At this point, you’ve read about the Asset Migration process and have defined the scope of the migration with your Customer Success Manager, and probably already spoken with your former DAM provider. Now, it’s time to dig deeper into the metadata topic. This article tells you how you should, ideally, prepare the metadata sheet for us.

Important note:

We need the metadata in a specific structure to be able to run a successful migration. When you’ve discussed first things about the asset migration with your Customer Success Manager, you’ll receive a CSV sheet (Excel, Google Spreadsheet, or Mac Numbers sheet) showing the following metadata possibilities. The first three pieces of this metadata information is mandatory, the rest of them are optional.

ID

Mandatory Unique ID of the Asset File. If there are no IDs available from the former system, please add counted up ones.

Example: 2, 268, 10538

Filename

Mandatory name of the file. This filename will be stored in Frontify but is only shown in one very specific case (collections with licenses). The file name can not contain special characters or accents (allowed characters are a-zA-Z0-9._-). Any special characters will be ignored and the filename will be stripped of these characters. The filename must have the correct allowed extension appended to it.

Example: my_company_logo.jpg, Sound-file.mp4, 108765393.png

Location

Mandatory location of assets in the AWS S3 bucket folder. If you do a manual export, the easiest way is to have a flat list in the S3 bucket, to make the assets assignable to their location in the S3 bucket, via filename. The location can not contain special characters or accents (allowed characters are a-zA-Z0-9._-) and must be an exact match to the asset's location in the AWS S3 bucket folder.

Example: my_company_logo.jpg, Images/my_company_logo.jpg, 30000/310000/315/my_company_logo

Title

Title of the Asset. This title is displayed to the end-user (and is also the download name for the assets). If there is no title present in the metadata sheet, it will fall back to the filename without extension.

Example: Logo My Company Colored

Attachment

Unique ID of the parent Asset for the Attachment. If you have an attachment associated with an asset (e.g., you have a PDF of a publication, but want to have the original InDesign package attached as Attachment), you’d need to add the ID of the parent Asset in the line of the child asset.

In the Icon and Logo Library, attachments can be used for applying all different file formats of the icon or logo to the “main” icon/logo. For icons, the main icon should ideally be in an SVG file format.

Relations

Unique ID(s) of the Asset(s) that the Asset should be related to (| separated values - imported relations are always bidirectional). So if, for example, asset ID #1 has a relation with asset ID #4, this relation will be displayed from both asset ID #1 and asset ID #4 (no need to set the relation in both assets). Relations with attachments are not possible.

Relations are being shown in the “relations” tab in the frontend.

Directory

The folder structure in which the Asset will be located in the backend of your library. This does not influence how the assets are shown for the end-user, in the frontend. The folders are separated by a slash (/), so this structure Brand Assets/Logo/Logo Mark would mean a subfolder Logo Mark within a subfolder Logo within the first level folder Brand Assets.

MetaCreator

Name of asset creator displayed in standard metadata. In the case of images, this is in most cases the photographer.

Creator

The ID of the Frontify user shown as the uploader of an asset (this uploader is shown in basic information, NOT Metadata). This is a mandatory field, but as this information is usually not really important in a first migration, you can just pick someone from the team, involved in the migration, or a generic user created for that purpose.

How to get the creator’s ID? To get this ID, go to the “Users/Storage” overview (accessible as Account Admin). Search for the person you want to add as a creator, go to the avatar picture, make a right-click, and select “Inspect.” In the inspect window, go to the section above the selected one and look for the “data-user-id.” If you have issues with this, please reach out to your Customer Success Manager or the Technical Account Manager involved in the migration.

CreatedDate

This is the creation date of the asset. If there is no information available in this field, the date and time of the asset import will be taken. The valid format for the CreationDate is yyyy-mm-dd hh:mm:ss

Modifier

This is the ID of a Frontify user used as a modifier of an asset. In most cases, this is not relevant during a first import, but if the information should be available, we’d need a Frontify ID associated with the modifier.

How to get the modifier’s ID? Check out “Creator.”

ModifiedDate

Date when the Asset was modified. Usually not too interesting on an initial import, but can be filled in and will be taken as “Modified on” in the Asset basics. The valid format for the ModifiedDate is yyyy-mm-dd hh:mm:ss

Description

Descriptive text of the asset content. Shown in metadata. If choosing to import EXIF file information, this description data will be ignored/overwritten with the EXIF description.

Tags

Here, you can add all your Keywords associated with the asset. Tags should be separated by a pipe (|). So, for example, “Brand Assets|Logo|Logo Mark|White” would create 4 tags (Brand Assets, Logo, Logo Mark, and White). If you’re choosing to import EXIF file information, the keywords associated with the file will be imported along with any tags defined in the CSV’s tags column.

Copyright

The Copyright Notice is a longtext field you can use for specific information about an asset’s copyright attribution.

Targets

Targets (viewer restrictions) can be set for Asset Libraries, as well as in the Style Guide (see Help Article). If you have targets included in your license and want to make use of them in Frontify, you can add the Targets in this column. Different targets should be separated by a pipe sign (|)

WorkflowStatus

You can define a workflow state for your assets (e.g., an “Archive” state for assets that you don’t want to show the end-user). It can be an already existing workflow state, or we will add a new one during the import.

ExpiryDate

You can define a date when an asset will expire (or has already expired). You can define in your Library if expired assets should automatically be removed from the frontend view of your Library. The valid format for the Expiry Date is yyyy-mm-dd hh:mm:ss

CustomMeta({...})

You can define multiple custom metadata fields that are shown in the metadata tab of the Media Library frontend. We have five different types of custom metadata that you can apply to your assets: TEXT, LONGTEXT, SELECT, DATE, NUMBER. More information about Custom Metadata in this Help Article. The fields need to have the following format:

In the header line: CustomMeta({"label": "Label Name", "type": "SELECT","multiple": true})

Label: Name of the metadata field

Type of metadata:

  • Text (text field, 1 line)
  • Longtext (text field, multiple lines)
  • Select (Predefined content from which the editor can choose from. Multiple option: true/false. Define false if you only want to allow one value to be selectable and true if you want to allow multiple values. This is the only type that accepts the multiple options)
  • Date (e.g., for a photoshoot date of images. Format: yyyy-mm-dd hh:mm:ss)
  • Number (e.g., an external ID or similar – can be any decimal or integer number [-∞,∞])

In the asset line: the actual value that should be applied to the asset (separated with the pipe | in case you select – multiple “true”).

Note: The correct " character (straight double quote mark) must be wrapped around all the options keys and values (except for the multiple values true/false that must remain unquoted). Different quote characters such as “ (curly double quote marks) or ‘ (single quote marks) may invalidate the CustomMeta header configuration and ignore the associated CustomMeta data.

ProjectID

IDs of the Frontify libraries (Media, Icon, Logo or Document Library) where assets should be imported to. You can find the ProjectID of your libraries in the URL of your library.

If you don’t have any libraries created yet, please speak with your Customer Success Manager to help you get them set up.

More help articles about Asset Migration:

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