Acquia metadata import service is one of several options for importing metadata into your DAM. Customers choosing this option receive benefit from the expertise of Acquia’s Professional Services who perform the work for customers. If you purchase the service, you will work with Acquia teams on a one-time import that ensures metadata, asset groups, and categories are mapped to your DAM appropriately. Contact your Acquia Account Manager to initiate your metadata import service.
In a nutshell, you create a spreadsheet of data that we review and import. When creating the spreadsheet, follow the guidelines below for formatting metadata, asset groups, and asset categories.
Metadata formatting
To begin logging metadata for each asset, open a new spreadsheet or edit an existing spreadsheet (e.g., if the metadata is being transferred from another digital asset management system).
Save the spreadsheet in the XLSX, XLS, or CSV format (XLSX is preferred).
Spreadsheets must only include one worksheet, or tab. If there are multiple worksheets, they must be combined into one and the additional worksheets must be deleted.
Column headers
Label column A Filename. Label each subsequent column header with the exact metadata field, category, or asset group that will be in your site.
There can only be one row of header information.
Remove all formatting and filters from the header row.
Data formatting
When entering metadata in each cell:
Do not use hard, or carriage, returns.
Remove all hidden columns or rows if they contain data you do not want imported.
Validate that text does not contain any XML entities, which look like "&1232;".
The spreadsheet cannot contain any errors, formulas, or references to other worksheets.
To clear formulas from all cells, select the appropriate column(s) or row(s), then choose Copy > Paste Special > Values. Please be aware that if you have formatted a numeric field, this will remove the formatting and you will need to reformat that column.
Filename matching
The import tool matches the filename in the site to the filename on spreadsheet, so filenames must match. There is no way to match parts of a filename or ignore symbols, such as the underscore ( _ ).
Filenames can be upper or lowercase, as the import tool ignores capitalization.
Filenames must include extensions (.pdf or .jpg) in order to match the record to the file in the site.
Examples of matching filenames
Filename on spreadsheet
Filename on site
Filename matches or does not match
11528 Blue Bike.jpg
11528 Blue Bike.jpg
Match
Eudaimonia_brochure.pdf
Eudaimonia_brochure.pdf
Match
11528 Blue Bike
11528 Blue Bike.jpg
Does not match
Eudaimonia_brochure.zip
Eudaimonia_brocure.pdf
Does not match
Formatting by field type
The spreadsheet can be formatted by text fields, date fields, or controlled vocabulary fields.
Text and numeric fields
Text fields can be completed with sentences, phrases, or comma-separated lists.
If your metadata has special characters, such as symbols or foreign characters, review the "Are there good and bad characters for filenames?" article for a list of characters that are imported. Characters not included on the good and bad characters list cannot be successfully imported.
Be careful with text values that consist only of numbers. Ensure these cells are formatted as text, otherwise leading zeros will be removed.
For numeric fields that are not dates, only integers should be used. Decimals will be rounded down.
Date fields
Date fields must be formatted as MM/DD/YYYY, or 01/01/2020, for example. No other formats or timestamps are allowed.
Controlled vocabulary fields
Asset groups
If you’ll be mapping files to asset groups as part of your import, the values listed must match the asset group exactly as it’s listed in the system, including capitalization. Assets listed on the file that are not assigned to a new asset group will stay in the existing asset group. You can also determine whether you want the import to either:
Add to the existing asset group(s)
Replace the existing asset group(s)
Be sure to let us know which method you’d like. The option will apply to all files in the import.
Controlled metadata fields
For controlled vocabulary fields, like dropdown or palette fields, you have two options for importing files.
The values on the import file match the values in the DAM exactly and no new values are added. This means that all values for controlled fields match exactly to a value that already exists in the system. There cannot be any extra spaces or characters. Capitalization is ignored. Any value on the worksheet that is not in the site will be ignored. Here are some more details:
The DAM Customer Support team can provide an export of the controlled values from your site, so you can ensure an exact match. There is an additional cost for this service.
This method is helpful if your file contains a lot of unwanted data but you do not want to spend the time deleting it.
The best way to check that the values on the spreadsheet are aligned with the values defined in the site and spelled according to the spelling in the site is to sort the spreadsheet by the column with controlled metadata fields and verify there are no misspellings. You can also use the filter tool in Excel to review all values in a column. If values don’t match, correct either the spreadsheet or the site list.
Extra spaces at the end of values will cause the import tool to error. Remove extra spaces using find and replace.
Even pluralizing a word in the spreadsheet when it is not a plural value in the site will cause the import tool to error.
The values on the import file are new and will be added to the site as new values for your controlled vocabulary lists. In this case, be sure everything is spelled correctly and there are no extra spaces, which will create duplicate values in the site.
This method is helpful for populating new values into a new site with no existing values.
