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Pickit for
Admins Overview

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This guide looks at the experience for both Enterprise and Business Plan admins. Please note: Enterprise and Business labels will distinguish which features are available for which plan. If you'd like to learn more about our different plans and pricing please visit pickit.com/pricing.

Hello Pickit admin, we're glad to have you here! Pickit is the world’s simplest digital asset management system, built for the modern workplace. We're convinced it’s the easiest way to organize, optimize and share your company images, videos, documents, templates and brand assets in Microsoft 365 and on the web.

Pickit is very user-friendly and easy to navigate, but we put this guide together to support your worry-free implementation. In this guide, you'll find a reference to Pickit specific terms, technical overview, FAQs and an overview of features. If you'd like to learn more about our core features, we have additional guides that provide a deep dive look.

Learn more below

Content Administration Intro

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Content Administrators must log in to the online version of Pickit to manage their DAM system. You can log in using your email/password credentials or Single Sign-On at app.pickit.com.

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Once signed in, you will see the Public facing view of the DAM that end-users will also have access to. From here, only administrators can see the button that says  Admin Mode. Click here. 

Now you will be on the home page for Content Administration. From this view Content Admins can upload, organize and tag files, create collections, invite users, manage sharing permission, etc.   

Media files and documents that admins upload in this view will be available for users both online and in the add-in as long as the admin provides permission for that user to view the content. 

Media

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This view is where you can upload, organize and tag your image, video, audio files and access integrations with Getty Images and Dropbox. Pickit supports file types .ai, audio, .eps, .psd, .tif, .jpg, .gif, .png, .svg, .mp3 and .mp4. You can upload a batch of 50 files at a time by and there is no limit on individual file size. Click the 'Upload media' button to get started. 

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Upon uploading files you are given the option to add metadata that is searchable by admins and users with our search feature. Metadata you can populate include keyword tags, description, and filename. 

Additionally, you can easily update license management information like copyright, image license type, model release, property release, etc. 

Once you have uploaded a few files, you will see an option to create a Collection or Collection Group on the right side of the screen. Our main organization system is a folder or album type environment we call Collections. Typically, images in a collection share a common theme or concept.

Not sure where to start with a collection? A few ideas you might want to use could include "Logos", "Product Shots", and "Graphics". 

For Collection Groups you might want to use a more broad term like "Brand Content" which is a common theme for your collections. Under "Brand Content" you could then house the "Logos", "Product Shots" and "Graphics" collections. 

When your collection is populated with files and ready to share, there are several permission options. You can decide to share a collection with all users, a select few users, share outside your organization, or not share at all. Learn more about our sharing options below. 

For a step-by-step look at how to upload media, connect to our integrations with Getty Images and Dropbox, create collections, , add metadata, manage image licenses, share with users please visit the Pickit Media for Admins Guide.

 Documents 

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The organization capabilities for documents are very similar to those for media. We allow admins to both create collections to organize files or upload stand-alone file types. You'll be prompted to upload documents via your file manager. 

We support pptx, potx, docx, dotx, pdf, xlsx, and keynote formats. There is no file size limit on documents. End users will be able to access documents both on the web and with the Pickit add-in.

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Upon uploading documents you are given the option to add metadata that is searchable by admins and users with our search feature. Metadata you can populate includes keyword tags, description, author, and filename. 

Not sure where to start with a collection? A few ideas you might want to use could include "Company Templates", "Product Guides" and "Culture Guides". 

When your collection is populated with documents and ready to share, there are several permission options. You can decide to share a collection with all users, a select few users, share outside your organization, or not share at all. Learn more about our sharing options below. 

For a step-by-step look at how to create collections, upload documents, add metadata, and share with users please visit the Pickit Documents for Admins Guide.

Guidelines 

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Guidelines is a feature that allows admins and content managers to distribute a short version of the organization's brand guide inside Pickit for easy end-user access. We provide a structure where you're prompted to upload your own brand guide images. The three categories in the structure are Menu, Section and Page. 

For guidance and inspiration, we provide a Samples section demonstrating how the company Contosto uses guidelines to communicate to their employees how to work with their brand fonts, colors, logos, templates, etc. 

For a step-by-step look at how to upload and organize your brand guide using the Guidelines feature, please visit the Pickit Guidelines for Admins Guide.

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Boards (BETA)

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Boards is a new feature we have introduced to help you as an admin display and share your company’s images, videos, and documents. It can be used to present your newest campaign, product release or yearly reports. It can also be used to distribute your assets to external partners without having to invite them to your account, just to name a few examples.

As an administrator, you will manage your Boards in Admin Mode. In the side menu, below ‘Guidelines’, you will find ‘Boards’.

When you click on ‘Create new board’ you can name it and create a thumbnail by selecting a background color and selecting the font color. You can also choose how you want the Board to be displayed. You can choose to show it in full screen or if it should be a scaled version at the center of the page. You can always access these settings by hovering the mouse pointer over the thumbnail and click on the wheel icon.

