Metadata Import will import metadata from a CSV file into several metadata fields in Canto, e. g. Description, Keywords, Tags, Terms & Conditions, Copyright, Status, Albums, Facial Recognition Names and Custom Fields.
How to set up your CSV file for import
Make sure that your columns are separated by comma!
Different values within one column - several Keywords or Tags, for instance - need to be separated by a semicolon.
Particularly Microsoft Excel is known to cause issues in some cases. Depending on your region, an Excel CSV file may use semicolons to separate columns and commas to separate values within a column. This will not work in Canto!
File Name: Exact name of the file to apply metadata. This will always need to be the very first column in the CSV file.
A quick way to obtain a list of all file names within your Canto account would be to export a CSV file from the Metadata Export tool. The very first column of the file will have a list of the names of all the assets within your Canto library.
Important - The values in the filename column in the CSV must match the filenames of the content in your Canto library. - If there are any columns of metadata that is not being changed, remove them prior to importing. - You cannot add or replace values in the Comment field of the CSV file. Any changes to this metadata field will need to be done manually.
Description: Add free form text here for your description. If a description already exists in the asset, the text you add will overwrite the old description.
If you are using commas in your description, the entire description block needs to start and end with quotation marks:
"This is a description, that includes at least one comma."
as opposed to
This is a simple description without any commas.
Keywords: Add keywords here defined within your Canto account to the asset. To add multiple keywords, separate by a semicolon. Keywords that already are part of the asset will not be modified, only new keywords will be added.
Important: The keyword has to be predefined within Settings > Configuration Options > Keywords.
Tags: Add tags. To add multiple tags, separate either by comma or semicolon. Tags that already are part of the asset will not be modified, only new tags will be added. However, you can replace a tag by removing it and adding a new tag to it.
Terms & Conditions: Add free form text here to define your Terms & Conditions under Digital Rights Management. If Terms & Conditions already exist in the asset, the text you add will overwrite the old Terms & Conditions.
Copyright: Add free form text here for the asset Copyright under Digital Rights Management. If copyright already exists in the asset, the text you add will overwrite the old copyright.
Status: Update the status of the asset with one of the listed: Pending, Approved or Restricted.
If setting status to Approved, you are able to set the Expiration Date for the approval by entering a date under the Expiration Date column as listed below:
Expiration Date: Use format yyyy-MM-dd or yyyyMMdd or MM/dd/yyyy when entering the date. If a date already exists, it will overwrite with the value you input.
If setting status to Pending, you are able to set an Auto Approve Date by entering a date under the Specified Date column as listed below:
Specified Date: Use format yyyy-MM-dd or yyyyMMdd or MM/dd/yyyy when entering the date. If a date already exists, it will overwrite with the value you input.
Author: Add the name of the author for the asset. If the author's name already exists in the asset, the text you add will overwrite the old author.
Albums: Enter full album path, separate by a semicolon when adding to multiple albums. Albums the asset is assigned to will not be modified, the asset will only be added to the new album(s) you list.
Important: Adding to an album will NOT create a new album, the album will need to pre-exist within your library.
(Ex. Branding/Brand Guidelines/Welcome to Canto)
(Ex. Integrations/InDesign Images)
Facial Recognition Names: Enter the name of a single person per image that should be used for our Facial Recognition feature.
Important: The CSV import tool only supports a single person per image, you canNOT tag more than one person!
Custom Fields: Custom field columns can be added as needed. The column name must have the exact custom field name.
Template .csv: MetadataImportTemplate.csv attached to the bottom of this page for use. Once you fill out the template with all the necessary metadata updates, you can run the import.
How to run the import in Canto
1) Navigate to the Settings and select the tab Links & Connections, followed by the sub-tab Metadata Import.
Note: If you do not have the Metadata Import option available without your account, please contact your account manager.
2) Depending on the metadata you are adding, you may select Replace Metadata or Add Metadata. Click “Choose File” and select a .csv file with the relevant metadata.
The Replace Metadata feature will allow you to replace any metadata originally associated with the file. If there are any empty metadata fields on the asset, the CSV import will replace the empty fields with the information in the CSV file.
Note: When using the Add Metadata feature metadata in Multiple value fields such as Keywords, Tags, In These Album(s), Custom Fields - Multi-Choice field, URL, Label (Color) will be appended while metadata in other fields will be ignored.
The details of the import will be listed in the Summary section.
Note: Portals need to be synced from the Settings to receive imported metadata labels. Go to the Portal's settings and click the Sync button.