OpenText Media Management CE 22.2 - Web Desktop Client User Guide English (MEDMGTMOD220200-UCW-EN-01)

OpenText™ Media Management
Web Desktop 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-UCW-EN-01
OpenText™ Media Management
Web Desktop Client User Guide
MEDMGTMOD220200-UCW-EN-01
Rev.: 2022-Apr-08
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 ...................................................................... 11
2 Getting started ......................................................................... 13

2.1 To sign in to OTMM ......................................................................... 13
2.2 OTMM user interface ....................................................................... 13
2.2.1 Navigate the user interface .............................................................. 13
2.2.1.1 Navigation bar ................................................................................ 14
2.2.1.2 Breadcrumb trail ............................................................................. 15
2.2.1.3 Header bar ..................................................................................... 15
2.2.1.4 Action bar ....................................................................................... 16
2.2.1.5 Inline Action bar .............................................................................. 16
2.2.1.6 Sidebar .......................................................................................... 16
2.2.2 Views ............................................................................................. 17
2.2.2.1 Customizing your view settings ........................................................ 18
2.3 Home page announcements ............................................................ 19
2.4 Selecting assets .............................................................................. 19
2.4.1 To select assets .............................................................................. 19
2.5 Status icons .................................................................................... 20
2.6 To add or change your profile picture ............................................... 21
2.7 To change your password ................................................................ 22
2.8 Managing active sessions ................................................................ 22
3 Working with widgets on the Home page ............................. 23

3.1 To add a widget .............................................................................. 24
3.2 To view your widget contents ........................................................... 24
3.3 To configure your widgets ................................................................ 24
4 Installing Accelerated File Transfer ....................................... 27

4.1 To install the QDS client .................................................................. 28
4.2 To restart the QDS client ................................................................. 28
4.3 Troubleshooting QDS ...................................................................... 28
5 Creating and managing folders .............................................. 29

5.1 To create a folder ............................................................................ 29
5.2 To copy or move assets to a folder ................................................... 30
5.3 To copy or move a folder and its assets to a folder ............................ 30
5.4 To copy the folder path .................................................................... 31
5.5 To duplicate assets ......................................................................... 31
5.6 To duplicate a folder ........................................................................ 32
5.7 To delete a folder ............................................................................ 33
5.8 To undelete a folder ........................................................................ 34
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5.9 To remove a folder .......................................................................... 34

5.10 To set the thumbnail for a folder ....................................................... 35
5.11 To remove a thumbnail from a folder ................................................ 35
5.12 Scheduling delivery of a folder ......................................................... 35
5.12.1 To schedule delivery of a folder ........................................................ 36
5.13 To edit the properties of a folder ....................................................... 37
5.14 To download an Asset importer spreadsheet ..................................... 38
6 Managing and participating in jobs ....................................... 39

6.1 Viewing and tracking jobs and downloads ......................................... 41
6.1.1 To view and track your jobs on the Dashboard .................................. 41
6.1.2 To view and track your jobs on the Jobs page ................................... 42
6.1.3 To view and track your jobs on the Recent Jobs panel ....................... 44
6.1.4 To view and open your downloads ................................................... 45
6.2 Managing and participating in custom jobs ........................................ 46
6.2.1 Launching a custom job ................................................................... 47
6.2.2 Managing custom jobs ..................................................................... 48
6.2.2.1 To manage custom jobs .................................................................. 48
6.2.3 Adding assets to a custom job ......................................................... 50
6.2.3.1 To add assets to a custom job ......................................................... 50
6.2.4 Managing and participating in tasks .................................................. 50
6.2.4.1 To view and filter your tasks ............................................................. 51
6.2.4.2 To participate in tasks ...................................................................... 52
6.2.5 Working with Hightail ....................................................................... 54
6.2.5.1 Signing in to Hightail ........................................................................ 55
6.2.5.2 Retrieving content from Hightail ....................................................... 55
6.2.6 Monitoring jobs and tasks in Calendar view ....................................... 57
6.2.6.1 To monitor jobs in Calendar view ..................................................... 57
7 Promoting and sharing assets with collections ................... 59

7.1 Understanding collection sharing and access types ........................... 60
7.2 Creating a collection ........................................................................ 63
7.2.1 To create a collection on the Collections page .................................. 63
7.2.2 To create a collection from selected assets ....................................... 64
7.3 Adding, copying, and removing assets in a collection ........................ 64
7.3.1 To add assets to a collection ............................................................ 65
7.3.2 To copy assets in a collection .......................................................... 65
7.3.3 To remove assets from a collection .................................................. 66
7.4 Editing a collection .......................................................................... 66
7.4.1 To edit a collection .......................................................................... 67
7.5 Deleting a collection ........................................................................ 68
7.5.1 To delete a collection ...................................................................... 68
7.6 Promoting a collection ..................................................................... 69
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7.6.1 To promote a collection ................................................................... 69

7.6.2 To demote a collection .................................................................... 70
7.7 Rating a collection ........................................................................... 70
7.7.1 To rate a collection .......................................................................... 70
7.8 Downloading a collection ................................................................. 70
7.8.1 To download a collection ................................................................. 71
8 Searching for assets ............................................................... 73

8.1 To search for assets using the keyword search ................................. 73
8.2 Running a faceted search ................................................................ 74
8.2.1 Expanding the list of facets .............................................................. 75
8.2.2 Expanding the list of facet values ..................................................... 75
8.2.3 Selecting facet values to narrow search results ................................. 76
8.2.3.1 To remove a facet from your search results ...................................... 76
8.2.3.2 Using date and numeric facet values ................................................ 76
8.3 Running an advanced search ........................................................... 77
8.3.1 To run an advanced search ............................................................. 78
8.3.2 To set default search fields .............................................................. 80
8.3.3 Choosing the logical operator ........................................................... 80
8.3.4 Choosing the search operator .......................................................... 81
8.4 Saving searches ............................................................................. 83
8.4.1 To save a search ............................................................................ 83
8.4.2 Running a saved search .................................................................. 85
8.4.2.1 To run a saved search ..................................................................... 85
8.4.3 Editing the properties of a saved search ........................................... 85
8.4.3.1 To edit the properties of a saved search ........................................... 85
8.4.4 Modifying the criteria of a saved search ............................................ 86
8.4.4.1 To modify the criteria of a saved search ............................................ 86
8.4.5 Modifying a facet value in a saved search ......................................... 88
8.4.5.1 To modify a facet value in a saved search ........................................ 89
8.4.6 Scheduling delivery of saved search results ...................................... 89
8.4.6.1 To schedule delivery of saved search results .................................... 89
8.5 Refining your search ....................................................................... 91
8.5.1 Using keywords .............................................................................. 91
8.5.2 Using wildcards ............................................................................... 92
8.5.3 Using word variations ...................................................................... 92
8.6 Search examples ............................................................................ 92
8.7 Searching assets in external libraries ............................................... 94
8.7.1 To search for assets in Shutterstock ................................................. 94
9 Uploading assets and folders ................................................ 97

9.1 To upload assets and folders ........................................................... 97
9.2 Uploading assets from external libraries ........................................... 99
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9.2.1 To upload assets from Shutterstock .................................................. 99
10 Working with 3D assets ........................................................ 101

10.1 Supported 3D file types ................................................................. 101
10.2 Uploading 3D assets ..................................................................... 101
10.3 Working with the 3D asset preview ................................................. 102
10.3.1 To view the 3D asset preview ........................................................ 102
10.3.2 To set the 3D asset preview ........................................................... 102
10.3.3 To download the 3D asset preview ................................................. 102
11 Working with 360 Spin assets .............................................. 103

11.1 Uploading 360 Spin assets ............................................................ 103
11.2 Previewing 360 Spin assets ........................................................... 104
11.3 Viewing the spin set ...................................................................... 104
11.4 Sharing and downloading 360 Spin assets ...................................... 104
12 Applying a watermark template to assets ........................... 107

12.1 To apply a watermark template ...................................................... 107
13 Downloading assets .............................................................. 109

13.1 To direct download a single asset .................................................. 110
13.2 To custom download assets ........................................................... 110
13.3 To download a contact sheet ......................................................... 113
14 Sharing assets ....................................................................... 115

14.1 To share assets ............................................................................ 116
14.2 Sharing short links ......................................................................... 118
14.2.1 To copy a short link ....................................................................... 119
14.3 Sending assets with Hightail .......................................................... 119
15 Publishing assets to an integrated application .................. 121

15.1 To publish assets .......................................................................... 121
16 Viewing and editing asset metadata .................................... 123

16.1 Viewing asset metadata ................................................................. 123
16.2 Editing asset metadata .................................................................. 123
16.2.1 Understanding field types .............................................................. 124
16.2.2 To edit the metadata of an asset .................................................... 125
16.2.3 To edit multiple assets at once ....................................................... 127
16.2.4 To edit metadata tags .................................................................... 128
16.3 Attaching content to a metadata-only asset ..................................... 128
16.3.1 To attach content to a metadata-only asset ..................................... 129
17 Exporting asset metadata to a spreadsheet ....................... 131

17.1 To export asset metadata to Microsoft Excel ................................... 131
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18 Checking assets out and in .................................................. 133

18.1 To check out assets ...................................................................... 133
18.2 To check in assets ........................................................................ 133
19 Subscribing to assets, folders, and collections ................. 135

19.1 To subscribe to an asset, folder, or collection .................................. 136
19.2 To unsubscribe from an asset, folder, or collection .......................... 136
20 Linking assets together ........................................................ 137

20.1 To link assets together .................................................................. 137
20.2 To perform an action on linked assets ............................................ 138
20.3 To remove the relationship between assets .................................... 138
21 Deleting, removing, and expiring assets ............................. 139

21.1 To delete assets ........................................................................... 140
21.2 To undelete assets ........................................................................ 141
21.3 To remove assets from a folder ...................................................... 141
21.4 To expire assets ........................................................................... 141
22 Uploading and editing a preview or thumbnail ................... 143

22.1 To upload a preview or thumbnail ................................................... 143
22.2 To edit the preview of an asset ....................................................... 144
23 Viewing asset and folder details .......................................... 147
24 Viewing and managing video assets ................................... 151

24.1 To view a video asset .................................................................... 151
24.2 Creating a video clip ...................................................................... 151
24.2.1 To create a video clip .................................................................... 152
24.3 Working with the video storyboard .................................................. 152
24.3.1 To view the video storyboard ......................................................... 153
24.3.2 To set the video thumbnail from a keyframe .................................... 153
25 Generating embed code ........................................................ 155

25.1 To generate embed code for an asset ............................................ 155
25.2 To generate embed code for a folder .............................................. 156
25.3 To generate embed code for a saved search .................................. 156
26 Retranscoding a video or audio asset ................................. 157

26.1 To retranscode a video or audio asset ............................................ 157
27 Working with smart compose .............................................. 159

27.1 To edit a cropped image with smart compose ................................. 159
28 Generating Deep Zoom files ................................................. 161
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28.1 To generate Deep Zoom files ......................................................... 161

28.2 To view the Deep Zoom image ....................................................... 162
29 Viewing reports ...................................................................... 163
30 Viewing assets processed by Rich Media Analysis ........... 167

30.1 Working with tags generated by Rich Media Analysis ...................... 168
30.2 Highlighting detected faces in an image asset ................................. 168
30.2.1 To highlight detected faces in an image asset ................................. 169
30.3 Viewing video and audio insights .................................................... 169
30.3.1 To view and edit the speech-to-text and OCR results ...................... 170
30.3.2 To view the face detection results (video only) ................................ 171
30.3.3 To view the label identification results (video only) ........................... 171
30.3.4 To view the keyword extraction results ........................................... 172
30.3.5 To view the brand extraction results ............................................... 172
30.3.6 To view the sentiment detection results .......................................... 173
31 Designing custom jobs with the Job Modeler .................... 175

31.1 Getting started .............................................................................. 175
31.1.1 Job definition components ............................................................. 176
31.1.2 High-level steps to create a job definition ........................................ 176
31.1.3 Planning to create a job definition ................................................... 177
31.1.4 Job Modeler interface .................................................................... 177
31.1.5 Job Modeler terminology ............................................................... 179
31.2 Defining actions and links .............................................................. 181
31.2.1 Defining states .............................................................................. 181
31.2.1.1 To define the Start Job state .......................................................... 182
31.2.1.2 To define the End Job state ........................................................... 183
31.2.2 Defining steps ............................................................................... 183
31.2.2.1 To define the Create Folder step .................................................... 193
31.2.2.2 To define the Add Assets To Folder step ........................................ 194
31.2.2.3 To define the Remove Asset From Folder step ................................ 195
31.2.2.4 To define the Delete Assets step .................................................... 196
31.2.2.5 To define the Delete Folders step ................................................... 197
31.2.2.6 To define the Undelete Assets step ................................................ 198
31.2.2.7 To define the Undelete Folders step ............................................... 199
31.2.2.8 To define the Update Security Policies step .................................... 200
31.2.2.9 To define the Retrieve Security Policies step ................................... 201
31.2.2.10 To define the Retrieve Metadata step ............................................. 202
31.2.2.11 To define the Update Metadata step ............................................... 203
31.2.2.12 To define the Retrieve User Details step ......................................... 204
31.2.2.13 To define the Notify step ................................................................ 205
31.2.2.14 To define the Search step .............................................................. 206
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31.2.2.15 To define the Retrieve Folder Children step .................................... 206

31.2.2.16 To define the Retrieve Assets step ................................................. 207
31.2.2.17 To define the Create Collection step ............................................... 208
31.2.2.18 To define the Add Assets To Collection step ................................... 211
31.2.2.19 To define the Remove Assets From Collection step ......................... 212
31.2.2.20 To define the Update Collection step .............................................. 212
31.2.2.21 To define the Delete Collection step ............................................... 215
31.2.2.22 To define the Create Workspace step ............................................. 216
31.2.2.23 To define the Retrieve from Workspace step ................................... 217
31.2.2.24 To define the Archive Workspace step ............................................ 220
31.2.2.25 To define the Generate Deep Zoom step ........................................ 221
31.2.2.26 To define the Review step ............................................................. 222
31.2.2.27 To define the User step ................................................................. 225
31.2.2.28 To define the Initiator step ............................................................. 227
31.2.2.29 To define the Delay step ................................................................ 228
31.2.2.30 To define the Iterator step .............................................................. 228
31.2.3 Defining evaluations ...................................................................... 229
31.2.3.1 Defining the Evaluate action .......................................................... 231
31.2.3.1.1 Working with Evaluation types ....................................................... 231
31.2.3.1.2 To define the Evaluate action ......................................................... 235
31.2.3.2 To define the Evaluate metadata action .......................................... 236
31.2.3.3 To define the Evaluate security policies action ................................ 237
31.2.3.4 To define the Evaluate user groups action ...................................... 238
31.2.4 Defining links between actions ....................................................... 238
31.2.4.1 To define a link between actions .................................................... 240
31.3 Working with the job context .......................................................... 241
31.3.1 Referencing action data in a job context variable ............................. 241
31.3.2 Referencing form data in a job context variable ............................... 242
31.3.3 Default common job context variables ............................................ 244
31.4 Creating and managing job definitions ............................................ 245
31.4.1 Editing a job definition ................................................................... 246
31.4.1.1 To edit a job definition ................................................................... 246
31.4.2 Saving a job definition ................................................................... 248
31.4.2.1 To save a job definition .................................................................. 248
31.4.3 Validating a job definition ............................................................... 248
31.4.3.1 To validate a job definition ............................................................. 249
31.4.4 Publishing a job definition .............................................................. 249
31.4.4.1 To publish a job definition .............................................................. 250
31.4.5 Managing job definitions ................................................................ 251
31.4.5.1 To manage job definitions .............................................................. 251
31.5 Creating and managing forms ........................................................ 252
31.5.1 Form field display types ................................................................. 253
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31.5.2 Creating or editing a form .............................................................. 255

31.5.2.1 To create or edit a form ................................................................. 255
31.5.2.2 To add a form field ........................................................................ 256
31.5.2.3 To add a form action ..................................................................... 257
31.5.3 Managing forms ............................................................................ 258
31.5.3.1 To manage forms .......................................................................... 258
32 Setting preferences ............................................................... 261

32.1 To set general preferences ............................................................ 261
32.2 To set search preferences ............................................................. 262
32.3 To set Gallery view preferences ..................................................... 263
32.4 To set Spreadsheet view preferences ............................................. 264
32.5 To set Detail view preferences ....................................................... 264
32.6 To set Editor view preferences ....................................................... 265
32.7 To set upload preferences ............................................................. 265
32.8 To set security preferences ............................................................ 266
32.9 To set download preferences ......................................................... 267
x OpenText™ Media Management MEDMGTMOD220200-UCW-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 17.
MEDMGTMOD220200-UCW-EN-01 Web Desktop Client User Guide 11

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. Click 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.
Figure 2-1: OTMM user interface
Click the name of a user interface component to learn more about it.

Chapter 2 Getting started
1 Navigation bar
2 Breadcrumb trail
3 Header bar
4 Action bar
5 Inline Action bar
6 Sidebar
2.2.1.1 Navigation bar

Use the Navigation bar to access the different pages of OTMM, check the status of
jobs or assets, or start your custom jobs.
Click the Menu icon to expand the Navigation bar and view details about the
pages, such as the number of assets that you checked out. An overlay on the page
icon indicates that there are details to view. To pin the Navigation bar to the side of
the page, click .
To go to a page or open a menu, click the following menu items:
Note: Your role in the system determines the actions that are available to you.
Assets
View search results. For more information, see “Searching for
assets“ on page 73.
Folders
Navigate private and public folders and view their contents. For more
information, see “Creating and managing folders“ on page 29.
Collections
View the collections that you manage. For more information, see “Promoting
and sharing assets with collections“ on page 59.
Jobs
View and manage jobs that you started, such as downloads, uploads, bulk edit
jobs, and custom jobs. You can also participate in tasks for custom jobs. For
more information, see “Managing and participating in jobs“ on page 39.
View and create custom job definitions and forms using the Job Modeler. For
more information, see “Designing custom jobs with the Job
Modeler“ on page 175.
Checked out
View the assets that you checked out. For more information, see “Checking
assets out and in“ on page 133.
14 OpenText™ Media Management MEDMGTMOD220200-UCW-EN-01

2.2. OTMM user interface
Reports
Monitor user, asset, and system activity with reports. Your administrator must
install and configure reports to enable it. For more information, see “Viewing
reports“ on page 163.
2.2.1.2 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, click More .
To open another folder in the breadcrumb trail, click the folder name.
2.2.1.3 Header bar

Use the Header bar to perform searches, upload assets, monitor recent jobs, access
the help, and set user preferences.
Upload
Upload assets. For more information, see “Uploading assets and
folders“ on page 97.
Recent Jobs
View and manage your recent jobs, such as asset uploads, downloads, or
check-ins. For more information, see “To view and track your jobs on the
Recent Jobs panel” on page 44.
If you install OpenText™ Media Management Accelerated File Transfer, you
can view, manage, and download files on the Recent Jobs panel. For more
information, see “Installing Accelerated File Transfer“ on page 27.
Help
View the online help or more information about OTMM.
Profile
Set application preferences, view user account details, or sign out of OTMM.
For more information, see “Setting preferences“ on page 261.
Tip: You can change your profile picture. For more information, see “To
add or change your profile picture” on page 21.

2.2.1.4 Action bar

Use the Action bar to perform an action on selected assets. You can also upload
assets, create folders, or create a job.
To use the Action bar:
1. Select assets. For more information, see “Selecting assets” on page 19.
2. To perform an action on the assets that you selected, click the appropriate
button on the Action bar.
3. To access more actions, click More .
Notes
• Your role in the system determines the actions that are available to you.
• Some actions are only available if you select assets.
2.2.1.5 Inline Action bar

Use the Inline Action bar to perform actions on a single folder, asset, or collection. In
Mosaic or Grid view, point to the asset, folder, or collection tile to display the Inline
Action bar. Click an icon to perform an action. Click More to access additional
actions.
Notes
• Your role in the system and the asset content type determine the actions that
are available to you.
• In Spreadsheet view, click More in the Actions column to access Inline
Action bar actions.
2.2.1.6 Sidebar
Use the Sidebar to apply filters, go to pages, and access your saved searches. Your
role in the system determines the options that are available to you.
To hide or display the Sidebar, click anywhere on the toggle area next to the bar. To
resize the Sidebar, drag the toggle area.
The Sidebar appears on the following pages:
Assets
Apply facets included with search results. Display Saved Searches, Recent
Searches, Recent Content, and Stock Libraries (External).
Folders
Apply filters and browse folders.

2.2. OTMM user interface
Jobs
Access the Dashboard.
Apply filters and access the following pages:
• Jobs – The list of your jobs.
Note: If you have been assigned as a watcher for a custom job, you can
access and view that job like a manager, however you cannot
participate in that job.
• Downloads – The list of your downloads.
• Tasks – The list of your assigned tasks.
Access the following Job modeler pages:
• Job definitions – The list of job definitions that have been created.
• Forms – The list of forms that have been created.
Collections
Apply filters to private and shared collections that you own or manage.
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.
Tip: In Grid view, you can use the arrow keys to highlight assets. Press
ENTER to open the Detail view of a highlighted asset.
• 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.
Notes
• You can only sort or resize metadata field columns.

• You can only rearrange the additional metadata field columns specified
in your Spreadsheet view model. You can choose the model 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 147.
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 123.
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 display options, click Change view settings .
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

2.3. Home page announcements
• 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 107.
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

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 18.
2.4.1 To select assets

1. Display the assets that you want to select.
2. Do any of the following:
Task Action
To select assets individually Grid or Mosaic view – Click the asset
thumbnails.
Spreadsheet view – In the Select column,
select the check boxes.
To select all assets on all pages On the Action bar, click the select control
and choose All pages .

