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MediaBeacon University

MediaBeacon 2018 User Manual Draft

This is our draft text for MediaBeacon 2018 User Manual articles. It will be maintained until all articles are fully published on MediaBeacon University.

(DRAFT 1 - 2018-06-28)

Welcome to MediaBeacon's manual for end users of our product. Here's you'll find information on how to use MediaBeacon's array of functionalities.

What is MediaBeacon?

MediaBeacon is a web-based DAM (Digital Asset Management) system, and the name of the company which creates it, MediaBeacon, Inc.

Manual Sections

This manual is organized into sections that describe the user's interaction with MediaBeacon according to several categories of functionality:

  • Library Services
    • UI Concepts
    • Search
    • Browse and View Assets
    • Download
    • Upload
    • Metadata
    • Collect
    • Collaborate*
    • WIP / Design*
      • Adobe Connector*
      • Microsoft Connector*
      • BPM Quickstart
      • Distribution*
        • Social Media*
        • Enterprise Integrations*
        • Add-on Functionalities*
          • Rights Management*
          • Glossary*
          • User Components Reference*

* Documentation In Progress

Library Services


  • UI Concepts
  • Search
  • Browse and View Assets
  • Download
  • Upload
  • Metadata
  • Collect
  • Collaborate and Share

Web UI Concepts

The articles in this section will familiarize the user with the basic concepts of MediaBeacon's Web-based User Interface, or the Web UI, for short.

This section contains an overview and starting guides to basic concepts.


  • Workspace Basics
  • Component Basics
  • Contextual Menu Basics
  • Navigating Basics
  • Keyboard Shortcut Basics

Introduction to the Web UI



This interface allows users to login to MediaBeacon using either a local account (that is, an account managed by the MediaBeacon system), or authenticate against an Identity Provider (IDP) connected to MediaBeacon.

In some cases, users may bypass this interface when their organization uses a single sign on (SSO) or similar solution.

When local accounts are in use, the following links may be available:

  • Forgot Password: Allows the user to send an email requesting password assistance to system administrators.
  • Create Account: Allows users to enter a pre-generated code to create a local account.

Once logged in, the user will be redirected to the MediaBeacon Web UI.


MediaBeacon's Web UI allows users to view and interact with interface elements and data in the workspace. It can contain different arrangements of interface elements called components.

Users may have access to one or more workspaces, depending on what components are required for a given set of tasks.

For more on workspaces, see the [Workspace Basics] section.


In the Web UI, the term component refers to a set of interface elements that interact with the UI as a whole. For example, the Quick Search component allows the user to search for assets in MediaBeacon by entering a string of text to conduct a search.

Components may be placed in different areas of the workspace,.

There is a wide range of components available and many have administrator configurable options that change their functionality depending upon user needs. Note: In previous versions of MediaBeacon, components were referred to as widgets.

Components are often used together, so this guide arranges sets of functionalities together in the [Library Services] section.

For a comprehensive guide to the full options of each component, please see the [User Components Reference] section.


Files that are stored in MediaBeacon are referred to as assets. MediaBeacon can store any type of file and will create preview images for a wide range of file types.

Depending on the privileges of the user's account, the user may perform various tasks involving assets, such as: uploading, reading and writing metadata, searching, or downloading.

For more information on interacting with assets, see [Browse and View Assets] in the [Library Services] section.


User accounts are assigned to one or more Access Control Lists, or ACLs. These allow the user to access specific workspaces, access specific sets of assets, and define what functionalities may be used.

For more information about interacting with ACLs, see the [Workspace Basics] section.


Metadata (data about data) is stored in MediaBeacon using the XMP format, which is written into the assets themselves. This allows the metadata to stay attached to the asset anywhere it goes so the metadata is readable to a wide variety of other applications.

The most common way to display metadata in MediaBeacon is by using the metaform, which collects several metadata fields together into one interface element.

For more information about interacting with metadata, see [Metadata] in the [Library Services] section.

Workspace Basics

This section covers the basics of workspaces. The workspace shown here is the default "Infinite Scroll" preset workspace.

[image: workspace-typical-configuration]

Menu Bar

The menu bar contains a number of elements:

  • Clear Search Button: Clears the current search.
  • Navigate Menu: Allows the user to choose between available workspaces.
  • Command Menus: These menus contain commands.
  • Cart Component: Allows the user to quickly collect assets.
  • ACL Menu: Allows the user to choose between available ACLs.
  • User Menu: Allows the user to view their account details.
  • Help Menu: Connects to the top level pages of [].
  • Logout Button: Logs the user out of MediaBeacon.

Search Bar

  • Quick Search Component: Allows the user to search for assets by entering a string.
  • Search Status Component: Displays the current search criteria.

Component Layout Zone

  • Search Filter Component: Allows the user to search for individual pieces of metadata or convergences thereof.
  • Infinite Scroll View Component: Allows the user to see all assets that the current search returns, and to perform a variety of functions to them.

Notification Center

[image: notification-center-events-processing]

The popup dialog will be displayed when a background task is initiated. Examples of background tasks include: downloading a conversion, metadata writing, moving or copying assets.

The Notification Center can be closed by clicking on the title of the popup.


  • Download All [image: icon-notification-center-download-all] [CONTENT TBD]
  • Email All [image: icon-notification-center-email-all] [CONTENT TBD]
  • FTP All [image: icon-notification-center-ftp-all] [CONTENT TBD]
  • Remove All [image: icon-notification-center-remove-all] [CONTENT TBD]

Workspace Tabs

[image: workspace-workspace-tabs-highlight]

Workspace tabs are an alternative to using the Notification menu, allowing the user to to navigate between workspaces by clicking a button control rather than using a menu.

General Components Area

[image: workspace-components-area-highlight]

This area of the workspace is where most components may be found.

Component Basics

The majority of user interaction with MediaBeacon is performed through components. Components are interface elements within MediaBeacon that allow a user to perform specific functions, often interacting with other components in the process.

Component Visibility

Components have several states of visibility:

  • Titles Displayed: The component title will be displayed as a spindown element. Clicking here will collapse the component to show only the title, and in the collapsed state, clicking the title will expand the component.
    [image: component-search-filter-title-expanded]
    [image: component-search-filter-title-collapsed]
  • Titles Hidden: The title of component is hidden, and the component is always displayed
    [image: component-search-filter-title-hidden]
  • Toggleable: The titles are displayed but only one component in a column may be open at a time; any other component open in that column will collapse when another is expanded.
    [image: component-accordion-1]
    [image: component-accordion-2]
  • Custom Title: Component titles may be changed from their default string.

Contextual Menu Basics

Right clicking in many areas of the Web UI will display a contextual menu

  • Components have unique contextual menus. Shown here is the contextual menu for any View component.
    [image: contextual-menu-view-component-base]
  • The Workspace Options contextual menu is normally only displayed for administrators.
    [image: contextual-menu-admin-workspace-options]
    • This menu is displayed when right clicking on empty areas in the:
      • Menu Bar
      • Search Bar
      • General Components Area, where no component is resident
      • Workspace Tabs

Navigating Basics

There are several ways to navigate between interfaces in the MediaBeacon Web UI. Users may want to switch workspaces and ACLs based on the tasks they need to perform.

Switching Workspaces

Some configurations of the Web UI will allow the user to switch between workspaces. This may be done using the Navigation menu or Workspace Tabs.


Switching ACLs

When the user has access to multiple ACLs, they will be able to switch between them using the ACL Menu or the ACL Component.


What is an ACL?


Arbitrary Navigation

When required, MediaBeacon can obscure the switching between workspaces and ACLs using the Places Browser component, which will be presented with links or buttons to change the user's access, with customized labels.

The Places Browser may be presented as a Tree, Menu, or Buttons:


Keyboard Shortcuts Basics

For browsers running in a Windows operating system, use the Control key in place of ⌘.


