MediaValet 04-1395-01-000-2024-1 CCE Financial Statements Instruction Manual

MediaValet 04-1395-01-000-2024-1 CCE Financial Statements

Product Information

Specifications:

• Product Name: MediaValet CCE
• Process Type: External Vendor Asset Management
• Platform: coquitlam.mediavalet.com

Product Usage Instructions

External Vendor Submission Process:

1. Visit coquitlam.mediavalet.com and log in with provided credentials.
2. Navigate to the Upload tab.
3. Upload Assets:
   • Click Choose Files to select assets.
   • Ensure files follow the specified file naming convention.
   • Click Continue once assets are selected.
4. Add Categories:
   • Select all assets.
   • Click Add / Edit under Bulk Categories.
   • Select External Vendor category and apply.
   • Click Send for Approval.
5. Send for Approval:
   • Add Assets to a new lightbox with event/shoot name and date.
   • Select Submit Assets Now and staff member’s name.
   • Click Done.

External Vendor Feedback Review Process:

1. Approved assets are ingested immediately.

2. Rejected assets have comments for feedback and change requirements.

3. To access feedback comments:

   • Navigate to the category within the DAM to view uploaded assets.
   • Review feedback on rejected assets by clicking Detailed
     Information.

4. Implement feedback on rejected assets and re-upload when ready.

CCE Asset Review Process:

1. Upon receiving assets for review, navigate to the Approve tab within the DAM.
2. Select batch of assets to review and click Review Assets.
3. Expand asset preview, add comments, and approve/reject.
4. The photographer will be notified of the decision and any feedback.

Frequently Asked Questions

• Q: How do I know if my assets have been approved or rejected?
  • A: Approved assets have a green circle, while rejected assets have a red circle next to them within the DAM.
• Q: Where can I find feedback on rejected assets?
  • A: Navigate to your category within the DAM, hover over the rejected asset, and click Detailed Information to view feedback.

External Vendor Asset Upload Process

1. MediaValet CCE Admin: Ensure that an External Vendor (EV) account has been created for the client and that they have their own corresponding category under ‘External Vendor’. Refer to the Operation Guide on how to set this up.

External Vendor Submission Process

1. Visit coquitlam.mediavalet.com and log in with the credentials provided by clicking Log In with Email and Password
2. Navigate to the Upload tab.
3. Upload Assets: Click Choose Files to select assets you would like to upload. Ensure that the files follow file naming convention below. Click Continue once selected
4. Add Categories: Select all assets and click Add / Edit under Bulk Categories. Click the plus sign next to External Vendor to expand the list and select you or your company. Click Apply. Once Categories are applied, click Send for Approval at the bottom next to Continue.
5. Send for Approval: Select Add Assets to a new lighbox and title it with the name of the event/shoot and the date. (ie: Lights at Lafarge photos [November 23, 2023]). Select Submit Assets Now and select the name of the staff member you were working with from the drop down list. Click Done.

You will receive an email confirming that your assets have been uploaded and are awaiting approval.

External Vendor Feedback Review Process:

Assets that are Approved will be ingested right away. Any assets that are Rejected will have comments available as to why they were rejected and with feedback on change requirements. Once assets have been reviewed, you will receive an email.

To access feedback comments:

1. Within the DAM, navigate to your category to expand the selection to show recently uploaded assets. Assets with a green circle have been approved and assets with a red circle have been rejected.
2. Review feedback on rejected asset: Hover over the rejected asset and click Detailed Information
3. Navigate to the Comments tab to review comments. (Note: You can leave comments though we will not be notified – the feature to have a notification will be in a future MediaValet update.)

From here, you can implement feedback on the applicable assets and re-upload once ready!

CCE Asset Review Process

When the photographer has submitted assets for you to review, you will receive an email from MediaValet.

To review the assets:

1. Within the DAM, navigate to the Approve tab. Select the batch of assets you would like to review and click Review Assets.
2. Click on the image preview to expand the asset you would like to review. Add any comments and check Approve or Reject. Click Approve/Reject. The photographer will receive an email indicating that a decision has been made on their assets and will invite them to the DAM to review any feedback.
3. Make sure the corresponding photo release form has been included.

CCE Asset Finalization Process:

After all assets have been approved, you will need to properly categorize keywords and apply attributes to the new images as well as move them out of their External Vendor category. (If you need support with this step, please reach out to Julia/Caileigh)

1. Navigate to the External Vendor category and select the vendor to expand their category of recently uploaded assets.
2. With all assets selected (check Select Page), click the green Actions button. Go through one by one: Add Keywords, Add Categories, Add Attributes. Add Keywords Add any keywords that are Coquitlam-specific. Think of the way in which the photo can be used and add keywords that you feel would help designers and coordinators source images. For example, if there are photos that show multi-modal transportation, consider adding keywords such as “e-mobility”, “micro-mobility” or “active transportation”. Add Categories Ensure that Remove existing categories before adding is selected (this removes the assets from the External Vendor category) and select all applicable categories. Add Attributes Ensure photos have an expiry date set for 5 years from the date that the photo was taken. Select the photographer from the drop-down menu. (Note: if the photographer is not on the list, please contact Caileigh to have them added to the list.)
3. If the assets have release forms, upload the pdf (if the document has a CEDMS filename, keep this so that it can be located in CEDMS if needed) and save to the same categories as the corresponding assets. Once uploaded:
   • a. Hover over the asset and select View Detailed Information.
   • b. Select the Related Assets tab and enter in the year and event/subject of the assets and click Search. For example, if the assets were called “2023 Summer Concert Series – Town Centre Park – Summer – August”, search for “2023 Summer Concert  Series”.
   • c. Select all applicable assets and click Add.

References

• MediaValet

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