Task Action
To select all assets on the current page On the Action bar, click the select control
and choose This page .
To select a set of consecutive assets (Grid Click an asset thumbnail to select it. Go to
and Mosaic view) the asset that you want to be the last item
in your selection, and then hold SHIFT
and click the asset thumbnail.
To clear selected assets individually Grid or Mosaic view – Click the
thumbnail of the selected assets.
Spreadsheet view – In the Select column
of the selected assets, clear the check
boxes.
To clear all selected assets On the Action bar, click the select control
and choose None .
Tip: In Grid view, you can copy the asset details below the thumbnail.
3. Click an option on the Action bar to perform an action.
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 103.
asset
The asset has been checked out. For more information, see “Checking
Checked assets out and in“ on page 133.
out
Cloud The asset is stored in a Cloud storage platform such as Amazon S3™,
Microsoft® Azure®, Google Cloud Storage® service, or NetApp®
StorageGRID®.
Tip: Point to the icon to see the name of the Cloud storage platform
in a tooltip.
The asset contains supporting files. For example, it is a 3D asset that
Contains includes supporting texture and material files.
subfiles

2.6. To add or change your profile picture
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 161.
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 139.
delete
The asset has been marked for expiration. For more information, see
Marked for “Deleting, removing, and expiring assets“ on page 139.
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 135.
2.6 To add or change your profile picture
1. On the Header bar, click User Profile > <userName>.
2. On your profile details page, click the profile picture next to your user name.
3. Click Update Picture to upload an image.
Note: To cancel the upload, close the Profile Picture window without
clicking Save.
4. Click Save.
5. To delete the profile picture, click 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 155.
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 59.
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 50.
Saved searches
View the results of saved searches. For more information, see “Saving searches”
on page 83.

Chapter 3 Working with widgets on the Home page
3.1 To add a widget
1. On the Home page, click , 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, click an empty tile.

b. Depending on what you are adding, do the following:
Folder Select the folder that you want to add, and then click OK. In the
Add a new folder widget dialog box, optionally enter a new
title, and then click Add.
Collection Search for a collection, optionally enter a new title, and then
click Add.
Saved search Select the saved search, optionally enter a new title, and then
click 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 On a widget tile, click > View

contents.
To open the widget tile contents Double-click 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
Task Action
To change the widget tile size Click and select an option in the Size
area.
To reorder the widgets Click the icon at the side of the widget
and drag it to the desired location.
To resize the widgets Click the icon at the bottom of the

widget and drag it to the desired size.
To change the widget sort settings Next to the widget name, click , 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 On the tile, click > Remove.

Chapter 4
Installing Accelerated File Transfer
OpenText™ Media Management Accelerated File Transfer uses the OpenText Quick
Data Synchronization (QDS) client to speed up file transfers for import, export, and
download jobs. QDS provides an HTTP-based service that can transfer large files
and files in bulk with improved performance and error recovery through the use of
multiple concurrent requests and transfer management.
You can use Accelerated File Transfer in OTMM, provided the following:
• Your administrator configures Accelerated File Transfer with OTMM.

• Your administrator configures the ACTIVITIES.VIEW, IMPORT, and EXPORT
Function Enablement Tokens (FETs) for your user account.
• You download and install the QDS client application on your computer.
When you sign in to the OTMM Web Client, it checks if you have the latest version
of the QDS client application installed and running. If you do not, you are prompted
to install or start the QDS client.
You can manage jobs that use Accelerated File Transfer on the Recent Jobs panel
or Jobs page. For more information, see “Viewing and tracking jobs and
downloads” on page 41.
Notes
• If the assets are stored elsewhere, a message displays stating that the
repository is not supported. The assets will be downloaded to the browser.
• If you select All pages to download assets, the assets are added to a ZIP file
for export.
• You can choose not to install the QDS client by clicking Cancel. OTMM will
use HTTP or HTTPS data transfer for all subsequent uploads and downloads
for that signed-in session. If you want to prevent the install dialog box from
appearing again, select Remember my choice. You can also prevent the
dialog box from appearing in your general preferences.

Chapter 4 Installing Accelerated File Transfer
4.1 To install the QDS client

1. Sign in to OTMM.
2. In the Download OpenText Quick Data Synchronization Client dialog box,

click Download to download the QDS client installation file.
Notes
• If you click Cancel, OTMM will use HTTP or HTTPS data transfer for
the remainder of your session. Select Remember my choice to prevent
the dialog box from appearing again.
• If the connection fails, click Retry to reattempt to connect the QDS client
to the server.
3. To run the installation, follow the instructions in the Download OpenText

Quick Data Synchronization Client dialog box.
4.2 To restart the QDS client

• If the QDS client is installed but not running, do one of the following to restart
it:
• Windows – Go to the C:\\Users\<username>\AppData\Roaming\

OpenText\OTMM folder and double-click start.vbs file.
• Mac – Go to the <home>/Applications folder and double-click the WQDS

application.
4.3 Troubleshooting QDS

Select files window fails to open in Internet Explorer 11
In Microsoft® Internet Explorer® 11, the Select files window that you can open
when uploading new assets might fail to display if QDS is configured. This is
because Internet Explorer 11 does not allow WebSocket connections to a local
OTMM website by default. The connection fails silently and no error message is
displayed.
To resolve this issue, add the domain name of the local OTMM website to the list of
trusted sites in Internet Explorer.
Drag area on Folders page or New Assets dialog box

intermittently fails to recognize files
When configured with QDS, the drag area on the Folders page or New Assets
dialog box might not recognize the files if they are dropped too quickly.
To resolve this issue, drag the files, pause, and then drop the files into the drag area.

Chapter 5
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, click the arrow next to a folder on the Sidebar to expand or
collapse a branch. To display the contents of a folder, click the folder name.
5.1 To create a folder

You must have the FOLDER.CREATE Function Enablement Token (FET) to create
folders. Your administrator configures FETs.
1. On the Navigation bar, click Folders .
2. On the Sidebar, open the folder where you want to add the new folder.
3. On the Action bar, click 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. Click the Metadata tab to enter any metadata information.
7. Click the Security tab to select one or more security policies to apply to the
folder.

Chapter 5 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, click Assigned policies. To see
a complete list of the policies, click All policies.
8. Click 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.
5.2 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, click More
> Copy/Move to folder.
To copy or move multiple assets Select the assets and click Copy/Move to
folder on the Action bar.
3. In the Copy/Move to folder dialog box, click Copy or Move, choose the target
folder, and then click OK.
5.3 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, click
More > Copy/Move to folder.
To copy or move multiple folders Select the folders and click Copy/Move to
folder on the Action bar.
3. In the Copy/Move to Folder dialog box, click Copy or Move, choose the target
folder, and then click OK.

5.4. To copy the folder path
5.4 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, click More > Show folder path.
3. Copy the path manually or click Copy to Clipboard.
5.5 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 On the Inline Action bar, click More

> Duplicate.
To duplicate multiple assets Select the assets and click More >
Duplicate on the Action bar.
3. In the Duplicate dialog box, do the following:
a. To change the target folder, click 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. Select 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 click Next and modify the
policies.
Tip: To determine which user groups a security policy applies to,

click View permissions. The View permissions link is available if
you are an administrator or have been granted the SECURITY_
POLICY_DETAILS FET.
Note: Click Set as defaults to configure your selections to be the default

selections.
4. Click Duplicate.

5.6 To duplicate a folder

Task Action
To duplicate a single folder Go to the folder and click Duplicate on the
Inline Action bar.
To duplicate multiple folders Select the folders and click More >
Duplicate on the Action bar.
3. To change the target folder, click 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 137.
• 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, click Next.
8. Click Duplicate.

5.7. To delete a folder
5.7 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.
Task Action
To delete a single folder Open the folder and click More >
Delete on the folder breadcrumb trail.
To delete multiple folders Select the folders and click More >
Delete on the Action bar.
3. In the Delete dialog box, do the following:
a. To delete any subfolders, select the Also delete subfolders check box.
b. To delete any assets contained in the folder, select the Also delete
contained assets check box.
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, click Set as defaults.
d. Click Delete.
Note: When folders are purged, subfolders that do not exist elsewhere are
moved to the Orphans folder and will not be deleted.

5.8 To undelete a folder

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 On the Inline Action bar, click Undelete
To undelete multiple folders Select the folders and click More >
Undelete on the Action bar.
4. In the Undelete dialog box, do the following:
a. Select the Also undelete subfolders check box.
b. Select the Also undelete contained assets check box.
c. To save the settings on this page, click Save as defaults.
d. Click Undelete.
5.9 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.
Task Action
To remove a single folder On the breadcrumb trail of the folder, click
More > Remove from folder.
To remove multiple folders Select the folders and click More >
Remove from folder on the Action bar.

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

2. Double-click the folder containing the asset you want to use as the thumbnail
for the folder.
3. On the Inline Action bar of the asset that you want to use as the thumbnail, click
More > Set as folder thumbnail.
4. Optional Resize the thumbnail image.
5. Click OK.
5.11 To remove a thumbnail from a folder

2. Go to the folder from which you want to remove the thumbnail.
3. On the Inline Action bar of the folder, click More > Remove thumbnail.
5.12 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 89.

5.12.1 To schedule delivery of a folder

1. Display the folder that you want to deliver.
2. On the Inline Action bar, click 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 click Next.
6. Optional To specify which formats to deliver the assets in, go to the appropriate
Content Type row, choose a format, and then click 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, click Settings. You can configure the
following:
• To specify what you want to export, click an option in the Contents of

export area.
• To specify the metadata file format, click 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 click 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.

5.13. 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. Click 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.
5.13 To edit the properties of a folder

2. Go to the folder whose properties you want to edit.
Task Action
To edit a single folder On the Inline Action bar of the folder, click
More > Edit properties.
To edit multiple folders Select the folders and click More >
Edit on the Action bar.
4. Click Metadata and change the name of the folder in the text box, as required.
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, through the user
interface, that this name is in use. You can provide a different name or
continue.
5. Click Security Policies and assign and remove security policies, as required.
6. Click Save Changes.

5.14 To download an Asset importer spreadsheet

Download asset importer template is available if you have been assigned the
Administrator or Business Administrator role, or if the
UTILITIES.ASSET_IMPORTER.MANAGE and IMPORT FETs have been
added to your role.
2. Go to the folder and click Download asset importer template on the Inline
Action bar.
3. In the Download asset importer template dialog box, choose the property
template and business unit that you want the Asset importer to use, and then
click Download.
Note: The Business Unit list is in the dialog box if a business unit is
available.
4. Verify that the template that you downloaded includes a property template ID,
folder ID, business unit ID, and the name of the security policy.
Notes
• The cell for the business unit ID only will be populated if you chose a
business unit in Step 3.
• For more information about populating, validating, repairing and
importing the spreadsheet, see section 9.1 “Use the Asset importer” in
OpenText Media Management - Administration Guide (MEDMGT220200-
AGD).

Chapter 6
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 47.
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 “Designing custom jobs with the Job Modeler“ on page 175.
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:
Manage and prioritize your jobs and tasks

You can manage your jobs and tasks and identify your current workload on the
Jobs > Dashboard page. Using the following cards displayed on Dashboard,
you can view a summary of the most relevant information about your custom
jobs, due tasks, and most recent downloads.
• Jobs: Summarizes the status of jobs you started in the last seven days. You
can click the total job count or the individual job statuses to navigate to the
Jobs page to view further details.
• Tasks: Summarizes the status of your due tasks. You can click the total task
count or the individual task statuses to navigate to the Tasks page to view
further details.
• Recent Downloads: Lists your last 10 downloads. You can click the row of a
download to open the Job details page for that download or click View All

Chapter 6 Managing and participating in jobs
Downloads to navigate to the Downloads page to view further details. You

can also sort the downloads list based on dates.
For more information about the Jobs > Dashboard page, see “To view and
track your jobs on the Dashboard” on page 41.
Note: Click on the Dashboard page to refresh the information

displayed on the cards.
Further, you can initiate jobs by launching them from the Dashboard. For more
information, see “Launching a custom job” on page 47.
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.
You can also view and manage your recent jobs on the Recent Jobs panel
on the Header bar. The panel provides a single location where you can view,
filter, and manage your jobs from today and yesterday.
For more information, see “To view and track your jobs on the Jobs page”
on page 42 and “To view and track your jobs on the Recent Jobs panel”
on page 44.
View, track, and open downloads

You can view a list of your downloads and download ZIP files or contact sheet
PDFs that you have generated on the Jobs > Downloads page.
You can also view your recent downloads and download ZIPs or PDFs on the
Recent Jobs panel on the Header bar.

For more information, see “To view and open your downloads” on page 45.
Notes
• Only downloads that involve a ZIP file or PDF appear on the

Downloads page. Assets that you download through your browser are
not tracked on this page.
• If you installed Accelerated File Transfer, downloads performed on the
Download assets dialog box are available on the Downloads page,
unless it is a Quick download with the Individual files option selected.
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.

6.1. Viewing and tracking jobs and downloads
• Monitoring the job.

• 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.
6.1 Viewing and tracking jobs and downloads

This section describes how to view and track jobs and downloads on the Dashboard,
Jobs page, Downloads page, or Recent Jobs panel.
6.1.1 To view and track your jobs on the Dashboard
1. On the Navigation bar, click Jobs > Dashboard to view your job summary
on the Jobs card.
2. To view further details about jobs, do any of the following on the Jobs card:
Task Action
To view the status of jobs from the last Click the total job count to view the
seven days complete list of all the jobs you started in
the last seven days on the Jobs page.
Tip: Click the numeric value on any

individual job status on the Jobs
card to view the corresponding
details on the Jobs page. For
example, if you click the numeric
value of Others, the Jobs page
opens, displaying a list of failed,
cancelled, and completed jobs with
errors and the relevant filters
applied.
To refresh the summary of a job Click .

6.1.2 To view and track your jobs on the Jobs page
1. On the Navigation bar, click Jobs > Jobs.
2. To filter the jobs list, do any of the following:
Task Action
To sort your jobs Click a column name. You can also click
Change view settings and choose an

option in the Sort by list.
To filter your jobs by type on the Jobs On the Sidebar, click Filters, and then do
page any of the following:
Tip: To expand the Sidebar, click

.
• To filter by all OTMM system jobs,

select the System check box.
• To filter by specific OTMM system
jobs, click to expand the list of
System job types, and then select the
job types by which you want to filter.
• To filter by all custom jobs, select the
Business check box.
• To filter by specific custom jobs, click
to expand the list of Business job
types, and then select the job types by
which you want to filter.
Note: The Business check box is

shown only when one or more
custom jobs exist in the system.
To filter your jobs by status On the Sidebar, click Filters, go to Status
and select one or more of the check boxes.
To filter your jobs by time period On the Sidebar, click Filters, go to Start
time and End time, and then click an
option for one or both filters.
To refresh the list of jobs Click Refresh the list of Jobs .
Note: The list is automatically

refreshed if the status of a job
changes.

Task Action
To remove filters To remove a single filter, click on the

filter chiclet. To remove all filters, click
Clear.
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 261.
3. To perform actions on a job, do any of the following in the Actions column:
Task Action
To download a ZIP file or contact sheet Click the name of the ZIP or PDF file.
PDF of assets
Note: This action is for jobs where
assets are available for download in
a ZIP or contact sheet PDF. For more
information, see “Downloading
assets“ on page 109 or “Sharing
assets“ on page 115.
To end a job that has a status of In Click Cancel job.
progress
4. To view additional details about a job, such as assets included in the job or the
workflow steps, click 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 Click the Assets tab.
job
To view the status of the steps involved in Click the Workflow tab.
the job
Notes
• If the job is a bulk edit, Edited Assets and Failed Assets tabs appear
instead of the Assets tab. These tabs list assets that were successfully or
unsuccessfully edited.
• 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.

6.1.3 To view and track your jobs on the Recent Jobs panel
1. On the Header bar, click Recent Jobs .
Tip: An overlay on the Recent Jobs button indicates that a job has been
started or completed.
2. To view your jobs from today or yesterday, click the Today or Yesterday tabs.
3. To filter your jobs or view additional details, do any of the following:
Task Action
To filter your jobs by type Click and select one or more of the
check boxes in the Type area.
To filter your jobs by status Click and select one or more of the
check boxes in the Status area.
To filter your jobs by transfer status Click and select one or more of the
check boxes in the Transfer area.
Note: This filter is available if you
installed Accelerated File Transfer.

Clear.
To view the assets associated with a job Click the expand icon next to the job.
and see their progress
To view the Job details of a job Click the name of the job, then perform
any of the tasks in Step 4 on page 43.
4. To manage your jobs, do any of the following:
Note: If Accelerated File Transfer is installed, you can perform the

following tasks: pause, resume, retry a failed transfer, or change the
download location.
Task Action
To change your download location Click Change Location, go to the location
where you want the assets to be
downloaded, and then click Select Folder.
To retry a failed transfer Point to the job with the Transfer failed
status and click .

Task Action
To pause a job Point to the job and click .
To resume a job Point to the job and click .

To download one or more assets a. Wait for the status to change to Ready
for download.
b. Point to the job and click .

If the status is Download, you can
download again by clicking .
6.1.4 To view and open your downloads
• On the Navigation bar, click Jobs , and do one of the following:
• To view your recent downloads on the Dashboard, go to the Recent

Downloads card, and then do any of the following:
Task Action
To view the Job details of a download Click the row of the download to open
the Job details page, and then perform
To view all your download jobs Click View all downloads and review
the information on the Downloads page.
To sort the list of downloads Click the arrow beside the Date column
to sort the downloads by dates.
To refresh the download summary Click .
• To view all your downloads, go to the Downloads page, and then do any of
the following:
Task Action
To view the status of your download Review the information on the
Downloads page. If you downloaded
the file, is displayed in the
Downloaded column.
To sort the list of downloads Click the column name. You can also
click Change view settings and

choose a sort option.
To view the Job details of a download Click the row of the download to open
the Job details page, and then perform

Task Action
To refresh the Downloads or Activity Click .

details page
Note: The list on the Downloads
page is automatically refreshed
when a change of status occurs for
any of your downloads.
To download a file In the Actions column, click the file
name.
Tip: You can change the time zone of the download start and end times in your
general preferences. For more information, see “To set general preferences”
on page 261.
6.2 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.
Note: Assigned tasks are not listed on the Recent Jobs panel.

6.2. Managing and participating in custom jobs
Tip: You can also view and monitor tasks from the Task card on the
Dashboard. See “Managing and participating in jobs“ on page 39.
Work with Hightail
If you are assigned to a custom job that involves working with Hightail, you can
sign in to Hightail on your user profile page and 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.
6.2.1 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
• Dashboard
Note: From the Dashboard, you can start jobs that do not require asset
selection.
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 clicking 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 in a tooltip, position your pointer on the bar
representing a task.
For more information about launching custom jobs in your instance of OTMM, talk
to the job designer.
6.2.2 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.
6.2.2.1 To manage custom jobs
1. On the Navigation bar, click Jobs .
2. Do any of the tasks as you would for non-custom jobs. See “Viewing and
tracking jobs and downloads” on page 41.
3. Click the row of a job to open the Jobs 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 Click the Assets tab.
job
To view the steps in the job workflow Click 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. Click the Workflow tab.
progress step in the workflow
Tip: To view the workflow as a
list, click > Step list.

b. Click the In Progress step the
workflow.
c. In the Update Assignees dialog box,
enter users or a user group in the
Assignees box.
d. Click 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. Click Save.
To see the details of a job such as Click 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 Click the Team tab.
owner, managers, watchers, and
participants
To cancel the job Click Cancel job.
Note: You can only cancel jobs that

are in progress.

6.2.3 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.
6.2.3.1 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 Inline Action bar, click More >

Add to job.
To add multiple assets at once Select the assets, and then click >
Add to job on the Action bar.
3. In the Add to job dialog box, select one or more in-progress jobs, and then click
Add.
Note: For more information about selecting assets from a job for a task, see
“To participate in tasks” on page 52.
6.2.4 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 Dashboard and 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 “Designing
custom jobs with the Job Modeler“ on page 175 or talk to your system integrator.

6.2.4.1 To view and filter your tasks
2. To view the status of your tasks from the last seven days, click Dashboard, go
to the Tasks card, and then do any of the following:
Task Action
To view your task from the last seven days View the total task count of tasks that are
due and the number of tasks Due today,
Due soon, and Overdue.
To refresh the tasks summary On the Tasks card, click .

To go to a filtered tasks list on the Tasks Click the total task count to view the
page complete list of all due tasks on the Tasks
page. Similarly, click any individual task
status on the Tasks card to view the
corresponding details on the Tasks page.
For example, if you click the numeric
value of Overdue tasks, it navigates you to
the Tasks page which displays the list of
all tasks that are overdue.
3. To view and filter your tasks from the Tasks page, click Tasks on the Sidebar
and do any of the following:
Task Action
To sort tasks Click a column name. You can also click
Change view settings .
To refresh the list Click Refresh the list of Tasks .

To filter the list of tasks On the Sidebar, click Filters and select the
check boxes or radio buttons of the filters
that you want.
Tip: If the Sidebar is not expanded,

click .

Clear.
To view the Task details of a task, such as Click the task row.
the job owner, name, and type as well as
the start and due or end date (if the task
was completed) of the task

6.2.4.2 To participate in tasks
1. On the Navigation bar, click Jobs > Tasks.
2. Click 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 Click New assets, and then follow the
steps in “Uploading assets and
folders“ on page 97 to upload assets.
To add assets from the job to the task Click Select assets from job, select one or
more assets, and then click 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 50.
To approve or reject an asset On the Action bar, click Review, and then
click the Approve or Reject button.
Approved or rejected assets display an
Approved or Rejected icon.

