
tiles, allowing you to browse, select, and sort them to perform various actions.
Gallery view applies to the Assets, Folders, Checked out, and Collections
pages. You can customize Gallery view by choosing one of the following view
options:
• Grid view – Grid view displays asset thumbnails and information on

standard-sized tiles in a grid.
• Mosaic view – Mosaic view displays asset thumbnails on tiles in a grid. The
tile heights vary depending on the thumbnail dimensions. It provides you
with an unobstructed view of the thumbnail by omitting metadata and status
icons.
• Masonry view – Masonry view displays asset thumbnails on tiles that vary
depending on the thumbnail dimensions. It is similar to Mosaic view, except
that it displays metadata and status icons. Masonry view is not available by
default. Your administrator enables it.
You can configure the metadata that is displayed in Masonry or Grid view in
your Gallery view preferences.
Spreadsheet view
Spreadsheet view lets you see your assets in tabular form, allowing you to
browse, select, search, and sort them to perform various actions. Spreadsheet
view applies to the Assets, Folders, Checked out, and Collections pages. You
can configure Spreadsheet view in your user preferences.
Detail view
Detail view lets you see additional information about your assets and folders,
such as metadata, security policies, and previous versions. You can also view the
previews of 3D and video assets. You can configure Detail view in your user
preferences.
For more information, see “Full details in Detail view” on page 133.
Editor view
Editor view lets you edit the metadata and security policies of a folder or asset.
You can configure Editor view in your user preferences.
For more information, see “Viewing and editing asset metadata“ on page 111.

2.2.2.1 Customizing your view settings

You can configure the appearance of pages in OTMM by setting the sort order, the
number of assets per page, and the display view.
To set the following options, tap View.
Display view settings
Sort by
Sort assets by the selected field name in ascending or descending order.
Assets per page
Set the number of assets to display per page.
Display view
Set the display view format. This option is available on all pages except Jobs.
Choose from the following views:
• Grid
• Mosaic
• Spreadsheet
Note: Your administrator can also enable Masonry view.
Metadata view
To display metadata details on the asset tile in Grid view, select the View
Metadata check box.
Watermark
Select the Show Watermark check box to show watermarks applied on the
thumbnails of the image assets in the Grid and Mosaic views and preview of the
image assets in the asset pop-up view. For more information about watermarks,
see “Applying a watermark template to assets“ on page 95.
Note: To show or hide the watermarks applied on image assets, you need
to have export permission on that asset. For information about
permissions, contact your administrator.

2.3. Home page announcements
2.3 Home page announcements

Your administrator can notify you of important updates by displaying
announcements on your Home page. If there are multiple announcements, you can
scroll through them. You can also close the announcements bar for your current
session.
2.4 Selecting assets

Select assets to download, share, edit, and perform other actions on them. You can
select assets individually or use the select control to select multiple assets at
once.
The steps to select an asset vary depending on the display view. For more
information, see “Customizing your view settings” on page 16.
2.4.1 To select assets

1. On the Action bar, tap Select assets.
Note: Detail view is unavailable after you tap Select assets.
2. Do any of the following:
Task Action
Select assets individually Grid or Mosaic view – Tap the check
boxes on the asset tiles.
Spreadsheet view – In the Select column,
tap the check boxes.
Select all assets on all pages On the Action bar, tap the select control
and choose All pages .
Select all assets on the current page On the Action bar, tap the select control
and choose This page .
Clear selected assets individually Grid or Mosaic view – Clear the check
boxes on the tiles of the selected assets.
Spreadsheet view – In the Select column
of the selected assets, clear the check
boxes.
Clear all selected assets On the Action bar, tap the select control
and choose None .
3. Tap an option on the Action bar to perform an action on the selected assets. To
access more actions, tap .
4. To exit asset selection mode, tap Close on the Header bar.

2.5 Status icons

The following icons provide information about the status of assets or saved searches
in OTMM.
Asset status icons appear on the asset tile in Grid view and in the Status column in
Spreadsheet view. Saved search status icons appear next to the saved search on the
Sidebar.
The asset is a 360 Spin asset. For more information, see “Working with 360
360 Spin Spin assets“ on page 91.
asset
The asset has been checked out. For more information, see “Checking
Checked assets out and in“ on page 119.
out
Cloud The asset is stored in a Cloud storage platform such as Amazon S3™,
Microsoft® Azure®, Google Cloud Storage® service, or NetApp®
StorageGRID®.
The asset contains supporting files. For example, it is a 3D asset that
Contains includes supporting texture and material files.
subfiles
The asset includes Deep Zoom files that enable you to zoom and pan in a
Deep zoom high-quality image. For more information, see “Generating Deep Zoom
image available files“ on page 143.
The saved search is set to Favorite so that it appears at the top of the
Favorite Sidebar.
search
The asset is locked for editing.
Locked
The asset has been marked for deletion. For more information, see
Marked for “Deleting, removing, and expiring assets“ on page 125.
delete
The asset has been marked for expiration. For more information, see
Marked for “Deleting, removing, and expiring assets“ on page 125.
expiration
The asset has been marked for partial deletion. Only the content will be
Marked for deleted, not the metadata.
partial delete
The saved search is public and can be viewed by other users.
Shared
search
You have subscribed to the asset. For more information, see “Subscribing
Subscribed to assets, folders, and collections“ on page 121.

2.6. To add or change your profile picture
2.6 To add or change your profile picture

1. Search for your user profile. See “To search for assets using the keyword
search” on page 63 for more information.
2. Tap the profile thumbnail to open the profile details page.
3. Tap the profile picture next to your user name.
4. Tap Update Picture to upload an image.
Note: To cancel the upload, close the Profile Picture window without
tapping Save.
5. Tap Save.
6. To delete the profile picture, tap Delete.
2.7 To change your password

You must change your password in OpenText™ Directory Services (OTDS).
To change your password:
1. Sign in to OTDS with the following URL:

http://<otds_hostName>:<port>/otdsws
2. Enter the wrong password for your user name. You will be provided with a
“forgot password” link.
3. Use the provided URL to sign in and change the password.
Note: If the user name exists in more than one partition, you must provide
the partition name to reset the password.
2.8 Managing active sessions

If your administrator has configured active session management, you will receive a
notification if your user account has one or more other active sessions when you
sign in to OTMM. On the notification, you can sign out all other active sessions.

Chapter 3
Working with widgets on the Home page
Permissions required
You must have the CONFIGURE_WIDGET Function Enablement Token (FET) to

configure widgets. Your administrator configures FETs.
Widgets enable you to quickly retrieve important information and perform essential
actions in OTMM from the Home page.
Tip: You can also generate embed code for an asset, folder, or saved search to
display the content in an external widget. For more information, see
“Generating embed code“ on page 139.
You can add the following widgets on the Home page:
Collections
View collections that you own or that are shared with you.
Promoted collections
View collections that have been promoted to your Home page by the collection
manager. For more information, see “Promoting and sharing assets with
collections“ on page 49.
Recent collections
View shared or private collections that you recently accessed. By default, the
collections are sorted by the date that they were last updated.
Folders
Access the contents of folders.
My tasks
View and open tasks that you have been assigned. For more information, see
“Managing and participating in tasks” on page 41.
Saved searches
View the results of saved searches. For more information, see “Saving searches”
on page 73.

Chapter 3 Working with widgets on the Home page
3.1 To add a widget
1. On the Home page, tap , and then select one or more widgets.
2. To add a folder, collection, or saved search to the Folders, Collections, or Saved

searches widgets, do the following:
a. In the widget, tap an empty tile.

b. Depending on what you are adding, do the following:
Folder Select the folder that you want to add, and then tap OK. In the
Add a new folder widget dialog box, optionally enter a new
title, and then tap Add.
Collection Search for a collection, optionally enter a new title, and then tap
Add.
Saved search Select the saved search, optionally enter a new title, and then
tap Add.
Note: The My tasks, Recent collections, and Promoted collections

widgets are automatically updated with content.
3.2 To view your widget contents

1. Open the Home page.
Task Action
To view a preview of the contents Tap the widget tile, and then tap >
View contents.
To open the widget tile contents Double-tap the widget tile.
3.3 To configure your widgets

1. Open the Home page.
Notes
• Your administrator configures the maximum number of tile rows in a

widget.
• You can only remove tiles in the Folders, Saved searches, and
Collections widgets.

3.3. To configure your widgets
• If you are using portrait mode and the widget tile size is set to Medium
orSmall, collection ratings and the task status tag will not be displayed
on the tiles to optimize space.
Task Action
To change the widget tile size Tap and select an option in the Size
area.
To reorder the widgets Tap the widget, and then tap the icon at
the side of the row and drag it to the
desired location.
To resize the widgets Tap the widget, and then tap the icon
and drag it to the desired size.
To change the widget sort settings Tap the widget. Next to the widget name,
tap , and then choose what you
want to sort by and the sort order.
The available options depend on the
widget type.
To remove a widget tile Tap the tile, then tap > Remove.

Chapter 4
Creating and managing folders
Folders are used to group assets together. An administrator creates the folders that
appear. The two top-level folders consist of My Folders, which are personal folders
that are only visible to you, and Public Folders, which are folders visible to
everyone. Recent Folders displays folders that you viewed recently.
Notes
• Except for top-level folders, when a folder is created, it is always created

underneath a parent folder. A folder becomes orphaned when its parent
folder is deleted. When a parent folder is deleted, private orphan folders are
moved to the My Orphans folder underneath My Folders. Public orphan
folders are moved to the Public Orphans folder underneath Public Folders.
• You must have the FOLDERS.VIEW Function Enablement Token (FET) to
access the Folders page. Your administrator configures FETs.
On the Folders page, tap the arrow next to a folder on the Sidebar to expand or
collapse a branch. To display the contents of a folder, tap the folder name.
4.1 To create a folder

You must have the FOLDER.CREATE Function Enablement Token (FET) to create
folders. Your administrator configures FETs.
1. Tap > Folders.
2. On the Sidebar, tap the folder where you want to add the new folder.
3. On the Action bar, tap New Folder.
4. Enter a name for the new folder.
Note: If your administrator configured OTMM to check for duplicate

names, and you enter a name for a new folder that is being used in OTMM
under the same parent folder, you will be notified that this name is in use.
You can provide a different name or continue.
5. Choose a folder type from the Type list.
6. Tap the Metadata tab to enter any metadata information.
7. Tap the Security tab to select one or more security policies to apply to the
folder.

Chapter 4 Creating and managing folders
Tips
• To narrow the list of available security policies, enter a keyword in the

Filter box.
• To view the policies that you assigned, tap Assigned policies. To see a
complete list of the policies, tap All policies.
8. Tap Create.
Note: The new folder appears in the folder tree on the Sidebar. Initially, all
folders display an expand icon even if they do not have subfolders.
4.2 To copy or move assets to a folder

1. Open a folder or run a search to display the assets that you want to copy or
move.
2. Do one of the following:
Task Action
To copy or move a single asset On the Inline Action bar, tap >
Copy/Move to folder.
To copy or move multiple assets Select the assets and tap Copy/Move to
folder on the Action bar.
3. On the Copy/Move to folder page, tap Copy or Move, tap the target, and then
tap OK.
4.3 To copy or move a folder and its assets to a

folder
1. Display the folder that you want to copy or move.
Task Action
To copy or move a single folder On the breadcrumb trail of the folder, tap
More > Copy/Move to folder.
To copy or move multiple folders Select the folders and tap Copy/Move to
folder on the Action bar.
3. On the Copy/Move to Folder page, tap Copy or Move, tap the target folder, and
then tap OK.

4.4. To copy the folder path
4.4 To copy the folder path

1. Open the folder that has the path that you want to copy.
2. On the breadcrumb trail of the folder, tap > Show folder path.
3. Copy the path manually or tap Copy to Clipboard.
4.5 To duplicate assets

1. Open a folder or run a search to display the assets you want to duplicate.
Task Action
To duplicate a single asset Tap More > Duplicate on the asset.
To duplicate multiple assets Select the assets and tap More >
Duplicate on the Action bar.
3. On the Duplicate page, do the following:
a. To change the target folder, tap Change folder.
b. Select the Duplicate metadata only check box to duplicate the metadata
only.
c. Select the Link duplicated asset to original check box to link the duplicate
to the original.
d. Tap the Apply existing watermark check box to apply a watermark

template to the image asset.
e. Select the Apply existing security policies check box to apply the security
policies of the original asset to the duplicate or tap Next and modify the
policies.
Tip: To determine which user groups a security policy applies to, tap
View permissions. The View permissions link is available if you are
an administrator or have been granted the SECURITY_POLICY_
DETAILS FET.
Note: Tap Set as defaults to configure your selections to be the default

selections.
4. Tap Duplicate.

4.6 To duplicate a folder

1. Tap > Folders.
Task Action
To duplicate a single folder Tap More > Duplicate on the folder.
To duplicate multiple folders Select the folders and tap More >
Duplicate on the Action bar.
3. To change the target folder, tap Change folder.
4. To duplicate subfolders of the folders you selected, select the Include all
subfolders check box.
5. To duplicate all assets in the folders you selected, select the Duplicate all assets
in folders check box.
6. If you select the Duplicate all assets in folders check box, do the following:
• To duplicate only asset metadata, select the Duplicate metadata only check
box.
• To link duplicated assets to the source assets, select the Link duplicated
assets to original check box.
Notes
– Duplicate assets retain any links created for the original asset.
– For more information about linking assets, see “Linking assets
together“ on page 123.
• To apply a watermark template to all the image assets in the folder, select
the Apply existing watermark check box.
• To apply the security policies of the original folder to the duplicate, select
the Apply existing security policies check box.
• To assign different security policies to the duplicate folder, tap Next.
8. Tap Duplicate.

4.7. To delete a folder
4.7 To delete a folder

You must have the FOLDER.DELETE_UNDELETE Function Enablement Token

(FET) to delete and undelete folders and subfolders. Your administrator
configures FETs.
1. Tap > Folders.
Task Action
To delete a single folder Open the folder and tap More >
Delete on the folder breadcrumb trail.
To delete multiple folders Select the folders and tap More >
Delete on the Action bar.
3. In the Delete dialog box, do the following:
a. Tap Also delete subfolders.

b. Tap Also delete contained assets.
Notes
• If you select Also delete subfolders, assets will also be removed

from subfolders when your administrator purges them from the
system.
• The Also delete contained assets check box is only available if you
have the ASSET.DELETE_UNDELETE FET.
c. To save the settings on this page, tap Set as defaults.
d. Tap Delete.
Note: When folders are purged, subfolders that do not exist elsewhere are
moved to the Orphans folder and will not be deleted.

4.8 To undelete a folder
1. Tap > Folders.
2. Go to the parent folder of the folder that you want to undelete.
Tip: Folders marked for delete display a Marked for delete icon in
Grid or Spreadsheet view.
Task Action
To undelete a single folder Tap > Undelete on the folder.
To undelete multiple folders Select the folders and tap More >
Undelete on the Action bar.
4. In the Undelete dialog box, do the following:
a. Tap Also undelete subfolders.
b. Tap Also undelete contained assets.
c. To save the settings on this page, tap Save as defaults.
d. Tap Undelete.
4.9 To remove a folder

When browsing folders, you can remove a folder and its assets, including
subfolders. Folders and assets that you remove are disassociated from their parent
and are moved to the Orphans folder.
1. Tap > Folders.
Task Action
To remove a single folder On the breadcrumb trail of the folder, tap
> Remove from folder.
To remove multiple folders Select the folders and tap More >
Remove from folder on the Action bar.

4.10. To set the thumbnail for a folder
4.10 To set the thumbnail for a folder

1. Tap > Folders.
2. Tap the folder containing the asset you want to use as the thumbnail for the
folder.
3. On the asset that you want to use as the thumbnail, tap > Set as folder
thumbnail.
4. Optional Resize the thumbnail image.
5. Tap OK.
4.11 To remove a thumbnail from a folder

1. Tap > Folders.
2. Go to the folder from which you want to remove the thumbnail.
3. On the folder, tap More > Remove thumbnail.
4.12 Scheduling delivery of a folder

You can schedule the delivery of a folder through FTP, SFTP or a shared network
location at regular intervals. When the scheduled delivery runs, the assets in the
folder are delivered to a target folder that you select when you set up the schedule.
You can schedule the delivery to run once, daily, weekly, or monthly, and you can
deliver only assets that were modified since the previous delivery ran. In this case,
modified assets refers to assets that were versioned, edited, imported, moved, or
copied.
Notes
• You must have the SCHEDULE_DELIVERY FET to schedule a delivery. Your

administrator configures FETs.
• You can also schedule the delivery of saved search results. For more
information, see “Scheduling delivery of saved search results” on page 79.

4.12.1 To schedule delivery of a folder

1. Display the folder that you want to deliver.
2. On the folder, tap More > Schedule.

3. In the Job name box, enter a name for the delivery job. Use the name to check
the delivery status on the Jobs page.
4. In the How do you want to share these assets list, choose a delivery method.
5. Fill out the fields when prompted, and then tap Next.
6. Optional To specify which formats to deliver the assets in, go to the appropriate
Content Type row, choose a format, and then tap Add format.
Notes
• The default format is Original.

• Your administrator configures the formats that are available. For more
information, contact your administrator.
7. Optional To configure schedule settings, tap Settings. You can configure the
following:
• To specify what you want to export, tap an option in the Contents of export
area.
• To specify the metadata file format, tap an option in the Metadata format
area.
• To specify an export format, choose an option in the Export format list. If
you choose the ZIP format, enter a name for the file.
• To include subfiles in the delivery, select the Include subfiles check box in
the Export Options area.
Note: If you select the Include subfiles check box, the original asset is
shared even if you do not choose the Original format in Step 6.
8. Agree to the terms and conditions, and then tap Next.
9. Specify the delivery frequency, start date, time of day, and end date.
Note: Enter the time in 24-hour format.
10. Optional Do any of the following:
• To deliver only assets whose content or metadata was modified since the last
scheduled delivery, select the Deploy modified assets only check box.
Note: If new assets that have not yet been delivered are added to the
folder, they will be included in the next delivery.

4.13. To edit the properties of a folder
• To include sub-folders in the delivery, select the Include sub-folders check

box.
• If you selected the Include sub-folders check box, select the Preserve export
hierarchy check box to maintain the folder structure.
11. Tap Finish.
Note: If you choose the same folder and delivery method as a schedule
that you previously created, you can overwrite the previously created
schedule. A window will open prompting you to confirm if you want to
overwrite it.
4.13 To edit the properties of a folder

1. Tap > Folders.
2. Go to the folder whose properties you want to edit.
Task Action
To edit a single folder On the folder, tap > Edit properties.
To edit multiple folders Select the folders and tap More >
Edit on the Action bar.
4. Tap Metadata and change the name of the folder in the text box, as required.

names, and you enter a name for a new folder that is being used in OTMM
under the same parent folder, you will be notified, through the user
interface, that this name is in use. You can provide a different name or
continue.
5. Tap Security Policies and assign and remove security policies, as required.
6. Tap Save Changes.

