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Copyright © 2014–2015 Celartem, Inc., doing business as Extensis. This document and the softwaredescribed in it are copyrighted with all rights reserved. This document or the software described may not becopied, in whole or part, without the written consent of Extensis, except in the normal use of the software,or to make a backup copy of the software. This exception does not allow copies to be made for others.Licensed under U.S. patents.
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Extensis Portfolio 2016 2.0 • Nov 10 2015, 10:22 AM
ContentsWelcome to Portfolio 1
Portfolio Administration 1What’s new in Portfolio 2016 2
Getting Started 4Migrating an older installation 4Installation Overview 6System Requirements 7Installing Portfolio 8Opening Portfolio Administration 10Using the Administration application 12Changing the administrator password 14Entering serial numbers 14
Server Status 16Starting, stopping, and restarting Portfolio 16Ports 17Diagnostic report 18
Catalogs 19About Catalogs 19The Portfolio vault 19Creating catalogs 20Previews and clips 21Renaming a catalog 22Catalog templates 23Deleting a catalog 24Converting Watch Folder catalogs to vault catalogs 26
About Users 27Account types 27Users and catalogs 27Users and access levels 27Adding users 27New user defaults 28Granting catalog membership 29User Access Levels 29Configuring Access Levels 30Editing users 30Removing users 31API Tokens 32
Directory Services 33Available Options 33Configuring Directory Services 34
Editing Directory Services mappings 34Synchronizing Portfolio with the Directory Service 37Removing a Directory Service configuration 37Configuring Single Sign-on 37
Catalog Administration 39Managed Upload 39Cataloging options 40Managing catalog fields 40Configuring the Keywords field 42Creating custom fields 44Custom metadata 46Custom XMP namespaces 48AutoSync 50
Portfolio Administration 52Backup/Restore 52Reports 53Portfolio logs 53Mobile uploading 55Manage Portfolio NetPublish sites 56
Portfolio Web Configuration 57Setting default views for Portfolio Web 57Customizing Access Levels 59The Work folder 59Portfolio Web login customization 60
Portfolio Media Engines 61Portfolio Web 61NetPublish watermarks 61Media scaling 61Portfolio API 61Installing Media Engines 62Network access for Media Engines 62Configuring external Media Engines 63Restarting external Media Engines 64
The Portfolio API 65Where to go for more information 65
Appendices 66Changing the default CMYK profile 66
Contacting Extensis 67Technical Support 68Index 70
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Welcome to PortfolioIf you have just installed Portfolio and want to get going quickly, you should do these things:
Log in.The administrator account name is administrator, and the default password is password.
Enter your license number.1. Click Licenses in the list on the left.2. Click [ + ].3. Enter your serial number and click [ Add License ].
Change the administrator password.1. ClickUsers in the list on the left.2. Enter a new password in the Password field, then re-enter it in the Confirm Password field.3. Click [ Apply ].
Write your new password down; if you forget it, you will need to contact Extensis Technical Support forassistance in resetting the password.
Portfolio improves your efficiency by providing fast, easy access to the correct files in the right formats. Ithelps you centralize all your documents, photos, and audio and video files to provide a single location foryour organization’s important files and related information.
Portfolio includes the Portfolio Administration and Portfolio Web browser-based applications and thePortfolio Express desktop application.l Portfolio Administration lets you administer your server, create catalogs and user accounts, manage
user access, and manage NetPublish sites.l Portfolio Web lets users add and organize assets in catalogs, apply metadata, and search for and
download assets in a variety of formats for use in their workflow.l Portfolio Express provides drag and drop access to assets across applications.
Portfolio AdministrationThe Portfolio Administration application runs in a Flash-enabled web browser. Depending on your networkconfiguration, you can administer Portfolio from anywhere on your network or remotely.
The basic tasks you will perform in Portfolio Administration are:l Serialization: Enter serial numbers for Portfolio (see Entering serial numbers on page 14).l Catalog creation: Set up a place for users to store, find, and use digital assets (see Creating catalogs
on page 20).l Create user accounts: Add members of your organization to the Portfolio database so they can be
given access to assets (see Adding users on page 27).l Manage user access: Connect users to catalogs and give them access to the features they need (seeGranting catalog membership on page 29).
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What’s new in Portfolio 2016Portfolio1. Vault-based catalogs
The vault is a new type of secure, high-performance storage for metadata and asset files.Using vault-based catalogs gives Portfolio users more flexibility for using and modifying assets, while alsoproviding secure storage that prevents direct access to your asset files.
2. Over 30 new IPTC fields added3. New and improved API4. Simplified support with on-demand logs5. Simpler licensing
Now there is only one “edition” of Portfolio 2016. You can expand capacity and capabilities as neededwithout adding features that you don’t want.
Portfolio Web1. Asset check out
With vault-based catalogs, users can now check out asset files to make changes, then check them backin.
2. Asset versioningWith vault-based catalogs, changes to assets, including metadata changes, are tracked, and previousversions of assets are retained.
3. Asset lockingTo help ensure compliance with asset licenses, assets in vault-based catalogs can be locked so that theycan no longer be used or modified.
4. Improved email collaboration in Portfolio NetPublish
Portfolio ExpressPortfolio Express hasn’t changed much on the outside, but inside it has been revamped to fully support vaultcatalogs.
New in recent releases
Portfoliol Catalog templates: Create new catalog templates based on the fields and configuration of an existing
catalog.l Reports: Generate reports on NetPublish sites and downloaded assets.l Support for OS X Yosemite.
Portfolio Webl Details: You can display up to 4 additional fields in the Grid view.l Move/Copy: Move or copy assets between catalogs.l Import metadata: You can specify one of several different fields as the key field to identify assets to
receive imported metadata.l Export metadata: Export metadata assigned to assets into a spreadsheet file.l NetPublish advanced search: You can include an advanced search panel in your NetPublish sites.l NetPublish download enhancements: Your NetPublish sites can allow files to be downloaded as
originals or converted to several formats, or you can restrict downloads to JPEGs.l QuickFind: Clicking on an asset’s keyword starts a QuickFind for other assets with that keyword.l Display: You can now choose to display up to 500 assets per page.
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Portfolio Expressl Galleries: View and search on galleries within a catalog.l Support for OS X Yosemite.
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Getting StartedMigrating an older installationPortfolio 1.x and Portfolio 2016 use a high-performance native database that is different from that used inPortfolio Server 10 and 11. If you have native catalogs or catalogs stored in a SQL database, you canmigrate them to the latest version of Portfolio using the DBmigrator command line tool.
Portfolio 2016 has different system requirements than earlier versions; be sure to confirm your server meetsor exceeds these requirements before you start your upgrade. See System Requirements on page 7.
Portfolio 2016 includes a new type of catalog that offers additional features and security. For informationabout the new vault catalog, see The Portfolio vault on page 19 and Converting Watch Folder catalogsto vault catalogs on page 26.
NOTE
If you are using Portfolio Server 9 or earlier, or Portfolio Standalone v8.5,please contact your Extensis sales representative for information aboutmigrating your older data.
Upgrading from Portfolio 1.xPortfolio 2016 and Portfolio 1.x use the same native database. To upgrade from Portfolio 1.x to Portfolio2016 you just need to stop the Portfolio server and install the latest version.
Back up your dataBefore you install Portfolio 2016, you need to back up your existing catalogs, then uninstall Portfolio Server10 or 11. Make sure to leave all your catalogs and other data in place.
Migrating your catalogsInstall the latest version of Portfolio 2016 and enter your serial numbers. See Installing Portfolioonpage 8 and Entering serial numbers on page 14.
Portfolio includes the DBmigrator command line tool. DBmigrator must be run from within the directory itis installed in.
Windows:1. Open a Command Prompt.2. Type cd "C:\Program Files\Extensis\Portfolio Server\applications\" and press
ENTER.
OS X:1. Open the Terminal application, located in the Utilities folder in the Applications folder (press
COMMAND-SHIFT-U to open the Utilities folder in the Finder).2. Type cd /Applications/Extensis/Portfolio\ Server/applications/ and press
RETURN.
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Once you are ready, enter one of the following commands:l To list catalogs:Windows: DBmigrator -p password -lMac: ./DBmigrator.sh -p password -lwhere password is the Administrator password for your new installation of Portfolio. (If you did notchange it yet, the default Administrator password is password.)
l To import a single catalog:Windows: DBmigrator -p password catnameMac: ./DBmigrator.sh -p password catnamewhere catname is the complete name of the catalog to import. If the catalog is a native Portfoliocatalog, you must include the .FDB extension. If the catalog name includes spaces, enclose the entirecatalog name in double quotes.
l To import all catalogs:Windows: DBmigrator -p passwordMac: ./DBmigrator.sh -p password
After the migrationYou may wish to update thumbnails and previews for a catalog. To do this, open Portfolio Web and log inwith an Editor-level account or better, right-click on the All Items organizer and choose RegenerateThumbnails from the shortcut menu. This will regenerate all thumbnails and preview files.
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Installation OverviewThe following is a general overview of the steps required to install and configure Portfolio.
1. Verify the System Requirements.Make sure your server and desktop systems meet or exceed the specifications listed in the SystemRequirements. See the Product Support page (http://www.extensis.com/support/product-support/portfolio-2016/).
2. Install prerequisite software on your server.You need to have QuickTime installed on your server. You should also install the Adobe DNGConverter so that Portfolio can export Camera Raw images in Adobe’s Digital Negative (DNG) format.Mac users: When installing prerequisite software, you must log in to the computer using the sameaccount that you intend to use to install and run Portfolio.
3. Configure your firewall.If there is a firewall between your server and users that need to connect to it, you must open someports on the firewall to allow Portfolio to communicate with its client software. If your firewall is onyour server, open these ports to allow others on your network to access the server; if your firewall isbetween your network and the Internet, open these ports to allow users outside your network toaccess your server.You should make sure these ports are open before installing Portfolio. See Ports on page 17.
4. Install Portfolio.Windows users: Determine in advance whether you need to use the Domain User account option orthe Local System account option.Mac users: When you install Portfolio, be sure to log in to the computer using the same account youused to install the Adobe DNG Converter software.See Installing Portfolioon page 8 for detailed installation instructions.
5. Enter your Portfolio serial numbers.See Entering serial numbers on page 14.
6. Create a catalog.See Creating catalogs on page 20.
7. Add users.Create Portfolio user accounts and grant users access to the catalog.See Adding users on page 27 for information on creating native Portfolio accounts.See Directory Services on page 33 for information about using Directory Services accounts withPortfolio.
8. Connect users to the catalog.Users can connect using Portfolio Web and a supported browser or using Portfolio Express.
After your initial setup, you may also want to customize your catalog to best meet the needs of yourworkflow.l Create custom fields and set default field valuesl Configure custom metadata mappingsl Create cataloging options and apply them to Watch Foldersl Create a Master Keyword List
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System RequirementsFor the most up-to-date information about the latest release of Portfolio, please visit the Product Supportpage (http://www.extensis.com/support/product-support/portfolio-2016/).
Windowsl Windows® Server 2008 R2 SP1, Windows Server 2012, or Windows Server 2012 R2l 2.0 GHz or faster 4-core processorl 16 GB RAMl 1000 Mbit/s or faster network connectionl QuickTime® 7 or laterl Adobe® DNG Converter 8.4 or later
Macintoshl OS X® or OS X Server v10.10 or 10.11l 2.0 GHz or faster 4-core processorl 16 GB RAMl 1000 Mbit/s or faster network connectionl Adobe DNG Converter 8.4 or later
Portfolio Administration applicationRequirements for the computer that will be used for administration. Portfolio may be administeredremotely.l 1280×1024 or higher resolution displayl 100 Mbit/s or faster network connectionl Internet Explorer® 10 or later, Microsoft Edge, Safari® 7 or later, the current release of Firefox®, or the
current release of Chrome™l The current release of Adobe Flash® Player
Portfolio Web applicationBrowser-based access to Portfolio catalogs.l 3 GB of RAMl 1280×1024 or higher resolution displayl 100 Mbit/s or faster network connectionl Internet Explorer 10 or later, Microsoft Edge, Safari 5.1 or later, the current release of Firefox, or the
current release of Chromel The current release of Adobe Flash Player
NetPublish sitesSupported browsers for viewing NetPublish sites.l Internet Explorer 10 or later (for access from Windows 7 or later)l Microsoft Edge (for access from Windows 10)l Safari 5.1 or later (for access from OS X)l The current release of Firefoxl The current release of Chrome
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Installing PortfolioInstalling on WindowsDownload the installer to the server, double-click the installer and allow it to guide you.
During the installation process on Windows, you will be prompted to optionally enter a Domain Useraccount or install as a Local System account. The Domain User account option is the preferred method andis useful when multiple users on a network need to access the Portfolio catalogs.
At the end of the installation, the Portfolio Administration application automatically opens in your webbrowser.
Domain User account optionLog in to the server system using a username and password for a Domain User account. This account will beused to run Portfolio and provide browser-based access to the Portfolio Administration application.
The account must have full read/write access to all network locations that contain files that you intend tocatalog and make available to users of Portfolio.
The account also needs to be a member of the local Administrators group, so that it has full control over thePortfolio program directory and system files.
In addition, in order for the account to run as a Windows service, it must be granted the Log on as serviceprivilege in the Local Security Policy console. To take advantage of this option, you will need to create theDomain User account (ideally, specifically for the Portfolio services) and configure its access before runningthe Portfolio installer.
IMPORTANT
Domain User accounts are typically required to change their passwordsfrequently. You should make sure that the account that you use has apassword that is set to never expire.
Local System account optionIf you install Portfolio on a Windows system that holds all of the files you intend to catalog and makeavailable to users of Portfolio, there is no need to configure a Domain User account for network access. Youcan select the Local System option.
Installing on MacDownload the installer to the server, double-click the installer and allow it to guide you.
At the end of the installation, the Portfolio Administration application automatically opens in your webbrowser.
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Planning your Mac installationOn OS X, Portfolio runs as the user that is logged in to the system at the time of installation. This meansthat the user account must have read/write access to all network locations with files that you intend tocatalog.
Other things to be aware of:
l If you have remote volumes mounted for cataloging, you must remain logged in to the computer forthese volumes to be continuously available to Portfolio. (You can lock the computer’s screen, however.)
l A Mac running Portfolio Express that connects to Portfolio on a Mac server must have the same remotevolumes mounted that the server has. This ensures that both the client and server systems have thesame paths to assets and previews.
l You may need to disable other Web servers, especially if you configure Portfolio to use ports 80 and443. Turn off the Web or Websites service using the Server app.
Portfolio Web portsThe default Portfolio Web ports are 8090 and 9443 (for SSL). In most cases, there is no need to change thissetting. However, if you intend to change either of these to some value lower than 1024, you must installPortfolio under the root user account.
