Papirfly aims to make it easy for you to upload and manage your assets. Because of this, we want to ensure you get notified if you are attempting to upload an asset that already exists within Place.
Checking for duplicates when uploading
In order to use this functionality, follow these steps:
Ensure you are in Place
Click on Upload and a new pop-up window will appear
In this window, upload your files
If the asset already exists within the Place, you will be notified and asked if you still want to upload the asset or skip it as seen below
Papirfly gives you the possibility to add metadata to your assets which is important for several reasons:
Identification and Organization: Metadata provides information about an image’s content, context, and origin. This makes it easier to identify and organise images in digital libraries, databases, or personal collections. Without metadata, finding a specific image in a large collection can be like searching for a needle in a haystack.
Copyright and Ownership: Metadata can include information about the creator or copyright holder of an image. This is crucial for ensuring that intellectual property rights are respected. It helps to determine whether an image can be legally used or if permission is needed for its use.
Historical and Contextual Information: Metadata can include details about the date an image was created, its location, and any relevant historical or contextual information. This can be invaluable for researchers, historians, and archivists, as it adds context to the image and aids in its interpretation.
Search and Retrieval: Metadata is essential for efficient searching and retrieval of images from databases or the internet. Search engines use metadata to index images, making it easier for users to find what they’re looking for. This is especially important in fields like journalism, where quick access to relevant images is crucial.
Quality and Technical Information: Metadata can contain technical details about an image, such as its resolution, colour profile, and file format. This information can be essential for graphic designers, photographers, and other professionals who need to ensure that images meet specific quality standards.
Archival and Preservation: For long-term preservation of images, metadata can include information about the image’s format, compression settings, and any conservation measures taken. This helps ensure that the image remains accessible and usable over time.
Accessibility: Metadata can also enhance the accessibility of images for people with disabilities. Descriptive metadata can provide information that screen readers or other assistive technologies use to make images more understandable to individuals with visual impairments.
Content Management: In professional settings, such as media organizations or marketing departments, metadata is critical for content management. It helps track and organise images for various purposes, including marketing campaigns, news articles, and creative projects.
Collaboration: When multiple individuals or teams work with images, metadata can serve as a communication tool. It ensures that everyone involved has access to relevant information about the images, streamlining collaboration and reducing confusion.
In summary, metadata on images is essential for effective image management, copyright protection, historical documentation, accessibility, and various professional and research purposes. It adds context and structure to images, making them more valuable and usable assets.
Changing the thumbnail of a video allows you to quickly identify videos when you are browsing through Place. In order to change the thumbnail of one of your videos, follow these steps:
Ensure you are in Place
Locate the video asset that you would like to change the thumbnail for
Click on the asset, followed by edit in the upper right corner of the right hand sidebar as seen below
From here, click on the three dots (options) and select change thumbnail
Click-and-drag the slider to the part that you want to be the thumbnail for your video (see .gif below)
After you have selected the frame you would like to have as your thumbnail, click change thumbnail to save the selection
Adding assets to a collection allows you to combine a group og assets together and get access to a set of options for what you want to do with these assets. If you would like to read more about the options available for the collection, click here.
In order to add assets to a collection, follow these steps:
Make a selection of assets you want to add to a collection
Drag the selection to the folder icon in the corner to quickly open the Collections overview
Drop the assets into an existing collection in the bar below
You have now added the assets to an existing collection
If you cannot see any collections when you click and drag the assets, you will have to create a new one. To learn how to create new collection, click here.
Sharing assets by using collections allows you to pre-define a selection of assets and put them into a group. From here, you can share the group of assets and have access to other features as well. We will explore how to share using collections below, but we recommend you check out the step-by-step guides to learn how to properly do this.
Share collection internally
In order to share internally, click on the three dots (options) above the collection and select share internal. This will generate a sharing link to the collection that you can send to another user. In terms of why it is called an ‘internal sharing’ is because this link will require login to the system.
When selecting to share externally you can either send an e-mail directly from the system, or you can grab a sharing link for pasting online, in personal e-mail or other service.
Collections offer many different functions that allows you to perform certain actions with a set of pre-selected assets.
