Heiler Media Manager 5.1 - Bauerfeind AG

© 2008 Heiler Software AG. All rights reserved. 

Heiler Software AG is the owner of the copyright to this user documentation. Use and reproduction of this user 

documentation is subject to the Heiler Software AG license conditions. Unauthorized reproduction or sale of this 

documentation, or parts thereof, is punishable by law.

Table of Contents 


1 Introduction 

.......................................................................................................................................5 

1.1 Typographic ...........................................................................................................................................................5 

conventions 

1.2 Notes ...........................................................................................................................................................6 

on use 

2 Media .......................................................................................................................................7 

assets 

2.1 Using ...........................................................................................................................................................7 

the interface 

2.1.1 Navigation ......................................................................................................................................................7 

tree functions 

2.1.2 List view ......................................................................................................................................................8 

2.1.3 Light ......................................................................................................................................................9 

table view 

2.1.4 Detail ......................................................................................................................................................9 

view 

2.2 Uploading ...........................................................................................................................................................11 

new media assets 

2.3 Assigning ...........................................................................................................................................................12 

media assets to a group/collection 

2.4 Indexing ...........................................................................................................................................................12 

media assets 

2.5 Searching ...........................................................................................................................................................13 

for media assets 

2.6 Editing ...........................................................................................................................................................15 

media assets 

2.7 Creating ...........................................................................................................................................................16 

comments 

2.8 Cart ...........................................................................................................................................................17 

2.8.1 Cart ......................................................................................................................................................17 

functions 

2.8.2 Creating ......................................................................................................................................................18 

a cart 

2.8.3 Editing ......................................................................................................................................................19 

a cart 

2.8.4 Overview ......................................................................................................................................................20 

of carts 

2.8.5 Cart ......................................................................................................................................................20 

settings 

3 Projects .......................................................................................................................................21 

3.1 Navigation ...........................................................................................................................................................21 


3.2 Searching ...........................................................................................................................................................21 

for projects 

3.3 Project ...........................................................................................................................................................22 

properties 

3.4 Creating ...........................................................................................................................................................22 

a new project 

3.4.1 Adding ......................................................................................................................................................23 

media assets 

3.4.2 Adding ......................................................................................................................................................23 

files 

3.5 Editing ...........................................................................................................................................................24 

projects 

3.5.1 Opening ......................................................................................................................................................24 

the detail view for a component 

3.5.2 Cart ......................................................................................................................................................25 

in projects 

3.5.3 Editing ......................................................................................................................................................26 

components 

3.5.4 Change ......................................................................................................................................................26 

status 

3.5.5 Entering ......................................................................................................................................................26 

time 

3.5.6 Entering ......................................................................................................................................................27 

material 

4 Print .......................................................................................................................................28 

templates 

4.1 Navigation ...........................................................................................................................................................28 


4.2 Searching ...........................................................................................................................................................29 

for print templates/documents 

Heiler Media Manager 5.1 

3


4.3 Selecting ...........................................................................................................................................................29 

a template 

4.4 Creating ...........................................................................................................................................................30 

a new document 

4.5 Editing ...........................................................................................................................................................31 

a document 

4.5.1 Editing ......................................................................................................................................................32 

texts 

4.5.2 Editing ......................................................................................................................................................33 

images 

4.5.3 Editing ......................................................................................................................................................34 

products 

4.6 Releasing ...........................................................................................................................................................35 

a document 

5 Catalogs .......................................................................................................................................37 

5.1 Navigation ...........................................................................................................................................................37 


5.2 Catalog ...........................................................................................................................................................37 

overview 

5.3 Catalog ...........................................................................................................................................................38 

properties 

5.4 Creating ...........................................................................................................................................................39 

a catalog 

5.4.1 Inserting ......................................................................................................................................................39 

a chapter 

5.4.2 Inserting ......................................................................................................................................................39 

pages 

5.4.3 Inserting ......................................................................................................................................................40 

products 

5.5 Releasing ...........................................................................................................................................................41 

catalog pages 

6 Products .......................................................................................................................................42 

6.1 Navigation ...........................................................................................................................................................42 


6.2 Overview ...........................................................................................................................................................42 

list 

6.3 Editing ...........................................................................................................................................................42 

products 

7 Settings .......................................................................................................................................44 

8 Administration 

.......................................................................................................................................45 

8.1 Navigation ...........................................................................................................................................................45 


8.2 Managing ...........................................................................................................................................................45 

organizations 

8.3 Managing ...........................................................................................................................................................46 

users 

8.4 User ...........................................................................................................................................................46 

groups 

8.5 Managing ...........................................................................................................................................................47 

profiles 

8.6 Managing ...........................................................................................................................................................48 

layout templates 

Index ..........................................................................................................................................50 


4

Introduction 

1 Introduction 

Welcome to the documentation for Heiler Media Manager 5.1! 

The contents of the PDF and HTML versions of the documentation are identical. You can therefore 

select the format that you find easier to read: Either online as a PDF or HTML version or offline by 

printing the PDF version. 

To make it easier for you to understand the connections in Heiler Media Manager you will find 

hyperlinks to related topics at all relevant points. For this reason, we recommend using an online 

version in preference to a printed version. 

Enjoy working with Heiler Media Manager 5.1! 

1.1 Typographic conventions 

In this documentation, the following conventions apply: 

1. Instructions are numbered step by step. 

2. This is the second step of the instructions. 

System reactions are indicated by an arrow. 

• Screen element names appear in inverted commas: "User name". 

• Button names or menu calls are highlighted in color: Delete or Medias > Manage objects. 

• Paths, file names and console inputs, are displayed in a different font so that they are instantly 

recognizable: C:\Program Files\. 

Now and again, relevant text images indicate particular notes, tips or warnings, as shown in the 

following examples: 

Note: This includes notes on particular features. 

Tip: This includes tips and help. 

Caution: This includes warnings about errors and how to avoid them. 


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Introduction 

1.2 Notes on use 

The Heiler Media Manager Web interface is divided into several areas. 

Web interface 

On the left is the navigation area, where you use navigation bars to select whether you want to 

manage media assets or e.g. edit print templates. In the center is the main window, which also 

sometimes displays the cart below. On the right is the secondary window, which displays information 

on the selected object in the main window. The upper area of the interface includes the search and 

the link for uploading files. 

You can hide or show the individual areas by clicking on / or / between the 

individual areas. You can change the width of the area by dragging it with your mouse to make it 

larger or smaller. To restore the basic settings of the interface, click on at the top right of the 

screen. 


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Media assets 

2 Media assets 

You can use the Media Asset Management system to manage your media assets. Here, you can 

structure the media assets, index them, search for them, edit them and assemble a cart for automated 

processing. 

To go to the Media Asset Management system, open the "Media Assets" area in the navigation area 

on the left-hand side of the screen. 

2.1 Using the interface 

Besides the general interface structure as described in Notes on use, there are a number of distinctive 

features in the "Media Assets" area, which are described in the following section, in particular the 

display options in the central main window. 

Note: For information on the secondary window on the right, see Indexing media assets. 

2.1.1 Navigation tree functions 

The navigation tree is in the navigation bar on the left side of the screen and contains the following 

folders: 

1. Library: This contains all the groups and subgroups defined in the system. The pop-up menu 

provides you with the following options: 

· New group: Use this to create a new group. 

· Rename group: Use this to rename a group. You cannot use this function for the primary 

node. 

· Delete group: Use this to delete a group. You cannot use this function for the primary 

node. 

Note: If the group you wish to delete contains media assets and/or subgroups, these are also 

deleted. 

· Send link to group: Use this to send a link to the group by e-mail. Clicking on the link 

takes the registered recipient to the login screen and then directly to the corresponding 

group. 

