Following are some terms used throughout Portfolio and its documentation. Some are technical (“computer”) terms that relate to Portfolio features and services, some are fundamental concepts within Portfolio, and some are terms that relate to Digital Asset Management (DAM).
—A—
Active Directory
Abbreviated AD. A directory service for Windows networks. If you sync Portfolio to your Active Directory server, you can create Portfolio user accounts based on users' AD privileges. With Kerberos configured, Portfolio can automatically log in a user based on their workstation login.
See also Kerberos.
For details, see Configuring Active Directory in Portfolio Admin Help.
Administration
Also called Admin. The browser-based application used to create and manage Portfolio catalogs, user accounts, and catalog membership.
For more information, see Introduction to Portfolio Administration in Portfolio Admin Help.
administrator
A person responsible for specific aspects of a computer hardware or software system.
See also server administrator; Catalog Administrator; License Administrator.
API
Application Programming Interface. Portfolio provides an API for developers to create custom solutions for accessing catalogs.
asset
A photo, image, document, audio, video, or other file that contributes to or produces value for an organization.
asset version
A particular form of an asset. One version of an asset is different in one or more respects from a different version. When you use a Vault catalog, Portfolio lets you create and keep multiple versions of your assets.
For details, see Asset versions in Portfolio Client Help.
AutoSync
A system for automatically cataloging files and for keeping cataloged assets up-to-date. With appropriate settings, AutoSync can also delete asset records for missing originals, ensuring a catalog is “in sync” with the files in a watch folder.
AutoSync folder
A folder on your network that the Portfolio administrator has specified as a location where users can place files for Portfolio to add to a catalog. Portfolio checks AutoSync folders at specified intervals.
If there are new files in the folder, Portfolio adds those to the catalog. If there are files that have been modified, Portfolio updates the existing catalog assets.
See also watch folder.
—B—
batch process
One or more tasks performed on a group of assets or files without user input. Portfolio uses batch processes to catalog assets, perform conversions, and prepare assets for download.
For details, see Batch Process in Portfolio Client Help.
bit depth
The number of bits used to represent the color of a single pixel. An 8-bit image uses one byte per pixel, allowing for 256 colors. A 24-bit image uses three bytes per pixel, typically one each for red, green, and blue components, providing a palette of over 16 million colors.
Boolean
A binary value with two possible states: true or false.
Portfolio supports Boolean field data, where the value can represent True/False, Yes/No, On/Off, or similar state pairs.
—C—
Camera Raw
A file format, usually specific to a model or series of device, that has minimally processed data. The purpose of a raw image is to preserve image data obtained directly from the device sensor and the metadata identifying the conditions of the image’s capture.
catalog
noun: A collection of related digital assets.
verb: The process of adding digital assets to a catalog.
Portfolio organizes your images, graphics, digital photos, documents, and other files in a database file called a catalog. A catalog stores thumbnail images of your files, embedded metadata, and any custom information that you require.
A Vault catalog stores your asset files, while a Watch Folder catalog stores location information for each asset.
See also asset; file; metadata; thumbnail; Vault catalog; Watch Folder catalog.
For details on creating catalogs, see Portfolio catalogs in Portfolio Admin Help.
Catalog Administrator
A predefined role that defines what a user can do with assets in a catalog. Catalog administrators can configure all catalog-specific settings.
For details about roles, see Roles in Portfolio Admin Help.
certificate authority
Abbreviated CA. An entity (such as VeriSign) that issues a digital certificate that certifies the ownership of a public key by the named subject of the certificate. You can use a custom certificate in Portfolio to let clients connect to the Portfolio server using an encrypted connection.
See also SSL; root certificate.
For details about adding a signed certificate to Portfolio, see Adding SSL for secure connections in Portfolio Admin Help.
child
An immediate descendant or subordinate in a hierarchy. A file or folder contained within a folder is a child of that folder.
See also parent folder.
client
Software that runs on a non-server system (computer, tablet, smartphone) and connects to and works through a server. Portfolio includes a desktop client application and a browser-based web client.
clip
A segment of audio or video. Portfolio Server creates clips from audio and video media that you catalog. The server administrator sets the specifications for clips when they create a catalog.
compression
A method of encoding digital information (as a file or a stream) to reduce the total number of bits used, thus reducing file size and transmission time. Many image, video, and audio formats use compression.
contact sheet
In Portfolio, a contact sheet is PDF that includes small representations of images or documents in a catalog, along with some information about each asset. You can generate a contact sheet from within the Portfolio clients.
