Transfer to Library Tasks

About Transfer to Library Tasks

Once approval cycles are complete, in which new files were reviewed and approved, there may be a need to transfer the approved files to the Asset Library. Depending on which node was added to the template, you may be able to have the approved file transferred

Task Type Transfers Approved Description
Manual Transfer to Library task Artwork Manual transfer to BLUE Asset Library.
Auto Transfer to Library task

Artwork

OR

Packshots

 Automatic transfer to BLUE Asset Library.
Auto Transfer to MediaBeacon task Artwork Automatic transfer to MediaBeacon Library.

As best practice, when the project has a sub-process, the transfer to library task must be inside the same sub-process as its associated cycle. Below are the details on how to use transfer to library tasks.

Manual Transfer to Library

The Manual Transfer to Library task allows you to transfer (move) files approved in a project workflow to a specific location in the Asset Library. When performing the task, you have the ability to either move the file as-is to a folder within the Asset Library, or transfer the file as a new version of an existing file in the Asset Library. Depending on how the task is configured within the workflow, you may also have the option to enter or update the file attributes prior to completing the transfer.

Notes:

    • By default, the values of file attributes are derived from attributes within the task. Therefore, you should set the task’s attributes first, prior to choosing a transfer location.
    • If you have been granted permission to enter or update file attributes, you can update them to have values that differ from the task or project values.

Who can use Manual Transfer to Library?

The task can be configured by a system administrator within the Workflow Template Designer. At the project level, the task can be assigned to any user with permissions to view and edit assets in the Asset Library.

Execution of the Manual Transfer to Library Task

Following an Approval Task, the Manual Transfer To Library Task can be performed by an end-user to transfer (move) the file to a specific folder in the Asset Library or to transfer the file as a new version of an existing file in the Asset Library.

The screenshot below is an example of a Manual Transfer to Library task details panel prior to completion.  Important sections of the task details are labeled and described. The labels represent the order in which each section should be completed.

Sections can be completed by selecting the appropriate ‘Edit’ link.

1.  Project Attributes (optional)
As with most tasks, you may be allowed to update values for project attributes. This is the first section that should be updated.

2.  Task or Sub-Process Attributes (optional)
As with most tasks, you may be required to enter or update values for task or sub-process attributes. Update these sections next.

Note: It is recommended that you do this step prior to selecting the transfer location because the default values for the transferred file attributes are derived from task, sub-process and project attributes.

3.  Transfer Location (required)

You will be prompted to select either a:

–  Destination folder within the Asset Library
–  Specific file to be versioned

4.  Transfer Details (required)
When completed, this section will contain the following information:

–  File Type and Status
–  File Attributes and values

File Type and Status

If you have chosen to transfer the asset to a folder, you need to select the asset File Type and File Status.

If you have chosen to version an existing file, the File Type and Status is derived from the file being versioned and is not editable.

File Attributes

Default values for file attributes are inherited from any matching attributes that are available or extended to the task.  When the task is submitted the values provided for the task and file are treated independently. That is, if you update the file attributes, those updated values will be applied only to the file, and not the task.

For more information, see Rules for Transferring Attributes to the Library for Manual Transfer to Library Tasks.

If editable, after selecting a File Type the file attributes associated with the chosen File Type are displayed within the Transfer Details dialog.  If you have permission to edit or update values, you may do so within the dialog.

Choosing a Specific file to be Versioned

In the following screenshot, an existing file was selected as the transfer location and the file will be versioned. The Transfer Location displays the folder path and file name, as well as a message indicating that the file will be versioned.

Choosing a Destination folder within the Asset Library

In the following screenshot, a folder has been selected as the transfer location. The Transfer Location shows the folder path where the file will be transferred.

Rules for Transferring Attributes to the Library for Manual Transfer to Library Tasks

This task transfers the file and pre-populates the attributes with the corresponding task attribute values if they exist. Here are the general rules for transferring attributes.

No Matching Task Attribute

If there is a file attribute that does not have a corresponding task attribute (because it does not exist):

    • The Manual Transfer to Library Task pre-populates the field with the previous version’s file attribute value. If the task allows you to modify attributes, you can edit this value before completing the transfer.
    • Note: This behavior differs from Auto Transfer to Library tasks. See the Auto Transfer to Library Task section for more information.

Empty Task Attribute

If there is a file attribute and the corresponding task attribute value is empty:

    • The Manual Transfer to Library Task pre-populates the field with an empty value. If the task allows you to modify attributes, you can edit this value before completing the transfer.
    • Note: This behavior differs from Auto Transfer to Library tasks. See the Auto Transfer to Library Task section for more information.

No Matching File Attribute

If there is a task attribute that does not have a corresponding file attribute:

    • The task attribute does not transfer to the library.

Multi-Select Attributes

    • For multi-select attributes, all matching values are transferred and replace the previous list (they do not merge with the original values).

Deactivated Values

If there are deactivated attribute values:

    • This task transfers deactivated attribute values that had been previously selected, when transferring the file to the library.

Modifying File Attributes for Manual Transfer to Library Tasks

For The Manual Transfer to Library Task, you can only modify the file attribute values if the template task setting Lock Attributes is false. In this case, the values are pre-populated but may be edited prior to completing the file transfer.

If the template task setting Lock Attributes is true, the attribute values are locked and may not be edited. The default values will be pre-populated based on task or project attributes and transferred to the library.

Note: It is recommended that you update the task or project attributes prior to choosing the transfer location. The file attributes (in File Details) will not update if the task attributes are updated after choosing the transfer location. As a workaround, you could either edit the file attributes (if the option is available) or you could re-select the transfer location to refresh the file attributes with the newly updated task or project attributes. Verify the attribute values in the transfer details prior to completing the transfer.