  • Display keyboard shortcuts: Shift + ?

View Component

  • Clear selected assets: ⌘ + Shift + x
  • Delete selected assets (with confirmation): ⌘ + Backspace
  • Download selected assets (QuickDownload for a single asset): ⌘ + d
  • Highlight neighbor asset: Arrow Keys
  • Open/Close selected asset: Spacebar
  • QuickSearch: ⌘ + Shift + f
  • Select all assets: ⌘ + a
  • Add selected assets to the cart: ⌘ + s
  • View selected assets: ⌘ + Shift + v
  • Zoom in/out of the tile component: ⌘ + Alt + Up/Down Keys


  • Show/hide Bulk Edit selection dialog: ⌘ + b
  • Close Dialog: Escape
  • Show/hide Copy/Move selection dialog: ⌘ + Shift + c


This section will cover search functions:

  • Search Overview
  • Quick Search Component

Search Overview

MediaBeacon provides an array of ways to search for assets. Using any of them, such as Quick Search will add search criteria to the Search Status component. In many cases, each component used to add a particular criteria will clear the previous criteria.

Search Criteria

Search criteria are the set of individual search values that collectively filter which assets are displayed to the user, referred to as the current view.

When the user has access to select directories via the Directory Browser component, the current directory becomes the current search criteria, filtering the current view.

Boolean operators (AND, OR, NOT) are used to combine search criteria inadvanced types of searching, although they may not always be displayed in the Search Status component. For more detail on how to use boolean operators, see the [Quick Search], [Search Filter], and [Advanced Search] sections.

Individual terms may be removed with the close icon [image], or all terms may be cleared by clicking the Home button [image].

Current View

The current view is the set of all assets that match the current search criteria. This also the set of assets that are selected when the user chooses the "Select All" command. The Search Status component will show the count of assets in the current view to the right of the search criteria.


Search Status


Quick Search

The Quick Search component allows the user to enter text to perform a search that returns results based on values contained in metadata fields, text content (for select file types), and filenames.

The user enters a text string and then presses return, enter, or the magnifying glass icon ([image]) to perform the search. Each new string will clear the previous search criteria.

Whole Terms

Quick Search will use the entered string, and search based on the whole words contained within it. For example, the entry Fall Campaign contains two whole words, Fall and Campaign. This search would return assets that contain Fall, Campaign, Spring Campaign, Fall Colors, and Fall Campaign.

The string Campaign, by itself, will return assets that contain Fall Campaign, Campaign, or Spring Campaign.

If the user wishes to search for assets contain only Fall Campaign the string may be entered with quotes: "Fall Campaign".

Boolean operators (AND, OR, NOT) are not parsed as operators by Quick Search, so entering apples NOT pears will search for the literal string apples not pears, instead of excluding all apple assets that have pears. To search using AND, OR and NOT, use the Search Filter and Advanced search.

Advanced Search Button

An icon [image] to the left of the magnifying glass icon indicates that the Advanced Search is available. See the [Advanced Search] section for more info.

Optional Configuration

Search Within Current Results

Normally, each search with Quick Search removes the previous search criteria. The Quick Search component may be configured to search within current results, so that each Quick Search is combined with the previous criteria using the AND operator.

Substring Searching

In contrast to whole words, substring searching can find a string of characters within whole words. For example, a substring-enabled search for berg would return assets containing the whole word aubergine.

Substring search is not enabled for all metadata fields by default, an administrator enables this on a field by field basis. However, substring search is enabled for filenames by default.

Search Filter

Users can quickly filter assets based on specific values in specific fields by using the Search Filter. The Search Filter uses the metadata from assets to display the number of assets containing these targeted values, this is itself limited to the assets in the current view.

For example, under the Keyword field there might be five different values. In this case, the values would be five different keywords, and the numbers to the right are the total number of assets that contain this keyword within the set of assets in the current view.

The component's interface is divided into vertical sections, a field name (sometimes referred to as facets) and a list of values below it. The values displayed under a field name may be toggled open and closed using the spindown triangle icon [image] to the left of the field name. If more values are present than are currently displayed (often limited for reasons of height), the more button [image] is displayed.

Clicking the more button will display a filter field under the field name, and show up to 256 values in a scrollable display under the field name. The filter field will filter values shown in the scroll area, allowing users to quickly find any value in the list.

Adding and Removing Search Criteria

Click on a value to add that value to the search criteria that are displayed in the Search Status component, as well as displaying as a highlighted value in the Search Filter. After the value has been added, assets in the View component filters to only those assets that contain the selected value(s).

Clicking a value adds that value to the overall search criteria, displayed both in the Search Status component as well as the Search Filter as a highlighted value. Once this is done, assets displayed in the View component will be filtered, showing only those assets that contain the selected value(s). Likewise, the Search Filter component will only display the selected values, and any values that exist within the current view.

[image showing the above before/after]

The user can add more search criteria by clicking other values. The user can remove a value by clicking the Clear Value icon [image] to the right of a value. All values will be cleared when the Home button (in the upper left of the interface) is clicked.

Using Boolean Operators

The Search Filter use boolean search operators (AND, OR, NOT) to build complex searches quickly. For example, the search below can be built in 5 clicks:

[image of a complex search like ( Fruit Type = apples OR Fruit Type = blueberries ) AND ( NOT Food Type = pie AND NOT Food Type = cobbler )]

When any value is chosen, an operator indicator is displayed, initially reading AND [image]. This indicates which operator will be applied when subsequent values are chosen. When clicked, this will change to OR [image].

AND Operator

  • Multiple values chosen in a given field are automatically combined with AND.
  • Values chosen between different fields are always combined with AND.

OR Operator

  • Multiple values in a given field may be combined with an OR operator. Selecting the OR operator will return results that contain one or both of the search terms surrounding it.

NOT Operator

  • Shift-clicking any value will add it as a negative search criteria, which will return assets that do not contain that term
  • Shift-clicking the field name will add a null value search criteria, returning assets that contain no metadata in the chosen field.

Field Types

Fields that contain specific types of metadata have different options for display.

Single Value and Multi-Value Fields

Values in these fields types are displayed as pairs of values and counts.

[image of a simple value]

Hierarchical Fields

This type of field holds data that looks like this:

  • Animalia:Chordata:Mammalia:Carnivora:Felidae:Felinae:Felis:silvestris:catus
  • Animalia:Chordata:Mammalia:Carnivora:Canidae:Canis:lupus:familiaris
  • Animalia:Chordata:Vertebrata:Mammalia:Afrotheria:Proboscidea:Elephantidae

In a spindown form that looks like this:

[image of a hierarchical field with these values represented]

Selecting any of the interstitial values will filter any assets tagged with that value or any of the ones that contain it:

[image of Carnivora being selected]

Date Fields

These fields have a variety of display options,

  • Each value may represent a whole month or range of 3 months, filtering for that range of dates.
  • Values may be displayed as a hierarchy, with days and months nested within years.
  • A graphical calendar can be used, with optional color coded days for number of assets present.



This field type can display exact values, or arbitrary ranges of values as clickable selections.


Color Profile

The Color Profile displays a set of histogram colors. Every asset with a visual preview is tagged with some of these of these colors at the time of upload, representing the most prominent colors in the image. These colors are not exact matches, but rather used to broadly color-categorize images. Selecting a color will filter for assets containing these broad color categories.

For a full reference on this component, see [COMPONENTNAME].

Advanced Search

Advanced Search is not a component unto itself, but rather a dialog that's accessed from the Quick Search component. If the user is able to see a ([image]) icon to the left of the magnifying glass icon ([image]), the feature is accessible.

The Advanced Search dialog encompasses the entire browser's screen, containing two tabs, Advanced Search, and Keyword Search. There is also a saved search panel to the left.

Advanced Search Tab

The Advanced Search tab allows users to perform searches for arbitrary values on known fields. The user will need to know specifically which fields they wish to search.

