Import Assets with SFTP or S3

If you are in the process of onboarding or need to import multiple files, you can utilize SFTP to import files securely without external hard drives.

Bynder can provide SFTP, powered by the AWS Transfer Family, as a secure method for transferring files to an AWS bucket.

With SFTP, you can transfer large files without data or size restrictions. Bynder will give you an AWS bucket username and arrange the SFTP server. To transfer files, you will require an SFTP client that supports a secure connection using a private and public RSA-2048 SSH key.

This ensures a secure connection and restricts access to the isolated SFTP server. Once your files are transferred to the AWS bucket, we will import them into your Bynder portal.

Bynder can also transfer assets from an existing S3 bucket if a user can access the relevant bucket and the correct permissions to transfer the files to our side.

The transferred files will be deleted from the AWS bucket and the SFTP server after completing the import process.

How to Request an Import

Migrating From an Existing System to Bynder

You must create a media import sheet based on your Bynder portal taxonomy. For more information, see the Import Sheet Guidelines or request one by contacting your Onboarding Manager or Customer Success Manager.

Incorrect and Inconsistent Spelling

Please carefully check the import sheet's spelling, capitalization, and spacing of words and phrases. The media import will fail if a value is too similar to an existing value in your DAM. Even small inconsistencies can cause the asset import to fail and delay the media import process.

Multiple Import Sheets

We recommend splitting your import into batches of 50,000 assets to improve import efficiency. For instance, if you have 100,000 assets, creating two import sheets with 50,000 assets each is advisable.

How to Import Files Using SFTP or AWS S3

SFTP

Once you've requested this service, you'll be asked to generate a public SSH Key. Once our Professional Services team receives this key from the Onboarding or Customer Success Manager, they will create your SFTP location. Once done, you can upload your files to the AWS Bucket and fill out the Import sheet.

AWS S3

If you requested an S3 to S3 transfer, you'll be asked to provide the current S3 address of the assets along with the Access Key ID and Secret Access Key for a user with permission to access the bucket and retrieve the files. Once our Professional Services team receives these details from your Onboarding or Customer Success Manager, they will transfer the files to Bynder's side.

How to Generate an SSH Key and log in to the SFTP Location

1. Create an RSA-2048 SSH key pair on your side, including a private and public key. Follow the instructions below depending on your operating system:
   • Windows
   • MacOS
     • When you create your keys, we strongly suggest setting up a passphrase for the private key.
     • Keep the private key and passphrase private from everyone. Bynder will never ask you for this information.
2. Send the public key to your Onboarding Manager or Customer Success Manager, who will provide you with a username and other necessary details to connect to the SFTP server.
   • Never send us the private key and its passphrase. The key will then be compromised, and a new key pair must be generated.
3. Create a new SFTP connection using the following details in your preferred SFTP client. We recommend using Cyberduck or FileZilla. In the below example, we use Cyberduck.
   • The name of the fields below may vary depending on the SFTP client you're using.
     • Server: Fill in the server endpoint that Bynder provided you with.
     • Port: The port number will be set automatically and should always be 22.
     • Username: The username Bynder provided you with.

       SSH Private Keys: Select the private key you generated in step 1. When prompted, enter the passphrase for this key

       Above is an example of SFTP configuration in Cyberduck. An example of FileZilla can be found here.

4. Connect to the SFTP server. You may see a Host Key Fingerprint the first time you connect. Check if this fingerprint matches the Host Key Fingerprint Bynder provided you with. This way, you can ensure you're connecting to the correct server. The Host Key Fingerprint may not be shown depending on your SFTP client.
5. Start transferring your files once you're successfully connected to the SFTP server.
6.  Notify your onboarding manager or customer success manager once all the files have been transferred successfully and you've filled out your import sheet.
7. We'll start importing your files into your Bynder portal and let you know when the import is complete.

Import Sheet Guideline

See here an example of the import file Bynder import instructions.

Follow the guidelines for a successful import:

• In addition to your files, your Onboarding or Customer Success Manager will need a CSV file that includes the information, metaproperty options, and other data you want to tag your files.
• There should not be any demo data included.
• The first ten columns of the spreadsheet are static and must exist in the following order. They cannot be removed or rearranged.
  • Asset Name (Required)
  • Asset Description
  • Brand (Required)
  • Date Created / ISO Publication Date (YYYY-MM-DD)
  • Copyright
  • Tags (comma-separated, no trailing spaces)
  • Path to Assets (Required
  • Archived (1 or 0)
  • Watermark (1 or 0)
  • New Filename
  • The headers for custom metaproperties must match the metaproperty name.
  • The options for custom metaproperties must match the metaproperty label.
  • The file paths must include the full filename and extensions (for example, Volumes/Drive/file_name.ext).
  • Metaproperty and metaproperty option dependencies are not respected. Data validation can be used for single-select metaproperties if desired.
  • New metaproperties must exist in the account with the relevant types 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, assets should be in a 1:1 relation to lines. The best practice is not to upload an asset more than once, for example, multiple lines with different metadata referencing a single asset. If the same path to an asset occurs, the last one will be ignored.
  • 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 after the import. (for example, New York/NY/NYC, or United States/US/U.S.)
  • Multiple metaproperty options (multi-select) and the descriptive keyword tags (column F) should be comma-separated in the same cell with no "trailing spaces" (for example, Option1, Option2, Option3 and not Option 1, Option 2, Option 3)
  • Multiple options should be distinct from one column.
  • Dates must be in the YYYY-MM-DD format.
  • Avoid special characters. This includes filenames, titles, descriptions, and all metaproperty options and values. The import script does not support these characters and may cause errors with the import.

Common non-alphanumeric characters that can produce errors:

• "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 these with standard text "straight quotes."
• ® ™ © $ £ - Symbols and é ñ î - Accented letters such as letters with grave, acute, circumflex, tilde, and umlaut can be supported. The provided sheet must be formatted in UTF-8 format, or an Excel file should be provided. This way, the PS team can honor the special characters.
• White space characters such as tabs, new lines, and embedded returns should be replaced.
• It is generally recommended to avoid using spaces in filenames, but if necessary, single spaces are acceptable, while double spaces should be avoided.
• While it is recommended to avoid special characters, we allow UTF-8 characters, except in Asset names.

FAQ

Can I export my files from Bynder to my SFTP server or AWS S3 bucket?

Yes, you can export your files. To learn more click here.

How long does it take to complete the import?

SFTP: It takes approximately one week per TB to load via SFTP.

S3: It takes approximately 3-5 days per TB to load from S3 to S3.

Updated September 16, 2024 18:22