Below are definitions related to the Widen Collective®. For certain definitions, you may need to enable corresponding features on the Features page in the Admin app.


The Collective's digital asset management app.

Account settings

Area to update your contact information and see other account information. Account settings are located in your user profile.

Activity feed

Displays on the Dashboard. Up to 10 of the most recent activities on the site, including uploads, downloads, shares, and comments activity, display in the feeds, with the most recent activity reported at the top. Activity from all users on the site, not just the logged in user, displays.

Admin / Collective admin

Person who maintains and promotes the Collective. This person leads in areas of system maintenance, marketing global processes and procedures, communications, metadata creation and consistency, training, and user support, and is responsible for managing, mentoring, reviewing, sharing, and enforcing best practices and adding metadata to the site.

Admin dashboard

Displays commonly performed administrative tasks for users and assets, including such things as expired/expiring users, users without roles, assets never ordered, expired assets and assets that are unreleased/pending admin approval.

Adobe CC Connector

Connect InDesign, Illustrator, and Photoshop assets from the Collective to their native apps, make changes to the assets, then upload them back to the Collective as a version of existing assets.

Advanced search

Area to conduct more precise searches using metadata fields and then save those custom searches to reference later or share with other users (see Spotlight Search).

Agile / agile software development

Method of managing the design and build activities for software applications and other services in a highly flexible and interactive manner.


Centralized area with user and admin notifications and messages, similar to commonly-used social networking sites. Part of alerts and email notifications.

All Assets Search

Displays all assets you have permission to view.

Application programming interface (API)

A set of components for building software apps that can interact with each other and that exposes subsets of data and functions that admins can control through other applications.

Apps (applications)

Includes Assets, Insights, Portals, Templates, and Workflow areas of the Collective.

Archived assets

Assets that have been moved to reduce storage costs while maintaining searching and ordering capabilities. Archived assets may take several hours to become available for download.

Archived Asset Search

Allows you to search for, download, and share assets that have been archived.

Asset administrator

Users who have permission to administrate activity that occurs at the asset level, such as entering metadata, commenting, sharing to social networks, creating share links and embed codes, and viewing Quick Insights. Asset admins also have access to the Admin app.

Asset analytics

Data about individual assets, such as the asset’s popularity, recent and lifetime analytics, and number of global, shared and personal collections, at the asset level.

Asset Details page

Provides information about an individual asset, including the asset’s XMP, IPTC, and Exif metadata, categories, release and expiration dates, number of versions, if documents are attached, file information, if the asset is included in a collection, the asset’s history, asset comments, and more.

Asset groups

Control 50 percent of the security of an asset and determines assets you have access to view or download. There is no limit to the number of asset groups that can be created. Every asset must be assigned to at least one asset group, but they can be assigned to multiple asset groups if needed.

Attached documents

Documents, such as release forms and licenses, that are associated with assets and can be viewed and downloaded.


Automatically add image recognition tags to metadata fields upon upload of assets using Amazon Rekognition, Clarifai, CloudSight, or Imagga.

Batch editing

Occurs when you make the same changes to metadata, categories, or security for up to 500 assets at one time. There are options to add or replace metadata when in batch mode. The system default is to replace.


A distinct grouping of assets you have permission to view arranged in parent and child hierarchies.



Group of assets used for a specific purpose. Types of collections include personal, shared, and global.


Lightweight method of providing feedback and collaborating on assets. Make comments on individual assets and share comments with selected recipients.

Compression artifact

A noticeable distortion of including images, audio, and video caused by the application of lossy data compression.


List of recipients you create in your account to reuse when sharing assets with others. Similar to an address book.

Controlled vocabulary / controlled vocabulary list

Words or phrases that you determine are acceptable values, or options, for users to choose from when completing metadata fields. They bring consistency and control to your metadata, ultimately making assets more organized and easier to find via searching and filtering.


The ability to create an alternate preview of an asset while maintaining the original asset.