2. Collections: Use collections to structure your media assets. You can create private and public 

collections individually. The pop-up menu provides you with the following options: 

a. At the "Collections" node: 

· New public collection: Use this to create a new collection that can be accessed by all 

users. Public collections allow collaborative access to media asset groups. 

· New private collection: Use this to create a new collection that only you can access. 

Note: When you create a new group or collection, you must specify a name: 

1. Enter a name of your choice. 

2. Click on Save. 

The new collection/group is embedded at the corresponding level in the navigation tree. 

b. You can delete a collection that has just been created in "Collections" by choosing Delete 

collection. 

c. You can remove individual media assets from a collection by choosing Remove from 

collection. 


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3. Search queries: 

· This node contains all the search queries you have saved. 

· To delete a search query you have saved, choose Delete search from the pop-up menu. 

Tip: Creating individual collections and saving frequently used search queries enables you to 

find media assets more quickly. 

4. Inbox: 

2.1.2 List view 

· Files that have been uploaded are displayed in the groups tree in "Inbox". 

· You can index these – and several media assets at the same time – directly. 

· Use drag & drop to assign the uploaded files to groups and collections. 

5. Carts: 

· You find all the carts already created below this node. 

· You can manage your carts in groups. 

Click on , or to switch between the list view, the light table view and the detail view. 

Note: Clicking on 

default. 

without first selecting a media asset opens the first entry in the list by 

List view 

· Besides a preview, the list view displays the file name, the ID, the file size and an additional 

description. 

· Click on to place the media asset in the cart currently open in the secondary window below. 

· Click on to remove the media asset from the cart open below. 

Note: These two options are dependent on whether the cart that is currently open contains a 

corresponding media asset or not. 

· Click on to download a media asset to your computer. 

· Click on to open the detail view. 

· Click on to select all assets in the list at once. 

· You can also make multiple selections. To do this, hold down CTRL + click with the left mouse 

button. 

· If the list is several pages long, click on and to scroll. 


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· Moving the mouse over the page navigation displays a tooltip showing the number of media 

assets found: 

· Clicking on a column title allows you to sort the list; and indicate the sort order. 

Note: The columns displayed in the list view are defined in the profile settings. 

2.1.3 Light table view 

Click on , or to switch between the list view, the light table view and the detail view. 

Note: Clicking on 

default. 

without first selecting a media asset opens the first entry in the list by 

Light table view 

· The dimensions and the file name are displayed here. 

· Depending on whether or not the media asset is in the cart that is currently open, you can place 

it in the cart by clicking on 

on . 

2.1.4 Detail view 

, and you can remove the media asset from the cart by clicking 

· Click on to download the relevant media asset to your computer. 

· Click on to open the detail view. 

· You can scroll through the overview and select the objects individually or select several objects 

at once in exactly the same way as in the list view. 

Click on , or to switch between the list view, the light table view and the detail view. To 

view a media asset in the detail view: 

Or 

1. Click on after the media asset. 

2. Select the desired object. 

3. Click on in the menu bar. 

The selected media asset is opened in the detail view in the main window. 


9


Detail view 

· The file name and the dimensions are displayed in a similar way to the light table view. 

· Use the zoom slider above to change the size of the preview. 

· Click on to download the media asset to your computer. 

· Click on to delete the media asset. 

· Click on to send a link directly to the corresponding asset. Clicking on the link takes the 

registered recipient to the login screen and then directly to the corresponding media asset. 

· Select the file from the drop-down list or click on or to view all the 

assets from the group consecutively in the detail view. 

· In the case of multi-page documents, a preview of the individual pages is displayed below the 

document for fast scrolling. 

· The detail view also displays comments and usage lists for the corresponding media asset. The 

("Comments" or "Usages") windows automatically open below the cart: 

· Usage lists: 

1. In the case of an image, all the documents in which the image appears are listed. 

2. In the case of a document, the images contained in the document are displayed. 

3. In the case of a multi-page document, you can select whether you want to display just the 

usages of the current page – i.e. the page selected in the main window – or all the pages. 

4. You can place selected images from the list in the cart by clicking on and you can 

download them to your computer by clicking on . 


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2.2 Uploading new media assets 

You check in a media asset as follows: 

1. Click on in the menu bar. 

The window for uploading media assets opens: 

Uploading new media assets 

2. Click on to select a file from the file system. 

The file selection window opens. 

3. Select a file by clicking on or drag the file to the window with the mouse and release the 

mouse button over . 

The selected file appears in the display window with details of its size. 

4. Click on . 

Uploading a new media asset 

Note: You can also upload several media assets at the same time. To do this, simply select all 

the media assets to be uploaded and then click on . 

The file upload process begins. You can follow the progress by watching the progress bars at 

the side. As soon as 100 % has been reached and "... finished" appears in the dialog box, 

the file has been checked in successfully. You can close the window by clicking on Exit. 


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You now find the media asset in the inbox in the navigation tree. 

You can display media assets that have just been checked in by clicking on "Inbox" in the navigation 

tree in the main window. From there, you can assign them to groups and/or collections using drag & 

drop. 

2.3 Assigning media assets to a group/collection 

You only assign media assets to groups and collections using the drag & drop function: 

1. Select a media asset in the main window either in the light table or list view, or in the inbox in 

the navigation tree. 

2. Hold down the left mouse button and drag the media asset over the group or collection you 

want to assign it to. 

When assigning, 

indicates that you can assign the object to the 

corresponding group or collection. 

3. Release the media asset over the group or collection. 

The media asset is now assigned to the corresponding group or collection. 

2.4 Indexing media assets 

You index your media assets in the navigation area in the secondary window on the right: 

1. In the main window, open a list of the media assets you want to index. 

2. Select a media asset. 

Note: You can also index multiple media assets by selecting several assets at the same time. 

You can use the following areas for indexing in the navigation area: 

1. Technical information: The area above includes all the technical details for the selected media 

asset. In the area below, you can index the required assets: 

Note: If you selected several assets, "Multi selection" is always specified in this area. 

· Enter a name and an agency ID. If you selected several assets, you cannot enter a name 

because each media asset must have a unique name. 

· Choose a suitable access level from the available options. 

· Select a status. 

· In "Status", specify whether the media asset is to be released for processing or locked. 

Note: In addition to these two statuses, which you can specify manually, there is a third status, 

which is assigned automatically: "Archived". This status is assigned to a media asset that has 

already been archived and is therefore no longer available on the file server. 

· Select whether the image is finished or whether it is in progress. 

· Select a class from the available options. 

· In "Memo", you can enter a text of your choice. 

2. General information: All the default features are listed here. Fill in the features for your media 

assets. 

Note: Click on to display the meta data specified in the "Technical information" and 

"General information" areas in another available display language. 


12


3. Embedded meta data: This includes all the embedded meta data that was read when the 

media asset was checked in. You cannot make any later changes in this area. 

4. Assignment: All the groups to which the selected media asset is assigned are listed here. If the 

media asset is assigned to a subgroup in the embedded groups under "Libraries", the entire 

path of the corresponding subgroup is specified here. 

· Click on to remove a group assignment. 

Caution: If the relevant media asset is only assigned to a single group and you remove this 

group assignment, you can no longer find the media asset via the navigation tree. You can only 

access the media asset using the search. 

As soon as you have made changes in one or several areas, you can save your entries by clicking on 

at the top right of the screen. 

Click on 

to reset the data to its original status. 

You can now use the indexing just carried out to find the new indexed media asset with the advanced 

search. 

Note: If you have selected the detail view for a selected media asset in the main window, you 

can also see the Edit area here. For more information on this, see Editing media assets. 

2.5 Searching for media assets 

You search for media assets as follows: 

1. To display all media assets that are saved in the content and media library: Click on in the 

menu bar. 

2. To search for specific media assets: In the input field in the menu bar, enter the file name, the 

ID, and the name or any part of the file name, the ID or the name and click on . 