WARNING
Enabling the root account can leave your Mac vulnerable to security threats.In addition, you will need to leave your Portfolio system logged in (althoughyou can lock the screen). Unless you absolutely need to have Portfolio Webusers connect using a port under 1024, you are much better off using astandard administrator account to install Portfolio.
To enable the root user account and specify a password:1. Open Terminal.2. Type dsenableroot and press RETURN.3. Type your user password and press RETURN.4. Type the password you want to use for the root account and press RETURN.5. Type the new root password again to verify it (and again, press RETURN).6. If all was successful, you’ll see the message “Successfully enabled root user.”7. You can now quit Terminal.
If you want to change the root password, you can follow the same steps above.
To log in as root:1. If you are logged in, choose Log Out from the Applemenu.2. If you are logging in from a list of usernames with pictures, clickOther. If the Other option is not
present, then the root user has not been enabled.3. In the Name field, type root.4. In the Password field, type the root password, then press RETURN.
The first time you log in as root, you should start the Server application (in the Applications folder) andconfigure the services you will need for this system.
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If you need to disable the root account:1. Open Terminal2. Type dsenableroot -d and press RETURN.3. Enter your account password and press RETURN.
You should see a success message.
UninstallingTo uninstall Portfolio on Windows, open Control Panel, double-click Programs and Features, clickPortfolio Server, then click [ Uninstall ] and follow the on-screen prompts.
On Mac, double-click the uninstaller at this location:/Applications/Extensis/Portfolio Server/applications/Uninstaller/PortfolioUninstaller.pkg
Follow the on-screen prompts.
Opening Portfolio AdministrationThe Portfolio Administration application is a browser-based Flash application. See System Requirements onpage 7 for supported browsers.
The Portfolio installer adds a special application that opens your web browser and starts the application. Thisdiffers from using a browser shortcut in that the launcher application gets the Portfolio administration portinformation, then launches the browser using that information. If you change the default administrationport, the application will still work, whereas a bookmark would fail.
To use the Portfolio launcher, double-click the Portfolio Admin icon on the desktop.
Note: The desktop shortcut relies on being able to read Portfolio information from files on the samecomputer, so it will not work if you copy the launcher application to another computer.
To open Portfolio Administration from a web browser:1. Open a supported web browser.2. In the address field, enter your server IP address followed by a colon and then the port number. The
default server administration port is 8091 (also called Tomcat Web App). For example:http://192.168.0.1:8091 or http://localhost:8091
3. Enter the server administrator login credentials. The administrator username is administrator and thedefault password is password. Passwords are case-sensitive; PASSWORD is not the same aspassword.
Note: It is very important to change the server administrator password as soon after installation as possible.
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Connecting securelyIf desired, you can connect to the Administration application using the SSL secure connection. This encryptscommunication between your browser and the server.
NOTE
Portfolio includes a default, self-signed security certificate for secure (SSL)connections. This certificate allows you to establish a secure connectionwithout obtaining your own custom certificate. Using the default certificatemay cause your browser to display a number of security warnings when youconnect. These warnings indicate the nature of the self-signed certificate, butby using it you can still create a secure connection to Portfolio. All browsersallow users to record a security exception or to trust the self-signedcertificate, which will avoid future warnings. See your browser’sdocumentation for details.
To open Portfolio Administration through a secure connection:1. Open a supported web browser.2. In the address field, enter the IP address of your server followed by the secure port (Tomcat Web App
HTTPS port). The default server administration port is 9453. For example:https://192.168.0.1:9453 or https://localhost:9453
3. Enter the server administrator username and password.
Changing the display languageYou can specify the language of the Portfolio Administration application through the Language drop-down menu on the Login page.
To change the current language setting:1. Log out of the Portfolio Administration application.2. Select a new display language from the menu and log in.
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Using the Administration applicationThe Portfolio Administration application runs within your browser. There are three sections to the userinterface: the Information bar across the top, the Functionsmenu along the left, and the working area,which takes up the majority of the browser window.
A: Information bar; B: Functions menu; C: Selected function;D: Working area; E: Working area title
To start the Administration application, see Opening Portfolio Administration on page 10.
Information barThe Information bar includes links that allow you to log out and to access the Administration help system.l Click logout at the right to log out of the Administration application.l Click help, to the left of logout, to open the Administration application Help system in a new browser
window or tab.
Functions menuUse the Functionsmenu to access each of the major functional areas of the Administration application.Click one of the links in the menu to access the available functions in the working area.
StatusIn the Status area, you can:l Start, stop, or restart Portfolio (see Starting, stopping, and restarting Portfolioon page 16);l View information about the Portfolio version and user connections.
Backup/RestoreIn the Backup/Restore area, you can specify a time for automatic backups, perform a manual backup, orrestore a previous backup.
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CatalogsIn the Catalogs area, you can:l Create and delete catalogs (see Creating catalogs on page 20 andDeleting a catalog on page 24);l Grant or revoke user membership in a catalog (see Granting catalog membership on page 29 andRemoving users on page 31);
l Specify details for a catalog’s previews (see Previews and clips on page 21);l Change a catalog’s name (see Renaming a catalog on page 22).
UsersIn the Users area, you can:l Add, edit, and delete native Portfolio user accounts (see Adding users on page 27, Editing users on
page 30, and Removing users on page 31);l Create user accounts that authenticate using a Directory Service (see Adding users on page 27).
You can also map user accounts from a Directory Service to catalogs in the Directory Services area.
Access LevelsIn the Access Levels area, you can specify the operations that can be performed by Portfolio Web userswith each access level. See Customizing Access Levels on page 59.
Directory ServicesIn the Directory Services area, you configure Portfolio to connect to your LDAP directory service: ActiveDirectory on Windows or Open Directory on OS X. See Configuring Directory Services on page 34.
You can create Portfolio user accounts that automatically authenticate to LDAP user accounts (see Addingusers on page 27), as well as map users and groups from their directory service to Portfolio catalogs (seeEditing Directory Services mappings on page 34).
ReportingPortfolio provides NetPublish asset reporting. See Reports on page 53.
NetPublishUse the NetPublish work area to manage Portfolio NetPublish sites:l Take sites on or offline;l Change the access requirements for a site;l Set an expiration date for a site;l Delete a site.
MobileIn the Mobile area, you can allow and configure uploading of assets from iPhone® and Android™ mobiledevices.
Media EnginesIn the Media Engines area, you can add or remove external Media Engines (see Configuring externalMedia Engines on page 63). External Media Engines allow you to distribute asset cataloging andconversion processes and support a wider variety of file conversions.
LicensesIn the Licenses area, you can add or remove licenses for Portfolio and add-ons such as additional MediaEngines, Portfolio NetPublish, and Single Sign-On. See Entering serial numbers on the next page.
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Global SettingsIn the Global Settings work area, you can:l Specify the default access level for new users added to a catalog (seeNew user defaults on page 28);l Specify whether a default Watch Folder is created, and its location (see Creating a Watch Folder on
page 50);l Specify preview and media clip options, including their location (see Previews and clips on page 21);l Specify the location of the Portfolio vault (see The Portfolio vault on page 19);l Specify Portfolio’s temporary work folder ( see TheWork folder on page 59);l Specify the level of information added to the Portfolio log files, the number of log files to retain, and
where log files are saved (see Portfolio logs on page 53);l Create a custom login screen for Portfolio Web (see Portfolio Web login customization on page 60);l Enter Single Sign-On credentials (see Configuring Single Sign-on on page 37).
PortsIn the Ports work area, you can view or change the ports that Portfolio uses to communicate with othercomponents (see Ports on page 17).
Changing the administrator passwordFor optimal security, it is important to change the Portfolio administrator password as soon after installationas possible. This prevents unauthorized users from making changes to your server configuration.
To change the administrator password:1. Open the Portfolio Administration application and log in as administrator.2. From the main menu, clickUsers.3. From the list of users, select administrator.4. In the Detail pane, enter a new password into the Password and Confirm Password fields.5. Click [ Apply ].
IMPORTANT
Write down the new administrator password and keep it in a safe place. It isnot easy to recover a lost administrator password. The administrator accountis the only account that can access Administration to make changes to theserver, such as adding user accounts or new catalogs. Losing the administratorpassword may require you to completely re-install Portfolio.
Entering serial numbersPortfolio and its components are licensed by entering a serial number for the server or the component. Youenter serial numbers in the Portfolio Administration application.
Portfolio (except Portfolio Studio) does not include user connections; you need to license them separately.Connection licenses are available in various quantities and you can add more at any time. Connections canbe used for Portfolio Web and Portfolio Express users in any combination. (Portfolio Studio includes threePortfolio Web user connections and cannot be upgraded or enhanced with add-ons.)
You can also add licenses for additional functionality:
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l Additional Media Engines, to add advanced media processing features and external Media Engines;l NetPublish, to quickly create dynamic websites based on gallery or catalog content;l Single Sign-on, to allow clients to connect to Portfolio automatically using their network login
credentials.l Asset Packs, to expand the maximum number of assets that your Portfolio installation can access.
To enter a serial number:1. In Portfolio Administration, click Licenses.2. Click [ + ] to add a new license.3. Enter a valid serial number or list of serial numbers and click [ Add License ].
Removing a licenseYou may need to remove a license from Portfolio (for instance, if you want to transfer the license to adifferent computer).
To remove a license:1. In Portfolio Administration, click Licenses.2. Select a license in the list.3. Click [ - ] at the bottom right of the Licenses pane to remove the license.4. Click [ Yes ] in the confirmation dialog.
You may need to restart Portfolio in order for the change to take effect.
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Server StatusStarting, stopping, and restarting PortfolioPortfolio automatically starts after installation as well as after a system restart. If required, the server processcan be manually stopped and started, or restarted.
To stop Portfolio:1. Open the Portfolio Administration application.2. Click Status in the functions menu on the left.3. Click [ Stop Portfolio ].
To start Portfolio:1. Open Portfolio Administration.2. Click Status in the functions menu on the left.3. Click [ Start Portfolio ].
Restarting PortfolioIf you need to restart Portfolio, use the Administration application. This ensures that all processes areproperly shut down and restarted.
When you restart Portfolio, connected clients are automatically disconnected from any catalog that iscurrently open. After Portfolio restarts, clients can resume connections as normal.
To restart Portfolio:1. Notify users of your intention to restart.2. Open the Portfolio Administration application.3. Click Status in the functions menu on the left.4. Click [ Restart Portfolio ].
If you need to restart the physical server hardware, Portfolio will automatically start when the server systemis started.
NOTE
The process that controls the Portfolio Administration applicationautomatically launches when the system is started. So, even if the Portfolioserver is not running, the Administration application is always available.
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PortsPortfolio requires a number of ports on your server for client connections and server administration.
All ports used with Portfolio must not conflict with other applications on the server. Typically you will notneed to change these port settings.
External ports must be opened in the host system’s firewall and operating system. The process of openingports varies by operating system. Please refer to your operating system and firewall documentation for moreinformation.
Port Default Purpose
JBoss HTTP/Web Service 8090 External communication with Portfolio Web
Tomcat Web App 8091 External communication with Portfolio Administration
JBoss SSL Port 9443 Secure external communication with Portfolio Web
Tomcat SSL Port 9453 Secure external communication with Portfolio Administration
JBoss Management Port 9999
JBoss HTTP/Web Service ports (Portfolio Web ports)Portfolio Web users can utilize the default Web port, or if enabled using a custom security certificate, theSSL encrypted port. The encrypted port has slightly degraded performance due to the encryption betweenPortfolio Web and the Portfolio server. You may want to direct users to connect using the standard Webclient port while working on your internal network behind a firewall, and only allow SSL Web clientconnections from outside your network.
IMPORTANT
SSL Web client connections require the use of a custom security certificate.Using the default self-signed certificate is not supported for Portfolio Webconnections.
Provide your Portfolio Web users the following information to log on to the server:l The server IP address or DNS name.l The Web client port number. The default Web client port value is 8090. If enabled with a custom
security certificate, the secure (SSL) Web client port default value is 9443.l Their Portfolio username and password.
Tomcat Web App ports (Portfolio Administration ports)The server administrator connects to the Administration application using either the default HTTP (8091) orHTTPS (9453) ports.
In order to log in to the Administration application, you need:l The server IP address or DNS name.l The Administration port number. Use the Administration port (default value 8091) or the secure (SSL)
Administration port (default value 9453).l The Portfolio administrator account password.
Resolving Port ConflictsThe Portfolio installer checks to see if the default server administration port 8091 (Tomcat Web App) isbound to any other application. If it is already taken, then another random available port is chosen before
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the Administration application starts.
After installation, verify that the Administration application opened using the default port 8091. If any otherport is used, it is possible that you have other port conflicts. The installer automatically checks for other portconflicts and registers any conflicts in the extensis.admin.log file.
Portfolio uses standard JBoss and Tomcat ports, so if your server has other applications that are built usingthis technology, you may need to change the default Portfolio port numbers.
To update port numbers used by Portfolio:1. Open your web browser and start the Portfolio Administration application.2. From the main menu, click Ports.3. For each port that requires a new port number, enter a new port number or click [ Find Port ] to
locate an open port automatically.4. Click [ Update Ports ] at the bottom of the Ports page.5. Restarting Portfolioon page 16.
Diagnostic reportIf you are having a problem with Portfolio that you can’t troubleshoot, Extensis Technical Support may askyou to send a diagnostic report.
You can do this from the Portfolio Administration application:1. Click Status.2. At the bottom of the Status panel, click [ Send diagnostic report to Extensis ].3. In the dialog, enter your company name (or the account name that your company uses with
Extensis), your name, and the ticket number that Extensis Tech Support gave you.4. Click [ Send Report ].
Portfolio gathers the report information and uploads it to an Extensis server.
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CatalogsAbout CatalogsA catalog is a collection of digital assets, typically related either in the simplest sense (they are all of yourorganization’s assets) or based on some organizational principle (they are all the assets used by the Newsdepartment of the East Coast division).
Portfolio allows you to have multiple catalogs to satisfy your organizational needs. The benefit of dividingassets into catalogs is that you can specify a user’s ability to access assets at the catalog level. A user whoneeds to access News assets may not need to access Reality TV assets; by creating a catalog for each set ofassets, you can eliminate issues that can arise from too many users having access to assets.
Catalog typesIn Portfolio 2016, there are two types of catalogs: the more traditional Watch Folder or “AutoSync”catalog, in which asset files are stored on your network and potentially accessible to network users outside ofPortfolio; and the new “vault” catalog, in which assets are stored within the catalog and access is managedby Portfolio.