Every search is composed of one or more lines that contain:

  • A specific field
  • A search operator
  • A value

The search is also affected by the the Criteria Conjunction setting, allowing the user to choose to combine all the search rows together with the AND boolean operator or the OR operator.


Users may add additional lines by clicking the "ADD" link, remove a line by clicking the ([image]) icon , and perform the search by clicking the "Search" button at the bottom.

If users with to add the search criteria in the Advanced Search tab to the existing search criteria (set prior to entering the Advanced Search dialog), they can click the "Search within results" button. In this way a user can create a complex search by consecutively using this function.

  • Comma Separated Values:
    • contains
    • does not contain
    • is null
    • is not null
    • Date:
      • is
      • is today
      • is after
      • is or is after
      • is after today
      • is at least N days after today
      • is before N days after today
      • is within N days after today
      • is before
      • is or is before
      • is before today
      • is after N days before today
      • is at least N days before today
      • is within N days before today
      • is not
      • is null
      • is not null
      • String & Text Area:
        • contains
        • is
        • does not contain
        • is not
        • is null
        • is not null
        • exact phrase
        • at least one word
        • all words
        • Integer, Real Number:
          • is
          • is greater than
          • is greater than or equal to
          • is less than
          • is less than or equal to
          • is not
          • is null
          • is not null

Keyword Search Tab

This tab is used to search the Dublin Core "Keywords" field, and displays a tag cloud of keywords in the system. The user may enter a string, or click a keyword to that individual value to the search field.

Entering text to search in this field is slightly different than Quick Search; entering a comma (,) will separate the string into two separate values.

[image of two separate values]

This search has a special mode selector, allowing the choice of either "All Keywords" or "Any Keywords". Given a search of (scenic) (sky), "All keywords" will return only those assets that have both scenic and sky in the Keywords field, and "Any Keywords" will return assets that have either scenic or sky.

This search may also used with the "Search within results" feature.

Saved Search Panel

As the "Save" button indicates in the lower left of the dialog, advanced searches may be saved, when "Save" is clicked, the Save Search dialog is displayed.

[image of save dialog]

Once the user enters the name and an optional description of a saved search, the Sharing Setting must be chosen:

  • Private: Only the creator of the search and Global Administrators may see the saved search in the Saved Search Panel.
  • Public: The saved search may be seen in the Saved Search Panel by all users.
  • Current Group: The saved search may be seen in the Saved Search Panel by all users of any ACL within everyone in the user's Current Group, even if they are not using one of those ACLs at the time.
  • Share with Specific Users/Groups: This selection allows user to share with specific other users and/or one or more specific groups. An optional email may be sent to the recipients.

Search Bundles

There is an additional option for saving a search, by clicking the "Create Search Bundle" button, an asset will be created that allows the user to recall the saved search.

This allows the user to:

  • Search for a saved search
  • Share a saved search as an asset
  • To add metadata or comments about a saved search
  • Change search parameters.

To recall the saved search, enter the Asset View for the search bundle, and open the "General" tab. Here, the membership criteria (search criteria) may be recalled or changed. Click the "View Member Assets" to perform the search, and "Apply Criteria" to save any changes to the membership criteria.

For a full reference on this feature, see [SECTIONNAME].

Browse and View Assets

This section will MediaBeacon's options for displaying assets

View Components

MediaBeacon has several types of components that display assets in a variety of presentations.

Common Features

View component shares some common features

Column Headings

At the top of the view component is a list of metadata fields that may be used to sort or filter the assets shown. Common options include

  • Sort A to Z: for string fields
  • Sort Z to A: for string fields
  • Sort Smallest to Largest: for numeric fields
  • Sort Largest to Smallest: for numeric fields
  • Size to Fit: automatically size the column to fit

View Switch Buttons

If more than one view component is present in a workspace. A set of icons will be show in the upper left of the view components to allow users to change the currently-displayed view component.

Contextual Menus

All view components have contextual menus containing an array of asset-oriented commands. Depending upon the type of asset or search criteria, these may display differing commands, only showing those pertinent in a given case.

Asset View

This dialog is accessed via any view component, by either double clicking an asset, or selecting it and pressing the space bar.

This dialog is the main way to view metadata and larger previews of assets.

Action Buttons


  • Quick Download: Downloads a copy of the asset
  • Add to Cart: Adds the asset to the user's cart.
  • Send External Link: Sends a link allowing non-system users to download a file.
  • Show/Hide Metadata: Opens the metadata panel.
  • Pagination: Located on either side of the asset preview, theses buttons the user to view the next or previous asset
Metadata Panel

This area displays Form Tabs, each containing a specific set of metadata fields. These may be clicked to open show the fields inside.

This area can be resized by mousing over the edge of the panel, and click-dragging. When pulled fully to the left, the "General" tab will be show below the asset preview.

Additional metadata Forms may be added by clicking the "Add Form" button in the upper right

For more information on metadate Forms, see [ANOTHERSECTION].

To exit, click the back arrow icon in the upper left of the black are, or press the Escape key.


Several view components use a paginated interface to move between pages of assets:

  • First Page
  • Previous Page
  • Current page Indicator
  • Next Page
  • Last Page


Multimedia Assets

Audio and video assets have a shortcut to open the asset view for that specific asset and autoplay the content.

Selecting Assets

See the [Selection?] section for more information on ways to select assets.

Highlights and Badges

To denote a specific metadata status, assets in view components may display a color strip overlaying the upper-left corner of the preview image and/or one or more icons . The icons also may show a label when they are individually hovered over.

Infinite Scroll

This component will show all assets that are available in a user's current view, that is, the set of assets defined by their current search criteria. It does not have a paginated interface, instead allowing users to scroll in a continuous list of asset previews.

The assets are presented without filenames until the mouse is hovered above them. While hovering, an asset menu is shown. This menu contains asset download options, usually Quick Download, but this may be different depending upon your instance's configuration.

Tile View

Tile View is very similar to Infinite scroll, except that:

  • The asset previews are of a fixed size, showing the center area of the asst preview
  • The interface is paginated, not continuous.
  • The asset name is always shown

List View

This view displays assets as rows of information: a small preview image, then the data corresponding to each metadata field used as a column heading.

Notable differences from other view components include:

  • The interface is paginated, not continuous.
  • Highlights only show the color tag, which is positioned in the corner of the row.

This view makes the search and filter capabilities of the column headings much more powerful as the data can be seen and edited directly. Editing metadata in this way is similar to the way cells in a spreadsheet are edited. The user double clicks on a field, and may enter data, then may use the following:

  • Return, to begin editing the same field on the asset directly below
  • Tab, to begin editing the next field to the right of the current, or
  • Shift-tab, to begin editing the next field to the left of the current

Some fields types, such as a dictionary or textarea may interfere with this, and may be clicked manually to begin editing.

Once a change has been made, that row will highlight in red, and any changed values will be highlighted with a contrasting color. To reject the edits or to commit them, click the Reset or Save icons [image] to the right of the pagination controls.

An automatic save which will occur 20 seconds after activity has stopped.

The list view also may have the Import / Export Wizard functionality enabled. For more information on this function, see the [IMPORTEXPORTWIZARD] section.

Video Edit View


Asset Selection

Assets in MediaBeacon may be selected, similar to icons in an desktop operating system.

Selecting Assets

Assets may be individually selected in any view component by clicking on them, or may be multiselected by shift-clicking multiple assets. A band-select may be performed by click-dragging in a part of the interface that has no other components, or between asset previews, and pulling a selection box that touches one or more assets.

[images of single, multi and band select]

The current asset selection is composed of all the assets that have been highlighted in this fashion.

The menu bar command Selection > Select All may be used to select all of the assets in the current view. Keep in mind that may potentially select a very large number of assets, beyond what is displayed on the browser's screen. Check the selection count [image], to the right of the Selection Menu, to see the how many assets are selected.

