Pickit Media for Admins (BETA)

This guide looks at the BETA experience for Pickit Media, available for Enterprise Plan users. 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, audio files, 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 explores how administrators can use the new Pickit Media capabilities from the content administration view on the web at app.pickit.com.  

 

Please note we are in BETA phase, which means Media is in active development and we are looking for feedback. Your comments, requests and questions are appreciated and considered during the development process.  

 

Learn more below

 

Logging In

Administrators must log in to the online version of Pickit to manage Media. 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'll be on the home page for Content Administration and see a list of the core features including Media. 

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 Media, Documents, Guideline, Insights, Licenses, Training, Invite People and Members. This guide focuses on the Media section. Please reference our product guides page to learn more about the other features. 

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After you select Media from the navigation bar, your screen will display two sections at the same time. The left side of the screen shows Media and the right side shows the Curation view. 

Company Media

How to Start

This view is where you can upload and organize your image, video and audio files. 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 and there is no limit on individual file size. 

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Pickit provides an optional Auto-tag feature when you upload media files. This means our AI system can automatically create keyword tags based on what is in the file. You can always edit, add or remove tags. To activate Auto-tag, click the toggle so it appears black.

To start uploading, click the Upload media button on the left side of the screen, this will launch your file manager. From here just select the files you'd like to upload, up to 50 at a time. This view will compile all of your media files and functions separately from the collections in curation. You can also upload files directly to collections, which will automatically save to your Company media view. To learn about this process please reference the Curation section below. 

The default view separates media 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 Gallery, which excludes all information and shows the visuals. From this view you can also change the default file display size to Small, Medium or Large. 

Edit File Information

You can either select one file at a time or multi select to edit information for all selected files at the same time.

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One file - Edit collections, Description, Tags, Share to, and License for this specific file. 

Multiple files - Edit collections, Description, Tags and Share to for all selected files. 

Please reference the Sharing section below to learn more about Share To. 

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. You can choose AI, Audio, EPS, GIF, JPG, PNG, PSD, RAW, SVG, TIF, or Video. 

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

Filter Import Source - Select one source at a time. You can choose between Getty Images, Pickit Media and Company Media. 

Filter Color - Select one color at a time and Pickit will display the files that align with this color. 

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. Here are two examples:.

Example 1: Display JPG file type, in Collection 1, from Pickit Media. Sort by Oldest first. 

Example 2: Display Any file type, in Any collection, from Getty Images. Sort by Name A-Z. 

 

Pickit Media 

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

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As an admin, you can save Pickit Media directly to your Company Media or add to your collections. First select the Pickit media tab. From here, either browse the collections or search a specific key term. To save to files your Company Media, click the cloud icon. To add to a collection, simply drag and drop media files from the left side of the screen into the collection. When you add a file directly to a collection, the file will also automatically save to your Company Media view. 

 

Please reference the Curation section below to learn more about Collections. 

Media Markets 

Integration with Getty Images

When you click on the Media Markets tab, you will see the integration option for Getty Images. You can connect Pickit directly to your Premium Getty Account to easily import, manage and distribute your Getty Images right alongside your other media in Pickit. 

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Start by clicking the Connect to Getty Images button. The screen will prompt you to follow a 3 step process. Here you must enter your API Key and API Secret to connect the two systems. If you need help finding the API information, please reference this Getty Images article. You will also have the option to enter a maximum amount downloads per month. 

Now that the connection is complete, you will see Your Getty Images History and Search Getty Images.  You can add individual images from Getty Images into Company media or add directly to your collections. To save images to your Company Media, click the cloud icon. To add to images to collection, simply drag and drop files from the left side of the screen into the collection. When you add a Getty Image file directly to a collection, the file will also automatically save to your Pickit Media view. You will not be charged by Getty for importing your existing Getty Image History into Pickit. You will only be charged by Getty when you save a new image from Search Getty Images

 

Please reference the Curation section below to learn more about Collections. 