The main advantage of the Watch Folder catalog is that it can take advantage of available storage onmultiple drives on your network (as long as they are accessible to the server). The main disadvantage is thatthese files are open to access from other users and applications, and could potentially be modified,damaged, or deleted.
The advantage of the vault catalog is that access to your assets is managed by Portfolio, which allows usersto check out assets to modify them, with Portfolio retaining multiple versions of assets so that the risk ofloss is greatly reduced. The “disadvantage” is that you need a potentially large amount of storage space onyour server for your catalogs. (This disadvantage is seen by some as a desirable situation; server storage istypically faster and more secure than networked storage.)
Catalog templatesPortfolio provides four catalog templates to cover several general usage scenarios. You can modify anycatalog based on a template, and even create your own templates if you need multiple catalogs with specificcapabilities.
Catalogs and usersIn Portfolio, you must grant a user catalog membership in order to access the catalog’s assets. This can bedone manually at any time, automatically when you create a user, or through your network’s ActiveDirectory or Open Directory service.
The Portfolio vaultThe Portfolio vault is a new way to store your assets, offering security and ease of use not possible if yourassets are stored in folders on your network.
The vault stores your original asset files in a custom database that is not accessible to casual browsing. Thiskeeps your assets secure.
Since the asset cannot be accessed directly by users or applications, this allows Portfolio to offer morecontrol over who can change assets. If you use vault catalogs, Portfolio offers the option to check assets outand back in, creating a version of the asset each time a change is made. (This is not feasible with asset filesthat are stored in network folders that can be accessed directly by users and applications.)
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Vault locationBy default, the vault is located on the boot drive of the system where you have installed Portfolio. Thislocation may not be feasible if your drive is not very large.
If you have not yet created a vault catalog, you can specify a new location for the vault:1. Stop Portfolio.
Click Status, then click [ Stop Portfolio ].2. Set the new vault location.
ClickGlobal Settings, click Portfolio Vault Configuration, enter the new Portfolio Vault Folderpath, then click [ Apply ].Note: The vault folder must exist.
3. Start Portfolio.Click Status, then click [ Start Portfolio ].
Your new vault folder must be on a disk that is always accessible to the Portfolio system. We suggest a locallyconnected, large, fast hard drive or RAID array.
Moving an existing vaultIf you have already created a vault catalog but want to relocate it, you can move the existing vault folder:
1. Stop Portfolio.Click Status, then click [ Stop Portfolio ].
2. Identify the current vault location.ClickGlobal Settings, then click Portfolio Vault Configuration.
3. Copy the vault folder to the new location.We suggest a locally connected, large, fast hard drive or RAID array.
4. Enter the new folder path in the Portfolio Vault Folder field.5. Start Portfolio.
Click Status, then click [ Start Portfolio ].
Backing up the vaultYou should back up your vault at the same time that you back up your Portfolio database. SeeBackup/Restoreon page 52.
Creating catalogsFrom the Administration application, the Portfolio administrator can create and manage Portfolio catalogs,and make these catalogs available to users.
To create a Portfolio catalog:1. Open the Portfolio Administration application.2. Click Catalogs in the functions menu on the left.3. In the Catalogs pane, click [ Add New Catalog ].4. Specify a catalog template.
For information on the default catalog templates, see Catalog templates on page 23.5. Enter a catalog name.6. Choose a Collation method from the drop-down menu. This setting indicates how information in
your database is sorted.7. Click [ Create ].
After creating a new catalog, you are now ready to:
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l Add users to the catalog, see Granting catalog membership on page 29 or Editing Directory Servicesmappings on page 34;
l Customize the catalog to fit your specific needs, see Catalog Administration on page 39;l Specify preview and media clip options, see Previews and clips below.
Previews and clipsPortfolio creates a preview image or clip of each file that you catalog. This allows clients to see high-qualitypreviews of cataloged assets without directly accessing the original.
Portfolio can be configured to create and save preview files as assets are cataloged, or to create previewswhen they are needed.
If you choose to create previews as assets are being cataloged, the preview images or clips will be available toPortfolio Web users at any time. This is true even if the original file is offline—such as files cataloged from aDVD or network volume that is not currently mounted.
If you do not create previews as assets are cataloged, Portfolio will create previews when a Portfolio Webuser attempts to open a thumbnail’s preview. If the original file is offline, the client will display thethumbnail image instead of a high quality preview or clip.
If Portfolio creates preview files or clips while assets are cataloged, the catalog will require more disk space. Ifpreviews are created on demand, server disk space requirements are reduced, but previewing an image will beslower.
Preview and clip optionsTo specify preview options:
1. Open the Portfolio Administration application.2. Click Catalogs in the functions menu on the left.3. In the Catalogs pane, select a catalog.4. ClickView/Edit Catalog Details, then click the Previews tab.5. Set previewing options:
Maximum image size: Specify the maximum dimension for the preview image. This value cannotexceed 4000 pixels.Generate clips for audio/video files: Select this to have Portfolio generate a preview clip of anysupported audio or video file that gets added to a catalog. If this option is disabled, then a previewimage will be generated for video files. Preview clips will not be generated “on demand” for users.Maximum video resolution: Specify the maximum resolution for preview clips. If the original video isof lower resolution than the selected option, the preview clip will retain the lower resolution.Limit duration to: Set the maximum length of the preview clip.Save previews and clips in this folder: This is the path where preview images and clips will be saved.By default, this is on the Portfolio system. Click [ Browse ] to select a new location.Important: Preview images and clips can use a lot of disk space, especially if you choose largemaximum image size, video resolution, and clip duration. If you anticipate that previews may exceedthe disk space available on your server, you can change this path to a folder elsewhere on the server,or to a shared folder on the network that is accessible to the server. See Path formatting on the nextpage for details about editing the path.
6. Click [ Apply ]. If the target location for screen previews does not exist, Portfolio creates the newdirectory. The network path must be valid for Portfolio to create a preview folder.
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Path formattingThe folder path to the Previews directory must be represented in Universal Naming Convention (UNC)format. This means that share paths on a separate volume from the Portfolio software need to include theactual server, share, and target directory, and not a mapped drive letter; for example:
Windows: \\Server\Share\PreviewsMac: /Volumes/Xserve/Share/Previews
Be sure to choose a network share that:l Gives Portfolio read/write accessl Is not in use by any other catalog to store preview files
Generating previews for previously cataloged filesYou can have Portfolio generate screen previews for your files, even after they’ve been cataloged, usingPortfolio Web.
1. Open the catalog in Portfolio Web.2. Select entries in your catalog for which you want to create screen previews.3. In Portfolio Web, right-click in the selection and choose Regenerate Thumbnail from the shortcut
menu.
Renaming a catalogTo rename a catalog:
1. Click Catalogs in the menu on the left.2. ClickView/Edit Catalog Details at the bottom of the list of catalogs.3. In the Catalog Details pane, click the Database tab.4. Type a new name for the database in the Name field.5. Click [ Apply ].
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Catalog templatesCatalog templates make it much easier and faster to configure a new catalog for a specific purpose. Whencreating a new catalog, there may be several catalog templates from which to choose. Each catalogtemplate is a starting point from which you can further customize your catalog.
Catalog templates differ mainly in the number and type of custom fields included. The PortfolioAdministration application allows you to choose the catalog template that most closely matches yourneeds.
The benefits of choosing the appropriate catalog template can be measured in time. Since Portfolioautomatically creates many custom fields for you, the setup time required will be considerably shorter. Also,if you don’t need to have a large number of custom fields, accessing and searching your catalog is muchquicker.
Regardless of which catalog template you choose at the start, you can add and delete custom fields andupdate metadata mappings to fit your specific needs.
The default catalog templates are:
l General Use: The General Use catalog template includes many default custom fields for a wide varietyof metadata, including EXIF, IPTC and XMP fields. Use this catalog template if you want to include all ofthese fields in your catalog, or if you aren’t sure what type of media will be in your catalog.
l Simple: The Simple catalog template does not contain any custom fields, and is not configured toextract metadata from files. The simple catalog template is useful as a starting place for complexcatalogs that require specific custom fields and metadata extraction settings that you want to configuremanually. This catalog template does contain Keywords andDescription fields, and can beconfigured to extract metadata into these fields. Keywords are automatically generated in the catalog,based on the file’s parent folder and filename.
l Spectrum: Spectrum is the primary specification for collections management activity in museums. Formore information, see http://www.collectionstrust.org.uk/spectrum.
l VRA Core: The VRA Core is a data standard for the description of works of visual culture and the imagesthat document them. For details, see http://core.vraweb.org.
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Creating a custom templateIf you expect to create multiple catalogs using the same custom settings, you can create a template to useas the basis for new catalogs.
You can use an existing catalog as a template, or create a new catalog specifically for the purpose.
A saved template retains the parent catalog’s fields, metadata mappings, and cataloging options settings. Itdoes not include any members or data added to the parent catalog.
To create a template:1. Click Catalogs.2. Select a catalog to use as the basis for the template, or create a new catalog for the purpose.3. ClickView/Edit Catalog Details, then click the Cataloging Options tab. Make sure the desired
Cataloging Options are selected.4. ClickManage Catalog Fields and make sure the desired fields are included, especially any custom
fields that you need for your catalogs.5. Click Catalogs again, select the desired catalog, then click the Database tab.6. Click [ Save Catalog Template ], enter a name for the template, and click [ Save ].
The new template will be available from the Catalog Template drop-down menu the next time you createa catalog.
Note: Modifying fields, metadata mappings, or cataloging options for a template’s parent catalog does notmodify the template or any catalogs created using the template.
Renaming a templateTo rename a template:
1. Click Catalogs, then clickAdd New Catalog.2. Click the Catalog Template drop-down menu and select Manage Catalog Templates.3. In the Manage Custom Catalog Templates window, double-click the template and type a new
name.4. Click [ OK ].
Editing a templateWhile you can’t edit a template directly, you can effectively modify the template by editing its originalparent (or a new catalog based on the template) then saving a new template.
Deleting a templateTo delete a template:
1. Click Catalogs, then clickAdd New Catalog.2. Click the Catalog Template drop-down menu and select Manage Catalog Templates.3. In the Manage Custom Catalog Templates window, select the template to delete and click the [ - ]
button.4. Click [ OK ] when you are done removing templates.
Note: Deleting a template does not affect existing catalogs based on that template.
Deleting a catalogWhen you no longer need a catalog, you can delete it from Portfolio. Deleting a catalog removes all useraccess data, and should only be done when future user access to assets is not required.
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When you delete a vault-based catalog, all of its assets will be deleted as well. Before deleting a vault-basedcatalog, you can copy the assets to another catalog (which also copies their metadata and versions), orexport the assets.
Deleting a Watch Folder catalog does not remove the assets referenced by the catalog.
To delete a catalog:1. Open your web browser and start the Portfolio Administration application.2. From the main menu, click Catalogs.3. At the bottom of the Catalogs pane, click [ Delete Catalog ].4. In the Details pane, click [ Delete ] to confirm.
Exporting assets and metadata from a vault-based catalogBefore you delete a vault-based catalog, you may wish to export the assets and optionally their metadata.
These instructions assume you wish to export all assets; if not, you can create a gallery with the assets youwant to export (or even just flag the desired assets) and export that gallery.
To export all assets from a catalog:1. Log in to Portfolio Web as a Catalog Administrator.
By default, the Portfolio Administrator is added to all catalogs as a Catalog Administrator.2. Select the desired catalog.3. Right-click on the All Items organizer and choose Download Contents.4. When prompted, save the ZIP file.
You may wish to rename the ZIP file according to the name of the catalog.
To export metadata for all assets in a catalog:1. Right-click on the All Items organizer and choose Export Data.2. When prompted, save the exported text file.
You may wish to rename the text file according to the name of the catalog.
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Converting Watch Folder catalogs to vault catalogsPortfolio 2016 offers two types of catalogs: Watch Folder catalogs familiar from Portfolio 1 and earlierversions, and the new vault catalog.
Vault catalogs offers a number of advantages over Watch Folder catalogs, including the ability to checkassets in and out, and maintaining versions of assets.
If you have Watch Folder catalogs, either that you created in Portfolio 2016 or that you used with anearlier version of Portfolio, you can convert them to vault catalogs.
Note: If any of your catalogs use a custom template, you will need to re-create that template as a vaultcatalog template before you can convert the catalog. See Creating a custom templateon page 24.
To convert a Watch Folder catalog to a vault catalog:1. Create a new catalog using the same template as the Watch Folder catalog.2. Use the Portfolio Web application to copy assets from the old Watch Folder catalog to the new vault
catalog.a. Create a new private gallery to serve as a temporary repository for all your items.
Click [ + ] at the bottom of the Organizers panel, choose New Gallery, enter a name forthe gallery, then click [ Save ].
b. Select the All Items organizer.c. Drag the Found Items proxy to the new gallery.
d. Right-click the new gallery and choose Copy/Move Selection from the shortcut menu.e. In the Copy/Move dialog, select Copy, select your vault catalog as the Destination Catalog,
select the Destination Folder, then click [ Copy ].f. Click [ OK ] in the confirmation dialog.
If your original catalog had galleries, you will need to re-create them in the new catalog.
When you are sure that your vault catalog is complete and works as expected, you can delete the originalWatch Folder catalog.
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About UsersThe only way for members of your organization to access assets in Portfolio is to have a Portfolio useraccount.
You add a user account to the Portfolio database of users. You then grant users membership to catalogs onthe server, with a specific Access Level in each catalog.
Account typesThere are two types of user accounts: a Native user account, used only within Portfolio, and an LDAPaccount, created on your network’s Active Directory or Open Directory server and mapped to one or morecatalogs within Portfolio.
Using LDAP accounts for most users allows you (the Portfolio Administrator) to grant catalog access basedon network group membership, and allows users to connect to Portfolio using their familiar network logincredentials.
Users and catalogsIn order for a user to access a catalog, you must grant the user account membership in the catalog. You cangrant access manually at any time, automatically when you create a user, or through your network’s ActiveDirectory or Open Directory service.
Users and access levelsIn the context of any catalog, a user has a specific access level that reflects their role within the catalog.
Each user can have a different access level for each catalog that they are a member of.
Adding usersUsers can be granted access to a Portfolio catalog with a Portfolio user account or through LDAP directoryservice mapping. For details on directory service mapping, see Directory Services on page 33.
The Portfolio administrator creates user accounts and gives users access to catalogs from the PortfolioAdministration application. User accounts can access served catalogs with Portfolio Web or PortfolioExpress. (Portfolio Express access is not available for Portfolio Studio.)
User account typesUser accounts can be Native accounts, where the user’s login information is stored and validated byPortfolio, orDirectory Service accounts, where the user’s login is validated by an LDAP Directory Service(Active Directory on Windows or Open Directory on OS X).
