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Cheat Sheet for General Users


This "cheat sheet" is a useful reference that helps users with common tasks such as logging in, searching for files, using drag and drop to PowerPoint, InDesign, etc., creating albums, using the carousel and uploading files.

1. Getting Started

Login to OpenAsset using the username and password that you use to login to your computer.   

2. Basic Searching

Search for files in OpenAsset by using the search bar at the top of the page. Files are stored in categories, which you can select in a dropdown on the left side of the search bar. 


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As you type into the search bar, suggestions will appear that match your search criteria. You can search across project name, keywords, custom fields, photographers, and any other data stored in OpenAsset. 


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Use the 'Search by' dropdown menu on the far right of the search bar to access other useful search options. 


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After you select search criteria from the search box those terms will create a search trail. Add additional search terms to narrow your search results. 


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If you hover over a search term in the search trail, you will have options to "Exclude", "Remove" , "Clear Search" and Save your search.

3. More search options

The 'More' icon allows you to search for files using a range of criteria, such as by file format, copyright holder or client.


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4. File Info

When viewing the image thumbnail on an image search results, click on the image to go to the File Info page. 


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From the File Info page you can:

  • View and keywords and other data associated to the file
  • View and use the image in the various available sizes
  • If you have privileges, you can also edit keywords, add or remove images, edit field data, delete the file and rotate the image 

5. Drag and Drop

The Drag and Drop tool allows you to drag images straight from your browser into a document in publishing tools like InDesign or PowerPoint. Simply hover over the desired image, and click the drag icon.


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6. Albums

Albums are collections of images in the system for personal use or sharing. Albums can be great time savers.  If you have a set of images you use frequently you can keep them together in an album for immediate access.


These 'albums' take up no physical space on the server as they are just links to images within OpenAsset.  You can have as many albums as you like and can also share albums with other users or groups. 


To create a new Album from a search results page, click the "Add to Album" icon below the image thumbnail.



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Then either pick an existing album or create a new album and click "Save".



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You can also create an album from the "Albums" page. Just click the "New Album" button in the top ribbon of this page. 


7. Carousel

The carousel allows you to quickly create a temporary collection of images. From a search results page, select the checkbox below an image. The image will be automatically be added to the Carousel. You can add as many images to a carousel as you like.  You can view your Carousel by clicking on "Show" in the lower right.

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You can then use the images in the carousel to edit the images, create albums, PowerPoint presentations, CSV files, Contact Sheets, or drag and drop into various applications.  


8. Uploading

Uploading files is easy! If you have permission to upload, click the "Upload" button at the top of OpenAsset. 


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To upload files, simply drag them onto the page to launch the file uploader.

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