CREATIVE EXPRESS. Digital Upload MODULE 2A. Version 3 November Copyright 2010 Hewlett-Packard Development Company, L.P.

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Version 3

November 2011

CREATIVE EXPRESS

MODULE 2A

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MODULE OBJECTIVES

– Understand the process for uploading general content for

HP Users and Agency Partners

– Consider three types of upload processes

1. Single file to DAR (on-line upload of metadata)

2. Mass Upload to DAR (up to 25 files)

**Metadata can be added one-by-one using the on-line upload

capability, or all at once using the spreadsheet upload process.

3. FTP (via the Content Upload team)

– Become familiar with the required information (metadata)

that must be included in an upload

– Appreciate how uploading digital files of all types to

central repository is integral to HP’s goal of streamlined

collaboration.

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MODULE TOPICS

• DAM & DRM

• Digital Destinations

• Digital Upload Options

Definitions

• Permissions

• Folder Structure

• Metadata

Upload to DAR

• Process

• Metadata

• Errors and reminders

Mass Upload to

DAR

• Required FTP Submission Form

• FTP Process

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DEFINITIONS

Digital Asset Management (DAM)

Digital Rights Management (DRM)

Digital Destinations

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DIGITAL FILES TO UPLOAD

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DIGITAL ASSET MANAGEMENT (DAM)

– Describes the efforts and systems that surround storing,

cataloging, retrieving, and distributing digital assets

– In Creative Express, the generic term “asset” includes such

items as:

• Marketing Campaign Tactics

:

email, direct mail, radio, TV, web pages, social media elements, out of

home advertising, etc.

• Sales Collateral

:

brochures, sales sheet, pamphlets, e-brochures, articles, white papers,

press releases, etc.

• Creative Components

:

lifestyle photography, product photography, videos, audio, logos,

graphic elements, copy blocks, legal language, fonts, etc.

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DIGITAL RIGHTS MANAGEMENT (DRM)

– DRM protects the copyrights of digital content that is distributed

online, whether it is downloaded, printed, passed from

peer-to-peer, or viewed

– Creative Express captures three types of DRM:

• Rights Expiration Date:

The asset has a specific date beyond which it can no longer be used

• Rights Usage:

The asset can only be used for specific applications, e.g., an asset is

licensed for direct mail but not web usage

• Rights Restrictions:

The asset can only be used by defined populations with HP or has other

specific restrictions

– DRM dictates which assets are available to users and allows us to

manage their use appropriately.

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DIGITAL DESTINATIONS

As a component of Creative Express, the DAR is the repository of HP assets that

allows users to search and view digitized versions of campaigns and their related

tactics as well as other marketing and sales collateral and assets.

How to search for campaign tactics

and related images is explained in

Module 2, which you can also find on

the Creative Express Resource Center.

This module will focus on the process to

upload content to the DAR.

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DIGITAL UPLOAD OPTIONS

Upload to DAR

Digital File

Digital File(s)

HP Content

Upload Team

DAR

Concentra

Allied

Vaughn

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UPLOAD TO DAR

Permissions

Folder Structure

Metadata

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Who Can View Assets?

DAR PERMISSIONS & SECURITY

Reader

Can VIEW

Contributor

Can VIEW &

UPLOAD

Editor

Can VIEW,

UPLOAD &

MODIFY

– The basic user permission

level is READER, which allows

you to view assets

– A user with CONTRIBUTOR

permissions can view assets

AND can upload files to the

DAR

– A user with EDITOR

permissions can view and

upload, AND can modify or

delete files in the DAR

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Requires Contributor or Editor Permissions for Folder

ADDING AN ASSET TO THE DAR

– Users must have Contributor

or Editor permissions to

upload to the DAR

– Permissions are assigned at

the folder level

– You might have Contributor

permissions for some folders

and Editor for others

Reader

Cannot

UPLOAD

Contributor

Can

UPLOAD

Editor

Can

UPLOAD &

MODIFY

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PROCESS PARAMETERS

Digital Files

Creative Express DAR Folder “Contributors”

Single Digital File

< 70MB

Upload to DAR

Single Digital File

70MB – 2GB

Mass Upload to DAR

Multiple Digital Files

(each < 2GB)

(up to 25 files in each mass upload session)

Mass Upload to DAR

More than

500 Files

Upload via FTP

_{Contact the}

HP Content Upload Team

([email protected])

Files

Over 2GB

Any users who do not have Contributor permissions to the DAR must

upload through the FTP server and will start that process by contacting the

HP Content Upload Team.

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Browse to the Correct Folder

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DAR FOLDER STRUCTURE

DAR Asset Folders

•

• Analyst Reports

• Archive/Inactive Folder

• Articles

• Brand Resources

• Campaigns

• Co-Marketing Commercial/Enterprise

• Co-Marketing Consumer/Retail

• Competitive Information

• Copy Decks

• Events

• Fonts

• Graphics/Illustrations

• Images

• Licensed Assets

• Logos/Awards/Icons

• Other

• Print Apps

• Product Demos

• Sales Tools & Collateral

• Success Stories

• Training

• Video/Audio

Users see only folders for which they

have permissions

Folder structure may change

Few folders

Many folders

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Launch File Upload

ADDING A SINGLE ASSET TO THE DAR

– The File Upload feature can be launched in two ways

– Clicking the “Add File” icon within the folder to which the file is to

be uploaded

– Selecting “Add Document” from the contextual

drop down menu on the folder to which the file

is to be uploaded.

– You can also launch

Mass Upload

here;

more detail on that later in the module.