Directory Service accounts must exist on the Directory Service that is bound to Portfolio. For informationabout binding to a Directory Service, see Configuring Directory Services on page 34.
Note: Catalog Administrators with native Portfolio accounts can log in to Portfolio Administration to makesome catalog changes; Catalog Administrators with LDAP accounts cannot.
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To add a new user:1. Open the Portfolio Administration application.2. ClickUsers in the functions menu on the left.3. From the Users pane, clickAdd New User.4. In the Details pane, enter an Account Name and choose an Authentication method.
(Authentication will only be an option if you have bound Portfolio to a directory service.)Authentication: Choose Native (Built-in) for user accounts that will be validated by Portfolio.Choose Directory Service for accounts that will be validated by an LDAP directory service.For Directory Service accounts, the Account Name you enter must be the user’s account name in theDirectory Service that is bound to Portfolio. The user’s password will be the same as their DirectoryService password.
5. For Native accounts, enter a password, then enter it again to confirm it.6. Enter additional user details.7. You can choose to grant the new user membership in all existing catalogs automatically; check the
box labeledAdd user to all catalogs and specify the access level from the drop-down menu. (Youcan change or revoke access for individual users in the Catalogs panel.)
8. Click [ Create ].
Users must also be granted catalog membership to be able to connect; see Granting catalog membershipon the next page for details.
New user defaultsYou can specify whether Portfolio always adds new users to all existing catalogs, and what access level userswill have when automatically added. This can be helpful if you are in an environment where everyone(including new users) needs access to existing catalogs.
1. ClickGlobal Settings in the functions menu on the left.2. In the next list, click Catalog Defaults.3. From the drop-down list, choose the access level you want new users to have when they are added to
a catalog.You can change individual user access levels in the Catalog Membership panel; click Catalogs atthe left, then clickManage Catalog Membership in the Catalogs panel.
4. Click [ Apply ] at the bottom right of the Catalog Defaults panel to save your changes.
SeeUser Access Levels on the next page for details on user access levels.
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Granting catalog membershipBeyond creating catalogs and defining user accounts on the server, the Portfolio administrator determineswhich users are members of which catalogs.
Note: You can also add users to catalogs from an LDAP Directory Service; for details, see Directory Serviceson page 33.
To grant a user catalog membership:1. Open the Portfolio Administration application.2. Click Catalogs in the functions menu on the left.3. In the Catalogs pane, select a catalog.4. ClickManage Catalog Membership.5. In the Details pane, select one or more users.6. From the drop-down menu at the bottom of the pane, select the Access Level for the selected users
for this catalog.7. Click [ Apply ].
User Access LevelsUsers connect to a catalog with one of four levels of access: Catalog Administrator, Publisher, Editor, orReader. Each access level determines the features and functionality available to the user once he or she hasconnected to a catalog. A user may have a different access level in each catalog.l Catalog Administrator: The Catalog Administrator access level allows a catalog user to perform any
action available within Portfolio Web, and can also log in to the Administration application in order tomodify the catalog, including defining custom fields, master keywords, and Watch Folders, andconfigure all catalog-specific settings.
l Publisher: The Publisher access level is primarily used to let a user add and delete catalog entries. Whilethis user can also enter data, they are limited in that they cannot alter or define fields, including theMaster Keyword list.
l Editor: The Editor access level is primarily for users that need to perform data-entry tasks. It is differentfrom Publisher mainly in that it does not allow users to add or delete catalog entries.
l Reader: A Reader in a catalog may search and perform some other basic tasks, but is limited in that userswith this access level may not add, delete, or edit fields within the catalog.
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Access Levels and Portfolio WebThe following operations are available to Portfolio Web users and can be enabled or disabled in the AccessLevels page of the Administration application:l Access and Process Originals: Allows the user to download original files. When this permission andUse Convert Presets are granted, the user has access to the Batch Process function.
l Check Out Assets: For vault-based catalogs, allow the user to check out an asset.l Embed Metadata: Allows users to edit metadata that can be embedded in a file.l Import/Export Metadata: Allows users to export metadata for assets to a text file, or import metadata
for existing cataloged assets from a text file (either from another Portfolio catalog or from a differentsystem).
l Make PDF: Allows the user to generate a PDF contact sheet.l Manage Convert Presets: Allows users to use the Edit Convert Presets feature and to save presets
from the Batch Process dialog.l Manage Public Galleries: Allow users to create, update, and delete public galleries.l Use Convert Presets: Allows users to use custom conversion presets created by others. When this
permission andAccess and Process Originals are granted, the user has access to the Batch Processfunction.
Each access level has some pre-defined permissions, some permissions that can be enabled, and some thatcannot be enabled. Settings that cannot be changed for a specific access level are grayed out.
For example: Users with the Publisher access level initially cannot manage convert presets, but thiscapability can be granted to all Publisher users. By contrast, Catalog Administrators always have thiscapability, but Reader and Editor users can’t be allowed to manage presets.
Configuring Access LevelsTo configure options for each user access level:
1. Open the Portfolio Administration application.2. ClickAccess Levels in the functions menu on the left.3. Select a user level.4. Enable or disable options.
Editing usersYou can quickly update user account information, including the user account name, password, and fullname.
Note: You can only edit the Notes information of users from an LDAP Directory Service.
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To update the user’s account information:1. Open the Portfolio Administration application.2. ClickUsers in the functions menu on the left.3. Change any required user account information, such as password or full name.
Authentication: If you have bound Portfolio to an LDAP directory service, you can change a user’saccount to use Directory Service authentication. The Portfolio account name must match the user’sdirectory service account name. The user can then access Portfolio catalogs using his or her networklogin name and password.Note: If you change an account from using Native authentication to using Directory Serviceauthentication, then change that account back to using Native authentication, the account’soriginal password will be retained. However, if you change an account that was originally createdusing Directory Service authentication to use Native authentication, you will need to add and verify apassword for the account.
4. Click [ Apply ] to save changes.
User access to catalogs, and specific access level permissions can be updated within each catalog.
Note: To change catalog membership for users mapped from an LDAP Directory Service, see EditingDirectory Services mappings on page 34.
To update a user’s access to catalogs:1. Open the Administration application.2. Click Catalogs on the left.3. Click to select a catalog from the list.4. ClickManage Catalog Membership.5. Click to select a user to modify.
n To add the user to the selected catalog, clickAdd Selected Users to Catalog.n To change a user’s access level to a catalog, choose an access level from the drop-down menu
and click [ Apply ].n To remove a user from the catalog, click Revoke Membership.
Removing usersFor many reasons, you may need to remove a user’s access to specific catalogs. This can be accomplished ata granular level, by revoking a user’s catalog membership, or by removing the user from Portfolio entirely.
Note: To remove catalog users mapped from an LDAP Directory Service, see Editing Directory Servicesmappings on page 34.
To revoke a user’s catalog membership:1. Open the Portfolio Administration application.2. Click Catalogs in the functions menu on the left.3. In the Catalogs pane, select a catalog and clickManage Catalog Membership.4. In the resulting list of users, select the user that you want to remove from the catalog and click
Revoke Membership.
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To remove a user from Portfolio:1. Open the Administration application.2. ClickUsers on the left.3. From the Users pane, select the user that you want to remove from the server.4. Click [ Delete Users ].5. Determine what should be done with this user’s private galleries (Make Public orDelete All Private
Galleries) and click [ Delete ].
API TokensThe API Token is a pseudo-user account that is useful for anyone developing an application using thePortfolio API.
Usually, an API-based app would need to log in to the Portfolio API and get a session ID, which would needto be renewed when its session with Portfolio times out.
Instead, you can create an API Token which the developer can use to connect to the API, bypassing theneed for additional session management.
The API Token can be granted membership to any and all catalogs, and can be assigned different accesslevels for different catalogs.
The permissions that a session using an API Token has depend on the catalogs it is a member of, and itsaccess level in each catalog.
Connections using an API Token do not count against the number of user connections available to yourPortfolio installation.
For more information about the Portfolio API, see The Portfolio API on page 65.
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Directory ServicesYou can integrate your network’s user and group management system into your Portfolio accountmanagement. This way, you can automatically allow users from an LDAP service (Active Directory onWindows or Open Directory on OS X) to connect to Portfolio catalogs. This offers benefits for the networkadministrator, Portfolio administrator, and Portfolio users.
To use Directory Services, you bind Portfolio to an LDAP server. Then, when you create user accounts, youcan specify that the account is for an LDAP user or is a “native” Portfolio account. An LDAP user logs in toPortfolio using his or her LDAP username and password.
The process of configuring Portfolio to work with your Directory Service includes the following steps:1. Verify directory services integration system requirements.
Portfolio directory services integration is supported on the following LDAP implementations:n Active Directory on Windows Server 2008 R2
(For manufacturer hardware recommendations, visit http://technet.microsoft.com/en-us/library/cc771188.aspx.)
n Active Directory on Windows Server 2012(For manufacturer hardware recommendations, visithttp://technet.microsoft.com/library/jj134246.aspx.)
n Open Directory on OS X ServerOS X Lion Server - Technical Specifications (http://support.apple.com/kb/SP630)OS X Mountain Lion Server Technical Specifications(http://www.apple.com/osx/server/specs/)
2. Bind to your Directory Service.3. Create LDAP user accounts.4. Map Directory Service sources to Portfolio catalogs.
Available OptionsDirectory Servicel You can enable SSL for more secure network transactions related to user login and validation. (Be sure
to use the correct port for SSL transactions; the default is 636.)l You can enable daily synchronization between Portfolio and the directory service.
Group/User MappingPortfolio also allows you to map LDAP users and groups to Portfolio catalogs. Users and groups can also beexplicitly denied access to a catalog. This means that as LDAP group membership changes, user accessautomatically changes as well.l You can include any number of users or groups for catalog membership.l You can give any included user or group a specific access level for the catalog.l You can exclude individual users from a catalog. This overrides group membership; if a user is in a group
or is later added to a group that is mapped to a catalog, but the user himself is excluded from thatcatalog, the user really will be excluded.
l You can manually synchronize Portfolio with the directory service at any time.
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Configuring Directory ServicesTo bind to a directory service:
1. Open the Portfolio Administration application.2. ClickDirectory Services in the functions menu on the left.3. In the Configure Directory Service panel, enter the connection settings of your directory service.
Hostname: The IP address or DNS name of your directory service.Port: Enter the LDAP connection port (the default port is 389).If SSL is required, select the Use SSL option and update the port accordingly (the default port forLDAP using SSL is 636).Type: Select your directory service type, Active Directory (Microsoft Windows) or Open Directory(OS X).LDAP Bind Username: Enter a username that has permission to query the directory service. How youenter the username varies by the type of directory service you are using.For Active Directory, enter the username as one of the following:n domain\user (Example: mycompany\jsmith)n user@realm (Example: [email protected])n The fully qualified LDAP distinguished name (DN).
(Example: cn=jsmith,cn=users,dc=MYCOMPANY,dc=COM)For Open Directory enter the username as either:n The domain username only (Example: jsmith)
This method requires that anonymous directory authentication be enabled. This is the defaultsetting for Open Directory.
n The fully qualified LDAP distinguished name (DN).(Example: uid=jsmith,cn=users,dc=MYCOMPANY,dc=COM)
Password: The password for the LDAP Bind Username.Synchronize Daily: Select this option to have Portfolio automatically synchronize mappings with theLDAP server once a day. If you do not enable this option, synchronization is only performedmanually.User authentication is performed each time a user logs in, so synchronization is not necessary forPortfolio accounts that are created for LDAP users.
4. Click [ Apply ] to bind your directory service to Portfolio.
After successfully binding to the LDAP service, you can create Portfolio user accounts that use the directoryservice credentials; see Adding users on page 27.
You can also map users and groups to specific catalogs; see Editing Directory Services mappings below.
Editing Directory Services mappingsYou can map any combination of users and groups from an LDAP directory to a Portfolio catalog. Once yousave a mapping, you can edit it to add more users or groups, remove users or groups, or exclude specific usersfrom a catalog.
The View/Edit Mappings panel consists of two parts: the Service Browser, that lists users and groups, andthe Mapping, that lists the users mapped to a catalog.
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Service BrowserIn the Service Browser, you query the Directory Service for existing users and groups.
The Search Results shows a hierarchical tree listing the users and groups that match the Query criteria.
Use the Search Results listing to map entries to your catalog.
Query filterThe Query filter helps you restrict the search to certain users or groups within the Directory Service.
In Active Directory, the available Query Filters are:l Security Groups: Displays all security groups within the Directory Service.l Distribution Groups: Displays all distribution groups within the Directory Service.l Users: This filter displays all the directory service users in a flat (non-hierarchical) list.l Entire Tree under Search Base: Displays the highest level of the Directory Service tree. Use this if you
want to browse to a specific entry manually.l Name: Use this filter to locate users by name. This filter includes the options to search if a name
contains, starts with or equals the entered text.
In Open Directory the available Query Filters are:l Entire Tree: Displays the highest level of the Directory Service tree. Use this if you want to browse to a
specific entry manually.l Groups: Displays all groups within the Directory Service.l Users: This filter displays all the directory service users in a flat list.l cn: Use this filter to locate users by name, the cn attribute. This filter includes the options to search if a
name contains, starts with or equals the entered text.
Creating a Directory Service mappingUser/Group Mapping is a simple, flexible, and powerful way to give users on your network access to Portfoliocatalogs. It is important to understand how account mapping works, in order to maintain a secure andsteady workflow for your Portfolio users.
IMPORTANT
The first occurrence of a specific user account in a mapping determines theaccess for that account in Portfolio. For example, if the user jennifer is amember of the editorial group and the artists group, and theeditorial group is mapped first, the user jennifer will have the accessassigned to the editorial group, regardless of the access assigned to theartists group. Similarly, an individual account that is mapped after a groupthat contains the account will retain the access assigned to the group.We suggest that you map user accounts first, then map group accounts.Excluding individual user accounts will always work.
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To create a directory servicemapping:1. Choose the catalog to map to from the Target Catalog drop-down menu in the User/Group
Mapping panel on the right.If you have created a mapping for that catalog already, it will be displayed, and you can proceed tomodify it.There are three types of mapping targets you can choose from:n Specific catalog: This is ideal for complex user and group mappingsn All Catalogs: Useful if you need to map users to many catalogs.n None: This allows you to import Directory Service users, automatically creating Portfolio accounts
for them, which you can manually assign to catalogs.2. Select entries in the Search Results on the left.
You can select any combination of users and groups .3. Click [ Create Mapping ] at the bottom of the Service Browser.
