Administrator guide
Data tagging is a key DAM feature. Whether done automatically, manually, by AI or in many cases as a combination, this guide takes you through the configuration and management of data fields.
Tag data in existing data fields; see the tagging guide here.
Enriching files with data enables:
- Searchability
- Correct file usage
- GDPR compliance
- Automated file sharing
In Kontainer, we call tagging data categories DAM fields, which cover a range of data, value and file-linking options. Here are a few examples of typical fields.
| Field name | Field type | Data type |
|---|---|---|
| EAN number | Whole number | Product-related |
| Collection | Drop-down (single-value) | Product-related |
| Materials | Checkboxes (multi-value) | Product-related |
| Description | HTML text | Motif-related |
| Photographer | Short text | Copyright-related |
| Expiry date | Expiration date | GDPR-related |
| Consent agreement | Attachment | GDPR-related |
Special field types
Attachment fields: links to documents in DAM, such as consent agreements or size guides.
Date fields: allows automizations such as virtual folders for files about to expire. You can also set up a release date or a deadline.
Restrictions fields: enable a pop-up to appear when an image/file is subject, e.g., specific uses or copyright. The fields will only allow users to download the image or file after approving the restrictions.
Input data fields: automatically import data. The data source will typically be the files’ metadata, spreadsheets or other systems. Get in touch to find out more.
AI fields: use your chosen AI, such as Copilot, OpenAI or Kontainer’s own AI, to autogenerate and add tags, descriptions, translations, etc.
Creating & editing DAM fields
To create and manage your fields, open the Resources tab in the global menu on the far left, then select DAM fields.
INITIAL SETUPS: For initial setups, we always recommend a collaborative approach supported by our teams. We draw on years of experience and best practice and ask facilitating questions to get you off to a good start. Please feel free to book a meeting or reach out by email.
Create new
You’ll find the Create new button in the top right of the DAM fields module.
Note: For more complex setups, including data import automations, calculated and restriction fields, get in touch with the support team, and we will configure the fields for you.
From here, you select the type of field you would like to set up.
DAM field name & settings
In the field setup, you will name your new field and select/add customization settings and text.
These settings can be edited later by clicking on the field name in the DAM fields overview.
Note: Reach out if you have any questions about these settings.
Setup options:
- Field name: The field name you want users to see
- Required: Require data to be filled in when uploading files to your Kontainer
- Searchable: Include tagged data in this field to be found in searches
- Read-only: Disable manual editing of this field – mainly used for fields populated via data import.
- Headings and descriptive text: these options allow you to customize how your fields appear when users enter data. See the full guide here.
Sort order
Re-arrange DAM fields from the fields overview.
Add values
If the field you have set up is a value selection field, like a drop-down menu, you can start adding values from the field overview in the Field type column.
From the overview, you can add an option in the top right corner.
Unless you have conflicting information, you should add the same name in the Name and Internal value boxes.
Note: If you wish to edit values later, please ensure there are no automations that might be affected by the changes.
Add additional values
Values can also be added later on, in the file tagging from.
Tips for mapping fields & search filters
Getting started can be daunting, and we are always happy to share inspiration and best practices. Simply book a meeting or reach out by email.
User-frienliness
When you set up DAM fields, we recommend considering the data your users need and should be aware of when accessing your files. This could be useful product information, consent and copyright
Searchability
Searchability is another approach to mapping DAM fields. Which search filters would allow your users to quickly find relevant files?
Bulk Search
This feature expands a search filter so you can drop copied cells from a spreadsheet, email confirmation, or other sources. The system will filter all relevant numbers/values and related assets.
This is an essential searchability feature for many clients, often used for values such as EAN or Item numbers.
Input data via auto-enrichment
Four out of five times, our customers want to skip the manual editing. They don’t want to spend time tagging their files. Instead, we enrich their files automatically, pulling data from a PIM, ERP system, spreadsheet, CSV, or JSON file (s).
This is primarily relevant for customers who work with products, but
It can be set up in many ways.
Automations are custom-built, so get in touch to set one up.
NOTE: Access our manual tagging guide here.
We can also take it further and automatically place files in folders based on tags from DAM fields.
Smart folders via data input
Premium+ feature
DAM fields data can automatically place and move files in and out of folders based on tagged values. We call them smart folders. To users, they look like ordinary folders, but, like album and mirror folders, they simply display a selection of existing files without creating duplicates. See the intro guide to folder types here.
Create a smart folder via the New folder button, selecting the Smart folder option.
From here, select the source folders (leave blank to pull from your entire folder library), then create your inclusion criteria.
AI text generation & translate
Use your AI provider, such as Copilot, OpenAI, Gemini and Amazon in Kontainer. We allow text generation and translation based on tagged data, as well as object recognition.
See the full guide here, or get in touch with questions or book a presentation.
Managing data access
Depending on the data and tags you enrich files with, not all of them need to be visible to everyone. Sensitive information, internal data, or market-specific variables might need to be restricted to the relevant users or groups.
Administrators can see everything, but field visibility must be activated for user types and groups.
Field Sets
To give users view access to the custom fields, you first set up Field Sets. These are sets of field visibility.
There are various approaches to use here, for example:
- Role-based sets: Press, Agency, or Customer Support.
- Market-based sets: EU Market, US Market, etc.
A user or user group can access multiple Field sets.
Make a new Field set; Access → Field sets → Create new:
Allow access
Set Field Visibility access by user or user group:
See the full Permissions guide here.
Feature highlight: Data download
Tagged data can be imported, accessed, shared and exported, for example, via the template features. One option is to include an Excel file with tagged data when creating download templates, or create specific file data exports with linked files for resellers, partners, etc.
Note: The data downloaded is limited to the specific user's access.
Example: Your solution has 20 fields. A German agent only has access to 10 fields. When they use a data download, they only get the information from the 10 fields they have access to.
See the full guide to download templates here and data exports here.
Feature highlight: File name optimization
Create naming templates, e.g., for marketplaces and resellers or for SEO purposes. A template could be: Brand name_[product name]_[material]_[product type]
Example here for Amazon products:
See the full guide to download templates here.
You can explore more tagging-related guides here.
Get in touch if you have any questions, and book a meeting to get inspired and get started.