Portfolio 2016

Portfolio is the digital asset management tool for the rest of us. It’s simple to set up, easy to use, and requires little to no ongoing maintenance. Within moments, you can organise your digital files into a meaningful, usable collection, and share them throughout your organisation and beyond, allowing everyone to find what they need when they need it.

Portfolio™ has options that cover media processing, web publishing and mobile upload, and lets you select precisely what meets your requirements

Are image and media formats configurable
Yes
Image formats

We support over 600 file types with a constantly evolving list. The full list is published here:

www.extensis.com/digital-asset-management/portfolio/file-format-support/

It includes all the major image, document, audio & video formats that are commonly used. Portfolio also now supports 360 Video and Photo files.

Portfolio introduces support for the MrSID technology, which compresses huge GeoSpatial files so you can easily catalogue, preview, and thumbnail them.

Media formats

We support over 600 file types with a constantly evolving list. The full list is published here:

www.extensis.com/digital-asset-management/portfolio/file-format-support/

It includes all the major image, document, audio & video formats that are commonly used. Portfolio also now supports 360 Video and Photo files.

Portfolio introduces support for the MrSID technology, which compresses huge GeoSpatial files so you can easily catalogue, preview, and thumbnail them.

Digital rights management

Through customisable metadata, asset/catalog access, and more, it’s possible to capture image usage, model release, and other digital rights tracking requirements, to expire asset availability and more.

Metadata is customisable for any field required. Smart searches can route files accordingly or be used for tracking purposes.

The IPTC standard contains many fields related specifically to Copyright, Rights Usage Terms etc. This is enhanced through IPTC Core, Extended and Plus metadata for additional information relating to a wide variety of things.  For example, contact information for the Copyright owner, model release status and the expiry date of assets.

As above, the IPTC standard includes fields for Usage restrictions.

Custom fields can be used if no metadata standard includes this kind of information.

Mobile support

For content creators, Portfolio Flow expands the reach of Portfolio to your mobile devices. Using any mobile device (iPhone®, iPad® or Android) users can upload assets from practically anywhere directly into Portfolio.

For more information see: www.extensis.com/digital-asset-management/portfolio/mobile/

For content users, with NetPublish it’s easy to publish dynamic websites that can be accessed with any browser, phone or tablet.

Remote thesauri

Full support for the creation of controlled vocabularies.

Hierarchical Keyword support.

ECK ready
Yes

Portfolio has broad metadata support including automatic extraction of data from the following standards:

Dublin Core
VRA Core
Spectrum
IPTC (including IPTC Core, Plus & Extended)
EXIF
MS Office
Movie (QuickTime)
XMP

With XMP metadata, we support adding additional XMP Namespaces and fields to the default list to support custom workflows and metadata extraction/embedding.

Portfolio can also add keywords automatically based on the asset storage folder structure, to reduce the amount of tagging required where an organised set of folder names is being used.

Portfolio supports the addition of ‘custom fields’ for metadata not covered by any particular standard

Single user cost

An entry-level ‘Portfolio Studio’ is available for smaller installations. It allows for 1 catalog, 3 concurrently logged in users, and 100,000 assets. It costs £1,422 SRP

Portfolio 2016 is the choice of most customers. It removes the above limitations, allowing for any number of catalogs to be created and up to 250,000 assets to be catalogued. It starts from £2,457 SRP.

Customers then choose how many ‘User Connections’ (from £136 each) they need and how many additional ‘Asset Packs’ (from £1,150 each for 250,000 more assets) they require.
Portfolio also offers 4 optional add-ons:

NetPublish (from £3,340 SRP)
Media Engine (from £1,430 SRP)
Single Sign-On (from £577 SRP)
Portfolio API (from £577 SRP)

All prices correct as of 1st January 2016. Academic/Non-Profit discounts may be applicable.

How are assets stored?

Local & Remote storage managed via the OS file system.  For this option, Portfolio references the file location. The storage solution used though can vary from locally attached RAID volumes, to SAN solutions, NAS devices and more.

Local storage, managed via a Portfolio “Vault”. Portfolio ‘ingests’ files into its own Vault.  Administrators can choose the vault’s physical location but it must be local to the application server.

Security features

Portfolio integrates with Directory Services (Active/Open Directory) for user authentication in a secure but familiar way. You can enable SSL for more secure network transactions related to user login and validation.

This will encrypt communication between your browser and the server.

File upload options

Files can be uploaded via browser, in a managed way to ensure metadata is completed at the time of upload.

Files can be synchronised through an ‘Autosync’ watched folder, so as changes are made to files on the server, these changes are automatically reflected in Portfolio.

Files can be bulk ingested into the Portfolio Vault.
Files can be uploaded via Portfolio Flow, a Mobile application for iOS & Android.

System support for file previews

Portfolio automatically generates thumbnails from supported file formats when assets are added. Unsupported formats will catalog using a file type icon for the thumbnail. Custom thumbnails can be applied where necessary.

Portfolio also generates ‘Previews’ automatically for supported formats when assets are added. The size and storage location are configurable. These are utilised by Portfolio to avoid unnecessary access of original files that may be large in size/resolution.

Portfolio generates Previews for supported Audio & Video files. These can be time limited to reduce storage needs, or full length. The optional Portfolio Media Engine add-on allows up to 1080P resolution.

