TAGGING, SEARCHING AND DOWNLOADING
Why should I use tags?
Tags are searchable labels given to each file to make them easier to find. When you tag your files with descriptive search words, nobody needs to remember in what folder the files are. Any user can go straight to the search bar and write search words that describe the material they are looking for.
Basically, if all your users need access to the same files, you can keep all files in just one folder. Yes, ONE folder! It just requires some good tags.
How to add and remove tags?
Only users with the folder right “Edit & Upload” can add and remove tags.
Add tags to files:
- Mark the file(s) you want to give the same tag(s)
- Select “Tags” in the right-click menu
OR click “Tags“ in the right side panel and then “Edit” next to “File Tags”
(If you do not see the side panel, click the “File / FolderInfo” button in the top right corner to open it) - Write all relevant tags, press Enter after each one to immediately save them
Add tags to folder:
When tags are added to a folder, they are attached to every file in the folder. When a file is removed from the folder, it will lose these tags. So consider if your tags should be added to the folder or the file.
1. Right-click the folder and select “Tags” in the menu
2. Write all relevant tags. Submit by pressing Enter after every word or click “Save”
3. Close the function by clicking anywhere on the screen
Reuse tags and save time
If a folder already holds files with good tags, you can add these to other files in the folder with just a few clicks
1. Mark the files that need the same tags
2. Click “Tags” in the panel on the right (Do NOT click “Edit”!)
(If you do not see the side panel, click the “Info” button in the top right corner to open it)
3. Below “Some files selected have these tags”, click the tags you want to add to all selected files
4. You can do the same with tags below “Tags added automatically”
Add tags before uploading:
When using programs such as Adobe Lightroom, Adobe Photoshop, or Microsoft Pro Photo Tools, you can add tags and titles before uploading. Use the IPTC fields Caption-Abstract, Headline, or ObjectName.
Remove tags:
- Mark the relevant folder or file(s)
- In the side panel on the right, click the “Tags” tab
- Click “Edit” next to Folder tags / File tags
- Click the x on the tags you want to remove
What is the difference between tagging a folder and tagging a file?
Folder tagging makes it easy to add the same tag(s) to all files in the folder in one go. When a file is moved from the folder, it will lose the folder tags and instead receive the tags from the folder it is moved to.
When tags are added to a file, they will stay with the file if it is moved or copied.
How does auto-tagging work?
Our artificial intelligence recognizes the content of the images as you upload and adds describing tags (search words) to each file. However, auto-tagging will rarely be sufficient alone, since a computer can’t identify places, events, people, context, etc – details that might be important to add so that you later can find the wanted images.
Auto-tagging is enabled by default and only admins can disable it.
In the side panel on the right, you will find all tags, added both manually and automatically (if Auto-Tagging is enabled).
If you do not see the side panel, click the “Info” button in the top right corner to open it.
Users with the folder right “Edit & Upload” can delete unwanted auto-tags from one or several files in one go. Just mark the relevant files, click “Edit” in the side panel next to “File Tags” and click the x next to every tag you want to delete.
How to search in Skyfish?
All files in Skyfish are searchable, so it should not be necessary to know in which folder they are placed. Just go straight to the search bar in the upper left corner and start writing the relevant keywords.
Mark Skyfish Drive to search across all your folders or mark a specific folder if you want to search in only that folder.
You can use the following as keywords in your search:
- Tags
- Title
- Original file name
- Photographer
- Description
- Folder name
You can enter more keywords to specify what you are searching for. Separate the keywords by spaces.
You can also filter out images by adding a minus sign in front of keywords.
Example:
You need an image of a female employee from your Norwegian branch and you don’t want a computer in the picture. You can write: “employee woman Norway -computer”.
By clicking the filter icon in the search bar you can switch between “Flexible”, “Standard” or “Exact” search.
- Flexible Search: Find results with partial matches.
- Example: Searching for “key lock” will return results with words like “keyboard” or “locket.” Includes auto-tags.
- Standard Search (Default): Find results with exact whole-word matches for any word in your search.
- Example: Searching for “key lock” will return results containing either “key” or “lock.” Includes auto-tags.
- Exact Search: Find results that match all whole words exactly as typed.
- Example: Searching for “key lock” will return results containing both “key” and “lock” together. Excludes auto-tags
The better your files are tagged, the easier it will be to find them!
How can I optimize my search by sorting, filtering and using different views?
You can change the presentation of files in Skyfish to get the best possible overview for the current task you are working on.
ICON VIEW: working with images
When working with images, you sometimes need to see the details in each image, and at other times a screen full of different images helps you to compare and find the most suitable illustration for your task.
Click the “View” button in the top right corner
Choose between 3 different icon views
Select a file or folder to view its data in the Info panel on the right. If this information is less important than having as many files as possible on the screen, you can open and close the side panel by clicking the “Info” button at the top right.
By using the arrows, either on the screen or your keyboard, you can quickly run through folders or files while checking and comparing the data in the side panel.
Sort by name, camera date, and upload date and filter by images, vectors, videos, and other files.