Chapter 5
Managing and participating in jobs
• The Jobs page is available if you have been granted the ACTIVITIES.VIEW
FET. Your administrator configures FETs.
• To launch a custom job, you might require a FET assigned to the job. For
more information, see “Launching a custom job” on page 38.
A job is a business process that accomplishes a specific goal in OTMM. It combines

multiple actions that belong together in a logical flow. Examples of jobs include
uploading or downloading assets, creating a contact sheet to share assets, or
participating in a review and approval workflow. In addition to the default
preconfigured jobs that are included with OTMM, custom jobs can be designed in
the Job Modeler.
Note: For more information about designing custom jobs with the Job
Modeler, see section 31 “Designing custom jobs with the Job Modeler” in
OpenText Media Management - Web Desktop Client User Guide
(MEDMGTMOD220200-UCW).
Some jobs involve user interaction after they are launched, such as custom review or
approval jobs. Other jobs might be fully automated, such as the default download
job. Custom jobs that require user interaction include tasks. For example, a campaign
review job can assign an initial task to designer users to contribute assets for a
campaign and then assign a subsequent task to the campaign director to approve the
assets. If you are assigned tasks, you can track and complete them on the Tasks
page.
The following summarizes what you can do with jobs:
View and track your jobs

You can view a list of your jobs, the assets and workflow steps of each job, or
cancel in-progress jobs on the Jobs > Jobs page. The filters on the Sidebar
enable you to refine the list by job type, status, or time period.
For more information, see “To view and track your jobs on the Jobs page”
on page 36.
Manage and participate in custom jobs
In addition to tracking the jobs on the Jobs page, managing and participating in
custom jobs involves the following tasks:
• Launching the job.

• Monitoring the job.

Chapter 5 Managing and participating in jobs
• Reassigning incomplete, in-progress tasks from the workflow of custom jobs.

• Adding assets to custom jobs.
• Signing in to OpenText™ Hightail™, if applicable.
• Participating in assigned tasks on the Jobs > Tasks page.
• Tracking custom jobs and tasks on the Calendar page.
Note: If the job owner assigned you as a watcher of a custom job, that job
is listed on the Jobs page. You can view the job and its details. However,
you cannot participate in the job.
5.1 Viewing and tracking jobs and downloads

This section describes how to view and track jobs on the Jobs page.
5.1.1 To view and track your jobs on the Jobs page
1. Tap > Jobs > Jobs.
2. To filter the jobs list, do any of the following:
Task Action
To include your completed jobs in the list Select the Include completed jobs check
box.
To sort your jobs Tap a column name. You can also tap
View and choose what you want to sort
by.
To refresh the list of jobs Tap .
Note: The list is automatically

refreshed if the status of a job
changes.
Tip: You can change the time zone of the job start and end times in your
general preferences. For more information, see “To set general
preferences” on page 153.
3. To view additional details about a job, such as assets included in the job or the
workflow steps, tap the row of the job to open the Job details page and do any
of the following:
Task Action
To view the assets that are included in the Tap the Assets tab.
job

5.2. Managing and participating in custom jobs
Task Action
To view the status of the steps involved in Tap the Workflow tab.
the job
Note: If the job was designed in the Job Modeler, the Workflow tab shows
the graphical representation of the job steps. Completed steps are green,
in-progress steps are orange, failed steps are red, and steps that are not yet
started are blue.
5.2 Managing and participating in custom jobs

This section describes how to do the following:
Launch a custom job

How you launch a custom job depends on how the job was designed in the Job
Modeler.
Manage custom jobs

If you are the owner or manager of a custom job, you can monitor jobs from the
Jobs card on the Dashboard. The owner is the user who initiated the job. A
custom job has a manager if the job designer included a manager or managers in
the Start Job state. If you have been assigned as a job manager, you can also
change the assignee of an incomplete step that is in progress from the workflow,
like job owner.
Tip: If a job designer included a watcher or watchers in the Start Job state,
the watcher can access and view the job from the Jobs page. However, a
watcher cannot participate in any tasks.
Add assets to a custom job

If you are the owner or manager of a custom job that includes tasks, you can add
assets to the job after it has been launched and has an in-progress task. After you
add assets to the job, task assignees can access them.
Manage and participate in tasks

If you are assigned tasks to complete as part of a custom job workflow, you can
view and complete the tasks on the Tasks page. You can filter the list of tasks by
priority, due date, and status. Selecting a task enables you to complete it.
Depending on the nature of the task, completing it might involve uploading,
reviewing, or revising assets, or entering information in a form.
Work with Hightail

If you are assigned to a custom job that involves working with Hightail, you can
complete tasks to retrieve content from a Space in Hightail.
Track jobs and tasks on the Calendar page

You can view and filter custom jobs and tasks that are in-progress or completed
in calendar view.

5.2.1 Launching a custom job

How you launch a custom job workflow depends on how the job was designed in
the Job Modeler. When the job designer creates and publishes the job, they can
determine the following:
Job name and menu label

The job designer chooses the name of the job that will appear on the Jobs page
and the label of the button used to start the job.
Where the job is displayed
The button to start the job can be displayed in the following locations:
• Action bar
• Inline on an asset
• Detail view
Asset selection required

The job designer can make the job button appear only if assets are selected.
Function enablement token (FET)
The job designer can assign a FET to the job so that only users with the FET
enabled can start the job.
Pre-launch form
The job designer can configure a form for the job owner to fill out when the job
is launched. This enables the job owner to configure job properties, such as
assignees for tasks, managers, and watchers. Talk to the job designer for more
information about completing a pre-launch form.
Tip–Check the availability of assignees
If the pre-launch form enables you to assign users or user groups to tasks,
you can view a chart that shows user availability by tapping the
Resourcing button next to the applicable field. The chart displays the start
and end dates of other tasks to which a user has been assigned during a
specified time period. You can adjust the timescale by selecting a format.
To show the task details, tap the task bar.
For more information about launching custom jobs in your instance of OTMM, talk
to the job designer.

5.2.2 Managing custom jobs
If you are the owner or manager of a custom job you can view and
perform tasks from the Jobs page.
Note: If you have been assigned as a watcher of a custom job, you can
view jobs but you cannot participate.
Tip: You can also view the status of job from the last seven days on the Jobs
card on the Dashboard.
5.2.2.1 To manage custom jobs
1. Tap > Jobs.
2. Do any of the tasks as you would for non-custom jobs. See “Viewing and
tracking jobs and downloads” on page 36.
3. Tap the row of the job to open the Job details page and do any of the following:
Tip: If you have been assigned as a watcher, you can view the job, its
details and the tabs, but you cannot participate.
Task Action
To view the assets that are included in the Tap the Assets tab.
job
To view the steps in the job workflow Tap the Workflow tab.
Note: The Workflow tab shows the

graphical representation of the job
steps. Completed steps are colored
green, in-progress steps are orange,
failed steps are red, and steps that
are not yet started are blue.

Task Action
To update assignees of a task of an in- a. Tap the Workflow tab.
progress step in the workflow
Tip: To view the workflow as a
list, tap > Step list.

b. Tap the In Progress step in the
workflow.
c. In the Update Assignees dialog box,
enter users or a user group in the
Assignees box.
d. Tap the in the chiclet to remove a

user or user group.
Notes
• You can only remove a user or
user group if they have not
completed the task that
belongs to the step.
• You can remove a user group
even if there are users mapped
to the user group who have
completed the task. If you
remove the user group, users
in that group who completed
the task will continue to be
assigned to that task. In
addition, that task will
continue to show as complete
after updating the assignees.
e. Tap Save.
To see the details of a job such as Tap the Form tab.
participants, assignees, and comments
Note: The Form tab is only available
if there is a pre-launch form
associated with the job.
To see a list of members including the Tap the Team tab.
owner, managers, watchers, and
participants
To cancel the job Tap Cancel job.
Note: You can only cancel jobs that

are in progress.

5.2.3 Adding assets to a custom job

If you are the owner or manager of a custom job that includes tasks, you can add
assets to a job after it has been launched and has an in-progress task so that the task
assignees can access those assets to complete their tasks. For example, if you want
the assignees to revise specific assets, you can add those assets to the job. After the
job has been launched, the assignee can select assets from the job and add them to
the task.
5.2.3.1 To add assets to a custom job

1. Open a folder or run a search to display the assets that you want to add to the
job.
Task Action
To add a single asset On the asset, tap > Add to job.
To add multiple assets at once Select the assets, and then tap > Add
to job on the Action bar.
3. In the Add to job dialog box, select one or more in-progress jobs, and then tap
Add.
Note: For more information about selecting assets from a job for a task, see
“To participate in tasks” on page 42.
5.2.4 Managing and participating in tasks

If you are assigned tasks to complete as part of a custom job, you can view the tasks
on the Tasks page. You can filter the list of tasks by priority, due date, and status.
Selecting a task enables you to complete it on the Task details page. Depending on
the nature of the task, this might involve reviewing and approving assets, checking
in or uploading assets, or entering information in a form and submitting it.
The job designer determines how the job is initiated, what steps comprise the job,
and the nature of the job tasks. Custom jobs can be developed by your system
integrator or designed in the Job Modeler. For more information, see section 31
“Designing custom jobs with the Job Modeler” in OpenText Media Management - Web
Desktop Client User Guide (MEDMGTMOD220200-UCW) or talk to your system
integrator.

5.2.4.1 To view and filter your tasks
• To view and filter your tasks from the Tasks page, tap > Jobs > Tasks and
do any of the following:
Task Action
To include your completed tasks in the list Select the Include completed tasks check
box.
To sort tasks Tap a column name. You can also tap
View, and then choose what you want to
sort by in the Sort by list.
To refresh the list Tap .
5.2.4.2 To participate in tasks
1. Tap > Jobs > Tasks.
2. Tap the row of an in-progress task.
3. On the Task details page, depending on the type of task, do any of the
following:
Notes
• The job designer determines what you must do to complete a task. For
example, the task might involve approving assets or filling out form
fields. The following table does not include all possible task actions. In
addition, some of the following actions might not be available for your
assigned task.
•
Assets with comments or an approval status display a status icon on
the Task details page.
Task Action
To upload assets for a task Tap Switch to asset actions > New assets,
and then follow the steps in “Uploading
assets“ on page 85 to upload one or more
assets.
To add assets from the job to the task Tap Switch to asset actions > Select assets
from job, select one or more assets, and
then tap Add.
Note: The job owner adds the assets

to an in-progress job. For more
information, see “Adding assets to a
custom job” on page 41.

Task Action
To approve or reject an asset Tap Switch to asset actions > Review, and
then tap the Approve or Reject button.
Approved or rejected assets display an
Approved or Rejected icon.

To revert an asset to its original state, tap
the Approve or Reject button again.
To view and compare asset versions Tap Switch to asset actions > Review.
Select an asset with multiple versions, and
then switch from Assets to Versions view
on the carousel pane. Select a version, then
select Compare to compare your selection
with the latest version. You can compare
the versions side by side or with an
overlay slider by switching to Overlay
mode. Select another version or drag it to
the preview pane to compare a different
version. You can also select to
unlink the comparison versions. If
unlinked, zoom level and position changes
are applied to each version independently.
Notes
• Only image assets are eligible for
comparison. Comparing video
and audio assets is unavailable.
• An icon on the asset in the
carousel pane indicates if there are
multiple versions.

Task Action
To add an annotation or comment to an Tap Switch to asset actions > Review. In
asset the comments pane, tap a shape to add or
draw an annotation on the asset. Add
multiple shapes and adjust the color and
line weight as desired. In the Write a
comment box, enter a comment and tap
Post to save it.
If you are reviewing a video or audio
asset, comments and annotations are
automatically given a timestamp. You can
remove the timestamp from a comment by
selecting Remove timestamp .

You can also select a range in the video or
audio asset by activating the commenting
panel to place a timeline marker and then
selecting the end of the range later in the
timeline.
Notes
• You can comment on video sub
clips, but you cannot add
annotations.
• Comments that include
annotations are assigned numbers
in the comments pane.
To delete an annotation or comment Select the comment and tap Delete .

Task Action
To complete a form Tap the Form tab. Fill in any fields and
perform any actions as required.
Note: The Form tab appears only if

the form includes fields for you to
fill out. If the form has no fields, the
form actions will appear next to the
task details at the top of the page.
For example, a review task might
feature a Complete button at the top
of the page.
Tip–Check the availability of

assignees
If the form enables you to assign
users or user groups to tasks, you
can view a chart that shows user
availability by tapping the
Resourcing button next to the
applicable field. The chart displays
the start and end dates of other tasks
to which a user has been assigned
during a specified time period. You
can adjust the timescale by selecting
a format. To show the task details,
tap the task bar.
5.2.5 Working with Hightail

You can be assigned to a custom job that involves working with Hightail.
Depending on the design of the job, you might be assigned a task to retrieve content
from Hightail.
Note: Your administrator configures Hightail with OTMM. For more

5.2.5.1 Retrieving content from Hightail

As part of a custom job, you can be assigned a task to retrieve content from a Space
in Hightail. This might involve importing new assets into OTMM or checking in new
versions of existing assets. You can perform these actions on the Task details page
of the task.
When you retrieve content for a task, a new job runs to retrieve the external content,
and then an Import or Check-in job is initiated to upload the content into OTMM.
Note: Your administrator configures the maximum size of assets that OTMM
will import. You cannot import an asset larger than the size that your
administrator configured. For more information, contact your administrator.

To retrieve content from Hightail:
1. Tap > Jobs > Tasks.
2. Tap the name of the applicable task.
3. Tap External assets to view the files that are present in the Hightail Space.
4. Tap Retrieve assets.
Tip: You can open the Space in Hightail by tapping Open workspace.
5. If there are new assets to import, expand the New asset section and do the
following:
a. On the Files tab, select a property template and optionally define a target
folder.
b. On the Metadata tab, fill in metadata fields as required.
c. On the Security tab, apply one or more security policies as required.
6. If there are new versions of existing assets to check in, expand the Versioned
asset section and review the information.
7. Optionally select the Approved assets only check box to import or check in only
assets with an approved status.
8. Tap Retrieve.
A Retrieve External Assets job is initiated. When it is completed, an Import or
Check-in job runs.
9. Optional To track the status of the jobs, tap > Jobs > Jobs. See “To view and
track your jobs on the Jobs page” on page 36.
Note: The jobs display the job name followed by the type:
• <JobName> - RetrieveExternalAssets – To retrieve the external content

from Hightail.
• <JobName> - Import – For new assets imported from Hightail into
OTMM.
• <JobName> - CheckInAsset – For new versions of assets checked in
from Hightail to OTMM.
10. On the Task details page, tap Complete.
Note: OTMM prevents you from completing the task while the
RetrieveExternalAssets job is running.

5.2.6 Monitoring jobs and tasks in Calendar view

You can monitor the status of jobs and tasks on the Calendar page.
The calendar enables you to toggle the display to jobs or tasks. Jobs are displayed by
start date and tasks are displayed by due date. If a job or task is assigned to you, you
can view more details about it. You can also see the tasks that are assigned to other
users.
Notes
• Only custom jobs that were designed in the Job Modeler are displayed on the
calendar.
• You can view tasks that are assigned to other users, but you cannot open the
Task details page or participate in these tasks.
5.2.6.1 To monitor jobs in Calendar view
1. Tap > Jobs > Calendar.
Task Action
To navigate the calendar Use the arrows and to open

different months.
To return to the current date, tap Today.
To select one or more dates Tap a date to select it. To select multiple
dates, touch an empty spot on the date
and drag.
To toggle the display to jobs or tasks Tap Jobs or Tasks.
To check the status of a job or task Icons next to the jobs or tasks indicate
their status:
In progress –
Completed –
Failed or Cancelled –

Task Action
To view job or task details Select one or more dates that include jobs
to open the Job Details pane. Tap the
name of a job or task on the Job Details
pane to open the Job details or Task
details pages.
Note: You can only view the job or

task details if the job or task is
assigned to you.

Chapter 6
Promoting and sharing assets with collections
Using collections, you can create groups of assets to promote and share with other
users.
When you create a collection, you can choose if it is private or shared with other
users. You can share the collection with specific users or user groups and determine
their level of access. If OTMM is integrated with OpenText™ Media Management
Digital Hub, you can also share collections with users by creating a microsite in
Digital Hub.
You can also promote the collection so that it appears on the home page of other
users. If you enable rating for your collection, users can rate it on a five-star scale.
You can then use the rating to sort or filter multiple collections on the Collections or
home page.
Example 6-1, “Using a collection to promote content for a marketing campaign”

on page 49 describes using a collection to promote content to other users.
Example 6-1: Using a collection to promote content for a marketing

campaign
A brand manager needs to promote the finalized content for a Spring

marketing campaign to their team. First, the brand manager identifies the
finalized assets through a search in OTMM and then adds them to a “Spring
Campaign” collection. The manager then shares that content with their team
members by promoting the collection to the home page of the appropriate
OTMM user groups.
The brand manager then learns that the content must be accessible to a wider
group of users who are collaborating on similar campaigns. They therefore
create a microsite to easily share the “Spring campaign” collection URL with
these additional users. The users can then visit the microsite and consume the
assets for their campaigns.

Chapter 6 Promoting and sharing assets with collections
6.1 Understanding collection sharing and access

types
You can manage how your collection is shared in the following ways:
Private
Only the collection creator can see the collection.
You can add any assets to a private collection. However, if you subsequently decide
to share the collection, you must have the right permissions to the assets to provide
access to other users. For more information, see “Shared” on page 50.
Shared
You must have the COLLECTIONS.SHARE FET to share a new collection or

manage the access settings of an existing shared collection. Your administrator
configures FETs.
The collection is shared with other users within OTMM or on a microsite.
Shared within OTMM

Other OTMM users or user groups with whom the collection is shared can see
the collection. Their level of access determines what they can do with the
collection. The following access types are available:
• View
• View and download
• View, download and curate
• Manage all
“Collection access types” on page 50 outlines the tasks that are permitted for
each access type.
Table 6-1: Collection access types
Task related to Access type

the collection
View View and View, download Manage all
download and curate
View assets in Yes Yes Yes Yes
the collection
Subscribe to the Yes Yes Yes Yes
collection

6.1. Understanding collection sharing and access types
Task related to Access type

the collection
View View and View, download Manage all
download and curate
Download No Yes Yes Yes
original and
preview of
assets in the
collection
Add or remove No No Yes Yes
assets in the
collection
Add or remove No No Yes Yes
the collection
thumbnail
Edit the No No No Yes
collection
properties
Delete the No No No Yes
collection
Promote the No No No Yes
collection to the
Home page
Note: In addition to the required access type, you must have the
COLLECTIONS.PROMOTE FET to promote a collection. Your
Sharing collections and user permissions – To respect asset security policies,

the level of access that the collection owner provides to a shared collection
cannot exceed the permissions that the owner has to the assets in the collection.
For example, if you the collection owner only have View permission for assets in
a collection, OTMM will prevent you from providing an access type beyond
View. Similarly, if you provide collection recipients with View and download
access, you must have View and Export permission for all the assets that you
add to the collection. If you do not have the required permission for an asset, it
cannot be added to the collection.
This means that collection recipients can obtain a greater level of access to the
assets than is provided to them by security policies outside of the collection. For
example, so long as the collection owner has Export permission, the owner can
grant download access to a recipient who does not have the Export permission.
If the collection owner grants download or view access for collection assets for
which they have Export and View permissions, but the security policies of the
assets are changed and the owner loses either of these permissions, then the
assets are removed from the collection.

