Portfolio

Extensis Portfolio is the industry’s most usable, flexible, and supported digital asset management solution for organizations and workgroups of all sizes wrestling with an ever-growing volume of digital content. By delivering visual and contextual insight for every file, Portfolio helps workflows move faster and people connect to their assets, projects, and partners.

Recognizing that asset usability is business-critical to many departments and divisions beyond marketing and creative teams, Portfolio is – and continuously evolving – to bring the efficiencies of DAM to workgroups across every organization and industry. By getting the right asset in the right hands at the right time, Portfolio drives creativity, collaboration, and productivity – powering extraordinary work around the globe in a fraction of the time.

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:

https://www.extensis.com/portfolio/file-format-support

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

Portfolio introduces support for the MrSID technology, which can compresses huge files so you can easily catalog, preview, and thumbnail them, with specialist support for GeoSpatial and GPS data.

Media formats

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

https://www.extensis.com/portfolio/file-format-support

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

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.

Processes may be automated with the Portfolio Workflow Automation module.

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 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.

Portfolio Smart Keywords uses Artificial Intelligence to automate keywording through comparative image recognition.  Helps to establish a consistent taxonomy for your organisation.

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 organisations. It allows for 1 catalog, 3 concurrently logged in users, and 100,000 assets. It costs £1,904 SRP.

Portfolio 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 £3,388 SRP.

Customers then choose how many ‘User Connections’ (from £178 each) they need and how many additional ‘Asset Packs’ (from £1,250 each for 250,000 more assets) they require.

Portfolio also offers several optional add-ons:

  • NetPublish (from £4,350 SRP)
  • Media Engine (from £1,870 SRP)
  • Single Sign-On (from £626 SRP)
  • Portfolio API (from £626 SRP)
  • Portfolio Smart Keywords (from £1,400 SRP)
  • Portfolio Workflow Automation (from £5,040 SRP)

All prices correct as of 1st August 2018.

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.

Portfolio Workflow Automation supports building automated workflows related to asset ingest, monitoring external locations (e.g. mailbox, FTP, folder), verifying asset requirements processing assets and ingesting where requirements are met. It also supports notifications and other automated options for a fully transparent workflow.

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.

Portfolio Smart Keywords uses Artificial Intelligence to automate keywording through comparative image recognition. With two simple clicks, it instantly delivers a list of suggested keywords, providing a major boost to your DAM process. It can dramatically reduce the manual time spent assigning keywords, the underpinning for effective digital asset management.

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 https://www.extensis.com/business-customers/ for more information, or contact us directly to discuss your needs.

Portfolio Workflow Automation is also available to build custom workflows for handling files and metadata, either before assets enter the DAM, or based on changes made in the DAM, or to handle asset exporting in an automated way.

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 and administrator definable ‘Access Levels’.

Profile-based workflow control

As in the previous question, Portfolio has controls over access to upload & download assets for each user. Direct edit of files (without downloading a copy) is controlled through Operating System permissions for a ‘Folder’ based catalog.

For a ‘Vault’ based catalog, Portfolio has controls for check-out/check-in of a file, Asset locking, and support for Asset Versioning.

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: http://www.extensis.com/portfolio-integration

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.

Portfolio Workflow Automation can also communicate with other systems so that workflows can be built that involve not just the DAM but also other systems/databases etc.

Desktop (Windows, Mac) application integration

Portfolio Desktop 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 Desktop 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.

Previewing and searching within PDF files is also available, including word highlighting and page navigation.

Other image editing client integration

Portfolio Desktop 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: http://www.extensis.com/portfolio-integration

The Extensis Developer Assistance 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

For more information on integration with a Collections Management System, please see the presentation from our Portfolio Heritage & Culture User Group Meeting: http://www.extensis.com/heritage-and-culture-meeting

We’ve worked with key partners to create custom connectors for any CMS 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.

Portfolio Workflow Automation can also support building workflows for auditing/reporting of digital assets.

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 MrSID Technology also enables a completely lossless compression option providing significant savings on storage for high resolution images, whilst preserving all data, with easy options for using files within your workflow.

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.

Support site URL
www.extensis.com/support
Software developer name
Extensis
Software developer contact name
Richard Bamford
Software developer contact address

Celartem Europe Ltd. (T/As Extensis Europe)
Suites 17 & 18, Newton House
Northampton Science Park
Kings Park Road, Moulton Park
Northampton
NN3 6LG
United Kingdom

Other software
No
Publish records online
Yes
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