The home page of the Collective. Displays system messages, spotlight searches and collections, an upload area if you have permission, and an activity feed.

Data migration

Upload of digital assets for a customer onto a Widen-supplied external hard drive. Assets are assigned to a category search structure based on the folder structure provided on hard drive.

Deep links

URLs that link directly to a specific page within a website, rather than the home page.


Digital watermarking technology that allows an embedded, invisible digital watermark that includes information about the asset to be automatically placed on the asset when it’s downloaded from the Collective.

Digital asset

Any type of digital file (e.g., image, PDF, video, document) in the Collective. Usually an image or video that can be used in a number of different ways. Any type of digital file (e.g., image, PDF, video, document) in the Collective is referred to as an asset. Digital assets can be image files, camera raw formats, audio and video files, as well as Office, page layout, and text files or compression formats.

Digital asset management (DAM)

A system for managing digital assets that focuses on file organization, secure access, storage, and export for variable use.

Document text search

Search of text in Office documents and PDF files.


Transfer of a file from the Collective to your computer. Available if you have permission to save and use assets in conversion formats designated by admins. Downloads can be sent via email to others.


A file-sharing and storage solution.

Dropbox downloads

Assets that are downloaded directly to your Dropbox folder from the Collective.

Drupal integration

An open-source blogging and web content management system that allows you to search the Collective for assets to use in web pages and blogs. You can also select embed codes for assets in your site and embed those assets into web content.

Email notification

Messages sent from the Collective for key activity, like when assets you have permission to view are added to your site, exports are pending download, and for upcoming password and order expirations. Part of alerts and email notifications.

Embed code

HTML created by the Collective and used to link an asset to another location on the web, either in a CMS, public site, or another online service. The asset is managed in the Collective, and when it’s updated, the embed code is automatically updated on linked websites to allow the most current view of the asset to always be displayed. There is no action needed on your part for embed codes when assets are updated in the Collective.

Embed metadata

Update XMP metadata when assets are downloaded with the current metadata from the Asset Details page.

Embed ratings

Map assets’ star ratings into XMP fields when assets are downloaded.

Encapsulated PDF preview

Packaged compressed folders uploaded into the Collective can have a PDF processed as its preview.

End-user license agreement (EULA)

License used for the Collective software that details how the assets available in the site can and cannot be used.

Expiration date

Date an asset expires and makes the asset no longer available for you to order, download, or share.

Expired asset

Asset that’s no longer accessible when you don’t have permission to view it.


Document (CSV, PDF or XLSX) that includes data about search results, asset analytics, orders, metadata, uploads, and more.

Extensible markup language (XML)

Language that defines a set of rules for encoding documents in a format which is both human-readable and machine-readable.

Favorite assets

Preferred assets that are listed first in search results for all users. To favorite an asset, simply click the heart icon next to an asset’s file name.

File sharing

Ability to download assets to file sharing tools like Dropbox and Box.

File transfer protocol (FTP) upload

Option to upload assets to the Collective via an FTP app like Fetch or Mozilla.

Global collections

Collections created by admins that are visible if you have permission to view at least one asset in them.

Global Collections Search

Search option that displays all global collections you have permission to view.

Google Analytics

Analyze Collective site traffic to improve the user experience with data from Google Analytics. See trends on assets users view, browsers that are used, geographical location, and amount of time users spend on site pages.


Set of guidelines and processes to guide, direct, and control how the Collective is used and maintained.

Image resolution

Measurement of detail for a viewable image. Resolution units can be tied to physical sizes (e.g., lines per mm, lines per inch, points per inch, pixels per inch) or to the overall size of a picture (pixels x pixels for digital photography).

Intended use

A way to indicate how you plan to use assets after they’re downloaded or shared.

Lossless compression

Class of data compression algorithms that allows the original data in a file to be perfectly reconstructed from compressed data.

Lossy compression

Permits reconstruction only of an approximation of the original data, which usually improves compression rates (and therefore reduces file sizes).