You can also drag selected entries to the Mapping panel.4. To exclude individual users from a mapping, select the users in the Search Results, then click [ Exclude
User ].5. You can choose specific access levels for each user from the drop-down menu next to the user’s or
group’s entry in the Mapping panel.6. Click [ Save Mapping ]. This will cause Portfolio to synchronize to the directory service, and add the
specified users to the selected catalog.
Automatic Synchronization and Group UpdatesThe major benefit of mapping a group instead of the individual members in that group is that all futuremembers added to that group will become members of the same catalog, and their network logins willimmediately work to give them access to the catalog.
You can use the [ Exclude User ] function to deny catalog access to individual users, even if they are partof a group that has access.
However, if you only need to include a few specific users that happen to be part of a group an whose catalogaccess is not related to their group membership, we recommend that you just include those individual users,rather than including the group and excluding the undesirable members of the group. This will avoid thesituation where every user added to the group automatically has catalog access, and you have to manuallyremove these users.
Editing an existing catalog-specific mappingYou can edit a mapping that you saved; in the Administration application, clickDirectory Services, thenclickView/Edit Mappings, then choose the desired catalog from the Target Catalog drop-down menu inthe right-hand panel.
You can use the Service Browser to filter users and groups at any time while editing your map.
To remove a user or group from an existing mapping, choose the user or group name in the right-handpanel, then click [ Delete Source ].
To add new users or groups to a mapping, select one or more users or groups (or both) in the ServiceBrowser on the left, then click [ Create Mapping ] (or drag the selected users into the mapping in the right-hand panel).
To exclude a user from accessing a Portfolio catalog, select the user in the Service Browser and clickExclude User. The user will be added to the mapping with this icon to indicate that user is specificallyexcluded regardless of group membership.
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To cancel any changes without saving them, click [ Revert Changes ] at the bottom of the right-handpanel.
To save your mapping changes, click [ Save Mapping ] at the bottom of the right-hand panel.
Synchronizing Portfolio with the Directory ServiceIf you are mapping directory service accounts to Portfolio catalogs, you need to periodically synchronizePortfolio with the directory service.
If you want to apply new or changed mappings, or import directory service changes to Portfolio immediately,you can synchronize Portfolio with the directory service manually.
Tomanually synchronizewith the directory service:1. Start the Portfolio Administration application.2. ClickDirectory Services in the functions menu on the left.3. At the bottom of the Configure Directory Service panel, click Synchronize Now.
You can also have Portfolio synchronize with the directory service once a day, automatically.
To change the directory service synchronization settings:1. Start the Administration application.2. ClickDirectory Services on the left.3. Select (or de-select) the Synchronize Daily option in the Configure Directory Service panel.4. Click [ Apply ] to save the new setting.
Removing a Directory Service configurationYou may want to remove a directory service configuration. As a convenience, when you disconnectPortfolio from a directory service, users who were added via the service are automatically converted intonative Portfolio users with a password identical to their username.
Note: You should change this password as soon as possible.
To remove a directory service configuration:1. Open the Portfolio Administration application.2. ClickDirectory Services in the functions menu on the left.3. In the Directory Service panel, click Remove Service.
Configuring Single Sign-onSingle Sign-on allows Portfolio Web users to be automatically connected to Portfolio without needing tolog on. Their network credentials are used to connect them to their Portfolio catalogs.
For more information, see the Knowledge Base ArticleHow to set up Single Sign-On for Portfolio(http://support.extensis.com/Support/58278/58411/en-US/Article/View/1059/How-to-set-up-Single-Sign-On-for-Portfolio).
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Single Sign-on requirementsIn order to successfully use Single-Sign on with Portfolio, you need the following:l A license for the Portfolio Single Sign-on add-on;l Portfolio running on a Windows Server in an Active Directory environment that supports Kerberos 5 as
an AD user;l A Service Principal Name (SPN) that has been configured for Portfolio and for a domain account (the
SPN account does not need to be the same account that Portfolio runs under);l Domain user accounts imported into Portfolio (for information on configuring Directory Services
accounts, see Directory Services on page 33;l Mac clients must be joined to the Windows domain.
How to enter Single Sign-on credentials1. In Portfolio Administration, clickGlobal Settings, then click Single Sign-on Credentials.2. Enter the Account Name and Password for the Service Principal Name.3. Click [ Apply ].
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Catalog AdministrationAfter a catalog is created by the Portfolio Administrator, a Catalog Administrator can specify details andoptions for using the catalog.
A Catalog Administrator can be the Portfolio Administrator or a member of the catalog with the CatalogAdministrator access level assigned.
The Catalog Administrator can:l Change the catalog name (see Renaming a catalog on page 22);l Grant or revoke catalog membership to users with existing Portfolio accounts, and change member
access levels (see Granting catalog membership on page 29);l Set specifics about preview images and clips (see Previews and clips on page 21);l Set Managed Upload options (seeManaged Upload below);l Set options for excluding files and automatic keyword generation (see Cataloging options on the next
page);l Manage catalog fields, metadata, and XMP Namespaces (seeManaging catalog fields on the next
page);l Add Watch Folders to the catalog using the Portfolio Web application (see AutoSyncon page 50);l Set the catalog’s default view in Portfolio Web (see Setting default views for Portfolio Web on
page 57).
The Catalog Administrator uses his own login with the Portfolio Administration and Portfolio Webapplications to make these changes.
Note: Only a Native Catalog Administrator account can log in to the Portfolio Administration application.
Managed UploadPortfolio allows you to request or require the user to add certain metadata when he adds files to a catalog.This is calledManaged Upload.
To enable Managed Upload, click Catalogs, select a catalog, click the Upload tab in the Catalog Detailspane, then check the box labeledUse Managed Upload.
The list on the left shows the metadata fields available to the catalog; the list on the right shows themetadata to be entered when a file is added to the catalog.
FormHeader: Enter a message to display to a user when he is prompted to enter metadata for uploadedfiles.
Fields: When a user uploads files, he will be prompted to enter data for the fields listed on the right. Dragfields from the list on the left into the list on the right.
Required: Check this box for each field that must be filled in before the user is allowed to upload files.
Drag entries within the list on the right to re-arrange them; select an entry and press DELETE to remove it.
Click [ Apply ] to set the Managed Upload criteria for the selected catalog, or click [ Revert ] to return tothe last-saved configuration.
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Cataloging optionsCreate Keywords from PathOften, a user will catalog files that exist in a specific organized folder structure. Portfolio can leverage thisstructure and create keywords for each cataloged file based on its path and filename.
To set the path keyword options, click Catalogs, select a catalog, then click the Cataloging Options tab inthe Catalog Details pane.
Under Create Keywords from Path, select one or more path components to include as keywords:l Filename: The name of the file, without the extension.l Parent folder: The name of the folder that the file is in.l Folder tree: The name of each folder in the file’s path, not including the volume name or parent
folder.l Volume: The name of the disk that the file resides on.l Server name: The name of the server that the file resides on.
File and Folder ExclusionsPortfolio can be forced to ignore files with a specific filename by creating an “exclusions” list that specifies anexplicit set of file names or patterns.
To exclude files by name, click Catalogs, select a catalog, then click the Cataloging Options tab in theCatalog Details pane.
Under File and Folder Exclusions, there is a list that is pre-populated with common patterns of files thatyou will probably want to exclude from your catalogs.
To exclude other files or folders that follow a specific naming pattern:1. Select the file name search parameter from the drop-down menu: Starts with, Ends with, or
Contains.2. Enter the filename or partial name that you want to exclude from cataloging. (Letter case is ignored.)3. Click [ + ].
Portfolio searches each path name and each segment of the path for text strings matching any of theparameters you enter. For example, if you enter Starts with: DUP and Ends with: 97, Portfolio willexclude Duplicate_PH050, Report_97, and C:\Duplicates\Image.jpg.
To exclude specific file types from your catalog, add an Ends with entry specifying the file extension toexclude. Note that you may need to create more than one entry, such as .tiff and .tif to exclude allTIFF files.
Managing catalog fieldsThe Catalog Administrator determines what metadata fields are available in a catalog.
This allows you to tailor a catalog to include only relevant metadata, reducing the size of the database andmaking searching and other operations more efficient and faster.
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To changewhich fields are included in a catalog:1. Click Catalogs in the functions menu on the left.2. Select the desired catalog.3. ClickManage Catalog Fields.4. For each category of EXIF, IPTC, Movie, MS Office, and XMP:
a. Select the category from the pop-up list.b. Check fields that you want to include.c. Uncheck fields that you want to remove. (When you uncheck a field, you’ll be prompted to
confirm that you want to disable it.)Note: Some fields cannot be disabled.
Field categoriesl Custom Fields: You can create custom fields for your catalog to store any type of information you want
about the assets you catalog: a date, a number, a block of text, or an URL, for example. This gives youmore flexibility when it comes to organizing, categorizing, and searching for your assets.
l System Fields: System Fields are those that Portfolio includes in all catalogs automatically. They areconsidered “must-have” metadata for most types of catalogs.
l EXIF: EXIF data typically includes information about the device capturing an image, such as model andserial number.
l IPTC: Typically, photo and media metadata used by news organizations.l Movie: Metadata included in a variety of video and animation files.l MS Office: Metadata incorporated into Microsoft Office documents.l XMP: A large selection of general metadata that can be extended as necessary.
Modifying field settingsMost fields have some settings you can customize for your catalog to ensure the data entered is in theformat you need.
For all fields, you can:l Enter a default value for the field;l Choose to Allow Multiple Values;l Choose to include a list of Predefined Values for the field;l Choose to Allow Only Predefined Values in order to restrict user choices to specific values;l Choose whether the current field can be populated with asset metadata, whether the field value is
embedded in an exported file’s metadata, and what metadata the field is associated with.
For String fields, you can set the maximum number of characters allowed in the field.
For Decimal fields, you can set the precision (number of digits after the decimal).
For Date/Time fields, you can choose whether to show the time data when the field is displayed in PortfolioWeb or Express.Note: Date/Time fields always include time information, whether it is displayed or not.
The Keywords system field includes a unique hierarchical list of predefined values. See Configuring theKeywords field on the next page for details on changing keyword entry options.
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Configuring the Keywords fieldNote: Keywords can also be added automatically based on a file’s name and path. See Cataloging optionson page 40 for more information.
To specify how keywords are handled while cataloging and exporting:1. Click Catalogs in the functions menu on the left.2. Choose the catalog you want to configure.3. Below the list of catalogs, clickManage Catalog Fields.4. Choose System Fields from the Field Category pop-up menu.5. ClickKeywords in the list of available fields.
Keyword optionsEach asset can be tagged with multiple keywords, and each catalog can include its own pre-defined list ofkeywords that users can choose from to quickly add keywords to assets.l Default value: This is a word or phrase that will be included as a keyword for every file that is added to
the catalog. As with all keywords, this can be removed from individual assets within a catalog.l Allow Only Predefined Values: Check this box to present the list of Predefined Values as the only
keywords users can search on or add to assets in Portfolio Web.l Predefined Values: This is a listing of hierarchical or “nested” keywords: you can organize the predefined
keywords in a hierarchy, making it easier for users to find appropriate keywords.l Extract and Embed Metadata: Check this box to extract keywords from the listed metadata fields while
cataloging files, and to embed keywords in the indicated metadata fields when exporting or convertingfiles.
Working with the Predefined Values listThe Predefined Values list allows you to specify a list of keywords for users to choose from for taggingassets. In addition, you can specify that users can only use keywords from this list, and disallow manuallyadding other keywords.
To add the first keyword, type the keyword in the field labeled Predefined Values, then press ENTER orRETURN. The Predefined Values list will appear below the field, ready to add more keywords.
To add a top-level entry to the list, either select Keywords at the top of the list or click on a blank spacebelow the last entry in the list, type the new keyword in the field above the list, then press ENTER orRETURN.
To add a keyword as a child to an existing keyword, select the would-be “parent” keyword in the list,type the child keyword in the field above the list, then press ENTER or RETURN. You can also drag and dropkeywords within the list to create children or promote keywords to the top level.
To remove a keyword from the list, select it and press DELETE. If you delete a parent keyword, all of itschildren will be deleted as well.
To clear the entire list of Predefined Values, click the Keywords entry at the top of the list, then pressDELETE.
To disallowmanual entry of other keywords, check the box labeledAllow Only Predefined Values.
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Exporting and importing keywordsOnce you have entered keywords in the Predefined Values list, you can export them to a text file.
To export keywords, click the Toolsmenu icon and choose Export. You can change the name andlocation of the file, then press ENTER to save the file.
You can also add new keywords by importing a properly-formatted text file.
To import keywords, click the Toolsmenu icon and choose Import. Select the keywords file and pressENTER.
Keyword text file formatTo create a keyword file to import, use NotePad on Windows or TextEdit on OS X. If you are using TextEdit,be sure the file format is plain text; choose Format > Make Plain Text.l Enter one keyword phrase per line.l Press the ENTER or RETURN key at the end of each line.Note: On OS X, some text editors treat the ENTER key (in the numeric keypad) differently from the RETURNkey. Press the RETURN key after each line.
l To add a child keyword, press TAB before typing the keyword.
Note: Some text editors will see the TAB as a signal to indent the next line. If this happens and you do notwant to enter additional children, just delete the leading tab character.
In the example below, the phrase space programs is one keyword, with children mercury, gemini, andapollo. The keyword apollo also has children: apollo-soyuz and skylab. (The ¶ represents the endof a line, and → represents a tab character.)
space programs¶→ mercury¶→ gemini¶→ apollo¶→ → apollo-soyuz¶→ → skylab¶
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Creating custom fieldsPortfolio users often wonder when to store information in a custom field, and when keywords are moreappropriate. In general, keywords should be used to describe the content of a file, and custom fields forspecific properties of the file.
Custom fields are particularly useful for tracking any information about the file that is pertinent to thebusiness model. It would be best to use a custom field to track the following information types: job number,part number, SKU, pricing, any information with a Yes/No option, or any data where predefined variablesare possible.
The seven types of custom fields in Portfolio are:l Date/Time: This field type allows you to enter date and/or time values into your items. You can elect to
have Time values not displayed by deselecting the Display Time option. Date/Time fields can includemultiple values, and can be configured as a predefined list.
l Decimal: For regular numeric values. Decimal fields include multiple values, and can be configured as apredefined list. You can specify the number of digits of precision.
l Number: For regular numeric values. Number fields include multiple values, and can be configured as apredefined list.
l Text: This field type is designed for single line text values. You can specify a maximum length for the fieldby entering the number of allowable characters in the Length text box. The data in a Text Field can befrom 1 to 2000 characters long, can include multiple values, and can be configured as a predefined list.
l Text Block: Text Blocks are multi-lined fields that can be any length. This field type allows you to addmultiple lines of text to items; you can include line breaks or carriage returns. Text blocks are word-indexed, allowing even these longer fields to be searched extremely quickly.
l URL: This field type is used for Web and other URL addresses. When an URL field is displayed in PortfolioWeb, it becomes an active, clickable hyperlink that will open a new browser window or tab.
l Boolean: This field type is used to indicate a True/False, Yes/No, On/Off, or similar condition.