Curation

How to Start

Our main organization system for the end user experience is a folder or album type environment we call Collections. Typically, images in a collection share a common theme or concept. Collection Groups are an organization system where you can easily group together multiple collections that share a common theme or concept. Select the Create button on the Curation side of the screen and this will give you two options, to create a Collection or Collection Group.

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Collection - A new window will appear where you can edit Collection Name, Share to and Thumbnail. When ready, click the Create collection button. 

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Collection Group - A new window will appear where you can edit Group Name, Collections and Share to. When ready, click the Create collection button. 

After you create a collection there are two ways to add media files.

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Option 1 - Drag and drop media files from the left side of the screen into the collection from a media view.

Option 2 - Click a collection thumbnail to open it and click the Upload to collection button at the top to add files directly to the collection.

Please reference the Sharing section below to learn more about Share To. 

Editing Collections

When you hover over a collection thumbnail in the curation view, a few icons will appear that you can click. 

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Eye Icon - Shows you how the collection looks to an end user when its open.

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Pencil Icon - Opens the edit view you saw upon creation of the collection where you can change the Collection Name, Share to and Thumbnail. 

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Trash icon - Allows you to delete the collection.

Collection Thumbnail Size - A dropdown menu on the upper left corner of a collection thumbnail with options to select Small, Medium or Large display size. Select the size and the thumbnail will adjust accordingly. 

You can rearrange the order of collections within the same size category (Small, Medium or Large) by dragging and dropping the collection thumbnail. 

When you hover over a collection group, only the Pencil and Trash icons appear. 

 

Additional Filters and Views 

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

Search - Search by filename, keyword or description. 

Filter Type -  Select Any or one file type to display at a time. You can choose AI, Audio, EPS, GIF, JPG, PNG, PSD, RAW, SVG, TIF, or Video. 

Filter Import Source - Select one source at a time. You can choose between Getty Images, Pickit Media and Company Media. 

Filter Color - Select one color at a time and Pickit will display the files that align with this color. 

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.

Curation Resources

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Need some curation ideas? Click Curation Guide at the top of the curation screen, to launch a separate webpage guide. Or click this link to access the same guide. 

Sharing 

Now that you have some media files and collections, you can decide who has access. Please note that only admins determine the sharing permissions and you can change these permissions at any time. You can access sharing information by selecting one file, multiple files, or sort by collection. 

Internal sharing

For internal sharing permissions, we provide four different tiers: Same as collection, All members, Specific members and None. Permissions can follow individual files or collections. 

Same as collection will assign each file in a collection with the same permissions as the collection itself. 

All members is as simple as it sounds; it gives every user access to the file and collection. 

Specific members allows you to segment your DAM system so that every user can see the most relevant files and collections. 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 these files and collections on the web and in the add-in. 

None only provides access to admins. You might opt in to use this setting while you are in the process of uploading media and adding metadata. No users will see image collections set to Don't Share on the web or in the add-in. 

External sharing

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

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

Share to external users is an admin only option that prompts you to enter an email address for a person you'd like to provide access to. They'll receive an email from Pickit to privately access the secure media. If they have a Pickit account, they will be prompted to login. If they are new to Pickit, they must create a password to access the media. 

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

If users are granted permission for external sharing, they will also see a social media sharing option in the add-in. Here you can click an icon to share a collection to Facebook, LinkedIn or Twitter. 

 

FAQs

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, .eps, .psd, .tif, .jpg, .gif, .png, .svg, .mp3 and .mp4. There is no limit on individual file size. 
Documents - Pickit supports files types .pptx, .potx, .doc, .docx, .dotx, .pdf, .pages, .xlsx, and .key. There is no limit on individual file size. 

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 view Then go to  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.

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. Select Invite People on the navigation bar, 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

 

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 Media – A private and secure Azure-based digital asset management system where admins can upload and share images, videos and audio files. 

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.

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

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. You just can't resell the images or claim them as your own. 

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.

Pickit Media – 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.