Registering Content

You can upload image and video files, documents, etc., as content to a library menuregardless of file format.
For a list of file types for which thumbnails will be automatically generated, please see Automatic Thumbnail Generation Formats.

Registering Content

1. Select the folder to register the content, and click the Register Content icon    in the header.

2. Drag and drop or copy and paste the content you want to register into the registration area which appears.
   Alternatively, you can select the content by clicking [Select File and Upload] button at the bottom of the registration area.
   * The limit on content which can be registered at one time is 150 items, or a total size of 4GB(Depending on the site being used the upper limit may be set lower than this).

3. The file name will be displayed in the contents registration area. If you want to change the file name of the data to be registered, click on the file name and rename it.
   *Registration from “Select File and Upload” does not support renaming.
   *In Windows, if the file name is too long or contains forbidden characters, it may cause an error when downloading. Please refer here for details.

4. Click Register to begin registering the content.
   A progress bar showing % complete will appear for each item of content. If Cancel Registration is clicked during this process, only files which have 100% completed uploading will be registered to the site.

5. Once the content has been registered, the below buttons will appear, allowing you to continue or edit meta information as required.
   • Recently Registered Content
     Will take you to a list of recently registered content.
   • Edit * For single item registration.
     Will open an edit window which will allow you to edit the record’s meta information.
   • Edit Sequentially * For multiple item registration.
     Allows you to sequentially edit the newly registered contents’ meta information.
   • Bulk Edit * For multiple item registration.
     Allows you to edit all the newly registered contents’ meta information at once.
   • Close
     Finishes registration without editing meta information.

* When content is initially registered without being edited, it will be under “temporary registration” status (flagged as “Temp”). Until this content is officially registered on the content’s meta information editing page, it will not be visible by users other than the user who registered it, and users with Site Manager.
For more information, please see Content Statuses.
*New content cannot be registered in Favorites menus/folders or any Amana Library menus.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

Registering Content by Non-Shelf Users

Through content registration requests, it is possible to allow non-Shelf third-party users to upload content. Third-party users will only be able to view the upload screen, and will not be able to see the contents of the site.

* The upper limit on content that can be accepted at one time will depend on the upper limit value of the site being used.

Requesting Content Registration

1. Click the Registration Request icon in the header area.

2. Enter the required fields.
   • Language
     Select language from Japanese/English. The notification containing the upload URL will be sent to the requestee in the selected language.
   • Requestee Email Address
     Enter the destination email address. If you want to enter multiple addresses, separate these with spaces or commas.
   • Request Confirmation Email
     Select this if you wish to have the email also sent to yourself as a confirmation.
     * Email will be sent in either Japanese or English, as selected in Language.
   • Subject, Message
     Text entered here will appear in the subject line and body of the email respectively.
   • Menus
     On the menu page, currently selected menus will be displayed.
   • Folders
     Specify the folder to which content will be saved.

3. Click Verify, then OK to send an email notification to the requestee.

* You cannot request content registration from any mobiles.

Registering Content from Request Emails and Confirmations

1. Clicking on the URL in the request email will take you to the content registration page. Either drag and drop or copy and paste the content to register.
   * You can also select files to be registered manually.

2. The file name will be displayed in the contents registration area. If you want to change the file name of the data to be registered, click on the file name and rename it.
   *Registration from “Select File and Upload” does not support renaming.
   *In Windows, if the file name is too long or contains forbidden characters, it may cause an error when downloading. Please refer here for details.

3. Fill in the fields for Company Name, Registered by, and Message, and click [Register] to execute uploading.
   Information entered in these fields will be displayed as is in the email notification to the requester.

4. A notification of the completed registration along with the URL will be sent to the requester.
   Clicking the URL will take you to the sign in screen for the relevant site.

* The newly registered content will be in a temporarily registered state. After verifying the content, you can change the status to registered from the Edit icon.

* Workspace user do not need to change from “Temporarily Registered” to “Registered”.  The content will be registered without verification in workspace.

* To register content from the request email on mobile, please refer here.

Registering Sub-content 

On a content item’s information page, you can register sub-content which is then tied to that content.
* For data registered as sub-content, only title information can be edited. Detailed meta information cannot be set.

*Some sites may have the subcontent area hidden. In this case, press open/close button for the right area on the screen to show it and then execute actions.

Registering Sub-content

1. Click  in the sub-content area you want to add, then click Add.
   Either drag and drop or copy and paste the content you want to register into the registration area which appears. Alternatively, you can select the content by clicking [Select File and Upload] button at the bottom of the registration area.

2. The file name will be displayed in the contents registration area. If you want to change the file name of the data to be registered, click on the file name and rename it.
   *Registration from “Select File and Upload” does not support renaming.
   *In Windows, if the file name is too long or contains forbidden characters, it may cause an error when downloading. Please refer here for details.

3. Click [Register].
   A progress bar showing % complete will appear for each item of content. If Cancel Registration is clicked during this process, only files which have 100% completed uploading will be registered to the site.

4. Titles can be added to registered sub-content.
   You can edit the sub-content’s title by clicking the pencil icon under the registered sub-content’s thumbnail.
   *For multilingual sites, sub content titles can be changed for each language site. Please refer to Editing Meta Information on Multilingual Sites for detailed setup instructions.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

Creating Sub-content Areas 

You can create different sub-content areas in each menu, and divide these into groups as you see fit.

Creating Sub-content Areas
Click Create Sub-content Area to create a new sub-content area.
* There is a maximum of 50 sub-content areas.
* Titles must be within 30 characters.