Example 6-2: Sharing collections and user permissions
• A collection owner builds a shared collection of assets for which they

have View and Export permission, enabling them to view or download
the assets. They grant View, download, and curate access to another
user who does not have Export permission to the assets. OTMM enables
the recipient user to download the assets in the collection even though
they do not have the Export permission.
• A collection owner builds a private collection and adds assets for which
they have View permission but not Export permission. They decide to
share the collection and want to provide download access to the shared
users. OTMM prevents the collection owner from granting this access
type because they do not have Export permission for the assets.
• A collection owner builds a shared collection of assets for which they
have View and Export permissions. They therefore have and can grant
download access to assets in the collection. They subsequently lose
Export permission for some of the assets because the security policy has
changed. OTMM removes these assets from the collection.
Note: Your administrator configures the user permissions that apply to a

security policy. Security policies are applied to an asset when it is
uploaded and can be changed by editing the asset metadata.
Shared on a microsite
The collection is shared on a microsite created with OpenText™ Media
Management Digital Hub. This option is available if your administrator
configured OTMM with Digital Hub. Depending on your administrator’s
configuration, users can access the microsite through a public URL or an
authenticated URL that requires them to sign in with OTMM user credentials.
By default, microsite URLs are authenticated. Contact your administrator for
more information about microsite authentication.
The microsite uses the Digital Hub Mosaic theme and the branding that is set in
your user preferences. If you do not set a preferred brand, the microsite uses the
branding that is associated with the Digital Hub microsite template. Your
administrator configures the Digital Hub Mosaic theme and template.
For more information about Digital Hub microsites, see OpenText Media
Management Digital Hub - User Guide (MEDMGTPO220200-UDH).

6.2. Creating a collection
6.2 Creating a collection

You must have the COLLECTIONS.CREATE FET to create a collection. Your

You can create a collection in the following ways:
• On the Collections page

Create an empty collection and then add assets to it.
• From one or more selected assets
Create a new collection from assets that you select in a folder or search results.
• As a step in a job defined in the Job Modeler
Design a job that creates a collection as part of a job workflow. For more
information, see section 31 “Designing custom jobs with the Job Modeler” in
OpenText Media Management - Web Desktop Client User Guide
(MEDMGTMOD220200-UCW).
6.2.1 To create a collection on the Collections page
1. Tap > Collections.
2. On the Action bar, tap New collection.
3. In the Name box, enter a name for the collection.
4. To let you or other users rate your collection, select Enable collection ratings.
5. In the Sharing area, tap one of the following:
• To create a private collection, tap Private.

• To create a shared collection, tap Share.
You must have the COLLECTIONS.SHARE FET to share a new
collection. Your administrator configures FETs.
6. If you are creating a shared collection, add users or user groups as follows:
a. In the User box, enter the user name or a hashtag (#) followed by the user
group name.
Note: OTMM prevents you from sharing the collection with the
default Everyone user group.
b. In the Access type list, choose the access type for the user or group.
c. Tap Add.

7. To publish a shared collection as a microsite, select Create microsite.
Notes
• OTMM must be integrated with Digital Hub to create a microsite.

• Some OTMM user types have limited access to OTMM. If Digital Hub is
integrated with OTMM and you add a user with a restricted role, such
as a Registered Consumer, the shared collection is automatically
published as a microsite, and the user receives a link by email to visit
the site directly. If Digital Hub is not enabled and microsite publication
is unavailable, the user receives a direct link to the collection in the
OTMM Web Client. Contact your administrator for more information
about user authentication and microsites.
8. Tap Create.
6.2.2 To create a collection from selected assets

1. Open a folder or run a search to display the assets from which you want to
create a collection.
2. Select the assets and tap Add to collections on the Action bar.
3. In the Add to a new collection box, enter the name of the new collection and
tap Add new.
Tip: You can also add the assets to an existing collection in the Add to
existing collections box. For more information, see “To add assets to a
collection” on page 55.
4. Tap Save.
Note: By default, the new collection is private.
5. To configure the collection properties, such as sharing options and shared users,
go the Collections page and edit the collection. For more information, see
“Editing a collection” on page 56.

6.3. Adding, copying, and removing assets in a collection
6.3 Adding, copying, and removing assets in a

collection
To add, copy, or remove assets in a collection, you need View, download, and
curate or Manage all access to the collection.
In addition, you must have the COLLECTIONS.CREATE FET. Your

You can add, copy, or remove assets in collections that you own or manage.
6.3.1 To add assets to a collection

1. Open a folder or run a search to display the assets that you want to add to a
collection.
Task Action
To add a single asset On the asset, tap > Add to

collections .
To add multiple assets Select the assets and tap Add to
collections on the Action bar.
3. In the Add to existing collections box, select one or more collections by

searching or selecting the collections in the list, and then tap Add selected.
Note: By default, the Add to existing collections list displays the last ten
collections that you accessed.
Tip: You can also add the assets to a new collection in the Add to a new
collection box. For more information, see “To create a collection from
selected assets” on page 54.
4. Tap Save.

6.3.2 To copy assets in a collection
2. To open the collection, tap the collection thumbnail.
3. To copy one or more assets from the collection, do one of the following:
Task Action
To copy a single asset On the asset, tap > Copy to

collections.
To copy multiple assets at once Select the assets and then, on the Action
bar, tap Copy to collections.
4. In the Copy to collections dialog box, copy the assets to a new collection or to
existing collections. For more information, see the following:
• Steps 3 to 5 in “To create a collection from selected assets” on page 54

• Steps 3 to 4 in “To add assets to a collection” on page 55
6.3.3 To remove assets from a collection
2. To open the collection, tap the collection thumbnail.
3. To remove one or more assets from the collection, do one of the following:
Task Action
To remove a single asset On the asset, tap > Remove from

collection.
To remove multiple assets at once Select the assets and tap Remove from
collection on the Action bar.
6.4 Editing a collection

To edit collection properties, you must be the owner of the collection or have
Manage all access to the collection.
In addition, to edit the collection access and shared users, you must have the
COLLECTIONS.SHARE FET. Your administrator configures FETs.
If you have the necessary permissions, you can edit the following properties of a
collection:

6.4. Editing a collection
Name
You can rename the collection.
Access
You can make the collection private or shared. If OTMM is configured with
Digital Hub, you can also create or remove a microsite.
For more information about access types, see “Understanding collection sharing
and access types” on page 50.
Note: If you edit a shared collection so that it is private, all ratings and
permissions assigned to shared users are preserved.
Shared users
If the collection is shared, you can add or remove users or user groups. You can
also modify their access type in the collection.
Notes
• If you remove a user who rated the collection, their rating is preserved.
• OTMM prevents you from sharing the collection with the default
Everyone user group.
Ratings
You can enable or disable collection ratings.
Note: If you disable ratings after users have already rated the collection,
the users’ ratings will be preserved, but they will be prevented from
changing or adding new ratings.
Collection thumbnail
You can change or remove the collection thumbnail.
6.4.1 To edit a collection
2. To edit the collection sharing properties, do the following:
You must have the COLLECTIONS.SHARE FET to edit collection sharing
properties. Your administrator configures FETs.
a. On the collection, tap > Manage access to open the Manage collection
access dialog box.
b. Do any of the following:
Task Action
To edit the collection access Tap the desired access type.

Task Action
To edit the users of a shared collection Add or remove users or user groups in
the collection. To edit a user or user
group’s level of access, remove and then
re-add them with the desired access
type.
To enable or disable collection ratings Select or clear the Enable collection
ratings check box.
To create or remove a microsite Tap Share, and then select or clear
Create microsite.
Note: Some user types have

limited access to OTMM. If you
share the collection with a user
who has a restricted role, such as
Registered Consumer, the
collection is automatically
published as a microsite. Contact
your administrator for more
information about user
authentication and microsites.
c. Tap Save.
3. To edit the collection name or thumbnail, do the following:
Task Action
To change the collection name On the collection, tap > Rename.
Note: You must be in Grid or

Spreadsheet view to rename the
collection.
To remove the collection thumbnail On the collection, tap > Remove

thumbnail.
To change the collection thumbnail Tap the collection tile to open the
collection. On the asset that you want to
use as the collection thumbnail, tap
> Set as collection thumbnail.

6.5. Deleting a collection
6.5 Deleting a collection

To delete a collection, you need to be the owner of the collection or have

Manage all access to the collection.
You can delete collections that you own or manage.
Important
• Deleting a collection permanently removes it from the system. When you

delete a shared collection, shared users will no longer have access to the
collection. In addition, if it is the primary collection associated with a
Digital Hub microsite, the microsite will be deleted in Digital Hub.
• Deleting a collection does not delete the assets inside the collection. The
assets remain in the system.
6.5.1 To delete a collection
2. To delete one or more collections, do one of the following:
Task Action
To delete a single collection On the collection, tap > Delete.

To delete multiple collections at once Select the collections, and then, on the
Action bar, tap Delete.
6.6 Promoting a collection

To promote collections, you need the following permissions:
• Manage all access to the collection.

• The COLLECTIONS.PROMOTE FET. Your administrator configures FETs.
You can promote a shared collection so that it appears on the Home page of other
users in your organization. Promoting the collection takes place at the user group
level, enabling you to promote it to the Home page of a specific set of OTMM users.
Recipients of the promoted collection are granted View and download access to the
assets in the collection.
Note: Some OTMM user types have restricted access to OTMM. If Digital Hub
is integrated with OTMM and you add a user group which contains users with
a restricted role, such as a Registered Consumer, the promoted collection is

automatically published as a microsite, and users receive a link by email to

visit the site directly. If Digital Hub is not enabled and microsite publication is
unavailable, users receive a direct link to the promoted collection in the OTMM
Web Client. Contact your administrator for more information about user
authentication and microsites.
6.6.1 To promote a collection
2. On the collection, tap > Manage promote to home page.
3. To select one or more user groups to which you want to promote the collection,
expand the User groups list and select groups as required. If you select a group
that contains subgroups, the subgroups are also selected. To cancel the selection
of subgroups, expand the list under the parent group and clear the selected
subgroups. If you are promoting the collection with a parent group and some of
its subgroups are cleared, a partial selection icon is displayed next to the
parent groups. If only the parent group is selected, a parent selection icon is
displayed.
Note: OTMM prevents you from sharing the collection with the default
Everyone user group.
4. Tap Save.
6.6.2 To demote a collection

Note: If the collection was shared with users prior to promoting it, demoting
the collection does not remove the shared permissions.
2. On the promoted collection, tap > Manage promote to home page.
3. In the User groups list, clear selected user groups to demote the collection. For
more information about editing the list, see Step 3.
Tip: To display only user groups that are selected, select the Only show
selected groups check box.

6.7. Rating a collection
6.7 Rating a collection

If rating is enabled for a collection, you can rate the collection on a five-star scale.
Rating a collection helps users sort or filter it. Users can sort collections by
individual user ratings or the average rating.
Note: Ratings from deleted users are preserved in the system.
6.7.1 To rate a collection
2. On the collection , tap > Rate this collection and select a rating on the five-
star scale.
6.8 Downloading a collection

To download assets in a collection, you must have download permissions for

the collection.
You can download the assets in a collection.
6.8.1 To download a collection
2. On the collection, tap > Download.
3. In the Download assets dialog box, do the following:
• To download the assets using the Quick download or Custom

configuration options, follow step 3 or 4 in “To custom download assets”
on page 99.
• To download the assets using the Contact sheet option, follow step 2 to 8 in
“To download a contact sheet” on page 101.

Chapter 7
Searching for assets
You can search for assets from any page by using the keyword search on the Header
bar. In the Search bar, enter your search query and press ENTER to run a search.
The Search bar options also let you do the following:
• Specify what you want to search for, the scope of the search, and where to search.
See “To search for assets using the keyword search” on page 63.
• Run an advanced search. See “Running an advanced search” on page 68.
• Run a saved search. See “Saving searches” on page 73.
• View a list of your recent searches. Tap the search name to run it again.
After running a search, the results are displayed on the Assets page. You can narrow
the results by selecting facets (filters) on the Sidebar. You can also save your search
to run it later.
Additionally, you can search for assets available in stock image libraries, such as
Shutterstock®. See “Searching assets in external libraries” on page 84.
7.1 To search for assets using the keyword search

1. In the Search bar, enter your search query.
Tip: After you enter at least two characters in the search box, OTMM
generates a suggestion list based on what you entered. The system only
generates suggestions for single words. For example, if there is an asset in
the system with the name “Lions stalking their prey.mov”, and you enter
“Li” in the search box, then “Lions” will appear in the suggestion list.
2. To define what you want to search for, tap , and then specify the following
in the Options area:
Search for
Choose to search for folders, assets, or users.
Search in
Choose the scope of the search:
• File Content Only – Search the content of assets for the search criteria.
This option applies to assets that contain text, such as a TXT file.
• Metadata Only – Search the metadata associated with assets.
• Metadata and File Content – Search the content of assets and their
associated metadata.

Chapter 7 Searching for assets
Where
Choose where to search:
• All assets – Search against all assets in the system.
• This folder – Search against only the assets in a folder that you currently
have open.
• This collection – Search against only the assets in a collection that you
currently have open.
3. Tap Search.
7.2 Running a faceted search

You can narrow search results by using faceted search. A facet is a set of clearly
defined, mutually exclusive properties. For example, a collection of books might be
classified using an author facet and subject facet. Faceted search is a technique for
accessing information that is organized according to a faceted classification system,
allowing you to apply multiple filters to a search. In OTMM, facets are generated
from the metadata fields associated with each asset. Facets are displayed under the
Filters tab on the Sidebar. Each facet will have several facet values displayed
underneath it. Each facet value will be one of the following:
Simple facet value

A unique value for the field present in one or more of the assets in the search
result, as well as a count showing the number of assets in the search result that
contain that value.
Range facet value

A range of field values (for date and numeric fields) as well as a count showing
the number of assets in the search result where the value for the field falls into
that range.
Interval facet value

Like range facet values, except that the ranges are preconfigured. Interval facet
values can be variably sized, overlapping, and are assigned a textual label. Date
interval facet values can also be dynamic, relative to the current date. For
example, In the last 7 days.
Hierarchical facet value

Like simple facet values, because they include a unique value for the field
present in one or more of the assets in the search result and a count showing the
number of assets in the search result that contain that value. Additionally,
hierarchical facet values display with a cascading tree structure because they are
derived from cascading domain fields. An example of this might be a cascading
domain field consisting of a car manufacturer (Toyota, Honda), car model
(Camry, Accord), and model year (2018, 2019).

7.2. Running a faceted search
You can select one or more facet values to further narrow your search results.
Selecting facet values creates a new search result that includes assets that match
your initial search criteria and contain the selected facet values.
Your administrator configures the behavior of the facets on the Sidebar. Configured
features include the following:
• The default number of facets to display.

• What fields facets may be generated for.
• Whether multiple facet values can be selected for a facet (multi select), or only a
single facet value may be selected (single select).
• The default number of facet values to display.
• The maximum number of facet values that can be displayed.
• The ranges that are used when generating facet values for facets based on
numeric or date fields.
Contact your administrator for more information about facet configuration.
Note: While the fields for which facets may be generated are configured by an
administrator, facet generation is specific to your search result. Not all the
configured facets may be displayed on the Sidebar for a search result. In some
cases, none may be. Typically, facets with only a single facet value underneath
them will not be displayed since they are not useful for narrowing your search
result. Search results—particularly small search results—may not contain
multiple values for a configured field.
7.2.1 Expanding the list of facets

The Filters tab on the Sidebar contains a list of facets with the associated facet values
listed underneath each facet. If more facets are generated than the number of facets
displayed by default, a Show more link is displayed. Tap Show more to populate
the Filters tab with the full list of available facets. Use and to collapse
and expand the list of facet values.

7.2.2 Expanding the list of facet values

If the number of facet values exceeds the number of facet values displayed by
default, tap the Show more link at the bottom of the facet value list to expand it. You
can reduce the list to the original default length by tapping Show less.
Note: If the number of facet values exceeds the maximum number that was
configured, not all values contained in the search result will be displayed, even
after expanding the facet value list.
7.2.3 Selecting facet values to narrow search results

On the Filters tab of the Sidebar, you can select any of the displayed facet values to
narrow your search results. Do this repeatedly to “drill down” into your search
results by continuing to select facet values from different facets. When you select a
facet value, the search results refresh to reflect the selected value. For example, if
you search for “cats”, you can select a content type filter to limit the results to image
files, and then further narrow the resulting images by selecting a color in the Color
filter.
Your selected facet values are displayed in chiclets above the search results.
If there are too many chiclets to display, select to see all of them.
Note: Some of the assets in your search results may not contain any value for
the field from which a facet is generated. An unspecified facet value will be
generated in this case. Selecting the unspecified facet value narrows your
search results to include only those assets that do not contain any value in the
facet field. The unspecified facet value always appears at the end of the facet
value list.
7.2.3.1 To remove a facet from your search results

• On the Search Results page, do any of the following:
Task Action
To remove a single facet On the Sidebar, tap a selected facet to clear
it. You can also tap on the chiclet above

the search results.
To remove all facets Tap Clear next to the facet chiclets.

7.2. Running a faceted search
7.2.3.2 Using date and numeric facet values

There are two types of date and numeric facet values that your administrator can
configure.
Range facet values

A range facet value shows a range of possible field values. The asset count for
each range facet value shows the number of assets in your search result which
contain a field value that falls into the indicated range. Range facet values are
generated for date and numeric fields. Depending on how the facet was
configured, you may be allowed to select only a single facet value for a field
(single select) or multiple facet values for a field (multi-select).
Interval facet values
An interval facet value shows a preconfigured range of possible field values. The
asset count for each interval facet value shows the number of assets in your
search result which contain a field value that falls into the indicated range.
Interval facet values are generated for date and numeric fields. Depending on
how the facet was configured, you may be allowed to select only a single facet
value for a field (single select) or multiple facet values for a field (multi-select).
Using custom ranges
Note: Custom ranges apply to range facet values and interval facet values.
In addition to the generated range facet values, you can also enter your own custom
range. At the end of the facet value list, two text boxes are displayed for the
beginning and end of the custom range. You can enter your own values into these
boxes to narrow your search result to include only assets that contain a value for the
field that fall into the specified range. Custom ranges can be entered in one of the
following ways:
• Enter values for both the beginning and ending. Assets must contain a value for
the field that is greater than or equal to the beginning value and less than or
equal to the ending value.
• Enter a value in the beginning value only, leaving the ending value empty.
Assets must contain a value for the field that is greater than or equal to the
beginning value.
• Leave the beginning value empty and enter a value for the ending value only.
Assets must contain a value for the field that is less than or equal to the ending
value.

7.3 Running an advanced search

Advanced search is a flexible and powerful search that you can configure to suit
your searching needs. By using it, you can narrow your search results by refining
your search criteria.
For example, you can use AND, OR, and NOT Boolean conditions. In addition, you
can use parentheses to choose where to start and stop the conditional field.
If there are search fields that you use frequently in an advanced search, you can
configure the fields to appear by default.
7.3.1 To run an advanced search
1. In the Search bar, tap > Advanced search.
2. In the Look For list, choose if you want to search for assets, folders, or users.
Note: The options in the Look For list may be different if your
administrator made changes to the default configuration.
3. In the In language list, choose the language in which you want to perform the
search.
Note: If your administrator configured metadata fields for multilingual

data, then you can choose a language. The languages available are those
that you configured in your general preferences. For more information, see
“To set general preferences” on page 153.
4. To define how to sort the results of your search on the Advanced search results
page, choose what to sort by and the order in the Sort results by lists.
Note: Your administrator configures the fields that are sortable. The fields
available in the Sort results by list depend on the configurations that your
administrator implemented.
5. To add fields on the search form, do the following:
Tip: If you are starting your search from an open folder or collection, the
Folder or Collection field is automatically added to the search form.
a. In the Add a new field pane, select one or more fields and tap Add.
Notes
• You can add a field, such as Name or Imported By, multiple times.
• Depending on what you choose to search for in Step 2, different
fields will appear in the list. Your administrator configures the
available fields.

