- Extracting embedded metadata from filenames and completing metadata fields with it when assets are uploaded (Note that there is an additional fee to extract metadata from filenames.)
- Transferring metadata from another location or previous digital asset management system into the Collective with a one-time import
- Using the Widen Web Services API to integrate between the Collective and another app for continuous imports in a real-time environment
- Entering metadata in the header of assets that will be automatically imported
Refer to the Metadata and Category Import Best Practices document for more information about metadata import recommendations, including how to create metadata import spreadsheets, or check out our brief video to learn more.
Extract Embedded Metadata from Filenames
When assets are uploaded, metadata can be extracted from filenames and mapped to metadata fields, whether in IPTC, XMP, or Exif format. If you have a standard file naming convention, metadata can be mapped to searchable metadata fields; a rule can be created to automatically perform this task when assets are uploaded.
Automated metadata assignment upon upload can be completed for filenames with a structured format. If all filenames follow the same structured format, when assets are uploaded, filenames can be mapped to metadata fields.
For more complex filenames, metadata assignment can be mapped to specific values indicated in the spreadsheet. For example, a filename can contain acronyms, a job number, and a date. In this case, the acronyms can be mapped to the full phrase and the full phrase is placed in the metadata field. The job number and date are mapped to those metadata fields.
For example, for filename 1134_BRN_12142013_PJK, metadata mapping would be:
- Job Number: 1134
- Color: Brown
- Date: 07/14/2016
- Photographer: Peter Kettle
If metadata is currently stored in another location or previous DAM system, your CXM will work with you to transfer it to the Collective with a one-time import.
Most commonly, the data you'll transfer is sent in an XLS format. Data must include a unique identifier to match the data to the asset within the site. The unique identifier is commonly the filename of the asset.
Along with the unique identifier, metadata fields and the values for each asset must be included. If a metadata field will be a dropdown, checkbox, or multi-select palette field in the Collective, the value in the XLS file must be spelled exactly the same as the value on the site.
The import tool ignores capitalization, so filenames can be upper or lowercased.
Metadata imports can also be custom written if data is provided to Widen in any other format, such as XML or a database schema. These types of imports must be discussed with your CXM during the Site Survey.
Below is an example of the layout of data in an XLS file.
For filename 1234.jpg:
- Product name: Running Shoe
- Product number: 5580997
- Description: cross training running shoes, red, white, women's
For filename 5558.jpg:
- Product name: Polo Shirt
- Product number: 7788953
- Description: blue and black stripe polo shirt, men's
When assets are downloaded, embedded metadata can be retained with the assets.
In some cases, such as when integrating with a web Content Management System, metadata may need to be continuously imported to the Collective. We handle these imports using the Widen Web Services API to integrate between the Widen Collective and another app. The API allows you to write your own methods to dynamically update metadata in the Widen Collective in real time. Metadata imports can be completed nightly or once a week in a batch on your side, making use of the same API methods.
For information about general rules for metadata import files, refer to the Metadata Import File Format Rules document.
Digital photographers can add metadata to the header of their image assets, or you can enter metadata in the header of other types of assets using apps like Adobe Bridge, InDesign, or Photoshop. That metadata can be automatically imported into the Collective and completed fields can be mapped to specific metadata fields in the site.
All mappings should be completed prior to the upload of assets to the Collective. Metadata is tied to assets in the same manner as if you manually add the metadata.
For information about adding metadata using Adobe Bridge, refer to: