Heading
A short and concrete title that tells what the picture is about.
Description
The description can often be a bit fuller than the headline. In addition to allowing you to enter several useful keywords, this field should also be used for further information about the image's content. The format should be who, what where.
Keywords
The keywords have an important function when it comes to organizing the archive. It may be a good idea to decide in advance on a common system for the keywords. For example, should all keywords be in the plural or singular? If the keywords follow certain rules, it is easier for the user to use them in searches afterwards.
The keywords must primarily describe what you see in the image, and must always be relevant. While the description deals with the people and the situation, the keywords should reproduce other characteristic features of the image. Is the photo taken in a landscape, or is it taken indoors? Is it from a specific type of event? Does it contain animals or people, and is it sunny or raining? Is it a portrait or a drone shot? In addition to the very specific, you can add keywords that describe moods or what the image symbolizes.
Example: With a combination of good descriptions and keywords, we can search for "Jens Stoltenberg", "summit", "portrait" and "happy" and find all the images that meet these requirements.
An image and video archive often consists of files with many different origins, so the use of metadata can vary. The media bank is therefore built so that if the files already contain embedded metadata, these are automatically added.
In the organization settings, you will find two different lists of keywords:
One list is called "Keywords in images" and is a list of all the keywords found in the archive.
The second list is called "Defined keywords" and contains the keywords you have created yourself. This list is inserted as a drop-down menu in the editing window, so that all users of the media bank have a structured list of keywords to choose from when adding new images.
We recommend using defined keywords. It makes it faster to upload images and makes the archive better structured. All the keywords that are in the metadata from before will still be searchable.
Technically, the keywords are linked, so if you edit the keyword list, the change will take place on all images that include the keyword.
When you search, you get a list of images containing the search term. If you click further on an image, you will get suggestions for similar images. These images are based on the keywords in the image you clicked on, not your original search. Similar images thus give you an overview of all the variations of the image and, in addition, other images that could have matched the original search if they had all the search terms.
Tip 4: Click on the keywords below the image to see all images with the same keyword.
Categories
Categories and keywords may resemble each other, but these two fields have two completely different functions. The categories are added to the filter menu, so you can narrow your search and see only images in a specific category.
An archive can be fully searchable without categories, but this feature can be useful to use in an archive where it is natural to group files in the collection. Categories can also be used to differentiate between the company's work areas.