Metadata is crucial to Digital Asset Management (DAM). It allows you to find what you need quickly, and can also help maintain important information about an asset such as its usage rights or creator.
All plans include information on the file size, file format, date uploaded, date last modified, and uploader information. All plans also include any IPTC information that was embedded in a file by your photographer or designer. All metadata associated with an asset, regardless of the plan level, is indexed by the system and searchable. This includes text in Word Docs and PDFs.
Image Relay offers different levels of metadata administration depending on which plan you have. We will discuss the differences below.
Simple Metadata - Startup Plan
The Startup Plan offers simple metadata creation and pre-set asset profile fields. As pictured in the image above, the pre-set fields are Caption, Description, and Date. These fields cannot be changed.
You can enter any information into these fields, and it will be indexed and searchable. There is not, however, any kind of controlled vocabulary allowing you to include uniform metadata across your assets. You can enter any information you would like in these fields, but unless you are keeping track of it, there is no built-in standardization.
Tag Sets and Tags - Growth, Professional, and Enterprise
The Growth, Professional, and Enterprise plans all offer the Image Relay Tag Set and tagging tools to make entering metadata fast and consistent.
Tag Sets and Tags
The Tag Set feature allows you to create a controlled vocabulary. A controlled vocabulary is a list of pre-established terms that you can use throughout your library that makes adding metadata faster and easier, and keeps your team using consistent terms. For example, you may want your contributors to use "color" instead of "colour" to describe assets or make sure the name of an organization's leader or executive is consistently spelled throughout the library. Tag Sets give you the controlled vocabulary to make that happen.
You can read more about how to create and use Tag Set and Tags in this article.
Custom Metadata Templates - Professional and Enterprise
In these plans, you are able to create a custom metadata template (formerly known as an asset profile). You can choose the fields that are relevant to your organization so that the correct information shows up in each asset. You can create multiple metadata templates for different kinds of assets. For example, you may have one for photography and video, and one for PDF and Word documents.
Within the Metadata Templates, you have the option to create Text Fields, where uploaders can type in any information they choose, or Single Select Fields, where you can create a defined set of options to choose from. Learn more about creating Metadata Templates in this article.
You can also map IPTC information into your custom Metadata Template. IPTC information is information that is embedded in an asset and is created by photographers and designers. It can include locations, subjects, usage rights, names and much much. Mapping this information in your metadata template and surface this information quickly and easily. Learn more about mapping IPTC information.
When you view an asset, you will see your custom profile with the fields you created to the the right of the asset preview:
The combination of Tag Sets, Tags and custom Metadata Templates makes for powerful metadata capabilities to help you find and use your assets efficiently.
If you would like to upgrade your plan to include any of these features, please email firstname.lastname@example.org.