Widen Admin Guide

Digital Asset Management

The DAM is our digital asset management tool. Instead of digging through various folders on the F Drive or trying to find the correct version of a marketing document on Sharepoint, you can now go straight to the DAM to find everything you need. 

• Brand management: All of Armanino’s brand and style guidelines, as well as our pre-designed assets will be housed here (e.g., logos, icons, imagery and more). Not only does this mean that everything stays on brand, but you will also have access to editable templates to fit your needs. You now can edit and create your own on-brand sales sheets, decks and more at your fingertips!
• Ease of access and delivery for sales and client engagement content: Find anything you may need to share with a client – one-pagers, white papers, etc. – with a quick search or browse through the relevant industry and service. The DAM will serve as the single source of truth for all of our assets; you’ll never have to wonder if you have the most current version of a document.

Your go-to resource for all brand guidelines, fonts, logos, icons, and templates, and will house the most up-to-date versions of all client-facing assets, including white papers, sales sheets and more. For articles and alerts, you will continue to visit the resources section of the armaninollp.com website.

Login

Navigate to Okta. Click the WIDEN tile.

Note: Through SSO authentication you will be logged in automatically.

Dashboard Elements

Links to Resources & Content

User Guide

Brand Guidelines

Headshots

And More...

Dashboard Navigation

Logo

Clicking either the Logo or the Dashboard link will return you to the dashboard from any page.

Keyword Search

Search in the Search bar will return quick results from your search term.

Links

Clicking on a Tile on the dashboard directs you to a resource or content.

More Menu

Access Advanced Search, Search Help and More

Notifications & Preferences

View all asset alerts and notifications, as well as accessing your personal user preferences.

Activity

Access shortcuts to Collections, Downloads, Shares, and more.

Collections

Access personal groupings of frequently-accessed assets or Global Collections which have been created for you by administrators.

Search

Search Options

Quick Search

Quick search based on filename, metadata values, category.

Advanced Search

An advanced search allows a user to search on a specific metadata field or security setting. Advanced searches can be saved, for quick access to common searches. Access advanced search from under the More option.

Note: Search filters are not customizable in Quick Search or Advanced

Search Results

Results

Review search results, change preview size, view details, and more on this page.

Refine search

Use the filters on the left side of your screen to refine your results based on all the metadata added for these assets.

Note: Filters can be individually cleared at any time to adjust results.

Search Results: Quick View

Quick view

Hovering over an asset displays a Quick View tab.

• Click the Quick View tab to a full screen preview providing options to download, share, quickly see asset metadata and quick insights.
• Quick View also allows you to page through documents, like PDF files.

Review Asset Details

View Details

Some asset details are available beneath each thumbnail. Access the asset detail screen by clicking on an asset’s filename.

Full Asset Details

The asset detail screen allows you to review all related metadata, file information, comments, etc. You can also download or share an asset from this screen.

Advanced Searches

Advanced Search

An advanced search allows a user to search on a specific metadata field or security setting. Advanced searches can be saved, for quick access to common searches.

• Click More next to the search bar.

Save Advanced Searches

Saving Advanced Search

• Enter a title for the search in the Save As field.
• Click Search.

Results will display based on the search criteria.

Viewing Saved Search

• Click More next to the search bar.
• Click Saved Searches.

Select the desired search from the list of your saved searches displayed.

Collections

Collections Menu

Collections

Users can save groups of assets into a collection, so they can quickly find and share them. Click the Collections menu.

List

Users have access to Global collections shared by the administrator and My collections which are personal to each user account.

Collections: Create

Search Results

To create a collection for a batch of assets, or add the batch to an existing collection, select the assets from search results and they'll be added to the Selection panel.

Add assets

• Once all assets are in the selection panel, click the + button in the top right to add it to a collection.
• Click Add to collection.

Create New Collection

• Add a title and description to your collection. You can also add files to an existing collection, instead of creating a new one. 
• Click Add.
  

Note: Once you create a collection it is added to My Collections.

Collections: My Collections

Find any collections you've created by clicking My collections in the Collections menu. You can also go to the Collections page from the Activity menu and get to the same list of collections by clicking My collections. Edit and manage your personal collections from the Collections page.

Collections: Add to Existing

Existing Collection

• To add assets to an existing collection, choose Existing Collection, then select the collection or collections.
• Click Add.

Collections: Editing

On this screen you can rename, change the description, remove assets or copy the URL to share the collection with others.

Collections: Share

After you create collections, they can be shared from the Selection panel and the Collections page. Assets can be shared as a collection or via email from the Selection panel. Global and personal collections that have already been created can be shared from the Collections page.

Share from the Selection panel

To share assets as a collection from the Selection panel:

• Add assets to the Selection panel.
• Click the Share icon.
• Click Share as collection.

• Enter a title and description. 
• Click Share to share the collection via email.

 or 

• Edit Share Page to create a collection share page.

Note: In the example shown, share the collection via email is selected.

• Select who should receive the collection. Add new contacts if recipient names don't display. 
• New contacts will remain available for future sharing. Add new recipient, email subject, and note.
• Click Share Collection

Note: Because I shared this collection with myself it is added to ‘My Collections’.

Collections: Shared Collections

Share personal collections with another person or multiple people. Shared collections display in the Collections table on the Shares page, which can also be accessed from the Activity menu.