In the following example, there are eight values defined under the Existing List Value Name. You can indicate one or more of these values in the spreadsheet. If you indicate a new value, like TIFF or SKETCH, it will be added to the list of values in your site.
If more than one value must be assigned to an asset — in the case of asset groups or controlled vocabulary — enter all values in one cell using the multi-value separator pipe sign ( | ) to separate each value, as shown in this image. Be careful that the separator used for multiple values does not appear anywhere else in the text of the worksheet. Do not include spaces before or after the ( | ) symbol.
In the table above, the import tool will place the Bliss environment.jpg asset in all of these asset groups:
Eudaimonia
Photography
Public
Asset category mapping
To indicate the category path(s) for each asset, create a new column titled Categories. In each cell, include a parent asset category name. Add child asset category name, if applicable. Separate each child from the parent category with the greater than hierarchy separator ( > ). Place all parent and child categories in one cell.
Do not indicate child categories in separate columns. Be careful that the separator used for categories does not appear anywhere else within a category. Do not include spaces before or after the ( > ) symbol.
For assets that should be placed in more than one parent category, use the multi-value separator pipe sign ( | ) to indicate unique category paths.
For assets that should be placed in more than one child category, use the greater than separator ( > ) to represent the first parent/child relationship, followed by a multi-value pipe ( | ) and then the second parent/child category.
In the table above, row 3 shows that Bliss_angle_blue.jpg will be placed in two parent categories: Stock Photos and Bikes.
Row 5 places Packaging_rim.ai in parent category For Review, child category Partner Photos, and parent category Bikes.
Row 7 places wall_social_campign.png into parent category Stock Photos and two child categories, Icons and Signage and Banners. Note that each path is listed separately.
Row 9 places e-favicon.svg into parent category For Review, child category Partner Photos, parent category Bikes, and parent category Marketing Materials.
For reference, the structure would look like:
Bikes
Marketing Materials
Stock Photos
How do I prepare for metadata import service?
Acquia metadata import service is one of several options for importing metadata into your DAM. Customers choosing this option receive benefit from the expertise of Acquia’s Professional Services who perform the work for customers. If you purchase the service, you will work with Acquia teams on a one-time import that ensures metadata, asset groups, and categories are mapped to your DAM appropriately. Contact your Acquia Account Manager to initiate your metadata import service.
In a nutshell, you create a spreadsheet of data that we review and import. When creating the spreadsheet, follow the guidelines below for formatting metadata, asset groups, and asset categories.
Metadata formatting
To begin logging metadata for each asset, open a new spreadsheet or edit an existing spreadsheet (e.g., if the metadata is being transferred from another digital asset management system).
Save the spreadsheet in the XLSX, XLS, or CSV format (XLSX is preferred).
Spreadsheets must only include one worksheet, or tab. If there are multiple worksheets, they must be combined into one and the additional worksheets must be deleted.
Column headers
Label column A Filename. Label each subsequent column header with the exact metadata field, category, or asset group that will be in your site.
There can only be one row of header information.
Remove all formatting and filters from the header row.
Data formatting
When entering metadata in each cell:
Do not use hard, or carriage, returns.
Remove all hidden columns or rows if they contain data you do not want imported.
Validate that text does not contain any XML entities, which look like "&1232;".
The spreadsheet cannot contain any errors, formulas, or references to other worksheets.
To clear formulas from all cells, select the appropriate column(s) or row(s), then choose Copy > Paste Special > Values. Please be aware that if you have formatted a numeric field, this will remove the formatting and you will need to reformat that column.
Filename matching
The import tool matches the filename in the site to the filename on spreadsheet, so filenames must match. There is no way to match parts of a filename or ignore symbols, such as the underscore ( _ ).
Filenames can be upper or lowercase, as the import tool ignores capitalization.
Filenames must include extensions (.pdf or .jpg) in order to match the record to the file in the site.
Examples of matching filenames
Filename on spreadsheet
Filename on site
Filename matches or does not match
11528 Blue Bike.jpg
11528 Blue Bike.jpg
Match
Eudaimonia_brochure.pdf
Eudaimonia_brochure.pdf
Match
11528 Blue Bike
11528 Blue Bike.jpg
Does not match
Eudaimonia_brochure.zip
Eudaimonia_brocure.pdf
Does not match
Formatting by field type
The spreadsheet can be formatted by text fields, date fields, or controlled vocabulary fields.
Text and numeric fields
Text fields can be completed with sentences, phrases, or comma-separated lists.
If your metadata has special characters, such as symbols or foreign characters, review the "Are there good and bad characters for filenames?" article for a list of characters that are imported. Characters not included on the good and bad characters list cannot be successfully imported.
Be careful with text values that consist only of numbers. Ensure these cells are formatted as text, otherwise leading zeros will be removed.
For numeric fields that are not dates, only integers should be used. Decimals will be rounded down.
