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Media Import Guidelines

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The Bynder team can ingest your assets directly to your environment through a media import process. All files should be put on an external hard drive. Bynder should receive a database file (e.g. Excel or CSV) with the taxonomy structure for all the files on an encrypted External HDD. Your Implementation Team will assist you with setting up your media import sheet, but the following guidelines will help you to ensure that your assets are successfully imported.
 
Import Guidelines 
 
Please reference these 3 instruction files and review the following tips:  
 
  • Files need to be delivered on an external hard drive, readable by OS X.
  • Accounts need to be in a clean state, no demo-data.
  • The CSV file is a template and should only be filled in (see example at the bottom of the page)
  • The first 9 columns of the spreadsheet are static and must exist in this specific order:
          A Asset Name (Required)
          B Asset Description
          C Brand (Required)
          D Date Created
          E Copyright
          F Tags (Comma Separated)
          G Path to Assets (Required)
          H Archived (1 or 0, Required)
          I New Filename
 
 
 
  • The first 9 columns CANNOT be removed or rearranged.
  • Headers for custom metaproperties must match metaproperty NAME.
  • Options for custom metaproperties must match metaproperty LABEL.
  • File paths must include the full filename and file extensions. (e.g. /Volumes/Drive/file_name.ext)
  • Metaproperty and metaproperty option dependencies are NOT respected. It is good practice to include the signed-off taxonomy on a second sheet for clients to reference, data validation can be used for single-select metaproperties if desired.
  • New metaproperties need to exist in the account with the relevant type and options.
  • Metaproperty options for new metaproperties can be automatically created.
  • Each line/row in the import sheet represents an asset to be imported, therefore a 1:1 ratio of assets to lines should exist. Best practice to NOT upload an asset more than once e.g. multiple lines with different metadata referencing a single asset.
  • Each line/row MUST include values for the required columns specified above.
  • Any options that do not match existing option labels will be created. Watch out for improper variations that would otherwise have to be “cleaned up” post-import. (e.g. New York/NY/NYC, United States/US/U.S., etc.)
  • Multiple metaproperty options (multi-select) should be comma-separated in the same cell with no "trailing spaces” just like the Tags column. (e.g. Option 1,Option 2,Option 3 NOT Option 1, Option 2, Option 3)
  • Dates must be in YYYY-MM-DD format.
  • Avoid “special” characters everywhere! This includes filenames, titles, descriptions, and all metaproperty options and values. These characters ARE NOT supported by the import script and may cause errors with the import. OS X tends to be more lenient with “special” characters in filenames than Windows.

 

Some common non-alphanumeric characters to keep an eye out for:

  • /
    Slashes in metaproperty option labels: slashes are used to define sub-options for pre-smart-filter taxonomies (e.g. sub-categories nested inside of categories), so it may be best to leave slashes out of metaproperty labels until after the import. Check with your import resource first.
  • “ and ‘
    Double quotes, single quotes, and apostrophes are often formatted in Microsoft Office as “smart quotes” or “curly quotes”. It’s best to find and replace all of these to standard text "straight quotes"
  • ® ™ © $ £ 
    Symbols are not supported and should be replaced.
  • é ñ î
    Accented letters i.e. letters with grave, acute, circumflex, tilde, umlaut should be replaced.
  • White space characters such as tabs, new lines, and embedded returns should be replaced, but are often hard to find.
  • Spaces in filenames are always advised against.
 
Reference Apple’s Cross-platform filename best practices and conventionshttps://support.apple.com/en-us/HT202808
 
Additional Remarks
  • Migrating From an Existing System to Bynder: All clients need to create the media import sheet based on the Bynder taxonomy and guidelines. It is imperative that while you can take information from other previous systems, all metadata needs to be manipulated to fit the Bynder media import sheet.
  • Inaccurate and Inconsistent Spelling: Please ensure correct spelling, capitalization, and spacing of words and phrases within the sheet. The media import script creates an error when a value is similar enough to a value that already exists in Bynder, but has a slight variation (e.g. a difference in capitalization, spacing, or a special character). Therefore, even slight inconsistencies may cause your assets to error out and will prolong the media import process. 
  • Import Sheet: Bynder suggests that clients break their imports into batches of 25,000 in order to be more efficient with the import. What this means is that if a client has 100,000 we suggest four import sheets, each containing 25,000 assets. If the client sends one hard drive with all assets, each sheet should correspond to its own folder(s) containing that sheet's assets.  

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