7.3. Running an advanced search
Tip: Add the Keyword field to run a keyword search.
b. If you add a standard field, choose a search operator, and then enter the
search criteria or values in the boxes. For more information, see “Choosing
the search operator” on page 71.
Most standard fields provide a box where you can enter a single value.
Other standard fields, such as between, provide two boxes. Additionally,
there are standard fields that do not support a box, such as is empty and is
today.
c. If you add a cascading field or a domain field, either start typing in the box
and then choose the search criteria, or choose the criteria that you want to
search in each field. Tap Add to add the criteria to the search form.
Notes
• After tapping Add, a chiclet that contains your search criteria

appears below the cascading or a domain field. To delete the search
criteria, tap .
• You can add multiple search conditions for a cascading or domain
field. The conditions are represented by multiple chiclets below that
field. To do this, after adding a condition, return to the field, choose
the search criteria, and tap Add.
•
To change the order of the search fields, drag the icon to the
appropriate location.
6. In the operator list, choose one of the following between each search field:
• AND to include the criteria from both search fields in the search results.
• OR to include the criteria from one or the other, or both search fields in the
search results.
• NOT to exclude the search criteria from the search field from the search
results.
Note: The NOT operator has a higher precedence, followed by AND, then
OR. For more information, see “Choosing the logical operator”
on page 70.
7. To override the default operator precedence, use the parentheses on the page to
enclose search fields as required.
Tip: If you choose one of the keyword-oriented search operators, such as

contains or does not contain, adding parentheses ( ) to the query string
that you entered in the text box for a field serves the same function as
adding them around the field conditions; it overrides the default operator
precedence. For example, if you enter “wild and lion or tiger” in the text

box for the Title field, it will search for an asset that contains both WILD
and LION, or contains TIGER, because AND has the higher precedence.
If you want to retrieve assets that contain WILD and either LION or
TIGER, add parentheses to override the default operator precedence,
“wild and (lion or tiger)”. The only reason to add parentheses to the query
entered in a text box is if you have entered logical operators in your query.
If you did not enter logical operators, such as “red (white green) blue”),
the parentheses will be ignored.
However, if you chose any of the string-oriented search operators, such as
begins with, does not begin with, is, is not, is like, or is not like, then
any parentheses that you enter will be searched for as literal text.
8. Tap Search.
7.3.2 To set default search fields

1. Follow steps 1 to 6 in “To run an advanced search” on page 68 to open the
advanced search and add search fields.
2. To make the fields appear by default when you open the advanced search, tap
Set as defaults.
Note: Only the search fields appear by default, not operators, parentheses,
or sort options.
3. If you change the fields and want to restore the defaults, tap Reset.
7.3.3 Choosing the logical operator

OTMM supports the use of logical operators to further refine search queries. The
table below defines the logical operators that can be used in a search query.
If you do not specify an operator between search terms in a search string, the search
results will return assets that contain all the terms if AND is the default operator, or
they will return assets that contain any of the search terms if OR is the default
operator. Contact your administrator to find out which operator is the default
operator.
Table 7-1: Logical operators
Operator Syntax Description

AND term and term Used to search for assets that
contain all terms. All query
terms must occur.
OR term or term Used to search for assets that
contain at least one of the
specified terms. At least one
term must exist.

7.3. Running an advanced search
Operator Syntax Description

NOT term not term Used to exclude a term when
searching. Assets with the
first term are retrieved, but
assets with the second term
are excluded from the search
results.
7.3.4 Choosing the search operator

OTMM supports the use of search operators to further refine search queries. The
table below defines the search operators that can be used in a search query.
Note: All the textual search operators are case insensitive.
Table 7-2: Search operators for textual fields
Operator Description
begins with The search field beings with characters that
you entered. This is a string-oriented
operator.
contains The contents of the search field match the
keyword query that you entered.
does not begin with The search field does not begin with the
characters that you entered.
This is a string-oriented operator.

does not contain The contents of the search field do not match
the keyword query entered.
is The search field matches exactly what you
enter. You cannot use wildcard characters.

is empty The search field is empty.
is like The search field matches exactly what you
enter. You can use wildcard characters.

is not The search field does not match exactly what
you enter. You cannot use wildcard
characters.

is not empty The search field is not empty.

is not like The search field does not match exactly what
you enter. You can use wildcard characters.
Table 7-3: Search operators for date fields
is The search field contains the date that you
entered.
is after The field contains a date that is after the date
that you entered.
is before The search field contains a date that is before
the date that you entered.
is between The search field contains a date that is on or
between the two dates that you entered.
in the last 30 days The search field contains a date in the last 30
days.
in the last 7 days The search field contains a date in the last 7
days.
is on or after The search field contains a date that is on or
after the date that you entered.
is on or before The search field contains a date that is on or
before the date that you entered.
is today The search field contains a date that matches
the current date.
w/in 30 days of The search field contains a date that is within
30 days of the date that you specified.
w/in 7 days of The search field contains a date that is within
7 days of the date that you specified.
is yesterday The search field contains a date that matches
the day before the current date.
Table 7-4: Search operators for numeric fields
is at least The search field contains a number that is
greater than or equal to the number that you
entered.

7.4. Saving searches
is at most The search field contains a number that is
less than or equal to the number that you
entered.
is between The search field contains a number that
matches or is between the two numbers that
you entered.
is less than The search field contains a number that is
less than the number that you entered.
is more than The search field contains a number that is
greater than the number that you entered.
is not The search field contains a number that is not
equal to the number that you entered.
7.4 Saving searches

You can save a search to perform it later or share the results with other users.
Additionally, you can deliver the results of a saved search through FTP, SFTP, or a
shared network location at regularly scheduled intervals by setting up a scheduled
delivery.
By default, OTMM includes the following saved searches:
• My Checked Out – Display the assets that you have checked out. For more
information about checking out assets, see “Checking assets out and
in“ on page 119.
• My Subscribed – Display the assets that you are subscribed to. For more
information about subscribing to assets, see “Subscribing to assets, folders, and
• My Imported – Display the assets that you uploaded. For more information
about uploading assets, see “Uploading assets“ on page 85.
Notes
• You can configure the date range for the assets retrieved by the My
Imported saved search in your search preferences. For more information, see
“To set search preferences” on page 154.
• Narrowing the results by keyword on the Sidebar is only available for the
My Imported saved search, not the My Subscribed and My Checked Out
searches.

7.4.1 To save a search

• Run a keyword search. See “To search for assets using the keyword search”
on page 63.
• Run an advanced search. See “Running an advanced search” on page 68.
Note: You can also apply facet values to searches. These appear as chiclets
and will be saved with the search.
2. On the search results page, do one of the following:
• If you ran a keyword search, tap Save search.

• If you ran an advanced search, tap View search criteria > Save search.
3. In the Save Search dialog box, enter a name and description for your saved
search.
4. In the Visibility area, select one of the following:
• Private
The saved search is only visible to you.
• Public
The saved search is visible to all users of OTMM.
• Group
The saved search is visible to selected user groups.
To select one or more user groups, expand the list and select groups as
required. If you select a group that contains subgroups, the subgroups are
also selected. To cancel the selection of subgroups, expand the list under the
parent group and clear the selected subgroups. If you are sharing assets with
a parent group and some of its subgroups are cleared, a partial selection icon
is displayed next to the parent group. If only the parent group is
selected, a parent selection icon is displayed.
Notes
– If you create a saved search and share it with user groups of which
you are not a member, you can still see the saved search.
– Permissions required
You must have the SEARCH.ASSIGN_USER_GROUPS Function
Enablement Token (FET) to assign a saved search to user groups.
Your administrator configures FETs.
5. To add the search to the top of the Saved Searches list on the Sidebar, select the
Favorite check box.

6. Tap Save.
7.4.2 Running a saved search
You can run a saved search from the Search bar or the Assets page.
After you run the search, chiclets are displayed above the results to
represent the search criteria and facet values. Dark gray chiclets represent the search
criteria and light gray chiclets represent the facet values of the search.
7.4.2.1 To run a saved search

• Do one of the following:
• In the Search bar, tap , and then tap a saved search in the Saved Searches
area.
• Tap the Assets tab, expand Saved Searches on the Sidebar, and tap the
saved search that you want to run.
7.4.3 Editing the properties of a saved search

On the Sidebar, you can edit the name, description, visibility, and favorite status of a
saved search, delete it, or generate embed code to embed a widget on an external
webpage.
7.4.3.1 To edit the properties of a saved search

1. Tap the Assets tab.
2. On the Sidebar, expand Saved Searches to display your saved searches.
3. Tap next to the saved search that you want to edit.

• Tap Edit to change the name, description, visibility, or favorite status of the
search as required.
Note: OTMM prevents you from setting a public saved search to

Private if the search is associated with a Storage Management business
rule or a scheduled OpenText™ Rich Media Analysis job. For more
• Tap Delete to delete the saved search.
Note: OTMM prevents you from deleting a saved search that is

associated with a Storage Management business rule or a scheduled
Rich Media Analysis job. For more information, contact your
administrator.

• Tap Favorite or Unfavorite to toggle the favorite status of the saved search.
• Tap Generate embed code to generate code to embed a widget on an
external webpage. For more information, see “To generate embed code for a
saved search” on page 140.
7.4.4 Modifying the criteria of a saved search

Using the Edit search button on the Saved search results page, you can edit the
search fields, search criteria, search operators, the order of the search, sorting
method, and language, if applicable.
Tips
• On the Saved search results page, tap Edit search to see the saved search
criteria, which are represented by dark gray chiclets. Saved facet values are
represented by light gray chiclets.
• If your saved search criteria include limiting the search to a specific folder,
the search results page includes a chiclet that contains a breadcrumb trail.
By tapping a parent folder, you run a search with a wider scope while
maintaining all other saved search conditions.
7.4.4.1 To modify the criteria of a saved search

1. Open a saved search from the Assets Sidebar or the Saved Searches area of the
search options page.
2. On the Saved search results page, tap Edit search > Edit.
3. On the Advanced search page, do any of the following:
a. In the In language list, choose the language in which you want to run the
search.
If your administrator configured metadata fields for multilingual data, then
you can choose a language from the list. The languages available will be
those that you configured in your General preferences.
b. Edit the terms that you want to search for in any of the displayed field
prompts.
c. To add search criteria by adding custom fields, do the following:
i. Select a field from the Add a new field list, and tap Add.
ii. If you added a cascading field or a domain field, either start typing in
the box and then choose the search criteria, or choose the criteria that
you want to search in each field. Tap Add to add the criteria to the
search form.
Notes
• The user interface depends on how your administrator

configured the edit type settings.

• After tapping Add, a chiclet that contains your search criteria

appears below the cascading or a domain field. To delete the
search criteria, tap .

• You can add multiple search conditions for a cascading field or
domain field. The conditions are represented by multiple
chiclets below that field. To do this, after adding a condition,
return to the cascading field, choose the search criteria, and tap
Add.
Notes
• Depending on what you choose to look for (Assets, Folders, or

Users), different fields, as configured by your administrator, will
appear in the list.
•
To change the order of the search fields, drag the icon to the
appropriate location.
Tip: Add the Keyword field to your form to run a keyword search.
d. Choose the search operators, as required. For more information, see
“Choosing the search operator” on page 71.
e. In the operator list, choose one of the following between each search field:
• AND to include the criteria from both search fields in the search results.
• OR to include the criteria from one or the other, or both search fields in
the search results.
• NOT to exclude the search criteria from the search field from the search
results.
Note: For more information, see “Choosing the logical operator”

on page 70.
f. To override the default operator precedence, use the parentheses on the
page to enclose search fields as required.
Tip: If you choose one of the keyword-oriented search operators, such

as contains or does not contain, adding parentheses to the query
string that you entered in the text box for a field serves the same
function as adding them around the field conditions; it overrides the
default operator precedence. For example, if you enter “wild and lion
or tiger” in the text box for the Title field, it will search for an asset
that contains both WILD and LION, or contains TIGER, because AND
has the higher precedence.
If you want to retrieve assets that contain WILD and either LION or
TIGER, add parentheses to override the default operator precedence,
“wild and (lion or tiger)”. The only reason to add parentheses to the

query entered in a text box is if you have entered logical operators in

your query. If you did not enter logical operators, such as “red (white
green) blue” ), the parentheses will be ignored.
However, if you chose any of the string-oriented search operators,
such as begins with, does not begin with, is, is not, is like, or is not
like, then any parentheses that you enter will be searched for as literal
text.
g. To sort the results list of your search on the Advanced search results page,
do the following:
i. In the first Sort results by list, choose the search criteria that you want
to sort by.
Note: Your administrator configures fields to be sortable. The

field you want may or may not be in the Sort results by list
depending on the configurations that your administrator has
implemented.
ii. In the second Sort results by list, choose Descending or Ascending
order.
h. Tap Search.
Note: On the search results Save advanced search results page, blue
chiclets that are located outside of the View search criteria are not
included as part of the saved search.
4. To save your changes, tap View search criteria > Save search. You can save this
as a new saved search by entering a different name, or replace the existing
search.
7.4.5 Modifying a facet value in a saved search

Green chiclets represent facet values. You can add or remove facet values from your
saved search.
7.4.5.1 To modify a facet value in a saved search

1. Open a saved search from the Assets Sidebar or the search options page.
2. On the Saved search results page, do one of the following:
• To remove a facet value, tap on the facet value chiclet.

• To add a facet value, on the Sidebar, tap the facet value that you want to
add.
3. On the search results page, tap Save search to save your changes. You can save
this as a new saved search by entering a different name, or replace the existing
search.

7.4.6 Scheduling delivery of saved search results

You can schedule the delivery of saved search results through FTP, SFTP or a shared
network location at regular intervals. When the scheduled delivery runs, the saved
search results are delivered to a target folder that you select when you set up the
schedule. You can schedule the delivery to run once, daily, weekly, or monthly, and
you can deliver only assets that were modified since the previous delivery ran. In
this case, modified assets refers to assets that were versioned, edited, imported,
moved, or copied.
Notes
• You can also schedule delivery of a folder. For more information, see
“Scheduling delivery of a folder” on page 31.
• Permissions required
You must have the SCHEDULE_DELIVERY FET to schedule a delivery. Your
7.4.6.1 To schedule delivery of saved search results

1. Open the saved search from the Assets page Sidebar or the Saved Searches area
of the search options dialog box.
2. On the Saved search results page, tap Schedule.
3. Optional In the Job name box, enter a name for the job. Use the name to check the
delivery status on the Jobs page.
4. In the How do you want to share these assets list, choose a delivery method.
5. Fill out the fields when prompted, and then tap Next.
6. Optional To specify which formats to deliver the assets in, go to the appropriate
Content Type row, choose a format, and then tap Add format.
Notes
• The default format is Original.

• Your administrator configures the formats that are available. For more
7. Optional To configure schedule settings, tap Settings. You can configure the
following:
• To specify what you want to export, tap an option in the Contents of export
area.
• To specify the metadata file format, tap an option in the Metadata format
area.
• To specify an export format, choose an option in the Export format list. If
you choose the ZIP format, enter a name for the file.

• To include subfiles in the delivery, select the Include subfiles check box in
the Export Options area.
Note: If you select the Include subfiles check box, the original asset is
shared even if you do not choose the Original format in Step 6.
8. Agree to the terms and conditions, and then tap Next.
9. Specify the delivery frequency, start date, time of day, and end date.
Note: Enter the time in 24-hour format.
10. Optional Do any of the following:
• To deliver only assets whose content or metadata was modified since the last
scheduled delivery, select the Deploy modified assets only check box.
Note: If new or existing assets that have not yet been delivered are
modified to match the saved search criteria, they will be included in
the next delivery.
• To include sub-folders in the delivery, select the Include sub-folders check
box.
• If you selected the Include sub-folders check box, select the Preserve export
11. Tap Finish.
Note: If you choose the same saved search and delivery method as a
schedule that you previously created, you can overwrite the previously
created schedule. A window will prompt you to confirm if you want to
overwrite the schedule.
7.5 Refining your search

This section provides guidelines about how to refine your search using keywords,
wildcards, and word variations (also known as stemming).
7.5.1 Using keywords

If you are using any of the following methods to run a keyword search, refer to the
guidelines:
• Through the search box.

• Through the Advanced search page if you are using the Keyword field.
• Through the Advanced search page if you are using contains or does not
contain as your operator.

7.5. Refining your search
Guidelines
• Search for obvious terms first – For example, if you are looking for an asset
related to a Jaguar automobile, search for Jaguar instead of car.
• Use specific keywords – For example, search for Abraham Lincoln instead of US
President.
• Use quotes to avoid using operators – When you want to search for words that
are also search operators (such as AND) as text, enclose them in double quotation
marks. For example, if you enter STARS AND STRIPES in the search box, the
word AND will be interpreted as the AND operator, not as a search term, and it
will find assets containing both the words 'stars' and 'stripes'. Therefore, you
must enter STARS “AND” STRIPES to search for the phrase STARS AND
STRIPES.
For more information, see “Search examples” on page 82.
• Use quotes to search for specific phrases – For example, if you are looking for
assets with the phrase “cats and dogs”, type “cats and dogs” as a keyword using
double quotes. For more information, see “Search examples” on page 82.
• Use quotes for special characters – Searches are performed on English

alphanumeric characters only. Alphanumeric characters include the letters A to Z
and all numbers. Other symbols may hold special meanings or are ignored in the
search.
• Pay attention to case – Searches are not case sensitive. For example, “EmPirE
StaTe BuiLDING” and “Empire State Building” are equivalent searches.
7.5.2 Using wildcards

If you are having trouble finding a specific keyword for your search, consider using
a wildcard. A wildcard is used to substitute one or more characters in your search to
increase results. There are two wildcard characters, the asterisk (*) and the question
mark (?).
• Use the asterisk (*) wildcard to substitute for multiple letter matches in a search
pattern. For example, if you search for “scal*”, you will find assets containing
words that begin with “scal”, such as scale, scalability, scalar, and scald.
• Use the question mark (?) wildcard to substitute for single-letter matches in a
search pattern. For instance, if you search for “scal?”, you will find assets
containing words such as scale and scald, but not terms such as scalability and
scalar, because those terms contain more letters than the single-letter match that
the wildcard ? entails.
Note: Numbers are treated as searchable characters when used in conjunction

with wildcard characters. For example, searching for “*23” will find numbers
that end in “23”, such as 123 and 423.

7.5.3 Using word variations

To provide more comprehensive search results, OTMM allows for word variations
(or stemming). For example, searching for “walk” will yield assets with “walks” or
“walking”.
Note: Word variations only apply to keywords that are not enclosed in double
quotation marks (“”).
7.6 Search examples

The following table shows sample queries, explains what the query logically means,
and provides the results that will be returned from the query.
Table 7-5: Search query examples
Search query Equivalent searches Description of results

cats Finds assets with content or
metadata containing the
keyword “cats”. Stemming
will be performed so other
keywords that have the same
stem (“cat”) are also
returned.
“cats” Finds assets with content or
metadata containing the
keyword “cats”. Stemming
will not be performed, so
only exact matches of the
word being searched for will
be retrieved.
cats and dogs cats AND dogs Finds assets with content or
metadata containing both
dogs AND cats keywords “cats” and “dogs”.
Stemming will be performed
so other keywords that have
the same stem (“cat”, “dog”)
will also be returned.
“cats” and “dogs” “cats” AND “dogs” Finds assets with content or
metadata containing both
“dogs” AND “cats” keywords “cats” and “dogs”.
Stemming will not be
performed, so only exact
matches of the word being
searched for will be returned.