The asset selection is "sticky", being retained independently from search criteria. For example, a user might clear the current search criteria with the Home button, effectively adding more images to the current view and "pushing" the assets in the selection off-screen. The assets remain selected, as can be seen in the selection count.

[before and after pics]

For more information on working with selections, see the [Collect] section.

Deselecting Assets

Assets may be deselected by:

  • Clicking another asset, this will clear any other selections
  • Shift-clicking a currently selected asset
  • Clear Selection keyboard shortcut:
    • macOS: Command + Shift + x
    • Windows: Ctrl + Shift + x

Using Commands on Selections

Many commands can be applied to an asset selection, click below to read more on each topic.

  • [Create Menu] commands
  • [Selection menu] commands
  • [View Component Contextual Commands]
    • Submenu commands
    • [Keyboard shortcuts]

Directory Browser

The directory browser component is included when users need to interact directly with directories in the filesystem.

  • Clicking a directory will clear the current search and add the chosen directory as the current search criteria, filtering all result to that directory and any subdirectories.
  • Rename: double-click the name of a directory to rename it.
  • Drag and drop: move a directory to another location.

Drag and Drop within the Browser

An asset selection may be dragged and dropped within the MediaBeacon Web UI to apply a variety of commands to the selection. When an the user clicks and holds on an asset in an asset selection an asset stack is shown [image]. This displays previews of the first three assets, and a count of the assets. This tracks the cursor and indicates what function will be applied by overlaying a function icon on the top asset preview.

  • Move or copy assets: Hover over a directory. Once released, the Move/Copy Selection dialog will be displayed, allowing the user to choose to move or copy the assets.
  • Link assets: This command creates an asset link in all the assets of a selection. See the [Asset Links] section for more information.
  • Cart Icon: Add items to Cart. See the [Collect] section]

Contextual Menu Commands

This menu is shown when the user right-clicks a directory, or clicks the menu icon [image]

File Action Commands

The following commands allow the user to manipulate directories. Not all commands may be available to all users.

  • New: Create a new directory.
  • Rename: Rename a directory.
  • Delete: Deletes a directory and all files within it, permanently.
  • Move/Copy: Move or copy a directory and all contents.
  • Duplicate Folder: Duplicate a directory and all contents.
  • Download: Downloads a directory and all contents.

Expanded Privilege Commands

These commands are usually reserved for users with a management role in the system

  • Import: Regenerates previews. See the [???] section for more information.
  • Bundle & Folder Info: Allows the users to create folder bundles. See [Bundles] for more information
  • Create Data Asset: Allows the user to create a data-only asset in the folder selected. See [Data Assets] for more information.
  • Share External Link: Allows the user to share an entire directory with a link that requires no login. See [Share External Link] for more information.

Optional Interface Elements

  • Drag and Drop File Upload: When enabled, this allows files from the user's desktop to be dragged into a specific directory to upload to that directory.
  • Change Directory on Selection Move/Copy: Once a move or copy operation is completed, this function will automatically select the target directory that action, displaying all assets in that location.

View Component Contextual Commands

Many commands that apply to assets are accessed via contextual menus. The menu that contains the most commands is the view component contextual menu, which can be accessed by right-clicking an asset in a view component, or on the asset preview in the asset view.

[images of above]

Contextual Menu

The commands in this menu only act upon the asset clicked, with the exception of the "Selection" submenu. Commands there act upon all assets in the selection.

  • Open in new window: This command opens the current workspace in a new browser window, with search criteria set to the clicked asset's ID (see [Asset ID] for more information), automatically opening the asset view.
  • Copy link: This copies an URL to the clicked asset. When followed, this link opens a browser window in the same way "Open in new window" does. Note that a user must be logged in and have access to the asset in order to view it.
  • Quick download: This command will download the clicked asset to the user's computer, in the original format, with all XMP.
  • Download: This command allows the user to download the clicked asset with a choice of conversions into other formats. These may be presets or custom, depending upon instance configuration.
  • Selection: This is a submenu, discussed below.
  • Add to cart: This will add the clicked asset to the cart, See [Cart] form more information.
  • Pinpoint Text: Displayed only when when search criteria are present, this command shows text exerts
  • View original: This command acts differently upon assets depending on their format. When the asset can be displayed in a browser natively (such as JPG, PNG, and GIF), the asset will be opened in a new browser window. When the asset is of a non-natively displayable format, it will be Quick Downloaded.
  • Replace: This function allows a user to replace an asset's content, while retaining its metadata. The Replace Asset dialog will be shown, with an option to keep or replace the asset's name.
  • Crop: This command allows the user to choose to crop an image, and then download conversion. The Crop dialog allows users to drag out a crop area, either unconstrained or set to a choice of aspect ratios.
  • History: This command allows the user to view the raw log of actions that have occurred in the system. The History dialog's contents may be filter on a number of criteria; actions to a given asset, done by a specific user or group, actions in a date range, and by type of action. The displayed information may also exported to a CSV file. Note: This function is not typically available to end users.
  • Check out, Check in, and Cancel check out: See the [Check Out] section for more information on this function.
  • New version: See the [Version] section for more information in this function.
  • Views: This command allows users to replace the preview of an asset. This does not affect the downloaded asset's contents. Typically, this would be done when an image's rotation was incorrect, or if the asset was of an non-previewable file type. The Modify Asset Views dialog allows rotation change, and to attach a JPG file of no larger than 1920x1920 as a alternate preview.

Selection Submenu

The commands here act upon all assets in the selection. It also has the same list of commands in the

  • Bulk edit: This command allows the user to make metadata changes to an asset selection. See the [Bulk Edit] section for more information.
  • Download: This command downloads as described above, but acts upon the entire asset selection.
  • Move/Copy: As above, applying to the entire asset selection.
  • Delete: Permanently deletes the entire asset selection.
  • Import: Regenerates previews. See the [???] section for more information. Note: This function is not typically available to end users.
  • Link assets: This command creates an asset link in all the assets of a selection. See the [Asset Links] section for more information.
  • Email: This command opens the Email dialog, allowing users to email a set of assets to a list of recipients. The body of the email is automatically prefilled with a list of the asset selection's URLs. Optionally, the original assets may be attached to the email. Note: Maximum of 10MB per email, depending upon instance configuration.
  • Select all: This command selects all assets in the current view.
  • Load: This command displays the Load Saved Selection dialog, allowing the user to load a previously saved selection.
  • Remove: Displayed only when a user is viewing a saved selection, this command will remove the
  • Add: This command displays the Load Saved Selection dialog, allowing the user to choose a previously saved selection to which to add the current selection.
  • Add to cart: Adds the asset selection to the Cart.
  • Remove From Cart: Displayed only when a user is viewing the Cart contents, it removes a asset selection from the Cart.
  • Lightbox: This command displays the asset selection in the Lightbox. For more information, see the [Lightbox] section.


This section covers functions that involve downloading files from MediaBeacon. There are several qualities that a download can have:

  • Direct: Downloads of individual asset proceed immediately.
  • Queued: Downloads of multiple asses are held in the Available Conversions area in the Notification Center to be downloaded once triggered.
  • Original: Assets are downloaded in their original format.
  • Conversion: Assets are converted to an alternative format then downloaded.

Downloading files in MediaBeacon has a few variations, primarily whether an asset is being downloaded immediately, or if it is being held in the "Available Conversions" area (formerly called the "Loading Dock").

Quick Download

Quick Downloads are direct downloads of the original (unconverted) format of an asset. This occurs on single assets and can be triggered by:

  • Hovering over an asset in Infinite Scroll or Tile View will show the asset menu.
  • The contextual menu for an asset will have the "Quick Download" command.


Conversions are downloads of an asset that have been converted to another format before downloading. To perform a conversions, several methods may be used.

  • The command "Download" in the Selection and contextual menus.
  • When used, the Conversions component displays a list of available conversions.
  • The asset menu, under a special configuration, displays a list of available conversions.

