Overview

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

On-premises, there's usually (but not always!) a 1:1 correlation between the index configured in Index Manager and the archive configured in Fotoware. Consequently, an archive will display the exact contents of the document folders 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 determines the number of pools (a pool is equivalent to an index) you can use. Base plans have one pool, while professional plans include three pools. The limited number of pools means that a single pool must hold content for potentially several archives in Fotoware; i.e., there's a one-to-many relationship 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 to filter 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 the taxonomy's preset values during upload.
• The Archive designator tag set during upload must correspond precisely to the search filter set on the archive.
• The regular Copy/Move functions between archives don't work, as they are designed to move files between different indexes physically. 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, which is used for on-premises use, and using the archive designator tag.
  • This can be alleviated by enabling upload access only for a single archive and letting the archive tag setting control where the file ends up. However, this means you can use only a single metadata set during upload, which may not be ideal if you're dealing with archives with very different metadata requirements. Instead, you will have to add basic metadata to assets during upload and enrich them using a metadata set associated with the archive after upload.