To revert an asset to its original state, click
the Approve or Reject button again.

Task Action
To view and compare asset versions On the Action bar, click 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.
To add an annotation or comment to an On the Action bar, click Review. In the
asset comments pane, click 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 click
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.

Task Action
To delete an annotation or comment Select the comment and click Delete .

To complete a form Click 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 clicking 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 in
a tooltip, position your pointer on
the bar representing a task.
To retrieve content from Hightail You can be assigned to a task to retrieve
assets from Hightail. For more
information, see “Retrieving content from
Hightail” on page 55.
6.2.5 Working with Hightail

You can be assigned to a custom job that involves collaborating with external users
in Hightail. Depending on the design of the job, working with Hightail can involve
the following tasks:
Note: Your administrator configures Hightail with OTMM. For more

Sign in to Hightail
You can sign in to Hightail on your user profile page. If you are assigned to a
task that requires Hightail but you are not yet signed in, you can also sign in on
the Task details page.

Retrieve content from Hightail

As part of a custom job workflow, 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.
6.2.5.1 Signing in to Hightail

If you are assigned to a custom job that involves working with Hightail, you can
sign in on your user profile page.
If you are assigned to a task that requires Hightail but you are not signed in, you can
also sign in on the Task details page. In addition, job steps that require you to be
signed in, such as the Create Workspace, Retrieve from Workspace, and Archive
Workspace steps, will prompt you to sign in through a task called Collaboration
Service Authentication.
To sign in to Hightail:
1. On the Header bar, click User profile > <userName>, and then click Sign in
to Hightail.
2. In the dialog box that opens, enter your credentials for Hightail and sign in.
3. To sign out, click Sign out of Hightail.
6.2.5.2 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. On the Navigation bar, click Jobs > Tasks.
2. Click the name of the applicable task to open the Task details page.
3. Click External assets to view the files that are present in the Hightail Space.
4. Click Retrieve assets.

Tip: You can open the Space in Hightail by clicking 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. Click 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 Retrieve External Assets, Import, or Check-in
jobs, do one of the following:
• On the Navigation bar, click Jobs > Jobs. See “To view and track your jobs
on the Jobs page” on page 42.
• On the Header bar, click Recent Jobs . See “To view and track your jobs
on the Recent Jobs panel” on page 44.
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, click Complete.
Note: OTMM prevents you from completing the task while the
RetrieveExternalAssets job is running.

6.2.6 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. You can apply filters to refine by
priority, status, job type, and more. 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.
6.2.6.1 To monitor jobs in Calendar view
1. On the Navigation bar, click Jobs > Calendar.
Task Action
To navigate the calendar Use the arrows and to open

different months.
To return to the current date, click Today.
To select one or more dates Click a date to select it. To select multiple
dates, click an empty spot on the date and
drag.
To toggle the display to jobs or tasks In the Calendar section under the Filters
tab on the Sidebar, select Jobs or Tasks.
To filter the jobs or tasks Select one or more filters under the Filters
tab on the Sidebar. Selected filters appear
in chiclets at the top of the screen. To
remove a selected filter, click on the
chiclet. You can also click Clear to remove
all filters.

Task Action
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 –
You can filter by additional statuses in the
Status section on the Filters tab.
To view job or task details Select one or more dates that include jobs
to open the Job Details pane. Click 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 7
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 7-1, “Using a collection to promote content for a marketing campaign”

on page 59 describes using a collection to promote content to other users.
Example 7-1: 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 7 Promoting and sharing assets with collections
7.1 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 60.
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 60 outlines the tasks that are permitted for
each access type.
Table 7-1: 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

7.1. 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 7-2: 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).

7.2. Creating a collection
7.2 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 “Designing custom jobs with the Job Modeler“ on page 175.
7.2.1 To create a collection on the Collections page
1. On the Navigation bar, click Collections .
2. On the Action bar, click 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, click one of the following:
• To create a private collection, click Private.

• To create a shared collection, click 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. Click 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. Click Create.
7.2.2 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 click Add to collections on the Action bar.
3. In the Add to a new collection box, enter the name of the new collection and
click 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 65.
4. Click 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 66.
7.3 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.

7.3. Adding, copying, and removing assets in a collection
7.3.1 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 Inline Action bar, click More

> Add to collections.
To add multiple assets Select the assets and click 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 click 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 64.
4. Click Save.
7.3.2 To copy assets in a collection
2. To open the collection, double-click the 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 Inline Action bar, click More

> Copy to collections.
To copy multiple assets at once Select the assets and then, on the Action
bar, click 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 64
• Steps 3 to 4 in “To add assets to a collection” on page 65

7.3.3 To remove assets from a collection
2. To open the collection, double-click the 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 Inline Action bar, click More

> Remove from collection.
To remove multiple assets at once Select the assets and click Remove from
collection on the Action bar.
7.4 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:
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 60.
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.

7.4. Editing a collection
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.
7.4.1 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 Inline Action bar of the collection, click Manage access to open
the Manage collection access dialog box.
b. Do any of the following:
Task Action
To edit the collection access Click the desired access type.
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 Enable collection ratings.
To create or remove a microsite Click 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. Click Save.

3. To edit the collection name or thumbnail, do the following:
Task Action
To change the collection name On the Inline Action bar, click More
> Rename.
Note: You must be in Grid or

Spreadsheet view to rename the
collection.
To remove the collection thumbnail On the Inline Action bar of the collection,
click More > Remove thumbnail.
To change the collection thumbnail Double click the collection tile to open the
collection. On the Inline Action bar of the
asset that you want to use as the collection
thumbnail, click More > Set as
collection thumbnail.
7.5 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.
7.5.1 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 Inline Action bar of the collection,
click Delete .

7.6. Promoting a collection
Task Action
To delete multiple collections at once Select the collections, and then, on the
Action bar, click Delete. .
7.6 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.
7.6.1 To promote a collection
2. On the Inline Action bar of the collection, click 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. Click Save.
7.6.2 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 Inline Action bar of the promoted collection, click 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.
7.7 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.
7.7.1 To rate a collection
2. On the Inline Action bar of the collection, click Rate this collection , and
then select a rating on the five-star scale.
7.8 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.

7.8. Downloading a collection
7.8.1 To download a collection
2. On the Inline Action bar of the collection, click 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 110.
• To download the assets using the Contact sheet option, follow step 2 to 8 in
“To download a contact sheet” on page 113.

Chapter 8
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 73.
• Run an advanced search. See “Running an advanced search” on page 77.
• Run a saved search. See “Saving searches” on page 83.
• View a list of your recent searches. Click 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 94.
8.1 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, click , 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 8 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. Click Search.
8.2 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).

8.2. 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.
8.2.1 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. Click 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.
8.2.2 Expanding the list of facet values

If the number of facet values exceeds the number of facet values displayed by
default, click 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 clicking 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.

8.2.3 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.
8.2.3.1 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, click a selected facet to
clear it. You can also click on the

chiclet above the search results.
To remove all facets Click Clear next to the facet chiclets.
8.2.3.2 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.

8.3. Running an advanced search
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.
8.3 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.

8.3.1 To run an advanced search

1. In the Search bar, click > 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 261.
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 then click 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.
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 81.
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. Click Add to add the criteria to the search form.

Notes
• After clicking Add, a chiclet that contains your search criteria

appears below the cascading or domain field. To delete the search
criteria, click .
• 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 cascading or
domain field, choose the search criteria, and then click 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 80.
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. Click Search.

8.3.2 To set default search fields

1. Follow steps 1 to 6 in “To run an advanced search” on page 78 to open the
advanced search and add search fields.
2. To make the fields appear by default when you open the advanced search, click
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, click Reset.
8.3.3 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 8-1: 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.
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.

8.3.4 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 8-2: 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 8-3: 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 8-4: 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.
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.

8.4. Saving searches
is not The search field contains a number that is not
equal to the number that you entered.
8.4 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 133.
• 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 and folders“ on page 97.
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 262.
• 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.
8.4.1 To save a search

• Run a keyword search. See “To search for assets using the keyword search”
on page 73.
• Run an advanced search. See “Running an advanced search” on page 77.
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, click Save search.

• If you ran an advanced search, click 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. Click Save.

8.4.2 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.
8.4.2.1 To run a saved search

• Do one of the following:
• In the Search bar, click , and then click a saved search in the Saved
Searches area.
• On the Navigation bar, click Assets , and then expand Saved Searches on
the Sidebar. Click the saved search that you want to run.
8.4.3 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.
8.4.3.1 To edit the properties of a saved search
1. On the Navigation bar, click Assets .
2. On the Sidebar, expand Saved Searches to display your saved searches.
3. Click next to the saved search that you want to edit.
• Click 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
• To delete the saved search, click Delete.
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.

• Click Favorite or Unfavorite to toggle the favorite status of the saved search.
• Click 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 156.
8.4.4 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, click 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 clicking a parent folder, you run a search with a wider scope while
maintaining all other saved search conditions.
8.4.4.1 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 dialog box.
2. On the Saved advanced search results page, click 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 the check box of a field from the Add a new field list, and click
Add.
Tip: You can also drag a selected field from the Add a new field
list to the search form area.
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. Click Add to add the criteria to the
search form.

Notes
• The user interface depends on how your administrator

configured the edit type settings.
• After clicking Add, a chiclet that contains your search criteria
appears below the cascading field. To delete the search criteria,
click .
• 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 cascading field, choose the search criteria, and
then click 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 81.
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 80.
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. Click 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, click View search criteria > Save search. You can save
this as a new saved search by entering a different name, or replace the existing
saved search.
8.4.5 Modifying a facet value in a saved search

Green chiclets represent facet values. You can add or remove facet values from your
saved search.

8.4.5.1 To modify a facet value in a saved search

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

• To add a facet value, on the Sidebar, select the facet value that you want to
add.
3. On the search results page, click 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.
8.4.6 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 35.
• Permissions required
You must have the SCHEDULE_DELIVERY FET to schedule a delivery. Your
8.4.6.1 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, click Schedule.
3. Optional In the Job name box, enter a name for the job. You can use this name to
check the status of the delivery on the Jobs page or Recent Jobs panel. For
more information, see “To view and track your jobs on the Jobs page”
on page 42 or “To view and track your jobs on the Recent Jobs panel”
on page 44.
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 click Next.

6. Optional To specify which formats to deliver the assets in, go to the appropriate
Content Type row, choose a format, and then click Add format.
Notes
• The default format is Original.

• Your administrator configures the formats that are available. For more
7. Optional To configure schedule settings, click Settings. You can configure the
following:
• To specify what you want to export, click an option in the Contents of

export area.
• To specify the metadata file format, click 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 click 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. Click Finish.
Note: If you choose the same saved search and delivery method as a
schedule that you previously created, you can overwrite the previously

8.5. Refining your search
created schedule. A window will prompt you to confirm if you want to

overwrite the schedule.
8.5 Refining your search

This section provides guidelines about how to refine your search using keywords,
wildcards, and word variations (also known as stemming).
8.5.1 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.
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 92.
• 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 92.
• 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.

8.5.2 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.
8.5.3 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 (“”).
8.6 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 8-5: 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.

8.6. Search examples

“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.
“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”.
8.7 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.
8.7.1 To search for assets in Shutterstock
1. On the Navigation bar, click Assets > Stock Libraries (External) >
Shutterstock.
2. Click 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, click Filters and do the following:
a. In Image Type and Orientation, select the type and orientation of the
assets you need to search.

8.7. Searching assets in external libraries
b. Click to close the Filters pane.

Chapter 9
Uploading assets and folders
You can upload assets or folders to an existing folder in OTMM.
When you upload an asset or folder, 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.
Similarly, your administrator configures folder types to add metadata fields and
apply other properties to uploaded folders. Providing a property template or folder
type is a mandatory step in the upload process. For more information, contact your
administrator.
If you are uploading a folder that contains subfolders, OTMM will preserve the
folder structure when it uploads the folder.
Notes
• In Internet Explorer, you can only upload individual assets. Uploading

folders is not available.
9.1 To upload assets and folders

1. To select the assets or folders to upload, do one of the following:
• Drag the assets or folders to the Home page or an open folder on the Folders
page.
• On the Action bar, click New > Assets, and then drag the files to the upload
area. You can also click Select files to browse for the files.
Note: Your administrator configures the maximum number of folders,

files contained in folders, and subfolder levels that you can upload.
Your administrator can also restrict certain file types from being
uploaded. For more information, contact your administrator.
• On the Header bar, click Upload , and then drag or select the files.
2. On the Files tab in the New 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.
b. To upload subfiles with an asset, go to the asset and click Add subfiles.

Chapter 9 Uploading assets and folders
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.
• OTMM prevents you from adding subfiles to an asset if it is in a
folder that you are uploading. To add subfiles to an asset, upload it
separately.
c. To help you track the upload status on the Jobs page and Recent Jobs
panel, enter a name in the Job name box.
d. To choose a target folder for the assets or folders, click Change folder.
3. If you are uploading a folder, go to the Folder tab and do the following:
a. In the Folder Type list, choose a folder type to apply metadata fields and
properties configured by your administrator to the folder.
Note: Your administrator can configure folder types that are

restricted from containing assets. If you select such a folder type,
OTMM will prevent you from completing the upload.
b. Enter folder metadata and assign one or more security policies to the
folder.
Note: The folder type and security policies apply to the entire folder
hierarchy. If the uploaded folder contains subfolders, the subfolders will
have the same folder type and security policies as the parent folder.
4. 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.
5. 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, click View
permissions. You must have the SECURITY_POLICY_DETAILS FET to
view the permissions. Your administrator configures FETs.
• 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, click

9.2. Uploading assets from external libraries
Reset. If you did not configure upload preferences, clicking Reset

clears these settings.
6. Click Finish.
7. Optional To track the status of your upload, do one of the following:
9.2 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.
9.2.1 To upload assets from Shutterstock

1. Search for the required asset from the Shutterstock. See “To search for assets in
Shutterstock” on page 94.
2. To import an asset, click that asset to open its License page.
3. In the Choose plan section, click 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.
6. Click 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.

Chapter 9 Uploading assets and folders
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, click Change folder.
8. Click Import.

Chapter 10
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.
10.1 Supported 3D file types

OTMM supports the following 3D file types:
• DAE
• FBX
• OBJ
• PLY
• STL
10.2 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 and
folders” on page 97.
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 10 Working with 3D assets
10.3 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.
10.3.1 To view the 3D asset preview

1. Double-click the 3D asset thumbnail to open Detail view.
2. In the Preview pane, click the 3D Preview tab.
• Rotate the view around a pivot point by clicking and dragging.
• Pan the view by right-clicking and dragging.
• Zoom the view by scrolling.
• Reset the image to its original position by clicking Reset.
Note: These actions only change your view of the 3D image, not the 3D
image itself.
10.3.2 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 102.
4. Click Set as Preview to save your changes as the asset preview.
10.3.3 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 102.
4. Click Download Image to download a 2D PNG file of the asset preview.

Chapter 11
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 .
11.1 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 11-1: 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 and folders” on page 97.
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 11 Working with 360 Spin assets
11.2 Previewing 360 Spin assets

To view a spinnable preview of a 360 Spin asset, open the asset in Detail view and
click the 360 tab. Turn Auto-spin on or off to automatically rotate the image or not.
Click, hold, and drag the image to manually rotate it.
11.3 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 click Spin Set to see the images. Point to an image and click
Download 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.
11.4 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 109. 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.

11.4. Sharing and downloading 360 Spin assets
Share
Follow the instructions in “To share assets” on page 116. You can share the original
ZIP file or the individual spin set images. Select Advanced settings > Include
subfiles to share the individual images.

Chapter 12
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
12.1 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, click More
asset >Apply watermark.
To apply a watermark template to Select the assets and click >Apply

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

Chapter 13
Downloading assets
You can download assets and folders from OTMM to your computer.
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.
Note: Your administrator can configure additional ways to download assets.

These custom configurations appear as tabs in the Download assets dialog
box. For more information, contact your administrator.
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.
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 110.
• Delivery format
Download the assets individually or compressed in a ZIP file.

Chapter 13 Downloading assets
Notes
– 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.
– Internet Explorer prevents you from downloading multiple assets as
individual files. If you are using Internet Explorer, OTMM will
automatically compress multiple assets in a ZIP file.
• Advanced settings
Specify metadata options and whether to include linked assets or subfiles. For
more information, see “To custom download assets” on page 110.
13.1 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, click Download original on the Inline

Action bar.
• To download a low-resolution preview file, click Download preview on

the Inline Action bar.
13.2 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 Inline Action bar, click Download
custom .
To download multiple assets Select the assets and then click Download
on the Action bar.
To download one or more folders Select the folder or folders and then click
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.

13.2. To custom download assets
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, click Set as defaults.

c. Click Finish.
d. If you are downloading a ZIP file, go to Downloads to download the file or
click Recent Jobs on the Header bar. For more information, see “To
view and open your downloads” on page 45 or “To view and track your
jobs on the Recent Jobs panel” on page 44.
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.
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:
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 click 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 click Add.

Chapter 13 Downloading assets
Task Action
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 click Add.
Tip: Click Show format option
values on the format chiclet

to view the attributes you
selected.
To remove a format Click 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.
– there are any formats associated with the asset, the
If
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.
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.

13.3. To download a contact sheet
d. Optional To help you track the download on the Jobs page or the Recent
Jobs panel, enter a job name. The default name is Custom asset
download.
e. Agree to the terms and conditions, and then click Finish.
f. To download the ZIP file containing your assets, do one of the following:
• On the Header bar, click Recent Jobs . For more information, see
“To view and track your jobs on the Recent Jobs panel” on page 44.
• Go to Downloads. For more information, see “To view and open your
13.3 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 click 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 or the Recent Jobs
panel, enter a job name. The default name is Assets for contact sheet.
7. Agree to the terms and conditions, and then click Finish.
8. To download the contact sheet PDF file, do one of the following:
• On the Header bar, click Recent Jobs . For more information, see “To
view and track your jobs on the Recent Jobs panel” on page 44.

Chapter 14
Sharing assets
You can share assets with collaborators.
Ways that you can share assets
Share option
Select assets and click Share. See “To share assets” on page 116.
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 119.
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 or Recent Jobs panel. For more information, contact your
administrator.
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 118.
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 14 Sharing assets
14.1 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 Inline Action bar, click Share .
To share multiple assets or folders Select the assets or folders and click Share on
the Action bar.
Note: If you are sharing a folder, the assets in the folder are also shared.
3. In the Share assets dialog box, click 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 261.
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 119.
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 click Add.

14.1. To share assets
Task Action
and then click 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 click Add.
Tip: Click 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 or Recent Jobs panel, enter
a job name.

7. To track the share, do one of the following:
• On the Navigation bar, click Jobs > Jobs. See “To view and track your
jobs on the Jobs page” on page 42.
14.2 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.

14.3. Sending assets with Hightail
14.2.1 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 Inline Action bar, click More >
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 147.
To copy a short link to a folder On the Inline Action bar, click More >
Copy short link.
To copy a short link to a saved search Go to the Assets page. On the Sidebar, click
> 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
clicking Copy short link. You can copy the short link URL in the dialog
box.
14.3 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 Inline Action bar, click Share .
To send multiple assets or folders Select the assets or folders and then click
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. Click the Send with Hightail tab.
4. If you need to sign in to Hightail, click Sign in to Hightail to open the Hightail
sign-in page in your browser.
Note: If you do not have a Hightail account, click 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 118 to optionally configure advanced settings

and complete the share.

Chapter 15
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 150.
15.1 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 Inline Action bar, click Publish.
To publish multiple assets or folders Select the assets or folders and click 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
click Add.

Chapter 15 Publishing assets to an integrated application
Task Action
and then click 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 41.

Chapter 16
Viewing and editing asset metadata
This section explains how to do the following with asset metadata:
• View metadata. See “Viewing asset metadata” on page 123.

• Edit metadata. See “Editing asset metadata” on page 123.
• Attach content to a metadata-only asset. See “Attaching content to a metadata-only
asset” on page 128.
16.1 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 clicking 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 click to view summary details about the asset. For
more information, see “Summary details in Mosaic view” on page 147.
• In Detail view. For more information, see “Full details in Detail view”
on page 147.
16.2 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 128.

Chapter 16 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 168.
16.2.1 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:

16.2. 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.
16.2.2 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 Inline Action bar, click More > Edit properties.
3. Click the Metadata tab and edit the metadata fields as required.
Notes
• For more information about metadata field types, see “Understanding

field types” on page 124.
• For information about editing metadata tags, see “To edit metadata
tags” on page 128.
• 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 Click Open all groups or Close all
groups .
To only display the preferred fields that Click and select the Preferred fields
you configured in your Editor view only check box.
preferences and any required fields
To hide empty fields Click and select the Hide empty

fields check box.
To display metadata in the languages that Click and select the Show
you configured in your General translations 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. Click the Security Policies tab.
Tip: To determine which user groups a security policy applies to,

click 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, click 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, click Assigned policies. In the
Assigned column, clear the check box of the security policy.
Notes
• To show assigned policies only, click Assigned policies. To show all

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

16.2. 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, click Save changes.
• To save your changes and continue editing the next asset on the page, click
Save and edit next.
16.2.3 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 click More > Edit on the Action bar.
3. On the Metadata tab, in the To begin add new field list, select the check boxes
of the fields that you want to edit, and then click Add.
Tip: By clicking Save 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, click 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 124.
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. Click the Security tab.
Tips
• Click Assigned policies to view the policies that are assigned. You
can also click All policies to see a complete list of policies.
• To determine which user groups a security policy applies to, click
View permissions. The View permissions link is available if you
are an administrator or have been granted the SECURITY_POLICY_
DETAILS FET.
b. Click 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. Click OK.
16.2.4 To edit metadata tags

1. Open a folder or run a search to display the assets that you want to edit.
2. On the Inline Action bar, click More > 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 click 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 Click on the tag chiclet.
4. To save your changes, do one of the following:
• To save your changes and exit the editor view, click Save changes.
• To save your changes and continue editing the next asset on the page, click
Save and edit next.
16.3 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.

