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Automatic Folderwatch

(This feature is only available for Daminion Server version!)

The automatic folder watch ensures that any external changes made with your files will be immediately detected by Daminion and automatically updated in the catalog.

 

The following external changes are detected automatically

  • File name changes
  • Deletion of files from the monitored folder through an external application
  • Addition of new files to the monitored folder without using the Daminion import function
  • Added or edited metadata by external applications

Any Pre-existing subfolders within a watched folder are also automatically monitored. So you can simply enable folder watching for the top-level folder.

However, subfolders which are externally created and then subsequently added cannot yet be recognized by Daminion. Therefore, we recommend you to create new folders only from within Daminion.

Although this folder monitoring function is relatively resource saving, it is not advisable to turn on automatic monitoring for the entire catalog. It is more efficient to limit folder monitoring to those which are relevant.

 

 

This automatic folder watching feature has several useful applications.

You can, for example, define a monitored folder as your “inbox”, in which all the new, to be imported to Daminion files, are initially copied from external sources. This would have the advantage that all users can get access to these files in the network without each user needing individually import these files with their own Daminion client. In the second step, these additions can then be inspected either in Daminion or any another program to sort out unwanted images. Finally, if the inventory is deemed okay for you, then a Daminion user with appropriate access privileges can move these files into their final destination folders.

 

You can, for example, create a monitored import folder to which you can copy all the files you wish to be added to Daminion. This would be advantageous when collaborating with other users because rather than each user needing to individually import the files they can simply be granted access through the Daminion Web-client.

In the second step, the newly added files can then be viewed either in Daminion or via another program and unwanted images can be deleted.

Another useful application is for certain folders to be automatically monitored for external modification. This is useful, for example, when working with images that you want to edit with external programs. Thus, you can open, edit and re-save these pictures using the same filename and Daminion will automatically recognize and note the time and date of any external file modifications that have occurred since the last import or update.

 

Please note that when changes to the image content are made using an external image editor, the thumbnail preview images are not automatically updated. To update the thumbnails of edited files in Daminion, simply use the keyboard shortcut [Ctrl + B] and Daminion will reanalyze the image files and generate new thumbnail images.

How to activate the automatic folder watch

Automatic Folder Rescan

During the import Daminion is only able to save the link to the original file in the catalog and therefore it can happen that the folders and/or data from the catalog become unsyncronised with the actual contents of the file on the local drive. This can happen, for example, if you delete a folder or file outside of Daminion after the import process has been completed or if you add newer files to the imported folder. Daminion can not detect such externally altered files.

 

Jpeg-Offline-A

Missing original files in Daminion that were externally deleted or moved to another location are shown in the Daminion browser with a question mark icon.

 

 

 

 

In addition, this folder monitoring may also be useful for the following workflows:

  • If you regularly scan new photos and store them in a specific folder.
  • If multiple users regularly add new photos to a shared network folder.

In these cases Daminion offers the function of an automatic folder Update. This function allows you to keep your current catalog files automatically synchronized with the actual folder contents.

 

 

Automatic update of the folder contents

 

In the Daminion main window navigate through the Catalog Tags Panel and select the tag heading “Folders”.

FolderRefresh-1_ENG

Now simply right click on the folder which content you wish to be kept automatically updated and select the command “Switch Auto-Rescan On”. This function also alows you to keep multiple folders automatically updated. To do this simply repeat the above steps.

FolderRefresh-2_ENG

 

The folder icon will now be shown with a small magnifying glass symbol to indicate that this folder is being monitored and synchronised by Daminion.

 

Next the type of the automatic udpate must be set.

To do this navigate through the file menu and click on “Catalog” > “Auto-Rescan Settings…”.

This opens the settings window for the automatic folder update function.

 

FolderRefresh-4B_ENG

A This switch allows you to turn the automatic update function on or off.

 

B If you select this option, all external changes to the original files will be immediately detected and updated accordingly in your Daminion catalog. This method is recommended because it is resource-conserving as compared to the scheduled updates option. Read more about Folder Watch…

C Alternatively you can choose for the folder to be checked for updates at a desired frequency. Please keep in mind, that particularly in folders with many files, the timed upgrade process can cause a lot of data traffic. This can cause comprimise performance due to network overload.

Therefore we recommend to set the time interval to less than the default 10 minutes only in special cases. Time intervals of 10 minutes and longer can be used safely.