*Some sites may have the subcontent area hidden. In this case, press open/close button for the right area on the screen to show it and then execute actions.

*In case of using the automatic translation function.
A [Translation] button will appear next to the Japanese/English field. The translated text based on the language in which this button is clicked will also appear in the other language fields. You can also modify each of them.

Editing Sub-content Areas
To change the title of a sub-content area, click on the area you want to edit, then click Edit.
* The sub-content area is shared within a menu, so if the title is edited, it will also change the title in the sub-content area in other content.

Sorting Sub-content Areas
You can sort sub-content area titles by clicking Sort Sub-content Areas, then dragging the titles into the desired order.
Click Sort Sub-content Areas once more to finish.

Hiding Sub-content Area Options
Each sub-content area can be hidden to anyone other than Site Managers.

1. Click in the area you want to hide, then click Options.
2. On the window which appears, select Display for Site Managers.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

Registering Versions

You can also manage versions for an item of content. This feature can be used when you want to change images or meta information while still keeping a copy of the information registered (main content, sub-content, meta information, relations) prior to the change.

Registering a New Version

1. Select the content for which you want to register a new version.

2. Click the + icon next to [Version] in the center of the content’s details page, then registration window will appear. Either drag and drop or copy and paste the content you want to register.
   Alternatively, you can select the content by clicking [Select File and Upload] button at the bottom of the registration area.

3. The file name will be displayed in the contents registration area. If you want to change the file name of the data to be registered, click on the file name and rename it.
   *Registration from “Select File and Upload” does not support renaming.
   *In Windows, if the file name is too long or contains forbidden characters, it may cause an error when downloading. Please refer here for details.

4. Click [Register].

3. Once registration is complete, you will be taken to the edit page, where you can fill in the meta information items for this latest version of the content.

4. After confirming these items are correct, click Register to complete.

* Meta information is stored for each version.
* By default, meta information will carry over from the previous version, so if you do not want to change this, click Register without making any changes.
* Only content which has been officially registered (not under temporary registration) can have versions registered.
* Editing content (meta information, content, sub-content, relations) is only available for the latest version. Older versions have their data kept as is, and cannot be edited.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

Automatic Thumbnail Generation Formats

Once uploaded, files in the following formats will automatically generate thumbnails and previews that can be viewed on shelf.

* If any other format is uploaded, the thumbnail and preview will be displayed as “No image”.
* Depending on the file type and the version of the software used to create it, etc., there may be situations where it may not generated correctly.
* Please note that data storage capacity of thumbnails will count toward your contracted storage capacity.

Still Images:
ai,eps,gif,jpeg,jpg,png,psd,tif,tiff

Raw image format:
arw,cr2,nef

Movies:
avi,flv,mov,mpg,mpeg,mp4,m4v,wmv

Document:
doc,docx,xls,xlsx,ppt,pptx,pdf

Supported Codecs:
Uncompressed
Animation
H.263
H.264
Sorenson Video
Sorenson Video3
13
MPEG-4 Video
Motion JPEG
Photo JPEG
Apple ProRess422
* Line noise may occur in H.263 previews.
For the following file types, an icon will be displayed instead of a generated thumbnail.

Document Icon:
mdb、pptm、xlsm、xlsb、txt
Compressed File Icon:
lzh, sit, sitx, zip
Music Icon:
aif, mp3, wav

* Coming Soon mark:
Directly after an item of content is registered, a “coming soon” message may appear in the thumbnail image. The correct thumbnail and preview will appear once it has finished being generated.

Automatic the JPEGs Generation Formats.

On sites using the JPEGs, the JPEGs will be automatically generated by the system when the master content is registered. You can select them when you download or forward them in the Data format.
Automatic the JPEGs Generation Formats are as follows.

Image：eps,jpeg,jpg,psd,tif,ai,png,gif
Raw image format：arw,cr2,nef
Document file：pdf

The document file and images other than the above can not be generated the JPEGs.
Please note that error message will be appeared if you select Data Format option.

* Please note that data storage capacity of Generating JPEGswill count toward your contracted storage capacity.

*If you change the preview data with a still image or PDFfor which JPEGs will be generated, the changed data will be downloaded as JPEGs.

*Please note that if the registered master data is smaller than pixel count on each long side of JPEGs, the generated JPEG will have the same pixel count as the master data.

*Please note that if you have multiple pages in PDF, only the first page that is previewed will be downloaded as JPEGs.

Content Statuses

The current status of an item of content can be seen on the various flags which may be attached.

The flags and statuses are as follows.

Temporarily Registered (Temp)
Only visible to the user who registered it, and Site Managers. Not visible to other users.

Registered
Visible to all users with content viewing permissions, in addition to the user who registered it and Site Managers.
The status can be changed; however once changed to Registered, it cannot be reverted to Temporarily Registered.

Flags
As time passes from content registration, the flag displayed will change. The timing of flag changes and the names of flags can also be changed. In order to change, please contact your sales representative or Amana systems administrator.

• Temp: Indicates content still under temporary registration status.
• Before: Registration has finished, but the access period has not yet started. The content will only be displayed to the user who registered it and Site Managers.
• NEW: Displayed from when the access period begins, for the duration specified by the Site Manager.
• Unavail: Displayed on content for which the usage period has ended.
• End (white): The access period has ended; however the usage period has not. The content will only be displayed to the user who registered it and Site Managers.
• End (black): Both the access period and the usage period have ended. The content will only be displayed to the user who registered it and Site Managers.

* The status of main content will also be applied to any sub-content.
* Some sites may show contents in the state of Temp, Before or End, depending on the option. For more information please contact your site administrator.