16.3. Attaching content to a metadata-only asset
16.3.1 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 Inline Action bar, click More
> Attach content.
To attach content to multiple assets Select the assets and click More >
Attach content on the Action bar.
3. In the Attach Content dialog box, browse for the content that you want to
attach or drag files from your computer, and then click Attach Content.
Notes
• If you drag files to the Attach Content dialog box, they will be matched
with the metadata-only assets that share the same name. OpenText
recommends that you rename the metadata-only assets before attaching
the content to ensure that the files are matched with the correct asset. If
only one metadata-only asset has the default NOT SPECIFIED name,
the dragged files will be added without validating against the asset
name.
• If your administrator configured OTMM to check for duplicate 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, click Add subfiles.
Notes
• Your administrator configures the content types that you can upload
with subfiles. For more information, contact your administrator.
• 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 or on the
Recent Jobs panel. For more information, see “To view and track
your jobs on the Jobs page” on page 42 or “To view and track your jobs

Chapter 17
Exporting asset metadata to a spreadsheet
In Spreadsheet view, you can export asset metadata to a Microsoft® Excel®

spreadsheet. The metadata that appears in the spreadsheet is based on the metadata
fields that you configured in your Spreadsheet view preferences. For more
information, see “To set Spreadsheet view preferences” on page 264.
You must have the EXPORT_ADHOC_METADATA FET to export asset metadata.

17.1 To export asset metadata to Microsoft Excel

1. Open a folder or run a search to display the assets that you want to export.
2. To set the display to Spreadsheet view, do the following:
a. Click Change view settings .

b. In the Display view area, click Spreadsheet.
3. Select the assets that you want to export.
Note: If you select assets from a single page, the exported spreadsheet will
be automatically downloaded through your browser.
However, if you select assets across multiple pages, an export job will be
triggered and you can download the spreadsheet on the Downloads page
or Recent Jobs panel.
4. On the Action bar, click More > Export to spreadsheet.
5. If you selected assets across multiple pages, do one of the following to

download the spreadsheet file:
• On the Header bar, click Recent Jobs . For more information, see “To
view and track your jobs on the Recent Jobs panel” on page 44.
Note: When you open the file in Excel, a message might appear that the
file format and extension do not match. To open the file, click Yes.

Chapter 18
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.
18.1 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 Inline Action bar, click More
> Check out.
To check out multiple assets Select the assets and click More >
Check out on the Action bar.
18.2 To check in assets
1. On the Navigation bar, click Checked out to display the assets you have
checked out.
Task Action
To check in a single asset On the Inline Action bar, click More

> Check-in.
To check in multiple assets Select the assets and click More >
Check in on the Action bar.

Chapter 18 Checking assets out and in
Note: To cancel the check-out of an asset, click Discard Check out.
3. In the Check-in dialog box, do one of the following:
• Click Browse to browse for the new version of a specific asset.

• Click 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 Click 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.
• Your administrator configures the content types that you can upload
with subfiles. For more information, contact your administrator.
5. Click Check-in.
Note: You can view the status of the new version upload on the Recent
Jobs panel. For more information, see “To view and track your jobs

Chapter 19
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 19 Subscribing to assets, folders, and collections
19.1 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 Inline Action bar of the asset,
collection folder, or collection, click More >
Subscribe.
To subscribe to multiple assets, folders, or Select the assets, folders, or collections and
collections at once click More > Subscribe on the
Action bar.
19.2 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 Inline Action bar of the asset,
or collection folder, or collection, click More >
Unsubscribe.
To unsubscribe from multiple assets, Select the assets, folders, or collections and
folders, or collections at once click More > Unsubscribe on the
Action bar.

Chapter 20
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.
20.1 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 click More > Link to assets on the Action bar.
Notes
• You can remove a single source asset by clicking the X in the corner of
the asset in the Source Assets area.
• You can remove all source assets by clicking 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 click Add selected.
Notes
• You can remove a single linked asset by clicking the in the corner of
the asset in the Linked Assets area.
• You can remove all linked assets by clicking Remove all in the Linked
Assets area.

Chapter 20 Linking assets together
6. Optional Select 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. Click Link.
20.2 To perform an action on linked assets

1. Open the Detail view of the asset with links to other assets.
2. Click the Relationships tab.
Task Action
To perform an action on a single related asset Click an action on the Inline Action bar.
To perform an action on multiple related Select the related assets, and then click an
assets action on the Action bar.
20.3 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. Double-click the asset thumbnail to open Detail view.
3. Click 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. Click Remove.

Chapter 21
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 21 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.
21.1 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 Inline Action bar of the asset, click
More > Delete.
To delete multiple assets at once Select the assets and click More >
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, click Set as defaults.
4. Click Delete.

21.2. To undelete assets
21.2 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 Inline Action bar of the asset, click
Undelete .
To undelete multiple assets at once Select the assets and click More >
Undelete on the Action bar.
21.3 To remove assets from a folder

1. On the Navigation bar, click Folders and go to the folder containing the assets
you want to remove from the folder.
Task Action
To remove a single asset On the Inline Action bar of the asset, click
More > Remove from folder.
To remove multiple assets at once Select the assets and click More >
Remove from folder on the Action bar.
21.4 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 123.
Task Action
To immediately expire a single asset On the Inline Action bar, click More
> Expire.
To immediately expire multiple assets at Select the assets and click More >
once Expire on the Action bar.
To schedule a single asset to expire On the Inline Action bar, click More
> Edit properties, and then enter a date in
the Expiration Date field.

Chapter 21 Deleting, removing, and expiring assets
Task Action
To schedule multiple assets to expire Select the assets and click More >
Edit on the Action bar. In the Edit
multiple assets dialog box, select the
Expiration Date field and enter a date.

Chapter 22
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 161.
Note: For information about working with the preview of a 3D asset, see
“Working with the 3D asset preview” on page 102.
22.1 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 Inline Action bar, click More > Attach Preview.
3. In the Attach preview dialog box, drag a JPEG or PNG file into the indicated
area or use the Select file option.
4. Click Attach.

Chapter 22 Uploading and editing a preview or thumbnail
22.2 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 double-clicking the asset thumbnail.
3. In Detail view, click > 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 Click Zoom in or Zoom out .
To crop the image Click Crop , and then drag your

pointer on the image to select an area to
crop.
To apply the crop and continue editing the
image, click Apply .
To cancel your crop, click Cancel crop .

To download a cropped version of the
image without saving it, click Download
To undo your changes and continue Click Undo .

editing

22.2. To edit the preview of an asset
Task Action
To save your changes and exit Edit Click Save .

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.
To download the preview image Click Download .
To exit Edit preview mode without saving Click Close .

your changes

Chapter 23
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, click 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 click 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.
•
Click 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

Double-click the asset thumbnail or click More > Show properties on the Inline
Action bar of a folder to open Detail view. You can also click 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
Click the Metadata tab to view the metadata fields assigned to the asset or folder
in the Details pane. 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, click and select the Preferred fields
only check box.
•
To hide empty fields, click 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, click Close all groups or Open
all groups respectively.

Chapter 23 Viewing asset and folder details
•
To hide asset metadata, click 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, click Edit. For more information, see “Editing asset
metadata” on page 123.
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 144.
• 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 102.
• Video – You can watch the preview in the media player. For more
information, see “To view a video asset” on page 151.
• PDF or Microsoft Office file – You can page through the file by clicking the
Multi Page tab.
• 360 Spin asset – You can rotate the preview image. For more information,
see “Previewing 360 Spin assets” on page 104.
View security policies
You must have the SECURITY_POLICY_VIEW FET to access the Security
Policies tab. Your administrator configures FETs.
Click 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, click 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)

Click the Relationships tab to view any linked assets. For more information, see
“Linking assets together“ on page 137.
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
Click 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)
Click 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)
Click 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 133.
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)
Click the Sub Clips tab to create and view sub clips for a video asset. See
“Creating a video clip” on page 151.
This tab only appears if the video asset has sub clips.
View storyboard keyframes (video assets only)
Click 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 152.
View video insights (video assets only)
If your administrator enabled Rich Media Analysis for video, click the Video
Insights tab to view the results of the analysis. For more information, see
“Viewing video and audio insights” on page 169.
View audio insights (audio assets only)
If your administrator enabled Rich Media Analysis for audio, click the Audio
Insights tab to view the results of the analysis. For more information, see
“Viewing video and audio insights” on page 169.
Audit asset or folder activity
Click the Audit tab to view a record of activities performed on the asset or
folder.
For the assets used in Digital Hub microsites or any other portals, you can view
the asset usage information, such as asset usage type and usage description, on
the Audit tab for the Asset Exported event.

Chapter 23 Viewing asset and folder details
You must have the ASSET_USAGE_TYPES.MANAGE FET to view the
asset usage information. Your administrator configures FETs.
Tips
• Click the Metadata Updated, Modified asset security Policy, Edited in

bulk edit job, or Asset Placed events to view details about the changes.
Tabular fields are displayed as the column name followed by the parent
field in brackets. For example, Right Holder Name[Rights
Information].
• Click the Asset Exported event to view the asset usage information.
Click the row of an entry to view the information provided while
downloading the asset in Digital Hub or any other external application.
For example, for an asset downloaded in Digital Hub, you can view
information, such as Asset usage type, Asset usage description, and
Application.
For assets downloaded using OTMM, the asset usage information row
is not clickable.
View where an asset is being used (assets only)
Click the Usage tab to see where and how an asset is being used in external
applications. 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. Click 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 reports (assets only)
If the Reports feature is enabled, click the Reports tab to view a visualization of
information about the asset, such as the number of times it was viewed, edited,
or downloaded. For more information about Reports, see “Viewing
reports“ on page 163.
View spin set (360 Spin assets only)
Click 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 104.

Chapter 24
Viewing and managing video assets
This section explains how to create video clips, set thumbnails for video assets, and
view video assets.
24.1 To view a video asset

1. Open the Detail view of the video asset by double-clicking the asset thumbnail.
2. Play, pause, adjust or mute the volume, and view the video in full screen, as
desired.
3. Optional To hide the video player controls while playing the video, click Unpin
. The controls appear only if you point to or pause the video.
4. Optional To display the video controls while playing the video, click Pin .
Tips
• 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 153.
• If your administrator configured it, you can view an animated preview of
the video in Grid view by resting your pointer for at least two seconds on
the thumbnail. You must have the View Summary and Preview
permissions to see the animated preview, if it is available. The animated
preview is not available in Spreadsheet or Mosaic view. For more
24.2 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 .

Chapter 24 Viewing and managing video assets
24.2.1 To create a video clip

1. Open the Detail view of the video asset from which you want to create a clip by
double-clicking the asset thumbnail.
2. Click More > Create Sub clip.
3. To set the Time in, enter the time or start playing the video and click Mark in.
4. To set the Time out, type in the time or start playing the video and click 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, click the Metadata tab.
8. Optional To configure the security policies, click the Security tab.
Tips

View permissions. The View permissions link is available if you are
an administrator or have been granted the SECURITY_POLICY_DETAILS
FET.
• Click Assigned policies to view the policies that you assigned. Or click
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. Click Create.
24.3 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.

24.3. Working with the video storyboard
24.3.1 To view the video storyboard

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

2. Click the Storyboard tab.

3. Position the pointer over the keyframe that you want and then click Assign as
thumbnail .

Chapter 25
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).
25.1 To generate embed code for an asset

2. Open the folder containing the asset for which you want to generate embed
code.
3. On the Inline Action bar of the asset, click More > Generate embed code.
4. In the Embed Widget dialog box, edit the code as desired.
5. Optional Adjust the width and height.
6. Click Copy to clipboard or manually copy and paste the code on your webpage.

Chapter 25 Generating embed code
25.2 To generate embed code for a folder

2. On the breadcrumb trail of the folder, click More > Generate embed code.
25.3 To generate embed code for a saved search

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

Chapter 26
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.

26.1 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 Inline Action bar, click More

> Retranscode.
To retranscode multiple assets at once Select the assets and then click More
> Retranscode on the Action bar.
3. To track the status and results of the retranscode job, do one of the following:
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 152.

Chapter 27
Working with smart compose
Smart compose analyzes image assets to automatically detect the focal point and
suggest a crop area. If your administrator configured smart compose, you can
submit assets to be analyzed when you upload them or select existing assets to be
analyzed on demand. In both cases, you can adjust the crop area suggested by smart
compose.
Your administrator must configure a property template to enable smart compose.

When you upload an asset and apply the template, smart compose automatically
suggests a crop area. You can then edit the crop using the Smart compose option. If
an existing asset has a template with smart compose enabled, you can use Smart
compose to submit the asset to be analyzed and then edit the crop.
Additionally, if your administrator configured OTMM with OpenText™ Media

Management Adaptive Media Delivery, you can copy a URL for the cropped image
in Adaptive Media Delivery.
You must have the EXPORT and ASSET.SUGGEST_CROP Function

Enablement Tokens (FETs) to access the Smart compose option. Your
27.1 To edit a cropped image with smart compose

1. Open a folder or run a search to display an asset that has a property template
with smart compose enabled.
Note: The Metadata tab in Detail view shows the name of the property
template applied to an asset.
2. On the Inline Action bar of the asset, click More > Smart compose.
3. In the Smart compose dialog box, do any of the following:
Task Action
To edit the crop area To move the crop area, click and drag the
highlighted area. To resize the crop area,
click and drag the sizing handles. You can
also use the sliders or enter the
dimensions, in pixels, in the Crop
dimensions area.
To undo or redo your changes Click Undo or Redo.

Chapter 27 Working with smart compose
Task Action
To download the cropped image Click Download.
To copy a link to the cropped image in Click Copy AMD link.
Adaptive Media Delivery to your
clipboard Note: If OTMM is not configured
with Adaptive Media Delivery, the
URL includes placeholders for the
Adaptive Media Delivery hostname
and port. For example:
http://<AMD_HOST>:<AMD_
PORT>/adaptivemedia/
rendition?id=
8843d99576e0a74c4f021830d7d
125a60bd0f363&smartcrop=Y
4. To save your changes to the cropped image, click Save.

Chapter 28
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 161.
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:
• “Designing custom jobs with the Job Modeler“ on page 175

• “Managing and participating in custom jobs” on page 46
28.1 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 28 Generating Deep Zoom files
Task Action
To generate Deep Zoom files for a single On the Inline Action bar, click More
asset > Generate deep zoom.
To generate Deep Zoom files for multiple Select the assets and then click More
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, do one of the following:
28.2 To view the Deep Zoom image

1. Double-click 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 29
Viewing reports
You must have the REPORTS.VIEW Function Enablement Token (FET) to view
reports. Your administrator configures FETs.
Reports enable you to monitor asset and user activity by viewing the data in charts
or dashboards. If your administrator installed and configured Magellan Reports for
OpenText Media Management, you can view reports on the Reports page or the
Reports tab in Detail view.
To view reports, click Reports on the Navigation bar. On the Sidebar, click the tabs
to open different report categories, and then click the report name to open it.
Each report enables you to filter the results. You can point to report components to
view more information in a tooltip, such as a numerical value. If the report is about
search keywords, such as the top search keywords or top keywords with zero
results, click the keyword or histogram bar to view associated search results. If the
report is about assets, such as the most viewed or downloaded assets, click the asset
name or histogram bar to see more details.
Note: The availability of certain features, such as dashboards and custom

reports, depends on your license type. For more information, contact your
administrator.
The following reports are provided by default on the Reports page:
Dashboards
• Overview
Summarizes general information about assets and user activity, such as the
number of assets in the system by metadata model, the total number of searches
performed by all users, the total number of users by user role, and the total
storage size occupied. The dashboard includes tabs to summarize this
information over a range of time periods.
Notes
– The total storage size occupied is calculated using both file system and
cloud storage, if applicable.
– The Asset count growth and Storage growth reports capture the data
until the current day, but do not include data of the current day.
• Activities
Summarizes information about user activity, such as the most viewed or
downloaded assets, the top users who performed certain actions, and the top

Chapter 29 Viewing reports
search terms. The dashboard includes tabs to summarize this information over a
range of time periods.
Assets
• Assets Overview
Displays basic information about assets, such as the number of assets by
metadata model and content type, the top ten assets by storage size, the top ten
largest assets that have been downloaded or shared, a comparison of the top
assets that are being shared or downloaded to the number of views, and the top
ten assets that have the highest number of versions.
Notes
– The top ten assets by storage size data is calculated using the original file
that was uploaded (the master content).
– The top ten assets by download or share size is calculated using all
versions of the asset.
Usage
• Asset Usage
Displays the asset downloads from Digital Hub microsites or any consumer
portals. You can filter this report based on a specific time period or asset usage
type or a combination of both.
• User Activities
Displays the number of actions performed by a specific user in a given time
range, such as the number of assets viewed, edited, downloaded, or uploaded. If
the user viewing the report does not have permissions to view other user’s
activity, they will see their own recent activity.
• Downloads
Displays the total number of downloads, the top users by download, and
downloads by content type.
• Uploads
Displays the total number of asset uploads, the top users by upload, and uploads
by content type.
• Logins
Displays the total number of logins and the top ten users by number of logins.
• Searches
Displays the top ten users by number of searches, keywords that returned no
results, the top search keywords in a word cloud, and the top ten users with zero
search results.

Tip: Use the top ten users with zero search results to identify users who are
frequently searching and not finding results. They might require additional
training.
System
• System Metrics
Displays total counts for items such as assets, users, folders, and collections.

Chapter 30
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 168.
• 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 and export the resulting text
in an SRT file for captions.
• 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.

Chapter 30 Viewing assets processed by Rich Media Analysis
• Detect and identify positive and negative sentiments from speech and text
that appears in the video.
For more information, see “Viewing video and audio insights” on page 169.
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 169.
30.1 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 128.
30.2 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.

30.3. Viewing video and audio insights
30.2.1 To highlight detected faces in an image asset

1. Open the Detail view of the asset double-clicking 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. Rest your pointer on a highlighted face to view the estimated age and gender.
30.3 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.

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

1. Open the Detail view of the video or audio asset by double-clicking the asset
thumbnail.
• To view the results for a video asset, click the Video Insights tab.
• To view the results for an audio asset, click the Audio Insights 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, click in the

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

Scroll feature is disabled. Clear the
search results to enable Auto-Scroll
again.
To view the start-time of a transcript line Rest the pointer on the transcript line.
To start playing the asset from a transcript Click the transcript line.
line

Task Action
To download an SRT file of the text for Click Download next to the Speech to
captions Text section heading.
To edit a transcript line Rest your pointer on the transcript line,
and then click Edit . Revise the line as
required, and then click Save .
To revert your changes, click .

To delete a transcript line Rest your pointer on the transcript line,
and then click Delete .
30.3.2 To view the face detection results (video only)

2. Click the Video Insights tab.
3. Expand the People section.
4. To go to the appearance of a face, click the face, and then do any of the
following on the timeline next to the face:
• Click a mark on the timeline.

• Click Jump to the next occurrence or Jump to the previous occurrence .
5. To show all detected faces, click Show all.
6. Optional Click Edit to edit an incorrect or unrecognized speaker name, and

then click Save .
30.3.3 To view the label identification results (video only)

2. Click the Video Insights tab.
3. Expand the Labels section.

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

thumbnail.
3. Expand the Keywords section.
4. To go to the occurrence of a keyword, click Jump to the next occurrence or

Jump to the previous occurrence .
5. To show all extracted keywords, click Show all.
30.3.5 To view the brand extraction results

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

Task Action
To go to an occurrence of the brand Click the brand, and then do one of the
following:
• Click a mark on the timeline.
• On the timeline, click Jump to the next
occurrence or Jump to the previous
occurrence .
To show all extracted brands Click Show all.
30.3.6 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: A tooltip indicates if the timeline mark identifies a positive or

negative sentiment.
4. To go to the detected content, do one of the following:
• Click a colored mark on the timeline.

• On the timeline, click Jump to the next occurrence or Jump to the
previous occurrence .

Chapter 31
Designing custom jobs with the Job Modeler
You must have the ACTIVITIES.ACTIVITY_DEFINITION.MANAGE Function

Enablement Token (FET) to access the Job Modeler. Your administrator
configures FETs.
The Job Modeler enables you to design and publish jobs to automate key workflows
in OTMM, such as asset reviews or approval requests. For example, you can create a
job that enables users to upload new campaign content for review and approval by
campaign stakeholders.
When you design a job in the Job Modeler, you create a job definition, a visual model
of the workflow steps that comprise the job and the information used in the job.
This chapter provides an overview of Job Modeler components and features and
explains how to design, manage, and publish job definitions. It is intended for job
designers. For information about managing and participating in jobs, see “Managing
and participating in jobs“ on page 39.
Notes
• For reference information about Job Modeler concepts, detailed

walkthroughs of the steps to create a job, and links to sample jobs that you
can download from OpenText Developer Network, see OpenText Media
Management - Job Modeler Concept Guide (MEDMGT220100-AMC).
• In addition to the default job workflow steps available in the Job Modeler,
system integrators can create custom steps. For more information, see section
6.4 “Create a custom job action” in OpenText Media Management - Integration
Guide (MEDMGT220200-AIN).
31.1 Getting started

To get started using the Job Modeler, familiarize yourself with the components of a
job definition, the steps to create one, the Job Modeler interface, and the key Job
Modeler terminology.