Date fields
Date fields must be formatted as MM/DD/YYYY, or 01/01/2020, for example. No other formats or timestamps are allowed.
Controlled vocabulary fields
Asset groups
If you’ll be mapping files to asset groups as part of your import, the values listed must match the asset group exactly as it’s listed in the system, including capitalization. Assets listed on the file that are not assigned to a new asset group will stay in the existing asset group. You can also determine whether you want the import to either:
Add to the existing asset group(s)
Replace the existing asset group(s)
Be sure to let us know which method you’d like. The option will apply to all files in the import.
Controlled metadata fields
For controlled vocabulary fields, like dropdown or palette fields, you have two options for importing files.
The values on the import file match the values in the DAM exactly and no new values are added. This means that all values for controlled fields match exactly to a value that already exists in the system. There cannot be any extra spaces or characters. Capitalization is ignored. Any value on the worksheet that is not in the site will be ignored. Here are some more details:
The DAM Customer Support team can provide an export of the controlled values from your site, so you can ensure an exact match. There is an additional cost for this service.
This method is helpful if your file contains a lot of unwanted data but you do not want to spend the time deleting it.
The best way to check that the values on the spreadsheet are aligned with the values defined in the site and spelled according to the spelling in the site is to sort the spreadsheet by the column with controlled metadata fields and verify there are no misspellings. You can also use the filter tool in Excel to review all values in a column. If values don’t match, correct either the spreadsheet or the site list.
Extra spaces at the end of values will cause the import tool to error. Remove extra spaces using find and replace.
Even pluralizing a word in the spreadsheet when it is not a plural value in the site will cause the import tool to error.
The values on the import file are new and will be added to the site as new values for your controlled vocabulary lists. In this case, be sure everything is spelled correctly and there are no extra spaces, which will create duplicate values in the site.
This method is helpful for populating new values into a new site with no existing values.
In the following example, there are eight values defined under the Existing List Value Name. You can indicate one or more of these values in the spreadsheet. If you indicate a new value, like TIFF or SKETCH, it will be added to the list of values in your site.
If more than one value must be assigned to an asset — in the case of asset groups or controlled vocabulary — enter all values in one cell using the multi-value separator pipe sign ( | ) to separate each value, as shown in this image. Be careful that the separator used for multiple values does not appear anywhere else in the text of the worksheet. Do not include spaces before or after the ( | ) symbol.
In the table above, the import tool will place the Bliss environment.jpg asset in all of these asset groups:
Eudaimonia
Photography
Public
Asset category mapping
To indicate the category path(s) for each asset, create a new column titled Categories. In each cell, include a parent asset category name. Add child asset category name, if applicable. Separate each child from the parent category with the greater than hierarchy separator ( > ). Place all parent and child categories in one cell.
Do not indicate child categories in separate columns. Be careful that the separator used for categories does not appear anywhere else within a category. Do not include spaces before or after the ( > ) symbol.
For assets that should be placed in more than one parent category, use the multi-value separator pipe sign ( | ) to indicate unique category paths.
For assets that should be placed in more than one child category, use the greater than separator ( > ) to represent the first parent/child relationship, followed by a multi-value pipe ( | ) and then the second parent/child category.
In the table above, row 3 shows that Bliss_angle_blue.jpg will be placed in two parent categories: Stock Photos and Bikes.
Row 5 places Packaging_rim.ai in parent category For Review, child category Partner Photos, and parent category Bikes.
Row 7 places wall_social_campign.png into parent category Stock Photos and two child categories, Icons and Signage and Banners. Note that each path is listed separately.
Row 9 places e-favicon.svg into parent category For Review, child category Partner Photos, parent category Bikes, and parent category Marketing Materials.
For reference, the structure would look like:
Bikes
Marketing Materials
Stock Photos
Icons
Signage and Banners
For Review
Partner Photos
Next steps
Submit your spreadsheet file to us, and we'll review it and compare it to the existing site structure. If changes are required, the file will be sent back to you.
We won't edit your metadata or conduct a cleanup of the file. If those services are needed, our teams may be able to help.
Once the file is ready, we'll import the metadata to the site. If any errors are identified during the process, the file will be sent back to you. We'll notify you when the import has finalized.
Did not find what you were looking for?
If this content did not answer your questions, try searching or contacting our support team for further assistance.
Icons
Signage and Banners
For Review
Partner Photos
Next steps
Submit your spreadsheet file to us, and we'll review it and compare it to the existing site structure. If changes are required, the file will be sent back to you.
We won't edit your metadata or conduct a cleanup of the file. If those services are needed, our teams may be able to help.
Once the file is ready, we'll import the metadata to the site. If any errors are identified during the process, the file will be sent back to you. We'll notify you when the import has finalized.
Did not find what you were looking for?
If this content did not answer your questions, try searching or contacting our support team for further assistance.
Acquia DAM