Pickit for Admins Overview

This guide looks at the experience for both Business and Enterprise Plan admins. 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, 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.

 

We're pretty sure you’re going to love Pickit. Enjoy!

 

Learn more below

 

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.

Admin  A Pickit admin can upload images, invite users, style the asset bank, and assign user permissions on the web. We do not limit the number of admins per asset bank.

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.

Company Images – A private and secure Azure-based image bank where admins can upload and share internal images. There is no restriction on storage.

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  A 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.

Featured Collections – Collections can be promoted into a more visible location of the image bank. Featured collections appear near the top of the add-in with square-shaped thumbnails. If there is a Hero collection, the Featured collections will appear below the Hero in the add-in. 

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

Hero Collections – Collections can be promoted into a more visible location of the image bank. Hero collections appear at the top of the add-in with a rectangular-shaped thumbnail.

Insights – An 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. For more information please reference our Insights Guide.

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. The only restriction is that you can't resell the images. 

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

Owner  When Pickit creates an image bank we need to assign an Owner, which is just the original Admin for the image bank. You 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.

Public Images – 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?

Images - Pickit supports file types .ai, .eps, .psd, .tif, .jpg, .gif, .png, and .svg. The maximum individual file size for an image is 1GB. 
 
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 images and documents stored?

All the images 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:

Before You Start

To give you inspiration for your own DAM system, Pickit has populated the Company Images tab with a demo company called Contoso. Here you'll see collections and images with metadata that you can explore for ideas, showing you what your own asset library could look like. The Contoso content will be replaced with your Company Images when you publish your first collection.  

Admin View

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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 option in the top left corner to select the Content Administration view. 

At the home page for Content Administration, you can see a list of the core features, including Images, Documents, and Insights

In the top left corner on the home page, you'll see an option called More. Click here and a drop-down menu will appear with options like Manage Members and Settings

Images and documents that admins upload here 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. 

Company Images 

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Our main organization system is a folder or album type environment we call Collections. You must first create an image collection or collection group before uploading an image. Typically, images in a collection share a common theme or concept.

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After you create a collection, you'll be prompted to upload images via your file manager or you can simply drag and drop image files. Pickit supports image file types ai, eps, psd, tif, jpg, gif, png, and svg. The maximum individual file size for an image is 1GB. 

Upon uploading images 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. 

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 images 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 images, add metadata, manage image licenses, and share with users please visit the Pickit Images for Admins Guide.

Documents 

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The organization capabilities for documents are very similar to those for images. 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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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 image bank to indicate how your image bank performs against the search words. 

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

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Lastly is the Image Rights view. First, you'll see the Table Overview section which displays an overview of all images in your image bank and their respective licenses. We’ve also included charts so you can quickly get a status report of all your image licenses and how they’re distributed, as well as easily identify images without any license information. 

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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. 

 

Internal sharing

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For internal sharing permissions, we provide three different tiers: Don't share, To specific members, and To all members

Don't share 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. 

To specific members 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. 

To all members is as simple as it sounds, it gives access to every user. 

 

External sharing

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

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 weblink provides a public access weblink, so anyone who sees this link will be able to view the content. 

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. 

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.

Public Images  

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Public Images 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 Public Images 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 Public Images from the content admin interface, even if you disable access for users. You can even add Public Images to your Company Images collections.  

For more information about how to work with Public Images please visit the Pickit Images for Admins Guide.

FAQs

Where do Pickit administrators manage their asset library 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 More > Manage Members > New > User 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