Chapter 31 Designing custom jobs with the Job Modeler
31.1.1 Job definition components

When you design a job in the Job Modeler, you create a job definition. A job definition
is a graphical representation of the steps that comprise a job and the information
used in the job. It consists of the following components:
• A series of actions that define states, tasks, or evaluations that are connected by
links and performed sequentially. For more information about actions and links,
see “Defining actions and links” on page 181.
• The job context, a collection of variables that store the data that is necessary for
the actions to run, the data that results from actions running, or the data
provided in forms. For more information about job context variables, see
“Working with the job context” on page 241.
• Forms, sets of custom input fields that assigned users or user groups can
complete and submit on the Tasks page. The data submitted by users can then be
processed by a step in the job definition, stored in the job context, and used in
subsequent actions. You design forms on the Forms page and attach them to a
User, Initiator, Review, or Start Job action in the job definition. For more
information about forms, see “Creating and managing forms” on page 252.
When you create a job definition, you publish it to make it available to users in the
OTMM user interface. You can assign a menu label to the job definition and display
it as a button on the Action bar, inline on the asset, in Detail view, or on the
Dashboard. For more information about creating and publishing a job definition, see
“Creating and managing job definitions” on page 245.
31.1.2 High-level steps to create a job definition

Creating a job definition involves the following steps:
1. Plan
Plan the job definition by assessing existing processes, consulting with
stakeholders, and brainstorming how existing workflows could be automated
using the Job Modeler. See “Planning to create a job definition” on page 177.
2. Design
Design the job definition in the Job Modeler design interface. If you are using
forms, define them on the Forms page. See the following sections to guide your
design:
• “Defining actions and links” on page 181 for information about the default
steps, evaluations, states, and links and how to define them.
• “Working with the job context” on page 241 for information about using job
context variables in the properties of actions.
• “Editing a job definition” on page 246 for information about using the Job
Modeler design interface to design a job definition.

31.1. Getting started
• “Creating and managing forms” on page 252 for information about creating
forms.
• “Saving a job definition” on page 248 for information about saving the job
definition.
3. Validate
Validate the job definition to ensure that you used all components correctly. See
“Validating a job definition” on page 248.
4. Publish
Activate the job definition in OTMM by publishing it. See “Publishing a job
definition” on page 249.
5. Manage
Import, export, delete, or edit existing job definitions and forms. For more
information, see the following:
• “Managing job definitions” on page 251 for information about managing job
definitions.
• “Managing forms” on page 258 for information about managing forms.
31.1.3 Planning to create a job definition

The way you design job definitions varies depending on how your organization uses
OTMM. Before you begin, familiarize yourself with Job Modeler features. Identify
and map existing OTMM workflows and identify any workflows that can be
automated in the modeler. You might want to outline a flow on paper by presenting
it as a flow chart. A complete job definition resembles a flow chart, except that
standard flow chart symbols are replaced by actions and links. By clearly defining
the process you want to automate in a job definition, you can save time and prevent
logical errors.
After you complete the flow chart, you can then begin to create the job definition by
mapping the steps in your flow chart to the job definition actions that best meet the
requirements of the steps.
31.1.4 Job Modeler interface
You can access the Job Modeler by clicking Jobs > Job modeler. The Job
Modeler interface consists of the following components:
Job definitions page

On the Job definitions page, you can view the details of job definitions and open the
Job Modeler design interface to start a new job definition or edit an existing one. You
access the Job definitions page on the Sidebar.

Job Modeler design interface

You can create, edit, validate, and publish job definitions in the Job Modeler design
interface. The interface opens when you start a new job definition or edit an existing
definition on the Job definitions page. The following figure shows the components
of the Job Modeler design interface.
Figure 31-1: Job Modeler design interface
1 Actions palette
On the Actions palette, you can choose actions and drag them onto the canvas to
create your job definition. The palette is divided into states, steps, and
evaluations. For more information about actions, see “Defining actions and
links” on page 181.
2 Tool bar
On the Tool bar, you can undo, redo, or clear your changes, export the job
definition as an SVG or PNG file, adjust the zoom level, and enable or disable
snaplines to snap placed actions to a grid on the canvas.
3 Action bar
On the Action bar, you can save, validate, publish, import, export, or open a job
definition.
4 Canvas
On the canvas, you can position actions and link them together to model the
process that you want to define in the job definition.
5 Properties pane
In the Properties pane, you can view and edit the properties of an action or link
that you have selected on the canvas.

31.1. Getting started
Forms page
On the Forms page, you can view the details of forms and start a new form or
update an existing one. You access the Forms page on the Sidebar.
31.1.5 Job Modeler terminology

This section defines key Job Modeler terms.
Note: For more information about key Job Modeler terms, see OpenText Media
Management - Job Modeler Concept Guide (MEDMGT220100-AMC).
Action
An action is a state, step, or evaluation that is connected by links and performed
sequentially. Multiple actions combine to form a job. In the Job Modeler, OTMM
provides default actions, but integrators can also create custom actions.
Business property
A business property provides the information required to process an action.
Every step, evaluation, and link from an evaluation has a set of business
properties that you must define by providing a value, data, or a job context
variable. Business properties are divided into input properties, which define the
data that is required for the action to run, and output properties, which define a
job context variable to store the data that results from the action running.
Evaluation
An evaluation represents a decision point in the job definition. In the business
properties of an evaluation, you specify criteria that are evaluated against assets
or users. You then link the evaluation to other actions and assign values to the
links, such as true or false, to route the job definition to the next action
depending on the outcome of the evaluation.
Form
A form is a set of custom input fields that is assigned to user to complete and
submit. The information submitted by users can then be used for further steps in
the job. You design and manage forms on the Forms page. By default, OTMM
provides three types of forms:
• User – User forms are attached to a User or Initiator step and are assigned to
users on the Tasks page.
• Pre-launch – Pre-launch forms are attached to a Start Job state. They enable
the job owner (the user who initiates the job) to submit information as the
first step in the job. For example, a job owner can add a job due date and
assignees in a pre-launch form for an Approval job. The pre-launch form
appears in a dialog box when the job is started.
Note: The Description and Due date fields are mandatory pre-defined
fields for Pre-launch forms. That is, the ID and Display type fields are
automatically configured.

• Review – Review forms are attached to a Review step and are assigned to
users on the Tasks page. They enable job designers to assign tasks to
contribute, review, or revise assets.
For more information, see “Creating and managing forms” on page 252.
Job
A job is a business process that accomplishes a specific goal in OTMM. It
combines multiple actions that belong together in a logical flow. Users can
initiate jobs from the OTMM Web Client UI.
Job context
The job context holds the data that is required to process a job definition. When
you define the properties of an action in a job definition, you can define job
context variables that store the data that is necessary for the actions to run, the
data that results from an action running, or the data provided in forms. Each
time a job definition runs, it has its own unique job context.
Job context variable
A job context variable stores the data that is necessary for job actions to run, the
data that results from an action running, or the data provided in forms. The
variable name must be enclosed in braces ({ and }). For example,
{<jobContextVariable>}. In the Job Modeler, you define job context variables
in the business properties of a step or evaluation.
Job definition
A job definition is a graphical representation of a job in OTMM and the
information used in the job. It consists of linked actions that define states, steps,
or evaluations.
Link
A link represents the logical path from one action to another. In the Job Modeler,
links are represented by an arrow between actions.
State
A state represents the beginning or end of the process defined in the job
definition. A valid job definition must have one and only one Start Job state and
at least one End Job state.
Step
A step represents a discrete task in the process defined by the job definition.
Every step has a set of business properties that you must define to provide the
data that is processed by a step or store the data that results from the step
running.

31.2. Defining actions and links
31.2 Defining actions and links

To model the process defined in a job definition, you place actions on the canvas in
the Job Modeler design interface and define their properties. You use links to control
the order in which the actions are processed.
By default, the Job Modeler includes the following types of actions:
• States
• Steps
• Evaluations
When you define the properties of a step or evaluation, you can specify job context
variables that store the data that is necessary for the actions to run. For more
information about job context variables, see “Working with the job context”
on page 241.
After you add an action, you click on the action and drag the arrow that appears
onto another action to create a link between the actions.
31.2.1 Defining states

A state represents the beginning or end of the process defined by the job definition.
A valid job definition must have one and only one Start Job state and at least one
End Job state. In the Job Modeler design interface, states are in the States area of the
Actions palette.
The following shapes represent states:
Start Job state
End Job state
In the Properties pane of a state, you can optionally specify the fill and outline of the
state shape in the Presentation area. In the Business Properties area of a Start Job
state, you can attach a Pre-launch form. You can also optionally specify Managers
and Watchers. A manager can edit user steps in the workflow to change user
assignments, add assets to jobs and cancel jobs. A watcher is a user who is added as
a participant and can view jobs they are watching from their Jobs page, but has no
ability to edit those jobs.
The following table lists the states available in the Job Modeler. Each state includes a
description of what it does and a link to a procedure that explains how to define it.

State Description Procedure

Start Job The Start Job state represents “To define the Start Job
the beginning of the process state” on page 182
defined in the job definition.
You can attach a Pre-launch

form to a Start Job state to
make users fill out and
submit a form to start the job.
You can also add Managers
and Watchers.
End Job The End Job state represents “To define the End Job state”
the end of a process defined on page 183
in the job definition.
31.2.1.1 To define the Start Job state

1. In the Job Modeler design interface, drag the Start Job state from the Actions
palette to the canvas.
2. Link the Start Job state to the action that you want to occur first in the job
definition.
Note: The Start Job state can have only one outbound link and no
inbound links.
3. Go to the Business properties.
4. To attach a Pre-launch form, select a form in the Pre-launch form list.
Note: For more information about creating and managing forms, see
“Creating and managing forms” on page 252.
5. To add managers, specify user names or a user group in the Managers box.
Notes
• A manager can edit user steps in the workflow to change user

assignments. For more information, see “To manage custom jobs”
on page 48.
• You can add one user group. To add a user group, add a hashtag (#) at
the beginning of your entry.
You can add multiple users and one user group. You can also specify
the job context variables for users and user group. If you are adding a
user group, you need to prefix the job context variable with a hashtag
(#). For example:
{ReviewLaunchForm.Managers.users}, #{ReviewLaunchForm.
Managers.usergroup}

6. To add watchers to monitor the job, enter user names or a user group in the
Watchers box.
Notes
• A watcher is a user who is added as a participant and can view jobs they
are watching from their Jobs page, but has no ability to edit those jobs.
• You can add multiple users and one user group. You can also specify
the job context variables for users and user group. If you are adding a
user group, you need to prefix the job context variable with a hashtag
(#). For example:
{ReviewLaunchForm.Watchers.users}, #{ReviewLaunchForm.
Watchers.usergroup}
31.2.1.2 To define the End Job state

1. In the Job Modeler design interface, drag the End Job state from the Actions
palette to the canvas.
2. Link the action or actions that you want occur last in a process to the End Job
state.
31.2.2 Defining steps

A step represents a discrete task in the process defined by the job definition. Every
step has a set of business properties that you must define to provide the data that is
processed by a step or store the data that results from the step running. In the Job
Modeler design interface, steps are in the Basic area of the Actions palette. They are
represented by a rectangle .
In most cases, when you define the business properties of a step, you use job context
variables that store the data that is required to process the job definition. For more
information about job context variables, see “Working with the job context”
on page 241.
In the Properties pane of a step, you can specify the following properties:
Basic
Specify the name of the step.
Tip: The Type property displays the original name of the step.
Business properties
Specify information required to process the step and any job context variables.
Business properties are divided into the following types:
Input
Input properties define the data that is required for the step to run. For
example, to define a Create Folder step, you specify the name and security

policies of the folder and the parent folder under which it is created. You
can enter a job context variable that stores the data as an input value.
Execution user property
For most steps, you can specify the user account that will run the step
in the Execution user input property.
By default, all job steps, including those without user interaction, are
run in the context of the job owner’s user permissions. For example, an
Update Security Policies step will only succeed if the job owner has
the permission to update security policies.
If the job owner lacks the required permissions to run a step, you can
specify an Execution user to redirect the step to run in the context of a
different user account. You can choose a specific user or enter a job
context variable that stores the ID of the user from a previous User or
Review step.
For example, if a User step includes a {completedUser} variable that
stores the last user who completed the step, you can enter this variable
in the Execution user property of the Update Security Policies step to
ensure the step is run with a user account that has permission to
update security policies.
Output
Output properties define a job context variable to store the data that results
when a step runs. For example, to define a Create folder step, you must
specify the job context variable that stores the ID of the created folder.
Text
The font properties of text displayed on the step shape.
Presentation
The outline and fill of the step shape.
The following tables list the default steps that are available. Each step includes a
description of what it does and a link to a procedure that explains how to define the
business properties.
Notes
• In addition to the default steps, your system integrator can also create
custom steps.
• To access the user, asset, or folder data retrieved by certain default steps, you
must do either of the following:
– Use a custom step designed by your system integrator that retrieves the
data in the job context.
– Use a class-type Evaluation action with a custom class that processes the
data to retrieve it.
This applies to the following default steps:

– Retrieve Folder Children

– Retrieve Assets
– Retrieve Security Policies
– Retrieve Metadata
– Retrieve User Details
Manage and retrieve folders and assets
Step Description Procedure

Create Folder The Create Folder step “To define the Create Folder
creates a folder. step” on page 193
Add assets to folder The Add assets to folder step “To define the Retrieve
adds one or more assets to a Folder Children step”
folder. When it runs, it on page 206
retrieves the asset IDs stored
in a job context variable and
copies the assets to the
specified folder.
Remove assets from folder The Remove assets from “To define the Remove Asset
folder step removes assets From Folder step”
from a folder. When it runs, on page 195
it retrieves the asset IDs
stored in a job context
variable and removes the
assets from the specified
folder.
Delete Folders The Delete Folders step “To define the Delete Folders
marks one or more folders step” on page 197
for deletion. When it runs, it
retrieves the folder IDs
variable and marks these
folders for deletion.
Undelete Folders The Undelete Folders step “To define the Undelete
restores folders marked for Folders step” on page 199
deletion. When it runs, it
retrieves the IDs of the
folders marked for deletion
variable and restores them.
Delete Assets The Delete Assets step “To define the Delete Assets
marks one or more assets or step” on page 196
folders for deletion. When it
runs, it retrieves the asset IDs
variable and marks these
assets or folders for deletion.


Undelete Assets The Undelete Assets step “To define the Undelete
restores assets or folders Assets step” on page 198
marked for deletion. When it
runs, it retrieves the IDs of
the assets or folders marked
for deletion stored in a job
context variable and restores
them.
Retrieve Folder Children The Retrieve Folder “To define the Retrieve
Children step retrieves the Folder Children step”
assets or folders contained in on page 206
a specified folder and stores
them in a job context
variable.
Retrieve Assets The Retrieve Assets step “To define the Retrieve
retrieves the details of assets Assets step” on page 207
and stores them in a job
context variable. When it
runs, it retrieves asset IDs
variable and loads the asset
details from OTMM.
Create and manage collections

Create Collection The Create Collection step “To define the Create
creates a collection. When it Collection step” on page 208
runs, it can retrieve asset IDs
variable and add the assets to
the collection.
Add Assets To Collection The Add Assets To “To define the Add Assets To
Collection step adds one or Collection step” on page 211
more assets to a collection.
You can select the collection
to which the assets will be
added or use a job context
variable. When it runs, it
adds the assets to the
specified collection.


Remove Assets From The Remove Assets From “To define the Remove
Collection Collection removes one or Assets From Collection step”
more assets from a collection. on page 212
You can select the collection
from which the assets will be
removed or use a job context
variable. When it runs, it
removes the assets from the
specified collection.
Update Collection The Update Collection step “To define the Update
updates the name and Collection step” on page 212
sharing options of the
specified collection. You can
select the collection to be
updated manually or use a
job context variable.
Delete Collection The Delete Collection step “To define the Delete
deletes a collection. You can Collection step” on page 215
select the collection to be
deleted or use a job context
variable. The result of the
deletion is stored in a job
context variable.
Create and manage Spaces in Hightail

Notes
• Your administrator configures Hightail with OTMM. For more information,

contact your administrator.
• Spaces are created or archived in the Create Workspace and Archive
Workspace steps using the credentials of the job owner. If the credentials are
absent or expired when the step runs, the job owner will be prompted to sign
in to Hightail through a task called Collaboration Service Authentication on
the Tasks page.
• Deleted assets or assets that are checked out by users other than the job
owner are not uploaded to a Space when the Create Workspace step runs.
These assets are collected in a job context variable called
{ignoredAssetIds}.
• If assignees of a Retrieve from Workspace step complete the step without

retrieving assets that were checked out for Create Workspace step, the assets
will remain checked out by the job owner. The job owner might need to
check these assets in manually.


Create Workspace The Create Workspace step “To define the Create
creates a Space in Hightail. Workspace step” on page 216
You can define Space
participants and managers in
the step properties. When the
Space is created, these users
are invited to join it.
The step can retrieve assets

from a job context variable
and upload them to the Space
when it is created. The
uploaded assets are checked
out by the user who owns the
job (job owner).
If the context variable does

not reference any assets, the
Space is created without
assets.
Retrieve from Workspace The Retrieve from “To define the Retrieve from
Workspace step creates a Workspace step” on page 217
task for the assigned users to
import new assets or new
versions of assets from a
Space in Hightail. When the
external content is retrieved,
assigned users can complete
the task for the job to proceed
to the next step.
If the step adds new versions

to assets that were checked
out from a Create Workspace
step, the assets are unlocked.
For more information about

completing a Retrieve from
Workspace task, see
“Retrieving content from
Hightail” on page 55.
Archive Workspace The Archive Workspace step “To define the Archive
archives the specified Space Workspace step” on page 220
in Hightail. After the step
runs, the status of the
archival action is stored in a
job context variable. Possible
status values are COMPLETED
and FAILED.

Generate Deep Zoom files

Generate Deep Zoom The Generate Deep Zoom “To define the Generate Deep
step enables Deep Zoom for Zoom step” on page 221
assets specified in a job
context variable. For more
information about Deep
Zoom images, see
“Generating Deep Zoom
files“ on page 161.
Update and retrieve security policies

Update Security Policies The Update Security Policies “To define the Update
step replaces, removes, or Security Policies step”
adds security policies to one on page 200
or more assets. When it runs,
it retrieves the asset IDs
variable and updates their
security policies.
Retrieve Security Policies The Retrieve Security “To define the Retrieve
Policies step retrieves the Security Policies step”
security policies assigned to on page 201
assets. When it runs, it
retrieves the security policies
of asset IDs stored in a job
context variable and stores
these policies in another job
context variable.
Update and retrieve metadata

Update Metadata The Update Metadata step “To define the Update
updates the metadata of one Metadata step” on page 203
or more assets. You can
specify whether it replaces or
adds to the value of a
specified metadata field or
sets the field as blank. When
it runs, it updates the
metadata of asset IDs stored
in a job context variable.


Retrieve Metadata The Retrieve Metadata step “To define the Retrieve
retrieves the metadata of Metadata step” on page 202
assets. When it runs, it
retrieves the metadata of
asset IDs stored in a job
context variable and stores
this metadata in another job
context variable.
Import and export assets

Import Assets The Import Assets step The Import Assets step
imports assets. It uses the represents the import job in a
import job that is specified in single step. It does not have
the business properties.
INHERITED_IMPORT_DEFI
NITION_ID system setting to When you publish a job
perform the import. definition with an Import
Assets step, you can choose
to make it the default import
job in OTMM. For more
information, see “Publishing
a job definition” on page 249.
Export Assets The Export Assets step The Export Assets step
exports assets. It uses the represents the export job in a
export job that is specified in single step. It does not have
the business properties.
INHERITED_EXPORT_DEFI
NITION_ID system setting to When you publish a job
perform the export. definition with an Export
Assets step, you can choose
to make it the default export
job in OTMM. For more
information, see “Publishing
a job definition” on page 249.
Note: System settings are configured by an administrator in the OTMM Web

Administration tool. For more information, contact your administrator.

Retrieve user details

Retrieve User Details The Retrieve User Details “To define the Retrieve User
step retrieves the user name, Details step” on page 204
email address, role, and user
groups of the user who
initiates the job and stores
them in a job context
variable.
Assign tasks to users

Initiator The Initiator step creates a “To define the Initiator step”
task and assigns it to the user on page 227
who initiated the job (job
owner). The job owner
accesses the form on the task
Details page. The information
that the owner provides in
the form is then stored in the
job context and can be used
to provide the data to create
a task in a User step. By
default, OTMM includes a
form that you can use for an
Initiator step called
InitiatorForm.
Review The Review step creates a “To define the Review step”
task and assigns it to the on page 222
specified users. Users
assigned to a Review step
receive the task on the Tasks
page. You can configure the
step to enable users to
upload, check in, review, and
comment on assets to
complete the task. OTMM
provides a Review form type
for use with the Review step.
User The User step creates a task “To define the User step”
and assigns it to the specified on page 225
users. Users assigned to a
User step receive a form on
the Tasks page. The
information they provide in
the form is then stored in the
job context and used in
subsequent steps.

Notify users

Notify The Notify step sends an “To define the Notify step”
email to one or more on page 205
recipients. You can manually
enter the recipient and
sender addresses, subject, or
body or you can define them
using job context variables.
Search

Search The Search step performs a “To define the Search step”
search for assets based on on page 206
specified criteria and stores
the result in a job context
variable.
Pause a step

Delay The Delay step pauses a “To define the Delay step”
running job for a specified on page 228
duration.