D Here you can specify whether you want to look at the update after new files have been added. If you, for example, have imported a folder and its contents, the entire folder will be synchronized with the Daminion catalog. If, for example, you add more files to the original folder without correcting the catalog information to reflect this change.

With the button “Import filters” you can access the import filter settings, in which you can specify your own import rules. For more information on import filters, please refer to the Chapter Adding an unknown File Format to the list of import filters

E With the first option you can specify whether no-longer existing original files should be removed from the catalog.

Links in the catalog that refer to missing original files are then automatically removed from the catalog. Such no-longer valid links to the original files can occur if the original files were, for example, deleted or renamed outside Daminion with Windows Explorer.

With the second option you can specifie whether files that are described externally with new metadata should also be described as such within the Daminion catalog.

For files that have different metadata content the catalog will be updated accordingly with the new information. Such inconsistent data may occur when the metadata of the external files have been subsequently modified, for example, with an external application. With this option you have the choice to adopt this modified data in the catalog or to instruct Daminion to maintain the original catalog information about these files.

Once you close the window with OK, the folder update will take effect.

 

 

Adding an unknown file format to the list of import filters

Daminion supports a wide variety of file formats. Nevertheless it may happen in rare cases that you need to import a previously unrecognized file format.
For this, Daminion offers you the ability to manually integrate this unknown file format.

To add such an unknown format to the Daminion import filter, navigate to the file menu and click on “Catalog” -> “Import Filters…”.

NewFileFormat-1b2_ENG

 

In the following dialog that opens, you can now enter the desired file extension of your file format right in the box below. You can here also enter multiple file types simultaneously if you like. However, please note that all entries must be separated by a semicolon.

NewFileFormat-2_ENG

In our example, we have entered the DVD-Video VOB format. Right after you closed this dialog by pressing the “OK” button, even VOB files can now be imported into Daminion.

Notice: importing via drag & drop with this user defined file formats are not supported. To import these files, you must run the Import dialog either from the File menu or use the keyboard shortcut [Ctrl + i].

 

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As you can see on the above screen shot, these user-defined file formats will be displayed in Daminion with a standard thumbs preview and in the list of media formats in the Catalog Tags Panel, these manually added file formats are listed as “unknown“.

Otherwise, Daminion will treat these files the same way like all other media files. When such a file format is linked in windows to an external viewer program, it will automatically launch with a double click on the thumbs view in Daminion.

In the chapter Add Custom Thumbnail you can learn how to change the default thumbs preview into a user defined thumb.

Rescan Folders Option

As Daminion only stores links to the original files at the time of import, it may happen, that the content of the folder path is different than the links to the already imported files. This can caused by deleting one or more files from the folder after the import was completed or adding some more files into an already imported folder afterwards. In both cases, Daminion can’t detect those file operations possibly made by other software outside Daminion.

 

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Missing original files in Daminion that were externally deleted or moved to another place, are displayed with a corresponding question mark.

 

 

 

 

 

Especially for those cases Daminion provides a feature called “Rescan Folders”. To get your image folder containing your original images always in sync with the Daminion catalog, you can use this Rescan Folders function.

 

How to rescan a folder in Daminion

Within Daminion navigate to the Catalog Tags Panel. It’s is usually located on the left side of the Daminion interface. There you go to the folders bar and expand it by clicking on the small triangle on the left side if it’s not already expanded. Now you will see a list of all folders and sub-folders which currently exist in the Daminion catalog.

 

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Now locate the folder you want to get synchronized with the catalog and right click on it with the mouse button. In the context menu you will see a command called “Rescan Folders…” which you can start the rescan process with. Alternatively you can also use the keyboard shortcut [F6] to open the rescan folder dialog for a certain folder. After confirming this command following dialog will appear:

RescanFolders-2_ENG

Here you can select how Daminion should perform the folder scanning!

By activating the first option: “Add New Files” Daminion scans the folder for newly added files, which are not already imported and add them into the catalog just like a new import process. After the rescan folders process, Daminion will show all newly added files in the browser where you can continue with tagging these files.

The second option: “Remove Missing Files from Catalog” let Daminion remove from the catalog all the links referred to files which do not exist anymore. This can occure since they are deleted/renamed or moved into a another place outside Daminion.

