During implementation, you'll define the metadata fields needed in your Widen Collective site. Any existing metadata can be added to assets by:

  • Populating metadata from filenames to metadata fields
  • One-time imports that transfer metadata from another location or previous digital asset management (DAM) system to fields in the Collective
  • Continuous, real-time imports that use the API to integrate between the Collective and another app
  • Automatic imports of IPTC, XMP, and Exif metadata entered in embedded metadata fields

Refer to the Metadata and Category Import Best Practices document for more information about import recommendations, including how to create metadata import spreadsheets.

Populate metadata from filenames

When assets are uploaded, segments of filenames are associated with metadata values, which populate the fields. If you have a standard filenaming convention, we can create a script that automatically maps the metadata to metadata fields when assets are uploaded. Note that there's an additional fee to populate metadata from filenames.

For more complex filenames, metadata can be mapped to specific values indicated in an XLS 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 also mapped to those metadata fields.

For example, for filename 1134_BRN_12142017_PJK, metadata mapping would be:

  • Job Number: 1134
  • Color: Brown
  • Date: 12/14/2017
  • Photographer: Peter Kettle

One-time imports

If metadata is currently stored in another location or a previous DAM system, your customer success manager and onboarding coach 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 or CSV format. Data must include a unique identifier to match the data to the asset within the site. The unique identifier is always 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 or CSV file must be spelled exactly the same as the value in the site.

The import tool ignores capitalization, so filenames can be upper or lowercase.

Metadata imports can also be custom written if data will be provided to us in any other format (such as an XML or a database schema). These types of imports require custom development work and an additional fee.

Here's an example of the layout of metadata 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 simmons_J03_fall_interior:

  • Building name: Simmons Hall
  • Photographer code: Julie Kettle
  • Season: Fall
  • Location: Interior

Continuous imports

In some cases, like when you're integrating the Collective with a web content management system, metadata may need to be continuously imported to the Collective. This can be done using the API, which allows you to write your own methods to dynamically update metadata in the Collective in real time. Your team can choose how frequently metadata updates are made.

Automatic imports

Digital photographers can add metadata to XMP, IPTC, or Exif metadata fields or you can enter metadata in the fields of other types of assets using apps like Adobe Bridge, Lightroom, or Photoshop. That metadata can be automatically imported into the Collective and completed fields can be mapped to specific metadata fields in the site.

For information about adding metadata using Adobe Bridge, refer to:

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.