Pickit Documents for Admins

Documents is only available with the Enterprise Plan. If you'd like to learn more about our different plans and pricing please visit pickit.com/pricing.

 

Hello Pickit admin, and welcome to the world’s simplest digital asset management system. Built for the modern workplace, 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. This guide takes a closer look at the step by step flow for how to upload, organize, share, and manage Documents in real-time. For additional information about admin capabilities and features please reference our Pickit for Admins Overview Guide. 

 

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. 

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.

Logging In

Administrators must log in to the online version of Pickit to manage Documents. 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. 

Now you will be on the home page for Content Administration and see a list of the core features including Images, Documents, and Insights.  Select Documents

First Look 

On the left side of the screen, you'll see an overview of what documents you have already uploaded, their file type, name, associated collections and sharing permissions.  If a document is in a collection, a pink folder will appear next to Shared. You can hover the pink folder to quickly see what collection(s) this document is in.  

You can sort your documents list by file name, file type, and sharing permissions by clicking on the appropriate column.

To quickly find a document that you’ve already uploaded to the system there are three options.

1.  Use the search feature and type in keywords

2. Look up documents by type selecting the three lines next to the search bar

3. Look up documents by sharing permissions by selecting the three lines next to the search bar

On the right side of the screen, you'll see an overview of what collections you have already created.

If you have not uploaded any documents or created any collections, this section will be blank. 

Uploading Documents

We allow admins to both create collections to organize files or upload stand-alone files.

You can start by selecting the button labeled “Upload document”, this will launch your file manager view where you can search for and select the documents you’d like to upload. Currently we support pptx, potx, docx, dotx, pdf, xlsx, and keynote formats. There is no file size limit on documents.

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A loading bar will indicate that the documents are uploading, and when complete, a notification will appear.  Now you will see the uploaded document displayed alongside some basic information including File Type, Name, and Sharing permissions. 

Document Information

To add metadata and additional information to a document, click on it and a new screen will open. Here you will see tabs for Details, Preview, and Publishing

Details - Pickit will auto-populate the document name based on the file name. We recommend adding additional information in this section for Description, Author, Tags, and Country. This will make the file easier to search for, share with groups, and make sure the right people are credited. Press the pink Save changes button on the right to save any edits you make to the fields.

Preview - Adding preview images makes it easy for people to see what’s in a document without opening or downloading it. Here you can upload preview images and press the pink Save changes button on the right.

To make preview images in PPT, you open a document, choose Save as, select JPG and click All slides on the question that pops up.

In Word, PDF, and Excel we recommend taking a screenshot of the document. 

Publishing - This section allows you to manage sharing permissions and add documents to collections. If you don't have any existing collections or want to create a new one, you can do so from this view. Select Create new, name your collection, select sharing permissions for your collection, upload a thumbnail image, and press the pink Create collection button. Now you’ll see your document and its associated collection. Make sure to save changes. If you do not put a document in a collection but have shared it with users, it will appear underneath collections.

For more information about sharing permissions, please navigate to the Sharing section. 

Creating Collections 

A Collection is a folder or album type environment. Typically documents in a collection share a common theme or concept. There are two ways to create collections. You can create a collection following the steps outlined above in Publishing, or create a collection from the Documents home screen mentioned in First Look. To get back to this home screen just click the Documents option on the taskbar on the left side of the screen. 

On the right side of the screen, select Create collection. Now name your collection, select sharing permissions for your collection, upload a thumbnail image for the collection and press the pink Create collection button

At first, the collection will be blank. There are two options for adding documents:

Option 1- Simply select a document and drag and drop it into a collection. A pink folder under Shared will indicate the collection(s) that a document is in. Hover the pink folder to quickly see the list. 

Option 2 - You can select the three dots next to a document and a dropdown of options will appear. From here, select Edit and you'll be sent to the Publishing viewing. Click the drop-down menu under Add document to document collection, and you will see all existing collections. Select one and press Save changes. A pink folder under Shared will indicate the collection(s) that a document is in. Hover the pink folder to quickly see the list. 

To change the order of collection, go to the right side of the screen where you see all of your collections and select the Rearrange collections button. Simply drag and drop. You can also check the box to promote a collection as the Hero Collection. 

Sharing 

Now that you have content in your asset library, you can decide who has access. Please note that only Admins determine the sharing permissions and you can change these permissions at any time. 

Internal sharing

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. 

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. 

External sharing

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

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 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. 

End User Experience

Users will be able to access Documents both on the web at app.pickit.com and in the add-in. Users can use the search feature to find a document or browse the collections and stand-alone files. 

Documents will display a thumbnail that you can click. This will allow you to view Details (Size, Description, Country, Author, Upload Date, Document Type, Version, and Tags)  and Previews that have been populated by an admin. From here you can choose to Open or Download your selected document. We also allow users to Save documents to their own personal collections for quick access.