How to import asset details, tags, and permissions into your Lytho environment?

If you have an existing structure for tags, permissions, and users, you can use the Lytho Excel (CSV) import. For example, if you are already using several applications or databases in which your required tags and permission structure is present.

Lytho imports

In the settings menu, it is possible to create or import tags, permissions, and groups.

Permission tags make it possible within Lytho to make certain assets, guides, and templates visible only to specific users. 

Next to this, there are also imports available to translate tags into different languages, and an import for users.

Within Lytho, imports can be realized and managed in the following order:

  1. All assets (images) in the Lytho asset manager are assigned the correct permissions and tags in the correct language (culture) via import (for details see section 'Lytho asset tags & permission import'). Here you will use 2 types of Lytho imports: the default tag/permission import and optional tag translation import for customer-specific content.
  2. User import (for details see section User Import) this will ensure that users are prepared in Lytho and the right permissions are granted to users in order to have access to the desired assets, templates, and guides. Use of Lytho user import format in accordance with section 'Prepare and complete your excel Lytho import file', every time there is a change in your database of user accounts.
  3. Add the right permissions to the templates you or your designer created in Lytho.
  4. Add the right permissions to the brand guides you created in Lytho.

Lytho asset tags & permission import

Lytho has an asset tag & permission import function which has been developed generically. The import is used per Portal environment for loading tags and permissions, which can be linked-to files in the Lytho Asset Manager. This can be useful if your footage is already stored in a structured way in another system and you want to use these images with the right features in Lytho.

This import will be used to create the tags, tag groups, and permissions in the default language i.e. 'English'.

In addition, an additional translation import is made available for translating these tags and tag groups from the default language to the other languages/cultures desired.

Preconditions:

  1. Periodically export the required images from your current external repository, based on the Lytho import format. See section 'Prepare and complete your Lytho Excel import file'
  2. Periodically (in case of new images) deliver (export) a filled in Lytho Excel format from an external repository to create the Lytho default language for Asset tags and tag groups for the images of step 1
  3. Periodically (in case of new images) deliver (export)  filled Lytho Excel formats from the external repository for the translations of the default language of Lytho tags and tag groups to the different languages desired for the images of step 1.

Steps to perform in Lytho:

  1. Prepare and complete Lytho import file format (see  section 'Prepare and complete your Lytho Excel import file')
  2. Upload the images (see section 'Uploading of the images & files to be linked')
  3. Import the default tags and permission Excel file (see section 'Performing tag import' )
  4. Export the Excel translation that lists all languages. (see section "Translate Tags and Tag groups')
  5. Import the Translation Excel import. (see section "Translate Tags and Tag groups')

Prepare and complete your excel Lytho import file

The format consists of 6 columns for the different data that can be set per image. Each row (as of row 2) thus represents a reference to 1 specific image using the file name of the image.

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The following can be completed in this format:

Column A 'Filename': Specifies the exact and complete file name of the image from which you want to import the data. In the example above, the unique exact and complete file name of the image you will later upload into Lytho (see section 'Uploading of the images & files') for each image will be entered.

Column B 'Name': Specifies the file name of the image as it is used in Lytho.
Once you start importing the Excel file, Lytho will change the file name (filename column A) of the uploaded asset to the name listed in Column B. If you leave this column blank, the Filename (column A) will be shown /used in Lytho as a file name.
In the example below, after the Excel import, the file name of the image on row 1 of the Excel example is changed from 1200.jpg to 'Head Supershape I Speed'.

Column C 'Description': Specify and add a file description for the image as it is used in Lytho.

In the example below, after the Excel import, the description entered in line 1 column C  is now added to the asset in Lytho after the import.

Column D 'Tags': Lists the tag and tag group that you want to link to the image.

A tag group is a category name for a group of tags related to this category name. The category name is also shown in the filter menu in Lytho.

In Lytho, only new tags and tag groups will be created when imports are performed. The tags and tag groups (column D) will be linked to the corresponding file names (column A). With the import, it is not possible to modify or remove existing tags and tag groups.

This works as follows, see picture below: suppose you have the following taxonomy and you want to link to image '1200.jpg'  (row 2):

Lytho tag group 'Category'  which will include the tags 'Skiing' and 'Wintersports'.

Lytho tag group 'Season' which will include tag 'Winter'.

In the example below, you want to create 2 tag groups in Lytho and 3 tags. This will be added and link to image '1200.jpg' (see row 2).

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Adding tags will have to be done in the correct order in accordance with the example above. Always start with the tag name (Skiing) followed by a semicolon (';') and then the name of the tag group that this tag belongs to (Category). Then you always add a caret ('^') to add the next tag in the same way.