When you have created a new board, you can start building it by adding sections. The sections are divided into Images, Files, Collections, Video, Text, and Separators. All have different display options for you to pick between and get some variety in how you showcase your content. Click on any of the options to insert a placeholder. In the placeholder, you can click on ‘select image/document’ to add it to your Board. Let the creativity flow and check out our more in-depth guide on how to setup and style your Boards: Pickit Boards for Admins guide.


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Insights 

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As an administrator, you have access to analytics and actionable insights, making it easy to optimize your image bank and increase your colleagues’ productivity.

In the Searches view, you see a word cloud that utilizes text size and color to display search activity for your DAM to indicate how your content performs against the search words. 

In the Top Lists view, you can see your most- and least-used media files, documents and collections, as well as update their metadata.

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For a more in-depth look at how to best utilize Insights, please visit our Pickit Insights for Admins Guide.

Sharing 

Now that you have content in your DAM, you can decide who gets access. Please note that only admins determine the sharing permissions and you can change these permissions at any time. 

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For internal sharing permissions, we provide three different tiers: All users, Specific users, and Admins only

All users is as simple as it sounds, it gives access to every user. 

If a document has different sharing permissions than the collection it's in, it will assume the permissions of the collection. A notification will appear on the screen when this occurs. 

Specific users allows you to segment your DAM so that every user can see the most relevant content for them. You can select specific users by email address or use Azure Active Directory Groups to select a group with one click. Only the users selected will see this content on the web and in the add-in. 

Admins only provides access to admins. You might opt in to use this setting while you are in the process of uploading content and adding metadata. No users will see content set to Don't Share on the web or in the add-in. 

Select contributors

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Admins can assign contributor access to users on a collection basis. This will allow a user to upload files to that specific collection. 

External access

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We also allow you to share documents collections outside of your organization. Here we have three different options: External users, Allow members to invite external users to this collection, and Allow weblink

Share to external users prompts you to enter an email address for a person you'd like to provide collection access to. They'll receive an email from Pickit with the request to create a password to privately access the secure collection. 

Allow members to invite external users to this collection allows all users to follow the steps outlined in the External users section. This can only be activated by admins.

Allow anonymous users to access this collection provides a public access weblink, so anyone who sees this link will be able to view the collections. 

Social Media icons appear as an option when sharing from the add-in. Click an icon to share a collection to Facebook, LinkedIn or Twitter. 

 

User Roles 

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We allow Administrators to manage and assign user roles. To see an overview of all users and their Roles for your Pickit account, select Users on the navigation bar on the left side of the Content Administration view. Here you can sort by User, Administrator, Owner or Author. To change a role, click a name and a task bar will appear on the right, click Role and select an option. 

User - Can access Pickit in the add-in and on the web to view, download, and insert content they are permitted to access, based on the sharing settings. Please view our Pickit User Guide for more information. 

Administrator - A Pickit Admin can upload files, create collections, edit metadata, invite users, style the DAM, and assign roles on the web. We do not limit the number of Admins per account. 

Owner -  When a Pickit account is created, we need to assign an Owner, which is just the original Admin for the DAM. They have the exact same rights as any other admin.

Contributor– A contributor has a limited ability to contribute assets to specific collections that have been determined by an Admin. Please view our Pickit Contributor Guide for more information. 

Styling 

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Although we love our Pickit pink as the theme color for your DAM, we understand that you probably want Pickit to match your brand colors. So under Settings > Styling you can choose the theme color and add a logo. Both the web experience and add-in will now follow the styling you have updated.

Pickit Stock  

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Pickit Stock is a library of legally compliant, royalty-free images handpicked by a team of professional editors at Pickit. 

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Legally Cleared is a unique licensing model ensuring you can use all photos, icons, and clipart images provided by Pickit for any use case. Our only restriction is that you can't resell the images. Otherwise, use them for your presentations, docs, website, blog, email campaigns, social media, print media, and more. 

By the way, upwards of 85% of images online are copyrighted. If you use an image without understanding the terms, you're putting yourself at risk of legal trouble. By using Pickit, you'll never have to worry! So we always recommend leaving Pickit Stock is available for your users. However, as an admin, you can disable access if you like. 

As an admin, you'll always be able to view and use Pickit Stock from the content admin interface, even if you disable access for users. You can even add Pickit Stock to your Company Media collections.  

For more information about how to work with Pickit Media please visit the Pickit Media For Admins Guide

Reference

This is a short dictionary of terms used in this guide.

Add-in  Can also be referred to as an app or plug-in for Office. When using Pickit in PowerPoint, Word, and Teams you'll be using the add-in interface.

Contributor A contributor has a limited ability to contribute assets to specific collections that have been determined by an Admin.

