Client Guide : Using Xinet Pilot : Using Collection Plug-ins

Using Collection Plug-ins
The Collection provides a number of actions you can use to apply to a group of selected assets or to a selected directory. After selecting assets to add to your Collection, you can quickly create reports, update keyword metadata, generate contact sheets of your asset previews, and more.
The contents in your Collection is kept separate from collections collected by other users who have access to the same mounted volume. If you add assets to your Collection and another user add assets to a collection using the same shared volume, Xinet will keep track of both collections. Both are separate collections. Saved Collections are not shared with other users.
The following actions are available:
Note: Depending on the options set by your Administrator, the list of actions will vary. Contact your Administrator to gain access to additional actions.
To add selected assets to your Collection:
From the Home location, open a folder to view your assets.
Select the Short view to display the tool icons under your assets. See Changing How Assets are Displayed.
For a selected asset, click the Collection icon below the thumbnail.
When activated, the icon will turn yellow and the collection number updates in the left pane.
To add all of assets displayed in your browser to your Collection:
Click the Home button, select a volume folder and click Browse.
Previews of the assets, in the selected volume, are displayed.
All of the assets displayed in our browser view are added to your collection.
To show the contents in the Collection:
Administering Your Collection
The Administer Collection plug-in, allows you to save your collection of assets for future use, clear your current collection, add to a current collection, add to an existing collection, replace an existing collection, and delete your a saved collection.
To save your current Collection:
From the Home location, click the Collection icon at the top left corner of the Pilot interface.
The Collection is displayed along with a list of collection plug-ins.
Click Administer Collections.
The assets you have added to your Collection is displayed. For more information about adding assets to your collection, see Adding a File to Your Collection.
Optional - Selection one of the following options:
Add to Current Collection - to add your current collection and save it
Replace Current Collection - to override the current collection
Replace Saved with Current - to override the saved collection
Delete a Saved Collection - to remove a saved collection
To add an asset to a previously saved collection:
In the Collection, Administer Collection view, click in Select from existing collection and then select a collection to save the current asset to.
Click Add to Current Collection.
Download Archive of Files
Using the Collection - Download Archive of Files plug-in, you can quickly download a compressed file containing all of the items in your collection. You have the option of selecting the compression format and to export XMP data for each of the assets.
Working with archived assets allows users, such your product manager, to view assets completed for previous marketing campaigns or other projects. These files are flagged in the database as archived. A green flag icon can be seen on the top left corner of the asset preview thumbnail when archived so you can quickly identify them. Users can review the details of assets in Pilot. For example, users can scroll through previews of the pages an asset, stream a video, review the comments, history, linked files, versions, archive information, and annotations and comments added to an asset.
To download assets with their associated metadata:
For more information on how to add assets to your Collections, see Using Collection Plug-ins.
Click the Collections icon, on the top of the browser interface, and select Download Archive Of Files from the Collection menu.
Select Yes for Export XMP.
Click Download.
For more information about archiving or restoring archived files, see Send to Archive and Restoring from Archive.
Download Archive of FPO’s
Using the Collection - Download Archive of FPOs plug-in, you can download a compressed file containing low resolution assets.
Batch Image Order
Using the Collection - Batch Image Order plug-in, you can download multiple assets at a time. This option allows you to download XMP information with your assets. You can also convert the assets in your collection to use a particular resolution, dimension, and file format.
Batch Keyword Apply
Using the Collection - Batch Keyword Apply plug-in, allows you to automatically apply keywords to the assets you have in your Collection. A list of metadata fields is displayed. Select a metadata field, specify the keyword and options to apply, and then click Save this Configuration.
Note: The metadata presented will vary for users. It depends on what custom metadata fields are set up. Contact your Administration for assistance if more metadata fields are required.
Batch Report
Using the Collection - Batch Reports plug-in, you can customize reports about the file being viewed. Reports can display information about Keywords, provide Previews with annotations, skip the display of Previews or show All Available Previews associated with files. Reports can also number each annotation to facilitate easier discussion and be customized to show Small, Medium or Large Thumbnails. Finally, Reports can be rendered as Printable PDF in various page sizes and orientations.
The following options are available:
Tip: This is useful information to locate keywords assigned to a group of assets.
To create a search query to include deleted items:
In the Advanced Search interface, under Search Field, select Archived.
The Online options are displayed.
Set the Online option to Not Online, Logic to AND, and Archived to Not Archived.
Click Search to see the search results.
Contact Sheet
The Collection - Contact Sheet plug-in allows you to create PDF contact sheets of the assets within your Collection. You can specify what each contact sheet will look like. When creating Contact Sheets, you can set any of the following options:
 The Contact Sheet PDF, once created, is streamed in the your Web browser, from which it can be saved for redistribution.
Asset Fulfillment Request
The Collection - Asset Fulfillment Request plug-in provides administrative approval abilities for users to file for a restoration requests before the files are placed in a retrieval area.
Note: An administrator approves or denies user requests for assets on an asset-by-asset basis.
Video Reel Generator
The Collection - Video reel Generator plug-in allows you to assemble existing video assets, PDFs, Illustrator documents, InDesign documents, Office documents, and images into new videos.
Note: Archived files are not supported in the Video Reel Generator.
Send to Archive
The Collection - Send to Archive plug-in allows you to archive assets which have been completed for a project. Once archived, these files are flagged in the database as archived for all users who have access to the volume the assets are stored in. A green flag icon can be seen on the top left corner of the asset preview thumbnail to quickly identify that they have been archived. Users can review the details of assets in Pilot. For example, users can scroll through previews of the pages an asset, stream a video, review the comments, history, linked files, versions, and annotations added to the asset.
Note: Your Administrator must install OnFile and create store locations for you to store your archived files. OnFile is a 3rd-Party software. For more information, see Contact your Administrator to gain access to this functionality.
To archive an asset:
In the Short view, click the Collection action tool icon under an asset to add this asset to your collection.
The Collection icon turns yellow to indicate that it has been added to your collection.
On the top of the interface, click the Collection icon to open your collection.
Optional - You have the option of removing any asset you have requested to be archived from the requests list one last time. To remove an asset, click the # Files to archive link to view a list of the archived files and select the Cancel button next to the asset’s name to remove it. Confirm that you would like to cancel your request to add this asset to be archived by clicking OK.
Optional - Click Monitor Archiving to view the status of your requests.
You will have to wait until your request has been reviewed by someone with permission to approve an archive of assets. During the waiting period, the assets will be removed from your collection, but will not show any change in state in Pilot under approved.
Once archived, a green icon is displayed on the top right corner of the assets preview.
Restoring from Archive
The Collection - Contact Sheet plug-in allows you to restore archived files, provided you have the permissions set up by your Administrator. You will notice the history of the archiving in the Details view. You can restore the file to use in other projects.
To restore an archived file:
On the top left side of the interface, click the Collection icon to open your collection.
Click Send Restore Request.