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Upload File & Add Metadata

ADDING AN ASSET TO THE DAR

– After you’ve selected the file to

upload, you’ll be prompted to

add metadata information

– The next several slides

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General Metadata

ADDING AN ASSET TO THE DAR

File Name: the physical file name with extension

A more elaborate description of the file. Any

information that will aid the end-user's search in DAR,

including product abbreviations

Category:

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General Metadata

ADDING AN ASSET TO THE DAR

Archive Date: Date the asset should no longer be

available on the DAR; except by Archive Admins

Country: Country of origin of the deliverable/asset

Language: The language of the deliverable/asset

Region: The region to which the product is limited

Original Format (applicable to images only)

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General Metadata

ADDING AN ASSET TO THE DAR

Image Context: The style or genre that best describes

the image. Channel partners can only see “product

only” and “Product in environment”

Supplier: The submitting agency of the file

Keywords: words that would aid the end-user's search

in DAR

Disclosure Level: describes the delivery of a document

(or limitation of) based on a target audience, HP

Confidential, HP Restricted,

HP and Channel Partner Internal Use, or Public

Creator: The internal group or external creative agency

that commissioned the asset

Contributor Name: Intellectual content contributors

Code Name: sometimes used before a product is

launched to the public

HP Rep: The HP employee who is responsible for

answering questions on the image or file submission

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Upload A Thumbnail

ADDING AN ASSET TO THE DAR

Click BROWSE button to upload a thumbnail image

that will be used in search results to represent the asset

Upload a thumbnail

so that users see a

preview of the asset

rather than a zipped

file icon

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Upload File – Folder/Sub-Folder Details

ADDING AN ASSET TO THE DAR

If applicable, you will provide asset-type specific metadata based on the selected

folder.

For example, if you are uploading an image in the Lifestyle Images folder, you’ll be

asked to provide additional information such as Photographer, Ethnicity, People

Represented, and Model Release Form Number.

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Folder/Sub-Folder Details

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Upload File – Additional Options

ADDING AN ASSET TO THE DAR

Next you’ll indicate if one or more additional upload screens are required.

Check the boxes to activate additional screens for DRM, Product Associations,

and to upload supporting files.

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Upload File – Provide DRM Metadata

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DRM Metadata

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Upload File – Additional Options

ADDING AN ASSET TO THE DAR

Next you’ll indicate if one or more additional upload screens are required.

Check the boxes to activate additional screens for DRM, Product Associations,

and to upload supporting files.

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7 levels of Product Hierarchy

PRODUCT ASSOCIATIONS

– Assets uploaded to DAR are validated against HP’s Product Master and

can be associated to any of the 7 levels of the hierarchy

• Product type

• Product category

• Product sub-category

• Product big series

• Product series

• Product name

• Product model number/SKU

– This allows users to search, navigate, and find content associated at any

of the 7 product levels

– Additionally, linking to Product Master SKU level enables the security

check within DAR Search.

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Three-Tiered Security Check

DAR PERMISSIONS & SECURITY

An expired

image would

not be

displayed

A pre-released

product would not

be displayed

Competitive

Information

Competitive

information is hidden

from agency and

channel partners

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Upload File – Create Product Association

ADDING AN ASSET TO THE DAR

You can find the hierarchy of any HP

SKU in RDMA (Reference Data

Maintenance Application)

http://rdma.corp.hp.com/ProductMaster.aspx

Click on the

name

to

expand the tree

Check the



box to select

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Product Association Metadata

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Upload File – Additional Options

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Upload File – Add Supporting Files

ADDING AN ASSET TO THE DAR

This optional feature allows you to store other files with your asset

Supporting files do not require their own metadata; they cannot be

searched for separately; they are found with their parent asset.

Examples: Still frame image of banner; model release form;

PDF image of tactic attached to InDesign file.

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Supporting Files

VIEWING AN ASSET

Supporting files can be

any file type

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Upload File – Create the Asset Record

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MASS UPLOAD

TO DAR

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Browse to desired folder; select Mass Upload

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Browse to desired files, ctrl-click to select multiples in same folder

SELECT FILES

Mass Upload can include up

to 25 files

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Upload and Resume Upload

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Metadata must be added at this point!

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ADD METADATA – SINGLE FILE

• Add the metadata: Folllow the same process as described in pages 17 –

36.

• Once the metadata is applied, the asset will be removed from the ‘My

Portal’ page.

• Go to DAR Search to find the asset; Change the ‘Sort By’ drop down to

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UPLOAD SPREADSHEET

Step 1:

Upload Spreadsheet

Step 2:

Go to ‘Processing

Status’

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REVIEW PROCESSING STATUS

For all successfully loaded assets, you may

now search for them in the DAR.

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HP Resource Center

ADDITIONAL PROCESS DETAIL

More detail on the Mass

Upload process can be

found in the HP Resource

Center

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FTP UPLOAD

VIA HP CONTENT

UPLOAD TEAM

Required Form

FTP Process

Bulk Upload

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REASONS TO CONTENT UPLOAD TEAM

Don’t have

Contributor

permissions

in DAR

Video &

Audio Files

Hundreds of

Files

Or very

large files

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FTP PROCESS

FTP Process

Detailed instructions

1. Request an FTP ID and Password

(if 1

st

_{time to FTP)}

From [email protected]

2. Obtain Submission Form

(see next slide)

From Creative Express Resource Center:

within “Document Library”

3. Complete Submission Form

Upload the form together with the image

and also send the form to

4. Place a copy of the Submission Form

and the file at the FTP site

ftp.usa.hp.com

User ID & password: Individually defined

per agency

5. The HP Content Upload Team will place your file in the appropriate folder within