In traditional photography, you make a contact sheet, contact print, or proof sheet by laying a series of negatives directly on photographic paper, exposing the paper through the negatives, then processing the paper.
For details about creating a contact sheet, see PDF Contact Sheets in Portfolio Client Help.
convert
Create a copy of a file in a different format.
crop
Trim an image to fit specific dimensions, usually eliminating some content of the original image.
custom field
A user-defined field in a Portfolio catalog, used to identify non-standard properties of an asset. Typically used to include information specific to a workflow or business model, such as a customer code or order ID.
For more information, see Creating custom fields in Portfolio Admin Help.
—D—
database
A structured set of data that software can access in various ways. A Portfolio catalog is a database with specific fields and relationships designed to simplify identifying and linking digital assets.
directory
(1) Common term for a disk organizing structure that contains files and other directories. A directory is usually called a folder based on its visual representation in graphical user interfaces.
(2) A network data resource, with entries for people, departments, teams, printers, and other similar resources in an organization.
directory service
The software that stores, organizes, and provides ways to access a directory. On Windows-based servers, Active Directory is the most common directory service. On macOS, Open Directory is common. Both are an implementation of LDAP.
See also Active Directory.
directory service mapping
The association between directory service groups and user accounts and Portfolio user accounts.
For details, see Mapping Users from Active Directory in Portfolio Admin Help.
DNG
Digital Negative. A container file format invented by Adobe to hold a raw image file, XMP metadata, a preview image, and other information.
document
A computer file that represents the results of a person or group's thinking. In typical use, “document” refers to a file that consists mainly of text content, but it’s also appropriate to use the term to refer to photographs, drawings, videos, and sound files. (The term “document” has a long history and its use to refer to digital content is itself the subject of much philosophical debate.)
Domain User account
Under Windows, a network-based user account. Such an account can have access to network resources as soon as it’s logged in.
Compare local system account.
For infomation about configuring a Domain User account, see Server access in Portfolio Admin Help.
download
(verb) To copy data (usually files) from one computer to another.
(noun) The act of downloading data or files, or a set of data or files that you have downloaded.
Compare upload.
—E—
Editor
A predefined role that defines what a user can do with assets in a catalog. Editors can change asset metadata but can’t add or remove assets.
For details about roles, see Roles in Portfolio Admin Help.
embed
To include one object completely within another. This may refer to an element within a document, such as a graphic. It can also refer to metadata that Portfolio has added to a file.
EPS
Encapsulated PostScript. A self-contained graphic file consisting of PostScript commands that describe an image or drawing. You can place (embed) an EPS file within another document.
EXIF
Exchangeable Image File format. A standard that specifies the formats for images, sound, and metadata used by digital cameras. EXIF data also typically includes information about the device capturing an image, such as model and serial number. Portfolio can import EXIF tags and embed them in exported files.
extension
The last characters of a filename, beginning with the final period, indicating the format of the file. Examples are .docx (a Microsoft Word document), .jpg (a JPEG-compressed image), and .indd (an Adobe InDesign document).
extract
To identify and isolate. Portfolio extracts metadata from a file and inserts each piece of metadata into a field in the asset’s catalog entry.
—F—
field
A single part of a database record. Most fields have data types associated with them, such as numeric, date, or text.
For information about specifying fields to include in a catalog, see Catalog fields in Portfolio Admin Help
filter
A way to reduce displayed data to simplify its use. In the Portfolio clients, you can filter the list of fields that Portfolio uses for sorting, searching, and displaying assets, so that you only see fields that interest you.
Filtered Fields
A subset of catalog fields that Portfolio can display in the Properties panel of the Portfolio clients. You can also use Filtered Fields for displaying information in the main window, and for searching for assets. Each user can select the fields that are most relevant for their purposes.
For more about Filtered Fields, see Choosing properties to view in Portfolio Client Help.
firewall
Software in a computer system or network that controls access. Firewalls are commonly used to block systems outside the firewalled system or network from accessing resources inside the firewall.
flag
(verb) To mark an asset for attention.
(noun) A symbol used to mark an asset for attention.
Flagged Assets
A built-in organizer in the Portfolio clients. It displays all assets in a catalog that you have flagged.
For details, see Working with Flagged Assets in Portfolio Client Help.
folder
A container used to organize files and other folders on a disk.
folder hierarchy
An arrangement of folders, one within another, that usually represents a system for organizing files.
—G—
gallery
A collection of assets within a catalog. A gallery doesn’t contain actual assets, but merely lists specified assets, so that adding or removing assets in a gallery doesn’t change the catalog itself.
