Part of Microsoft Dynamics Marketings (MDM) Digital Asset Management system includes the ability for you to work with files, file folders, and file libraries.
In this blog post I'll talk about
File and Folder Structure
MDM includes powerful functions to help manage all types of electronic Files, including
MDM organizes files in a recursive folder structure the same way Windows does. The recursive folder structures enable you to create an unlimited number of folders within folders to facilitate organizing files.
MDM has two types of Folders
At the top of the file structure there is a root folder called "Files". This root folder contains all files and folders and cannot be deleted. MDM automatically creates a folder for each entity which can be accessed from the "Files" section of the entities dashboard or from within the "File" window.
The "File" Window
MDM stores all the files that marketing and creative teams need to do their jobs in one place, the "File" window. This enables files to be easily linked to the projects that use them or the jobs that created them.
To view files and folders through the "File" window in the main navigation panel
The "File" window will open in the folder you last worked with
The top of the window shows the path to the file folder being viewed (1). You can click any of the folders in the path to display the contents of that folder, or click the sections in the file navigation tree to display the contents of the folder selected. Click the arrows to the left of the folder to expand or collapse the navigation tree (2)
Files and folders can be displayed in a grid view, or you can use the display slide tool (3) to change the display to small or large thumbnails.
When you upload files, the system will create a thumbnail of the file (4). The thumbnails are small graphical representations of the file that are stored in the MDM database.
MDM can thumbnail many types of files including
Using Search to Find Files Across Folders
You can search for files directly or apply filters to help with navigation to find files.
Type your search string, eg "Nokia" and click Go
You see resulting files across folders
The "File Maintain" Page
When you click on a file in the "File" window or from the "Files" dashboard of the entity it is on, MDM will bring up the "File Maintain" page.
The "File Maintain" page displays metadata and icons for a uploading version etc
In the upper right corner of the page you'll see four check boxes (1)
The Icons in the upper right corner of the page allow you to quickly
Clicking the "Details" button (1) will expand the "Details" section in which you find additional fields and descriptive attribute sections about the file
The "Created By" and "Create Date" fields (2) are populated automatically based on the contact record of the user who uploaded it and the date and time it was uploaded.
The "File Location" field (3) is hard coded as the MDM Database.
You can enter in additional descriptions and attributes about the file, they are not generated automatically.
If comments have been added to the file (during the Markup process - see later below), an additional "Comments" button will be displayed below the "Details" button to allow you to expand and see comments made on the file.
The lower part of the File Dashboard include options to:
MDM provides version control features to help protect files. Site-wide version control settings enable the MDM administrative user to require version control for all files stored in MDM.
Under Settings -> File Options, check the "Version Control" checkbox, and click Save or Submit. When version control is on for a file, MDM displays all the versions together on the File profile, so you can open and work with each version if necessary.
Once a version has been stored in MDM, the version cannot be changed or deleted. By preventing users from overwriting versions, MDM can ensure that there is a clear trail of changes that were made to each file and that files are not overwritten or modified accidentally.
If version control is turned off, MDM replaces the current version of the file with the new one. The old version is permanently deleted.
Adding Files to Favorites
You can flag files as either "My Favorites" (1) or "Site Favorites" (2) for quick access to files that you frequently use (click the down arrow to expand the vertical toolbar)
You can also right click the file and mark it as a favorite
The "My Favorites" folder can also be accessed from the "Files" section of your Contact Dashboard.
When you flag a file as a "My Favorite", the file will be added to your "My Favorites" folder which can be accessed from the "File" window by clicking on the "View My" (1) button.
When you flag a file as a "Site Favorite", the file is added to the "Site Favorite Files" which can be added as a Widget to your Home Page.
Dragging and Dropping Files into Folders
You can upload files directly from your desktop to MDM by simply dragging and dropping them into a MDM file folder. Files can be added from within the "File" window, or by navigating directly to the "Files" section of the entity dashboard you want to add the file to.
Click the "Upload" icon (1) to display the "Upload" dialog
Navigate to the file in your Windows file system (1), drag the file to the "Upload" dialog (2) and click Upload (3)
The uploaded file now in the MDM folder
Adding and Moving Files
Files that are already uploaded to MDM can be added to multiple folders within the "File" window as well by dragging and dropping the file into the new location in the folder tree.
Working with Folders in the "File Maintain" page
You can copy, move, and delete files using the "Folders" section of the "File Maintain" page
The "Add" icon will bring up a search box.
Marking Files Up
Once a file has been uploaded into MDM, you can add comments, shapes, boxes, circles, arrows, post it notes, etc. using visual tools right on top of the file.
If you click the "Process File" icon to thumbnail the file image and the file has been Marked Up, you will receive a warning notifying you that reprocessing the file image will permanently delete all Markup notes. You have the option to click OK to Process the file or Cancel to not process the file.
Click the "Mark Up" icon (1) to access the "Mark Up" screen for the file you want to mark up.
Or right click and click "MarkUp" directly in the "File" window
If the file you are going to mark up has multiple pages, a thumbnail image for each page is displayed.
You can only use the markup tools in the maximize view. Click the upper right corner of the image (1) to maximize or minimize the image.
The file name and version are listed at the top along with the "Mark Up" toolbar options.
Click on the dropdown next to the arrow to access the "Mark Up" tools available; comments, arrows, highlights, post it notes, callouts etc.
