Importing Assets with SFTP

  • Updated

If you are in the process of onboarding or need to import multiple files, you can utilize SFTP for secure file importing 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 any data or size restrictions. Bynder will give you an AWS bucket username and arrange the SFTP server for you. 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.

Upon completion of the import process, the AWS bucket transferred files, and SFTP server will be deleted.

How to Request an Import

Please contact your Customer Success Manager to learn more about this service and any associated costs. 

Migrating From an Existing System to Bynder

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

Incorrect and Inconsistent Spelling

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

Multiple Import Sheets

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

How to Import Files Using 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 this is done, you can upload your files to the AWS Bucket and fill in the Import sheet.

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 get to 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 in 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.
  • Spaces in filenames are always advised against; however, this can be used as long as there are no double spaces.
  • Even though it's advised not to use special characters, we can accept UTF-8 characters (except in Path to Asset names).

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