hp asset hubh41112. · user is new and wants to access hp asset hub but does not have an hp...

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

HP Asset Hub End to End Training, including 2.2 features

April 2014

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 2

Topics for today:

1. HP Asset Hub

2. Registration

3. Uploading assets

4. Working with folders

5. Work in Progress

6. Sharing assets

7. Searching and viewing assets

8. Downloading assets

9. Trans-adapted files

10. Live demo

11. Q&A

Note: All lines will be muted during the training. A Q&A session will be held at the end you can submit your questions via the virtual room during the training if you would like.


HP Asset Hub


Global platform for HP’s marketing assets

HP Asset Hub

The HP Asset Hub platform was designed to improve user experience and marketing efficiency by becoming the single source for standardizing marketing asset management.

• ALiCE system has been fully migrated and is no longer used as an asset repository

• Digital Gallery assets are in the process of being migrating to Asset Hub:

Phase 1 – Brand assets (completed)

Phase 2 – Enterprise videos (in the works)

Phase 3 – GBS/PPS/EG images and Event videos

• Concentra image files will be migrating to Asset Hub (FY14)


Registration


Registration User is new and wants to access HP Asset Hub but does not have an HP Passport Account

1. Create an “HP Passport account”, if you do not have one

2. Sign in to “HP Asset Hub”, once login credentials for HP Passport have been received

3. Complete “Asset Hub registration page”

Note: This information can be found on the Asset Hub Resource Center website, scroll down to the getting started section http://h41112.www4.hp.com/assethub/us/en/index.html

If you are working for an agency or channel partner, you will need to add your company name, as well as the name and email address of an HP employee who will act as your sponsor.

http://h41112.www4.hp.com/assethub/us/en/index.html



Registration User is new and has an HPP account and wants to access HP Asset Hub

1. Sign in to “HP Asset Hub” 2. Complete “Asset Hub registration page”

Note: Do not use Special characters for the user ID

If you are an HP employees and HP contractors need no further authorization.

If you are working for an agency or channel partner, you will need to add your company name, as well as the name and email address of an HP employee who will act as your sponsor.


Registration User permissions and roles

There are three types of HP Asset Hub user roles:

Contributor

• Search assets • Upload assets • Replace or create new version

of the particular asset • Download assets • Edit asset metadata

Editor

• 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)

Reader

• Search assets • Download assets


Uploading assets


Uploading assets User wants to prep campaign asset(s) for upload

All Asset owner will need:

• Contributor/Editor user rights

For Campaigns:

• Aprimo ID number (Enterprise and PPS EMEA teams), or • Agency Project Docket ID (PPS WW, PPS AMER and PPS APJ teams) • File naming convention guide (downloadable from the AH Resource site Document Library:

http://h41112.www4.hp.com/assethub/us/en/library.html

For Brand assets:

• File naming convention

All Asset owner will need:

• Final approved files, meaning:

All assets comply with HP brand guidelines All images are high resolution All file sizes, specs are correct





Uploading assets User wants to upload asset(s) into Asset Hub

1. Go to home page 2. Click the “Upload” button


Uploading assets User wants to upload asset(s) into Asset Hub

3. Select one of the categories from the “pull-down” menu:

• Campaign (creative briefs, advertising assets, POS assets…)

• Document – General (messaging, PPT decks) • DRM License Agreement • DRM Talent Release Form • Image – Historic (HP historical images like

buildings, founders, etc…) • Image – Person or Portrait(no product) • Image – Product Only (no person) • Image – Product in Use (includes a person with

product) • Image - Supporting (no person and no product) • Multimedia – Corporate Video • Multimedia –Video Demo

4. Browse the asset; select it; upload it


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.

Note: Users can track the status of the submitting process of assets from “Assets in my workspace” to the main AH library.


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

mailto:[email protected]


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


Uploading assets User wants to input metadata

After uploading one or more assets, enter metadata to make files searchable:

1. Click on asset(s); the metadata form opens 1. Complete all mandatory fields and as

many of the other fields as possible

Tips: Users can enter the product SKU in the Primary Product Association field (this field makes most sense for “product only” images)

Note: Aprimo autofill of campaign ID fields now available *new feature*


Uploading assets User wants to secure unreleased files

Asset owner can make an unreleased asset secure:

1. Add a “release date” to a pre-released asset as metadata:

a. Asset is pushed to main Asset Hub area

b. Asset remains unreleased until release date and only users with unreleased permissions can see the asset

c. Once release date is reached asset is publicly available


Working with folders



To help the user organize the different assets, Asset Hub has five folder types:

• Personal (for your personal business purpose)

• Campaign (for campaign assets) • Featured Product (for product photography) • Albums (for lifestyle and other types

of imagery. This is also where you can find brand assets)

• HP Experience Photography • Brand Posters • Employer Brand Image Library

(Recruitment Marketing assets) • Packaging 2013 • Packaging 2014

• WIP (for work in progress assets, unreleased files, or quick sharing (no metadata))

