Pickit Documents for Admins

Enterprise_green_small-1 

Documents is only available with the Enterprise Plan. This guide looks at the experience for Enterprise Plan adminsIf 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

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

14-log-in-web

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 and see a list of the core features including Documents. 

First Look 

The navigation bar on the left side of the screen can be expanded or minimized with the arrow icon at the top. When expanded you will see Home, Web app Mode, Media, Documents, Guidelines, Insights, Image Rights, Users and More. This guide focuses on the Documents section. Please reference our product guides page to learn more about the other features. 

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.

07-documents

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. 

The default view separates document files by upload date, also referred to as Sessions. You can change this view by selecting the calendar icon with the drop down arrows. Here you can select Details, which displays a small filetype icon on each file, or Table, which displays detailed information. From this view you can also change the default file display size to Small, Medium or Large. 

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. 

 

Additional Filters and Views 

There are several filter and view options, so finding and organizing files is easy. 

Search - Search by filename, keyword or description. 

Filter Type -  Select Any or one file type to display at a time. Only file types that exist in the DAM will appear as an option  You can choose  pptx, potx, docx, dotx, pdf, xlsx, and keynote formats. 

Filter Collection - Select one collection to display at a time from your existing collection list. 

Filter Source - Select one source at a time. You can choose between All,  Uploaded or any integration you have imported from (Microsoft 365 or Dropbox)

Filter Uploaded By - If you have multiple admins, you can sort by which admin has uploaded files to Pickit. 

Sort by - Allows you to organize the order of files by Name A-Z, Name Z-A, Newest first or Oldest first. 

You can use multiple filters and one sort by view at the same time.

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. 

Share to 

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

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

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. 

Import

For the Documents feature, we offer integrations with Microsoft 365 and Dropbox to make the process of managing your content even easier. First select the impor tab, then you will be prompted to login to your respective Microsoft 365 or Dropbox accounts to get integration access. 

The Microsoft 365 integration allows you to connect to your SharePoint, Teams and OneDrive environments to easily search for, import individual files and/or sync folders with Pickit. Similarly, we allow you to connect Dropbox to search for and import individual files or folders. For more information, please visit the Pickit Integrations for Admins Guide. 

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. 

 

Reference

Pickit uses some terminology that might be new to you, so we put together a reference of terms and definitions.

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.

AdminA Pickit admin can upload files (image, video, audio, document), invite users, style the DAM and assign user permissions on the web. We do not limit the amount of admins per account. 

Collections – All files (image, video, audio, document) visible by end users must 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 DAM, you can specify copyright information.

Curation  The process of styling and organizing your DAM 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 DAM. Featured collections appear near the top of the add-in with square-shaped thumbnails. You can select from sizes Large, Medium or Small.  

Insights – An analytics tool accessible by Pickit admins on the web that helps you understand how users are interacting with your DAM and how you deliver against their requests. We track searches and usage of both collections and individual files. 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. You just can't resell the images or claim them as your own. 

Media – A private and secure Azure-based DAM where admins can upload and share internal images, videos and audio files. 

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 DAM we need to assign an Owner, which is just the original Admin for the DAM. 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.

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 Pickit Stock 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.