General options inside the collection
Name: The name of the collection you entered is displayed in the search field
Status: The status of the asset will show as a label. A collection can hold assets with all statuses, so this indication is useful to see if some asset are only submitter or deleted
Show collections: Show all collections available to you
Options when one or more assets has been selected
Select assets: Make a selection of assets
Options: Show the options for the assets selected
Details: Access the details menu of the assets selected
Edit: Edit the assets selected
Remove from collection: Remove the selected assets from the collection
Delete: Change the status of the assets selected to deleted
You can share collections both internally or externally. Before you can share a collection, ensure you have both created a collection to share and added assets to it.
Share collection internally
In order to share internally, click on the three dots (options) above the collection and select share internal. This will generate a sharing link to the collection that you can send to another user. In terms of why it is called an ‘internal sharing’ is because this link will require login to the system.
Share collection externally
When selecting to share externally you can either send an e-mail directly from the system, or you can grab a sharing link for pasting online, in personal e-mail or other service.
Email: The e-mail of the recipient.
Subject: Subject of e-mail.
Message: Message added to e-mail.
Additional options: Collection name: Give the external collection its own name. Expiration: Set an expiration date for the external sharing link.
Send: The send button becomes active when you have entered an e-mail and a subject. The e-mail will include a sharing link to the collection.
Generate share link: Generate an external share link to the collection to use where fit.
Collections allow you to create collections of assets and share those with others. Before you can add assets to a specific collection you need to ensure that you have created a collection. To create a new collection, follow these steps:
Click create a new collection and a new window will appear. Here is an explanation to every field in this window
Name: Give the collection a recognisable name.
Description: Give the collection a description of its contents
Usage in templates (optional): Option for showing collection in Papirfly legacy template technology. (Not relevant for new customers)
Visible in plugins (optional): Make the collection visible in Papirfly legacy Plugin modules. (Not relevant for new customers
Visible for all (optional): Make the collection show up in all Place users menu. Use this for collaboration of assets
Available from (optional): Set a start date for when the collection is visible in the archive
Available until (optional): Set an end date for when the collection is visible in the archive
After a photo session you need to add the consent forms to images. Here is how to do it. You also have the option to add manual data to images that was not part of a planned session.
Adding privacy data
Privacy tab (menuitem): All GDPR and photo session are managed on an image.
Privacy switch: Turn on to indicate that the image contains privacy data.
Add existing session: Use the add existing session if you want to connect a photo session with existing signed forms to an image.
Add data manually: Use this option if you don’t have a photo session created and want to add a person, either with a scanned form or with a consent form template.
Status: The status of the consent on image.
Add existing session
Add existing session: Clicking the option to add an existing session will open a menu of all photo sessions in the system. pick one to attach the session.
Session: When a session is selected all information from the photo sessions will be added.
Adding subject: After adding an existing session, all data subject that was part of the session will be listed. You can now add all the subjects you see in the image. This is where the selfie option is useful. Hover the image to see a larger version of the selfie
Status: After all data subject have been added and they have all concented to the form in the session, the status will turn green. When the processing time of the session has ended, the status will turn red and image hidden from standard users
Add manual session
Add manual data: When selecting the manual data option, a dialog box for form validity will open
Form validity: Select for how long you can use this image according to consent form
Upload form: If you have a scanned signed form, use this option to upload it.
Form template: If you want to use any of the form templates created in the GDPR manager, select this option
Adding data subjects
Legitimate interest: Use this option if the data subject / person added is of legitimate interest. This would typically be a CEO or other corporate person that would acknowledge that through their position they would be taken pictures of for the corporate archive. Using this option will not send out an e-mail with notification
Underage: If there are children in the image, the parents are the one who needs to have signed the form
Name: Name of person in image
Email: E-mail of person in image. A notification will be sent out when a person is added if not of legitimate interrest
Phone: Optional phone field
Status: Status will change to confirmed when all options have been filled out. If using digital form, the data subject will get an e-mail to sign the form
Confirm: Complete the manual adding og data subject
The data subjects are the people that have signed consent forms for photo shoots. They will all be stored in this area and you can easily search for a name. You can click a person to see an overview of all forms and photo shoots they are part of.
Data subjects overview
Selfie: This is the picture of the data subject. This will be displayed when selfie is activated on the consent form template
Name: Name of the data subject. Click the name to get access to all session person is part of
Forms: Number of forms signed by a data subject
E-mail: E-mail of data subject
Options: Gives access to more options on what to do with the data subjects
Search: Search for data subjects names
Data subjects photo sessions
Session name: The name of the photo session the data subject has participated in.