Conversions Dialog

When the "Download" command is chosen, the Conversions dialog is shown, allowing users to user Preset or optionally Custom downloads (see the [Conversions] component section for more information on this function).

Once a conversion has been chosen, the asset will be sent to the Notification Center while it converts to the chosen format. The user may click the

Optionally, a conversion preset may be configured to automatically download. In this case, it will not be held in the Notification Center, and downloads as soon as its conversion is complete.

Immediate Download

As the name implies, assets downloaded in this fashion are downloaded immediately. This can be either as:

  • Single Assets: Quick Download: The asset is downloaded as a ZIP archive, and then automatically uncompressed.
  • Multiple Assets: Automatic Conversion Downloading: This is an option that can be configured for an installation that causes any assets that use a given Conversion to

Available Conversions

Formerly known as the "Loading Dock"

Metadata Retention

When an asset is downloaded, any XMP metadata present in the asset is included at the time of download.

Related Links

  • [Aspera]
  • [Rights Management]


In MediaBaacon "conversions" is the general concept of downloading an asset, and changing its format as it is downloaded. This might be converting a PSD file to a JPG, or reducing the size of a TIFF file by 50%.

Conversions Dialog


When choosing to Download an asset, the Conversion dialog is displayed. Two tabs, "Presets" and (optionally) "Custom" are shown.

Presets Tab

Presets allow a user to choose a preset of conversion operations. Depending upon the preset configuration, the assets may be downloaded immediately, or be held in the Notification Center, under Available Conversions. If this is the case, the contents of this section can be downloaded with the Download All button, or individually using the download icon on each asset preview.

Custom Tab

This tab is usually only enabled for users who need to pick and choose various conversion qualities. Downloads using this tab will be delivered as ZIP archives.

  • Remove directory hierarchy: This option is enabled by default. It causes assets in different directories to be delivered without being packaged in folders representing the asset's location in the MediaBeacon filesystem.
  • Download on conversion completion: This option is enabled by default. This will trigger an automatic download once all items in the conversion are complete.
  • Notify by email when processing is complete: This option will send an email to the user when the current conversion is complete,

Conversions Component


This components displays all or a subset of the available conversions seen in the Conversions Preset Tab. Clicking a conversion or dragging an asset selection to a Conversion will trigger the conversion to begin.

Again, depending upon the preset configuration, this may cause a download to commence when the conversion is complete, or send the conversion to the Notification Center Available Conversions area.

Quick Download

The Quick Download function downloads a copy of an asset in its originally-uploaded format. It is found in the following places:

  • Asset Action menu, a menu visible in the Infinite Scroll and Tile views. It is visible when an asset is hovered over.
  • View component contextual menu.

This function is designed to download individual assets, but a "Quick Download" function for multiple items may be configured as a Conversion.


This section covers uploading functions in MediaBeacon.

Related Articles

  • [Import]
  • [Replace]
  • [Views]
  • [Checkout]
  • [Versioning]

Upload via Menu

An out-of the-box way to upload is to use the Upload command in the Create Menu, opening the Upload dialog.


The user may choose two options for the target directory of the upload:

Standard Directory

The upload location will be a folder named "upload", located under "Index". Within, a directory named with the uploading user's username, and a timestamped directory for each upload event

  • Index/upload/username/2018.10.10 12.34.56

Current Directory

This option will set the currently-selected directory in the Directory Browser as the upload target directory.

Select File

This button opens a standard OS-level file-picker, allowing the user to pick a file to upload. Additional files may be included in an upload

Metadata Preservation

A warning will appear when a file is attached, stating. "Metadata may not be preserved unless a '.zip' archive is used." This is a fairly rare circumstance, only pertaining if the metadata concerned is not written as standard XMP, such as metadata stored in the file's Alternate Data Stream (Windows) or Extended Attributes, (macOS).

Upload via Drag and Drop

Users may upload by dragging and dropping one or more files from their OS desktop into their browser window to upload to MediaBeacon. Several different areas in the UI are valid places to drop files, referred to as upload dropzones. Each of these may trigger different options.

Upload Dropzones

  • Upload HTML Component
    • This is the most common configuration, with one or more present in the UI.
    • They may also be clicked to show an standard Upload dialog.
    • Note that this component's appearance is fully customizable, so they may have a different design in any MediaBeacon instance.
    • The upload location is preset by a system administrator.
    • View Component
      • The view component on a workspace may be configured to act as a dropzone.
      • The upload location is preset by a system administrator.
      • Optional Configuration: this component can be configured to uploaded files to the the currently selected directory in the Directory Browser.
      • Optional Configuration: A link is created between the uploaded assets and the asset upon which they are dropped.
      • Directory Browser
        • Optional Configuration: This component may allow each directory displayed to act as a dropzone, uploading to that directory.
        • Workspace
          • If the user drops files on a component that has no upload options, disables upload options, or drops files in an area that has no component, the workspace itself will act as an upload dropzone.
          • Workspace uploads are placed in the Standard Directory.

Upload Metaforms


Upload metaforms are a keystone of the metadata and searching lifecycle in MediaBeacon. They can be configured to appear when a user uploads a file, usually on the Upload component or Workspace level.

These metaforms function similarly to other metaforms, with a few exceptions. When an upload metaform is presented, the upload will eventually pause, waiting for the metaform to be submitted. Once done, the metadata is added and the files, now MediaBeacon assets are moved to the configured upload location.

Required Fields

It's common to have one or more fields be required to be filled in order to submit any values on the form. In this state, a field will have a "Required Value" indicator.


This function allows the "file" portion to be updated while retaining the same "asset" information, such as Asset ID and metadata.

An example would be the need to do photo touch up on an image that's already been tagged with metadata, to remove a photographic flaw, or color correct it.


The new version if the image becomes the current version of an asset, and the older versions are accessible in the Managed Versions metaform tab,


To make a new version, the user right-clicks an asset and chooses "New Version" from the contextual menu, displaying the New Version dialog.


  • Select File: Opens a standard OS file picker to choose an file to upload as replacement.
    • Note that no UPload Metaform is dsiplayed for this operation, regardless of other configuration, as it's being used with a preexisting asset.
    • Comments: Text here can be used to identify the version.
    • Replace Name: this option will change the name of the asset to the new file. This is especially useful when the new file is of a different file format.
    • Replace Metadata: Optionally, XMP metadata in the new file may replace metadata in the asset. This will remove all metadata (except Asset ID), even fields not present in the uploaded file.
      • Some metadata is always changed to match the new version, such as: File Size, File Format, and Color Profile.

Past Versions

The Managed Version metaform tab is used to display the previous versions of an asset.

  • A spindown panel, "Named" shows all versions. This interfaces ia paginated, and has a button to show all versions in the current view component.
  • Asset Action Button: When an asset is hovered over, this icon is shown. It shows a submenu with the following commands
    • [image] Quick Download: downloads the previous version
    • [image] Compare: Opens the "Compare Versions" dialog, showing a image that represents the difference in pixels between the two versions.
    • [image] Promote to Current Version: This will exchange an older version for the current version.
    • [image] Delete: Removes an version permanently.
    • Version Numbering: The current version number is 1 higher than the highest number shown on all the versions under "Named"
    • Managed Versions only shows versions when viewed from the current version asset.

Versions and the Asset ID

Non-current versions will have their asset ID changed while the current version will retain the original Asset ID.

Related Functions

The Check Out function is similar to Versioning, and usually only one of the two functions are used in any given installation.

Check Out

The Check Out function is much the same as the Versioning function, but with some notable exceptions. When the Check Out contextual menu command is chosen on an asset, it is immediately Quick Downloaded and Checked Out. This is done to prevent other users from altering a file while it's being altered.