The third option “Update Catalog Tags for Modified Files” means that Daminion re-reads the complete metadata of the files and compares them with the related metadata information in the catalog. If the metadata in a file is different than the information stored in the catalog, Daminion updates its catalog by this new information. Those inconsistencies can happen when certain metadata was changed by external software. So with this option you always have the choice of either keeping the information in the catalog or update it with the information from the file while adding those files into the catalog.

 

 

Rescan Report

After the Rescan has performed a report will be automatically created. To open and view this Report navigate in the Daminion menu to “Catalog” -> “Latest Rescan Report…”.

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Importing

Adding new files to an existing catalog

In order to manage your assets with Daminion, you must first import your data into a catalog. Daminion offers two ways of doing this.

You can use the dedicated Import option (described later in this chapter), or the rescan folder option, which synchronizes already imported folders within the Daminion catalog.  The rescan folder option is described in “Rescan Folder Option“.

The Import dialog can be accessed either by clicking the “Add Files …” button (shortcut Ctrl + I) or by dragging and dropping files directly from Windows Explorer in the Daminion browser window. If the destination folder already exists in the Daminion catalog but doesn’t contain files to be imported, you can use the automatic folder synchronization instead (see “Automatic Folder Rescan“)

You can also import files using Windows copy/paste commands. Just copy the files from the Windows Explorer (shortcut Ctrl+C) and paste them intothe Daminion browser (shortcut Ctrl+V). The import dialog will open immediately with the files pasted in place.

 

Overview of all functions in the import dialog

 

The Daminion Import Dialog:

Import_3a

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  Import Source

Select new source path for files to be imported.

 Group by

Choose whether images are sorted by date, name or file type.

 Add files to the catalog

With this option selected, Daminion only reads the metadata from the files but leaves the actual files in the source folder (recommended if, for example, your files already exist in the desired destination folder).

 Copy files to the folder and add to the catalog

When selecting this option, you must specify a source folder. See (F)

 Delete source files after successful transfer

With this option checked, Daminion deletes all files in the source folder after copying.

 Destination folder

If (D) is enabled, Daminion needs to know where to copy the files. This can be either a local folder path or a network path. Please note, however, that files copied to local paths cannot be accessed by other users on the network.

 Create Sub-Folders

Import_1bIn addition to the specified destination path, Daminion can also create subfolders automatically using special tokens selected from the drop-down list. For example, you can program Daminion to create folder names by date, time or by camera brand. Click on “Customize…” in the drop-down list to create your own naming scheme and save it for later use. Once saved, your customized naming schemes are added to the drop-down list. For more information please read Assign Tag Presets.

 Rename Files

With this option checked, files are renamed automatically during the import process. The procedure is the same as renaming folders.

 Assign Tag Preset

Define your own tags and determine which should be assigned automatically during the import process. Once created, these import requirements can then be accessed from the Properties panel.

Convert RAW files to DNG

If you have the free Adobe DNG converter already installed on your PC, you can convert camera RAW files to the DNG format.

 Create Categories from Folder Names

With this option checked, Daminion automatically creates category tags based on the names of source folders.

 Check all/Uncheck all

Use these buttons to select or deselect all images in the import window.

 Import

Closes dialog. Import begins.

 

Step-by-step instructions for importing your files

On the Daminion main screen, click the “Add Files” button (top left corner). This opens a submenu that displays all the connected devices you can import files from.

Import_1a

 

Available devices in our example are a digital camera and a smartphone.
But for now, we just want to import some files from the local hard drive.

Click Browse files and folders” to open the Explorer window and select the path to the files you want to import.

Import_2

You can select individual files or an entire folder.
If you select a folder, all subfolders are imported as well.
Click the “Add” button to open the Daminion import dialog.

The selected files are now displayed as small thumbnails in the Import menu .

Import_3

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The little yellow squares above the previews indicate that these files are marked for import. You can leave the selection as it is or uncheck one or more previews by clicking the yellow square. When you hover the mouse over a preview of an image, it is automatically enlarged to make it easier to analyze.

Click the “Import” button to start importing the selected images. Daminion now reads all metadata information from the files and links the original files with the catalog. Once imported, all images are displayed in the Daminion browser. The results of the import operations are also stored in the Tags Panel under “Saved Searches”. This allows you to recall all the files that belong to this import by clicking the small circle which will turn green.

Daminion saves three import-states: “Last Imported”, “Imported Today” and “Imported Yesterday “.
In our example (see screenshot below), we have recently imported 10 files.

Import_4a

 

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