For more information, see Galleries in Portfolio Client Help.
GPS
Global Positioning System. Cameras equipped with GPS units or other geo-location systems can embed GPS metadata in images. Portfolio imports this metadata.
—I—
IP address
Internet Protocol address. A numeric addressing system used to uniquely identify a computer or other device on a network. The IP address usually consists of four values in the range 0 to 255 separated by periods, such as 192.168.0.10. A static IP address never changes, which can be useful for printers and other devices on a network) A dynamic IP address changes at set intervals (at device startup or every 24 hours, for example).
IPTC
International Press Telecommunications Council. The first worldwide standard system for adding metadata to digital files. While XMP metadata has superseded IPTC, many systems and devices still include IPTC metadata. Portfolio can read and embed IPTC metadata.
—J—
job
A task performed by the Portfolio Server based on a command issued by a user. Jobs include upload, download, batch process, and automation tasks.
JPEG/JPG
(1) A compression standard developed by the Joint Photographic Experts Group, used for color and grayscale images. JPEG uses “lossy” compression, because it can discard image data to achieve higher compression.
(2) A bitmapped file format, typically used for photographs, that implements this compression.
—K—
Kerberos
A network protocol that lets a client and server verify each other’s identity on a network. Kerberos is an important part of Portfolio’s implementation of Single Sign-On (SSO).
See also Active Directory; Single Sign-On.
For details on configuring Kerberos and SSO, see the article Setting Up Single Sign-On for Portfolio in the Portfolio Knowledge Base.
keyword
A word or phrase assigned to an asset to describe it, link it to other similar asset, and make it easier to locate using search tools. Portfolio stores an asset’s keywords in a field in the asset’s catalog record.
See also Master Keyword List.
—L—
LDAP
Lightweight Directory Access Protocol. A method for reading and editing network user directories.
License Administrator
The license administrator is a set of credentials (email and password) registered with Extensis as your organization’s contact for license registration.
Portfolio uses the license administrator credentials to validate your Portfolio installation with Extensis.
local system account
A Windows account for a user specific to a single system. Such an account isn’t automatically granted access to network resources.
Compare Domain User account.
For infomation about configuring a local system account, see Server access in Portfolio Admin Help.
—M—
mapping
Association of one set of data with another. When you add files, Portfolio copies certain metadata into specific fields. A catalog’s metadata mapping determines where it stores each bit of metadata.
Master Keyword List
A list of keywords that a catalog administrator defines. Instead of manually entering keywords, users can choose from the Master Keyword List of pre-approved keywords, helping to ensure consistency in keywords across a catalog.
See also keyword.
media
(1) A file, usually of a time-dependent nature (such as an audio or video file).
(2) Physical part of a computer storage system where data is actually stored, such as a DVD disc.
Media Engine
A hardware/software combination that Portfolio calls on to process many types of files. For lightweight conversion requirements, Portfolio includes an internal Media Engine. For large-scale processing, Portfolio can offload requests to one or more other systems running a Media Engine.
For details, see Media Engines in Portfolio Admin Help.
member
A person with a Portfolio account that has access to a catalog.
metadata
“Data about data.” Metadata is information about the content of a file, such as a document’s author or word count, or the location or photographer of a photo, or keywords used to describe a file’s content. Metadata is an important tool in categorizing, identifying, and locating assets.
MrSID
Multiresolution Seamless Image Database. A wavelet-based image format designed for large, high-quality geospatial imagery. The current version of the MrSID file format is MrSID Generation 4 (MG4). An MG4 image can contain either raster (bitmap) or LiDAR (3D) data.
multi-threaded
Computer code written so that different sections of code can run simultaneously on separate processors or cores. A multi-threaded program can operate faster and more efficiently. Portfolio is multi-threaded and so can split a single high-overhead task among several processors.
—N—
namespace
A container for a set of names, where the names are unique within the container but may also exist in other namespaces. A name in a namespace usually also includes a namespace identifier to differentiate it from the same name in another namespace. Common namespaces in Portfolio Server are those used by various metadata-labeling agencies, such as IPTC.
NetPublish
An add-on to Portfolio that lets you publish the contents of a gallery or catalog as a website.
For details about using NetPublish, see Site Builder in Portfolio Client Help.
—O—
Office document
A spreadsheet, word processing document, or presentation written in a format native to a Microsoft Office application (Excel®, Word, or PowerPoint®). Portfolio can catalog Office documents and extract metadata from them.
offline
A Portfolio catalog that’s unavailable to users (for instance, when Portfolio is saving a backup).