Note: The search is not case-sensitive. 

3. To search in specific fields and/or according to multiple search criteria that are logically linked: 

a. Click on in the menu bar on the right next to . 

The advanced search area is expanded: 

Advanced search 

b. In the list box on the left select: 

· the field in which you wish to search and 

· how the results should relate to the search criteria (exact match, phonetic similarity, etc). 

c. Enter the search criteria in the input field on the right. 

Note: Enter a string or a number here depending on whether you are searching in a text field or 

a numeric field. 

d. To link several search criteria together, click on . 

A new row appears: 

New row 

e. In the input field on the left, select how you want to link the search criteria. 


13


Note: You can link several number of search criteria in this way. 

With each row, you are narrowing down the search results: When there are more than two 

rows, the first two rows are linked first and applied to the media asset, then the third row is 

applied to the results, and so on. 

f. Clicking on deletes the last row. 

g. Click on to run your search. 

The media assets found are always displayed in the main window. 

If you want to use particular search queries frequently, you can save them by clicking on . 

1. Enter a name for your search query and click on Save. 

Save search query 

You can now find your search query in the group tree under "Search queries". 

2. The next time you wish to execute your search query, simply navigate to this and click on the 

search query. 

Your search query is executed. 


14


2.6 Editing media assets 

You edit a media asset as follows: 

1. Open the detail view. 

2. In the secondary window on the right, open the Edit area. 

Edit media asset 

You can do the following in the Edit area: 

· You can rotate the object by 90° to the right or left and by 180°. To do this, click on , 

or . 

· You can reflect the object horizontally or vertically. To do this, click on or . 

· To create a clipping: 

1. Click on . 

2. Switch to the main window, hold down the mouse key and drag the mouse until the display 

detail is of the required size. 

3. Position the clipping in the image container with the left mouse key. 

4. Drag your mouse to increase or reduce the size of the clipping. 

Note: Alternatively, you can specify the size of the display detail in the input fields in "Display 

detail". 

5. Click on Apply. 


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· Specify whether you want the trimmed size to be different from the size entered. To do this, 

select the "Change" checkbox and enter the required values. 

· Decide whether you want the format to be converted. 

Note: To restore the clipping to its original state, click on Original. 

When you have finished editing the selected media asset, click on 

cart or click on 

library. 

2.7 Creating comments 

in the menu bar to place it in a 

in the menu bar to upload it as a new media asset to the content and media 

You can enter comments for a media asset in the detail view and reply to them: 

1. Open the "Comments" area below, which is still empty. 

2. Click on the image at the point where you wish to add the comment. 

The input window for the comment opens. 

3. Write your comment and confirm this with . 

The comment is displayed below in the list of comments and is marked in the media asset 

accordingly. The comment ID corresponds to the markings in the media asset. 

Comments 


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In the list of comments you can: 

· : Reply to a comment 

· / : Show or hide a comment in the media asset 

· : Highlight the markings for a comment in the media asset. 

· : Delete a comment 

Note: You can only delete your own comments. If there are replies to a comment, these must 

be deleted before the comment itself can be deleted. 

2.8 Cart 

The cart enables you to collect media assets in a kind of clipboard. In addition to the pure clipboard 

functions, however, the cart enables you to further process the media assets it contains and make 

them available. 

The cart is located below the main window. The "New" cart is displayed in there, provided that you 

have not already opened an existing cart. A name is generated automatically for the cart as soon as 

you place media assets in the "New" cart. 

Note: You can rename the cart in the navigation tree using the pop-up menu. 

2.8.1 Cart functions 

The following pop-up menu is available in "Carts" in the navigation tree: 

"Carts" primary node 

· Refresh: This restructures the tree below this node. 

· New private folder: Select this option to create a folder in which you can create carts that 

only you can view. 

· New cart: Use this to create a new cart directly under "Carts". 

Note: In the latter two options, you are required to specify a name for the folder or the cart. 

Enter a name and click on Save. 

The new folder or cart is embedded in the corresponding hierarchy level under "Carts". If this is 

not the case, select Refresh. 

Folders below "Carts" 

Carts 

· New private folder 

· New cart 

· Delete folder: Use this to delete a private folder that has just been created. 

Note: If you delete a folder, which in turn has subfolders, these are also deleted automatically. 

If the folder you want to delete contains carts, these are displayed directly below "Carts" after 

the folder has been deleted once you have selected the Refresh option. 

· Remove cart from folder: Use this to remove a cart from a folder. 

Note: You can only remove carts from a folder that is embedded under "Carts". You cannot 

remove any carts from the "Carts" folder. 


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· Delete cart: Use this to delete a cart. 

· Copy cart: Use this to create a copy of a cart. 

Note: The copy of the cart is embedded at the same level. A name for the new cart is generated 

automatically. 

· Rename cart: Use this to rename a cart. 

Note: You can only rename carts that have not already been released. 

2.8.2 Creating a cart 

You create a new cart and assemble it as follows: 

1. Go to "Carts" or to a private folder you have created in "Carts" in the navigation tree. 

2. Select New cart from the pop-up menu. 

Create new cart 

3. Enter a name for your cart and click on Save. 

The cart you have just created appears in "Carts" in the navigation tree. 

Note: To store the new cart in a private folder, first select New private folder and in this 

folder select "New cart". 

Alternatively, you can also drag & drop the new cart to a private folder later on. 

4. Click on the new cart. 

The new (still empty) cart opens below the main window. 

Tip: You can create a new cart with an automatically generated name directly by clicking on 

in the cart menu bar. 

Now assemble the cart. The following options are available for this: 

1. Navigate to a group, to a collection or to the inbox. 

The images contained in this group or collection or in the inbox are displayed in the main 

window. 

2. Place the selected media assets in the cart: 

· Both in the light table and in the list view, you can place an individual media asset in the cart 

by clicking on . 

Alternatively, you can place an individual media asset in the cart using drag & drop: 

1. Click on the corresponding media asset. 

Note: In the list view, you have to click in the "File name", "ID" or "Name" column. 

2. Hold down the left mouse button. 

3. Drag the media asset to the open cart below the main window. 


18


You will see a green arrow . 

4. Release the media asset over the cart. 

The media asset is now in the cart. 

Note: To place all the media assets from a group or collection or from the inbox in the cart, click 

on 

in the menu bar of the list view. 

To edit a media asset before placing it in the cart, proceed as follows: 

1. In the main window, select the media asset you wish to edit. 

2. Open the detail view for the media asset. 

3. In the secondary window on the right, open the Edit area. 

4. Make your changes as described in Editing media assets. 

5. Place the edited media asset in the cart by clicking on in the menu bar. 

Click on 

to remove the media asset from the cart. 

Note: As long as a cart that is already assembled has not yet been released, you can still place 

new media assets in it. To do this, navigate in the tree to the corresponding cart and place new 

objects in it as described above. 

2.8.3 Editing a cart 

Click on in the cart or in the menu bar to switch between the light table view and the list 

view. 

As long as the cart has not yet been released, click on in the menu bar to release it or to 

delete it. 

If the cart has already been released, you can send a link to this cart by e-mail by clicking on . 

Clicking on the link takes the registered recipient to the login screen and then directly to the 

corresponding cart. 

The following options are available in both light table view and the list view: 

· Click on to download media assets from a cart that has already been released to your 

computer. 

· Click on to remove media assets from a cart if the cart has not yet been released. 

In the list view only 

· See the file name and the ID of the individual media assets of the selected cart. 

· In the "Changes" column you can see whether a media asset has been edited before it was 

placed in the cart. 

· In the "Pipeline" column you can specify that a conversion has to be made provided that the 

cart has not yet been released. If the cart has already been released, this column shows you 

whether a conversion was specified or not. 