Iterate a list of values

Iterator The Iterator step iterates a “To define the Iterator step”
list of values provided in a on page 228
job context variable. It writes
the values and an index to
job context variables.
Every time the Iterator step

runs, it updates an index and
retrieves a value from the list
based on the new index. It
then stores the retrieved
value in a job context
variable. This process is
repeated until the list of
values is complete.
For example, if a Retrieve

Assets step retrieves a list of
assets and you need to run
subsequent steps in the job
on each asset in that list one
at a time, you can iterate the
list of assets using the
Iterator step.
31.2.2.1 To define the Create Folder step

1. In the Job Modeler design interface, click the Create Folder step on the canvas
to open the Properties pane.
2. In the Properties pane, define the following business properties in the Business
properties area:
Property Use Type

Execution user Optionally enter a user. Input
Enter and select a specific
user by user name. Or
select Context to enter a job
context variable that stores
the last user to complete a
Review or User step.
Execution user, see
“Defining steps”
on page 183.

Property Use Type
Folder details Click to provide Input

information about the new
folder such as the name,
type, metadata, and
security policies.
Parent folder Click to select the Input

parent folder where the
new folder is created. You
can enter a job context
variable defined in a
previous action or select an
existing folder in OTMM.
Created folder Enter the job context Output
variable that stores the
created folder ID. The
default value is
{folderId}.
31.2.2.2 To define the Add Assets To Folder step

1. In the Job Modeler design interface, click the Add Assets To Folder step on the
canvas to open the Properties pane.
properties area:
Property Use Type

Execution user, see
on page 183.
Assets Enter the job context Input
assets that will be added to
the folder. The default
value is {assetIds}.

Property Use Type
Target folder Click to select the Input

folder to which the assets
are added. You can enter a
job context variable
assigned to a folder in a
previous step or select an
existing folder in OTMM.
31.2.2.3 To define the Remove Asset From Folder step

1. In the Job Modeler design interface, click the Remove Asset From Folder step
on the canvas to open the Properties pane.
properties area:
Property Use Type

Execution user, see
on page 183.
assets that will be removed
from the folder. The default
Source folder Click to select the Input

folder from which the
assets are removed. You
can enter a job context
variable assigned to a
folder in a previous step or
select an existing folder in
OTMM.

31.2.2.4 To define the Delete Assets step

1. In the Job Modeler design interface, click the Delete Assets step on the canvas
properties area:
Property Use Type

Execution user, see
on page 183.
Delete options Click to specify delete Input

options, such as whether to
delete all versions and only
delete content, not
metadata.
assets or folders that will be
deleted. The default value
is {assetIds}.
Delete result Optionally enter a job Output
the status indicating
whether the deletion was
successful, failed, or a
partial success. The default
value is
{deleteAssetsResult}.
Error details Optionally enter a job Output
the details of the deletion,
such as the IDs of assets it
succeeded or failed to
delete. If it failed to delete
assets, it includes details
about the failure. The
default value is
{deleteAssetsDetails
}.

31.2.2.5 To define the Delete Folders step

1. In the Job Modeler design interface, click the Delete Folders step on the canvas
properties area:
Property Use Type

Execution user, see
on page 183.
Delete options Click to specify delete Input

options, such as whether to
delete subfolders or
contained assets.
Folders Enter the job context Input
folders that will be deleted.
The default value is
{folderIds}.
value is
{deleteFoldersResult
}.
the details of the deletion,
such as the IDs of folders it
delete. If it failed to delete
folders, it includes details
default value is
{deleteFoldersDetail
s}.

31.2.2.6 To define the Undelete Assets step

1. In the Job Modeler design interface, click the Undelete Assets step on the
properties area:
Property Use Type

Execution user, see
on page 183.
Undelete options Click to specify Input

whether to undelete all
versions of the assets.
assets or folders that will be
undeleted. The default
Undelete result Optionally enter a job Output
whether the undeletion was
value is
{undeleteAssetsResul
t}.
the details of the
undeletion, such as the IDs
of assets it succeeded or
failed to undelete. If it
failed to undelete assets, it
includes details about the
failure. The default value is
{undeleteAssetsDetai
ls}.

31.2.2.7 To define the Undelete Folders step

1. In the Job Modeler design interface, click the Undelete Folders step on the
properties area:
Property Use Type

Execution user, see
on page 183.
Undelete options Click to specify Input

whether to undelete
subfolders and assets
contained in the folders.
Folder Enter the job context Input
folders that will be
undeleted. The default
value is {folderIds}.
Undelete result Optionally enter a job Output
whether the undeletion was
value is
{undeleteFoldersResu
lt}.
the details of the
undeletion, such as the IDs
of folders it succeeded or
failed to undelete. If it
failed to undelete folders, it
includes details about the
failure. The default value is
{undeleteFoldersDeta
ils}.

31.2.2.8 To define the Update Security Policies step

1. In the Job Modeler design interface, click the Update Security Policies step on
the canvas to open the Properties pane.
properties area:
Property Use Type

Execution user, see
on page 183.
Update options Click to specify the Input

security policies and choose
whether to replace them
with, remove them from, or
add them to the policies
assigned to the assets.
assets whose security
policies will be updated.
{assetIds}.
Update result Optionally enter a job Output
whether the update was
value is
{updateSecurityPolic
iesResult}.

Property Use Type

the details of the update,
update. If it failed to update
assets, it includes details
default value is
{updateSecurityPolic
iesDetails}.
31.2.2.9 To define the Retrieve Security Policies step
Note: A custom step designed by your system integrator is required to access

the security policies retrieved by this step. For more information, contact your
system integrator.
1. In the Job Modeler design interface, click the Retrieve Security Policies step on
properties area:
Property Use Type

Execution user, see
on page 183.
assets whose security
policies will be retrieved.
{assetIds}.

Property Use Type

Security policy details Enter the job context Output
security policies that are
retrieved. The default value
is
{assetIdToSecurityPo
licy}.
31.2.2.10 To define the Retrieve Metadata step

the metadata retrieved by this step. For more information, contact your system
integrator.
1. In the Job Modeler design interface, click the Retrieve Metadata step on the
properties area:
Property Use Type

Execution user, see
on page 183.
Metadata Click to specify the Input

metadata fields that are
retrieved.
assets whose metadata will
be retrieved. The default
Metadata details Enter the job context Output
metadata that is retrieved.
{retrieveMetadataDet
ails}.

31.2.2.11 To define the Update Metadata step

1. In the Job Modeler design interface, click the Update Metadata step on the
properties area:
Property Use Type

Execution user, see
on page 183.
Metadata Click to choose the Input

fields that you want to
update. For each field, you
can enter a value and
choose whether to replace
or append that value in the
field, or you can leave the
field blank.
assets whose metadata will
be updated. The default
Update result Optionally enter a job Output
whether the update was
value is
{updateMetadataResul
t}.

Property Use Type

the details of the update,
update. If it failed to update
metadata, it includes details
default value is
{updateMetadataDetai
ls}.
31.2.2.12 To define the Retrieve User Details step

the user details by this step. For more information, contact your system
integrator.
1. In the Job Modeler design interface, click the Retrieve User Details step on the
properties area:
Property Use Type

Execution user, see
on page 183.
User details Enter the job context Output
variable that stores the user
details of the user who
triggered the activity. The
default value is
{userDetails}.

31.2.2.13 To define the Notify step

1. In the Job Modeler design interface, click the Notify step on the canvas to open
the Properties pane.
properties area:
Property Use Type

Execution user, see
on page 183.
To Enter one or more email Input
addresses of the recipients.
You can also enter one or
more job context variables
that store an email address.
Separate multiple addresses
or job context variables
with a semi-colon (;).
From Enter the email address of Input
the sender. You can also
enter a job context variable
that stores the email
address.
Subject Enter the email subject. If Input
you enter a job context
variable, you can display
the data stored in the
variable.
Body Enter the body of the email. Input
If you enter a job context
variable, you can display
the data stored in the
variable.

31.2.2.14 To define the Search step

1. In the Job Modeler design interface, click the Search step on the canvas to open
properties area:
Property Use Type

Execution user, see
on page 183.
Search criteria Click to specify the Input

search criteria.
Assets Optionally enter a job Input
assets on which the search
will be performed. The
default value is
{assetIds}.
Search result Enter the job context Output
assets that are retrieved by
the search. The default
value is {searchResult}.
31.2.2.15 To define the Retrieve Folder Children step

the folders retrieved by this step. For more information, contact your system
integrator.
1. In the Job Modeler design interface, click the Retrieve Folder Children step on
properties area:

Property Use Type

Execution user, see
on page 183.
Folder Click to specify the Input

folder from which the
assets or folders will be
retrieved. You can enter a
job context variable that
stores the folder identifier
or select an existing folder
in OTMM.
Descendent type Choose whether to retrieve Input
all the contents of the
folder, including the
contents of any subfolders,
or only the immediate
contents.
Child type Choose whether to retrieve Input
assets, folders, or both.
Children Enter the job context Output
variable of the folder
contents that are retrieved.
{childIds}.
31.2.2.16 To define the Retrieve Assets step

the assets retrieved by this step. For more information, contact your system
integrator.
1. In the Job Modeler design interface, click the Retrieve Assets step on the canvas
properties area:

Execution user
Optionally enter the user who will run the step. You can enter and select a
specific user by user name. Or select Context to enter a job context variable
that stores the last user to complete a previous Review or User step.
If you do not specify the Execution user, the step is run by the job owner.
Note: The variable that holds the user who completed a Review or
User step is defined in the Task completed user property of these
steps. If the step has multiple assignees, the variable stores the last
user to complete the step. For more information, see “To define the
User step” on page 225 or “To define the Review step” on page 222.
Assets
Enter the job context variable that stores the IDs of the assets that will be
retrieved. The default value is {assetIds}.
Load data type
Choose whether to retrieve all asset properties, only metadata and security
policies, only metadata, or a custom set of properties. If you choose
CUSTOM, then you must specify the custom value in the Load request
property.
Load request
If you choose the CUSTOM load data type, enter the JSON representation
of DataLoadRequest to load the data while the assets are retrieved. The
JSON representation is as follows:
{"data_load_request":
{"load_metadata":false,"load_security_policies":false,"load_destination_links"
:false,"load_asset_content_info":false,
"load_path":false,"load_path_with_children":false,"load_inherited_metadata":fa
lse,"load_asset_content_with_text":false,
"child_count_load_type":"none","load_thumbnail_info":false,"load_preview_info"
:false,"load_pdf_preview_info":false,
"load_review_info":false,"load_subscribed_to":false,"load_multilingual_field_v
alues":false,
"metadata_fields_to_return":[""],"link_type_ids":
[""],"child_count_load_type":"none"}}
31.2.2.17 To define the Create Collection step

1. In the Job Modeler design interface, click the Create Collection step on the
2. In the Properties pane, define the following properties in the Business

properties area:
Note: To create a shared collection, the execution user must have the
COLLECTIONS.SHARE FET. Your administrator configures FETs.

Property Use Type

Execution user, see
on page 183.

Property Use Type
Collection details Click to specify Input

collection details such as
the name and sharing
options.
To specify the collection
name, shared users, or
shared user groups with a
job context variable, select
the appropriate Context
check box and enter the
variable in the Name or
User box.
Notes
• To add a user
group with a
context variable,
add a hashtag (#)
before the variable.
For example:
#{<formId>.<fi
eldId>}
• If the context
variable references
multiple user
groups, only the
first user group in
the set will be
added to the
collection.
• For more
information about
referencing users
and user groups in
job context
variables, see
“Referencing form
data in a job
context variable”
on page 242.
Assets Enter a job context variable Input
that stores the IDs of the
assets that will be added to
the collection. The default

Property Use Type

Created Collection Enter a job context variable Output
that stores the ID of the
created collection. The
default value is
{collectionId}.
31.2.2.18 To define the Add Assets To Collection step

1. In the Job Modeler design interface, click the Add Assets To Collection step on

properties area:
Property Use Type

Execution user, see
on page 183.
variable that stores the IDs
of the assets that will be
added to the collection. The
default value is
{assetIds}.
Collection ID Click to enter a job Input

the ID of the collection or
select an existing collection
to which the assets will be
added.

31.2.2.19 To define the Remove Assets From Collection step

1. In the Job Modeler design interface, click the Update Collection step on the

properties area:
Property Use Type

Execution user, see
on page 183.
of the assets that will be
removed from the
collection. The default

from which the assets will
be removed.
31.2.2.20 To define the Update Collection step

1. In the Job Modeler design interface, click the Update Collection step on the

properties area:
Note: To update the collection sharing properties, the execution user must
have the COLLECTIONS.SHARE FET. Your administrator configures
FETs.

Property Use Type

Execution user, see
on page 183.

to update.

Property Use Type

Input
Collection details Click to enter the
collection details to update,
such as the name, sharing
options, and rating.
To specify the collection
name, shared users, or
shared user groups with a
job context variable, select
the appropriate Context
check box and enter the
variable in the Name or
User box.
Notes
• To add a user
group with a
context variable,
add a hashtag (#)
before the variable.
For example:
#{<formId>.<fi
eldId>}
• If the context
variable references
multiple user
groups, only the
first user group in
the set will be
added to the
collection. For
example, if the job
owner (the user
who initiates the
job) enters multiple
user groups in a
form field
referenced by the
variable, only the
first user group
that they entered
will be added.
• For more
information about
referencing users
and user groups in
job context
variables, see
“Referencing form
data in a job

Property Use Type

context variable”
on page 242.
31.2.2.21 To define the Delete Collection step

1. In the Job Modeler design interface, click the Delete Collection step on the

properties area:
Property Use Type

Execution user, see
on page 183.

to delete.
Note: You can only

delete one collection
at a time.
successfully, failed, or a
value is
{deleteCollectionRes
ult}.

31.2.2.22 To define the Create Workspace step

1. In the Job Modeler design interface, click the Create Workspace step on the

properties area:
Property Use Type

Type Select the external service Input
in which the workspace
will be created. Currently,
only Hightail is supported.
You can select the service
from a list. Or select
Context to enter a job
the ID of the service.
Note: Your
administrator
configures Hightail
with OTMM. For
more information,
contact your
administrator.
Name Enter the name of the Space Input
that will be created. You
can manually enter the
name or enter a job context
name.
Description Enter the description of the Input
Space that will be created.
You can manually enter a
description or enter a job
the description.

Property Use Type

Participants Enter the email addresses Input
of one or more Hightail
users to designate them as
participants in the Space.
Or select Context to enter a
job context variable that
stores the participant user
email addresses.
Note: If you are

signed in to Hightail,
users will be
automatically
suggested as you
enter them.
Managers Enter the email addresses Input
of one or more Hightail
users to designate them as
managers or owners of the
Space. Or select Context to
enter a job context variable
that stores the manager
user email addresses.
of the assets that uploaded
to the Space. The default
Id A job context variable that Output
stores the ID of the Space
that is created. The default
value is {workspaceId}.
31.2.2.23 To define the Retrieve from Workspace step

1. In the Job Modeler design interface, click the Retrieve from Workspace step on
2. In the Properties pane, define the following input properties in the Business
properties area:
Type
The input type of the retrieve task data:
• CONFIG – You provide the data to create the task in the Retrieve from
Workspace step properties.
• CONTEXT – You enter job context variables in the Retrieve from
Workspace step properties that provide the data to create the task. For

example, you specify the task name by providing a variable in the Task
name property.
• INITIATOR – The job initiator provides the data to create the task. If
you choose this type, you must define an Initiator step that uses the
Initiator Form and place it prior to the Retrieve from Workspace step in
the job definition flow. The job initiator specifies the task details in the
Initiator Form on the Tasks page. The form attached to the Retrieve
from Workspace step is then assigned to the specified assignees. For
more information, see “To define the Initiator step” on page 227.
Notes
• If you choose the INITIATOR type, the task name, priority, user
groups, assignees, and due date must be specified in the Initiator
Form. You cannot provide them in the business properties.
• If you choose the CONFIG or CONTEXT types, you need to specify
at least one assignee or user group.
• To provide job context variables for any of the following input
properties, you must select CONTEXT.
Task name
Type a name for the task. The task will be listed with this name on the
assignee’s Tasks page.
Priority
Choose whether the task has high, medium, or low priority.
User group
Enter and select the name of the user group to which the task is assigned.
All users who are part of the specified user group will be assigned the task.
If you choose CONTEXT in the Type property, you can select the Context
check box and enter a job context variable that stores the user group ID.
Assignees
Enter and select the names of the users to whom you want to assign the
task.
check box and enter a job context variable that stores the user IDs of the
assignees.
Due date
Choose the task due date.
check box and enter a job context variable that stores the due date.
Form type
Choose one of the following form types:
• FORM – The form is defined in the Job Modeler. For more information,
see “Creating and managing forms” on page 252.

• CLASS – A custom class creates the form. For more information, contact
your system integrator or administrator.
Form
Enter the name of the form that will be assigned. Depending on the form
type, do the following:
• If the type is FORM, choose a form in the Form list.

• If the type is CLASS, specify the fully qualified class name. For more
information about class names, contact your system integrator or
administrator.
Notify
Enter true to send an email notification to all assignees when a task is
created and to all assignees and the job initiator when a task is completed.
The default value is false.
Assets
Enter the job context variable that contains the IDs of assets to review or
revise. The default value is {assetIds}.
Members accept level

Specify how many assignees must complete the task before the job moves
on to the next step. You can choose from the following options:
• Majority – Most assignees must complete the task.

• All – All assignees must complete the task.
• Any – Any single assignee can complete the task.
Action bar asset actions

Specify the actions that are available to users on the task action bar.
Inline asset actions

Specify the actions that are available to users inline on an individual asset in
the task. The actions appear when the user points to the asset tile.
Review type
Select External.
Service type
Select the external service that includes the workspace from which the
assets will be retrieved. Currently, only Hightail is supported.
check box and enter a job context variable that stores the ID of the service.
Workspace ID
Enter a job context variable that stores the ID of the Space from which the
content will be retrieved. The default value is {workspaceId}.

3. Define job context variables for the following output properties:
Task completed user

The variable that stores the last user to complete the task. The default value
is {completedUser}.
Approved assets
The variable that stores the IDs of approved assets and assets on which no
action was performed. The default value is {approvedAssets}.
Rejected assets
The variable that stores the IDs of rejected assets. The default value is
{rejectedAssets}.
No operation assets
The variable that stores the IDs of assets on which no action was performed.
The default value is {noOperationAssets}.
Approved assets count
The variable that stores the number of approved assets and assets on which
no action was performed. The default value is {approvedAssetsCount}.
Rejected assets count
The variable that stores the number of rejected assets. The default value is
{rejectedAssetsCount}.
No operation assets count

The variable that stores the number of assets on which no action was
performed. The default value is {noOperationAssetsCount}.
31.2.2.24 To define the Archive Workspace step

1. In the Job Modeler design interface, click the Archive Workspace step on the

properties area:

Property Use Type

Service Type Select the external service Input
in which the workspace
will be archived. Currently,
only Hightail is supported.
You can select the service
from a list. Or select
Context to enter a job
the ID of the service.
Note: Your
administrator
configures Hightail
with OTMM. For
more information,
contact your
administrator.
Workspace Id Enter the job context Input
variable that stores the ID
of the Space to be archived.
Archival Status A job context variable that Output
stores the status of the
archival action. Possible
status values are
COMPLETED and FAILED.
The default property value
is {archivalStatus}.
31.2.2.25 To define the Generate Deep Zoom step

1. In the Job Modeler design interface, click the Generate Deep Zoom step on the

properties area:
Property Use Type

Execution user, see
on page 183.

Property Use Type

of the assets for which Deep
Zoom files will be created.
{assetIds}.
31.2.2.26 To define the Review step

1. In the Job Modeler design interface, click the Review step on the canvas to open
properties area:
Type
The input type of the review task data:
• CONFIG – You provide the data to create the task in the Review step
properties.
• CONTEXT – You enter job context variables in the Review step
properties that provide the data to create the task. For example, you
specify the task name by providing a variable in the Task name
property.
• INITIATOR – The job initiator provides the data to create the task. If
you choose this type, you must define an Initiator step that uses the
Initiator Form and place it prior to the Review step in the job definition
flow. The job initiator specifies the task details in the Initiator Form on
the Tasks page. The form attached to the Review step is then assigned
to the specified assignees. For more information, see “To define the
Initiator step” on page 227.
Notes
• If you choose the INITIATOR type, the task name, priority, user
groups, assignees, and due date must be specified in the Initiator
Form. You cannot provide them in the business properties.
• To provide job context variables for any of the following input
properties, you must select CONTEXT.
Task name
Priority

User group
Enter and select the name of the user group to which the task is assigned.
All users who are part of the specified user group will be assigned the task.
check box and enter a job context variable that stores the user group ID.
Assignees
task.
check box and enter a job context variable that stores the user IDs of the
assignees.
Due date
Choose the task due date.
check box and enter a job context variable that stores the due date.
Form type
Form

administrator.
Notify
Assets
Enter the job context variable that contains the IDs of assets to review or
revise. The default value is {assetIds}.


Note: Data from the form associated with the Review step is only
available in the job context if you select Any. If you select All or
Majority, the form data will not be stored in the job context and
cannot be referenced in a subsequent step.
Action bar asset actions

Specify the actions that are available to users on the task action bar.
Inline asset actions

Specify the actions that are available to users inline on an individual asset in
the task. The actions appear when the user points to the asset tile.
Review type
Select Simple. Currently, only the Simple review type is available.
3. Define job context variables for the following output properties:
Task completed user

is {completedUser}.
Approved assets
The variable that stores the IDs of approved assets and assets on which no
action was performed. The default value is {approvedAssets}.
Rejected assets
The variable that stores the IDs of rejected assets. The default value is
{rejectedAssets}.
No operation assets
The variable that stores the IDs of assets on which no action was performed.
The default value is {noOperationAssets}.
Approved assets count

The variable that stores the number of approved assets and assets on which
no action was performed. The default value is {approvedAssetsCount}.
Rejected assets count

The variable that stores the number of rejected assets. The default value is
{rejectedAssetsCount}.
No operation assets count

The variable that stores the number of assets on which no action was
performed. The default value is {noOperationAssetsCount}.