Managed integrations

Flexible and customizable solutions that connect the Collective with file sharing, project management, and uploading and editing tools.


Information that describes and defines an asset. Data about data.

Metadata fields

Define and name groups of metadata in Assets. Metadata fields also determine the format that must be followed when entering metadata.

Metadata import

Adding metadata upon upload of assets into the Collective by transferring it from a previous DAM system or by using the API to integrate between the Collective and another app for continuous imports. A map must be provided to direct the matching of old metadata fields to new metadata fields. There must also be a key or unique identifier such as a filename to determine what files match unique sets of metadata.

Metadata mapping

Mapping of IPTC, XMP, and Exif metadata fields to fields in the Collective.

Metadata type

An array of metadata fields that correspond to different types of assets you want to be searched for in a specific manner. Metadata types are also known as metadata schemas or metadata standards. For example, metadata types correspond to different types of assets, such as product photography or video.

Mobile app

App that offers Collective features that are optimized for tablets and mobile devices. Search for, view, select, and send assets to yourself or others.

More searches

Provides additional search options, including advanced search, all assets search, multiple asset search, global collections search, and saved searches, in addition to search help.

Multi-branded UI / skinned site

A new access point to a Collective site via a different URL, allowing the ability to customize the user interface branding of the system between divisions and/or brands. Although the interfaces are different, all sites are connected to the same master database of information.

Multiple Asset Search

Allows you to search for lists of assets by filename or by selected metadata fields all in one search.


Options that determine the level of interaction you can take with assets, including if you can view or order assets that are released, unreleased, or expired, the conversion formats that are available, and if order approval is required.

Predictive search

Additional terms presented while typing in the quick search based on released assets’ metadata that can be used to search.


Located in your user profile. They allow you to choose an app to view by default, select your timezone, choose how you view assets, set your most used apps, and choose alert and email notification preferences.


Available views of assets.

Quick Insights

Asset-level analytics. A quick glance at the number of downloads, orders, and views, global collections, shares, and intended use for an individual asset. For videos, Quick Insights also gives the number of plays, completions, and average retention.

Quick search

Field that searches filenames and metadata of all assets when a keyword, term, or phrase is entered.

Quick View

Larger preview of an asset that displays when you click an asset’s thumbnail in search results or the preview on the Asset Details page. Zoom in on previews in Quick View.

Raster (raster graphics)

Dot matrix data structure representing a generally rectangular grid of pixels, or points of color, viewable via a monitor, paper, or other display medium. Raster images are stored in image files with varying formats.


Ranking for individual assets based on one to five stars.

Refine search

Option to narrow search results based on certain criteria, such as categories, file types, average rating, collections, and metadata. Also known as a faceted search or filtering.

Registration codes

Code you enter when registering for the Collective for the first time that maps to roles you have permission to. The code makes the administrative process of approving new user accounts more efficient.

Release date

The date an asset is available for you to download or share.

Released assets

Assets that are available to order, download, or share.


Define specific permissions for a group of users. All users are assigned to one or more roles by admins.

Role templates

Templates that automatically assign default permissions for users based on the template selected when a role is created. Choose from four template options: general user, asset admin, user admin, and Collective admin.

Saved search

An advanced search that can be performed again in the future without entering search details.

Search results

Assets that display after search terms are entered.

Search suggestions

Additional terms that are presented when there aren’t any search results that are similar to the quick search phrase you entered.

Search within

Further filtering of search results using a field in the refine search options that works like quick search for the set of results.

Selection panel

Toolbar that appears when you select one or more assets and allows them to download and share assets, add selected assets to a new or existing collection or share a collection, batch edit or delete assets, attach documents, archive assets, and more.


Send assets to others using links and embed codes, via email, or to social media sites.

Share links

Links, or URLs, for assets that can be sent to others.

Single sign-on (SSO)

Sign-on option where you log in to one website and are automatically authenticated in other websites without entering additional login or password information.

Social media sharing

Publishing assets to social media (i.e., YouTube).