Options: Display consent, download form as PDF, delete photo session and consent from data subject.
Status: The status of the signature on the consent form template for this photo session.
Search: Search for photo session related to this data subject
The Session overview is where you create a new photo session and connect a consent form template. Here you can download the consent form used in the session and see who was part of the session.
Session overview
Name: Title of photo session. Click to view participants.
Three dots (options): Display the QR code to scan for signing the session form. Edit: Edit the session settings, Delete: Delete the session.
Search field: Search for the name of a photo session.
+ Create new session: Create a new session.
Create new session
In order to start creating a new session, click the button + create new session in the upper right corner as seen in the screenshot above.
The create new session window has the following fields:
Name of session: The photo sessions name.
Template name: Select the consent form template you want to use for the session. This is the form photo subject must sign related to this session.
Validity: How long can the images be used by your company according to the concent form.
Email: type in the e-mail of the person responsible for the photo session. An e-mail will be sendt to this person with link to the signage form.
Purpose: Additional field where you can add the purpose of the session.
Place: Additional field where you can add the location the session will be/was held.
Photographer: Additional field to add the photographers name
Send: Create session and send the session form e-mail to the session e-mail.
Keep in mind, as soon as you click send an email will be sent to the email provided in the field called email.
Templates are the different concent forms you can store and have pre-prepared in the GDPR manager. These can be used in any photo session created in the next step.
Template overview
Name: Internal name of consent form template
Three dots (options): Options for consent form. Download PDF, Duplicate, Create session, Edit template , Delete template
Search field: Search for consent template title
+ Create new template: Create new concent form template
Creating a new GDPR template
In order to start creating a new template, click the button + create new template in the upper right corner as seen in the screenshot above.
The create new template window has the following fields:
Template name: Title of concent form template shown in the overview
Responsible: Who is responsible for the form in the company
Underage form: Activate this if the form should support vusals of children. This way a parent need to sign.
Name: Mandatory and always on. Name of the person being photographed.
Phone: Activate phone number input
E-Mail: E-mail of person in image. Mandatory and unique value.
Photo: Activate possibility to add selfie when signing form. Very usefull for recognising people in the image when uploading is done.
Title: Headline of concent form
Description: Add the contractualt text for the concent form.
Input fields: The input fields on the form activated on the right column.
Agree checkbox: At the bottom you will be able to write a text for the agreement checkbox.
Create: Once all needed fields are filled, you will be able to create the new concent template.
Papirfly takes GDPR seriously. It is important to us that individuals keep their ‘right to erasure’. Because of this, we have our own GDPR function within Place that allows individuals to control if they want images of themselves uploaded or not.
The GDPR Manager ensures that images with identifiable people are only available if the image has been granted consent by the person in the image. If the image is not consented to, the image will not be available in Place.
The tool can be found in the cog-wheel area in Place as long as it has been enabled:
Click the cogwheel to expand this menu
Click on the option GDPR manager in the drop-down menu. This opens the GDPR Manager administration tool
You might need to edit the meta-data of an asset or update the file after an initial upload. Here is an overview of how to update the data on existing assets.
Edit asset
Select an asset to open the preview panel
Click the edit button to be able to edit the specific asset
In the edit window there will be many fields available for you to edit. See the guides below to read more about each field.
Edit meta-data
In the meta-data tab you can change or add more meta-data in the same fields you were presented in the uploader. Example: Copryrights, dates, tags and categories.
Edit download & share
In the downloads tab you can restrict downloading as ad admin. You can also generate new version of an asset that has not yet been transcoded.
Downloads tab: In the downloads tab you can restrict downloading as ad admin. You can also generate new version of an asset that has not yet been transcoded
Restrict download: Restrict downloading of an asset for users without special rights (Only admins can download)
Untranscoded version: A list of available transcoding that have not been generated yet
Generate button: This button will become active when you select a checkbox for un-transcoded versions
Edit attachments
Attachements tab: In the attachments tab you can add affiliated files.
Upload: Upload an attachment from your computer.
Find in Place: Connect an existing asset in a Place archive to this asset.
