The information on this page is specific to Content Hub DAM users from University Communications and Marketing.
Entering the taxonomy as completely and consistently as possible is vital to the success of the DAM and the Spartan Asset Portal it supports. Initially, assets will be routed to a validator before becoming available for use. Validators will receive additional training enabling them to confirm the taxonomy is entered as completely and consistently as possible and coach their colleagues. This validation process may be removed in the future.
Assets flow through the validation workflow to a specific validator based on the asset type assigned during the metadata entry during asset creation.
The following table details the Asset Validator user groups, the asset types each group reviews and the University Communications and Marketing staff member(s) assigned to each group:
Asset types are defined in the Asset Taxonomy, available on the Digital Experience Studio website.
Final and deliverable means the file is ready for use.
Any final, deliverable digital asset that previously would have been saved or shared in Teams, OneDrive or SharePoint and on computer desktops.
Final, deliverable assets must be loaded in the DAM. Staff will then find and use the assets they need. In some select cases, a collection or saved selection will be created to facilitate sharing.
Assets designated as Executive Communications will only be available to select UCAM members until the asset is approved for use. Only assets approved for use will appear to all users.
The person who loads the asset is responsible for completing the taxonomy.
In some cases, members of the visuals group will coordinate with the content author to finalize the taxonomy.
Taxonomy fields should be completed to the best of a loaders’ knowledge. Not all the fields will be applicable for all the assets.
Alt text is written by the person using the image. Alt text is required for any image used digitally through the public links.
For photos, the person using the asset will make the necessary public links (sizes) using the presets in the DAM. Please check if the public link needed is already created before making a new one.
For graphics, different sizes need to be loaded as individual files.
Staff can group assets into collections and then create an external link. Recipients of the external link will be able to download the included assets. Note: those assets are the original size.
For the media, staff also can include a Word doc with the credit and caption information for photos. This document can be uploaded to the DAM and included in the collection.
Since UCAM student employees load stories, they will need access to the DAM. The staff member responsible for the student employee should teach them how to load assets and complete the taxonomy. Assets loaded by student employees will also go through the validator process.
Validation workflows depend on the asset type and the individual uploading the asset.