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Possible conversions 

Note: When a cart is released, the conversions defined in the list view are processed 

automatically. 

In order for the conversion to be successful, the corresponding conversions or pipelines for each 

data type must first be configured in the Pipeline module. 

2.8.4 Overview of carts 

Click on "Carts" in the navigation tree to display a list of all the carts that have already been created in 

the main window. 

Overview of all available carts 

In addition to the name and ID of the cart, the overview shows you: 

· When the cart was created ("Created") 

· Who created the cart ("User") 

· Whether the cart has been released ("Release") 

· Whether the cart has already been processed ("Finished") 

If the cart has already been released, you can click on 

to send a link to the cart by e-mail. As long 

as the cart has not yet been released, click on to release it or to delete it. 

There are two ways in which you can select a cart: 

Or 

2.8.5 Cart settings 

· Click on the relevant cart in the overview list in the main window. 

· Select the relevant cart in the navigation tree. 

The cart opens below the main window. The cart details are displayed in the secondary 

window on the right. 

The secondary window on the right displays the settings for the selected cart. 

You can change the information entered here to suit your requirements as long as the cart has not yet 

been released: 

1. "Designation": Click in the text field to rename the cart. 

2. "Compress cart": Specify whether the files in the cart are to be packed and compressed. 

3. "Set conversion": Define a conversion. 

4. Click on Apply to save your entries. 


20

Projects 

3 Projects 

A project allows job-based editing of the project components it contains ("digital job bag"). The 

project components can either be already included in the project, created or selected from the Media 

Assets media database. Depending on the settings, project-specific working times and material costs 

can also be entered and assigned to cost centers. The project overview provides you with information 

about all current projects, allowing you to identify where there is a risk of missing a deadline or 

running over budget in good time. 

To manage the projects, open the "Projects" area in the navigation area on the left-hand side of the 

screen. 

3.1 Navigation tree functions 

The following default folders are displayed in the navigation tree: 

1. Current project or : Here, you can view the current project and its 

components, once you have loaded a project. The pop-up menu provides you with the 

following options: 

· New folder: Create a new folder to group the components. 

· Rename folder: Rename a folder. 

· Delete folder: Delete a folder. 

2. Directory: This contains all the projects that are currently being edited. The pop-up menu 

provides you with the following options: 

· New folder: Create a new folder. 

· Rename folder: Rename a folder. 

· Delete folder: Delete a folder. 

· New project: Create a new project. 

3. My projects: Contains projects you are editing. The projects are managed using the Open 

projects and Completed projects folders. 

· Remove: Remove a project from My projects. 

3.2 Searching for projects 

The Projects area provides you with convenient search options: 

1. First use the drop-down list to select the status of the project. 

2. To display all projects, click on in the menu bar. 

3. To search for specific projects: Enter the search term in the input field and click on . 

4. To search in particular fields and/or for multiple logically linked search criteria, you can use the 

advanced search. 

All the results are displayed in an overview list in the main window. 

In the "Date" column, the color markings show projects that are imminently due for completion, if a 

deadline has been entered for the projects. 


21

Projects 

Project overview 

3.3 Project properties 

In the secondary window, you can edit the properties of the project or a project component, 

depending on the object selected in the main window. Various areas are available, in which you can 

either edit or just view the fields. 

· In Project details you can view all data for the project, such as name, job number, customer, 

deadline etc. Here, you can also change the status of a project. 

· In Extra fields for project definable additional fields can be edited. 

· In Project assignments you can view and delete assignments for the project. 

· If you have selected a project component, in Component details you can see all data for the 

component, such as file name, size, status, etc. Here, you can also change the status of a 

component. 

If a project component comes from the "Catalogs" module, you also have the option of 

reincorporating it after editing by clicking on Transfer to catalogs. 

3.4 Creating a new project 

You create a new project as follows: 

1. In the project overview list, click on to create a new project at the top level. 

Or 

2. Create a new folder below "Directory". 

3. Select New project from the pop-up menu in the folder. 

The "Create new project" dialog box opens. 

Create new project 

4. Enter at least the project number and the short description of the new project. 


22

Projects 


The project is created. 

6. In the secondary window on the right, under Project details or Extra fields for project you 

can enter information about the project properties or change the status. 

You can now upload files to the project or add or link media assets. Projects can be sorted into folders 

using drag & drop. A project's assignments can be viewed in the secondary window and deleted if 

required. 

Assigning a project using drag & drop 

3.4.1 Adding media assets 

1. Click on . 

The media asset selection window opens. 

2. Find a media asset using the keyword search or navigate using the folders on the left. 

3. Select a media asset. 

4. Click on to copy the selected media assets to the project. 

5. Click on to link the selected media assets to the project. 

The media assets are displayed in the component list. 

6. You can move the components into a subfolder using drag & drop. 

Tip: You can select multiple media assets by holding down the CTRL key while clicking on them. 

You can use 

to select all media assets displayed. 

3.4.2 Adding files 

1. Click on . 

The window for uploading media assets opens: 

2. Select a file. 

3. Click on . 

The file upload process begins. You can monitor the progress by watching the progress bars 

at the side. 

The media assets can now be found in the component list in the project. 

4. You can move the components into a subfolder using drag & drop. 


23

Projects 

3.5 Editing projects 

To edit a project, you need to load it as the current project, if it is not already the current project. 

1. In the project overview list, click on after the project. 

If this project has a memo, the memo is automatically displayed. 

2. Click on OK to exit the memo. 

The list of project components is displayed in the main window. 

Project component overview list 

Click on or to switch between the list view and the light table view. To display the detail view 

for a selected component, select the relevant component and click on . 

The menu bar in the main window provides you with the following options: 

· You can scroll by clicking on or . 

· : Upload a new component to the current folder. 

· : Add or link a media asset as a component. 

· : Select all components. 

· : Add all components to the cart 

· : Delete selected components. 

· : Enter times for the overall job or for one component. 

· : Add material consumption to the project. 

· : Download a selected component. 

3.5.1 Opening the detail view for a component 

Click on , or to switch between the list view, the light table view and the detail view. To 

view a component in the detail view: 

Or 

1. Select the desired component. 

2. Click on in the menu bar in the main window. 

3. Click on after the component. 

The detail view for the component is opened in the main window. 


24

Projects 

· Select the component from the drop-down list or click on or to view all 

the components from the group consecutively in the detail view. 

· Use the zoom slider above to change the size of the preview. 

· Click on to download the component to your computer. 

· Click on to add times to the component. 

· Click on to add material to the project. 

· In addition to times and materials, the detail view also shows comments. These windows are 

automatically opened under the cart. 

· The component details are displayed in the secondary window. Here, you can change the 

status of a component or set a "Locked" flag. 

3.5.2 Cart in projects 

You can use the cart in projects to transfer a project component to another project. 

Cart in projects 

1. Click on to place the required component in the cart. 

2. Open the project or project subfolder, to which the component is to be added. 

3. Click on next to the component in the cart. 

The component is added to the project. 

You can also use the following cart functions: 

· : Remove a single component from the cart 

· : Download a single component 

· : Download all files in the cart as a ZIP archive 

· : Empty the cart 

· : Add all components in the cart to the current project 


25

Projects 

3.5.3 Editing components 

You can edit a component by checking it out and downloading it and then checking it in again after 

editing. You cannot check out linked media assets. 

1. Click on . 

2. In the browser dialog box, enter the location where you want to save the component. 

The component is checked out. 

3. Edit the component. 

4. When you have finished editing, click on to check in the component. 

The upload dialog box opens. This only allows you to select a file with the appropriate name. 

5. Select the edited file. 

6. Click on to upload the file. 

The component is checked in again. 