Edit location
Location tab: In the Location tab you can see geo-data on the asset. If there is no data available, you can set a location manually
Location field: Type in an address or an area to tag a location
Save location: Save the location added to the asset
Edit version
Version tab: In this tab you can upload a new version of the asset to replace it. You can also choose to keep the older version in the history.
Upload new version: Click this button to browse for a new version on your computer
Edit detection
In the detection tab you can manage auto generated tags based in image analysis.
Approved tags: These tags have been automatically added to the asset. Each client can decide the threshold for auto approval of tags. A normal threshold would be 85% – 90% correctness.
Unapproved tags: Below the approved tags you will see all tags suggested from the AI. But these did not reach the approval threshold. You can review them and manually approve.
Edit privacy
Privacy tab: In the privacy tab you can manage connected photo sessions and photo subjects connected to an asset. Read more about this feature in the GDPR section
The asset is the most important element in Place, and it all starts with the uploading your assets. We have provided you with multiple methods for uploading that we will explain below.
Upload window overview
+ Upload: You can click the upload button to browse for your files, or you can drag and drop them in to the upload area.
Schema: If the archive have several upload schemas, you can select the schema here. Schemas can be used if you need different meta-data input fields on different type of assets.
Lightbox/Archive collection: If you have existing Lightboxes/ Archive collections, you can select from them here and upload directly to this collection
Add lightbox: Press the + button to create a new ligthbox
Language: The Language index where the meta-data is written.
Upload status overview
Thumbnail: Hover the thumbnail with your mouse to see a larger preview.
Type: Shows the file extension of the asset.
Size: Shows the file size.
Progression: Shows the progress of the upload.
Status: Shoes the status of the upload
Cogwheel: Go to the meta-data options for this single asset.
Traschan: Delete an asset from the upload process.
Upload: Add more files to the current upload.
Search: Search for an asset based on file name.
Adding meta-data while uploading
When you have selected a file, the preview panel will pop inn from the right side. Here you can download the different versions of the file available.
When you are on the “All Assets” tab, you apply the same meta-data to all assets.
All assets: If you go to the single asset tab you can ass meta-data to one specific asset. Press the cogwheel on each asset to enter meta-data for each single asset.
Single asset: What Business area to the asset belong to.
Business Area: What status should the assets have when you complete the upload. If you need to add more meta-data later, you can keep it to submitted. If you are happy with your data, set it to approved to publish the files.
Status: Who has the Copyright of the asset. This field will populate from XMP data if available.
Copyright: Who is the creator / photographer of the asset. This field will populate with XMP data if available.
Photographer: When entering a text in this field, a warning label on the given asset will show.
Usage rights warning: When entering a text in this field, a warning label on the given asset will show.
Publish date: Set a publish date to decide if the asset should be hidden until a certain date in the future or set todays date if you want it published right away.
Valid to: If an asset has an expiration date, and you know it upon upload, you can enter the date. This will hide the file at the given date.
Privacy session: Connect the uploaded assets to a GDPR Privacy photo session.
Title: The title off the asset. Will show under the asset preview in search result.
Description: Add a brief description of the asset so the users know what it contains, or where the motive of the image is from.
Tags: Add search tags the file. Enter 3 to 4 tags about what the asset contains/ shows. After writing a tag, press enter to create it.
Categories: Apply categories to the asset. Here the available categories created by the admins will show.
Complete upload: When you are happy with your meta-data, complete the upload by pressing the “Complete upload” button.
Selecting an asset will make the Asset preview panel come out from the right-hand side. This will give you a larger preview of the asset, and show meta-data added by the uploader.
When selecting a single asset, the asset preview panel will appear in the right-hand side of the view.
Select asset: This button is available for editors. Click it to edit the asset. This button is available for editors. Click it to edit the asset.
Edit: The Details overview will show you an even larger preview of the file. You can also view all meta-data and extended information about the asset.
Details: Select what version of the asset you want to download.
Download: Quick link for sharing the asset externally
Share external: Add the asset to an archive specific collection, or a “Global” My collection.
Add to collection: Crop the image to another format.
Place provides many options for previewing assets. This allows you to view your assets exactly the way you like without having to be locked to one single way of browsing. Below you will find an overview of the options.
Selecting a view
You can view the search result in several different view modes. You can also drag the slider to increase or decrease the size of the assets in the search result. Below we explain the different views.
Click the view selector to browse between the following asset views:
Tiles View (Fill asset)
Tiles view (Fit asset)
List view
Masonry Grid
Map view
Adjust the amount assets shown in the search view.