Shared Collections

When a collection is shared, the owner chooses who they want to share with, and an email is sent. The email includes a link to the collection that never expires. The recipient has the option to view the collection from the link or they can log in and view the collection on the Shares page.

Collections: Viewing Shared Collections

When a collection is shared with you via email, you will receive an email from your designated provider (Outlook, Gmail, etc.,) with a link to the collection. 

Click the link to view the collection.

A new browser window will open displaying the collection.

Click the arrow to move to the next asset.

Click the printer icon to bring up the printing options.

Note - If you do not have an account, you will only be able to view or print the asset but not make changes.

Shared Collections – View in Widen

Click Login.

Viewing Shared

• Click Collections.
• In the pop-up click View All.

From this window, any collection that you have access to, Global, Personal, and any Shared displays.

Collections: Delete Collections

Delete Collections

• Click Collections.
• In the pop-up Click View All.

• Select the collection to be deleted.
• Click Delete.

Click Yes in the popup.

Collections: Remove Asset

Remove Asset From Collection

• Select the collection to be modified.
• Click Edit.

Find the Asset and Click Remove.

A popup confirmation displays.

Templates

Templates: Access

Access Templates

Templates can be accessed via the Dashboard by clicking Assets.

Select Templates

In the drop down LOV select Templates.

Templates: All Available

Options 

Search

Search in the search bar will return quick results from your search term.

Filter

Click the Category drop down LOV to select specific categories.

Sort

Click Sort to view templates by Title, Date Created, or other.

View

Choose to see the templates by Thumbnail or List.

Template: Customize

• Select the Template to customize.
• Click Customize in the template you want to use. The live editor displays.

A Blue Frame indicates items that are customizable.

• Click on the area you want to change.
•  The editor frame displays. Options include but are not limited to Change Image, Delete.
• After making changes click Done.
• Click Finished when you are satisfied with your changes.

Templates: Download

• Under My Activity click Documents.
• Select Download

Choose the download type. After the Download link is clicked, access the Order History to download the file later.

Templates: Share via Email

• Under My Activity click Documents.
• Select Share via Email.  Add the contact information and any additional information including Subject and Note.

Click Continue and select desired formats before clicking Continue once more from the popup.

Templates: Orders

• Under My Activity click Orders.
• Choose to View or Reorder from Options.

Assets

Download: Single Assets

Download Individual Assets

Individual assets can be downloaded by clicking the Download button below an asset thumbnail/preview.

Choose the desired file format and click Download once more.

Download: Multiple Assets

Select Multiple Assets

Once you have selected multiple assets (click on each asset’s check mark, white  space around thumbnail or drag over multiple assets) the selection panel will appear. 

To collect the assets, click the Download button in the top right panel.

Choose the desired file format(s) you want to share and click Continue when ready. 

Multiple Assets (Pickup)

Pickup Screen

When downloading multiple assets, you will continue to the pickup screen. Here you can download images separately or begin download by clicking Download Available. After clicking Download Available, assets are ‘zipped’ and download begins.

Share Assets

Sharing Links

Links

Individual assets can be shared by clicking the Share button below an asset thumbnail / preview.

The Share button will give you options to copy an asset’s share link and embed code.

NOTE: Users do not have to have Collective accounts to access assets shared with share/embed codes.

Sharing via Email

After selecting one or multiple assets, click the share icon in the selections panel. This method gives the option of emailing the asset.

Sharing: Email

Select Multiple Assets

Once you have selected multiple assets, the selection panel will appear. Click the share button in this panel and choose Share via email.

Add Recipient Information

New contacts will remain available for future sharing. Add new recipient, email subject, and note.

After clicking Continue, select the file format(s) you would like to share with your email. The recipient will receive an email with a download link.

Note: Recipients do not require a Widen account.

Upload & Edit Assets

Dashboard: Upload

Upload

• Locate and click the Upload button on the right side of the dashboard.
• Click Assets.

Upload: Choose Upload Profile

Begin Upload

After clicking the button on the dashboard, the Wizard will open a new window.

Choose Upload Profile

Upload Profiles determine the security settings for your assets and do metadata tagging automatically, if configured.

• Click Next: Select Files to continue.

Upload: Choose Asset

Add Asset

Drop Files or select ‘Browse’.

Click Next: Review and Edit to continue

Upload: Edit Asset

Review and Edit

Click Edit Selection to continue.

Batch Edit Options

• Metadata
• Asset Groups/Security
• Click Save

Upload: Add Metadata

Adding Metadata

The Widen Collective site uses information about uploaded assets (metadata) to best organize and provide the optimal search experience for users.  It is essential to provide the best information possible at upload.

NOTE: If a field does not apply, leave it blank.

Click Save to continue.

Upload: Security Settings

Asset Security Settings

Security settings include Asset Group assignment, Release Date, and Expiration date.  Some of these values could be pre-selected, depending on the configuration of the selected Upload Profile. 

Release Date

This is the date users should be able to access the assets being uploaded (dependent on user permissions).

Expiration Date

This is the date the assets should expire and no longer be accessible to users (dependent on user permissions).

Asset Group

Leave the pre-selected value or modify as needed.  Asset Groups determine which users will be able to interact with the assets being uploaded.

Click Save to continue.

NOTE: This is located below Metadata section.