In addition, you can also perform the following actions with a component: 

· : Download the component without checking it out 

· : Place the component in the cart 

· : Delete the component from the project 

· : Copy component to media assets and replace by link 

3.5.4 Change status 

You can change the status of an individual component or a project: 

1. Select a project or a component. 

2. In the secondary window, click on Change status under Project details or Component details. 

The "Change status" dialog box opens. 

3. For a component: 

· Select the cost center. 

· You can then select the activity. 

· Select the status. 

4. For a project, only select the status. 


3.5.5 Entering time 

You can enter times for individual components or for the entire project. 

1. To enter times for the entire project, click on in the menu in the main window. 

2. To enter times for an individual component, click on after the relevant component in the 

component list. 

The window for entering times opens: 


26

Projects 

3. Make the following entries: 

Adding times 

· Start date: Date on which the activity began. 

· Start time: Time when the activity began. 

· Duration: Time required for the activity in hours and minutes. 

· Activity: Select the activity carried out from the list. 

· Cost center: Select the cost center. 

· Type: Enter the type of activity; "Normal" is selected by default. 

· Note: If you select the type "Extra", you can store a note here. 


The times are displayed below the cart in the main screen. 

To delete a time entered, click on 

in the list. 

3.5.6 Entering material 

You only enter the material for a project, not for the individual components. 

1. Load the project for which you want to enter material as the current project. 

2. Click on . 

The window for entering material opens. 

Adding material 

3. Select the material. 

4. Enter the quantity. 

5. Select the cost center. 


The material is displayed below the cart in the main screen. 

To delete materials entered, click on 

in the list. 


27

Print templates 

4 Print templates 

The media publishing system enables you to create publications based on print templates. To access 

the media publishing system, select "Print templates" in the navigation bar on the left-hand side of the 

screen. 


All print templates and documents are managed in a navigation tree according to their status. You find 

the navigation tree in the navigation bar on the left-hand side of the screen. 

Navigation tree in the "Print templates" area" 

The system has the following four default folders. You can add, delete and rename any number of 

subfolders: 

1. Templates: This contains all the print templates available in the system. You can structure the 

print templates using public or private folders. 

Note: Public folders allow collaborative access to print templates. 

2. In progress: This contains all the documents that are currently being edited. You can structure 

these documents using private and public folders. 

3. To release: This includes all the documents that have been completed and should now be 

checked to see whether they can be released. You can structure these documents using private 

and public folders. 

4. Finished: This contains all the completed documents. You can structure these documents using 

private and public folders. 

The pop-up menu provides you with the following options for all nodes: 

· New private folder: Use this to create a new folder that only you can access. 

· New public folder: Use this to create a new public folder that can be accessed by all users. 

· Rename folder: Use this to rename a folder. You cannot use this function for the primary 

node. 

· Delete folder: Use this to delete a folder. You cannot use this function for the primary node. 


28


You move your templates and documents using drag & drop within the four folders described: 

1. To do this, select the document or template to be moved. 

2. Hold down the mouse key and drag the document or template over the relevant folder. 

The green arrow 

to move it there. 

3. Release the object. 

The object is now in the corresponding folder. 

shows you that you are allowed 

4.2 Searching for print templates/documents 

You can search for print templates or documents in all folders. 

1. First use the drop-down list to select the folders you wish to search. 

Searching in the navigation tree 

2. Enter the search term in the input field. 

3. Click on . 

All the results are displayed in an overview list in the main window. 

4.3 Selecting a template 

To select a print template for your document, click on Templates in the navigation tree on the lefthand 

side of the screen. The main window provides an overview of the available print templates. 

Click on or to switch back and forth between the list view and the light table view. To display 

the detail view for a selected template, select the relevant template and click on . 

The list view displays the following information: 

· A template preview is displayed to the far left of the screen. 

· "Name" displays the template name. 

· "Type" displays the file type of the template. 

· "Created on" displays the creation date. 

· "Pages" displays the number of pages in the template. 

· "Access" indicates whether the template can be accessed publically or privately. 

· Click on to the far right of the screen to create a new document that is based on the 

selected print template. 

A copy of the print template is stored in the In progress folder. 

The light table view displays the following information: 

· Name of the print template 

· File type of the print template 

· Date on which the print template was created. 

· Click on below the preview to create a new document that is based on the selected print 

template. 


29


A copy of the current print template is stored in the In progress folder. 

Detail view: 

· The entire print template is displayed here. 

· Click on or in the menu bar to scroll through the template. 

· The zoom slider in the menu bar allows you to change the size of the template. 

Zoom slider 

· Click on in the menu bar to create a new document that is based on the selected print 

template. 

A copy of the current print template is stored in the In progress folder. 

· In addition, the secondary window on the right displays technical information on the selected 

print template. 

Note: In all three views, you can click on 

template. 

in the menu bar to display the current print 

4.4 Creating a new document 

You create a new document based on a print template as follows: 

1. Select a print template as described in Selecting a template. 

The template opens in the main window. 

2. Click on to create a new document based on the selected print template. 

A copy of the print template is stored in the "In progress" group. 

The document opens in the main window and can be edited. 

Document to be edited 

The secondary window displays technical information on the document to be edited. 


30


Technical information 

1. To change the document name, click in the input field next to "Name" and make the required 

changes. 

2. Click in the input field next to "Description" and enter a description for your document. 

Note: The project description is optional and can be omitted. 


4.5 Editing a document 

You edit a new or existing document as follows: 

1. Click on In progress in the navigation tree. 

An overview list of all the documents currently in progress is displayed in the main window. 

Overview of all documents currently in progress 

2. Select the document you wish to edit and click on . 

The document opens in the main window and can be edited. The secondary window 

displays technical information on the document to be edited. 

The menu bar in the main window provides you with the following options: 

· You can scroll through the document by clicking on or . 

· You can use the zoom slider to change the size of the document. 

· Click on to display the current template. 

· Click on to create a PDF of the current page. 

· Click on to create a PDF of the current document. 


31


· Click on to delete the current document. 

· Click on to complete editing and release the document. 

· Click on to send a link to the current document by e-mail. Clicking on the link takes the 

registered recipient to the login screen and then directly to the corresponding document. 

In the document, you can edit texts, exchange images and – provided that you have licensed the 

Product-Information module – edit products. 

4.5.1 Editing texts 

You edit texts in a document as follows: 

1. Open a document for editing. 

2. Click in the area you wish to edit in the main window. 

In the case of texts, you can also use the following areas in the secondary window on the 

right: 

· Edit text: Depending on what can be changed, you can change the text itself here or assign 

the paragraph and character format templates. 

· Under "Language", enter the language used, so that the correct syllable division is used. 

· Use to insert special characters in the text, such as copyright, current page number and 

non-breaking spaces. To display the special characters in the text, click on 

Show special characters. 

Note: Text_XX stands for an automatically generated identifier for the selected text. 

and select 

Edit text container 


32


· Dimensions: Here, you can specify the position, width, height and angle of the 

corresponding text container, provided the template allows this. 

Edit dimensions 

Note: When you make changes both to a text or to an image, you can click on Show original 

to display the original status. 

When you see the original, you can: 

· Click on Hide original. 

· Click on Reset current version to restore your project template to its original status. 

4.5.2 Editing images 

You edit an image as follows: 



For texts, you can also use the Edit image area in the secondary window on the right. 

Edit image 


33


3. Click on to swap the selected image. 

A window opens in which you can select an image. 

4. Search for the required image and select it with the mouse. 

As soon as you have selected the image, a new preview is created. 

5. Specify the required position, width, height and angle of the image in the image container. 

6. You can edit the position, width, height and the angle of the image container in the secondary 

window in the Dimensions area, provided that the template permits this. 

7. Click on Save to save your entries. 

Note: When you make changes both to a text or to an image, you can click on Show original 

to display the original status. 

When you see the original, you can: 

· Click on Hide original. 