Software-as-a-Service (SaaS)

A software licensing and delivery model in which software is licensed on a subscription basis and is centrally hosted. Sometimes referred to as on-demand software.


Way to organize or group assets in search results.

Spotlight collections

Group of assets with pre-determined search criteria that can be searched from the dashboard. They can be created and saved if you have permission to favorite assets.

Spotlight searches

Assets with pre-determined search criteria that can be searched from the dashboard. They can be created and saved if you have permission to access the advanced search.

System messages

Section where you can communicate welcome messages or important information related to users. System messages can be directed to a specific group of users based on their role.


How information is structurally organized, such as a set of metadata fields or category hierarchy.

Thumbnail dropdown

Area to view assets in a list or thumbnail view or in a tiny to extra large format and to show details and if assets are included in InDesign documents.

Thumbnail text

Method to display specific metadata below a thumbnail when hovering or in thumbnail detail view.

Unreleased assets

Assets that have been uploaded but are not available for you to download or share.


Adding assets to a Collective site via the Upload zone, the Upload Wizard, Dropbox, or FTP.

Upload profile

When selected at upload, automatically places assets into specific asset groups, sets release and expiration dates, and adds default metadata. Upload profiles can be used to archive assets, set version preferences for conflicting assets, and assign assets to categories and global collections.

Upload Wizard

Area to upload single or a batch of assets by dragging and dropping, add metadata, add assets to a collection or categories, add or change security settings, and add assets to asset groups.

Upload zone

Area on the dashboard where you can upload assets.


A specific individual (e.g., admin, uploader, contributor) assigned to a role or multiple roles in the Collective.

User administrator

Admin that approves user requests to access the Collective and can edit and delete users from the site.

User engagement

A set of techniques to connect with users, improve the user experience, and assure a positive ROI.

User profile

Area of the site that allows you to choose the settings for your account; set preferences for alerts, email notifications, and watched assets; generate credentials for FTP uploads and the mobile app; and download and install available managed integrations.

Vanity URL

A custom web address for the Collective that does not redirect to the standard address.

Vector graphics

The use of polygons to represent images in computer graphics. Vector graphics are based on vectors, which lead through locations called control points or nodes. Each of these points has a definite position on the x- and y-axes of the work plane and determines the direction of the path; further, each path may be assigned various attributes, including such values as stroke color, shape, curve, thickness, and fill.


An updated file for an asset.

Video clip

Portion of a video that’s selected to download or share.

Watched assets

Assets you are keeping an eye on. You’ll be notified via alert or email notification when changes, including when assets are updated or expired or when metadata is updated, are made to assets you’re watching.


Image added to all asset previews on a Collective site that display regardless of your role. Watermarks may also be applied to downloaded assets based on the conversion format(s) selected.


An integrated open-source CMS used to create websites and blogs. You can transfer or embed assets from your Collective site into your WordPress website or blog using the Widen DAM Library plugin. Access to WordPress is located in your user profile.


An app in the Collective that gives you a bird’s-eye view of logins, storage, assets, users, and orders.


Graph, table, or diagram that shows site and/or engagement data for your site.

Chart editor

Edit site and engagement data for a chart.


Where charts of site and engagement data display. Multiple Insights dashboards can be created to show varying types of data.

Embed views

Created from embed codes, which are HTML codes generated from the Collective that can be dropped into your website for web publishing.


Document that includes data about an Insights chart. Export overview information or details about a chart.


Option to narrow results in an Insights chart.

Group by

How data is organized along the x-axis of an Insights chart. Site and engagement data can be grouped.


A count of how many people downloaded specific assets. Depending on your permission settings, orders may require admin approval before someone can access the file.

Select source

Source of data - site or engagement - included in a chart.

Share views

Created from share links, which are URL codes generated from the Collective that can be shared with anyone.

Site views

Internal views for users browsing your Collective site. 


Showcase your assets and share your brand with different audiences in an easy and frictionless way. Choose from a variety of portal types to curate collections, communicate, and illustrate brand guidelines or deliver approved brand assets, distribute resources, display videos, or collaborate with your team.

