Categories – are single click searchable. They are also used to help decide which assets will show up in the related media section when viewing an asset. Categories can be used to reflect any existing folder hierarchy that you have in place via HotFolders, including Dropbox. Although they reflect folder structure, they do not replicate the functionality, as they are strictly metadata. So, an asset can belong to multiple categories, such as a date based category, a user based category, a location based category, etc.. Categories support drag and drop functionality from the table and gallery view.

Collections – are the bottom level tier of the Project/Library/Collection trio. Collections are groups of assets contained within Libraries. Collections are tied to the Library Tracker. Collections support drag and drop functionality. Clicking on a Collection within the Library Tracker will transfer the user to the Collections Module, which features tools such as Annotations. Examples: Marketing > Fall Advertising > Seasonal Clothing / Seasonal Art / Seasonal Food. etc..

Divisions – Have been removed as of version 8.19.

Groups – are designed to manage access to assets and special permissions. e.g. – Marketing Group, Editorial Group, PR Group, External Client A Group, etc.. each of these groups can be assigned to specific libraries which will determine who can see what. Groups can be used across catalogs.

Libraries – are the mid level tier of Project/Library/Collection. Libraries are specific components of Projects. Libraries can contain multiple Collections. Libraries have special permissions associated with them that can be used to filter content in catalogs marked as private (Data Manager/catalogsettings/catalogassetviewispublic). Libraries are sometimes been relabeled by universities as ‘Courses’.  Examples: Marketing Department > Fall Advertising Campaign > Seasonal Clothing -Or- School of Science > Introduction to Human Anatomy/ Applied Chemistry/ Advanced Biology > Chapter ## Resources.

Projects – are the top level tier of Project/Library/Collection. Projects are used to filter and manage Libraries, not assets. Examples: Marketing Department/ School of Science/ External Vendors > Specific Libraries > Specific Collections

Media Database (MediaDB) – A media database is a web based collection of organized media and related metadata. The media database comes with powerful API’s that can be used to build custom applications and front ends. EMShare, EnterMedia’s default front end, is the most common interface for the media database. The application is accessible via mobile devices, tablets and web browsers. … Additional technical details are available on our hosting setup page.

Roles – are designed to manage permissions. e.g. – Administrators, Power Users, Limited Users, Anonymous Users, etc. New Roles can be created by navigating to Settings/ (System Settings) Permissions/ Choose Role <Add New Role>. Roles can be granted access to private Libraries via the Privacy tab. Roles are specific to catalogs.

Tags (Keywords) – are click searchable. They are used to help decide which assets will show up in the related media section when viewing an asset. The click searchable feature is useful in the table view. It helps users find other assets that have been assigned the same tags. Tags are a general, catch all piece of metadata. We recommend using more specific fields when possible. Think general terms that people might use when they don’t know what exactly they are looking for. Examples: Beach. Nature. Wildlife. Fashion. etc..