7.6. Search examples
Search query Equivalent searches Description of results

“cats and dogs” Finds assets with content or
metadata that contains the
exact phrase “cats and dogs”.
The “and” in this query is
treated as a keyword and not
an operator. Stemming is not
performed on phrase queries.
cats dogs If the default operator is OR, If the default operator is OR,
then equivalent searches are: the search will find assets
with content or metadata
• cats OR dogs
that contains the keyword
• dogs cats “cats”, the keyword “dogs”,
or both. Stemming will be
• dogs OR cats
performed.
If the default operator is
If the default operator is
AND, then equivalent
AND, the search will find
searches are:
assets with content or
• cats AND dogs metadata that contains both
of the keywords “cats” and
• dogs cats
“dogs”. Stemming will be
• dogs AND cats performed.
cat* Finds assets with keywords
starting with the letters “cat”.
Zero or more letters may
follow “cat” (for example,
cat, cats, catalog).
do? Finds assets with keywords
starting with the letters “do”.
Only one letter can follow
“do” (for example, dog, doe).
CaTs and dOGs cats AND dogs Same as third query above.
dogs AND cats

raining and “cats and dogs” raining AND “cats and dogs” Finds assets that contain the
keyword “raining” and the
“cats and dogs” AND raining exact phrase “cats and dogs”.
The keyword “raining” will
also match “rain”, “rained”,
and “rains”.
cats not dogs cats NOT dogs Finds assets that contain the
keyword “cats” but not the
keyword “dogs”. Stemming
will be performed on both
“cats” and “dogs”.

7.7 Searching assets in external libraries

From within OTMM, you can search for assets in Shutterstock.
Notes
• The type of assets you can use from Shutterstock in OTMM is based on the
license type your organization purchased.
You must have the SEARCH_EXTERNAL_LIBRARY FET configured to
display the Shutterstock search interface. Your administrator configures
FETs.
7.7.1 To search for assets in Shutterstock
1. On the Navigation bar, tap Assets > Stock Libraries (External) >
Shutterstock.
2. Tap Sign in to Shutterstock and enter your credentials.
3. On the Shutterstock search bar, enter a search term.
4. Optional To apply any filters to your search, tap Filters and do the following:
a. In Image Type and Orientation, select the type and orientation of the
assets you need to search.
b. Tap to close the Filters pane.

Chapter 8
Uploading assets
You can upload assets to an existing folder in OTMM.
When you upload an asset, you specify metadata and assign security policies. To
simplify the process, your administrator configures property templates to add the
appropriate metadata fields and security policies to uploaded assets. Providing a
property template is a mandatory step in the upload process. For more information,
contact your administrator.
Tip: You can use the OTMM Web Desktop Client to upload folders to OTMM.
For more information, see section 9 “Uploading assets and folders” in OpenText
Media Management - Web Desktop Client User Guide (MEDMGTMOD220200-
UCW).
8.1 To upload assets

1. Open the folder in which you want to upload the assets and then tap New
Assets on the Action bar.
2. Tap Select files to browse the file system and select the assets that you want to
upload.
3. To upload subfiles with an asset, go to the asset and tap Add subfiles.
Notes
• If you are uploading a 3D asset that includes supporting texture or

material files, include these files by using the Add subfiles option.
• Your administrator configures the content types that you can upload
with subfiles. For more information, contact your administrator.
4. In the Template list, choose a property template to apply preconfigured

metadata fields and security policies to the assets.
5. To help you track the upload status on the Jobs page, enter a name in the Job
name box.
6. To choose a target folder for the assets, tap Change folder.
7. On the Metadata tab, enter asset metadata.
Tip: To display only the preferred fields that you configured in your
upload preferences and any required fields, select the Show Preferred
Fields check box.

Chapter 8 Uploading assets
8. On the Security tab, assign one or more security policies to the assets.
Tips
• To see the user groups to which a security policy applies, tap View
permissions. You must be an administrator or have the SECURITY_
POLICY_DETAILS FET to view the permissions.
• To use the same property template, metadata values, and security
policies for subsequent uploads in the same session, select the
Remember values check box.
To reset the template, metadata values, and security policies to the
default configuration that you set in your upload preferences, tap
Reset. If you did not configure upload preferences, tapping Reset
clears these settings.
9. Tap Finish.
10. Optional To track the status of your upload, tap > Jobs > Jobs. See “To view
and track your jobs on the Jobs page” on page 36.
8.2 Uploading assets from external libraries

The assets that you import from external stock image libraries, such as Shutterstock,
are automatically uploaded along with their metadata to the OTMM repository.
Notes
• The type of assets you can upload from Shutterstock in OTMM is based on
the license type your organization purchased.
You must have the SEARCH_EXTERNAL_LIBRARY FET configured to
display the Shutterstock search interface. Your administrator configures
FETs.
8.2.1 To upload assets from Shutterstock

1. Search for the required asset from the Shutterstock. See “To search for assets in
Shutterstock” on page 84.
2. To import an asset, tap that asset to open its License page.
3. In the Choose plan section, tap your license plan.
4. In the Choose size list, choose the size and format of the asset to import.
Note: Your license type determines the size and format of the asset that
you can import.
5. In the Enter Metadata section, enter the required metadata details along with
any optional metadata information for the asset.

8.2. Uploading assets from external libraries
6. Tap License.
7. On the Files tab in the Import Assets dialog box, do the following:
a. In the Template list, choose a property template to apply preconfigured

metadata fields and security policies to the assets.
Note: To import the metadata from Shutterstock, the selected

property template must contain the ARTESIA.CATEGORY.
SHUTTERSTOCK field group.
b. To choose a target folder for the asset, tap Change folder.
8. Tap Import.

Chapter 9
Working with 3D assets
Working with 3D assets in OTMM involves uploading the assets and viewing,
setting, or downloading the 3D asset preview.
Note: Your administrator must configure OTMM to support 3D assets. For

more information, contact your administrator.
9.1 Supported 3D file types

OTMM supports the following 3D file types:
• DAE
• FBX
• OBJ
• PLY
• STL
9.2 Uploading 3D assets

When you upload a 3D asset to OTMM, you might need to provide supporting
texture or material files. OTMM lets you upload these supporting subfiles with the
asset. For more information about uploading assets, see “To upload assets”
on page 85.
Notes
• Your administrator configures the content types that you can upload with
subfiles. For more information, contact your administrator.
• Assets that were uploaded with subfiles display a Contains subfiles status
icon .

Chapter 9 Working with 3D assets
9.3 Working with the 3D asset preview

You can change the viewing angle and zoom level in an interactive preview of the
3D asset. You can save any changes you make in the interactive preview as the 2D
asset preview and thumbnail that is displayed in Gallery view. You can also
download a 2D image file of the preview.
9.3.1 To view the 3D asset preview

1. Tap the 3D asset thumbnail to open Detail view.
2. In the Preview pane, tap 3D Preview.
• Rotate the view around a pivot point by dragging.
• Zoom the view by pinching.
• Reset the image to its original position by tapping Reset.
Note: These actions only change your view of the 3D image, not the 3D
image itself.
9.3.2 To set the 3D asset preview

3. Modify the viewing angle and zoom as desired. For more information, see “To
view the 3D asset preview” on page 90.
4. Tap Set as Preview to save your changes as the asset preview.
9.3.3 To download the 3D asset preview

3. Modify the viewing angle and zoom as desired. For more information, see “To
view the 3D asset preview” on page 90.
4. Tap Download Image to download a 2D PNG file of the asset preview.
Note: If you are downloading the file in Apple Safari, the image will open
in a new tab. Touch and hold the image to save it.

Chapter 10
Working with 360 Spin assets
A 360 Spin asset is a series of images that give viewers a 360 degree view of an object.
For example, several pictures of a shoe from different angles are combined to enable
the viewer to rotate the shoe image to see it from each angle. The series of images
that make up the 360 Spin asset is called a spin set.
In OTMM, you can upload and download 360 Spin assets, preview them in Detail
view, and view or download the individual images that comprise the 360 Spin asset.
Note: OTMM identifies 360 Spin assets with the 360 Spin status icon .
10.1 Uploading 360 Spin assets

You upload a 360 Spin asset by compressing all the spin set images into a ZIP file
and adding a specific prefix or suffix to the ZIP file name to identify it as a 360 Spin
asset. Your administrator configures the prefix or suffix that you should use; contact
them for more information. The prefix or suffix is required and allows OTMM to
identify the images as a single 360 Spin asset instead of a regular ZIP file.
Example 10-1: 360 Spin asset upload – ZIP file name
You have compressed a spin set of shoe images in a ZIP file and are ready to
upload it to OTMM. Your administrator has configured the 360 Spin asset
suffix or prefix to 360Spin. You therefore use the file name 360Spin_
newBlueShoes.ZIP for the upload. When the ZIP is imported, OTMM will
recognize it as a 360 Spin asset and not a regular ZIP file.
After you prepare the ZIP file, upload it following the instructions in “To upload
assets” on page 85.
Notes
• Spaces, hyphens, and underscores between the prefix or suffix and the ZIP
file name are acceptable.
• OTMM uses a single image from the spin set for the asset thumbnail and
preview images. By default, OTMM uses the third image in the set, but your
administrator can configure OTMM to use an image in a different position.

Chapter 10 Working with 360 Spin assets
10.2 Previewing 360 Spin assets

To view a spinnable preview of a 360 Spin asset, open the asset in Detail view and
tap the 360 tab. Turn Auto-spin on or off to automatically rotate the image or not.
Drag the image to manually rotate it.
10.3 Viewing the spin set

The spin set is the series of images that comprise a 360 Spin asset. Open the 360 Spin
asset in Detail view and tap Spin Set to see the images. Tap Download on an
image to download it directly through your browser.
Note: OTMM might compress the image in a ZIP file based on the size. Your
administrator determines the maximum size of files that you can download
directly from OTMM.
10.4 Sharing and downloading 360 Spin assets

You can share and download 360 Spin assets in different ways.
Download
Follow the instructions in “Downloading assets“ on page 97. You can direct
download the ZIP file through your browser or custom download it. You can
download the preview image, the original ZIP file, or the individual images from the
spin set.
Note: Depending on the size of the 360 Spin asset, OTMM might compress the
asset in a ZIP file. Your administrator determines the maximum size of files
that you can download directly from OTMM.
• Preview
Select the preview option to download the single image that OTMM designated
as the preview during upload.
• Original
Select the original option to download the 360 Spin asset ZIP file. You can
download the file directly or compress it in another ZIP file with other assets.
• Individual spin set images
On the Custom Configuration tab in the Download assets dialog box, select
Advanced settings > Include subfiles to compress the spin set images in a new
ZIP file for download. The original ZIP file is not included.

10.4. Sharing and downloading 360 Spin assets
Share
Follow the instructions in “To share assets” on page 104. You can share the original
ZIP file or the individual spin set images. Select Advanced settings > Include
subfiles to share the individual images.

Chapter 11
Applying a watermark template to assets
A watermark template applies a layer over an image asset. When you apply a
watermark template to an asset, users who view that asset will see the watermark on
that asset. This also means that if a user takes a screen capture of that asset, the
watermark will appear in the screen capture. However, the watermark will not be
applied when the asset is shared or exported.
To apply watermark templates to assets, you must have the

WATERMARK.MANAGE FET. Your administrator configures FETs.
You can apply a watermark template to assets in the following ways:
• From one or more selected assets

• From a collection
• From a folder
11.1 To apply a watermark template

1. Open a folder or collection, or run a search to display the assets to which you
want apply a watermark template.
Task Action
To apply a watermark template to a single On the Inline Action bar, tap >
asset Apply watermark.
To apply a watermark template to Select the assets and tap >Apply

multiple assets watermark on the Action bar.
3. Choose the watermark template that you want to apply.
4. Tap Apply.

Chapter 12
Downloading assets
You can download assets and folders from OTMM to your device.
Notes
• To download assets in Safari, you must disable the Safari pop-up blocker.
• To view mime types that are not supported on Safari, such as PSD, you need
a third-party application.
Ways that you can download assets
• Direct download a single asset

Use this option if you want to download a single asset and do not need to
configure the format or advanced settings. You can choose the file resolution.
• Custom download one or more assets
Use this option if you want to download one or more assets and need to specify
the resolution, asset format, delivery format, or advanced settings.
• Contact sheet
Use this option if you want to generate a downloadable PDF that lists the
thumbnails and metadata of selected assets. The displayed metadata depends on
the model configured in your Gallery view preferences.
Notes
• Although you can generate the downloadable PDF using the Tablet Client,
you must use the Web Desktop Client to download the file to your
computer.
• Your administrator can configure additional ways to download assets. These

custom configurations appear as tabs in the Download assets dialog box. For
How you can configure your download
Depending on how you download the assets, you can choose the resolution, asset
format, delivery format, and other advanced settings.
• Resolution
Download the original file or a low-resolution preview of the asset.

Chapter 12 Downloading assets
Notes
– You must have the ASSET.DOWNLOAD_PREVIEW FET and preview or

export permissions to download the preview. Your administrator
configures FETs and permissions.
– The preview of a video sub clip is converted to a proxy format.
• Asset format
Download assets in additional formats beyond the original and low-resolution
preview. For example, if you are downloading video assets, you can choose to
download AVI and MP4 renditions of the assets. For more information, see “To
custom download assets” on page 99.
• Delivery format
Download an asset individually or compress multiple assets in a ZIP file.
Notes
– If you are downloading multiple assets, OTMM will automatically

compress them in a ZIP file.
– Although you can compress assets in a ZIP file using the Tablet Client,
you must use the Web Desktop Client to download the ZIP file to your
computer.
• Advanced settings
Specify metadata options and whether to include linked assets or subfiles. For
more information, see “To custom download assets” on page 99.
12.1 To direct download a single asset

1. Open a folder or run a search to display the asset that you want to download.
2. On the asset, do one of the following:
• To download the original file, tap > Download original.

• To download a low-resolution preview file, tap > Download preview.

12.2. To custom download assets
12.2 To custom download assets

1. Open a folder or run a search to display the assets that you want to download.
Task Action
To download a single asset On the asset, tap > Download

custom.
To download multiple assets Select the assets and then tap Download
on the Action bar.
To download one or more folders Select the folder or folders and then tap
Download on the Action bar.
3. Quick download – To download assets without having to configure advanced

settings, go to the Quick download tab and do the following:
a. Specify the resolution and delivery format.

b. Optional If you are downloading a ZIP file, select Send me an email
notification when my files are ready to be downloaded to receive an email
notification when the ZIP file is ready.
Tip: To save your settings, tap Set as defaults.
c. Tap Finish.
d. If you are downloading a ZIP file, verify that the file is ready on the Jobs
page. For more information, see “To view and track your jobs on the Jobs
page” on page 36.
4. Custom configuration – To configure advanced settings or specify additional

formats for your download, go to the Custom configuration tab and do the
following:
Notes
• Your administrator configures the name of the Custom configuration

tab and the settings that are available. Additionally, your administrator
can configure the Custom configuration option to appear in the Share
assets dialog box instead of Download assets. For more information,
contact your administrator.
• If you choose the Custom configuration option, the assets are
automatically compressed in a ZIP file. You must use the Web Desktop
Client to download the ZIP.
a. To receive an email notification when the files are ready to be downloaded,

select Send email notification.
b. To change the default format of the assets or add additional formats, do the
following in the Asset formats table:

Chapter 12 Downloading assets
Task Action
To add a format to all the assets in an Go to the appropriate asset type, choose
asset type group a format in the Formats column, and
then tap Add.
To add a format to specific assets in an Go to the appropriate asset type and
asset type group expand it. Go to the appropriate asset,
choose a format in the Formats column,
and then tap Add.
To add the Custom format to image Go to the Image asset type and choose
assets the Custom format in the Formats
column. Specify the file format, size,
whether to keep the aspect ratio, color,
and color profile, and then tap Add.
Tip: Tap Show format option
values on the format chiclet

to view the attributes you
selected.
To remove a format Tap Remove format . You can only

remove a format if you add two or
more.
Notes
• Your administrator configures the formats that are available.
• You can only apply the Custom format to image assets.
c. Expand the Advanced settings area to configure the following settings:
Contents of Choose if you want to download assets and metadata, assets

export and asset list, or metadata only.
Metadata If you are downloading metadata, choose the format. You can
format select XML or CSV.
Export options • If you are downloading a folder, select the Preserve export
Notes
– If there are multiple parent folders, only one folder
structure is used.
– If there are any formats associated with the asset, the
formats will reside in the same structure as the
original asset.
• To include any subfiles associated with the assets, select the
Include subfiles check box. You might include subfiles if
you are downloading 3D assets, for example.

12.3. To download a contact sheet
Linked assets If any of the assets are linked to other assets, select Include
linked assets to download the linked assets. Specify the link
depth and link types that you want to include.
Packaging Choose Write metadata to write the metadata of the
downloaded assets to standard XMP tags. The packaging option
is available if your administrator configured it.
Compression Optionally specify the name of the ZIP file. The default name is
Download.
d. Optional To help you track the download on the Jobs page, enter a job
name. The default name is Custom asset download.
e. Agree to the terms and conditions, and then tap Finish.
f. Verify that the ZIP file is ready on the Jobs page. For more information, see
“To view and track your jobs on the Jobs page” on page 36.
12.3 To download a contact sheet

1. Open a folder or run a search to display the assets that you want to include on
the contact sheet.
2. Select the assets and then tap Download on the Action bar.
3. In the Download assets dialog box, go to the Contact Sheet tab.
4. In the PDF file name box, enter a name for the PDF file.
5. In the Title box, enter the title of the sheet. The title appears on the PDF.
6. Optional To help you track the download on the Jobs page, enter a job name.
The default name is Assets for contact sheet.
7. Agree to the terms and conditions, and then tap Finish.
8. Verify that the PDF file is ready on the Jobs page. For more information, see “To
view and track your jobs on the Jobs page” on page 36.
Note: You must use the Web Desktop Client to download the PDF.

Chapter 13
Sharing assets
You can share assets with collaborators.
Ways that you can share assets
Share option
Select assets and tap Share. See “To share assets” on page 104.
The following share methods are available when you select the Share option:
• Email
Send assets or a link to assets in OTMM by email.
• File Transfer Protocol (FTP) or Secure File Transfer Protocol (SFTP)
Transfer assets to a folder through FTP or SFTP.
• File network
Deliver assets on a shared network by providing a folder name and
Universal Naming Convention (UNC) path.
• OpenText Hightail
Securely send assets with Hightail. See “Sending assets with Hightail”
on page 107.
Note: This option is available if your administrator configured Hightail

with OTMM.
• YouTube
Upload video assets to a preconfigured YouTube channel.
Note: Your administrator can configure the Custom configuration option

to appear in Share Assets instead of Download assets. Custom
configuration lets you compress assets in a ZIP file that you can download
on the Jobs page.
Short link
Copy and share a shortened URL, or short link, to an asset, folder, or saved
search results. See “Sharing short links” on page 106.
Collections
Use collections to create groups of assets to promote and share with other users.
For more information, see “Promoting and sharing assets with

Chapter 13 Sharing assets
13.1 To share assets

1. Open a folder or run a search to display the assets that you want to share.
Task Action
To share a single asset or folder On the asset or folder, tap > Share.
To share multiple assets or folders Select the assets or folders and tap Share on
the Action bar.
Note: If you are sharing a folder, the assets in the folder are also shared.
3. Tap a tab to choose how you want to share the assets:
Email Choose whether you want to send a link to the assets in OTMM or
email them as an attachment. Specify the recipients, reply-to email
address, subject, and message body as desired.
Tip: When sharing by email, the default option is Send link.