31.2.2.27 To define the User step

1. In the Job Modeler design interface, click the User step on the canvas to open
properties area:
Type
Choose how the data to create the task is provided. You can choose from the
following types:
• INITIATOR – The user who initiates the job in the OTMM user interface
provides the data to create the task. If you choose this type, you must
define an Initiator step that uses the Initiator Form and place it prior to
the User step in the job definition flow. The user who initiates the job
specifies the task name, assignees, user groups, priority, and due date in
the Initiator Form on the Tasks page. The form attached to the User step
is then assigned as a task to the assignees specified by the initiator. For
more information, see “To define the Initiator step” on page 227.
• CONFIG – You provide the data to create the task in the User step
properties.
• CONTEXT – You enter job context variables in the User step properties
that provide the data to create the task. For example, you specify the
task name by providing a job context variable in the Task name
property. For more information about job context variables, see
“Working with the job context” on page 241.
Notes
• If you choose the INITIATOR type, only the Form type, Form, and
Notify business properties are applicable.
• If the type is not CONTEXT, you cannot provide job context
variables for the input properties.
Task name
Priority
User group
Enter and select the name of the user group to which the task is assigned. If
you choose CONTEXT in the Type property, you can select the Context
check box and enter a job context variable that stores the user group ID. All
users who are part of the specified user group will be assigned the task.

Assignees
task. If you choose CONTEXT in the Type property, you can select the
Context check box and enter a job context variable that stores the user IDs
of the assignees.
Due date
Choose the date by which the task must be completed. If you choose
CONTEXT in the Type property, you can select the Context check box and
enter a job context variable that stores the due date.
Form type
Form

administrator.
Notify
Assets
Enter the job context variable that contains the IDs of assets attached to the
User step. The default value is {assetIds}.
Note: Data from the form associated with the User step is only
available in the job context if you select Any. If you select All or
Majority, the form data will not be stored in the job context and
cannot be referenced in a subsequent step.


3. Define a job context variable for the following output property:
Task completed user

is {completedUser}.
31.2.2.28 To define the Initiator step

1. In the Job Modeler design interface, click the Initiator step on the canvas to
open the Properties pane.
properties area:
• Task name – Enter the name of the task. The task name will be listed on the
• Priority – Choose whether the task has high, medium, or low priority.
• Form type – Choose the form type. You can choose from the following types:
– FORM – The form is defined in the Job Modeler. For more information,
Note: By default, OTMM includes a form that you can use called
InitiatorForm. The form enables the initiator to define the task
name, assignees, priority, and due date of a User step.
– CLASS – The form is a Java class based on a custom interface. For more
information, contact your administrator or system integrator.
• Form – Enter the name of the form that will be assigned. Depending on the
form type, do the following:
– If you chose FORM, choose a form from the list.

– If you chose CLASS, specify the fully qualified class name. For more
information, contact your administrator or system integrator.
• Notify – Enter true to send an email notification to all assignees when a task
is created and to all assignees and the job initiator when a task is completed.

31.2.2.29 To define the Delay step

1. In the Job Modeler design interface, click the Delay step on the canvas to open
properties area:
Property Use Type

Duration Enter the duration of the Input
delay.
Units Choose the unit of time of Input
the delay duration. You can
choose minutes, seconds, or
milliseconds.
31.2.2.30 To define the Iterator step

1. In the Job Modeler design interface, click the Iterator step on the canvas to open
properties area:
Property Use Type

Execution user, see
on page 183.
List of values Enter the job context Input
variable that stores the list
of values to iterate. The
default value is
{assetIds}.
Current value Enter the job context Output
current iteration value from
the list of values. The
current value is based on
the Current index property.
{currentValue}.

Property Use Type

Current index Enter the job context Output
current index of the values.
{currentIndex}.
Iteration complete Enter the job context Output
status of the iteration.
When the last value in the
list of values is referenced,
the iteration status is set to
true. The default value is
{iterationComplete}.
31.2.3 Defining evaluations

An evaluation represents a decision point in the job definition. Every evaluation has
a set of business properties that you must define to specify the criteria that are
evaluated against assets or users. You must link the evaluation to other actions and
assign values to the links, such as true or false, to route the job definition to the
next action depending on the outcome of the evaluation. In the Job Modeler design
interface, evaluations are in the Evaluation area of the Actions palette. They are
represented by a diamond .
In the Properties pane of an evaluation, you can specify the following properties:
Basic
Specify the name of the evaluation.
Tip: The Type property displays the original name of the evaluation.
Business properties
Specify information required to process the evaluation, such as the evaluation
criteria or an expression.
Note: Specifying the business properties is mandatory.
Text
Specify the font properties of text displayed on the evaluation shape.
Presentation
Specify the outline and fill of the evaluation shape.
To define an evaluation, you must place it on the canvas in the Job Modeler design
interface, specify its business properties, and then define evaluation links from the
evaluation to the next actions in the definition. The following table lists the default

evaluations available in the Job Modeler. Each evaluation includes a description of

what it does and a link to a procedure that explains how to define it.
Evaluation Description Procedure

Evaluate The Evaluate action “Defining the Evaluate
evaluates a given value. action” on page 231
When it runs, it evaluates a
value that you specify based
on the evaluation type.
Evaluate metadata The Evaluate metadata “To define the Evaluate
action evaluates the metadata metadata action” on page 236
of assets. When it runs, it
evaluates asset IDs stored in
a job context variable by
determining whether they
meet specified metadata
conditions. It stores the asset
IDs of assets that did and did
not meet the criteria in job
context variables.
Note: The Evaluate

metadata step requires
Apache Solr™ search
to evaluate metadata.
For more information,
contact your
administrator.
Evaluate security policies The Evaluate security “To define the Evaluate
policies action evaluates the security policies action”
security policies of assets. on page 237
When it runs, it evaluates
asset IDs stored in a job
context variable by
determining whether they
have certain security policies
assigned or not. It stores the
asset IDs of assets that did
and did not meet the criteria
in job context variables.
Evaluate user groups The Evaluate user groups “To define the Evaluate user
action evaluates the user groups action” on page 238
groups associated with a
user. When it runs, it checks
whether the user performing
the activity is associated with
specified user groups.

31.2.3.1 Defining the Evaluate action

How you define the Evaluate action depends on the Evaluation type that you
choose.
31.2.3.1.1 Working with Evaluation types
When you define an Evaluate action, you can configure how it evaluates the data by
configuring the Evaluation type property in the business properties. You can choose
from the following types:
• Expression
• Class
• Context
Expression
An expression type evaluation enables you to define an expression, an equation that
specifies how the Evaluate action routes the steps in a job definition. When the
Evaluate action runs, it evaluates the expression to determine if it is true or false. If
you define evaluation links from the Evaluate action and assign true or false
values to them, the job definition will take one or the other path depending on the
truth value of the expression.
To define an expression, enter it in the Expression value property of the Evaluate

action. You must provide a job context variable, a relational or logical operator, and
the value of the variable.
Example: {<jobContextVariable>} == ‘<variableValue>’
You can use the following relational and logical operators:
• Relational operators – == (equals), != (is not equal to), < (less than), > (greater
than), <= (less than or equal to), >= (greater than or equal to)
• Logical operators – OR, AND, NOT
Your expression must follow the following syntax rules:
• You must enclose the job context variable in braces ({ and }). For example,
{<jobContextVariable>}.
Note: For more information about job context variables, see “Working with
the job context” on page 241.
• If the value of the variable is an alphabetic string, you must enclose it in single
quotes (‘ and ‘). If it is a numeric string, do not use quotes.
Example 31-1, “Expression syntax” on page 232 demonstrates valid expression

syntax.

Example 31-1: Expression syntax
• {color} == ‘Yellow’ is true only if the value stored in the {color} job
context variable has the value Yellow.
• {assetCount} => 500 is true only if the asset count property stored in the
{assetCount} job context variable is greater than or equal to 500.
• {age} < 40 OR {age} > 20 is true only if the age stored in the {age} job
context variable is greater than 20 or less than 40.
• {<formId>.useraction} == ‘approved’, where <formId> is the ID of a
form, is true only if the user who is assigned the form provides the value
approved.
Example 31-2, “Defining an expression-type evaluation” on page 232 demonstrates

the use of an expression in a job definition.
Example 31-2: Defining an expression-type evaluation
A User step assigns a form to a manager to approve or deny an export. If the

manager approves the export, an Export Assets step runs. If the manager
denies the export, the Export Assets step does not run and a Notify step runs
to email the requesting user that the export was denied.
You can define an expression in the Evaluate action that states the manager has
approved the export, such as {exportform.useraction} == ‘approved’. If
the manager approves the request, the expression is true, and the evaluation
routes the job definition through a link with the value True to the Export
Assets step. If the manager denies the request, the expression is false, and the
evaluation routes the definition through a link with the value False to the
Notify step. Figure 31-2 shows how this example appears in the Job Modeler.

Figure 31-2: Model of an expression-type evaluation
Class
A class type evaluation enables you to evaluate data stored in the activity context
using a fully qualified custom implementation class. The custom class performs the
evaluation and returns a value. The route the activity takes depends on the value
returned by the implementation class.
If you choose the class evaluation type, enter the fully qualified custom
implementation class name in the Expression value property. Assign class values to
the evaluation links to other actions.
Note: For more information about custom implementation classes, contact

Example 31-3: Defining a class-type evaluation
A Delete Assets step stores the status of the deletion in a job context variable.
The status is either failed or success. If the status is failed, a Notify step
emails the user and provides details of the failure. If the status is success,
another Notify step informs the user of the success.
In an Evaluate action linked to the Delete Assets step, a fully qualified class is
specified. Two outbound links are drawn from the Evaluate action. One link
with the value failed is connected to a Notify step, while another link with a
value of success is connected to another Notify step.

If the implementation class returns a value of failed, the activity takes the link
with the failed value. If the class returns a value of success, it takes the link
with the success value. Figure 31-3 shows how this example appears in the Job
Modeler.
Figure 31-3: Model of a class-type evaluation
Context
A context type evaluation enables you to specify a job context variable to evaluate.
The path the activity takes depends on the data stored in the job context variable.
If you choose the context evaluation type, you must enter the job context variable in
braces in the Expression value property and assign variable values to the evaluation
links to other actions.
Example 31-4: Defining a context-type evaluation
In a scenario identical to Example 31-3, “Defining a class-type evaluation”

on page 233, a {deleteAssetsResult} job context variable is entered in the
Evaluate action. The variable can store the value failed or success. If the
value is failed, the activity takes the link with the failed value. If the value is
success, it takes the link with success value. Figure 31-4 shows how this
example appears in the Job Modeler.

Figure 31-4: Model of a context-type evaluation
31.2.3.1.2 To define the Evaluate action
1. In the Job Modeler design interface, click the Evaluate shape on the canvas to
open the Properties pane.
properties area:
• Evaluation type – Choose an evaluation type.
Note: For information about evaluation types, see “Working with

Evaluation types” on page 231.
• Evaluation value – Depending on the evaluation type, do one of the
following:
– If the evaluation type is EXPRESSION, enter the expression to evaluate.

– If the evaluation type is CLASS, enter the fully qualified class name to
evaluate.
– If the evaluation type is CONTEXT, enter the job context variable to
evaluate.
3. Define evaluation links from the Evaluate action to other actions.

31.2.3.2 To define the Evaluate metadata action

1. In the Job Modeler design interface, click the Evaluate metadata shape on the
properties area:
Property Use Type
Metadata criteria Click to specify the Input

metadata field or fields
against which the assets
will be evaluated.
asset IDs of the assets that
will be evaluated. The
default value is
{assetIds}.
Evaluation scope Specify whether all or any Input
of the assets that are
evaluated must meet the
metadata conditions.
Qualified assets Enter the job context Output
asset IDs that match the
specified metadata criteria.
{criteriaMetAssets}.
Disqualified assets Enter the job context Output
asset IDs that do not match
the specified metadata
criteria. The default value is
{criteriaNotMetAsset
s}.
3. Define evaluation links with the values true and false from the Evaluate
metadata action to other actions. For more information about defining links, see
“Defining links between actions” on page 238.

31.2.3.3 To define the Evaluate security policies action

1. In the Job Modeler design interface, click the Evaluate security policies shape
on the canvas to open the Properties pane.
properties area:
Property Use Type
Security policies Click to specify the Input

security policies against
which the assets will be
evaluated.
asset IDs of the assets that
will be evaluated. The
default value is
{assetIds}.
of the assets that are
evaluated must have the
security policies assigned.
Qualified assets Enter the job context Output
asset IDs that have the
security policies assigned.
{criteriaMetAssets}.
Disqualified assets Enter the job context Output
asset IDs that do not have
the security policies
assigned. The default value
is
{criteriaNotMetAsset
s}.
3. Define evaluation links with the values true and false from the Evaluate
security policies action to other actions. For more information about defining
links, see “Defining links between actions” on page 238.

31.2.3.4 To define the Evaluate user groups action

1. In the Job Modeler design interface, click the Evaluate user groups shape on the
properties area:
Property Use Type

User groups Type a user group name to Input (autocomplete)
select it from a list of
suggested results. Continue
typing and selecting group
names to add more groups.
of the user groups must be
associated with the user.
Qualified user groups Enter the job context Output
group IDs that are
{criteriaMetUserGrou
ps}.
Disqualified user groups Enter the job context Output
group IDs that are not
{criteriaNotMetUserG
roups}.
3. Define evaluation links with the values true and false from the Evaluate user
groups action to other actions. For more information about defining links, see
“Defining links between actions” on page 238.
31.2.4 Defining links between actions

A link represents the logical path from one action to another. In the Job Modeler,
links are represented by an arrow . In the Job Modeler design interface,

you draw links by clicking an action on the canvas, clicking , and then dragging
the link to another action. You can edit the properties of a link by resting your
pointer on the link and clicking .
You can define the following link types in a job definition:

Simple link
A simple link connects one action to another action in a single direction. Figure 31-5
shows two steps connected with a simple link.
Figure 31-5: Simple link
Evaluation link
An evaluation link connects an evaluation to two or more other actions. To
determine the path the evaluation will take, you must provide a link value, such as
true or false, in the link properties. The link value that you provide depends on
the evaluation type. Figure 31-6 shows an Evaluate metadata action connected to
two different actions with evaluation links.
Figure 31-6: Evaluation link
Looping link
A looping link connects an action to a previous action, enabling you to repeat one or
more previous actions. Figure 31-7 shows an Update Metadata step that loops back
to an Evaluate metadata action with a looping link.

Figure 31-7: Looping link
31.2.4.1 To define a link between actions

1. Click the action that you want to link to another action.
2. Click and drag the link to the other action.
3. If you are defining an evaluation link, do the following to assign a value to the
link:
a. Rest your pointer on the link and click Link options .
b. In the Selector value box in the Properties pane, enter the value that you
want to assign to the link. You might enter true, false, or the value of a
job context variable, depending on the type of evaluation.
Note: For more information about defining evaluations, see “Defining

evaluations” on page 229.
Tips
• You can change the appearance of the link and assign labels by
pointing to the link, clicking Link options , and specifying
properties in the Properties pane.
• If you are defining a looping link, improve the link visibility by

changing the Connection type in the Properties pane.

31.3. Working with the job context
31.3 Working with the job context

The job context holds the data that is required to process a job definition. When you
define the properties of an action in a job definition, you can define job context
variables that store the data that is necessary for the actions to run, the data that
results from an action running, or the data provided in forms. Each time a job runs,
it has its own unique job context.
When you define a job context variable in the properties of an action, you enclose
the variable name in braces ({ and }).
Example: {<jobContextVariableName>}
The syntax used for the job context variable name differs for action data and form
data. For more information, see the following:
• “Referencing action data in a job context variable” on page 241

• “Referencing form data in a job context variable” on page 242
31.3.1 Referencing action data in a job context variable

To reference the job context data that results from one step or evaluation running in
another step or evaluation, use the variable name provided in the business property
of the action. For example, to reference the folder created by a Create Folder step in
the Folder property of the Retrieve Folder step, you can use the job context variable
that is specified in the Created folder business property of the Create Folder step.
By default, this variable is {folderId}, but you can also enter your own variable
name and enclose it in braces ({ and }).
Note: Job context variables that reference form data have their own specific
syntax. For more information, see “Referencing form data in a job context
variable” on page 242.
Example 31-5, “Using job context variables” on page 241 demonstrates how you can
use job context variables to reference action data.
Example 31-5: Using job context variables
A job definition models a job that creates a folder, performs a search, and then
adds the assets retrieved by the search to the new folder. It consists of the
following actions:
1. Start Job state.

2. Create Folder step.
3. Search step.
4. Add assets to folder step.
5. End Job state.

In this job definition, the assets that result from the search conducted in step 3
will be added to the folder that is created in step 2, provided that you do the
following:
a. In the properties of the Create Folder step, define a job context variable to
store the ID of the created folder. For example, {newFolder}.
b. In the properties of the Add assets to folder step, enter the same job context
variable, {newFolder}, as the ID of the target folder to which the assets will
be added.
c. In the properties of the Search step, define a job context variable to store
the IDs of the assets retrieved by the search. For example, {searchResult}.
d. In the properties of the Add assets to folder step, you enter the same
variable, {searchResult}, as the variable that stores the assets that will be
added to the folder.
Therefore, whenever a user launches this job, the assets retrieved from the
search in step 3 will be added to the folder (step 4) created in step 2.
31.3.2 Referencing form data in a job context variable

To reference the data that a user provides in form fields or the form actions that a
user takes in a form, you assign IDs to the form and fields, and then use those IDs as
job context variables in the properties of a step or evaluation. The following
provides the syntax for referencing form field value, form action value, or users and
user groups entered in an assignee field.
Note: For more information about creating and managing forms, see “Creating
and managing forms” on page 252.
Referencing a form field value

To reference a field value as a job context variable, append the field ID as a
suffix to the form ID and enclose it in braces ({ and }) using the following format:
{<formId>.<fieldId>}
Example 31-6, “Referencing a form field value” on page 242 provides an
example of referencing a form field value.
Example 31-6: Referencing a form field value

A form includes a field called Send email notification. It includes Yes and
No radio buttons. If the form assignee selects Yes, they will receive an
email notification when the job is completed.
When you create the form, you can assign the ID otmm.assignment to the
form and the ID Notify to the Send email notification field. Specify the
display type of the field as Radio and add two field entries with the values
Yes and No.

31.3. Working with the job context
When the assignee selects a value in the Send email notification field, it is
stored in a job context variable that consists of the form ID and field ID
enclosed in braces. For example, if the assignee selects the Yes radio button,
the value Yes is stored in the variable {otmm.assignment.Notify}.
In the job definition, you can define a User step that assigns the form to a
user. After the User step, you can define an Evaluation action that
evaluates the variable {otmm.assignment.Notify} and routes the
definition to a Notify step if the value is Yes.
Referencing a form action value

To reference a form action value as a job context variable, append
the .useraction suffix to the form ID and enclose it in braces ({ and }) using the
following format:
{<formId>.useraction}
Example 31-7, “Referencing a form action value” on page 243 provides an
example of referencing a form action value.
Example 31-7: Referencing a form action value

In a form, you provide Approve and Deny actions. If the form assignee
clicks Approve, an Export step runs. If they click Deny, the job ends
without running further steps.
When you create the form, you can assign the ID export.approval to the
form. You assign the value Approve to an action called Approve and Deny
to an action called Deny.
If the form assignee clicks Approve, the Approve value is stored in a job
context variable with the form {export.approval.useraction}. If the
assignee clicks Deny, the Deny value is stored in the same variable.
In the job definition, you can define a User step that assigns the export.
approval form to a user. After the User step, you can define an Evaluate
action that evaluates the {export.approval.useraction} variable. If the
assignee clicks Approve, the Evaluate action routes the job to an Export
step. If the assignee clicks Deny, it routes the job to an End State.
Referencing users or a user group in an Assignee field

To reference the users or a user group entered in a form Assignee field, append
the following suffix to the field ID and enclose it in braces ({ and }):
• Users – {<formId>.<fieldId>.users}
• User group – {<formId>.<fieldId>.usergroup}

Important
Only one user group can be assigned and referenced from the Assignee
field. If a user adds multiple user groups to the Assignee field, only the
first group that they add will be assigned.
Example 31-8, “Referencing assignees from a form Assignee field” on page 244
provides an example of referencing form assignee.
Example 31-8: Referencing assignees from a form Assignee field

In a pre-launch form for a review job, you provide Designers and
Approvers Assignee fields. When assigned the form, the job initiator can
enter users in the Designers field to assign a Review step to contribute
assets for review and enter users in the Approvers field to assign a
different Review step to approve the assets submitted by the designer
users.
When you create the form, you assign the ID ReviewForm to it. You assign
the ID Designers to the Designers field and the ID Approvers to the
Approvers field.
When the job initiator enters in the Designers field, they are stored in a job
context variable with the following form:
{ReviewForm.Designers.users}
Similarly, when the job initiator enters users in the Approvers field, they
are stored in a job context variable with the following form:
{ReviewForm.Approvers.users}
To reference the assignees in a Review step, you can enter the job context
variable in the Assignees business property.
31.3.3 Default common job context variables

The following is a list of default context variables that are common to all jobs:
assetIds
List of asset IDs that are mapped in the job.
initiatorEmailAddress
Holds the email address of the user who initiated the job.
initiatorUserId
Holds the ID of the user who initiated the job.
initiatorLoginId
Holds the login ID of the user who initiated the job.
status
Contains the status of the job.