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To create a custom field:1. Click Catalogs in the functions menu on the left.2. Select the catalog.3. Below the list of catalogs, clickManage Catalog Fields.4. Select Custom Fields from the Field Category pop-up menu.5. ClickAdd New Custom Field at the bottom of the Custom Fields panel.6. In the field description area, enter details for the field:
n Field name: While field names can include multiple words, only fields with single-word names canbe used to focus searches using QuickFind in Portfolio Web.
n Field type: Choose the type from the pop-up menu.n Field options: Set a maximum length for String fields, precision for Decimal fields, and whether or
not to show time for Date/Time fields.n Default value: Optionally, you can enter a default value for the field. This value can be changed in
Portfolio Web for each cataloged file.n Allow Multiple Values: For some types of fields, it might make sense to allow multiple values to
be entered.n Predefined Values: You can specify that a field has predefined values, which means that a user
entering this information in Portfolio Web can choose a value from a list of possibilities that youdefine. For details see Creating predefined values below.
n Associate custom field with filemetadata: You can specify that your custom field is populatedby metadata extracted from an asset when it is cataloged, and that your field’s value is embeddedas metadata in exported files. For details see Extract and Embed Metadata on the next page.
7. When you have defined the custom field to your satisfaction, click [ Submit ].
Multiple valuesSome types of fields work better when they are allowed to contain multiple values. The keywords field, forexample, allows multiple individual strings. This is more convenient for data entry and also allows for moreefficient storage and searching.
You can create fields that allow multiple values of any single type of data, such as numbers, Booleans, ordates.
When a user enters data for a multi-valued field, Portfolio Web allows him to enter as many values asdesired; he must click [ Submit ] when he is done entering data.
A multi-valued field can be combined with a predefined value list to allow users to choose one or morecommon or allowed values.
Creating predefined valuesThe Predefined Values list allows you to specify a list of values for users to choose from for tagging assets.In addition, you can specify that users can only use values from this list, and disallow manually adding othervalues.
To add the first value, type it in the field labeled Predefined Values, then press ENTER or RETURN. ThePredefined Values list will appear below the field, ready to add more.
To remove an entry from the list, select it and press DELETE.
To disallowmanual entry of other values, check the box labeledAllow Only Predefined Values.
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To export values, click the Toolsmenu icon and choose Export. You can change the name and locationof the file, then press ENTER to save the file.
To import values, click the Toolsmenu icon and choose Import. Select the text file and press ENTER.
Extract and Embed MetadataYou can associate your custom field with a specific metadata element. The metadata can be automaticallywritten to a file when a user enters a value in Portfolio Web. The field can also be populated automaticallyby extracting the metadata from an asset when it is cataloged.
Caution: You should only map a custom field to your own custom metadata definition. If you attempt touse an existing definition, it could result in a data type mismatch.
To associate the custom field with metadata, check Extract and Embed Metadata.
To specify themetadata associated with the field, choose a name from the Metadata Name list.
To have Portfolio extract the selected metadata and place it in the associated field when an asset iscataloged, check Extract from Metadata.
To have Portfolio embed the custom field’s value as metadata, check Embed in Metadata.
Custom metadataYour catalog may need to include metadata that is not already built-in to Portfolio. The following stepsshow you how to add a metadata definition and associate it with a custom field in your catalog.
Adding a custom metadata definitionTo add a custom definition:
1. Click Catalogs and select the catalog that you want to add your metadata definition to.2. ClickManage Catalog Fields.3. ClickManage Metadata.4. In the Metadata Definitions window, click [ + ].
This opens the New Metadata Definition window.5. Enter the metadata definition:
n Name: The unique name for the metadata.The convention used in Portfolio is XMP - <corporate identifier> - <field name>; for example,XMP - Example Company - Example Field.The “field name” represents the custom field that you will create to contain this metadata. Thetext used here does not need to match the field name exactly but it should uniquely identify thecustom field for your ease in identification.
n Type: Choose XMP from the list.n Namespace: Choose xap.n Tag: Enter the unique tag for the metadata. (The tag is how the metadata is identified by other
software.)The convention used in Portfolio is to merge the “corporate identifier” and “field name” text,removing all spaces; for example, ExampleCompanyExampleField.
n Data Type: Choose the type of data that this definition identifies. (This is the same data type thatyou will assign to the custom field that you will create.)
n Multivalued Type: If the field will contain more than one value, select Ordered orUnordered;otherwise, select Not Multivalued.
6. When the metadata definition is complete, click [ Submit ].
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You can now create a custom field that is used to embed and extract the metadata that you just defined.For details on adding a custom field to your catalog, see Creating custom fields on page 44.
ExampleIn this example, we have a catalog of products that we want to add some standard advertising metadata to.We’ll add three metadata definitions: Product Release Date, Manufacturer’s Suggested Retail Price, andProduct Recall Status. We’ll then add these fields to our catalog. (If you want to follow this example, createa dummy catalog that you can work with. Ours is named Products.)
1. Click Catalogs, select the Products catalog (or your dummy catalog), clickManage Catalog Fields,then clickManage Metadata.
2. Click [ + ] and enter the following for the first metadata definition:n Name: XMP - Our Company - Release Daten Type: xapn Tag:OurCompanyReleaseDaten Data Type:Date/Timen Multivalued Type:Not Multivalued
3. Click [ Submit ] to create the first metadata definition.4. Click [ + ] and enter the following:
n Name: XMP - Our Company - MSRPn Type: xapn Tag:OurCompanyMSRPn Data Type:Decimaln Multivalued Type:Not Multivalued
5. Click [ Submit ].6. Click [ + ] and create the final metadata definition:
n Name: XMP - Our Company - Recall Statusn Type: xapn Tag:OurCompanyRecallStatusn Data Type: Booleann Multivalued Type:Not Multivalued
7. Click [ Submit ], then click [ OK ] in the Metadata Definitions window.8. ClickAdd New Custom Field.9. Define the field as follows:
n Name: ReleaseDate (note that we do not use a space in the field name; this makes customsearches much easier to perform)
n Field Type:Date/Timen Show Time: False (leave unchecked)n Allow Multiple Values: False (unchecked)n Extract and Embed Metadata: True (checked)n Metadata Name: XMP - Our Company - Release Date (as created above)n Extract from Metadata: True (checked)n Embed in Metadata: True (checked)
10. Click [ Submit ] to create the new field in your catalog.
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11. ClickAdd New Custom Field and create the MSRP field:n Name:MSRPn Field Type:Decimaln Precision: 2n Extract and Embed Metadata: True (checked)n Metadata Name: XMP - Our Company - MSRPn Extract from Metadata: True (checked)n Embed in Metadata: True (checked)
12. Click [ Submit ].13. ClickAdd New Custom Field and create the final field:
n Name: RecallStatus (no spaces)n Field Type: Booleann Default Value: False (unchecked)n Extract and Embed Metadata: True (checked)n Metadata Name: XMP - Our Company - Recall Statusn Extract from Metadata: True (checked)n Embed in Metadata: True (checked)
14. Click [ Submit ].
Testing your custom metadataIf you have created a dummy catalog and added the new fields following the example above, you can usePortfolio Web to confirm that your metadata and custom fields are “working” correctly.
In Portfolio Web:1. Add an asset to your dummy catalog.2. Enter metadata for the new asset using the new custom fields.
Since we turned on embedding for our custom definitions, the metadata will be written to theoriginal file.
3. Delete the asset from your catalog. Do not delete the original file from disk!4. Refresh the catalog to see that Portfolio has re-cataloged the file.5. Look at the metadata for the re-catalogued asset. It should include the data you entered originally.
Custom XMP namespacesYou may find a need to add an XMP namespace and associated metadata to your catalog that is notcurrently available within Portfolio.
The process for doing this is:l add the new XMP namespace;l add the custom metadata definition; andl add a new field using the custom metadata.
Note that the new XMP namespace and metadata definitions are available to use in any catalog, but youneed to add custom fields that are mapped to the new metadata to any catalogs where you want to includethe custom metadata.
Custom metadata in an existing namespaceWhile you can add a namespace for your custom metadata, you may not need to. Many applications do notsupport custom namespaces. Unless your organization or industry has created a namespace that is notalready available in Portfolio, you should add custom metadata to the xap namespace.
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Adding an XMP namespaceXMP is a technology developed by Adobe to allow you to embed a file’s metadata—information about thefile, separate from it’s actual content—in the file itself. For example, a word processing document couldinclude the language it is written in and the number of words it contains, or a photograph could include thegeographic coordinates and date and time for where and when it was taken.
XMP defines specific rules for including metadata of many different kinds, and many organizations takeadvantage of XMP to define metadata standards for their industries.
To add an XMP namespacewithin Portfolio Administrator:1. Click Catalogs in the functions menu on the left.2. Select any catalog (it doesn’t matter which one; the XMP namespace will be available to all catalogs).3. ClickManage Catalog Fields.4. ClickXMP Namespaces.5. In the XMP Namespaces window, click [ + ].6. Enter the abbreviation for the namespace and the namespace’s URI, then click [ Submit ].7. Click [ OK ] in the XMP Namespaces window.
Note: You can also add a namespace directly from within the custom metadata field editor.
After you create a namespace, you need to add metadata definitions and custom fields that support thenamespace.
Adding custom metadata definitionsYour custom namespace also needs custom metadata definitions and custom fields to support them.
To add a custom definition:1. Click Catalogs and select any catalog.2. ClickManage Catalog Fields.3. ClickManage Metadata.4. In the Metadata Definitions window, click [ + ].
This opens the New Metadata Definition window.5. Enter the metadata definition:
n Name: The unique name for the metadata. You may wish to preface it with an abbreviation forthe namespace or metadata type.The convention used in Portfolio is<namespace> - <corporate identifier> - <field name>; forexample, XMP - Example Company - Example Field.“namespace” is the abbreviation for your custom namespace, and “field name” represents thecustom field that you will create to contain this metadata.
n Type: Choose XMP from the list.n Namespace: Choose your custom XMP namespace. Tip: You can add a new XMP namespace
here by clicking [ + ].n Tag: Enter the unique tag for the metadata. (The tag is how the metadata is identified by other
software.)The convention used in Portfolio is to merge the “corporate identifier” and “field name” text,removing all spaces; for example, ExampleCompanyExampleField.
n Data Type: Choose the type of data that this definition identifies.n Multivalued Type: If the field will contain more than one value, select Ordered orUnordered;
otherwise, select Not Multivalued.6. When the metadata definition is complete, click [ Submit ].
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You can now create a custom field that is used to embed and extract the metadata that you just defined.For details on adding a custom field to your catalog, see Creating custom fields on page 44.
AutoSyncAutoSync is one of the most important and powerful features in Portfolio—a dramatic tool that lets yousynchronize the contents of any folder on your network with your Portfolio catalogs—or vice versa. It’s alsothe way in which you define where Portfolio Web users upload files to your catalog.
You can create a default Watch Folder on the Portfolio server with each catalog, and add moreWatch Folders with Portfolio Web.
What is AutoSync?AutoSync creates a link between specific folders on your network and entries in a Portfolio catalog.
Users can place files in a Watch Folder (using the OS X Finder or Windows Explorer), and they will beautomatically cataloged in Portfolio.
Users can also drag an entry in a Portfolio catalog to a Watch Folder in order to move files from their originallocation to the Watch Folder.
AutoSync not only allows users to automatically catalog assets, but gives you a way to keep your catalogedfiles in specific locations on your network.
Here are some of the typical ways you might use AutoSync:l Use Portfolio to organize your files on disk by dragging thumbnails into folders from within a Portfolio
catalog.l Move cataloged files from one folder to another on your network, without having to leave Portfolio or
manually update your Portfolio catalogs.l Have other users in your workgroup catalog assets just by dropping files into a folder that is being
watched by AutoSync.
Creating a Watch FolderThe benefit of a Watch Folder is that Portfolio monitors and automatically catalogs files that are moved intodirectories on your file server. This way, you can do other work in your catalog while Portfolio automaticallyupdates the Watch Folders. A new Watch Folder must be on a share that is accessible by the Portfoliosystem. Only folders that are contained on mounted shares (Mac) or that can be browsed through thenetwork (Windows) can be added.
Creating a Watch Folder with a catalogWhen you create a Portfolio catalog, you can opt to create an Watch Folder for that catalog on thePortfolio system.
Doing so saves you time and allows Portfolio Web users to start working immediately.
Bear in mind the amount of space available on your Portfolio system’s boot drive and how much space islikely to be used by client files before enabling this option.
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To create a Watch Folder when you create a catalog:1. Open the Portfolio Administration application.2. ClickGlobal Settings in the functions menu on the left.3. Click Catalog Defaults.4. Check the box labeled Create Watch Folders for new catalogs in this folder.
You should leave the default folder path in this field. If you change it, the Portfolio system must havecontinuous read/write access to the new folder.
5. Click Catalogs in the main menu.6. ClickAdd New Catalog.7. Choose a catalog template and enter a catalog name.8. Check the box labeled Create a Watch Folder.9. Click [ Create ].
The Watch Folder is given the same name as your catalog with the word “Files” appended; if your catalog isnamed “Big Client” then the Watch Folder will be named “Big Client Files.”
The sync settings used for this folder are:
l Continually watch the folder for changes;l Sync when changes are found;l When the original is not found for cataloged asset, do not delete the catalog entry.
To change these settings, see Changing Watch Folder settings below.
Creating a Watch Folder from Portfolio WebTo add a watch folder:
1. At the bottom of the Organizers panel, click the [ + ] button and choose Add Watch Folder.2. Enter a folder path or click [ Browse ] and choose the folder to watch.3. Select a synchronization setting:
When changes are found: Portfolio continually watches the folder and synchronizes with the serverwhen a change is found.When a user selects Synchronize Folder: The folder is synchronized manually. To synchronize, right-click the folder in the Organizers panel and choose Synchronize Folder from the shortcut menu.On a schedule: The folder will be synchronized at regular intervals or at a specific time of day. Choosea schedule option from the pop-up menu.
4. Check Remove missing items from Catalog to have a catalog entry removed if its associated assetis no longer present in the watch folder.
5. Click [ OK ] to create the watch folder.
Changing Watch Folder settingsAfter you create a Watch Folder, it is easy to change its settings.
