HP Asset Hub Upload Process & Metadata Best Practices April 2015

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Topics for today • • • •

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User permissions and roles Uploading assets Demo Support

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

User permissions and roles

User permissions and roles Three types of roles Reader

Contributor

Editor

• Search assets • Download assets

• Search assets • Upload assets • Replace or create new version of the particular asset • Download assets • Edit asset metadata

• Search assets • Upload assets • Replace or create new version of the particular asset • Download assets • Edit asset metadata • Move assets to recycle bin (but cannot delete assets in the recycle bin)

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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Uploading assets

Uploading assets Preparation of a file As asset owner, make sure you:     

Have Contributor/Editor user rights All assets comply with HP brand guidelines All images are in high resolution All file sizes and specs are correct Released or announced assets

Note: If you are an agency and you want to upload un-announced assets, you will need to work with your HP contact on the process on managing release dates. For Campaigns: • Aprimo ID number (this will help to automatically populate mandatory metadata fields) For Brand assets: • File naming convention Follow the file naming convention guide (downloadable from the AH Resource site Document Library): http://h41112.www4.hp.com/assethub/us/en/library.html 6

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Uploading assets User wants to upload asset(s) 1. Go to home page 2. Click the “Upload” button

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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Uploading assets Asset categories Select one of the categories from the “pull-down” menu: • • • • • • • • • • • • • • • 8

Campaign (creative briefs, advertising assets, POS assets…) Document – General (messaging, PPT decks) Image – Historic (HP historical images like buildings, founders, etc…) Image – Product in Use (includes a person with product) Image – Product Only (no person) Image – Person or Portrait(no product) DRM – License Agreement DRM – Talent Release Form Image - Supporting (no person and no product) Image – Annotated (image with descriptive text) Graphic – Icon Multimedia – Infographic Video – Corporate (promotional video about HP company) Video – Product Overview (videos supporting a product launch, highlighting the key selling points) Video – Support (educational videos about troubleshooting HP products)

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Uploading assets About Assets in my workspace “Assets in my workspace” is where new assets are uploaded and staged prior to being moved to the main HP Asset Hub library. This is where the user enters metadata.

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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Uploading assets User wants to input metadata The addition of metadata helps describe the type and content of the asset and greatly improves the discoverability of that asset in the library. The key to quickly finding assets -

In Asset Hub and In downstream systems

is the effective use of metadata to make them searchable. It is therefore important to fill as many fields as possible and as exactly as possible. 10

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Uploading assets Product association model The product association model decides about the inheritance of an asset to other SKUs •

Product associations: user can assign multiple nodes from the HP product hierarchy (always from the same level)

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Product hierarchy inheritance: - False  makes asset applicable only to the assigned level (series) - True  makes asset applicable at all levels below (product image shared by all SKUs in a series)

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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Uploading assets Pre-released assets = Files that are available in Asset Hub for a limited number of users, in advance of the release date Restrictions can be manually set by entering a Release Date in the future. Asset Hub will automatically move files from ‘pre-released’ status to ‘released’, at release date, making the assets available for all Asset Hub users. As long as an asset has the ‘pre-released’ status, only users with permissions to see pre-released assets have access to it.

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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Uploading assets Private assets / private folders = Files that are restricted from access by any Asset Hub user. You can select between - True  the asset will be flagged as private - False  standard setup / the asset will be flagged as non-private and will become public Files with flagged as ‘private’ must be uploaded into Private Folders. If you do not indicate which folder to upload it into, the system will not let you save the metadata. Note: If an asset is already public, it cannot be marked ‘private’. Assets marked as ‘private’ can be changed to ‘public’ and released to the Asset Library. 13

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Uploading assets Protecting pre-released assets For maximum security, mark your pre-released assets ‘private’! Notice: PPS Image - Product Only asset uploads are managed by the Image Team and should not be uploaded by individual users outside of this team. For further information about the image upload process, contact [email protected].

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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Uploading assets Video publishing *New* All users can upload videos to the Asset Hub library, but only those with enough permissions can “deploy” a video, which means it will flow to downstream systems.

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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Uploading assets Video uploading The video upload process is the same as for other kinds of assets, with the need to fill in several additional fields: *New* metadata fields

Description

BC share to Gallery

TRUE -> Your video will appear on the HP Video Gallery (www.hp.com/go/videos)

Brightcove account

Represents the business unit to which your content pertains. (Needs to be selected first as the other BC fields are interconnected)

Brightcove channel

Channel in which the asset should be published in Video Gallery www.hp.com/go/videos

Brightcove channel category

Category in which your video will be posted inside the chosen Channel

Brightcove channel sub-category

Sub-Category in which your video will be posted inside the chosen Channel

Brightcove ending time

Date when the video should be removed from Brightcove/ HP Video Gallery

Brightcove starting time

Date when the video should be posted to Brightcove/ HP Video Gallery

BC featured

True  determines the video to be published on the first page of your selected Video Gallery channel

BC related link labels/playlists

Links to product/video related webpage or a group of videos; will appear right under video description on the Video Gallery Page

BC viral distribution

TRUE -> Your video should have sharing options enabled (i. e.: a user can share/embed the video on another page)