You can set a new default option in your user preferences. For
more information, see “To set general preferences”
on page 153.
FTP Choose whether you want to send the assets through SFTP and
provide an email notification to specified recipients. Specify the
server, user, password, and destination folder as required. If you are
sending an email notification, specify the recipient, subject, and
message body.
File Network Specify the UNC file path and folder name as desired.
Send with For information about sending assets with Hightail, see “Sending
Hightail assets with Hightail” on page 107.
YouTube Specify the privacy status and category ID as desired.
4. Optional To configure advanced settings or specify additional formats, do the

following in the Content settings area:
a. To change the default format of the assets or add additional formats, do the
Task Action
To add a format to all the assets in an Go to the appropriate asset type, choose
asset type group a format in the Formats column, and
then tap Add.

13.1. To share assets
Task Action
and then tap Add.
To add the Custom format to image Go to the Image asset type and choose
assets the Custom format in the Formats
column. Specify the file format, size,
whether to keep the aspect ratio, color,
and color profile, and then tap Add.
Tip: Tap Show format option
values on the format chiclet

to view the attributes you
selected.

remove a format if you add two or
more.
Notes
• You can only apply the Custom format to image assets.
b. Expand Advanced Settings to configure the following:
Contents of Choose if you want to share assets and metadata, assets and
export asset list, or metadata only.
Metadata If you are sharing metadata, choose the format. You can select
format XML or CSV.
Export options • Select the Preserve export hierarchy check box to maintain
the folder structure if you are sharing a folder.
Notes
– If there are multiple parent folders, only one folder
structure is used.
– If there are any formats associated with the asset,
those formats will reside in the same structure as the
original asset.
• Select the Include subfiles check box to include any subfiles
associated with the assets. You might include subfiles if you
are sharing 3D assets, for example.
Linked assets If any of the assets are linked to other assets, select Include
linked assets to share the linked assets. Specify the link depth
and link types that you want to include.

Packaging Choose Write metadata to write the metadata of the shared

assets to standard XMP tags. The packaging option is available
if your administrator configured it.
Compression Choose if you want to compress the assets in a ZIP file.
Optionally specify the name of the ZIP file. The default name is
Download.
5. Optional To help you track the share on the Jobs page, enter a job name.
13.2 Sharing short links

You can copy a shortened URL, or short link, to an asset, folder, or public saved
search results. Using short links makes it easier for you to share links to your assets
with other OTMM users.
Users visiting the short link will see the following:
• Asset short link – The Detail view of the asset.

• Folder short link – The Gallery view of the folder contents.
• Saved search short link – The search results page.
Notes
• Short links to assets always point to the latest version of the asset.
• You can only copy a short link to a public saved search or public folder. You
cannot copy a short link to private saved searches or private folders.
• Copying a short link to the My Imported, My Checked Out, or My
Subscribed saved searches is unavailable.
• Recipients of a short link to a folder or asset must have View permission for
the folder or asset to see the content.
13.2.1 To copy a short link

• To copy a short link to your clipboard, do the following:
Task Action
To copy a short link to an asset On the asset, tap > Copy short link.
Tip: You can also copy the asset short

link in the summary details window.
For more information, see “Viewing
asset and folder details“ on page 133.
To copy a short link to a folder On the folder, tap > Copy short link.

13.3. Sending assets with Hightail
Task Action
To copy a short link to a saved search Go to the Assets page. On the Sidebar, tap
> Copy short link next to the saved
search.
Note: Some browsers cannot copy directly to the clipboard. Depending on

the browser that you are using, you might see a dialog box appear after
tapping Copy short link. You can copy the short link URL in the dialog
box.
13.3 Sending assets with Hightail

To send assets with Hightail, you must have the HIGHTAIL and EXPORT
FETs. Your administrator configures FETs.
You can use OTMM to securely send assets with Hightail to collaborators, including
external agencies that do not have access to OTMM. Recipients of the assets are sent
an email with a link to the assets in Hightail.
To send assets with Hightail:
1. Open a folder or run a search to display the assets that you want to send.
Task Action
To send a single asset or folder On the asset or folder, tap > Share.
To send multiple assets or folders Select the assets or folders that you want and
tap Share on the Action bar.
Note: To include subfolders, you must compress the export contents in a

ZIP file and preserve the export hierarchy. Otherwise, only the assets
contained in the folder or subfolders are sent.
3. Tap the Send with Hightail tab.
4. If you need to sign in to Hightail, tap Sign in to Hightail to open the Hightail
sign-in page in your browser.
Note: If you do not have a Hightail account, tap Sign up to create one.
Your account will automatically be associated with your organization’s
account.
5. Specify the recipients, subject line, and message body as desired.
6. Optional Specify the following settings:

Note: Depending on your administrator’s configuration, the following

settings might be unavailable.
• To restrict how long the assets can be accessed, choose a date in the Set
expiration date box.
• To ask recipients who are not signed in to Hightail to verify their identity
before accessing the assets, select the Verify recipient identity check box.
Note: Recipients must have a Hightail account to verify their identity.
• To receive an email notification when recipients download the assets, select

the Get a download receipt check box.
7. In the Set access code box, enter an access code for the Hightail Space.
Notes
• If you set an access code, ensure that you share the code with the
recipients.
• Depending on the access code policy configured for your Hightail
account, setting an access code might be required.
• If access code complexity rules are configured for your Hightail account,
your access code must have at least eight characters, an uppercase letter,
a lowercase letter, a number, and a special character.
8. Follow Step 4 to Step 6 on page 106 to optionally configure advanced settings

and complete the share.

Chapter 14
Publishing assets to an integrated application
To publish assets, you must have the EXPORT FET. Your administrator
configures FETs.
If OTMM is integrated with an application such as Google Drive or Vidyard, you

can publish assets to the application using the Publish option.
After an asset is published, you can track its usage in the application on the Usage
tab in Detail view. For more information, see View where an asset is being used
(assets only) on page 136.
14.1 To publish assets

1. Open a folder or run a search to display the assets that you want to publish.
Task Action
To publish a single asset or folder On the asset or folder, tap > Publish.
To publish multiple assets or folders Select the assets or folders and tap Publish
on the Action bar.
3. In the Publish assets dialog box, select the application where you want to
publish the assets.
Note: Your administrator determines the applications that are available.
4. Edit the application settings as required.
Note: The settings vary depending on the application that you selected.
5. To change the default format of the assets or add additional formats, do the
Task Action
To add a format to all the assets in an asset Go to the appropriate asset type, choose a
type group format in the Formats column, and then
tap Add.

Chapter 14 Publishing assets to an integrated application
Task Action
and then tap Add.

remove a format if you add two or more.
Notes

• Only asset content types that are supported by the integrated
application will be published. For example, only video assets can be
published to Vidyard. If you select an image asset and try to publish it
to Vidyard, you will receive an error message.
6. In the Job name box, enter a name for the publish job. Use the name to check
the status of the job.
8. Check the status of the publish job on the Jobs page or Recent Jobs panel. For
more information, see “Viewing and tracking jobs and downloads” on page 36.

Chapter 15
Viewing and editing asset metadata
This section explains how to do the following with asset metadata:
• View metadata. See “Viewing asset metadata” on page 111.

• Edit metadata. See “Editing asset metadata” on page 111.
• Attach content to a metadata-only asset. See “Attaching content to a metadata-only
asset” on page 116.
15.1 Viewing asset metadata

You can view asset metadata in the following ways:
•
On the asset tile in Grid view. In your view settings , select the View
Metadata check box. You can specify the metadata that is displayed in your
Gallery view preferences.
Tip: If you added a tabular metadata field to your preferred metadata

model in the Gallery or Spreadsheet view preferences, you can view tabular
metadata by tapping Show Tabular data on the asset tile.

• In Spreadsheet view. You can specify the metadata that is displayed in your
Spreadsheet view preferences.
•
In Mosaic view. You can tap to view summary details about the asset. For
more information, see “Summary details in Mosaic view” on page 133.
• In Detail view. For more information, see “Full details in Detail view”
on page 133.
15.2 Editing asset metadata

You can edit the metadata of an asset for one asset at a time or for multiple assets
simultaneously in a bulk edit. Only one user at a time can edit the metadata of an
asset; OTMM locks the asset for editing to prevent two users from overwriting each
other's changes. When you are finished editing, the asset is updated and unlocked.
If your administrator configured the Tags metadata field group for an asset, you can
edit the tags for an asset by adding new tags, applying tags that already exist in the
database, or removing tags. For more information, see “To edit metadata tags”
on page 116.

Chapter 15 Viewing and editing asset metadata
Note: If your administrator enabled Rich Media Analysis, the tags generated
by the service are displayed in the Auto generated tags field. For more
information, see “Working with tags generated by Rich Media Analysis”
on page 146.
15.2.1 Understanding field types

When performing actions that require you to supply values for the metadata fields
associated with assets and folders, the format in which these values are entered will
vary depending on what field type your administrator configured for each field.
Field types include the following:
Simple fields
Simple fields are text boxes in which you can enter an arbitrary value. Simple
fields can be textual or numeric.
Date fields
Date fields, like simple fields, are text boxes in which you can enter an arbitrary
date value. However, they also include a calendar button that enables you
to select a date from a calendar. The selected date will then populate the text
box.
You can also enter a date value directly in the text box. The value must use the
date format that your administrator configured. The default date format
depends on the language pack that is installed. When the date field is empty, the
correct format is displayed in the text box.
Domain fields
Domain fields are fields restricted to a limited set of values that your
administrator configured. The predetermined set of values is presented in a
drop-down list. Choose the value that you want for the field from the list.
Type-ahead domain fields
Type-ahead domain fields are restricted to a limited set of values that your
administrator configured. A text box is displayed for the field. After typing the
first few characters of the desired value in the text box, a list of the configured
values that start with the entered text is displayed. You can then choose a value
from this list. As you type more characters in the text box, you will dynamically
narrow the matching values displayed.
Typically, type-ahead domain fields are used instead of standard domain fields
when the list of valid values configured for the field is sufficiently long that
navigating to the desired value in a drop-down list would be too cumbersome.
Cascading fields
Cascading fields consist of multiple levels of domain fields that are related to
each other in a hierarchical order. Your selection in the first level determines the
options that will appear in the next levels.
A cascading field must have at least two domain fields. Selections in the fields
must be made in order. For example, a cascading field might include the
following domains:

15.2. Editing asset metadata
• Car Manufacturer
• Model
• Year
The value you select for Car Manufacturer will determine the options for
Model. Then the value you select for Model will determine the options for Year.
When editing a cascading field, the different levels and their order are displayed
under the field. Select the drop-down arrow or enter a value to select the first
level, and the field will automatically populate with possible values for the next
level.
Tabular fields
Tabular fields display metadata values in a table. The table can have one or
more columns. Your administrator can configure the column fields to be
domain, type-ahead domain, simple, cascading, or date fields.
To edit a tabular field with a domain or type-ahead domain field that has a
single column, enter a value to search for it or select values from a list. To edit
simple or date fields that have a single column, enter a value and select Add.
The values that you select are displayed as chiclets beneath the field.
You can clear selected values by removing the chiclets.
In Detail view, the values of a tabular field with a single-column domain, type-
ahead domain, simple, or date field are displayed as read-only chiclets beneath
the field. Select a chiclet to perform a keyword search for the value.
15.2.2 To edit the metadata of an asset

1. Open a folder or run a search to display the asset that you want to edit.
2. On the asset, tap >Edit properties.
3. Tap the Metadata tab and edit the metadata fields as required.
Notes
• For more information about metadata field types, see “Understanding

field types” on page 112.
• For information about editing metadata tags, see “To edit metadata
tags” on page 116.
• If your administrator configured OTMM to check for duplicate names,
and you change the name of an asset to one that is already used in
OTMM at the system level, you will be notified that this name is in use.
You can provide a different name or continue.
4. To configure the metadata that is displayed on the Metadata tab, do any of the
following:

Task Action
To expand or collapse metadata groups Tap Open all groups or Collapse all
groups .
To only display the preferred fields that Tap and select the Preferred fields
you configured in your Editor view only check box.
preferences and any required fields
To hide empty fields Tap and select the Hide empty fields
check box.
To display metadata in the languages that Tap and select the Show translations
you configured in your General check box.
preferences
Note: This option is available if your
administrator configured metadata
fields for multilingual data.
Note: Required fields are marked with a red asterisk (*). They are always
displayed. Selecting Hide empty fields still displays empty required
fields, and selecting Preferred fields only still displays required fields that
are not part of your preferred fields.
5. To change the security policies assigned to the asset, do the following:
Tip: Security policies determine who can access the asset.
a. Tap the Security Policies tab.
Tip: To determine which user groups a security policy applies to, tap
View permissions. The View permissions link is available if you are
an administrator or have been granted the SECURITY_POLICY_
DETAILS FET.
b. Do one of the following:
• To assign policies, tap All policies. In the Assigned column, select the
check box of the security policy to assign it to the asset.
• To remove a policy from an asset, tap Assigned policies. In the
Assigned column, tap the check box of the security policy to clear it.
Notes
• To show assigned policies only, tap Assigned policies. To show all

available policies, tap All policies.
• Enter a keyword in the Filter box to narrow the list of available security
policies.

15.2. Editing asset metadata
• A star marks preferred policies from your Security preferences.
6. To save your changes, do one of the following:
• To save your changes and exit the editor view, tap Save changes.
• To save your changes and continue editing the next asset on the page, tap
Save and edit next.
15.2.3 To edit multiple assets at once

1. Open a folder or run a search to display the assets that you want to edit.
2. Select the assets and tap > Edit on the Action bar.
3. On the Metadata tab, in the To begin add new field list, select check boxes of
the fields that you want to edit, and then tap Add. Add as many fields as you
want.
Tip: By tapping Set as default fields, you can save the metadata field
selections that you made in Step 3, and apply them to future bulk edits. To
do this, in the To begin add new field list, tap Select default fields > Add.
4. Edit the fields as desired. You can replace, append, or set as blank the values of
text-type fields. For all other field types, you can replace the value or set it as
blank.
Notes
• You cannot set a required field as blank.

• For more information about field types, see “Understanding field types”
on page 112.
5. Optional To change the security policies assigned to the assets, which determine
who will be able to access the assets, do the following:
a. Tap the Security tab.
Tips
• Tap Assigned policies to view the policies that are assigned. You
can also tap All policies to see a complete list of policies.
• To determine which user groups a security policy applies to, tap
View permissions. The View permissions link is available if you
are an administrator or have been granted the SECURITY_POLICY_
DETAILS FET.
b. Tap one of the following:
• No change - This option will not update the security policies of the
selected assets.

• Replace - This option will replace the existing security policies of the
selected assets with the below selected list.
• Append - This option will add the selected security policies to the
existing list.
• Remove - This option will remove the below selected security policies
for the selected assets.
Note: Preferred policies from your Preferences are indicated by a star.
6. Tap OK.
15.2.4 To edit metadata tags

1. Open a folder or run a search to display the assets that you want to edit.
2. On the asset, tap >Edit properties.
3. On the Metadata tab, go the Tag field group and do any of the following:
Task Action
To add a new tag In the Tag Details box, enter the tag name
and then tap Save new tag.
To add an existing tag In the Tag Details box, start entering the
tag name to search for it, and then select
the check box to add it.
To remove a tag Tap on the tag chiclet.
4. To save your changes, do one of the following:
• To save your changes and exit the editor view, tap Save changes.
• To save your changes and continue editing the next asset on the page, tap
Save and edit next.
15.3 Attaching content to a metadata-only asset

An asset includes a metadata record and, typically, one or more content files. These
content files contain the media content that OTMM manages. Attaching content
involves attaching content files to existing assets that have been imported with
metadata only. As part of the attach process, the system metadata (generation of the
preview) is retrieved and stored with the asset.

15.3. Attaching content to a metadata-only asset
15.3.1 To attach content to a metadata-only asset

1. Open a folder or run a search to display the metadata-only assets that you want
to attach content to.
Task Action
To attach content to a single asset On the asset, tap More > Attach
content.
To attach content to multiple assets Select the assets and tap More >
Attach content on the Action bar.
3. On the Attach Content page, browse for the content you want to attach, and tap
Attach Content.

names, and you are uploading an asset with a name that is being used in
OTMM at the system level, you will be notified, through the user interface,
that this name is in use. You can provide a different name or continue.
4. Optional To attach subfiles with the content, tap Add subfiles.
Notes
• If you are attaching a 3D asset that includes supporting texture or
material files, you must include those files by using the Add subfiles
option.
• You can view the status of the attachment on the Jobs page. For more
information, see “To view and track your jobs on the Jobs page”
on page 36.

Chapter 16
Checking assets out and in
You can check out the latest version of an asset to edit its content. When you check
out an asset, OTMM locks that asset to prevent other users from overwriting its
contents. Other users can view the asset or update the metadata, but they cannot
check out or modify the content. Any assets that are checked out will display the
checked-out status icon . When you check in an asset, OTMM keeps the previous
version of the asset as well as the new modified version.
Notes
• You cannot check out partially deleted assets. A partially deleted asset is an
asset whose master file and one or more Content Kinds have been deleted,
leaving the metadata of the asset intact in the system.
• You cannot check out metadata-only assets.
16.1 To check out assets

1. Open a folder or run a search to display the assets that you want to check out
Task Action
To check out a single asset On the asset, tap More > Check out.
To check out multiple assets Select the assets and tap More >
Check out on the Action bar.
16.2 To check in assets

1. Tap > Checked out to display the assets you have checked out.
Task Action
To check in a single asset On the asset, tap More > Check-in.
To check in multiple assets Select the assets and tap More >
Check in on the Action bar.
Note: To cancel the check-out of an asset, tap Discard Check out.

Chapter 16 Checking assets out and in
3. On Check-in page, do one of the following:
• Tap Browse to browse for the new version of a specific asset.

• Tap Browse for all to browse for all the new versions all at once.
Notes
– This is applicable if you checked out multiple assets.

– If your administrator configured OTMM to check for duplicate
names, and you are checking in an asset that has a name that is being
used in OTMM at the system level, you will be notified, through the
user interface, that this name is in use. You can provide a different
name or continue.
4. Optional Tap Add subfiles to browse for subfiles to check in.
Notes
• If you are checking in a 3D asset that includes texture or material files,

you must include those files by using the Add subfiles option.
5. Tap Check-in.