Banner image

Full-width image that can be used at the top of a portal or added between various sections in a portal to introduce new content.

Call to action (CTA)

Button that can be added to a portal to guide you to another resource. The CTA button can only be included in banner sections.

Direct link

A web URL that links directly to an image, video, document, etc. Direct links can link to a portal itself or to assets within a portal.

Download and share settings

Settings portal creators can choose to allow you to download or share links, embed codes, and direct links.

Embed code

Blocks of HTML text you can embed in a CMS, website, or other online source while maintaining central control of the code from a portal.

General settings

Settings portal creators can choose from in sections to display asset filenames, enable the quick search, set the number of assets available on each portal page, and sort portal assets. Available settings depend on the type of section.

Live Editor

Tool used to create and customize portals.

Navigation menu

Area to add links to additional resources or a table of contents in the portal.

Navigation settings

Choose font, header, and menu settings, including text, hover, active, and background colors all portal types except for Standard Portals.

Portal settings

Area to change the portal name and expiration date. Also, see who created the portal and the date it was created.

Portal template

Used to build your portal and to share assets. Templates include Standard, Brand, Video (coming soon), Distributor (coming in 2018), and Collaborative (coming in 2018).

Portal thumbnail

An image you select to represent your portal on the dashboard.


A way for you to separate assets into related groups, yet keep them on one portal. Choose from assets, banner, color palette, and column sections, depending on the portal template you select.


Options to choose to make a portal public, add an access code, or require invitees to log in using their Collective account.

Share link

A URL you can copy to quickly send others a preview of an asset.


An app that allows you to upload brand-approved InDesign templates for you to quickly and easily customize and download as high-quality print material.

Asset choices

Assets you can choose from when customizing a template.


A customized template.

Live Editor

Tool used to create and customize templates.

My documents

A list of templates you’ve previously customized.

Saved search

A previous search for templates that can be saved from the advanced search.

Template categories

A group of templates arranged to help you quickly and easily find the one you need to customize. 

Template groups

Control the security for templates by assigning user permissions to view, customize and order, edit, and delete templates in a group, or require order approval from an admin before you can receive templates you’ve ordered.


A comprehensive online proofing tool that gives your team the visibility into project files as they go through the approval process and become distributable assets in the Collective.


Feedback on proofs as they go through a collaborative workflow.


Person who adds feedback on proofs.


Individual pieces of content that are created during a project.

Deliverable status

Choices that give your feedback after you’re done reviewing a proof (approved, approved with edits, changes requested).


A container for related deliverables that need completing and their associated workflows. It’s the base component that you need before a workflow can be started.

Project creator

Person who kicks off the project creation process. He or she may either upload a proof or assign someone else to provide it. Project creators can also edit project details (due date, description, etc.), comment on proofs, and re-route or close deliverables.


A draft of a file that’s being reviewed that generates comments, feedback, and ultimately approval.

Proof provider

Person who adds a proof to a deliverable. Proof providers can be project creators, designers, or anyone else responsible for producing creative files.

Proof version

A proof can have one or many versions. Each one incorporates comments and edits suggested in the prior version. A stage of work is complete when a version of the proof gains all necessary approvals.


Person who requests a creative project be created.


Person who looks over and provides feedback and comments on proofs.

Review stage

A group of reviewers who need to give feedback and decisions on a piece of content. Stages are sequential in nature and have a due date. A deliverable may have one or many review stages.


A period of review on a single version of a proof in a review stage.

Supporting files

Files like creative briefs and slide decks that provide more context about a project to keep all stakeholders, project participants, etc. aligned.


A bird's-eye view of a project that gives insight about what’s happening with it, including what's on track, what's falling behind, and anything that needs attention.


The process a deliverable goes through as it is edited, reviewed, and updated.

Work request

A way for a creative team's customers (internal or external) to request new content projects be created, undertaken, etc.