Import tools make it easy to transfer your assets and metadata into NetX.
In this article
Learn about the different methods of importing assets and metadata. Discover how to prepare your files and data for import and ensure all required configurations are in place prior to migrating your content.
BEFORE you begin importing files or data, read the section at the bottom of this article.
Have you finished gathering your files?
Do you have associated metadata that needs to be transferred?
Who is responsible for preparing files and metadata for import?
Which upload tool will you use for your initial import?
5 things to know about an initial ingest of files and data
Creating assets in NetX is more than just copying files from one place to another.
Thumbnails, previews, zooms, pages (and more) are generated at the time of import, so this could take longer than you might expect.
A small complex file can take longer to ingest than a larger simple file.
Complex files such as videos, layered TIFFs, multi-page PDF, and InDesign documents can take some time to process.
Metadata is indexed by the search engine.
System attributes, such as filenames, folder paths, and some embedded metadata are indexed at the time of file import. Custom attributes are indexed at the time of metadata upload or when edited in the UI.
Metadata from a previous DAM can be imported via .csv data upload.
Any data migrating from another system must be formatted correctly and align with your NetX Attributes.
Hydra can help in very large implementations by adding extra application servers to share the load.
Ask your Account Manager if this is the right approach for your ingest.
Assign sufficient resources to prepare and deliver files and data. Migration preparation often takes a lot longer than you imagine. Prioritize popular assets and consider breaking up large or complex import projects into smaller batches.
Let it go.
Take the opportunity to filter out unnecessary files for a clean start in NetX. In most cases, storing only the highest resolution versions is sufficient as derivatives can be created on-demand instead of being stored. Plan carefully whether or not to store raw materials in NetX, such as unretouched photos or unedited HD video. NetX should store files that are of value to your organization, so resist storing everything!
Filenames are your friends.
Filenames are indexed by the search engine, so use this to your advantage. Descriptive, intuitive, consistent, and concise filename conventions are best. Avoid illegal characters and excessively long filenames (less than 25 characters is a good rule of thumb). Case and spelling matter — image.JPG, image.jpg, and image.jpeg are treated as distinct files in NetX.
Cataloging is better in bulk.
If you aren't migrating any existing metadata, attribute values can be batch-applied during import using the browser upload tool or the NetX I/O app.
Import your way.
Choose to manage your own ingest using the NetX I/O desktop app or upload directly into NetX via a web browser. Hosted SaaS customers with repositories greater than 250 GB can ship us a drive and we'll manage the ingest for you.
- File Ingest Policy has all the details you need to know.
- Avoid Illegal Characters in Asset and Folder Names.
- Uploading Assets can be done directly from your browser. A good option for smaller groups of assets or ad-hoc file organization.
- NetX I/O is a desktop application convenient for self-managed ingests.
Tips and tricks
Duplicate Asset Detection can be configured if you have a large number of duplicate assets that are difficult to weed out.
To increase indexing efficiency, all folder permissions should be configured prior to your initial import:
- Create all top-level folders.
- Add any subfolders that have permissions different than their parent folder.
- Add all user groups.
- Configure permissions.
For initial ingests via NetX I/O or a shipped hard drive, sub-folders will be automatically created during the ingest. Only the top-level structure and needs to be created ahead of time in the NetX application.
For initial ingests via the browser, all subfolders need to be created ahead of time.
BEFORE YOU IMPORT ASSETS OR METADATA
Review our File Ingest Policy.
Make sure you've discussed these details with your Onboarding Specialist:
- approximate total number of files
- approximate total size (GB or TB) of the import
- list of all file types (file extensions)
- average file size
- maximum size of any one file
Ensure the following ESSENTIAL configurations are in place:
- top-level folder structure (at a minimum) and any sub-folders that require different permissions
- user groups
- attribute profiles
- embedded metadata mappings configured on import
- all custom attribute fields and values that are utilized by embedded metadata mappings, autotask workflows, attribute profiles, or any other configurations that are triggered on import.
- all properties that need to be configured prior to file or data ingest
If you're using Duplicate Asset Detection:
- turn on MD5 Checksums prior to the initial ingest, but DO NOT turn on the LinkDuplicatesJob. This is so the ingest asset count can be verified against the ingest manifest (if LinkDuplicates is on, the numbers may not be accurate).
- once the ingest completes and the manifest is verified, turn on the LinkDuplicatesJob and initiate an index-only resync (see Resyncing Assets).
Determine any advanced configurations that need to be enabled prior to ingest:
- autotasks that are triggered by import action
- autotasks that apply attribute values
- autotasks that generate views or derivatives
- .jar files for custom jobs (e.g. auto link and hide)
- embedded metadata sync on import
- diacritic normalization
- embedded color profiles for proxies
- index document content
- MediaRich Zooms
- Telestream Vantage
- InDesign Server
- Hydra configuration