Chapter 17
Subscribing to assets, folders, and collections
Subscribing to an asset, folder, or collection enables you to keep up to date with

changes to the item.
Subscribing to an asset
When you subscribe to an asset, you will receive an email when another user
edits its properties, checks in a new version, attaches content, updates the
preview, removes links to another asset, or deletes the asset.
Subscribing to a folder
When you subscribe to a folder, you will receive an email notification when
assets are added to or removed from the folder, or when the folder is moved,
deleted, or undeleted.
Subscribing to a collection
When you subscribe to a collection, you will receive an email notification when
assets are added to or removed from the collection. You will also be notified if
another user modifies an asset in the collection by doing the following:
• Editing asset properties

• Checking in a new version
• Attaching content
• Updating the preview
• Removing links
• Deleting the asset
• Undeleting or purging a deleted asset
To subscribe to a collection, you must have View access to it.
Items to which you have subscribed display the Subscribed status icon .

Chapter 17 Subscribing to assets, folders, and collections
17.1 To subscribe to an asset, folder, or collection

1. Go to the asset, folder, or collection to which you want to subscribe by running
a search, opening the Folders page, or opening the Collections page.
Task Action
To subscribe to a single asset, folder, or On the asset, folder, or collection, tap
collection > Subscribe.
To subscribe to multiple assets, folders, or Select the assets, folders, or collections and
collections at once tap > Subscribe on the Action bar.
17.2 To unsubscribe from an asset, folder, or

collection
1. Go to the asset, folder, or collection from which you want to unsubscribe by
running a search, opening the Folders page, or opening the Collections page.
Task Action
To unsubscribe from a single asset, folder, On the asset, folder, or collection, tap
or collection > Unsubscribe.
To unsubscribe from multiple assets, Select the assets, folders, or collections and
folders, or collections at once tap > Unsubscribe on the Action
bar.

Chapter 18
Linking assets together
You can link assets together to create a relationship between them. For example, you
might work on an asset that represents a book that “contains” an asset representing
one of the chapters, which “contains” assets for the text and illustrations in the
chapter. When linking assets together, you specify a relationship type. You do this
by using specific terms, such as “belongs-to”, “is-related-to”, or “is-parent-of”, when
you relate a source asset to a linked asset.
A source asset is the asset from which the association originates. A linked asset is the
asset to which the source asset is linked. The associations are directional and
originate from the source asset to the linked asset.
Using the Link Assets panel, you can select one or more source assets and link them
to one or more linked assets.
After you link assets, you can review or remove these relationships. You can also
perform actions on the related assets.
18.1 To link assets together

1. Open a folder or run a search to display the source assets to which you want to
link assets.
2. Select the assets and tap More > Link to assets on the Action bar.
Notes
• You can remove a single source asset by tapping X in the corner of the
asset in the Source Assets area.
• You can remove all source assets by tapping Remove all in the Source
Assets area.
3. In the Link Assets panel, go to the Link Type list and choose the relationship
that you want to create between the source and linked assets.
4. Go to the assets that you want to link to the source assets and select them.
5. In the Link Asset pane, go to the Linked Assets area, and tap Add selected.
Notes
• You can remove a single linked asset by tapping in the corner of the
asset in the Linked Assets area.
• You can remove all linked assets by tapping Remove all in the Linked
Assets area.

Chapter 18 Linking assets together
6. Optional Tap the Follow latest check box to indicate that you want to link to the
latest version of the linked or related asset.
Note: When this check box is selected, the link will be updated when a
new version of the related asset is created. When this check box is clear,
the link will always point to the specified version of the asset, ignoring
later versions.
7. Tap Link.
18.2 To perform an action on linked assets

1. Open the Detail view of the asset with links to other assets.
2. Tap the Relationships tab.
Task Action
To perform an action on a single related asset On the asset, tap and choose an action.
To perform an action on multiple related Select the assets and then tap an action on
assets the Action bar.
18.3 To remove the relationship between assets

1. Open a folder or run a search to display the asset from which you want to
remove the relationship.
2. Tap the asset thumbnail to open Detail view.
3. Tap the Relationships tab.
4. Optional In the Show list, choose the type of relationship to narrow the list of
assets.
5. Select one or more assets from which you want to remove the relationship.
6. Tap Remove.

Chapter 19
Deleting, removing, and expiring assets
This section explains how to delete, remove, and expire assets.
Deleting an asset
When you delete an asset, it is marked with a Marked for delete status icon .
Deleted assets still appear in folders; you can restore deleted assets until they are
purged from the system. Undeleting an asset unmarks it for deletion, so it will
not be purged.
You can also partially delete an asset by deleting the asset content but keeping
the metadata intact. Partially deleted assets are marked with a Marked for
partial delete status icon .

Notes
• After deleting an asset, asset counts for folders remain unchanged until
the asset is purged from the system by your administrator, and you
refresh your browser or you sign out and sign back in to OTMM.
• Folders are considered assets and can be deleted and undeleted.
Removing an asset
You can remove assets, including folders, from a folder. When you remove an
asset from a folder, the asset is not deleted from the system, but disassociated
from the parent folder.
Expiring an asset
When you expire an asset, it is marked as expired for applications that are using
and displaying the asset, such as a content delivery network connected to
OTMM. Expiring an asset does not delete the asset from the repository.
You can schedule an asset to expire by specifying a date in the Expiration Date
metadata field, provided this field has been added to the asset’s property
template. You can also expire an asset immediately by selecting the Expire
option on the Inline Action bar.
Expired assets are marked with a Marked for expiration status icon .
Notes
• You must have the ASSET.EXPIRE FET to expire assets. Your

• You cannot expire folders.

Chapter 19 Deleting, removing, and expiring assets
• Your administrator configures property templates and enables the

Expiration Date metadata field. For more information, contact your
administrator.
• Your administrator can configure the expiration date to be retained
across asset versions. For example, if you check in a new version of an
asset with an upcoming expiration date, the new version will keep the
scheduled date. In addition, if you check in a new version of an already
expired asset, the expiration date will be cleared.
If your administrator does not configure this option, checking in a new
version will clear the expiration date, even if the asset has an upcoming
expiration date. In this case, you must enter a new date in the Expiration
Date metadata field.
19.1 To delete assets

1. Open a folder or run a search to display the assets that you want to delete.
Task Action
To delete a single asset On the asset, tap > Delete.
To delete multiple assets at once Select the assets and tap > Delete on
the Action bar.
3. In the Delete dialog box, specify the following:
• To delete all versions of the asset, select the Also delete all versions check
box.
• To partially delete the asset, select the Only delete content (leave all
metadata intact) check box.
Note: To save your settings, tap Set as defaults.
4. Tap Delete.

19.2. To undelete assets
19.2 To undelete assets

1. Open a folder or run a search to display the deleted assets that you want to
undelete.
Task Action
To undelete a single asset On the asset, tap > Undelete.
To undelete multiple assets at once Select the assets and tap > Undelete
on the Action bar.
19.3 To remove assets from a folder

1. Go to the folder containing the assets you want to remove from the folder.
Task Action
To remove a single asset On the asset, tap > Remove from

folder.
To remove multiple assets at once Select the assets and tap > Remove
from folder on the Action bar.
19.4 To expire assets

1. Open a folder or run a search to display the assets that you want to expire.
Note: For more information about editing asset metadata, see “Editing
asset metadata” on page 111.
Task Action
To immediately expire a single asset On the asset, tap > Expire.
To immediately expire multiple assets at Select the assets and tap > Expire on
once the Action bar.
To schedule a single asset to expire On the asset, tap > Edit properties,
and then enter a date in the Expiration
Date field.
To schedule multiple assets to expire Select the assets and tap > Edit on
the Action bar. In the Edit multiple assets
dialog box, select the Expiration Date field
and enter a date.

Chapter 20
Uploading and editing a preview or thumbnail
You can add or change the preview or thumbnail of an asset by uploading and
attaching an image. In addition, you can use the Edit preview feature in Detail view
to edit the preview image of an asset.
If you are uploading a preview or thumbnail of an asset, consider the following

restrictions:
• You can only set the thumbnail for PDF and video assets, not the preview. For
these assets, the preview is the asset itself.
• You cannot perform this action on an asset that is locked.
• You must have the ASSET.EDIT_PREVIEW Function Enablement Token (FET) and
preview and edit content permissions. Your administrator configures FETs and
user permissions.
If you are editing the preview of an asset, consider the following restrictions:
• You can only edit the preview of image-type assets. The Edit preview feature is
not available for other asset types.
• You must have the ASSET.EDIT_PREVIEW FET and preview or edit content
permissions. Your administrator configures FETs and user permissions.
• If the asset has a Deep Zoom image available and a watermark has been applied
to that image, OTMM hides the watermark in the Edit preview mode. For more
information about Deep Zoom, see “Generating Deep Zoom files“ on page 143.
Note: For information about working with the preview of a 3D asset, see
“Working with the 3D asset preview” on page 90.
20.1 To upload a preview or thumbnail

1. Open a folder or run a search to display the asset to which you want to add the
preview or thumbnail.
2. On the asset, tap > Attach preview.
3. On the Attach preview page, drag a JPEG or PNG file into the indicated area or
use the Select file option.
4. Tap Attach.

Chapter 20 Uploading and editing a preview or thumbnail
20.2 To edit the preview of an asset

1. Open a folder or run a search to display the asset with the preview that you
want to edit.
2. Open Detail view by tapping the asset thumbnail.
3. On the Action bar, tap > Edit preview.
You must have the following permissions to save or download the
preview. For more information about permissions, contact your
administrator.
• To save changes to the preview, you must have the edit content
permission.
• To download the preview image, you must have the
ASSET.DOWNLOAD_PREVIEW FET and preview or export
permissions.
Task Action
To zoom in or out on the image Tap or .
To crop the image Tap , and then drag a box on the image
to select an area to crop.
To apply your changes and continue
editing the image, tap .
To cancel your crop, tap .

To download a cropped version of the
image without saving it, tap .
To undo your changes and continue Tap .

editing
To save your changes and exit Edit Tap .

preview mode
Notes
• The edited preview is also saved
as the asset thumbnail.
• If the asset has a Deep Zoom
image available, OTMM prevents
you from saving the preview.

20.2. To edit the preview of an asset
Task Action
To download the preview image Tap .
To exit Edit preview mode without saving Tap Close .

your changes

Chapter 21
Viewing asset and folder details
You can view the metadata and other properties of assets or folders in the following
ways:
Summary details in Mosaic view
In Mosaic view, tap on the asset thumbnail to view an expanded preview

image, inspect metadata, see asset status icons, and play video or audio. The
summary details window also includes buttons to download the asset, add the asset
to a collection, and copy the asset short link. You can tap the See full details link to
view more information in Detail view.
Notes
• Your Gallery view preferences control the metadata that is displayed in the
summary details window.
•
Tap Show tabular data to view tabular metadata in a separate window.
• Summary details are only available for assets in Mosaic view.
Full details in Detail view

Tap the asset thumbnail or tap > Show properties on a folder to open Detail
view. You can also tap the See full details link in the summary details of an asset in
Mosaic view.
In Detail view, you can do the following:
View metadata
Tap the Metadata tab to view the metadata fields assigned to the asset or folder.
In addition, you can do the following:
• To display only the preferred fields that you configured in your asset upload
preferences and any required fields, tap and select the Preferred fields
only check box.
•
To hide empty fields, tap and select the Hide empty fields check box.
Empty required fields are displayed even if you select this option.
• To collapse or expand metadata groups, tap Close all groups or Open
all groups respectively.

Chapter 21 Viewing asset and folder details
•
To hide asset metadata, tap Hide metadata .
You can configure your preferred metadata fields to view in your Detail view
preferences.
Edit metadata and security policies

On the Action bar, tap Edit. For more information, see “Editing asset metadata”
on page 111.
You can configure your preferred metadata fields to edit in your Editor view
preferences.
View asset preview

In the Preview pane, you can view a preview of the asset. In addition,
depending on the asset type, you can do the following:
• Image – You can edit the preview image. For more information, see “To edit
the preview of an asset” on page 130.
• 3D image – You can change the view angle and zoom level, set a new
preview, or download the preview image. For more information, see
“Working with the 3D asset preview” on page 90.
• Video – You can watch the preview in the media player. For more
information, see “To view a video asset” on page 137.
• PDF or Microsoft Office file – You can page through the file by tapping the
Multi Page tab.
• 360 Spin asset – You can rotate the preview image. For more information,
see “Previewing 360 Spin assets” on page 92.
View security policies
You must have the SECURITY_POLICY_VIEW FET to access the Security
Policies tab. Your administrator configures FETs.
Tap the Security Policies tab to view the security policies that are assigned to
the asset or folder. Filter the security policies by entering a keyword in the
search box. To see the user groups to which a security policy applies, tap View
permissions. You must be an administrator or have the SECURITY_POLICY_
DETAILS FET to view the permissions.
Your administrator can configure the Security Policies tab to display the
number of policies assigned to the asset or folder in parentheses.
View linked assets (assets only)

Tap the Relationships tab to view any linked assets. For more information, see
“Linking assets together“ on page 123.
This tab only appears if the asset is linked to other assets.

Your administrator can configure the Relationships tab to display the number
of links that the asset has in parentheses.
View parent folders
Tap the Parent Folders tab to view the folders that contain the asset or folder.
This tab only appears if the asset or folder has a parent folder. If the asset or
folder has multiple parent folders, you can view all the paths in the Folder path
area on the Metadata tab.
View collections that contain the asset (assets only)
Tap the Collections tab to view collections that contain the asset. If you have
permission, you can open the collection, download the assets, and perform other
tasks related to collection management.
For more information about collections, see “Promoting and sharing assets with
View asset versions (assets only)
Tap the Versions tab to view versions of the asset that have been checked in. For
more information, see “Checking assets out and in“ on page 119.
Your administrator can configure the Versions tab to display the number of
versions that the asset has in parentheses.
Create and view sub clips (video assets only)
Tap the Sub Clips tab to create and view sub clips for a video asset. See
“Creating a video clip” on page 137.
This tab only appears if the video asset has sub clips.
View storyboard keyframes (video assets only)
Tap the Storyboard tab to view keyframes arranged in a storyboard generated
from the video asset. For more information about creating a thumbnail from a
keyframe, see “Working with the video storyboard” on page 138.
View video insights (video assets only)
If your administrator enabled Rich Media Analysis for video, tap the Video
Insights tab to view the results of the analysis. For more information, see
“Viewing video and audio insights” on page 147.
View audio insights (audio assets only)
If your administrator enabled Rich Media Analysis for audio, tap the Audio
Insights tab to view the results of the analysis. For more information, see
“Viewing video and audio insights” on page 147.
Audit asset or folder activity
Tap the Audit tab to view a record of activities performed on the asset or folder.
Tips
• Tap on a Metadata Updated, Modified asset security Policy, Edited in

bulk edit job, or Asset Placed event to view details about the changes.
Tabular field are displayed as the column name followed by the parent
field in brackets. For example, Right Holder Name[Rights
Information].

Chapter 21 Viewing asset and folder details
View where an asset is being used (assets only)

Tap the Usage tab to see where and how an asset is being used. For example, if
an asset is imported to an external application, the table will include an entry
that shows the category of usage, the application where the asset was imported,
the time when it was imported, and the user who imported it. Depending on
how the application is integrated with OTMM, the tab can also display a
campaign name, a URL, and external ID for the asset.
Some usage entries might include additional details, such as links to staged and
published content or analytics reports. Tap the arrow to view these details.
Use the Show list and column headers to filter and sort the results.
To refresh the list, select Sync .
Note: System integrators configure the external applications, usage

categories, and other fields that are included on the Usage tab.
View spin set (360 Spin assets only)
Tap the Spin Set tab to view the series of images the comprise a 360 Spin asset.
For more information, see “Viewing the spin set” on page 92.

Chapter 22
Viewing and managing video assets
This section explains how to create video clips, set thumbnails for video assets, and
view video assets.
22.1 To view a video asset

1. Open the Detail view of the video asset by tapping the asset thumbnail.
2. Play, pause, and view the video in full screen, as desired.
3. Optional To hide the video player controls while playing the video, tap Unpin .
The controls appear only if you pause the video.
4. Optional To display the video controls while playing the video, tap Pin .
Tip: You can start viewing the video from a specific keyframe on the
Storyboard tab. For more information, see “To view the video storyboard”
on page 138.
22.2 Creating a video clip

You can create a clip from a video asset in Detail view. After you create a clip, it
appears on the Sub Clips tab in Detail view. Video clips are identified by the sub
clip icon .
22.2.1 To create a video clip

1. Open the Detail view of the asset from which you want to create a clip by
tapping the asset thumbnail.
2. Tap > Create Sub clips.
3. To set the Time in, enter the time or start playing the video and tap Mark in.
4. To set the Time out, type in the time or start playing the video and tap Mark
out.
5. In the Clip type list, choose a clip type.
6. Enter a Name for the clip.
7. Optional To edit the metadata, tap the Metadata tab.
8. Optional To configure the security policies, tap the Security tab.

Chapter 22 Viewing and managing video assets
Tips
• To determine which user groups a security policy applies to, tap View
permissions. The View permissions link is available if you are an
administrator or have been granted the SECURITY_POLICY_DETAILS
FET.
• Tap Assigned policies to view the policies that you assigned. Or tap
All policies to see a complete list of policies.
• Enter a keyword in the Filter box to narrow the list of available
security policies.
9. Tap Create.
22.3 Working with the video storyboard

When you upload a video asset, OTMM generates a storyboard of keyframes from
the video. You can use the keyframes to start viewing the video from a specific
frame or set a new video thumbnail.
You can access the storyboard on the Storyboard tab in Detail view.
You must have the Edit Content permission to set the video thumbnail. Your
administrator configures user permissions.
22.3.1 To view the video storyboard

2. Tap the Storyboard tab.
3. Tap a keyframe to start viewing the video from that frame.
22.3.2 To set the video thumbnail from a keyframe

2. Tap the Storyboard tab.
3. On the keyframe that you want, tap > Assign as thumbnail.

Chapter 23
Generating embed code
You can generate embed code to display a widget on an external webpage for the
following items:
• A single asset, to display and download the asset.

• A folder, to preview its contents.
• A saved search, to preview the results.
Your administrator can configure OTMM to authorize the use of embed code with or
without authentication. To bypass authentication, you must include the session
headers information from the embed code that OTMM generates. For more
Example: <otmm-setup session-headers='{"X-OTMM-Widget" : "true"}'></

otmm-setup>
Note: When you generate embed code, you can modify the code to customize
the widget appearance and features. For more information, see section 14
“Widgets” in OpenText Media Management - HTML5 Integration Guide
(MEDMGT220200-AIG).
23.1 To generate embed code for an asset

1. Tap > Folders.
2. Open the folder containing the asset for which you want to generate embed
code.
3. On the asset, tap > Generate embed code.
4. On the Embed Widget page, edit the code as desired.
5. Optional Adjust the width and height.
6. Tap Copy to clipboard or manually copy and paste the code on your webpage.

Chapter 23 Generating embed code
23.2 To generate embed code for a folder

1. Tap > Folders.
2. On the breadcrumb trail of the folder, tap > Generate embed code.
23.3 To generate embed code for a saved search

1. Tap > Assets.
2. On the Sidebar, expand Saved Searches to display your saved searches.
3. On the saved search, tap > Generate embed code.

Chapter 24
Retranscoding a video or audio asset
You can retranscode a video or audio asset to regenerate the proxy in OTMM. You
can use this option to resubmit an asset for transcoding if the asset transcode failed
during import, the transcode server parameters have changed, or the asset lacks a
proxy.
You must have the REGENERATE.VIDEO.PROXIES FET to retranscode an asset.