Compare online.
organizer
A grouping of catalog assets displayed within the Portfolio clients. Some organizers represent real collections of assets, such as a folder on disk or a Portfolio catalog, and others, such as galleries, represent a subset of assets.
For more information see The Organizers panel in Portfolio Client Help.
original
The source file for a catalog asset. Original files aren’t stored in Watch Folder catalogs. In Vault catalogs, Portfolio copies files to a secure location only available to itself. Portfolio treats files in the Vault catalog as originals.
—P—
path
The location of a file or folder on disk.
Portable Document Format. A file format typically used for distributing print-quality versions of a document electronically. PDF files use PostScript to describe their layout and contents. PDFs can include embedded fonts and various levels of protection.
port
A port is a virtual data connection between computer programs or processes. The processes can be running on the same system or through a computer network.
Ports numbers range from 0 to 65535. By consensus, some ports—especially those below 1024—are reserved for common communication protocols (such as web or email connections).
An IP address combined with a port identify both the computer system and the process that is the intended recipient of a message. This is usually expressed like 123.45.67.89:1234, where the value after the colon is the port number.
In the case of Portfolio, a port is a reserved communication path between different Portfolio processes, such as between a client and the Portfolio server.
Portfolio Flow
A free app for iOS and Android that lets users upload images or media to a pre-configured Portfolio catalog.
For information on configuring Portfolio to accept uploads from Portfolio Flow, see Mobile uploading in Portfolio Admin Help.
PostScript
A page description language developed by Adobe as a device-independent way to describe the layout of text and graphics on a page. PostScript is also the basis behind Adobe Illustrator and PDF documents, among others.
preset
A saved collection of conversion settings that you can use to perform the same conversion on groups of assets as needed. Portfolio clients let you create and use presets for converting and downloading files.
For information on creating presets see Convert Presets in Portfolio Client Help.
preview
verb: To display an image or document before committing changes or printing.
noun: A low-resolution or reduced dimension presentation of an image, or static image of a document page or video frame, used to visually identify the original file.
private gallery
A gallery that’s only visible to its owner and selected members.
Compare public gallery.
For details about all gallery types, see Galleries in Portfolio Client Help.
property
An attribute of or metadata assigned to an asset, such as a graphic’s pixel dimensions, a PDF’s page count, or a photograph’s copyright notice. You can view, assign, and edit hundreds of assetbproperties using the Portfolio clients.
public gallery
A gallery that’s visible to all members of a catalog.
Compare private gallery.
For details about all gallery types, see Galleries in Portfolio Client Help.
Publisher
A predefined role that defines what a user can do with assets in a catalog. Publishers can create galleries and add assets to and delete assets from a catalog.
For details about roles, see Roles in Portfolio Admin Help.
—Q—
QuickFind
A tool that searches quickly through specific fields for a string of text.
—R—
Reader
A predefined role that defines what a user can do with assets in a catalog. Readers can only view assets in the catalog.
For details about roles, see Roles in Portfolio Admin Help.
read-only
(1) A public gallery that nobody can change except its owner.
(2) Access that lets a user look at, but not change or replace, an asset.
regenerate thumbnail
Cause Portfolio Server to re-create an asset’s thumbnail from the original file. You may wish to do this if someone has modified the original file.
resolution
(1) The pixel dimensions of an image or device: an HDTV has a resolution of 1920×1080 pixels.
(2) The pixel density (typically dots-per-inch or pixels-per-inch) of an image or device: A laser printer may have a resolution of 600 dots per inch.
role
A setting that determines the features and functionality that a user can use when working with a specific catalog. Each user can have a different role for each catalog that they’re a member of.
Predefined roles are Reader, Editor, Publisher, and Catalog Administrator. The Portfolio Administrator can also create custom roles.
For details about roles, see Roles in Portfolio Admin Help.
root
(1) The first or top-most directory in a hierarchy.
(2) The name of a built-in user account with full administrative privileges in a computer system.
root certificate
An unsigned public key certificate or a self-signed certificate that identifies the root Certificate Authority.
See also certificate authority.
—S—
scalability
The capacity of a system to react to changes in size or scale.
Portfolio scales to accommodate your needs. You can add external Media Engine systems to perform the tasks involved with adding assets to your catalog or converting assets to other formats. This is especially important when dealing with large collections of high resolution GIS imagery or video content.
screen preview
A screen preview is a low-resolution image of a file. Portfolio automatically creates a preview when you catalog a file. Due to their small size, screen preview files display much faster than the original full-resolution files.
server
(1) A computer system dedicated to delivering files or services to users or to other computer systems, such as a file server or print server.