Please be aware of the following obligations:

  • A tag can only once be listed within a tag group
  • You can't put multiple tags in a row for the tag group in Excel. If you want to add multiple different tags in a tag group, you must create each new tag separately according to the above setup. So "new tag" then ";" then "tag group" then "^" to add the next new tag again.
  • If you've added your last tag, always end the line in column E without the caret (^) character.

Column E 'Permissions': Lists the permissions you want to link to the image.

In Lytho, only new permission tags will be created via the import and assigned to the linked image file names (column A). It is not possible to modify or remove existing permission tags through the import. After having imported the assets as an administrator, you will still have to link the permissions to users see section 'user import'. Otherwise, the new images will not be visible to the users.

This works as follows, suppose you have the following permissions and you want to link them to image 1200.jpg (row 1 Excel):

See the picture below, the 1200.jpg image will be visible to all users who have received the permissions Dealer A or Dealer B. In this way, you can use Lytho when there are separate groups (i.e. Dealers, Sales Offices, Sub companies) in your organization, which will need to have access to specific content in Lytho.

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Adding permissions will have to be done in accordance with the example and order above. Always first start with the permission name(eg. 'Dealer A') followed by a caret ('^') to add another permission in the same way.

If you have added your last permission, always close the line in column E without the '^' character.

Column F 'Metadata':

In this column, you can add metadata to the image file name. This metadata will be stored in Lytho and is displayed as shown in the image below. In the 'meta' details screen of the asset in Lytho, the Product Number has been added (see 1 in the picture below).

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Column G 'Module':

In this column, you can select if an asset needs to be either 'Marked for publications only' or 'Marked as a quitclaim document. 

Column H, I, J & K 'Publishing and Visibility dates':

These columns are used to set a publishing and visibility start and end date which will affect the use of an asset within the selected timeframes.

Uploading of the images & files

In the asset manager, as an administrator with the Admin role (a user that has the right to add assets and approve assets), you can upload the images to assign the tags and permissions too via an Excel import.

Preconditions to get started:
Upload 1 up to 150 images at a time. Please note that if you want to upload more than 150 images for your import, you will have to do so multiple times. For example, if your import is 600 images, you will have to split these 600 images into 4 separate folders on your PC, each containing 150 images. Then you will upload these images 4 times in the described way.

File names of all assets to be uploaded, exactly match names stated in column A of the Excel import file.

In the asset manager, click the plus in the upper-right corner (1) to upload assets.
Then select the assets you will upload (2) ad choose open (3). See the picture below.


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Performing tag import


Preconditions:
1- The Excel file is filled in accordance with the correct format stored and available for upload (see 2.1)
2- All images in column A of excel were successfully uploaded in Lytho (see 2.2)

As a marketing admin (with the role access to settings) you go through the menu to settings (1), export/import (2), and import asset details (3). Now you select the Excel file and upload it.

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You wait a minute and then press refresh in your browser. You'll then see the status report of the upload to see if it's been successful.

Finally, you can see the status report of the import. Under the heading assets not found you can see the names of the images that are not present in Lytho. You will need to re-upload these assets and upload the Excel to add these unfound images with the correct tags and permissions.

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Translate Tags and Tag groups


Now that the default tags and tag groups are available in English in Lytho, you have the option to set up additional languages for the Lytho system language and the tags and tag groups.

Here's how to realize this:

1- Go to settings (1) and then translate (2)
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2-Click on the pencil (1) here and in the popup select the languages desired for your portal (i.e. EN, DE, FR, ES, PT, EN) and click on next (3)

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3-Now you get a popup that asks for the default language, set it to the default you require i.e. English, and click 'save'.

en

4-Now click 'tag translations' (1) and then click the export button (2) now choose all languages and click next (3).
3

Now there will appear the popup below. In the popup click 'all translations' and click 'start export'. See the picture below.
4

5-Complete the Translation Excel format see section 'translation file format' for details. Now import the translation excel. This can be done per language or all languages in one Excel format. Here's how it works. Go to settings and click 'tag translations'(1), click import (2), select the Excel file from your computer(3), and click import file (4).

5

Translation file format


The format of the translation file is constructed as follows.
There are 2 tabs:
Tab 1 for translations of tag group names
Tab 2 for tagging translations

In the Default column, the English translations are filled by the default asset tag and permission import as described in chapter 2.3.

You now fill in the correct translations per language in the columns behind the default. You do this for both the tag group names and the tags.

Please consider:
-Tab names may not be changed or the import will not work.
-Tag translation should always only appear once and in one tag group

Below you will find an example of the Excel translation format to be filled in.
tl