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*The following pages are devoted to Syracuse University Collage. In this space, we'll post the most current information on best practices in this new Digital Asset Management system.*Visit Collage

Table of Contents

Welcome to Collage Manual

To learn about what Collage is and how you can use it, click on:
 

 

Working with Collections

Accessing a Public Collection


Click Manage 'My Collections'.
Click Find a Public Collection.
You will now see a list of all Public Collections. To view the assets in the collection, click View. To add the collection to your favorites, click Add to my collections.

Creating a Collection


Click Manage 'My Collections'.
Under Create New Collection, enter a Collection Name and click Create.
Enter the information about your collection including the Access.

  • If you would like to be the only user able to see your collection, the Access should be Private.
  • If you would like other specific users to see your collection, find Attached Users and enter the netid or email address (for outside SU) for each user.
  • If you would like everyone in the SU community to have access for view your collection, the Access should be Public.

Click Save.
Your new collection will now be visible in your list of favorite collections.

Adding Assets into Collections

 

Adding Single Assets:


Search for your asset and click the button to Add to current collection. The asset will be added into the collection currently visible as your favorite collection.

Adding Multiple Assets


Option 1: Assets may be added into collections as they are being uploaded.
Option 2: Find all the assets you'd like to add and click Save search items to collection.

Editing a Collection


In the My Collections area, select the collection you would like to edit. Click Edit.

Editing All Assets within a Collection (Content Manager and Higher)


In the My Collections area, select the collection you would like to edit. Click Edit all.

Generating a Contact Sheet


Add all the assets for the contact sheet to a single collection.
Click Manage 'My Collections'.
Click Contact Sheet.
Configure the display, size, columns, and orientation.
Click Create.

Removing an Asset from a Collection


From the favorite collections area, find the asset you would like to remove and click Remove,
or,
Select the collection you would like to adjust and click View all.
Click the button to Remove from current collection.

Sharing Resources


All members of the Syracuse University community will automatically have rights to access all assets marked as Public by using their standard SU netid and password to log in to collage. You may further refine how you share assets by following the steps outlined in this section.

Example 1: I'm looking through some photos and I see a picture that my friend is in. I want to share the photo with him.


Steps: Find the photo.
Click the E-Mail button.
Complete the body of the message.
Type the email(s) of the people with whom you'd like to share the photo.

Note: Typing Emails

If you select someone's username from the auto-complete dropdown, users will have to login to view the asset. If the asset is in a group that the user does not have access to, he will not be able to view the asset.
If you type the full email address of each user you would like to share an asset with, the user will not have to login to view the asset. The asset will be accessible even if it is otherwise outside the user's group.



Change the level of access and expiration date if necessary.
Click E-Mail.

Example 2: I work with a freelance designer and I need to send him our logos and graphics.


Steps: Put all of your logos and graphics into a single collection.
Click Manage 'My Collections'.
For the collection you would like to share, click Share.
Click E-Mail Collection.
Complete the body of the message.
Type the email(s) of the people you'd like to share the photo with.

Note: Typing Emails

If you select someone's username from the auto-complete dropdown, users will have to login to view the asset. If the asset is in a group that the user does not have access to, he will not be able to view the asset.
If you type the full email address of each user you would like to share an asset with, the user will not have to login to view the asset. The asset will be accessible even if it is otherwise outside the user's group.



Change the level of access and expiration date if necessary.
Click E-Mail.

Contributing Content

Uploading Assets (Content Manager and Higher)


Click My Contributions.
Click Contribute New Resource.
Find Add to collection and either make a new collection, add these assets to an existing collection, or decide not to add the assets to any collection.
Find Who Can View These and check all the groups that should be able to view these assets.

Note: Who Can View These

The Who Can View These field is extremely important. You will control who is able to find your resources by checking and unchecking groups. The Public group is visible to all Syracuse University users of collage. You may grant access to other groups by checking the appropriate boxes.

Complete the remaining metadata that will be common to all the assets you are about to upload.
Click Next.
Click Browse and navigate to the resources you would like to upload. Use the SHIFT and CONTROL (COMMAND on a mac) keys to select multiple assets. Click Choose. Repeat this step as necessary.
Click Upload and wait until the status bar indicates that your assets are finished being uploaded.

Editing Assets (Content Manager and Higher)

 

Single Asset Changes


Find the asset and click Edit.
Make all necessary changes.
Click Save.

Groups of Assets


Put all of the assets into a collection.
In the My Collections area, select the collection you would like to edit.
Click Edit all.
Make all necessary changes.
Click Save.

Deleting Assets (Content Manager and Higher)


Note that removing an asset from a collection does not delete the asset from Collage as a whole. Think of collections like shopping baskets online, you can remove an item from your shopping basket but the item is still online to purchase. For more information on removing items from collections, refer to the section on Working with Collections. Use the following steps when you want to delete assets from Collage.

Deleting a Single Asset


Find the asset you would like to remove.
Click Delete.
Enter your password (the same password you use to login).
Click Delete Resource.

Deleting a Group of Assets


Add all the assets you would like to delete into a single collection.
Click Manage 'My Collections'.
Click Edit.
Check the box for Delete all resources in this collection.
Read the warning prompt and click OK if you agree that you want to delete all resources from Collage.
Click Save.

Retrieving Deleted Items (Asset Request Manager or Content & User Admin)


Click Team Center.
Click Manage Resources.
Click View Deleted Resources and find the resource you would like to rescue.
Click Edit.
Change the Status of the resource from Deleted to Active.
Click Save.

Controlled Assets

Download vs. Request


Assets generally fall into two categories in Collage, those that users can download and those that users can request. By default, when you upload assets the Access is set to Open. Open access implies that all users able to view your asset will also be able to download your asset.
To change the Access of your asset(s) simply edit either the specific asset or collection of assets and change the Access to meet your need. The following table outlines the Access choices you have:

  • Open: All users able to view the asset is able to download the asset.
  • Restricted: All users able to view the asset is able to request access to download the asset.
  • Custom: For each group in Collage, you may decide if the access will be open or restricted.


Example: You need a photograph for the cover of the fall publication and hire a freelance photographer to take it. You publish it into Collage so that another department doesn't hire someone to take the exact same photograph; however, you don't want someone to use your photo before you do.

Requesting an Asset


Click Request.
Complete the Reason for request field. Be as detailed as possible.
Click Request Resource.
You will be notified via email when your request is granted.

Responding to Requests (Asset Request Managers only)


Click Team Center.
Select Manage Requests/Orders.
Find the request you would like to respond to and click Edit.
Select either Pending, Approved, or Declined and set an expiration date as appropriate.
Click Save.
The user will be notified via email the new status of his request.

Sources and Relevant Links

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