31.4. Creating and managing job definitions
statusDetail
Holds the exception information if an exception occurs during the execution of
the step.
statusMessage
Holds the exception message of the exception thrown from the step
implementation.
statusMessageID
Holds the message ID returned by the exception.
31.4 Creating and managing job definitions

This section explains how to create and manage job definitions.
Creating a job definition

Creating a job definition involves the following steps:
1. Design the job definition in the Job Modeler design interface. See “Editing a job
definition” on page 246 for information about using the Job Modeler design
interface to edit a job definition. See also the following sections to guide you as
you create the job definition:
• “Defining actions and links” on page 181 for information about actions and
links and how to define them.
• “Working with the job context” on page 241 for information about using job
context variables.
• “Creating and managing forms” on page 252 for information about creating
and managing forms.
2. Save the job definition as a draft to preserve your work. See “Saving a job
3. Validate the job definition to ensure all components are used correctly. See
4. Activate the job definition in OTMM by publishing it. See “Publishing a job
Managing job definitions

Managing job definitions involves importing, viewing, editing, deleting, or starting a
new job definition.

31.4.1 Editing a job definition

This section explains how to use the Job Modeler design interface to model a job
definition.
Note: For more information about the Job Modeler design interface, see “Job
Modeler interface” on page 177.
31.4.1.1 To edit a job definition
2. On the Sidebar, click Job modeler > Job definitions.
3. Edit, import, or start a new job definition.
Note: You can only edit an existing job definition if it is locked to your
user account. For more information, see “Managing job definitions”
on page 251.
4. In the Job Modeler design interface, do any of the following:
• Edit actions
Task Action
To place an action From the Actions palette, drag an action
onto the canvas.
To define the properties of an action On the canvas, click the action, and then
define the properties as required in the
Properties pane. For more information
about defining the business properties of
an action, see “Defining actions and
links” on page 181.
To resize an action On the canvas, click the action, and then
click .
To clone an action On the canvas, click the action, and then
click .
To delete an action On the canvas, click the action, and then
click .
To rotate an action On the canvas, click the action, and then
click .

• Edit links
Task Action
To link actions On the canvas, click the action, and then
click . Drag the link to another
action.
To edit the properties of a link Rest your pointer on the link and click
Link options . Edit the properties as

required in the Properties pane.
To remove a link from an action Rest your pointer on the link and click
Remove link .
To create a segment in a link On the link, click the location where you
want to create the segment.
• Manage your changes
Task Action
To validate the job definition See “Validating a job definition”
on page 248.
To save the job definition See “Saving a job definition”
on page 248.
To undo or redo your changes On the Tool bar, click or .
To clear the canvas On the Tool bar, click .
• Configure the interface
Task Action
To adjust the zoom level On the Tool bar, use the Zoom slider.
To enable or disable snaplines On the Tool bar, select or clear the
Snaplines check box.
• Export the job definition
Task Action
To export the job definition as an SVG On the Tool bar, click Export SVG.
file Right-click the image and save it as an
SVG file.
To export the job definition as a PNG file On the Tool bar, click Export PNG.
Right-click the image and save it as a
PNG file.
To export the job definition as a JSON On the Action bar, click Export.
file

31.4.2 Saving a job definition

You can save your changes to a job definition in the Job Modeler. If the job definition
has not been previously published, it is listed on the Job definitions page as a draft.
If it has been published, your changes will be saved, but they will not be active in
OTMM until you publish the job definition again.
Notes
• For more information about publishing a job definition, see “Publishing a job
• Saving a job definition does not ensure that it has a valid structure. You must
validate the job definition before publishing it. For more information, see
31.4.2.1 To save a job definition

• In the Job Modeler design interface, do any of the following:
• To save an existing activity definition, click Save.
Note: You can only save an existing activity definition if it is locked to

your account. For more information, see “Managing job definitions”
on page 251.
• To save a new job definition or an existing job definition with a new name,
click Save as.
Notes
• The job definition name cannot contain spaces.

• If you click Publish to publish a job definition, the definition is
automatically saved. For more information about publishing, see
“Publishing a job definition” on page 249.
31.4.3 Validating a job definition

Before you publish a job definition, you must ensure that it has a valid structure. A
job definition is valid if it meets the following conditions:
• There is only one Start Activity state, and it has only one outbound link and no
inbound links.
• There is at least one End Activity state, and it has at least one inbound link and
no outbound links.
• There is at least one step or evaluation.
• There is only one Import Assets or Export Assets step.
• Each action meets the following conditions:

– There is at least one inbound link.

– If the action is an evaluation, there are at least two outbound links and the
links have assigned values.
– If the action is a state or a step, there is only one outbound link.
– All mandatory business properties are defined.
31.4.3.1 To validate a job definition

1. On the Job definitions page, open the job definition that you want to validate in
the Job Modeler.
2. On the Action bar, click Validate. If the job definition is invalid, a message
appears that indicates what part of the definition is invalid.
Tip: Clicking Publish on the Action bar also validates a job definition. If
the definition is valid, the Publish job dialog box opens. If the definition is
invalid, a message appears. For more information about publishing a job
definition, see “Publishing a job definition” on page 249.
31.4.4 Publishing a job definition

When you publish a job definition, you make it accessible to users in OTMM.
Depending on the steps included in the definition, publishing involves the
following:
• If the definition includes Import or Export steps, you can choose whether to
replace the default Import or Export activity in OTMM with the process defined
in the job definition. If you are using the Import step, the job starts when a user
uploads assets. If you are using the Export step, the job starts when a user shares
or downloads assets.
• If the definition does not include Import or Export steps, you can determine how
users will start the job in the user interface by providing a button label, a
location, and determining whether the user must select assets or have a FET to
access the job.
A published job definition has a Published status on the Job definitions page. If it
has been saved but not yet published, it is a Draft. You can also edit and republish
already published job definitions.
Note: You can only publish a job definition that is locked to your user account.
For more information, see “Managing job definitions” on page 251.

31.4.4.1 To publish a job definition

1. On the Job definitions page, open the job definition that you want to publish in
the Job Modeler.
2. On the Action bar, click Publish.
Note: Clicking Publish validates the job definition. If the definition is

invalid, a message appears that indicates how the definition is invalid.
You must resolve any issues before publishing the definition. For more
information about validating a job definition, see “Validating a job
3. In the Job name box, enter the name of the job.
Note: If the job definition has already been published, the Job name box is
unavailable.
• If the job definition includes an Import or Export step, optionally select the
Set as default Import/Export Job check box to run the process defined in the
job definition by default when users import or export assets, and then click
Publish to publish the job definition.
• If the job definition does not include an Import or Export step, proceed to
Step 5.
5. Optional In theMenu label box, enter a name to display on the UI button

associated with the job definition.
6. If users must select assets to trigger the process defined in the job definition,
select the Asset selection required check box.
7. If you entered a name in the Menu label box, in the Where to display area,
select one or more UI locations where you want to display the button associated
with the job definition.
Note: For more information about the OTMM user interface, see “OTMM
user interface” on page 13.
8. Optional In theFunction Enablement Token list, select a Function Enablement

Token (FET) to associate with the activity. Users must have the FET to access the
activity in the UI.
Note: Your administrator configures FETs. For more information, contact

your administrator.
9. Click Publish.

31.4.5 Managing job definitions

You can import, view, edit, delete, or start a new job definition.
When you open a job definition to view or edit it, the definition is locked to your
user account. Other users who open the definition can save it as a new definition
with a different name, but they are unable to save, publish, or delete the locked job
definition. Only administrators or non-administrator users with the
UTILITIES.RELEASE_LOCKS.VIEW FET can release a locked job definition. For
31.4.5.1 To manage job definitions
2. On the Sidebar, click Job modeler > Job definitions.
Task Action
To start a new job definition Click New.
To import a job definition Click New. In the Job Modeler design
interface, click Import on the Action bar.
Tip: You can also open an existing

job definition by clicking >
View/Edit in the Actions column
and then clicking Import on the
Action bar.
To view or edit an existing job definition Go to the job definition that you want to
in the Job Modeler design interface view or edit. In the Actions column, click
> View/Edit.
To delete a job definition Go to the job definition that you want to
delete. In the Actions column, click >
Delete.
Note: You can only delete a job definition if it is locked to your account
and it is not running. For more information about locked job definitions,
see “Managing job definitions” on page 251.

31.5 Creating and managing forms

A form is a set of custom input fields that is assigned to users to complete and
submit. The information submitted by users through the form can then be used in
further steps in the job.
When you create a form, you specify the form ID, name, title, and type, as well as
the input fields that users must fill out and actions that users can perform, such as
submitting or cancelling the form. For each input field and action, you can specify an
ID, enabling you to reference the data generated through the field or action in other
steps by using a job context variable. For more information about referencing the
data in a form, see “Working with the job context” on page 241.
By default, OTMM provides the following types of forms:
User
User forms are attached to a User or Initiator step and are assigned to users on
the Tasks page.
User forms do not limit the actions that you can provide.
Pre-launch
Pre-launch forms are attached to a Start Job state. They enable the user who
initiates the job to submit information as the first step in the job. For example, a
job manager can assign a job due date and assignees in a pre-launch form for an
Approval job. The pre-launch form appears in a dialog box when the job is
started.
Pre-launch form actions are limited to two actions, Submit and Cancel. You
change the label of these actions to customize how they appear on the dialog
box, but OTMM prevents you from changing the ID or value.
Review
Review forms are attached to a Review step and are assigned to users on the
Tasks page. They enable job designers to assign tasks to contribute, review, or
revise assets.
Review forms are limited to a single action, Complete. You can change the label
of this action to customize how it appears on the Tasks page, but OTMM
prevents you from changing the ID or value.

31.5. Creating and managing forms
31.5.1 Form field display types

When you create a form, you can choose the input fields that you want to include.
For each field, you can configure if it is required and if it is editable.
Tip: Make a field non-editable if you want to use it to display read-only

information on the form. For example, if you label a non-editable Multiline
text field How to fill out this form and provide instructions as the Default
value, users will see the label and instructions on the form without being able
to edit them.
The following field display types are available:
Text
Enables the user to type a single line of text. You can provide a default value.
Multiline text
Enables the user to type multiple lines of text. You can provide a default value.
Numeric
Enables the user to type a numeric value. You can provide a default value.
Date
Enables the user to select a date using a calendar. You can provide a default
value.
Multi-entry display types
Multi-entry display types allow you to provide multiple options for the user to
select from. You can define the options in the following ways:
Tip: For an example of these display types, see the preconfigured

InitiatorForm that is included on the Forms page. The Assignees field uses
a Domain-list, the User Group field uses an SQL expression, and the
Priority field uses a Static list.
• SQL – Enter an SQL expression that provides a list of values.

• Domain-list – Enter a lookup domain ID that provides a list of values.
Note: You can find lookup domain IDs in the Web Administration tool.
For more information, contact your administrator or see OpenText
Media Management - Administration Guide (MEDMGT220200-AGD).
• Static – Manually enter a list of key and value pairs.
The following display types provide multiple entries:
• List
Enables the user to select one or more items in a list.
• Radio
Enables the user to select only one item from a predefined set of options.

• Combo
Enables the user to either type a value or select a single value from a list.
• Checkbox
Enables the user to select one or more items using check boxes.
Typeahead
Enables the user to select from suggested values after entering characters in the
field. You define the lookup domain used for the suggested values.
Note: If you use the ARTESIA.DOMAIN.USERS lookup domain to define

the suggested values as users, the Typeahead field will include a
Resourcing button that enables assignees to check the availability of users.
The Resourcing button will also appear next to the Assignee field. For
more information, see “To participate in tasks” on page 52.
Assignee
Enables the user to specify one or more users or user groups to assign a task.
Collaboration users
Enables the user to specify one or more users to make them participants of a
Space in Hightail. To enable the field to automatically suggest Hightail user
names when the user edits the field, you can define a dependency on a
Collaboration service type field in the same form. If no dependency is defined,
the field will not provide suggested user names.
Users must be signed in to Hightail to edit the Collaboration users field. If the
user is not signed in, a Sign in to Hightail button will appear next to the field.
Example 31-9: Defining a Collaboration users field

A pre-launch form contains the following fields:
• A Collaboration service type field called Select collaboration

service that lets the user select the collaboration service.
• A Collaboration users field called Add participants that lets the user
add participants to a workspace in the service that they select in the
Select collaboration service field.
To ensure that the Add participants field is automatically populated with

participants from the service selected in the Select collaboration
service field, you provide the ID of the Select collaboration service
field as a dependency using the Add dependencies button for the Add
participants field.
Collaboration service type

Enables the user to select a collaboration service.
Note: Currently, only Hightail is supported. Your administrator configures

Hightail with OTMM. For more information, contact your administrator.

31.5.2 Creating or editing a form

To create or edit a form, perform the following steps:
1. Choose the form type and provide a form ID, name, and title. See “To create or
edit a form” on page 255.
Note: If you are updating an existing form, OTMM prevents you from
changing the existing form ID, name, and type. You can only update the
title.
2. Add the input fields that the users will fill out. See “To add a form field”
on page 256.
3. Specify the action or actions that users can perform. See “To add a form action”
on page 257.
Notes
• For information about attaching a User form to a User or Initiator step, see
“To define the User step” on page 225 or “To define the Initiator step”
on page 227.
• For information about attaching a completed Pre-launch form to a Start Job
state, see “To define the Start Job state” on page 182.
31.5.2.1 To create or edit a form
2. On the Sidebar, click Job modeler > Forms.
3. On the Forms page, edit or start a new form by doing the following:
• To start a new form, click New.
• To edit an existing form, go to the form and click > View/Edit in the
Actions column.
• If you are updating an existing form, OTMM prevents you from changing
the existing form ID, name, and type. Skip steps 5 and 6 and proceed to Step
8.
• If you are starting a new form, continue to Step 5.
5. In the Form ID box, enter a form ID.
Note: You can use the form ID to reference form data in an action. For
more information, see “Working with the job context” on page 241.
6. In the Form name box, enter a form name to display on the Forms page.

7. In the Form type box, choose the form type.
Note: For more information about the form types, see “Creating and
managing forms” on page 252.
8. In the Title box, enter a title to display on the form. The title location depends
on the form type:
• If the form type is User or Review, the title will display when the assignee
opens the form on the Tasks page.
• If the form type is Pre-launch, the title will display on the form dialog box
when the job is started.
9. Add or edit form fields. See “To add a form field” on page 256.
10. Add or edit form actions. See “To add a form action” on page 257.
11. Click Save.
31.5.2.2 To add a form field

1. To start a new form or open an existing form to edit, follow Step 1 to Step 3
on page 255.
2. In the Fields area on the New form page, do the following to add a field:
a. In the ID box, enter a field ID.
Note: You can use the field ID to reference form data in an action. For
more information, see “Working with the job context” on page 241.
b. In the Label box, enter the field label that is displayed on the form.
c. In the Display type box, choose a display type.
Note: For more information about the field display types, see “Form
field display types” on page 253.
d. In the Default value box, enter a default value to display in the field.
Notes
• The default value format depends on the display type that you
choose. For example, if you choose the Date display type, you must
enter a date as the default value.
• The Default value box is not available for the List, Radio, Combo,
and Check box display types.
e. To make the field required, select the Required check box.
f. To enable users to edit the field value, select the Editable check box.
g. To add another field, click Add Row .

Note: To delete a field, click Delete Row .

3. If the field Display type supports multiple entries, such as a List, Radio,
Combo, Check box, or Typeahead field, click Add Entries, and then do the
following:
a. Choose one of the following list types:
Note: The Typeahead field only supports entering a domain ID.
• SQL – Enter an SQL expression that provides a list of values.

• Domain-list – Enter a lookup domain ID that provides a list of values.
• Static – Manually enter a list of key and value pairs.
b. If you choose the Static list type, enter the key and value pairs of the field
entries.
Notes
• To provide additional field entries, click .

• To make the value that you entered the default value, select the
Default value check box.
•
To delete a field entry, click .
c. Click Save.
4. If you are adding the Collaboration users field, optionally click Add
dependency and enter the ID of a Collaboration service type field where the
collaboration service type is defined.
Note: Adding a dependency to the Collaboration users field enables it to

automatically suggest user names. For an example, see “Form field display
types” on page 253.
31.5.2.3 To add a form action

1. To start a new form or open an existing form to edit, follow Step 1 to Step 3
on page 255.
2. In the Actions area on the New form page, do the following:
Notes
• Pre-launch forms only support two required actions, Submit and

Cancel. You can edit the label of these actions, but you cannot edit the
ID or value.
• Review forms only support one required action, Complete. You can edit
the label of this action, but you cannot edit the ID or value.

a. In the ID box, enter an action ID.
b. In the Label box, enter the name of the action that is displayed to the user
on the form.
c. In the Value box, enter the value of the action.
d. To add another action, click Add Row .
e. To delete an action, click Delete Row .
31.5.3 Managing forms

On the Forms page, you can do the following:
Start a new form

You can create a form.
Import
You can import a form in the JSON file format.
Note: You cannot import an existing form. To import an existing form, you
must enter a new form name in the JSON file by editing the name attribute.
Export
You can export an existing form in the JSON file format.
View or edit
You can view or make changes to an existing form.
Delete
You can delete a form that is not already referenced in a step.
31.5.3.1 To manage forms
2. On the Sidebar, click Job modeler > Forms.
Task Action
To start a new form Click New.
To import a form Click Import.
To view or edit an existing form Go to the form that you want to view or
edit. In the Actions column, click >
View/Edit.

Task Action
To delete a form Go to the form that you want to delete. In
the Actions column, click > Delete.
Note: You can only delete a form

that is not referenced in a step.
To export a form Go to the form that you want to export. In
the Actions column, click > Export.

Chapter 32
Setting preferences
You can customize the following user preferences:
• General
• Search
• Gallery view
• Spreadsheet view
• Detail view
• Editor view
• Upload
• Security
• Download
32.1 To set general preferences
1. On the Header bar, click Profile > Preferences.

2. Click 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 32 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.
• QDS install window
Select the Do not show QDS install window check box to prevent the
Download OpenText Media Management Quick Data Synchronization
Client dialog box from appearing.
• 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. Click Save changes.
32.2 To set search preferences
2. Click 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.

32.3. To set Gallery view preferences
• 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.
– 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.
32.3 To set Gallery view preferences
2. Click 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 17.
• 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.

32.4 To set Spreadsheet view preferences
2. Click 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.
32.5 To set Detail view preferences
2. Click Detail View.
• Inherited metadata
To display inherited metadata at the top of the page, click 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

32.6. To set Editor view preferences
here. The default is to display all fields. For more information, see “Viewing
asset and folder details“ on page 147.
32.6 To set Editor view preferences
2. Click Editor view.
• Inherited metadata
To display inherited metadata at the top of the page, click 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 147.
Note: Required editable fields in the selected metadata model are

always displayed with your preferred fields.
32.7 To set upload preferences
2. Click Upload.
• Default upload folder

To specify the default target folder for the Upload widget on the Home
page, click 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.
32.8 To set security preferences
2. Click 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

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, click Preferred
policies. To view the complete list of policies, click All policies.
• To narrow the list of available security policies, enter a keyword in the
Filter box.

32.9. To set download preferences
32.9 To set download preferences
2. Click 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

Web Desktop 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 ......................................................................... 13

3 Working with widgets on the Home page ............................. 23

4 Installing Accelerated File Transfer ....................................... 27

5 Creating and managing folders .............................................. 29

MEDMGTMOD220200-UCW-EN-01 Web Desktop Client User Guide iii

5.9 To remove a folder .......................................................................... 34

6 Managing and participating in jobs ....................................... 39

7 Promoting and sharing assets with collections ................... 59

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

7.6.1 To promote a collection ................................................................... 69

8 Searching for assets ............................................................... 73

9 Uploading assets and folders ................................................ 97

MEDMGTMOD220200-UCW-EN-01 Web Desktop Client User Guide v

9.2.1 To upload assets from Shutterstock .................................................. 99

10 Working with 3D assets ........................................................ 101

11 Working with 360 Spin assets .............................................. 103

12 Applying a watermark template to assets ........................... 107

13 Downloading assets .............................................................. 109

14 Sharing assets ....................................................................... 115

15 Publishing assets to an integrated application .................. 121

16 Viewing and editing asset metadata .................................... 123

17 Exporting asset metadata to a spreadsheet ....................... 131

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

18 Checking assets out and in .................................................. 133

19 Subscribing to assets, folders, and collections ................. 135

20 Linking assets together ........................................................ 137

21 Deleting, removing, and expiring assets ............................. 139

22 Uploading and editing a preview or thumbnail ................... 143

23 Viewing asset and folder details .......................................... 147

24 Viewing and managing video assets ................................... 151

25 Generating embed code ........................................................ 155

26 Retranscoding a video or audio asset ................................. 157

27 Working with smart compose .............................................. 159

28 Generating Deep Zoom files ................................................. 161

MEDMGTMOD220200-UCW-EN-01 Web Desktop Client User Guide vii

28.1 To generate Deep Zoom files ......................................................... 161

29 Viewing reports ...................................................................... 163

30 Viewing assets processed by Rich Media Analysis ........... 167

31 Designing custom jobs with the Job Modeler .................... 175

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

31.2.2.15 To define the Retrieve Folder Children step .................................... 206

MEDMGTMOD220200-UCW-EN-01 Web Desktop Client User Guide ix

31.5.2 Creating or editing a form .............................................................. 255

32 Setting preferences ............................................................... 261

x OpenText™ Media Management MEDMGTMOD220200-UCW-EN-01

MEDMGTMOD220200-UCW-EN-01 Web Desktop Client User Guide 11

2.1 To sign in to OTMM

2. Enter your user name and password.

3. Click Sign in.

2.2 OTMM user interface

2.2.1 Navigate the user interface

Figure 2-1: OTMM user interface

MEDMGTMOD220200-UCW-EN-01 Web Desktop Client User Guide 13

2.2.1.1 Navigation bar

the page, click .

To go to a page or open a menu, click the following menu items:

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