AdminA Pickit Admin can upload files, create collections, edit metadata, invite users, style the DAM, and assign roles on the web. We do not limit the number of Admins per account. 

Collection – All images live in a folder or album type environment that we call collections. Typically images in a collection share a common theme or concept.

Collection Group  This is an organization system where you can easily group together multiple collections that share a common theme or concept.

Copyright  A legal permission that gives the photographer or image creator rights to publish and sell images on their terms. As an admin, when you upload images to your image bank, you can specify copyright information.

Curation  The process of styling and organizing your asset bank for a strong visual impact.

Documents  An Enterprise feature accessible by Pickit admins on the web that allows you to upload and organize documents in pptx, potx, docx, dotx, pdf, xlsx and key formats. End users will be able to access documents both on the web and with the Pickit add-in.

GuidelinesAn Enterprise feature that allows admins to distribute a short version of a brand guide for easy end-user access. 

Insights – An Enterprise analytics tool accessible by Pickit admins on the web that helps you understand how users are interacting with your image bank and how you deliver against their requests. We track searches and usage of both collections and individual images. 

Image License  A contractual agreement where the photographer or image creator agreed to terms of image usage. As an admin, when you upload images to your asset bank, you can specify image license information.

Legally Cleared  A unique new model that guarantees every image on the Pickit platform is 100% legal and 100% cleared. It's our way of saying visuals are compliant, licensed, and free to use for anything. You just can't resell the images or claim them as your own. 

Media – A private and secure Azure-based digital asset management storage system where admins can upload and share internal image, video and audio files. 

Model Release  A contractual agreement where the person/people in an image have granted permission for the image to be used.

OwnerWhen a Pickit account is created, we need to assign an Owner, which is just the original Admin for the DAM. They have the exact same rights as any other admin.

Pickit Academy  A resource tab in the add-in dedicated to sharing tips, tricks, and advice to make you a better presenter.

Pickit Curator You have the option to activate a Pickit Curator. When activated, this allows a Pickit employee to log in to your asset bank for curation assistance and support.

Pickit Stock – A database of over 1 million royalty-free images that are licensed to use for anything without restrictions. Each image has been handpicked by a team of image professionals at Pickit. Admins can allow users to see Public Images or disable access.

Property Release - A contractual agreement where the owner of property used in a photograph or video has granted permission to use or publish the photograph or video.

Technical Overview

What versions of Office does Pickit work with?

For the best user experience, we encourage using Pickit with Microsoft 365 or Office Online. We do also support add-in usage on Office 2019 and 2016.

 

What file types and sizes can I upload to Pickit?

Media - Pickit supports file types .ai, audio, .eps, .psd, .tif, .jpg, .gif, .png, .svg, .mp3 and .mp4.
 
Documents - Pickit supports files types .pptx, .potx, .docx, .dotx, .pdf, .xlsx, and .key. There's no limit on file size for a document. 

 

Where are media files and documents stored?

All the media files and documents you upload to Pickit as an administrator are stored in a secured and private Azure based DAM system. You'll never be charged for Azure consumption.

 

How do I turn on Single Sign-On?

Log in to the Content Administration view on the web and navigate to More > Settings > Single Sign On and click the Connect to Microsoft button. 

 

How do I connect Azure Active Directory to Pickit?

To connect to your company directory, sign in to your account and go to the Content Administration viewThen go to "More" > Invite People > New > Group > O365 group. 

Note that you may need your IT admin’s consent in order to search your directory and enable automatic refresh of your users and groups.

 

What is centralized deployment? (Available for Microsoft365 only)

A quick roll-out process where your Global Office administrator can push the Pickit Add-in to end users in a few minutes using your Azure Active Directory. After central deployment, the Pickit add-in will appear in the ribbon of Office apps for assigned users.

 

If you’d like more technical information, please reference the whitepapers linked below:

FAQs

Where do Pickit administrators manage their DAM and what can they do?

You'll manage the whole DAM system from the web version of Pickit which you can log into at app.pickit.com. Admins can upload images, upload documents, organize collections, curate and style the DAM, invite users, view analytics, etc.

 

How do I log in to Pickit online?

You can log in using your email/password credentials or single sign-on at app.pickit.com.

 

How do I invite users?

If single-sign-on is activated you do not need to manually invite users, they will simply log in by clicking the "Sign in with Microsoft" button.

To manually invite users, log in to the Content Administration view on the web. Navigate to Users and enter the email addresses for the users you'd like to invite. They will receive an email with login instructions. 

 

How do I download the Pickit add-in?

Option 1 - Download Pickit from the Microsoft AppSource online store. 

Option 2 - Download Pickit from the Office Store. In PowerPoint or Word, navigate to Insert > Get Add-Ins and select Pickit

Option 3 – If you have Microsoft 365, your global office administrator can centrally deploy Pickit. 

 

For any additional FAQs please check out the Pickit Online Help Center at pickit.com/help

 

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