Configuring the System Preferences

You can access the system preferences by logging into Webdam, clicking and selecting System Preferences.

This article covers the following sections of the system preferences:

 

General settings:

  • Admin email notification address: Email notifications listed in the system preferences (such as when new users register, email notification of upload and download, etc.) will be sent to this email address.
    • If you will have multiple account administrators who will need to receive these notifications, we recommend creating an email distribution list – like webdam@company.com – that includes all admins.
  • Enable Early Access for product features on this account: Early Access is a great way to stay on the cutting edge of new Webdam features and capabilities. When enabled, Early Access features will automatically be enabled for the account.

  • I would like to learn about participating in Beta programs for product features: Participating in Webdam Beta programs allows you to have a voice in the evolution of Webdam products. By ticking this box, you agree to be contacted by the Webdam Product team to participate in upcoming Beta tests. As a participant, you’ll gain early access to new features while also agreeing to provide feedback on performance.

 

Users and groups:

  • Allow users to self-register: When enabled, a registration link will display on the login page. This will allow new users to register for an account.
  • Notify when new user registers: When enabled, an email notification with the registrant’s information will be sent to the admin email notification address.
  • New users must be approved after registering: When enabled, users registering for an account will be added as inactive. This means they will not be able to log into the DAM until after an admin activates them. (Read more about updating a user status.)
    • You can also use this setting for customers with authentication integration. When enabled, users accessing the DAM for the first time through the company’s authentication system will be added to Webdam as inactive.  
  • Automatically expire passwords after 90 days: When enabled, users will need to reset their password every 90 days.
  • Session expiration time: Click the dropdown to enter the duration of inactivity that can occur before the system requires the user to log back in.

 

Assets:

  • Default status of assets on upload: Set the status of newly uploaded assets to active or inactive. (Read more about the asset statuses.)
    • In most instances, the status will be active. Please reach out to your implementation consultant or customer success manager for best practices.
  • Default asset name on upload: Set the displayed asset name to match the file name or pull from the headline metadata field.
  • Auto rotate assets on upload: When enabled, assets will automatically be rotated to the correct orientation during the upload process.
  • Receive email notification of uploads: When enabled, an email will be sent to the admin email notification address when new assets are uploaded to the DAM.

  • Auto-play video/audio files: When enabled, these file types will play automatically in the Asset Details view.

  • Automatic versioning: Read more about the following settings in the article on Version Control.
    • Version uploaded assets with same name
    • Apply metadata from new version or current version
  • Asset Expiration: The following preferences refer to when assets expire. Read more about setting expiration dates.
    • Deactivate asset upon expiration: When enabled, assets will automatically become inactive on their expiration date. If not enabled, assets will remain active after expiration but will not be downloadable by any non-admin user.
    • Receive email upon asset expiration: If this option is enabled, an email will be sent to the admin email notification address when the asset expires.
    • Receive email reminders before asset expires: Enable this option if you want to be notified of an asset’s upcoming expiration. Then, enter the number of days prior to expiration that you’d like to be notified.
  • Source of video thumbnail: Click the dropdown to configure which second of the video you want displayed as the thumbnail.

 

Supported File Extensions:

Read more about this setting in the article on Supported File Formats.

 

Webdam Dynamic Templates:

Read more about these preferences in the article on Dynamic Templates.

 

Folders:

 

Downloads:

  • Comp (watermarked) downloads:
    • Set to Allow download for all users to have the ability to download watermarked versions of assets.
    • Set to Allow download for logged in users only for logged-in users (therefore not guest users) to have the ability to download a watermarked version of the asset.
    • Set to DO NOT allow download if you don’t want any users to download a watermarked version of the asset.
  • Click-on agreement for downloads:
    • When set to Upon first download only, users must agree to the download terms and conditions the first time they download an asset.
    • When set to For every download, users must agree to the download terms and conditions every time they download an asset.
    • Enable click-on agreement: When enabled, users must agree to terms and conditions before downloading assets.
    • Require user to agree:
    • Click-on agreement text: Click edit to add the terms and conditions language. (Read more about Terms & Conditions sample language.)
  • Receive email notification of downloads: When enabled, an email will be sent to the admin email notification address when assets are downloaded.
    • This setting is global and will apply to new folders created in your DAM. If you change the settings, you will also need to change it at the folder level for it to apply to previously created folders.
  • Enable download requests: When this feature is enabled and a group’s download permissions are set to Do not allow, users can request access to download assets. (Read more about editing the permissions of a group.)
    • This setting is global and will apply to new folders created in your DAM. If you change the settings, you will also need to change it at the folder level for it to apply to previously created folders.

 

Search:

Read more about this preference in the article on Shutterstock Search.

 

Image Download Presets:

Users can convert images to a different file format, resolution, size and/or color space upon download. Download presets allow you to create predefined options for your users to choose from when downloading the assets.

Create:

  • Click Create New Image Preset.
  • Enter a preset name.

  • Set the file format, resolution, dimensions and/or color space.

  • Click Save.

 

Additional Information:

  • Edit a preset: Click the icon.
  • Delete: Click the icon.
  • If an option is left blank, the file will retain its original setting when it is downloaded.

  • Best practices:
    • Resolution: The recommended values are 72 dpi for web and 300 dpi for print.
    • Color Space: RGB is recommended for web use and CMYK is recommended for print.
       

PDF Download preset:

  • Specify PDF as the output type.
  • You can also select the DPI for the output.
    • ex: Establishing presets like "Print Quality PDF" and set the DPI to 300 or 600, and then "Digital Ready PDF" with 72 DPI. 

 

Video download preset:

Users can transcode videos upon download. Download presets allow you to create predefined options for your users to choose from when downloading the assets.

  • Click Create new video preset.

  • Enter a preset name.

  • Click the dropdown next to Load preset to work off a preformatted preset. Once selected, the configurations will automatically update.

  • Select the Format from the dropdown.

  • Configure the video and audio settings as needed.

  • Click Save.

 

Additional Information:

  • Edit a preset: Click the icon.
  • Delete: Click the icon.
  • If an option is left blank, the file will retain its original setting when it is downloaded.

 


Cloud Sharing Settings:

Please refer to the following articles for more information:

 

Asset Approval:

Read more about this preference in the article on Approval Requests.



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