Tiles View (Fill asset)
The Tiles (Fill asset) view will expand the asset preview inside the result box until it reaches each corner of the square.
Tiles view (Fit asset)
The Tiles view (fit Asset) is the default view of the system. This view shows the whole asset and will pad the sides inside the result box.
List view
The List view will show you the search result in a list with key meta-data.
Masonry Grid
The Masonry Grid will let you view the search result as an image collage where the assets are fitted in to each other in based on aspect ratio.
Map view
The map view shows assets based on Geo location stored in the image. You can also set a geo location for an asset after it is uploaded.
In Place you can download the files made available to you. Some files may be available in several formats. Images can also be cropped and downloaded in the available file formats.
Single asset download
Press the download icon to open the download options
Select the version you want to download
Multi-asset download
Make a selection of assets. You can use the checkbox, hold “ctrl” or press the first asset, then hold shift, and press the last asset to make the selection
Click download to show the download options
The available file versions that are common for the assets in the selection will be available. Click the version you would like to download
Give the zip file a suiting name so you can easily find it in your download folder.
Click Download
When the system is done packaging you file, you can download it from the right bottom corner.
Downloading from the preview panel
When you have selected a file, the preview panel will pop inn from the right side. Here you can download the different versions of the file available.
Show the download versions of the file
Select the version of the asset that you would like to download from the list of available formats
Asset details download
If you open the asset details from the Preview Panel, you can go to the download tab to see available versions. Here there might be file versions available that have not yet been generated. Not all files are generated upon upload.
This tab shows all download options of an asset.
Here the ready version of a file shows. You can grab a sharing link or click the download arrow to download the file.
If the list of available versions is visible, not all asset variants have been generated. You can use the checkbox to select what versions to generate.
As ad editor, you can restrict downloading of certain assets. If you do this, only users with an on access right to restricted files can download it (usually just editors)
Crop and download
If you navigate to the cropping tab withing asset details, you can make a cropped version of an image, and select a version to download.
The cropping tab shows all cropping options.
Select the crop option you need.
Make a crop selection before downloading.
Click the checkbox for the version of the file you want to download.
The download button becomes active when you have selected a download version.
“AND” is the default search engine option. This will exclude everything but what you select in the filter. “OR” Search will include more files the more filter options you select. Example with OR: Show me images of “Shirts” or “Pants”. All shirts and Pants will show.
And / Or
Switch between And / Or search.
Auto-Parsing (On / Off)
Turning Auto-parsing on, will split all search words with space between them in to separate search tags. This is very useful in combination with “OR” search and pasting space separated product numbers to find all at once.
As GDPR handling is becoming increasingly important, Place includes fully digital workflow for handling GDPR consent and processing time. All GDPR session and forms are handled in the GDPR admin application.
All assets
Show all assets in the archive regardless of included privacy data or not.
GDRP Assets
Show only assets containing privacy data.
Sessions
Filter on photo session names. Sessions are created in the GDPR admin application.
Papirfly Place have the option to do AI analysis of your images, and create automatic tags based on decided threshold of correctness. In this filter you can find all the AI generated tags.
Detection tags
All AI generated tags. Search for a tag with the magnifying glass icon.
The filter for categories & tags is probably the most used filter by all customers. This is where you can find assets affiliated with custom created categories relevant for your business. The category tree is most often created by the system owners to sort larger collections of assets within company specific topics.
Categories
Select a category from the category tree, or search up a category from the magnifying glass icon.
Tags
Find assets by tags added in the upload process. you can use the magnifying glass icon to search for a specific tag.
There are many ways to find what you are looking for in Place. The search options and filters make up a powerful tool to find your valuable assets. You can combine all filters with each other to narrow down to the exact assets you are looking for.
Markets
The Markets filter will show you what business areas assets belong to, and any Geo location stored in images. Read more about markets here.
Categories & Tags
Show the systems category tree built by the system admins, and tags added by the person uploading the asset. Read more about categories & tags here.
Detection
The detection filter show automatically detected tags set by the AI of the system. Read more about detection here.
Asset Info
All automatic file analysis filters can be found here. Read more about asset info here.
GDPR filter
Filter on photo sessions related to GDPR signed forms. Read more about the GDPR filter here.