  • Checked Out status: An asset in this state cannot be altered. It cannot be moved to another location, copied, renamed, or have any alteration to its metadata. In the Managed Version metaform tab, the version is listed as "Working Copy".
  • Downloading: A checked out asset cannot be downloaded by users, other than the user that checked it out, who can download again if needed.
  • Check In: only available to the original checkout user, this command opens the Check In dialog. It allows the user to upload a new versions. This will rename the asset to the uploaded file's name, however the original metadata is retained.
  • Cancel Check Out: This command will unlock the asset, no new version of tha asset created.
  • Administrator override: An administrator is able to cancel a check out or check in a version.

Related Functions

The Version function is similar to Checkout, and usually only one of the two functions are used in any given installation.



The Replace commands is similar to both Versioning and Check Out, with the following exceptions:

  • It does not create a version, the "file" aspect of the asset is permanently replaced, with the metadata being retained.
  • Optionally replaces the asset's name
  • Does not lock the Asset.


Metadata is data about data, and MediaBeacon uses the Adobe XMP standard to store this information. XMP metadata is written into the data of a file, making the metadata strongly-attached. This allows the metadata to travel with the file, instead of residing in an external source. This approach to metadata also allows XMP-aware applications to read and write metadata to that specific file, so that that all future users of the file can use this information.

From the user's perspective, metadata values are displayed in fields, which are collected together in schemas. In MediaBeacon, the interface that displays these data structures are called metaforms.

[image of example metaform]

When XMP metadata is written to a file, each value is stored with the field and schema, so the information will always have context. An asset containing a metadata value is sometimes referred to as being tagged with that value.

[image of DC form]

Over the life of the XMP standard, various industry standard schemas have developed, such as Dublin Core Properties or Adobe Photoshop Properties. Although there are standards that exist, one aspect of XMP is that the display of metadata is variable, a common practice being to label fields differently than their canonical field names. A good example is data structure behind the Dublin Core Properties "Keyword" field:

  • The above is an example of a XMP/XML expanded name consisting of a namespace URI (aka namespace name), and a local name.
    • Namespace URI: "" This value is used in MediaBeacon to define a schema, a collection of related fields. The schema name "Dublin Core Properties" is a label applied to make this information more human-readable.
    • Local Name: "subject" This designates the field itself, "Keywords" is the display label.

MediaBeacon's metaforms can change the label of schema or fields, but the data entered will remain unchanged.

The articles below will discuss different ways to view an edit metadata in MediaBeacon

Related Articles

  • 3D Viewer

Asset View

Asset View is a full-screen dialog that is used to view the metadata of a given asset.


Asset View Controls

Asset view can be opened in any view component by double-clicking the asset preview, or pressing the space bar when an asset is selected.

  • Back Button: Closes the Asset view. Thi s can also be done with the Escape Key. Note that this not the browser's back button.
  • Asset Preview Panel: This shows a scalable asset preview. This larger preview will generate when needed, so if the image is blurry, a higher res preview will appear after a few seconds.
    • Next and Previous Buttons: When the current view contains multiple assets, these arrows will be shown, indicating the user may click them or use the left and right arrow keys to display the next or previous Asset View for the assets in the current view.
    • Asset View Action Buttons: In the upper right of the Asset Preview Panel. These functions apply only to the asset being viewed.
      • Quick Download: See [LINK] for more on this function.
      • Add to Cart: See [LINK] for more on this function.
      • Create External Link: See [LINK] for more on this function.
      • Metadata: This will toggle the display of the Info panel.
      • Info Panel: This panel displays the metadata form tabs.
        • Resizing: when the cursor is hovered over the left edge of the metadata panel, the resize handle is shown, allowing the user to change the width of this panel and the Asset preview.
          • When the Info panel is expanded as far as possible to the right, the "General" tab is displayed below the asset preview.
          • Select Metaform: This button in the upper right of the Info panel allows the user to add available metaforms to the list below
          • Metaform Tabs: A list of metaforms, in an accordian-style interface, allowing one form to be opened at once. See [Metaforms] for more information on using these forms.


Metaforms are MediaBeacon's main interface for displaying metadata. They can display a whole schema of fields, a set of fields from disparate schemas, or have a special display for other types of data.

Data Display and Editing Metadata in Metaforms

To view the values in a metaform, click the named tab, which will open the list of fields. The first time a form is opened, fields that contain no data will be hidden. To display all the fields, click the "Show N Empty Fields" button, which reveals all field in the metaform.

[image: display before / after]

Field Types

MediaBeacon's metaforms can use a wide variety of different field types, many of which check they type of data is entered before it's written into an asset.


[an image showing all of the below, labeled]

  • String: Contains any text string of data, but does not record line breaks.
  • Date: Contains dates in the "YYYY-MM-DD" (ISO 8601) format. These fields are indicated by a greyed out "YYYY-MM-DD" and field action button, on the right. Dates may be entered manually, or by clicking the field action button to use a calendar picker.
  • Text Area: A string field that accepts line breaks, and expands vertically to show all the data recorded.
  • Checkbox: This type of field displays a checkbox, which is checked or unchecked.
  • Email: Ensures that the string entered contains an "@" symbol.


  • Asset Reference: This field checks that the entered value corresponds to an extant Asset ID. When written, the value is displayed as a hyperlink, which opens the Asset View of that asset in another browser tab.
  • Phone: Contains data consisting of ten digit characters.
  • Integer: This field type allows a positive integer of up to ten digits, with a maximum value of 2,147,483,647 (the maximum size of a 32-bit signed integer).
  • Positive Integer Fields: As above, but the value may be negative.
  • Real Number / Positive Real Number: These fields allows decimal values of up to ten digits.
  • Large Number: This field type contains positive integers of up to 19 characters with a maximum value of 9,223,372,036,854,775,807 (the maximum size of a 64-bit signed integer).

Code and Web Data Formats

  • Code: This field type displays javascript code with color-hinting.
  • URL: This field checks that the entered value is a valid hyperlink, and once written, is displayed as a clickable link. Note: URL resolvability is not checked, just the format.
  • Advanced HTML: Allows input of HTML code, showing a rendering of the code above the field.
  • Simple HTML: This field allows HTML code to be entered using a WYSIWYG rich text interface.

Controlled Vocabulary Fields

  • Force Dictionary: This field type allows only a value from a predefined list as a valid value.
    • Clicking on a dictionary field's action button displays a dropdown menu of allowed values.
    • The user may also type in part (or all) of a value's name, and the dictionary list will be shown, automatically filtering the values.
    • The user may click the value or use the up / down arrow keys and the return / enter key to enter the full value.
    • If a value is entered that is not in the dictionary, any metadata edits on the current metaform cannot be saved until corrected.
    • Suggest Dictionary: Similar to force dictionary fields, these fields will accept any value, but still allow users to choose a predefined value.
    • Hierarchical: Either type of dictionary field may be configured to use a hierarchical dictionary.
      • This data structure places a set of values in a taxonomic structure, geographic data being a good example, having larger regions as containers, or supersets of values:
        • "Continent", "Country", "State", "City"
        • North America:United States:Minnesota:Minneapolis
        • North America:Canada:Ontario:Toronto
        • South America:Brazil:Santa Catarina:Florianópolis
        • When an asset is tagged with "Minneapolis", it implicitly will contain the other values in the chain of containing elements, so that asset would be found in any search for those superset terms.
        • When filling out a hierarchical dictionary field, the pulldown list will contain concatenated terms, separated by colons, as seen above. The typeahead filtering will return any entry that contains the typed string. For example "polis" would return the first and third strings.
        • Cascade: A hierarchical dictionary field may be displayed as a cascade element
          • Each value on a given level of the dictionary will be shown together in a pulldown menu,
          • Once a value is chosen, it will be displayed to the upper right of the field, and the pulldown menu now displays the immediate child values of the chosen parent value:
          • Menu 1
            • North America
            • South America
            • Menu 2
            • North America >
              • United States
              • Canada
              • [image of above]]

Multivalue Data

Multi-Value (aka Comma Separated Value) fields allow multiple discrete values to be entered on one field. These values are entered as separate terms by pressing the comma key between strings. Individual values may contain spaces, and even commas, but these must be keyed in with a preceding backslash: "Lastname\, Firstname" = "Lastname, Firstname".