1. Launch Portfolio Web and connect to the served catalog.2. Double-click the Watch Folder in the Organizers panel.3. Click the Options tab at the top of the Update Watch Folder window.4. Change the desired settings and click [ OK ].
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Portfolio AdministrationBackup/RestorePortfolio has a built-in function to backup (or restore) its database and other relevant data.
Portfolio does not back up your assets or preview images. You need to back these up separately using athird-party backup utility.
If you are using vault catalogs, it is important that neither the Portfolio database nor the vault assets changewhile the other is being backed up; the two backups need to make one “logical” snapshot of your Portfoliodata. The best and easiest way to do this is:
1. Shut down Portfolio (note that Portfolio Administration still functions while Portfolio itself has beenstopped).
2. Back up your Portfolio data. (See Backing up Portfolio data below.)3. Back up the vault and your Portfolio backup using a third-party backup utility.
By backing up everything at the same time and keeping it together, you have a complete snapshot ofyour Portfolio data.
4. Optionally, back up your preview directory. (See Backing up preview images below.)In case of a catastrophic failure where you need to restore your data from a backup, the previews canbe recreated; having the backup can save some time but is not absolutely necessary.
5. Start Portfolio.
To locate your vault, clickGlobal Settings, then click Portfolio Vault Configuration.
Backing up Portfolio dataYou can back up your Portfolio database and other information manually or using a schedule.
In Portfolio Administration, click Backup/Restore.l To change the location where backups are saved, click [ Browse ] and choose a new folder.l To choose howmany backups will be kept, use the Retain pop-up menu. (Only this many backups
are kept; older files are deleted after a new backup is saved.)l To schedule regular backups, check the Schedule Backups box, then choose the time and day(s) to
save your backups.l To save a backup immediately, click [ Backup Now ].l To restore a backup, click [ Restore From Backup File ], click [ OK ] in the warning, select the file to
restore, then click [ Select ].
The following information is backed up:l Portfolio databasel Portfolio NetPublish sitesl Portfolio Reports data
Backing up preview imagesIt’s also important to back up the screen preview files that are associated with your catalog.
To find out which directory is currently being used to store preview images:1. In Portfolio Administration, click Catalogs.2. Select a catalog and clickView/Edit Catalog Details.3. In the Details pane, click the Previews tab.
The directory path to the preview files is displayed.
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Use a third-party backup tool to backup preview files from the location indicated on the Previews tab.
Typically, the preview folders for all catalogs will be in the same location; you can back up all preview files forall catalogs by backing up the parent folder. For example, by default the preview folders are inC:\ProgramData\Extensis\Portfolio Server\Previews on a Windows server; you can back upthis folder to back up all previews at once.
ReportsPortfolio users can generate reports about their assets. The reports available are:l NetPublish - Most Downloaded: For a selected date range and site, this report identifies which assets
were downloaded and how many times each was downloaded. (This report requires a NetPublishlicense.)
l NetPublish - Usage: For a selected date range and site, this report identifies which users downloadedwhich assets, and when. (This report requires a NetPublish license.)
NetPublish reportsIn order for Portfolio to gather data for NetPublish reports, you must enable data collection for yourNetPublish sites.
To enableNetPublish Report data collection:1. ClickNetPublish in the functions menu on the left.2. UnderReporting, check Collect site data.3. Specify the number of days to retain report data.4. Click [ Submit ].
Generating a reportNetPublish reports are delivered in the form of a tab-separated values (.TSV) text file that can be opened ina spreadsheet program, text editor, or word processor.
To generate a report:1. Click Reporting in the functions menu on the left.2. Select the desired report.3. Click the Site pop-up menu and select the site that you want to report on, or select All Sites to
generate a report on all sites for which reporting data is saved.4. UnderDate Range, select the starting date (From) and ending date (To) for the report. (Use the
pop-up calendar buttons to select dates.)5. Click [ Download Report ].
The report will be downloaded to your browser’s Downloads folder. Open it with your favorite spreadsheetapplication.
Portfolio logsPortfolio logs its performance and error information in a few easily-accessed text files. Extensis TechnicalSupport may ask you for copies of one or more of these files to assist them in troubleshooting an issue foryou.
By default, log files are stored in the following locations:Windows: C:\Program Files\Extensis\Portfolio Server\logs\Mac: /Applications/Extensis/Portfolio Server/logs/
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From the Portfolio Administration application, you can:l Specify the level of information included in the log files;l Specify the number of daily server.log files to keep;l Change the location that common log files are saved to.
To change the type of information written to the server.log and jetty.log files:1. Open your web browser and start the Portfolio Administration application.2. ClickGlobal Settings in the menu on the left.3. Click Logging Configuration.4. Choose the desired level of information to log from the Log level pop-up menu:
Error: Logs only error messages.Info: Logs errors and information about certain other events.Debug: Logs errors and all events.
5. Click [ Apply ].
Note: The Debug level can result in very large log files. You should only use the Debug level if instructed todo so by Extensis support.
To change the number of server.log files saved:1. Open your web browser and start the Administration application.2. ClickGlobal Settings in the menu on the left.3. Click Logging Configuration.4. In the field labeledNumber of logs to retain, enter the number of server.log files that you want
to keep.5. Click [ Apply ].
At midnight of each day, Portfolio closes the current server.log file, appends the previous day’s date tothe filename, then starts a new server.log file.
To change the location of common log files:1. Open your web browser and start the Administration application.2. ClickGlobal Settings in the menu on the left.3. Click Logging Configuration.4. In the Log directory field, enter the path to the location where you want Portfolio to save log files.5. Click [ Apply ].
NOTES
l The new location must already exist; Portfolio will not create it for you.l Only the server.log file is moved to the new location.l On Mac, paths must start from the root directory of the Portfolio boot
volume.l On Windows, paths may begin with a drive letter or you can use a UNC
path of the form \\computer_name\share_name\...\folder
Log filesThe log files you may see are as follows (where YYYY is a 4-digit year, MM is a 2-digit month, and DD is a 2-digit date):
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logs/admin_server.log: This is the log file for the internal web container of the PortfolioAdministration application. This runs independently from Portfolio itself, so even if you stop or restartPortfolio, this service should always be running. This log is helpful to diagnose issues you may experiencewith logging in to the Administration application.
logs/admin_server_access.<YYYY_MM_DD>.log: This log file lists Web server requests by HTTPaction, IP address, and response code.
logs/boot.log: This file is generated by the JBoss server when it starts up. It logs some general debugginginformation, version information, and Java system properties. Once JBoss has started its regular loggingfacility, this log is not used, and it is destroyed each time JBoss restarts.
logs/extensis.admin.log: This contains all startup and shutdown messages.
logs/jboss-wrapper.log (Windows only): This contains low-level messages from the Java processstarted by the JBoss service wrapper. Errors here might indicate, for example, a failure to start the Javaprocess.
logs/media-delegate.log
logs/media-delegate_access.<YYYY-MM-DD>.log
logs/native-server.log: This contains messages from Portfolio.
logs/server.log: This is the main JBoss server log file.
Mobile uploadingPortfolio includes the ability to upload assets from iOS and Android™ mobile devices.
Use the Mobile panel in the Portfolio Administration application to configure uploading.
Select the Enable Mobile Uploading option to allow mobile users to upload assets to Portfolio.
To disable uploading, deselect the option. This will not affect any assets that have already been uploaded.
Uploaded assets are saved in a folder that you specify. Portfolio needs to have read/write access to thisfolder. Select a folder on a drive with enough free space to accommodate the upload activity that youexpect.
Portfolio can create a catalog namedMobile Uploads that “watches” the upload folder. New uploads willautomatically be added to this catalog.
In order for your users to use the mobile upload feature, they need to install the Portfolio Flow™ app ontheir iOS or Android device, available from the App Store™ or Google Play™ store.
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Manage Portfolio NetPublish sitesA Catalog Administrator can use the Portfolio Administration application to manage Portfolio NetPublishsites that have been published from Portfolio Web.
To manage Portfolio NetPublish sites, click NetPublish in the functions menu on the left.
In the NetPublish workspace, the list of sites available is on the left.l To view a site’s details, select it in the list.l To take a site offline, uncheck the box in the Online column.l To change how users can access a site, select the site, then choose a new Access option in the SiteDetails on the right.n No login required: Anyone can view your site.n Site password: Access to the site is restricted to users that have the password.
The password can be set when the site is published or you can enter a password here.n User accounts: Access to the site is restricted to selected Portfolio users, who log in to the site using
their Portfolio login ID and password (or their network login credentials if their Portfolio account islinked using Directory Services).Click [ Manage Users ] to select which users have access.CheckAllow account requests and enter an email address to allow users to request access to thepublished site.Note: You can create Portfolio user accounts that have no catalog access but can be given access toa Portfolio NetPublish site.
l To set an expiration date for the published site, check Site expires on and choose a date from thepop-up calendar.
l To gather reporting data for the site, check Collect site data and specify the number of days to retainreport data.
l To delete the selected site, click [ Delete ].l To save changes made to the site, click [ Submit ].
Note: Portfolio NetPublish sites are backed up using Portfolio’s integrated Backup, and are restored alongwith the rest of your data. See Backup/Restoreon page 52 for additional information on backups.
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Portfolio Web ConfigurationSetting default views for Portfolio WebA Catalog Administrator can define display defaults for a catalog as viewed within Portfolio Web. To makethese changes:
1. Log in to Portfolio Web with a Catalog Administrator account for the catalog you want to modify.By default, the Portfolio Administrator account is always a Catalog Administrator for every catalog.
2. In Portfolio Web, select the catalog that you want to modify.3. Make changes as specified below.
List View fieldsYou can specify the fields to display in the List View of Portfolio Web. Each field is displayed as a column inthe list.
To choose fields:1. Click the List View icon.2. ClickView Fields to open the Field Chooser.3. Drag a field name from the list on the left to the list on the right.4. Double-click a name on the right to remove it from the list.5. Drag names in the list on the right to set the order they will be displayed in.6. Click [ OK ] when you are done choosing fields.
Preview fieldsTo choose the fields displayed in Preview Mode, double-click a thumbnail to open its preview, click the Infoicon to display its properties, then click [ View Fields ] to open the Field Chooser. Follow the steps aboveto add or remove fields from the list to be displayed.
Properties, Find, and Sort fieldsYou can specify the fields displayed in the Properties panel, those used for sorting, and those used for Findoperations in the Filtered Fields dialog.
To choose the Filtered Fields, click [ Filtered Fields ] at the top of the Properties panel. If the Propertiespanel is not displayed, click the [ « ] button at the top right of the Portfolio Web display.
Follow the steps above for using the Field Chooser to specify the set of fields used for Properties, Find, andSort.
Other view optionsSome settings are used for all views. You can specify these in any view mode.l Choose the field to sort on from the Sort bymenu.Note: You can sort on a field that is not displayed.
l Click the sort order icon to the right of the Sort bymenu to sort in ascending (pointing up) ordescending (pointing down) order.
l Choose the number of catalog entries to show in one “page” from the menu at the bottom of thewindow.
Initial viewBefore saving the default settings, click one of the View icons to specify which view is displayed initially.
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Saving view settingsTo save view settings for the catalog, choose Apply Views from the User menu at the top right of the Webdisplay.
Which settings are savedThe following settings are saved for the catalog’s default view, and are also saved for each Portfolio Webuser when they change catalogs or log out. These settings are saved on the server for each catalog and soare used on every computer and browser the user logs in from.l View type (Thumbnails or List)l Number of catalog entries shown per pagel Fields displayed and column order in List viewl Sort field and direction (same for Thumbnail and List view)l Fields displayed in the Properties pane of Preview model Filtered Fields available in the Properties panel
In addition, these settings are saved on the user’s computer:l The username of the last user to log inl The last catalog selectedl State of the Properties panel (open or closed)l State of each group of fields in the Properties panel (open or closed)
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Customizing Access LevelsYou assign an access level to each user for each catalog. One user may be a Reader in one catalog, an Editorin another, a Publisher in another, and even a Catalog Administrator of another catalog.
By default, each access level has restrictions on what actions a user can perform.
You can modify the access levels, adding or removing capabilities for each class of user.
The following chart shows the default capabilities, which capabilities you can add, and which you canremove for each access level.
Access Level Defaults Can Be Enabled Can Be Disabled
Reader l Make PDF l Access and ProcessOriginals
l Manage PublicGalleries
l Use Convert Presets
l Make PDF
Editor l Access and Process Originalsl Embed Metadatal Make PDFl Manage Public Galleriesl Use Convert Presets
l Import/ExportMetadata
all
Publisher l Access and Process Originalsl Check Out Assetsl Embed Metadatal Import/Export Metadatal Make PDFl Manage Public Galleriesl Use Convert Presets
l Manage Convert Presets l Import/ExportMetadata
CatalogAdministrator
l Access and Process Originalsl Check Out Assetsl Embed Metadatal Import/Export Metadatal Make PDFl Manage Convert Presetsl Manage Public Galleriesl Use Convert Presets
none none
To change access level defaults:1. Open the Portfolio Administration application.2. ClickAccess Levels in the functions menu on the left.3. Choose the Access Level to modify.4. Check or clear boxes in the Enabled column corresponding to the operations you want to allow or
disallow.
The Work folderThe Work folder is where Portfolio temporarily stores files used or created during a Portfolio Web session.This includes retaining files for the user to download from the Jobs panel later.
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Some of the data stored in the Work folder will be deleted almost immediately after Portfolio is done with it.Sometimes, as in the case of pending downloads, files are kept for up to a week or until a user explicitly letsthem be removed (by clicking [ Clear Completed Jobs ] in the Jobs panel, for example).
Portfolio monitors the available disk space on the volume that houses the Work folder. If the space fallsbelow 1 GB, some download jobs may fail and an error will be displayed in the Jobs panel and added to thelog files.
By default, the Work folder is on the same volume as the Portfolio software:Windows: C:\Program Files\Extensis\Portfolio Server\data\workMac: /Applications/Extensis/Portfolio Server/data/work
If your Portfolio system does not have a lot of free disk space, or you find that your disk keeps running out ofspace, you can relocate the Work folder to any existing folder on a local or network volume where Portfoliohas continuous read/write access.
To relocate theWork folder:1. Open your web browser and start the Portfolio Administration application.2. ClickGlobal Settings in the menu on the left.3. Click Server Data Locations.4. In the field labeled Temporary work folder, enter the complete path to the new Work folder.
Note: This folder must already exist and allow read and write access to Portfolio.5. Click [ Apply ].
The change won’t take effect until you Restarting Portfolioon page 16. You do not need to restartimmediately; Portfolio will continue using the original Work folder until you restart.
Portfolio Web login customizationYou can modify the login page of Portfolio Web to incorporate your own image, an optional link, and acustom background color.