· Click on Reset current version to restore your project template to its original status. 

4.5.3 Editing products 

Note: You can only edit products if you have licensed the Product-Information module. 

You edit products in a document as follows: 



For products, you can also use the Edit product area in the secondary window on the right. 

3. Click on Exchange. 

The product selection window opens. 

4. Search for the required product and select it with your mouse. 

The text and product containers linked with the product are refreshed. 

5. In the secondary window on the right, you can specify the language in which you want the 

product data to be inserted under "Language". 

6. In the Dimensions area, you can edit the x and y position, provided that the template allows 

this. 


34


Editing products 

4.6 Releasing a document 

If you have finished editing a document, release it by clicking on in the menu bar in the main 

window. You now find the document in the navigation tree under To release. 

You can check whether the document is completed and make any necessary changes as follows: 

1. Select the relevant document in the group tree under To release. 

The edited document opens in the main window. The secondary window displays the 

technical information on the document. 

2. The menu bar in the main window provides you with the following options: 

· If the document is to be edited again, click on . 

The document is moved back to In progress. 

· If the project is finished, click on . 

a. Select the format in which the document is to be released. 

Format selection 

b. Click on Release. 

The document is moved to Finished. 

c. Select the document in the navigation tree under Finished. 

d. Click on in the menu bar in the main window to update the document status if 

required. 


35


You will now see and in the menu bar. 

e. Click on to download the document to your computer. 

f. Click on to upload the document as a new media asset in the Heiler Media Manager 

content and media library. 

g. Enter a name for your document and click on Save. 

Uploading a document as a new media asset 

h. If the document is to be edited again, click on . 

The document is moved back to In progress. 


36

Catalogs 

5 Catalogs 

In the Catalogs area, you plan and create a print publication based on product data using pages and/ 

or sheets. These are normally flyers, enclosures, brochures or "creatively" designed product catalogs, 

produced through a multi-level approval and release process. The content (product data, number of 

pages, structure) and layout (page layout, product layout, format) are separated. 

Catalogs can be flexibly divided into chapters and individual pages or sheets, and you can add and 

remove any number of chapters and pages. Products are positioned at the required location on a page 

using drag and drop and linked to a predefined product layout. A Hotfolder-based XML product data 

import, e.g. from Heiler Product Manager, ensures that up-to-date product data is always used in 

catalogs. 

The created pages or sheets can be transferred as Adobe InDesign documents as a project for further 

graphics work and, after editing, the document can be re-integrated into the release process. After 

release, an InDesign document is generated for each page or sheet. Pages or sheets can be individually 

released. The catalog overview ensures that you can maintain an overview of the editing and release 

status of the individual catalog pages at all times. 

5.1 Navigation tree functions 

You then have the following options in the navigation tree: 

1. Catalogs: Here, you can select New catalog in the pop-up menu to create a new catalog. 

2. The catalogs created appear under Catalogs. The pop-up menu provides you with the 


· New chapter: Insert a new chapter in a catalog. 

· Rename catalog: Rename a catalog. 

· Delete catalog: Delete a catalog. 

· Update products in documents: Update the product data used in the catalog. 

3. Within a catalog, there are chapters. The pop-up menu provides you with the following 

options: 

· New page(s): Insert new pages in a chapter. 

· Rename chapter: Rename a chapter. 

· Delete chapter: Delete a chapter. 

· Update products in documents: Update the product data used in the chapter. 

4. The pages are within chapters. The pop-up menu provides you with the following options: 

· Delete page: Delete pages. 

5.2 Catalog overview 

Clicking on the main Catalogs node in the navigation tree displays a list of available catalogs in the 

main window. You can open the catalog overview for a catalog by clicking on 

the catalog. 

after the name of 


37

Catalogs 

Catalog overview 

The catalog overview shows you the chapters and pages in the catalog. Color markings indicate the 

status of the individual pages in the catalog. 

· Click on to open the detail view for a particular page. 

· Click on to delete a page or an entire chapter. 

5.3 Catalog properties 

In the secondary window, in the Technical information catalog area under "Name" you will see the 

name of the catalog, which you can change along with the description of the catalog. Other entries 

that cannot be changed are: 

· Status 

· Created on 

· Type 

· Number of pages 

In the Access rights area, you can grant additional users or user groups access to the catalog: 

1. Open the Access rights area in the secondary window. 

2. Click on Add. 

The user selection window opens. The list shows both users and user groups . The 

search function enables you to search for specific users or user groups. 

3. Select the relevant user or user group. 

4. Click on Accept. 

Tip: You can select multiple entries by holding down the CTRL key while clicking on them. 

To withdraw access from a user or a user group: 

1. Select the entry under "Assigned users and groups". 

2. Click on Remove. 

Access is withdrawn from the user or user group. 


38

Catalogs 

5.4 Creating a catalog 

You create a new catalog as follows: 

Or 

1. Select New catalog in the pop-up menu for the top "Catalog" node in the navigation tree. 

2. Click on . 

The dialog box for creating a new catalog opens. 

3. Enter a name for the catalog. 


5.4.1 Inserting a chapter 

The catalog appears as a new entry in the navigation tree. The catalog is still empty and you 

first need to create chapters. 

You add a chapter to an existing or new catalog as follows: 

1. In the navigation tree, select New chapter from the pop-up menu for the catalog. 

The dialog box for creating a new chapter opens. 

2. Enter a name for the chapter. 


5.4.2 Inserting pages 

The chapter appears below the catalog as a new entry in the navigation tree. The chapter is 

still empty and you first need to create pages. 

You add pages to an existing or new chapter within a catalog as follows: 

1. In the navigation tree, select the catalog chapter to which you want to add pages. 

2. Select New pages from the pop-up menu. 

The "Print templates" dialog box opens. 

3. In this dialog box, you can make the following entries 

· Select the number of pages. 

· Specify the position at which the new pages are to be inserted. 

· The search function enables you to search for a specific template. 

4. Click on a template to select it. 

The pages are inserted in the chapter and displayed in the navigation tree accordingly. 

Depending on the current editing status of the page, different functions are available in the detail view 

of the page: 

· Click on or in the menu bar to scroll through the template 

· The zoom slider in the menu bar allows you to change the size of the template 

· : Creates a PDF of the current page 

· : Update the status of the page 

· : Reset the page for editing or revision 

· : Complete editing of the page 

· : Transfer the page for revision 


39

Catalogs 

· : Release the page 

· : Download the file provided 

5.4.3 Inserting products 

In order to use products in the catalog, you must first add them to the cart: 

1. Click on . 

The product selection window opens. 

2. Search for the required product and select it with your mouse. 

The product is displayed in the cart. 

Tip: You can select multiple products by holding down the CTRL key while clicking on them. 

3. Click on or drag the product to the catalog page using drag & drop. 

The product template selection window opens. 

Select product template 

4. Select a product template to display the product on the catalog page. 

The product is removed from the cart and displayed on the catalog page. 

5. Drag the product to the desired position with the mouse. 

If there are already products on a page, you can view their data or exchange them by selecting Edit 

product in the secondary window. 

· Choose the language in which you want the product data to be displayed. 

· You can only view the description of the products; if you want to edit product data, switch to 

Products. 


40

Catalogs 

· Exchange: Replace the product with another product. 

· Remove: Delete the product from the catalog page. 

· Refresh product in document: Updates the product data in the document after the product 

data has been edited, e.g. in Products. 

5.5 Releasing catalog pages 

When you create a new catalog page, it has the status "New". When you are editing the page, it is 

assigned the status "In progress". You then have the following options: 

· Click on to complete editing of the page and release it. The page is assigned the status "To 

release". 

· Click on to transfer the page for revision. The page is provided as an Adobe InDesign 

document in a project, which has the same name as the catalog. The page is assigned the status 

"Under revision". After editing using the project, the page needs to be transferred back into the 

"Catalogs" module. 