  • Comma Separated Values: String values
  • Comma Separated Textarea: Allows comma separated text and line breaks
  • Comma Separated Dates: Dates only
  • Comma Separated Cascade: Combines Comma separated values and the Cascade display style for hierarchical dictionary fields.

Complex Field Types

  • Starred Rating: This field type displays a set of five stars to denote a rating.
  • Data Block: Provides a way to make entire metaforms into multivalue structures, instead of just individual fields.
    • The "Add Block" button adds a spindown tab labeled for the predefined metaform, and adds a numeric value to the name to denote what order the instances were added
    • Each of these metaform instances will perform as though they were on separate assets, storing different values in each instance of a given field. When referenced for search, values in an assets data block will return that asset.
    • A common use of this structure is to record multiple fields of metadata for recurring events, such as each time an asset is printed. In this case, useful fields might be the date of printing, the run length and the colors of ink used.

Other Field Settings

These settings may be applied to any other field type

  • Required Fields: Also known as "Not Empty", any field may be set to require a value. If no value is provided, the metaform as a whole will not save any data until required fields are filled.
  • Read-Only: These fields may be of any other type, will be greyed out, indicating that the data may not be edited using this metaform.
  • Prefilled Text: A fields may be configured to autofill a given value when the metaform is displayed.

Keyboard Commands in Metaforms

  • Tab: moves the cursor to the next field.
  • Shift-tab: moves the cursor the previous field.
  • Return or Enter will save all edits in the current metaform

Saving Metadata Edits

When data has been entered, the "Cancel" and "Save" buttons will be shown at the bottom of the Info panel.

Special Metaforms

Some metaforms have a non-standard display, for clarity, or to handle non-xmp metadata.

  • General: Displays some basic information about the asset
    • Asset ID
    • Discussion: Displays the Comments and Annotations for the given asset.
    • Document Report: Displays additional information from InDesign and Illustrator documents, including information about other assets that are placed images within these files.
    • Used in Assets: Displays other assets within which the given asset is a placed file.
    • Asset Links: Displays information about MediaBeacon's inter-asset linking function. Note: this is not related to placed files.
    • Automatic Versions: Displays automatic versions of files as defined by Adobe XMP Media Management Properties.
    • Managed Versions: Displays versions of assets that have been made via the Versioning or Check Out functionality.
    • Video Transcodes: Displays all the transcodes in the system for a given video asset.

Metaform Stamper

This component allows users to write a predefined set of metadata to one or more assets, or like a rubber stamp for metadata.


One or more stamp panels are displayed, each is a preset that shows an icon, name and, if enabled, the first two pieces of metadata to be written.

The user may make a selection and click a stamp to write the metadata immediately. Alternatively, an asset selection can be dragged and dropped onto a stamp panel to perform the same action.

Optional Configuration

  • Confirmation Dialog: Displays a confirmation before any data is written.
  • Description: Displays the first three fields of metadata to be written.

Metaform Component

This component is used to display a metaform outside the Asset View or Bulk Edit dialogs. The form has no function until an asset selection is made,

  • Single asset: When just one asset is selected, the metaform will show any metadata that may be resident in the selected asset in that metaform, and allow metatdata to be edited.
  • Multiple assets: In this case, the metaform will not show any metadata of the selected assets, but allows the user to write metadata to multiple assets at once, and perform different Field Edit Actions. For more information, see the [Bulk Edit] section.

Optional Configuration

  • Hidden Metaform: Optionally, the metaform will be hidden until an asset is selected, saving space in the Web UI.
  • A special version of this component can be used to kick off a workflow.

Bulk Edit

The Bulk Edit function is used to write a set of metadata to an entire asset selection. Once an asset selection is made, the user may choose "Bulk Edit" from the "Selection" Menu or "Selection" in the contextual menu.

Bulk Edit Dialog


This dialog allows the user to pick from a list of available XMP metaforms, to enter metadata changes to perform, and to see a summary of all the changes being made before committing the metadata write.

One aspect of the Bulk Edit function that makes it especially useful, is that it can write to fields in multiple metaforms at once.

Field Edit Actions

When mass-editing metadata, the need for more refined control over that write is important. The following setting may be applied to fields.

One of the following actions may be chosen per field, from the Field Edit Action menu and performed on all assets in the selection.

  • No Action: No metadata is written on this field.
  • Clear Fields: All metadata will be removed from this field.
  • Replace: All previous metadata will be overwritten with the entered value
Special Actions
  • Append: Appends a string of text to the end of a Text Area or String field.
  • Add: Adds a given value to a multivalue field, retaining all previous values.
  • Delete: Removes only the specified value, retaining all other values.

Searching for Assets Using Color

When an asset is uploaded to MediaBeacon, a color histogram is generated, recording the 21 most prominent colors as HEX values in the Color Profile field. MediaBeacon has two special fields that can be added to the Search Filter component, Color Profile and Pantone Colors.

Color Profile


In the Search Filter, this field displays a grid of 112 color swatches. Similar to other Search Filter fields, if no assets in the current view contain a given swatch, those swatches will be hidden.

Each swatch acts as a value in any other Search Filter field, each one clicked is added to the search criteria, represented by a color swatch in the Search Status component. Multiple swatches may be selected to further refine asset results. Especially useful is shift-clicking a swatch, adding a "NOT swatch" to the search criteria, ruling out assets that contain a given color.


Pantone Colors

The Pantone Colors field allows users to search for assets that have colors near the Pantone color swatches.

Assets are tagged with a list of Pantone colors that represent close matches to the values in an asset's Color Profile.

This field is slightly different than the Color Profile field in that it does not allow "NOT" selections.

Related Articles

  • Search Filter


In MediaBeacon, the concept of bundle is a way of showing various data structures as assets.


Info Folder Bundle


This is the basic bundle type, containing metadata about a folder.

  • It is represented in View components by a folder-style icon.
  • It acts as an asset, able to be be tagged with metadata and returned in searches.
  • The contextual menu for a bundle contains a special command: "Show bundle contents". This selects the folder in the Directory Browser, filtering the current view.
  • Files may be moved in and out of a info folder, the same as any other folder / directory.
  • Unlike the folders in the Directory Browser, bundle icons in view components are not valid drag and drop targets for the purposes of moving or copying assets. Drag and drop will instead prompt the asset linking function.

Transparent Bundle


This type of bundle has all the functionality as an Info Folder, with an added feature. Assets in a transparent bundle can inherit the metadata written to that bundle.

Metadata Inheritance

Fields can be specifically designated as "bundle fields". When a transparent bundle has a value written in a bundle field, this allows child assets to inherit those metadata values. In this arrangement, the bundle is often referred to as the "parent", and the contained assets as the "children". There are two types of bundle field:

  • Non-Overridable: This is the standard bundle field, child assets inside a bundle will have bundle field values controlled by their parent.
  • Overridable: This type of field allows child assets to have different metadata in bundle fields.

Bundle fields act as normal fields except when viewed on bundles or child assets. In this case, they are indicated by an icon on their right. Four different icons indicate status:

  • Lock icon [image]: Indicates that the value is synced between parent and children.
  • Unlocked icon [image]: Indicates one or more one child's value in an overridable field is not synced to the parent. Clicking will overwrite the values in all child assets to match the parent's values.
  • View parent bundle folder [image]: Displayed on bundle fields of child assets, clicking this icon will open the parent bundle in the asset view.
  • Use parent bundle folder value [image]: Displayed on child assets that have unsynced metadata. Clicking will sync the asset's value with its parent.
Retaining Metadata on Directory Change

When an asset is moved out of a bundle with bundle fields, values in those fields are retained. However, when an asset with values in bundle fields is moved into a bundle, those values may be overwritten.

