We have put together a collection of common questions that can be a useful guide for discussions to have during consultancy to make sure you're getting the most from your Asset Bank. Where possible we've included links to articles in our helpdesk which may help you prepare. 

Taxonomy

• Are you happy with your Folder structure for your users to browse and your admins to control permissions?
• Describe the Attributes you have in mind over and above the defaults. What information about your assets is most important?
• Which Attributes should be mandatory? Which should be 'required for completeness'?
• Are there any attributes you need to make mandatory during Bulk Upload?
• Do you have any licensing restrictions or usage restrictions on specific assets? How can a user tell what the allowed uses are?

Groups and user permissions

• Should admin users be notified and expected to manage approval requests, or should this be delegated to a separate group of users?
• Have you created Groups to set user permissions relating to uploads, edits and downloads?
• Do you need to hide assets from certain users based on metadata, such as 'inactive' or 'expired' using Attribute Exclusions?
• Which Attributes should be visible or editable to your users?
• Should certain download options be displayed for only a certain group of users instead of everyone?
• Will you require a multi-stage approval process for uploads and edits? For example, requiring approval from two different groups such as a local and global marketing team before an asset goes live?

General Display

• Which Attributes should be displayed on the different pages of your Asset Bank, such as viewing an asset, browsing, or searching?
• Would you like to group your attributes using collapsible group headings?
• Are you happy with the search options that are visible on the Advanced Search page?
• Do you need your users to receive notifications when assets are uploaded generally or when they meet certain search criteria?
• Do you need to preview Microsoft Office documents within the application?
• Do you need to edit content in the system, such as renaming the application (e.g. 'Media Library') or Lightbox (e.g. 'Collection')? 

Adding files to Asset Bank

• Do you have any embedded metadata in your files that would be of use extracting during upload so that the information is then searchable in Asset Bank, or during download for it to show up in third-party software such as Adobe Bridge?
• Do you need FTP upload to be configured for your Asset Bank?
• What will be your day to day process of uploading files to Asset Bank?
• Do you need to migrate your assets from an existing system?

User Access

• How will you get users set up in Asset Bank before launch?
• Do you have Single Sign-On (SSO) enabled?
• If so, do your SSO users need to be automatically added to Groups?
• Do you have users accessing the system from around the globe?

Download Options

• Have you reviewed the usage types to make the download process quick and easy for your users?
• What filename would you like the downloaded file to have?
• Do you want any of the information held in Asset Bank attributes to be embedded into the files during download?
• Do you want to display any of your attributes during the download process? (e.g. to re-enforce usage rights.)
• Should your users be able to share assets externally via email or via Published Lightboxes?

Linking Assets

• Would it be useful to use relationships to display linked assets when viewing one of a set?
• Do you need to force the download of certain assets when others are downloaded? (e.g. branding guidelines with logos.)
• Do you have model release forms that you need to associate with images?

Terms & Conditions

• Have you customised the Terms and Conditions that need to be accepted at the download stage?
• Would you like your users to be required to accept Terms and Conditions to log in?

Email

• What would you like the 'from' address of all emails to be?
• Is your logo displaying correctly in the emails generated by Asset Bank?
• Do you need to update any content of the email templates?
• Would you like to alert users if an asset they have previously downloaded has been changed.