1. ClickGlobal Settings in the functions menu on the left, then clickWeb Client Customization.2. Select Customized Login Screen.3. To add a custom image to the top left of the login screen, click [ Choose File ] and select the image.4. To have the image link to a website when clicked, enter the URL to link to.5. Enter the title to be displayed in the browser’s title bar or tab.6. Click the color swatch to choose a background color for the login window.
Other colors in the window will be automatically adjusted to complement the background.7. Click [ Apply ] to save the changes.
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Portfolio Media EnginesBy default, Portfolio includes a built-in Media Engine. With external Media Engines, you can distribute assetcataloging and conversion processes to a cluster of dedicated systems. You can also extend Portfolio tosupport a wider variety of file conversions using Portfolio Web and the Portfolio API.
Portfolio WebAn external Media Engine gives Portfolio Web users additional output and file conversion options. Theseadditional formats save time in workflows where users would ordinarily be required to open and convert filesin various external applications like Photoshop. Portfolio can quickly perform these actions on behalf of theuser so files don’t have to be downloaded, converted, and re-uploaded.
An external Media Engine also gives Portfolio Web users the ability to convert video files to multiple formats.
Catalog Administrators can create presets that contain predefined conversion options. This ensures that allconversion tasks are done in a consistent way and also saves time because users don’t have to remember orlocate specific settings. Implementing a file conversion preset ensures consistent output and fasterturnaround.
NetPublish watermarksAn external Media Engine allows NetPublish users to add dynamic watermarks to NetPublish content and itsderivatives.
Watermarks can be added to NetPublish original or derivative files that are in any of these formats: BMP,GIF, JPG/JPEG, PNG, TGA, or TIF/TIFF.
Media scalingAdd dedicated Media Engine systems to handle high volume, processor-intensive conversion and catalogingtasks, leaving the Portfolio server free to handle other user needs.
Portfolio APIPresets are also available to the API and can be an important way to simplify custom code and provideflexibility for converting files. This can further automate workflows and provide an array of capabilities withminimal user interaction.
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Installing Media EnginesNote: Since Portfolio uses the built-in media engine, the Portfolio Media Engine installer does not allowinstallation on the same computer as Portfolio.
Follow these steps to install and configure external Media Engines.1. Verify the System Requirements.
Find these on the the Product Support page (http://www.extensis.com/support/product-support/portfolio-2016/).
2. Install prerequisite software on your Media Engine servers.You need to have QuickTime installed on your Media Engine system. You should also install theAdobe DNG Converter so that Portfolio can export Camera Raw images in Adobe’s Digital Negative(DNG) format.Mac users: When installing prerequisite software, you must log in to the computer using the sameaccount that you intend to use to install and run the Portfolio Media Engine.
3. Install Media Engines on one or more servers.Run the installer and follow the on-screen prompts.
4. Verify network access requirements and make necessary changes.SeeNetwork access for Media Engines below.
5. Open your web browser and start the Portfolio Administration application.6. Add theMedia Engine serial number to Portfolio.
See Entering serial numbers on page 14.Note: You will need to restart Portfolio to complete Media Engine activation.
7. Pair Portfolio to the external Media Engines.See Configuring external Media Engines on the next page.
Network access for Media EnginesPortfolio and all external Media Engines need to have appropriate permissions to read and write to networklocations where assets are stored. Many administrators choose to resolve this issue on Windows by creatinga Domain User Account specifically for Portfolio and all external media engines to use.
In the case of the Mac platform, all file storage shares must be mounted before the Media Engine is able toread or write to those shares.
Ensure that Portfolio can access all external Media Engines. The default port for Media Enginecommunication is 9877.
You need to ensure that network ports are open for all communication you intend on accessing withPortfolio or external Media Engines. Windows Networking (SMB) uses port 445 by default, and Apple FilingProtocol (AFP) uses port 548 by default.
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Updating port settings for external Media EnginesThe default port used by external Media Engines is port 9877.
If you require an external Media Engine to use a different port due to a port conflict or any other reason, thissetting can be updated.
To update theMedia Engine port:1. Open the server.xml file with TextEdit (Mac) or Notepad (Windows) from the following location on
the Media Engine system:Windows: C:\Program Files\Extensis\Portfolio\Media Engine\applications\
tomcat\servers\media-delegate\conf\Mac: /Applications/Extensis/Portfolio/Media Engine/applications/
tomcat/servers/media-delegate/conf/2. To change the entry port used by the Media Engine, locate the following text in the server.xml file.
There is a similar snippet that is commented out; be sure to edit the correct text.<Connector port="9877"
protocol="HTTP/1.1"connectionTimeout="20000"redirectPort="8443" />
Replace the port value (9877 by default) with the desired value.3. Save the server.xml file and restart the Media Engine. See Restarting external Media Engines on
the next page.
If you change the port for one external Media Engine, you must change it for all systems, and also updatethe port in Portfolio Administration. See Configuring external Media Engines below for more information.
Configuring external Media EnginesThe Media Engines panel in the Portfolio Administration application indicates the number of MediaEngine seats available. If all your Media Engines are external to Portfolio, you will need to disable the built-inMedia Engine.
WARNING
All connected users will need to reconnect after you modify Media Enginesettings.
To disable the default Media Engine:1. Open your web browser and start the Portfolio Administration application.2. From the main menu, clickMedia Engines.3. Select the localhostMedia Engine and clickView/Edit Media Engine Details.4. In the Details pane, clear the checkmark from the Active option.5. Click [ Apply ].6. Dismiss the warning message that indicates you do not have a Media Engine enabled.
You are now ready to add and enable external Media Engines.
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To add a Media Engine to Portfolio:1. Open your web browser and start the Administration application.2. From the main menu, clickMedia Engines.3. Click [ Add New Media Engine ].4. In the Media Engine Details pane, enter the Address and Port of the Media Engine system. The
default port for external Media Engines is 9877.5. Enable the Active option for the Media Engine and click [ Create ].
Note: If the Active option is disabled, Portfolio will not use that Media Engine for processing tasks.
Restarting external Media EnginesAdministrators may restart external Media Engines independently of Portfolio.
To restart an external Media Engine on Windows:1. Open the Portfolio Administration application.2. ClickMedia Engines in the functions menu on the left.3. Select the Media Engine to restart from the list.4. In the Details pane, disable the Active option.5. On the Media Engine system, open the Services browser by choosing Start > Administrative
Tools > Services.6. Locate the Portfolio Media Engineservice in the list and click the Restart Service button on the
toolbar.7. After the service has started, return to the Administration application. From the Media Engines
page, enable the Media Engine.
To stop and start an external Media Engine on Mac:1. Open the Administration application.2. ClickMedia Engines in the functions menu on the left.3. Select the Media Engine to restart from the list.4. In the Details pane, disable the Active option.5. Open the Terminal application (inside the Utilities folder in the Applications folder).6. Using an OS X Administrator account on the Media Engine system, enter the following command to
stop the Media Engine:sudo launchctl unload/Library/LaunchDaemons/com.extensis.portfolio.server.media.delegate.plist
7. Enter your system administrator password.8. Enter the following command to start the media engine:
sudo launchctl load/Library/LaunchDaemons/com.extensis.portfolio.server.media.delegate.plist
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The Portfolio APIThe Portfolio API provides a common interface for developers to integrate Portfolio catalogs, assetmetadata, and media processing into business systems, custom workflows, and web infrastructures.
By using a single, well-supported programming interface, developers can rest assured that their solutions willhave optimum compatibility with future Portfolio versions.
You can use the Portfolio API to create a custom front end to a Portfolio catalog, or to integrate Portfolio’scapabilities into a larger workflow solution. Examples include:l A simple widget for users to find and download images;l Direct access to Portfolio catalog metadata from a separate business application;l A website that allows uploading of single or bulk assets and entry of metadata.
Where to go for more informationFor a complete list of the functions accessible through the Portfolio API, see the Portfolio API CodeReference (http://doc.extensis.com/api/portfolio/index.html).
This and other information can be found at the Portfolio Developers Portal(http://labs.extensis.com/viewforum.php?f=11).
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AppendicesChanging the default CMYK profileWhen Portfolio converts an image to CMYK, it uses the CMYK color profile specified in the fileICCProfilePreferences.properties. This file can be found here:
Windows: C:\Program Files\Extensis\Portfolio Server\applications\media-engine\binMac: /Applications/Extensis/Portfolio Server/applications/media-engine/Bin
Portfolio includes two CMYK color profiles:l USWebCoatedSWOP.iccl ISOcoated_v2_eci.icc
The default profile used for CMYK conversion is USWebCoatedSWOP.icc.
To change the profile:1. Open the file ICCProfilePreferences.properties in a text editor (Notepad on Windows or
TextEdit on OS X).2. Change the line that reads
cmyk=USWebCoatedSWOP.icctocmyk=ISOcoated_v2_eci.icc
3. Save and close the file.
If you are using external Media Engines, you will need to make the same change on each system.
When you have changed the file on your Portfolio and all Media Engine systems, restart the Portfolio MediaDelegate service, using the steps specified within the ICCProfilePreferences.properties file.
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Contacting ExtensisExtensis1800 SW First Avenue, Suite 500Portland, OR 97201Toll Free: (800) 796-9798Phone: (503) 274-2020Fax: (503) 274-0530Web: http://www.extensis.com
Extensis EuropeSuite 18, Newton HouseKings Park Road, Moulton ParkNorthampton NN3 6LG, United KingdomPhone: +44 (0)1604 654 270Fax: +44 (0)1604 654 268Email: [email protected]
Customer ServicePhone: (800) 796-9798Web: http://www.extensis.com/customerservice/
Celartem, Inc.Phone: +81 3 5574 7236Email: [email protected]: http://www.celartem.com/en/
Corporate BuyingPhone: (503) 274-4492Email: [email protected] (North America)Web: http://www.extensis.com/store/corporate-buying/ (all regions)
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Technical SupportTechnical support for current products is available by phone or through the Extensis website.
l North America: (800) 796-9798 , select option 3 (8:00 am–4:00 pm Pacific time, Monday–Friday)l US: (503) 274-7030l Europe: +44 (0)1604 654 270l Web: http://www.extensis.com/support/l Web Support Form: http://www.extensis.com/support/contact-technical-support/ (requires login)
When contacting technical support, please have the following information available:
l Your product name and serial numbers;l Your computer configuration, including operating system, memory, and hard drive configuration;l Your question, or a description of the difficulty you’re experiencing: what specifically occurs and when;l Any error numbers or messages that display and other information you think may be relevant;l Your phone number if you want to have a representative call you.
Answers to frequently asked questions, troubleshooting tips, and more can also be found at the Extensissupport page (http://www.extensis.com/support/).
Extensis also maintains a searchable Knowledge Base(http://support.extensis.com/Support/58278/58411/en-US/Portal/Index) of in-depth articles onvarious technical topics.
Support PolicyExtensis provides full support for the current version of all shipping products. In addition, Extensis provideslimited support for older products up to one year after the product version is no longer offered for sale. Forcomplete details see the Extensis Product Support Policy (http://www.extensis.com/support/support-policy-support-extensis/).
For details on currently supported products, see:
l Portfolio Support Guide (http://www.extensis.com/downloads/compatibility-guides/portfolio-support-guide/)
l Universal Type Server Support Guide (http://www.extensis.com/downloads/compatibility-guides/universal-type-server-compatibility-guide/)
l Universal Type Client Support Guide (http://www.extensis.com/downloads/compatibility-guides/universal-type-client-compatibility-guide/)
l Suitcase Fusion Support Guide (http://www.extensis.com/downloads/compatibility-guides/suitcase-fusion-compatibility-guide/)
Priority SupportIf you have a current Annual Service Agreement, you are entitled to priority support.
If you are in North or South America or the Caribbean:l Email: [email protected]
If you are in Europe, Africa, the Middle East, India, Australasia, or Asia (except Japan):l Email: [email protected]
If you are evaluating a demo copy of the product, please contact your sales representative for assistance.
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Community SupportExtensis maintains community forums on all current and many older products. Often, problems you may beexperiencing have been discovered and answered here. In addition, suggestions you have may help othersresolve issues.
The forums also serve as a way for Extensis to take the pulse of our user community so that we can identifybugs and other issues and gather suggestions for improving our software.
Please visit the Extensis Forums (http://forums.extensis.com/) and bookmark the page.
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IndexAAccess Levels 29
configuring 30
Access Levels command 12
Active Directory 30
Administration 10
Administration applicationgetting around 12
Android client 55
asset processing log 53
authentication 30
AutoSync 50creating a new folder 50folder settings 51
Bbackup 52
browser window 12
Ccatalog
creating new 20granting membership 29removing users 31user access 30
catalog administrator access level 29
catalog templates 23
catalog;deleting 24
catalog;exporting 24
Catalogs command 12
CMYK profile 66
commandsAccess Level 12Catalogs 12Global Settings 12Licenses 12Ports 12Status 12Users 12
connected users 12
creating catalogs 20
custom fields 44
custom templates 23
Ddeleting a catalog 24
deleting a license 14
Directory Services 33configuring 34editing mappings 34removing 37Single Sign-on 37synchronizing with Portfolio 37
Eediting Directory Services mappings 34
editor access level 29
exporting a catalog 24
external media enginepairing with Portfolio 63
GGlobal Settings command 12
Hhelp 12
Iinstalling Portfolio 8
overview 6
iPhone client 55
ISOcoated_v2 66
Llanguage, changing display 11
LDAP 30
license, adding and removing 14
Licenses command 12
logout 12
logs 53
Mmain window 12
managing catalog membership 29
maximum users 12
media engineconfiguring external engines 63network access 62ports 63restarting 64version 12
Media Engines 12
membership in catalogsgranting 29removing users 31updating user access 30
menu 12
migrating 4
mobile uploads 55
Nnavigating 12
network access for media engines 62
OOpen Directory 30
Ppassword, changing 14
port conflicts 17
Portfolio Administration 10
Portfolio version 12
ports 17media engines 63
Ports command 12
previews 21
publisher access level 29
Rreader access level 29
removing a license 14
removing users 31
restarting media engines 64
restarting Portfolio 16
restore from backup 52
Sscreen previews 21
serial number 14
Single Sign-on 37
Spectrum DAM 23
starting Portfolio 16
Status command 12
stopping Portfolio 16
synchronizing Portfolio with Directory Service 37
system requirements 7
Ttemplates 23
Uuninstalling Portfolio 10
upgrading 4
usersaccess levels 29adding 27adding to catalog 29configuring access levels 30connections 12editing 30removing 31
Users command 12
Vvault catalog;deleting 24
vault catalog;exporting 24
version 12
VRA Core 23
WWeb
default view 57
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