  • Non-Overridable:
  • Overridable:
Nested Transparent Bundles

Bundles may be nested, with bundles inheriting metadata from their parent as other assets would.

In this case, non-overridable fields inherit the value from the topmost bundle, and overridable fields inherit the immediate parent's value.

Overridable field's asset field icons functions are also more specific in this case:

  • View parent bundle folder [image]: Open the immediate parent bundle.
  • Use parent bundle folder value [image]: Sync the asset's value with its immediate parent.

Opaque Bundle


An opaque bundle obscures all contents from the view component, and also removes the folder from the directory browser, making the folder and all contained assets as a single asset.

When downloading the bundle, all contained assets are included.

Results Based

These bundle types are asset representations of saved searches and saved selections. These bundles do not contain assets the way folder-based assets do, but have "member assets", assets that are the search results of a saved search or a saved selection.

For more information on these functions, see the [Saved Searches] and [Saved Selections] sections.

Metadata Inheritance

When bundle fields are used with these types of bundles, syncing functionality is altered to a metadata "push" functionality. In these cases:

  • Metadata is written to member assets only when it is written to the bundle asset.
  • There is no distinction made between overridable and non-overridable fields. All bundle fields effectively become overridable.
  • Bundle fields in bundle assets will not detect when member assets have differing metadata.

Search Bundle

[image: search-bundle-asset]

A search bundle is displayed as an asset, containing its own metadata, and allowing complex searches recalled by using a search.

A search bundle's contextual menus has a special command, "Show bundle contents" that changes the current view to the bundle and any assets that would be returned by that search.

Editing Search Bundles

The criteria used to define a search bundle is editable on the General tab in the Asset View, under "Search Bundle Membership Criteria", in an interface similar to the advanced search dialog.

Once edits are made, clicking "Apply Criteria" will save them. The "View Member Assets" has the same function as "Show bundle contents", above.

[image: search-bundle-general-tab]

Selection Bundle

[image: selection-bundle-asset]

A selection bundle is displayed as an asset, containing its own metadata, and allowing complex searches recalled by using a search. One useful feature is that the discussions function allows user to make comments on collections of assets.

Contents of selection bundles can be edited in a limited way. The current selection may be added to a selection bundle using the "Selection > Add" command. This opens the "Add to Saved Selection" dialog, allowing users to click on a selection bundle, combining the contents of the current selection with the selection bundle's member assets.

One limitation is that assets cannot be removed selection bundle's member assets.

Metadata Import & Export


Preparing Data Sources - Character Encoding

Data Types

Preparing MB Interface Import / Export Wizard



Bulk Select

Clarifai AI


This section will cover the suite of functions MediaBeacon provides for collecting groups of assets. Searching functions can be considered a way to collect, but the topics here deal with ways of making "picks" of assets that have varying levels of downstream re-use.

Related Articles

  • Saved Searches

Saved Selections

This functionality provides a way to recall sets of assets without having to add common metadata or to move them to a directory structure.

Saved selection commands are found in several places.

  • Menubar > Create > Save selection: Creates a saved selection.
  • Menubar > Selection > Load: Loads a previously saved selection. The Search Status component's search criteria replaces with "selection is ", the current view only showing assets in that saved selection.
  • Menubar > Selection > Add: Adds the current asset selection to a previously saved selection.
  • Menubar > Selection > Remove: Removes an asset from a saved selection
    • Only shown when a selection is the current search criteria

Note: "Selection" is also located in the asset contextual menu.

Create Saved Selection Dialog

Displayed when the users creates a saved selection

  • Name & Description: Identifies the saved selection in the Load Saved Selection Dialog
  • Sharing Settings:
    • Private: The saved selection is only visible to the the user who created it.
    • Public: All users of the system may see this saved selection.
      • Current Group: This allows users of the group the user is currently using to see the saved selection.
      • Share with Specific Users / Groups: This selection has a number of options
        • User: One or more users may be chosen with whom to share the selection.
        • Email: If enabled, an email containing a link to the selection will be sent to the above recipients. The user will be able to enter additional body text for the email.
        • Modifiable by the Shared Users: Shown for all above settings except for "Private". This button allows other users to modify the selection, such as change its name, description and member assets.

Load Saved Selection Dialog

[image: load-saved-selection-dialog-modifiable-menu]

Displayed when a user loads a saved selection, this dialog has headings for selection bundles, shared saved selections, and private shared selections.

Each entry shows the selection name, and preview icon of the first 8 assets. If a description was added it is shown when the clock icon is moused over. An indicator number shows how many assets are in the selection

When a saved selection is modifiable, it will show an action menu in the upper right:

  • Edit: This will display the Create Saved Selection dialog, allowing editing of those properties of the saved selection.
  • Delete: Removes the saved selection for all users. Assets themselves are not removed.well


[image: lightbox-interface]

The lightbox allows users to quickly compare assets side by side, to narrow down a selection of assets, similar to a physical lightbox.

It can be accessed via Selection > Lightbox.

The first 25 assets in an asset selection will be displayed in the Lightbox interface, composed of a preview area above and a selection strip below.

Assets in the selection strip may be toggled on and off with a click, but do not alter the asset selection until the "Select Assets" button is clicked, which changes to contain only the selected items in the lightbox.

To exit without changing the asset selection, the user may click the Close button in the upper right.


[image: cart-in-menubar]

The Cart component (formerly the "Scratch Basket") is a temporary, private, saved selection designed as a fast way to collect assets for later use.

Assets may be added to the Cart via drag and drop as well as using the Selection menu


Once assets have been added, the Cart icon will change it's display, highlighting, a asset count, and a clear button.

[image: cart-filled]

Clicking the Cart icon when highlighted will change the current view to the cart's contents, allowing any operation that's done to asset selections to be performed to the cart contents.

[image: cart-my-cart-current-view]

To remove one or more assets from the cart, select them, and choose Selection > Remove from cart.


This component can be displayed as a regular component, with functionality of the Scratch Basket in MediaBeacon 8.x.

Asset Links

When an association between assets is needed, an option is to use asset links. These links are different from other types of metadata in Mediabeacon, in that asset link data cannot be searched. For most applications, using a metadata value in common is a more scalable solution.

The asset linking function must be enabled by a system administrator to be used.

Linking Assets

Assets can be linked using several methods:

  • Drag and Drop: Dragging assets onto other assets creates an upgrouped link (see below).
  • Menu Command: When a selection of two or more assets is made, choosing the "Selection > Link assets" command will open the Linking Current Selection dialog (see Named Linksets, below).
  • Upload: A view component can be configured to allow linking assets upon upload.

Linking Current Selection Dialog

Asset Links Metaform Tab

This special meatform is split into several linkset sections, Ungrouped Links, and any number of Named Linksets. Each of these subsections has similar interface controls:

  • Header Controls: at the top of each linkset.
    • Pagination [image]: This panel can be paged through, similar to the Tile View if many links are present.
    • Show in view component [image]: This button will close the Asset View, and display all assets listed in the linkset in the current view component.
    • New Link [image]: Allows an asset to be added by entering a valid Asset ID. A description may also be entered. This is shown under
    • Asset Actions: at the upper right of each asset in a linkset
      • Edit Link: Allows the user change the asset linked, by entering an Asset ID. Also allows a description to be entered, which will be shown in the asset links tab.
      • Delete Link: Removes the asset link, both assets otherwise unchanged.

Ungrouped Links

This panel shows all assets that are linked with this asset. These are divided into

Named Linksets

When a link is created with the Linking Current Selection dialog, a named linkset may be created.

The name of that linkset can be entered as well as descriptions for each asset.






External Link

Related Links

  • Saved Searches
  • Saved Selections
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