BC thumbnail stamp

Video thumbnails let people see a quick snapshot of your video. Brightcove will automatically choose a screenshot, but a specific time/screen that is considered most relevant to the content can be selected

Caption file Text file / script for a video, preferably in XML format © Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

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Uploading assets User wants to upload files but they are >2 GB or a bulk upload of >50 assets Files over 2 GB or bulk uploads of 50 plus files are to be completed by the HP Business Operations Team (BOT): 1. User notifies BOT of bulk upload through help desk request at [email protected] 2. BOT contacts user to review request 3. User completes Bulk Upload template and uploads it and files to FTP site that will be provided by the BOT

4. BOT uploads files and metadata, notifies user when files are uploaded and indexed in Asset Hub

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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Uploading assets

* Only main paths shown automated manual

Content flow from Asset Hub to downstream systems * Aprimo

HP Video Gallery

Brightcove campaign

Asset Hub

wip

FAST

image

video

demo

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Hp.com

Online Stores

Image product only

Image product only

Concentra

CAP Image annotated

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image product in use

Flixmedia My Sales Guide Channel Partners

Demo

Asset Hub support trough Service Central

Advantages in using Service Central for Asset Hub requests Log a web ticket and select your most suitable service option.

Search & review tickets submitted through the portal (user dashboard); add comments & update existing tickets, re-open ‘closed’ tickets within 3 working days. Ticket status notification – Receive a system generated message when a ticket is created, updated or closed. The closure notification will consist of a complete resolution, link to the ticket on the web, contact information & attachments (if applicable). 21

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How do I login to Service Central?

How to login to Service Central Option 1: Through the Asset Hub Resource Center 1. Go to the Asset Hub Resource Center www.hp.com/go/assethubresourcecenter 2. You will find all the Service Central related information within the Help section

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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

How to login to Service Central Option 2: Direct login HP employees can login in two ways: 1. Using their HP Email ID and NT Password 2. Using a Digital Badge Use this link.

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2

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External customers can login using HP Passport 1 . If not available already, click the Create an account 2 button in order to start the process of requesting one. Use this link.

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How do I raise a ticket for Asset Hub using Service Central?

How to raise a ticket Step 1: Mouse-over the service that best suits your needs. The third level of query options will show up. Step 2: Click on the option that best describes your issue. Example: If you want to ask for access upgrade, mouse-over Access 1 , then click on Access Upgrade 2 . The tool will advance to the Access Upgrade page.

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Step 5:On the new page, click on the Submit a Case button.

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How to raise a ticket Submit a Case - Ticket web form Step 3: Fill in the form with all the required information, then click the Submit button. Your ticket is now opened and assigned to the right team. Notes: Triplet, E-Mail, Region, Country and Language fields are automatically populated depending on the catalog options chosen so far and on your profile. 27

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

How to raise a ticket Submit a Case - Ticket web form Step 4: Once the ticket has been submitted, you will receive an email notification with a link to the ticket. Please DO NOT use this message for sending further comments or responses. And do not share accounts. If you have the need for followups, please open the ticket directly in Service Central. 28

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Following up on / responding to a ticket Checking the status of a ticket For follow-ups, comments, responses on/to a ticket, or if you want to check the status of a ticket, please access the main page of Service Central; all your tickets are visible within the My Requests section. Select the respective ticket, and you will see the entire ticket history. Click here!

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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Following up on / responding to a ticket When you receive a ticket back with a question from the helpdesk, please use the Addl Information/Comments box for your response and re-submit the ticket.

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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

How to raise a ticket Query options for Asset Hub – choose the one that best suits your needs

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2nd level catalog

3rd level catalog

Access

Access Upgrade Login Issue Password Error HP Passport Issue

Technical Issue

Enhancement Request Function not Working System is down System is slow Upload or Download Issues

Content Management

Publishing Issues Publishing Requests Upload or Download Requests Other Content Requests

General Request

Comms Request Feedback Non AH Queries Profile Info Request Report Request Request for Information Training Request Other

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Self-help knowledge base Help yourself - check out Service Central’s Knowledge Base For immediate self-help, you can – instead of placing a query – check out the Knowledge Base in Service Central.

• How do I register for Asset Hub access? • What if I already have an HP Passport account? • What is the role of an HP sponsor? • How long does it take to get access to Asset Hub once I registered? • What default user rights and permissions are assigned to a user upon registration? • Will user access expire?

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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Technical Issues & FAQs

Technical Issues & FAQs Browser: Service Central works best with IE 10 and above, Google Chrome and Firefox. Service Central Error message: A Service Central error message is observed because of the following reasons:  Submitting a ticket using the Service Central application that is in inactive mode for more than 10 min  Trying to perform too many actions at the same time Solution :  Close the application  Perform basic trouble shooting steps like clearing the cache and temporary internet files  Access Service Central from a new browser & submit your request  If an error message shows up again, click on the Click here to send an email link in order to escalate the issue; select the Business function and team. In the comments section describe the steps that you were performing while you encountered the error message. Based on the comments, the Service Central team will suggest troubleshooting steps and if needed they will notify IT.

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Thank you

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.