· You can either reset the page for editing or revision using or finally release the page using 

. In the latter case, the page is assigned the status "Released" or "Finished" when the 

Adobe InDesign document is available for download. 


41

Products 

6 Products 

Note: The "Products" area is displayed in the navigation bar on the left-hand side of the screen 

provided that you have licensed the Product-Information module. 

In the products area, you manage and edit the product information that is required for creating 

documents or catalogs. For information on using products, see Editing documents and Creating a 

catalog. 


The navigation tree displays all the available product groups. The pop-up menu provides you with the 


· New product group: Use this to create a new product group. 

· New product: Use this to add a new product to the product group. 

· Rename group: Use this to rename the relevant group. You cannot use this function for the 

primary node. 

· Delete group: Use this to delete the relevant group. You cannot use this function for the 

primary node. 

6.2 Overview list 

If you have selected a file in the lowest level in the navigation tree, the assigned products are listed in 

the overview list in the main window. 

The overview list includes the image, if assigned, the product name, the product number and the 

absolute path for the product group. Here, you just have the list view. 

By clicking on 

, you can delete a product. 

6.3 Editing products 

The secondary window on the right displays the properties of a selected product once you have 

selected it in the main window. 


42

Products 

Products and product groups 

Above the master data, you see the product details in a hierarchical tree structure. You edit the 

product data as follows: 

1. Edit the master data 


3. Click on to expand the tree. 

4. Select an entry in the product structure tree. 

The assigned features are shown. 

5. Edit the features: 

· Change the text field entries. 

· Click on to assign an image to the product. 

6. Click on Save before moving on to the next entry in the tree. 


43

Settings 

7 Settings 

You can view your master data and the profiles by opening the "Settings" area in the navigation bar 

on the left-hand side of the screen. 

Settings 

· You can see your master data in User data but you cannot edit it here. 

· You can edit the profile settings in Options, e.g. change the number of rows displayed or the 

sort order in the cart. 

· In Layout, you can make settings to change the appearance of the Web interface. 


44

Administration 

8 Administration 

When you log on as an administrator, only the "Administration" area is available in the navigation bar 

on the left-hand side of the screen. You perform the following tasks in the "Administration" area: 

· Manage organizations, user groups and users. 

· Create profiles based on a template and edit these. 

· Assign existing profiles to users and organizations. 

· Manage layout templates and assign these to users and organizations. 


The pop-up menu provides you with the following options depending on the entries you make: 

1. In "Organizations" 

· At the "Organizations" node, select Create organization to create new organizations. 

· At a selected organization: 

a. Rename organization: Use this to rename the organization. 

b. Create user: Use this to create a user to be assigned to the selected organization. 

· At a selected user: 

a. Rename user: Use this to rename the user. 

b. Delete user: Use this to delete the user from the organization. 

2. In "User groups", you can select Remove user to remove a selected user from the user group. 

3. In "Profile templates" 

· At the "Profile templates" node, select Create profile template to create a new profile 

template. 

· You can delete a selected profile by selecting Delete profile template. 

4. In "Layout templates" 

· At the "Layout templates" node, select Create layout template to create a new layout 

template. 

· You can delete a selected layout template by selecting Delete layout template. 

8.2 Managing organizations 

You create a new organization as follows: 

1. Select Create organization from the "Organizations" pop-up menu in the navigation tree. 

2. Enter a name and an organization number. 


The new organization is displayed in the navigation tree, and the list of users for this 

organization that is still blank is displayed in the main window. 

4. Enter the additional organization data, such as street or e-mail address, in Master data in the 

secondary window on the right. 


6. Assign a profile to the organization in "Profile". 


8. In "Layout", use the drop-down list to assign a layout template to the organization. 



45


8.3 Managing users 

You create a new user as follows: 

1. Select Create user from the pop-up menu of the corresponding organizations in the navigation 

tree. 

2. Enter a name for the login. 


The new user is displayed in the list of users in the navigation tree and in the main window. 

4. Enter the additional user data, such as last name or e-mail address, in Master data in the 

secondary window on the right. 


6. In "Profile", use the "Profile templates" drop-down list to assign a profile to the user. 


Your selection is displayed in the "Active profile" field. 

8. In "Layout", use the "Profile templates" drop-down list to assign a layout profile to the user. 

9. Specify any layout profiles that are to be displayed for selection by the user in the "Visible 

templates" field by selecting these whilst holding down the CTRL key. 

10.Click on Apply. 

Your selection is displayed in the "Active layout" field. 

Note: The user you have just created does not yet have any authorizations, therefore you now 

have to assign this user to a user group. 

To edit an existing user, select him using the user list of the organization and edit him as described 

above. 

8.4 User groups 

To create or change user groups use the native Administration module of Heiler Media Manager. Via 

the Web interface you can only assign users to a user group or remove them from it. 

You assign a user to a user group as follows: 

1. In the navigation tree, open the organization to which the user belongs. 

The list of users is displayed in the main window. 

2. Expand the user groups in the navigation tree so that you can see the individual user groups. 

3. Select the user and at the login name, drag & drop it to the required user group. 

The user appears as a member of the user group. 

Assigning a user to a user group 


46


You remove a user from a user group as follows: 

1. Open the user group in the navigation tree. 

2. Select the user. 

3. Select Remove user from the pop-up menu. 

The user is removed from the user group, i.e. the user no longer has any rights. 

8.5 Managing profiles 

You create a new profile as follows: 

1. Select Create profile template from the "Profiles templates" pop-up menu in the navigation 

tree. 

2. Enter a profile name. 


The input mask for profile templates is displayed in the main window. 

4. You can edit the name of the profile in the "Profile" area. 

5. In "Modules", specify the modules that are to be visible for this profile and the module to be 

displayed when the application starts. 

6. In "Options" you can make the settings listed in the table below. 

7. Click on Save to save the changes. 

The new profile is displayed in the navigation tree. 

To edit an existing profile, select it in the navigation tree and edit it as described above. 

Area Name Description 

Media assets Search results: Display Search results are first displayed in the light table or 

list view. 

Search results: Sort by 

Search results: Objects per 

page 

Search in subgroups 

All versions 

Locked objects 

Linked objects 

User-defined column 

Column by which the display is sorted 

Number of rows per page 

Entry that determines whether subgroups are also 

included in the search using the navigation tree 

Entry that determines whether all versions of a media 

asset are displayed in the search 

Entry that determines whether objects are displayed 

Entry that determines whether linked objects are 

displayed 

In the search results list, you can use this drop-down 

list to configure a column to suit your requirements 

-- User-defined value -- This value can only be set if the XOB SDK is 

licensed. 

Advanced feature search 

Feature fields information 

Download 

If you have selected "User-defined value" under 

"User-defined column", then you can enter a value 

for a ListMediaObject in this field. 

Feature fields that can be selected in the advanced 

search, e.g. "1 - 3 7 - 8" or "1 2 3 7 8" 

Feature fields displayed in the secondary window on 

the right under "General information" 

Indicates the data used for a download. The order 

indicates which data type is searched first. 


47


Area Name Description 

Cart list: Sort by 

Cart list: Carts per page 

Cart properties: Display 

Cart properties: Sort by 

Cart properties: Elements per 

page 

Cart properties: Pack by 

default 

Visible columns of the list 

view 



The cart is first displayed in the light table or list view. 



Specify whether the cart is to be packed by default. 

This setting can also be changed directly in the cart. 

Here you set the columns for the list view. Use the 

CTRL key to make multiple selections. 