Also, 360 Video & Photo file format support allows to capture and share a full panoramic experience in JPG or MP4 format.

Search and image retrieval options

Simple Search
Advanced/faceted search
Saved searches
Category browse
Search any field, search multiple terms, search for specific phrases, Keyword specific search, Wildcard searches, Predictive text and controlled vocabularies.

File-type conversion, image processing & editing

Portfolio can Batch Process to TIFF, JPEG and Adobe DNG, with multiple conversion options (resize, rename, colour mode, resolution etc.).

With the Portfolio Media Engine add-on, this is expanded to include BMP, EPS, PNG, GIF, PSD & TGA, with similar conversion options.

In addition, the Portfolio Media Engine add-on enables transcoding of Video files to AVI, FLV, MOV, MP4 & MPG.

File downloads and export

Simple file download

Configurable export presets

On-the-fly file conversion

Rendition to different resolutions

Send as attachment

Send as URL

Export to PDF Contact Sheet

Key-wording and tagging support offered in-system

Portfolio supports restricting values to the vocabularies, or allowing both free text entry alongside vocabularies.

Portfolio supports the addition of any XMP namespace/tag for tagging data outside of Portfolio with automatic sync into Portfolio. For example, using Adobe Bridge/Photoshop to tag metadata into files.

Other special file management features

Portfolio has available the optional API add-on, for integration with other database systems, or bespoke solutions. Extensis has several customers using Portfolio alongside Collections Management Systems. See www.extensis.com/heritage for more information, or contact us directly to discuss your needs.

Configurable user access control

With different interfaces to the ‘catalogs’, user access is controlled in different ways.

Portfolio has options for managing users automatically through LDAP synchronisation, users authenticate with their Directory Services login, or can be automatically logged in with the Single Sign-On add-on.

Permissions can be assigned per user, per catalog, or even to specific files within a catalog, to control what options are available to the user, with configurable ‘Access Levels’.

User management options

Batch import of user profiles

Self-registration & approval

User expiry

LDAP Authentication &

Synchronisation options.

Single Sign-On add on.

System-wide reporting options

User reports

Asset reports

Server architecture component

logging

Media Processing logging

Automatic email notifications when backups or restores are successfully completed

Users may receive email notifications when changes have been made to their public galleries.

Integration options for the system

The optional Portfolio API add-on allows integration of digital asset management with other business systems by leveraging Portfolio’s RESTful API.
For more information see:

www.extensis.com/digital-asset-management/portfolio/integrate/ 

Other options relate to metadata schema support for extraction/embed so assets and data can cross between Portfolio and other systems that support the same metadata standards.

Desktop (Windows, Mac) application integration

Portfolio Express provides desktop search and access to assets, with drag and drop functionality into applications. That includes not just opening files, but placing/linking assets, importing into projects and copying files to the workstation.

Other document editing client integration

Portfolio Express enables drag and drop access to assets when working in document editing software.

Portfolio also supports MS Office and Adobe PDF (XMP) metadata extraction, so data tagged at source in the editing client is automatically available in Portfolio, and vice versa.

Other image editing client integration

Portfolio Express enables drag and drop access to assets when working in image editing software.

Portfolio also supports Adobe XMP metadata extraction, so data tagged at source in the editing client (e.g. Photoshop, Bridge, Lightroom) is automatically available in Portfolio, and vice versa.

Machine-to-machine integration

The optional Portfolio API add- allows integration of digital asset management with other business systems by leveraging Portfolio’s RESTful API.

For more information and documentation see: www.extensis.com/digital-asset-management/portfolio/integrate/
The Extensis Developer Network is available to help any company or professional development team interested in doing Portfolio API integration work for other companies.

DAMS integration to a Collections Management System

Portfolio provides a Catalog Template to fit with the SPECTRUM metadata standard.

For more information on integration with a Collections Management System, please see: www.extensis.com/heritage

We’ve worked with key CMS vendors to create custom connectors that allow you to marry the power of Extensis Portfolio with the rich data of your Collections Management System.

Portfolio is a completely customisable system. Any field can be created to handle integration with existing metadata, schema etc. For example, we provide Catalog Templates configured with fields specifically related to the SPECTRUM & VRA Core metadata schemata.

Integration associate with the url of the digital asset

This can be done in several ways and depends on the specific integration desired, and the purpose of the integration.

One example would be to duplicate the data of URI and accession number between the systems. Another would be to use filename conventions to associate assets to their object reference.

Auditing / reporting of digital assets

In addition, the ‘Vault’ Catalog allows for Asset Versioning.  It allows for check-out/in of files to aid collaboration and avoid conflicting changes being made to files.

The Vault can also automatically track changes to assets and their metadata, giving access to previous versions.

Capture of information about the provenance of the digital asset

Metadata is customisable for any field required. Smart searches can route files accordingly or be used for tracking purposes.

Shifting of single / bulk files to support digital preservation

Portfolio supports file conversions to/from supported formats to support digital preservation.

The specific conversions required will vary from customer to customer. Please contact us directly with your particular needs for digital preservation so we can best advise.

Client URLs
Support site URL
Software developer name
Celartem Inc. (trading as Extensis)
Software developer contact name
Richard Bamford
Software developer contact address

Extensis Europe
Suite 18, NSP
Kings Park Road
Northampton
NN3 6LG
United Kingdom