Your administrator configures FETs.
24.1 To retranscode a video or audio asset

1. Open a folder or run a search to display the asset that you want to retranscode.
Task Action
To retranscode a single asset On the asset, tap > Retranscode.
To retranscode multiple assets at once Select the assets and then tap >
Retranscode on the Action bar.
3. To track the status and results of the retranscode job, tap > Jobs. See “To
Note: If you retranscode a video asset that has sub clips, verify that the
sub clips are still valid by examining them on the Sub Clips tab in Detail
view. If the sub clips are invalid, recreate them. For more information, see
“To create a video clip” on page 137.

Chapter 25
Generating Deep Zoom files
Deep Zoom enables you to pan and zoom in on high-resolution image assets
without having to download the images or sacrifice image quality.
If your administrator configures Deep Zoom, you can enable it for an asset in the
following ways:
Action bar or Inline Action bar
You must have the DEEPZOOM.MANAGE Function Enablement Token
(FET) to enable Deep Zoom from the Action bar. Your administrator
configures FETs.
You can generate Deep Zoom files for an asset by selecting the Generate deep
zoom option. See “To generate Deep Zoom files” on page 143.
Custom job designed in the Job Modeler

Job designers can define a custom job that generates Deep Zoom files. For more
information, see the following:
• Section 31 “Designing custom jobs with the Job Modeler” in OpenText Media
Management - Web Desktop Client User Guide (MEDMGTMOD220200-UCW)
• “Managing and participating in custom jobs” on page 37
25.1 To generate Deep Zoom files

1. Open a folder or run a search to display the image assets for which you want to
generate Deep Zoom files.
Note: Only image assets with the preview permission enabled are eligible
for Deep Zoom. In addition, the assets must not be scheduled for deletion
or checked out. If you select a folder to generate Deep Zoom files for the
contents, ineligible assets are excluded.
Note: Your administrator configures the maximum number of assets that

can have Deep Zoom files generated at once. The default threshold is 25.

Chapter 25 Generating Deep Zoom files
Task Action
To generate Deep Zoom files for a single On the asset, tap > Generate deep
asset zoom.
To generate Deep Zoom files for multiple Select the assets and then tap >
assets Generate deep zoom on the Action bar.
Tip: You can also select a folder to

generate Deep Zoom files for the
folder contents.
3. To track the status and results of the Deep Zoom job, tap > Jobs. See “To
25.2 To view the Deep Zoom image

1. Tap the asset thumbnail to open Detail view.
2. In the Preview pane, zoom in and pan around the image as desired. You can
also toggle full screen view and reset the image to its original zoom level.

Chapter 26
Viewing assets processed by Rich Media Analysis
Rich Media Analysis enables you to analyze image, video, and audio assets.
Your administrator enables and configures Rich Media Analysis, determining when
analysis jobs are scheduled and what assets are analyzed. In addition, your
administrator can create a saved search that identifies the assets which are analyzed
by the service. For more information about Rich Media Analysis, contact your
administrator.
Analyzing an image asset

When it analyzes an image asset, Rich Media Analysis populates the metadata of
the asset based on the results. You can view the metadata on the Metadata tab in
Detail view. The service can do the following for image assets:
• Tag the image based on content.

• Categorize the image based on content.
• Detect human faces and provide an estimated age and gender.
Note: For more information, see “Highlighting detected faces in an

image asset” on page 146.
• Identify the image color scheme.
• Detect embedded text of up to 4000 characters using optical character
recognition (OCR).
Analyzing a video asset

When the service analyzes a video asset, you can view the results on the Video
Insights tab in Detail view. The service can do the following for video assets:
• Transcribe spoken words using speech-to-text.

• Detect embedded text using OCR.
• Extract spoken keywords.
• Detect and identify faces that appear in the video, including celebrities.
• Extract brands and logos that are spoken or appear in the video.
Note: The brand extraction results are currently displayed in English

only.
• Detect and identify objects or actions that appear in the video.
• Detect and identify positive and negative sentiments from speech and text
that appears in the video.

Chapter 26 Viewing assets processed by Rich Media Analysis
For more information, see “Viewing video and audio insights” on page 147.
Analyzing an audio asset
When the service analyzes an audio asset, you can view the results on the Audio
Insights tab in Detail view. The service can do the following for audio assets:
• Transcribe spoken words using speech-to-text and export the resulting text
in an SRT file for captions.
• Extract keywords.
• Extract brands.
• Detect and identify positive and negative sentiments.
For more information, see “Viewing video and audio insights” on page 147.
26.1 Working with tags generated by Rich Media

Analysis
Rich Media Analysis can tag assets with keywords based on the asset content. If
your administrator configured the asset property template to display tag metadata,
the Metadata tab in Detail view displays the tags generated by Rich Media Analysis
as chiclets in the Auto generated tags field under the Tag field group. Each tag
chiclet includes the keyword and, in brackets, the confidence score, which is a
number between 0 and 100 that indicates the accuracy of the tag identification.
You can remove the auto-generated tags from an asset or add the same tags to
another asset by editing the metadata. For more information, see “To edit metadata
tags” on page 116.
26.2 Highlighting detected faces in an image asset

When the Rich Media Analysis analyzes an image asset, it can detect the number of
human faces present in the image. This number is included as the Faces Count in the
Media Analysis metadata field. On the Metadata tab in Detail view, you can
highlight the faces and view their estimated age and gender.
Note: An image must meet certain requirements to be analyzed by Rich Media

Analysis. If the image is not eligible for analysis, the service may not detect any
faces. For more information, contact your administrator.

26.3. Viewing video and audio insights
26.2.1 To highlight detected faces in an image asset

1. Open the Detail view of the asset by tapping the asset thumbnail.
2. On the Metadata tab, expand the Media Analysis metadata field.
3. In the Face Details area, select the Highlight all detected faces check box.
Note: The Highlight all detected faces check box is only available if Rich
Media Analysis detected at least one face.
4. Tap a highlighted face to view the estimated age and gender.
26.3 Viewing video and audio insights

You must have the Preview permission to view the video or audio insights. For
Rich Media Analysis can do the following for video or audio assets:
Video assets
• Transcribe spoken words and displayed text.
• Extract brands and logos that are spoken or appear in the video.
• Detect and identify faces.
• Detect and identify positive and negative sentiments.
• Identify and label visual objects and actions displayed.
You can view the results of the analysis on the Video Insights tab in Detail view.
Audio assets
• Transcribe spoken words.
• Extract brands that are spoken.
• Identify positive and negative sentiments.
You can view the results of the analysis on the Audio Insights in Detail view.
Note: Your administrator configures a default source language for audio and
video assets. Rich Media Analysis uses this language when it generates the
transcript. You can provide a different source language in the asset metadata
when you upload the asset. For more information, contact your administrator.

26.3.1 To view and edit the speech-to-text and OCR results

1. Open the Detail view of the video or audio asset by tapping the asset
thumbnail.
• To view the results for a video asset, tap the Video Insights tab.
• To view the results for an audio asset, tap the Audio Insights tab.
Note: You might need to tap More to access the tab.
3. Expand the Speech to Text section.

The results are presented in a transcript. If it is a video asset, an icon next to
each line of the transcript indicates whether it is a result of speech-to-text

or OCR analysis.
You must have Edit Metadata permissions to edit and delete transcript
lines. For more information, contact your administrator.
Task Action
To scroll through the transcript Select the Auto-Scroll check box. When
automatically while the asset is playing you play the video or audio, the Auto-
Scroll option automatically highlights the
relevant transcript line in time with the
asset.
Note: The Auto-Scroll option only

highlights the speech-to-text results,
not the OCR results.
To refine the results In the Search box, enter a keyword. A
successful search will return the transcript
line or lines containing the keyword.
To clear the search results, tap in the

search box.
Note: During a search, the Auto-

Scroll feature is disabled. Clear the
search results to enable Auto-Scroll
again.
To start playing the asset from a transcript Tap the transcript line.
line

Task Action
To edit a transcript line Tap the transcript line, and then tap .
Revise the line as required, and then tap
To revert your changes, tap .
To delete a transcript line Tap the transcript line, and then tap .
26.3.2 To view the face detection results (video only)

2. Tap Video Insights.
Note: You might need to tap More to access the Video Insights tab.
3. Expand the People section.
4. To go the appearance of a face, tap the face and then do any of the following on
the timeline next to the face:
• Tap a mark on the timeline.

• Tap or .
5. To show all detected faces, tap Show all.
6. Optional Tap Edit to edit an incorrect or unrecognized speaker name, and

then tap Save .
26.3.3 To view the label identification results (video only)

2. Tap Video Insights.
Note: You might need to tap More to access the Video Insights tab.
3. Expand the Labels section.


Task Action
To go to an occurrence of the action or Tap the label, and the do one of the
object in the video following to jump to its appearance in the
video:
• Tap a block on the timeline.
• On the timeline, tap or .
To show all identified labels Tap Show all.
26.3.4 To view the keyword extraction results

thumbnail.
3. Expand the Keywords section.
4. To go to the occurrence of a keyword, tap or .
5. To show all extracted keywords, tap Show all.
26.3.5 To view the brand extraction results

thumbnail.
3. Expand the Brands section.
Task Action
To view the brand description Tap the brand name. To view further
information, tap Continue reading.

Task Action
To go to an occurrence of the brand Tap the brand, and then do one of the
following:
• Tap a mark on the timeline.
To show all extracted brands Tap Show all.
26.3.6 To view the sentiment detection results

thumbnail.
3. Expand the Sentiments section.

If Rich Media Analysis detected sentiments, they are displayed as colored
marks on a timeline. You can also see the percentage of the content that exhibits
the sentiment.
Tip: Tap the timeline mark to show a tooltip that indicates if it a positive
or negative sentiment.
4. To go to the detected content, do one of the following:
• Tap a colored mark on the timeline.


Chapter 27
Setting preferences
You can customize the following user preferences:
• General
• Search
• Gallery view
• Spreadsheet view
• Detail view
• Editor view
• Upload
• Security
• Download
27.1 To set general preferences

1. Tap > Preferences.
2. Tap General.
3. Specify the following preferences:
• Locale
Select your preferred locale. This affects the display language and date
format.
• Brand
Select a default brand configuration to display when you sign in. A brand
configuration is a collection of style and image elements that reflect a
particular brand, as set up by your administrator.
• Time zones
Select the time zone of start times, end times, and due dates on the Jobs
page.
Note: By default, the times display in your browser time zone.
• Preferred translation languages

Set additional metadata language fields (other than the default) to show.
Any metadata fields that your administrator configured for multilingual

Chapter 27 Setting preferences
data will display in each of the selected languages. If you are viewing or
editing an asset in Detail view, you can select Show translations to view the
fields in the languages that you configured here.
Note: This option is available if your administrator configured

multilingual metadata fields.
• Folder
Select the Exclude deleted assets check box to hide deleted assets in folders.
Deleted folders will also be hidden on the Sidebar. Deleted assets remain in
the system until they are purged.
• Share via email
Select the default option for sharing assets by email.
• Home page
Select the Show greeting to display a welcome message at the top of the
home page.
4. Tap Save changes.
27.2 To set search preferences

2. Tap Search.
• Default search
Specify if you want your default search to search for assets that you checked
out, subscribed to, or imported. You can also choose a saved search.
• Default search type
Specify if you want to search for assets, folders, or users by default.
Note: Your administrator may have configured custom default search

types.
• My Imported date range
Specify the date range of the My Imported saved search. You can narrow the
results to the current day, last 7 days, or last 30 days. Or you can widen the
search to include all dates.
• Default search in
Specify the default scope of your searches. You can choose one of the
following:
– File Content Only – Search the content of assets for the search criteria.
This option applies to assets that contain text, such as a TXT file.

27.3. To set Gallery view preferences
– Metadata and File Content – Search the content of assets and their
associated metadata.
– Metadata Only – Search the metadata associated with assets.
• Search results
Specify if you want to do the following when you run a search:
– To exclude deleted assets, select the Exclude deleted assets check box.
Deleted assets remain in the system until they are purged.
– To retrieve only the latest version of assets, select the Exclude older asset
versions check box.
27.3 To set Gallery view preferences

2. Tap Gallery view.
Note: The following preferences only apply to metadata displayed in Grid

or Masonry view. They do not apply to Mosaic view. For more
information, see “Views” on page 15.
• Show empty fields

Select this check box to display empty metadata fields in Gallery view.
• Model
Choose the metadata model that you want to use in Gallery view. Models
are configurations set up your administrator. They display specified fields
and metadata.
• Preferred fields
Configure the fields that you prefer to see for the selected model. Add,
remove, or move fields that you want to include. When you view assets that
use this model in Gallery view, only the fields that you include will appear.
The default is to display all fields.

27.4 To set Spreadsheet view preferences

2. Tap Spreadsheet view.
• Show thumbnail image

Select this check box to display asset and folder thumbnails in Spreadsheet
view.
• Model
Choose the metadata model that you want to use in Spreadsheet view.
Models are configurations set up your administrator. They display specified
fields and metadata.
• Columns
Configure the fields that you prefer to see for the selected model. Add,
remove, or move fields that you want to include. When you view assets that
use this model in Spreadsheet view, the fields that you include will appear
as columns. The default is to display all fields.
27.5 To set Detail view preferences

2. Tap Detail View.
• Inherited metadata
To display inherited metadata at the top of the page, tap Top. By default,
Bottom is selected.
• Model
Choose the metadata model that you want to use in Detail view. Models are
configurations set up your administrator. They display specified fields and
metadata.
• Preferred Groups and Fields
Configure the metadata groups and fields that you prefer to see for the
selected model. Add, remove, or move fields that you want to include. If you
are viewing an asset that uses this model in Detail view, you can select the
Preferred fields only check box to view only the fields that you configure
here. The default is to display all fields. For more information, see “Viewing
asset and folder details“ on page 133.

27.6. To set Editor view preferences
27.6 To set Editor view preferences

2. Tap Editor view.
• Inherited metadata
To display inherited metadata at the top of the page, tap Top. By default,
Bottom is selected.
• Model
Choose the metadata model that you want to use in Editor view. Models are
configurations set up your administrator. They display specified fields and
metadata.
selected model. Add, remove, or move the fields that you want to include. If
you are editing an asset that uses this model from Detail view, you can select
the Preferred fields only check box to view only the fields that you
configure here. For more information, see “Viewing asset and folder
details“ on page 133.
Note: Required editable fields in the selected metadata model are

always displayed with your preferred fields.
27.7 To set upload preferences

2. Tap Upload.
• Default upload folder

To specify the default target folder for the Upload widget on the Home
page, tap Change folder. By default, no folder is specified.
Note: If the specified folder is purged or you no longer have access to

it, the default folder is reset to (none).
• Template
Choose the property template that you want to use when you upload assets.

• Model
Choose the metadata model that you want to use when you upload assets.
Models are configurations set up your administrator. They display specified
fields and metadata.
selected model. Add, remove, or move the fields that you want to include.
When you upload an asset, you can select Show Preferred Fields to view
only the fields that you configure here.
Note: Required editable fields in the selected metadata model are

always displayed with your preferred fields.
27.8 To set security preferences

2. Tap Security.
3. In the Preferred column, select the check boxes of your preferred security
policies. These policies will display first on any security policy pages.
Tips
• To determine which user groups a security policy applies to, tap View
permissions. The View permissions link is available if you are an
administrator or have been granted the SECURITY_POLICY_DETAILS
FET.
• To view policies that have been set as preferred, tap Preferred policies.
To view the complete list of policies, tap All policies.
• To narrow the list of available security policies, enter a keyword in the
Filter box.

27.9. To set download preferences
27.9 To set download preferences

2. Tap Download.
• Asset resolution
To specify the asset resolution that you want, choose one of the following:
– Original
– Preview (Low resolution)
Note: The Download preview icon is available only if you have the
ASSET.DOWNLOAD_PREVIEW and ASSET.EDIT_PREVIEW FETs. Your
• Delivery format
To specify how you want to receive the files that you download, choose one
of the following:
– Individual files
Note: OTMM might compress the assets in a ZIP file based on the
number and size of assets that you selected to download. Your
administrator determines the maximum number and size of files
that you can download individually. If you exceed these limits,
OTMM automatically compresses the assets in a ZIP file.
– ZIP file
• Send me an email notification when my files are ready to be downloaded
This option is available only if you select the ZIP file delivery format.

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OpenText™ Media Management

Tablet Client User Guide

OpenText Media Management is an open digital-management

Open Text Corporation

275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1

Copyright © 2022 Open Text. All Rights Reserved.

No Warranties and Limitation of Liability

2 Getting started ......................................................................... 11

3 Working with widgets on the Home page ............................. 21

4 Creating and managing folders .............................................. 25

MEDMGTMOD220200-UIO-EN-01 Tablet Client User Guide iii

5 Managing and participating in jobs ....................................... 35

6 Promoting and sharing assets with collections ................... 49

7 Searching for assets ............................................................... 63

iv OpenText™ Media Management MEDMGTMOD220200-UIO-EN-01

7.2.2 Expanding the list of facet values ..................................................... 66

8 Uploading assets ..................................................................... 85

9 Working with 3D assets .......................................................... 89

10 Working with 360 Spin assets ................................................ 91

MEDMGTMOD220200-UIO-EN-01 Tablet Client User Guide v

10.1 Uploading 360 Spin assets .............................................................. 91

11 Applying a watermark template to assets ............................. 95

12 Downloading assets ................................................................ 97

13 Sharing assets ....................................................................... 103

14 Publishing assets to an integrated application .................. 109

15 Viewing and editing asset metadata .................................... 111

16 Checking assets out and in .................................................. 119

17 Subscribing to assets, folders, and collections ................. 121

18 Linking assets together ........................................................ 123

19 Deleting, removing, and expiring assets ............................. 125

vi OpenText™ Media Management MEDMGTMOD220200-UIO-EN-01

19.1 To delete assets ........................................................................... 126

20 Uploading and editing a preview or thumbnail ................... 129

21 Viewing asset and folder details .......................................... 133

22 Viewing and managing video assets ................................... 137

23 Generating embed code ........................................................ 139

24 Retranscoding a video or audio asset ................................. 141

25 Generating Deep Zoom files ................................................. 143

26 Viewing assets processed by Rich Media Analysis ........... 145

27 Setting preferences ............................................................... 153

MEDMGTMOD220200-UIO-EN-01 Tablet Client User Guide vii

27.2 To set search preferences ............................................................. 154

viii OpenText™ Media Management MEDMGTMOD220200-UIO-EN-01

MEDMGTMOD220200-UIO-EN-01 Tablet Client User Guide 9

2.1 To sign in to OTMM

2. Enter your user name and password.

3. Tap Sign in.

2.2 OTMM user interface

2.2.1 Navigate the user interface

MEDMGTMOD220200-UIO-EN-01 Tablet Client User Guide 11

Figure 2-1: OTMM user interface

Tap a component name to learn more about it.

2.2.1.1 Breadcrumb trail

To perform an action on a folder or collection, tap .

12 OpenText™ Media Management MEDMGTMOD220200-UIO-EN-01

2.2.1.2 Header bar

MEDMGTMOD220200-UIO-EN-01 Tablet Client User Guide 13

2.2.1.3 Action bar

2.2.1.4 Inline Action bar

• On the Action bar, tap Show options to display the Sidebar.

• Apply filters and browse folders.

• On the Action bar, tap Show folders to display the Sidebar.

• On the Action bar, tap Show filters to display the Sidebar.

14 OpenText™ Media Management MEDMGTMOD220200-UIO-EN-01