FULL-SCREEN VIEW: see every details
Double-click any image
Use the arrows on each side of the image (or your keyboard) to browse the images in the folder in a large size
LIST VIEW: sort by any data
Add extra columns and sort by any data!
1. Click the “View” button in the top menu
2. Select “List View”
Add more columns and sort your files:
Hover over any header and click the 3 dots on the right to add more columns, like expiration date, photographer, copyright, uploaded by, filetype, camera date, and formats.
Hover over the header of any column and click the arrow up/down to sort the files.
How can I find all copies of a certain file?
- Mark the file
- In the appeared right sidebar, select the “Metadata” tab
(if you do not see the sidebar, click the small arrow pointing left, and it will open) - Find “Folders” at the bottom. Click the folder name to go straight to the folder
If you want to delete duplicates, you must go to the folder from where you want to delete the file.
How to download files and folders?
Every user with access to a folder can download files from it.
Download a file:
- Mark the relevant file(s)
- Select “Download” in the upper menu or by right-clicking the file
- If you see a pop-up that tells you to “Complete the Download Log”, you need to either select a tag that describes what you will use the image for, and/or you will be given the option to describe it in your own words.
This information stays with the file and is visible to all users with “Edit & Download” access to the folder
Download a file in another format:
When downloading a file, you are automatically offered to download it in either the original format, or 3 smaller JPEG-versions prepared for you by Skyfish.
Download a folder:
- Right-click the folder and select “Download” in the menu
- Skyfish creates a link to a .zip file with all the content of the folder, including subfolders:
Folders with a small amount of data will be ready in seconds:
Click the “Download folder .zip” button when it appears in the pop-up
Folders with a large amount of data will take some time to convert to a .zip file:
- You will receive an email with a link to the .zip file when it is ready
- The link will also be made available inside Skyfish:
- Go back to the folder options menu and select “Download”
- Klik på knappen “Download mappen som zip-file”
- The link expires after 24 hours.
Can’t find the downloaded file on your computer?
The downloaded file or folder will be placed in the “Downloads” folder on your computer.
However, the file title in Skyfish is not necessarily the same as the file name, which is what you are looking for on your computer. You can find the original file name in Skyfish by marking the file and going to the “Metadata” in the right-side panel. You will find it at the very top.
How to share important information about a file?
Share important information regarding the use of a file, in a way that cannot be overlooked (e.g. “remember to accredit the photographer”).
The download notes are shown as pop-ups when a user tries to download or edit a file. The notes will also appear when a receiver of a shared link downloads a file.
Download notes can be added by users with “Edit & Upload” rights in the folder.
Create (or see) a download note:
- Mark the file(s)
- Select “Download notes” in the upper menu (or by right-clicking the file)
- Write the relevant information
- Click the “Add” button
Edit or delete a download note:
- Mark the file(s)
- Select “Download notes” in the upper menu (or by right-clicking the file)
- Hover over the note and click the pencil icon to edit the text. Press Enter to save your changes
or click the x to delete the note
How to edit an image before downloading?
The Editing Tool lets users adjust, crop, resize and add effects to images. A modified image can be downloaded or saved as a copy without ever harming the original file.
- Double-click the image file to get a full-screen preview
- Click the brush icon in the menu
- (if a Download Note has been added, just click “OK” when you have read and accepted the note)
- Select and use the wanted editing option
- Click “Save” to keep a modified copy of the file in Skyfish
or click “Download” to download the modified image without saving any changes in Skyfish
Everyone with access to a file can use the Editing tool.
For Admins:
Add cropping sizes tailored to your organization’s specific needs:
- Go to Settings
- Select “General” from the Admin-menu
- Find “Predefine Cropping Sizes” at the bottom of the page
- Add all the cropping sizes that you need and give them relevant names
- Click “Save”
Restrict the use of the editing tool by making it available only for users with “Edit & Upload” rights:
- Go to Settings
- Select “General” in the Admin menu
- Find “Editor” to add or remove the check mark
- Click the “Save” button
Who downloaded the file and what was it used for?
All users with “Edit & Upload”-rights for the folder can see who has downloaded the files and when. If the information was added, they can also see how the file has been used. The Skyfish feature is called “The Download Log”.
See who downloaded the file:
If a file has been downloaded from a link that was shared with a person who is not a Skyfish user, the Download Tracker will indicate the name of the user who created the link.
For Admins:
The Download Log will always save the name and the time for any download but you may want users to describe the purpose for the download.
You can enable the Download Tracker Tool: every time users download a file from your Skyfish, a pop-up will either let them select from predefined purposes (e.g. brochure, SoMe, Newsletter etc) or describe with their own words how they intend to use the file.
To enable the Download Tracker Tool:
- Go to Settings
- Select “General” in the Admin menu
- Find the “Download tracker” section
- Add a checkmark to “Enable Download tracker”
- Select if
- Users must always state what the file will be used for (this allows users to write in their own words)
- Users can only choose from predefined options created by an admin
- Both
- Click the “Save” button