Overview

Archives work slightly differently in Fotoware Veloz and Fotoware On-Premises. 

Archives On-Premises vs Veloz

On-Premises, there's usually (but not always!) a 1-1 correlation between the index configured in Index Manager and the archive you configure in Fotoware. Consequently, an archive will show precisely the content of the document folders that are associated with the Index. (Remember that an index can contain up to 32 document folders, each of which can hold several subfolders.

In Fotoware Veloz, your plan defines how many pools (pool = index) you can use. Base plans have one pool, more advanced plans have three pools, and enterprise ones may have even more. The limited number of pools means that a single pool needs to hold the content for potentially several archives in Fotoware; i.e., there's a one-to-many correlation between a pool and the archives. A consequence of this is that archives in Fotoware Veloz require an "archive designator" metadata field that can be used to tag files with their target archive during upload and filter the content of the target archive to show only files with that archive tag set.

Practical consequences of using metadata to set the archive that an asset belongs to

• A metadata field needs to be set aside as the Archive designator field - in Fotoware Veloz, field 800 is usually used.
• A taxonomy needs to be enabled for this field so users can select from preset values in the taxonomy during upload.
• The Archive designator tag set during upload must correspond exactly to the search filter set on the archive.
• The regular Copy/Move functions between archives don't work, since they are designed to move files physically between different indexes. Instead, to change the archive that an asset belongs to, you can create an action that lets you change the archive tag for the asset.
• When uploading files, users must set the archive in two places - in the Archive dropdown that is coined at on-premises use and using the archive designator tag.
  • This can be alleviated by only enabling upload access on a single archive and letting the archive tag setting control where the file ends up. However, a consequence of this is that you can only use a single metadata set during upload, which may not be ideal if you're dealing with different archives with very different metadata requirements. Instead, you will have to add some basic metadata to assets during upload and enrich them using a metadata set associated with the archive post-upload.