Products Product list: Sort by Column by which the display is sorted 

Product list. Products per 

page 

Print templates Templates: Sort by 

Templates: Templates per 

page 

Documents: Sort by 

Documents: Documents per 

page 






Catalogs Catalog list: Sort by Column by which the display is sorted 

Catalog list: Catalogs per 

page 


Projects Project list: Sort by Column by which the display is sorted 

Project list: Projects per page 

Project components list: Sort 

by 

Project components list: 

Project components per page 

Project components list: 

Display preview in 

components list 

Volume for new projects 




Displays a preview of the project components 

Assign a Heiler Media Manager volume to projects 

8.6 Managing layout templates 

You create a new layout template as follows: 

1. Select Create layout template from the "Layout templates" pop-up menu in the navigation 

tree. 

A new layout template is displayed in the main window. 


48


New layout template 

2. In the "Select layout template" area, choose an existing layout template to use as a basis for 

your new layout template. 

3. In the "Define colors" area, you can use the input fields or the color picker to define a new 

color for the individual areas or texts. 

· Enter the color value in the input field in hexadecimal notation as an RGB value, for example 

#FF0000 for red. 

· Click on to the right of the input field to open the color picker. You can now specify the 

new color using the color picker box or by entering the decimal RGB values. 

4. In the "Select logo" area, you can use Browse to upload your own logo. 

5. Enter a name for the layout template in "Save settings". 

6. Click on Save to save the changes. 

The new layout template is displayed in the navigation tree. 

Note: It may take a while to create the new layout template as this involves creating graphics. 

To edit an existing layout template, select it in the navigation tree and edit it as described above. 


49

Index 

Index 

- A - 

Access level 12 

Administration 45 

- C - 

Cart 7, 17, 24 

Assemble 18 

Conversion 19 

Copy 17 

Create 18 

Delete 17, 19, 20 

Download 25 

Edit 19 

Empty 25 

ID 20 

List view 19 

Name 20 

New 17, 18 

Overview 20 

Refresh 17 

Release 19, 20 

Remove from folder 17 

Rename 17, 20 

Send link 19, 20 

Settings 20 

Catalog 37 

Access rights 38 

Add page 39 

Chapter 37 

Create 39 

Create chapter 39 

Delete 37 

Delete product 40 

Exchange product 40 

Insert product 40 

New 37, 39 

Page 37 

Properties 38 

Rename 37 

Status 37 

Technical information 38 

Update product 37, 40 

Catalog overview 37 

Catalog page 

Add 39 

Create 39 

Download 41 

Download file 39 

Finished 41 

In progress 41 

New 39, 41 

PDF 39 

Release 39 

Released 41 

Reset 39 

Status 41 

To editing 39 

To release 41 

Under revision 39, 41 

Update status 39 

Catalog properties 38 

Chapter 

Add 39 

Add page 39 

Create 39 

New 39 

Class 12 

Clipping 15 

Collection 

Delete 7 

New 7 

Private 7 

Public 7 

Color markings 37 

Comment 9 

Create 16 

Delete 16 

Marking 16 

Reply 16 

Component details 22 

- D - 

Description 8 

Detail view 15 

Comment 9 

Main window 9 

Usage list 9 

Zoom slider 29 

Dimensions 9 

Document 

Change image 33 

Change product 34 

Change text 32 

Create 29, 30 

Create PDF 31 

Delete 31 

Download 35 

Edit 30, 31, 32, 33, 34, 35 


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Index 

Document 

Finished 28, 35 

Format 35 

In progress 28 

Manage 28 

New 29, 30 

New media asset 35 

Print template 29 

Release 31, 35 

Rename 30 

Scroll 31 

Send link 31 

Status 35 

Template 28, 30 

To release 28 

- F - 

File 

Add to project 23 

File name 8, 9 

File size 8 

Folder 

Delete 17, 28 

New 17 

Private 28 

Public 28 

Rename 28 

Format conversion 19 

- G - 

Group 

Delete 7 

New 7 

Private 7 

Public 7 

Rename 7 

Send link 7 

- I - 

ID 8 

Image 

Exchange 33 

Reset 33 

Show original 33 

Image container 

Dimensions 33 

Edit 33 

Position 33 

Inbox 7, 11 

Indexing 12 

Individual pages 

Preview 9 

- L - 

Layout template 45 

Assign 45, 46 

Color 48 

Create 45, 48 

Delete 45 

Edit 48 

Logo 48 

New 45, 48 

Library 7 

Light table view 9, 29 

List 

Column 8 

Scroll 8 

Select all 8 

Sort 8 

List view 8, 29 

- M - 

Main window 6 

Master data 44 

Material 

Delete 27 

Enter 27 

Media asset 7 

Add to project 23 

Assign collection 12 

Assign group 12 

Cart 8, 9, 15, 18 

Check in 11, 15 

Clipping 15 

Comment 16 

Create assignment 11 

Delete 9 

Delete assignment 12 


Download 8, 9, 19 

Drag & drop 12 

Edit 7, 15, 18 

Features 12 

Format 15 

Index 7, 12 

Make available 17 

Meta data 12 

New asset 11 

Reflect 15 

Rotate 15 

Search 7, 13 


51

Index 


Select 9 

Send link 9 

Upload 11 

Media asset management 7 

Media publishing system 28 

Multiple indexing 12 

- N - 

Name 12 

Navigation 6 

Navigation tree 7 

- O - 

Organization 45 

Create 45 

New 45 

Rename 45 

Original 

Display 32, 33, 34 

Overview 

Scroll 9 

- P - 

Preview 8, 9, 24 

Print publication 37 


Access 29 

Name 29 

Overview 29 

Pages 29 

Preview 29 

Type 29 

Product 

Delete 42 

Detail 42 

Edit 42 

Exchange 34 

Features 42 

Image 42 

Insert in catalog 40 

Manage 42 

New 42 

Overview list 42 

Reset 34 


Product containers 

Dimensions 34 

Edit 34 

Position 34 

Product data 37 

Product group 

Delete 42 

New 42 

Rename 42 

Product information system 42 

Product template 40 

Profile 45 

Assign 45, 46 

Create 47 

Edit 47 

Layout 44 

New 47 

Options 44 

Profile template 47 

Create 45 

New 45 

Project 21 

Additional fields 22 

Assignments 22 

Cart 25 

Change status 22, 26 

Components 21 

Copy media asset 23 

Create 22 

Create folder 21 

Current project 24 

Date 21 

Delete folder 21 

Edit 24 

Link media asset 23 

Material 24, 27 

Memo 24 

New 21, 22 

Overview 22 

Project overview 21 

Properties 22 

Rename folder 21 

Search 21 

Status 21 

Times 24, 26 

Transfer project component 25 

Upload file 23 

View 21 

Project component 21 

Cart 25, 26 

Change status 22, 26 

Check in 26 

Checkout 26 

Comment 24 

Delete 24, 26 


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Index 

Project component 21 


Download 24, 25, 26 

Edit 26 


Properties 22 

Replace by link 26 

Times 24, 26 

Transfer to catalogs 22 

Upload 24 

Project details 22 

Project number 22 

Publication 28 

- S - 

Search 6 

Advanced search 13 

Document 29 


Row 13 

Search criteria 13 

Search query 

Execute 13 

Save 7, 13 

Secondary window 6 

Status 12 

Change 26 

Media Asset Management 7 

User data 44 

User group 45 

Assign users 46 

Remove users 46 

User rights 46 

Users 45 

Create 45, 46 

Delete 45 

Edit 46 

New 45, 46 

- V - 

View 47 

- Z - 

Zoom slider 9 

- T - 

Template 

Select 30 

Text 

Character format template 32 

Edit 32 

Paragraph format template 32 

Reset 32 


Special characters 32 

Text container 

Dimensions 32 

Edit 32 

Position 32 

Times 

Delete 26 

Enter 26 

- U - 

Upload file 6 

Usage list 9 

Use 6 


53

Heiler Media Manager 5.1 - Bauerfeind AG

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