User wants to create a new folder



Creating a new folder:

1. Go to Folders 2. Click “New” button 3. Complete fields; save it

User wants to create a new folder


Work In Progress


Work In Progress

Asset owners can now share WIP assets:

• Dropbox or FTP like feature • Accessible to asset owner • Shareable by asset owner • No metadata required unless files

needs to be released to the general public

About the Work in Progress feature


Work In Progress

Setting up a WIP folder:

1. Click on “Folders” button 2. Click “ New” 3. Go to “Folder Type” 4. Select “WIP”; save 5. Click “Upload”

User wants to set-up and use WIP folder


Work In Progress

User moves asset(s) to “Assets in My Workspace”:

1. Click “Action” 2. Click “Publish” 3. Select “Type” from pull down menu 4. Click “Ok”

User wants to publish WIP assets


Sharing assets


Sharing assets

User can share assets in a folder with key stakeholders by sending an email notification with the link to the folder. The link allows recipients to access the folder and to view and download assets from that folder.

1. Go to the folder 2. Click “Share” 3. Enter email addresses or group name in

“Email” field 4. Fill in “Your Custom Message” field;

send email

Note: Improved shared URL *new feature*

User wants to share assets in a folder


Sharing assets

Users can generate an inventory list of assets included in a folder that provides file details and links to the assets.

1. Open folder 2. Click “List view” 3. Click “Action” 4. Extract asset lists with details and links

by selecting “Export to PDF” or “Export to CSV”

5. Download list to desktop

User wants to generate list for shared folder


Searching and viewing assets


Searching assets

There are 3 methods for searching: • Enter product name, product codename or SKU in the search field • Enter keywords in the search field; use search operator • Use the faceted advanced search feature

About searching assets


Keyword search

1. Enter a word or words in the search box, for example Elitebook 885

2. The search will display results that match the word you entered

User wants to do a keyword search


Keyword search with search operators

Search for an exact word or phrase

“search query"

Use quotes to search for an exact word or set of words.

Include a word or phrase

+query

Add a plus (+) before a word includes all results that include that word. Put a

phrase in quotes.

Exclude a word or phrase

-query

Add a dash (-) before a word excludes all results that include that word. Put a

phrase in quotes.

Use a wild card

query*

Use an asterisk (*) as a placeholder for any unknown or "wildcard" terms.

Only works at the end

Search for two or more words or phrases

query OR query

Include OR (capitalized) to search for assets with one of several words

Search for two or more Words or phrases

query AND query

Include AND (capitalized) to search for assets with All of several words

Exclude word(s) and phrase(s)

NOT query

Include NOT (capitalized) to search for assets that don’t include specific

words or phrases

About search operators


Keyword search with search operators

1. Enter a word or words in the search box with the applicable search operator symbol, for example “Elitebook 885”

2. The search will narrow results

User wants to add search operators to narrow down search results


Faceted advanced search About advanced search


Faceted advanced search

1. Enter your search term in the search field, for example Elitebook 885

Note: you can also add the search operator here as well

2. Click on the “+” next to the Advanced Search button and the filter choices will appear

3. Choose one or more filter choices, for example Image Product Only under asset category, Center facing under Image orientation

Note: you can also select the date range as to when the file was uploaded or last updated

User wants to narrow down search results even further


Searching for assets

1. Go to Folders; 2. Select one of the following folders:

o HP Experience Photography o Brand Posters o Employer Brand Image Library

3. Enter file name or asset descriptor in the search field; click the search icon

User wants to find asset(s) in folder


Viewing assets About view options

• Multi-page preview for PDFs • Video preview and key frames • Thumbnail views and previews of PPT

and Word docs

Previewing a video:

1. Find the video 2. Click on the video 3. Click on the play button to preview video


Downloading assets


Downloading assets User wants to download an asset from homepage

1. Select asset 2. Click on the “Download” icon 3. Check the “DRM Usage Rights and

Restrictions” box 4. Confirm the rendition of the file; click

“Download”

Note: DRM checkbox is necessary due to corporate auditing


Downloading assets User wants to download multiple assets

1. Go to folder where assets are located 2. Select folder 3. Click “Action” 4. Select assets to download 5. Choose rendition 6. Check the “DRM Usage Rights and

Restrictions” box 7. Confirm the rendition of the file 8. Click “Download”


Trans-adapted files


Trans-adapted files User wants to upload trans-adapted files

1. Follow file naming convention but include language information 2. Follow same asset upload process:

All assets comply with HP brand guidelines All images are high quality All file sizes, specs are correct

3. Complete new metadata with language and country information; submit form


Contacts

Anything training related or for additional questions on the system: [email protected]

Asset Hub Resource Center for additional training session or resource documents: http://h41112.www4.hp.com/assethub/us/en/index.html

For helpdesk or support:

[email protected]








Live demo


Q&A


Thank you

hp asset hubh41112. · user is new and wants to access hp asset hub but does not have an hp...

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