Viewing the approved file

To view the file that was transferred, go to the Asset Library and search for the file by navigating the folder hierarchy, searching, or filtering. Here you will see the file, its metadata transferred from the project, and a link to the project or sub-process where it was transferred from. Files that have been approved will appear with an approved checkmark icon on the file’s thumbnail image.

Auto Transfer to Library Task

One of the nodes available in constructing a process template is the Auto Transfer to Library (ATTL) node. Having an Auto Transfer to Library node in a process template means that when projects are executed with this task in its workflow, the file that is approved in the process will be automatically transferred to the asset library, ensuring that the approved file is stored in the library and is available to users who will need to access the file. The Auto Transfer to Library task can be used to transfer approved artwork and it can also be used to transfer Packshots created by BLUE.

This transfer node has several settings that will ensure that the approved file is automatically transferred to its correct location.

Who can manage the Auto Transfer to Library node?

BLUE administrators have access to create and manage process templates and will have the ability to add one or more ATTL nodes to the process template. If you think you should have access to a process template, contact your administrator.

How is the Auto Transfer to Library task used in a project?

A project will contain an Auto Transfer to Library task because the approval file at the end of the approval process needs to be transferred to the Asset Library automatically. The Auto Transfer to Library task was configured in the process template with a predefined location, and on completion the approved file will be transferred there.

The Auto Transfer to Library task is an automatic system task that occurs when the preceding task is complete. If you do not want the transfer to occur in your project, you will need to bypass it before the task is initiated.

Similarly, the Auto Transfer to Library task may follow a Create Packshots node and would then be used to transfer a set of packshots to the Asset Library.

Viewing the approved file

To view the file that was transferred, go to the Asset Library and search for the file by navigating the folder hierarchy, searching, or filtering. Here you will see the file, its metadata from the project, and a link to the project or sub-process from which it came. Files that have been approved will appear with an approved icon on the file’s thumbnail image. In the case of Packshots, there may be several Packshots transferred to the Asset Library.

Rules for Transferring Attributes to the Library for Auto Transfer to Library Tasks

This automated system task transfers the asset library file attributes and pre-populate them with the corresponding task attribute values if they exist.

No Matching Task Attribute

If there is a file attribute that does not have a corresponding task attribute (because it does not exist):

    • The Automated Transfer to Library Task transfers the file attribute with an empty value.
    • Note: This behavior differs from Manual Transfer to Library tasks. See the Manual Transfer to Library Task section for more information.

Empty Task Attribute

If there is a file attribute and the corresponding task attribute value is empty:

    • The Automated Transfer to Library Task transfers the file attribute with an empty value.
    • Note: This behavior differs from Manual Transfer to Library tasks. See the Manual Transfer to Library Task section for more information.

No Matching File Attribute

If there is a task attribute that does not have a corresponding file attribute:

    • The task attribute does not transfer to the library.

Multi-Select Attributes

    • For multi-select attributes, all matching values are transferred and replace the previous list (they do not merge with the original values).

Deactivated Values

If there are deactivated attribute values:

    • This task transfers deactivated attribute values that had been previously selected, when transferring the file to the library.

Auto-Transfer to MediaBeacon (ATMB)

What is Auto-Transfer to MediaBeacon?

The Auto Transfer to MediaBeacon step is a type of task available to the workflow, for use when a company has both a BLUE Enterprise and MediaBeacon site. The purpose of this type of task is similar to the Auto Transfer to Library task, but instead of transferring the file to the BLUE library, this automated task will transfer the file to the MediaBeacon DAM.

Viewing the Auto-Transfer to MediaBeacon Task

From the task, there will be a “View File” option, which will take you to MediaBeacon.

Note: The fact that the text appears as a link does not guarantee access within the MediaBeacon DAM.

Viewing the Asset in MediaBeacon

If you have access to the file, then you will see it upon logging in to MediaBeacon.

In addition to the fields, there can be a link which would take you back to the BLUE process, similar to artwork files in the BLUE DAM.

Who can use Auto Transfer to MediaBeacon?

The Auto Transfer to Library is an automated task that occurs when that step of the workflow is reached. Because it is automated, this task does not have a task owner and is completed by the system.

If projects contain the Auto Transfer to MediaBeacon task, then anyone who can view the task can open the link to the file in MediaBeacon. A link is available to take you from BLUE to MediaBeacon, and a link is also created on the file in MediaBeacon to take you back to BLUE.

Note: Access to the file itself within MediaBeacon depends on rights within MediaBeacon and is not managed by BLUE.

Exploring the Auto Transfer to MediaBeacon task

The Auto Transfer to MediaBeacon task appears at the end of a cycle, after the artwork has been approved. It works similar to the Auto Transfer to Library task, in that it automatically transfers the file and all of its metadata to the library. Instead of sending the file to the BLUE library, the system sends it to the MediaBeacon library.

Auto-Transfer to MediaBeacon Tips or other notes

    • Best practice is still to manage artwork files in BLUE and send a copy of the file to MediaBeacon to provide additional access.
    • Attribute values within MediaBeacon are managed separately from BLUE. In most cases, if the value doesn’t exist in MediaBeacon when the file is transferred, it will be added.
    • A link is available to take you from BLUE to MediaBeacon, and a link may also exist on the file in MediaBeacon to take you back to BLUE.
    • Similar to ATTL, all attributes which are visible to the ATMB task will attempt to be transferred. If the fields exist within MediaBeacon and have been configured properly, then the values will be transferred.

For more information on related topics, visit these links…

For information about configuring transfer to library tasks, see Task Node Settings.

For more information about transferring Packshots to the Asset Library, see Packshots.