To mark up a file
Mark Uup comments are displayed in the "Comments" panel on the right side of the "Mark Up" page (1) with the user contact information that made them and the page they are on if there is more than one page.
A pushpin is seen in the picture (2) to indicate what part of the file the comment is regarding
Comments are in bold for the current page being viewed, comments made on other pages are greyed out to distinguish them.
The comments added to the "Mark Up" image are linked to the version of the file so that you can quickly see any comments that have been made in the "Comments" section of the "File Maintain" page.
You can click on the mark up comment to edit or view the comment.
There are several options for displaying mark up comments that can be applied from the toolbar on the "Mark Up" page. You can choose to set the view to
In the "View All" mode you can click on the "All" dropdown and select to only show comments made by specific users (in my example I'm the only editor):
The toolbar in the markup page lets you do a lot of thing with the file
Here is how a marked up file would look as a PDF. Comments will be displayed with icons (1) and you can display the text by clicking the icon (2)
Comments are also listed in the Comments section to the right (1)
Mass Updating Files
Users who have adequate security privileges can update multiple files in a single operation.
The "Mass Update" window is displayed:
Specify the changes you want applied to the selected files and click OK to update the files with the changes.
Working with Folders
MDM’s recursive Folder structure enables you to create an unlimited number of folders within folders to facilitate organization.
MDM has two types of folders
System folders are created automatically for each entity and can be accessed from the Files section of the entity dashboard or from within the File Window.
User folders are created by users and are created from within the system file folders or other user created file folders.
To create a file folder, from within a system folder in the file window or the "Files" section of an entity dashboard click the "New Folder" icon (1) to display the "Add – Folder" dialog
The folder "Name" field (1) is a required field. You can also enter a "Description" for the folder, the "Created By" and "Create Date" (2) will populated automatically based on the logged in user’s contact record and date and time that it was created.
Click Save to create the folder - and the "Security" access panel is displayed. Depending upon the user privileges in "Files" you can grant or remove "Can Read" and "Can Update" rights to the folder.
Click Submit and the file folder you created is displayed where it was created.
You can click on the folder to open it, or click on the name of the folder in the file structure. Click the "Properties" icon (2) to edit the folder and access the security panel for the file folder.
Working with Libraries
Libraries are folders that are outside of the MDM file folder structure, but inside of the MDM database
Libraries are used to create folders that can be published to the Internet or your Intranet so files that need to be made available to non-MDM users can be accessed from a public URL.
Libraries can only be created in two ways, from within
Creating Libraries from the Files Window
When created from within the "Files" window, libraries can be created either from the root of the File navigation tree, or from within existing Library folders. This way they are outside of the file folder Structure, but within the MDM database.
To create a new Library from within the "Files" window
If you check the "Publish" checkbox, a public library URL is created specific to that library and displayed at the top of the page (I've hidden most of the URL behind a black bar in the screenshot above). If a Library is not public, no URL is generated and it can only be accessed by a logged in user with the corresponding security privileges.
Users with the corresponding privileges and permissions can add files to library folders through the "Files" window by drag and drop or browse and upload.
When accessed through the "Files" window, the files in libraries are able to be uploaded, downloaded, and edited by users with corresponding security access in the same way as non-library Files.
When you click on a file in a library folder that is accessed from within the "Files" window, MDM displays that file in the main browser.
MDM organizes Libraries in a recursive Folder structure in the same way as the files folder structure. This enables you to create an unlimited number of library folders within other library folders. To create a new Library folder from within an existing library, click into the existing library folder and click the "New Folder" icon.
Creating Libraries from within the File Libraries Window
To create a new library from within the "File Libraries" Window, from the main navigation panel
Existing libraries are displayed in the "File Libraries" window, but the MDM file folder structure navigation tree is not displayed.
To create a new library folder from within the "File Libraries" window, click the "New Folder" icon and give it a name, check the "Library" checkbox, and if you wish to make it public, select the "Publish" checkbox and click Save.
Users with the corresponding privileges and permissions can add files to library folders through the "File Libraries" window by drag and drop or browse and upload.
Files accessed from the "File Libraries" window can only be downloaded or uploaded depending on the user privileges. They cannot be edited and the "File Maintain" page cannot be accessed through the "File Libraries" window. If you want to change a file, you must access the file from the "File Maintain" page or from the "Files" window.
Public libraries and the files in them can only be accessed from the public library URL that is provided by a MDM user with the corresponding privileges and permissions.
Each public library created at the root level of the file folder structure has a separate public URL (1), so that you can have separate branches of public library URLs.
There is no restriction on navigation and access within the specific public library URL branch, so any files or library folders or library sub folders (2) within that specific public library url branch can be accessed by a non-user who has the public library URL.
When accessed through the public url the files can only be downloaded, they cannot be edited or overwritten and no new files can be uploaded through the public URL.
If you want to change a published file, you must login to MDM and access the file from the File Maintain Page to modify the file.
Access to Files, Folders, and Libraries is controlled by "Security" settings.
Security settings are determined by the user type and the user privileges. You can click the "Properties" icon while in a folder or library to display the security settings for that folder or library.
To check security for an individual file, click the security section from the file maintain page to display the security settings for that file.
You can control security settings for files, folders, and libraries using User "Privileges".
in "Files", "Libraries" and "Markup".