(2) A software package that provides a service to users or other computer systems, such as Portfolio or Universal Type Server.
server administrator
The person responsible for using the Administration app to manage catalogs and users.
share
A file container (folder or volume) that’s available to network users, usually appearing as a volume.
Single Sign-On
Abbreviated SSO. SSO is a way to authenticate users so they can log in once with a single ID and password and immediately be able to use any number of independent software systems.
When you have SSO and related services configured for Portfolio, a user can log in to their computer, open their browser to the Portfolio web client, and immediately start working, without having to log in to Portfolio.
See also Active Directory; Kerberos.
For details on configuring Kerberos and SSO, see the article Setting Up Single Sign-On for Portfolio in the Portfolio Knowledge Base.
Smart Gallery
A gallery that displays assets that match a set of rules. The contents of a Smart Gallery can change under various circumstances:
-
You change its rules;
-
You add (or remove) assets that match its rules;
-
You change assets so that they match (or no longer match) its rules.
Examples of useful Smart Galleries are “Assets added today” and “Assets with no keywords”.
For more information, see Creating a smart gallery in Portfolio Client Help.
SSL
Secure Sockets Layer. A cryptographic protocol that provides communications security over the Internet. SSL uses a keyed message authentication code for message reliability.
See also certificate authority.
For details on adding a SSL security to your Portfolio Server, see Adding SSL for secure connections in Portfolio Admin Help.
sync
Also synch. Short for synchronize. The process of propagating changes made to an original file that you earlier added to a Watch Folder catalog. For example, if you use Adobe Bridge to add keywords to a group of InDesign files that you have already cataloged, syncing the files with the catalog will ensure that the new keywords get added to the assets in the catalog.
—T—
template
A pre-developed design or layout used to make new elements sharing a common design, pattern, or style. Portfolio lets you save a catalog layout (available fields, metadata mapping, Master Keywords List, etc.) as a new catalog type or template.
thumbnail
A visual representation of a catalog asset, reduced in size to fit certain dimensions in a catalog display. Portfolio creates thumbnails when you catalog files.
TIFF
Tagged Image File Format. A graphic file format often used for high-quality images. TIFF files can contain bitmap graphics, vector paths, layers, and multiple pages.
transcode
Convert a video or audio file from one format to another.
—U—
URL
Uniform (or Universal) Resource Locator. A text string that references an Internet resource, such as a file or web page.
In Portfolio, assets can include URL fields in their metadata. When the user displays a URL field in the Grid view, the Portfolio client displays it as a clickable link.
user
An individual who has an account on a Portfolio Server that enables them to access catalogs and assets.
user account
The login credentials (username and password) and other information related to a user that’s stored in the Portfolio system.
—V—
vault
The vault is a customized high-performance structure where Portfolio stores all your Vault catalogs and their associated asset files.
The vault can become very large; you need to configure it on a directly attached drive (internal to your computer).
For details about changing the vault’s location, see Portfolio Vault folder in Portfolio Admin Help.
Vault catalog
In a Vault catalog, Portfolio stores all data and asset files in the Portfolio Vault. Advantages of a Vault catalog are that it can’t be access by casual network users, so asset files are secure from unauthorized edits and deletions. The Vault catalog also supports asset versioning, so that users can make changes to an asset file while retaining earlier iterations.
See also Watch Folder catalog.
volume
A disk partition. A volume is often represented to the user with a disk icon, but in reality, a single disk might include more than one volume. (It’s usually forgivable to use these terms interchangeably.) In a Watch Folder catalog, Portfolio records the volume name for the asset’s original file.
—W—
watch folder
An AutoSync folder. You can create and change watch folders in the Web or Desktop client.
See also AutoSync folder.
For details, see Watch Folders in Portfolio Client Help.
Watch Folder catalog
A Watch Folder catalog stores asset metadata in Portfolio’s database, while asset files are in folders on network or server-connected storage.
Watch Folder catalogs use your existing network storage, so you don’t need to change existing storage hierarchies.
In addition, you can have Portfolio monitor specific folders for changes, and it will automatically add, update, or remove assets based on changes to each “watch folder”.
See also Vault catalog.
watermark
noun: A recognizable image or pattern applied to an original image. The watermark provides a means to indicate copyright or ownership and deters unauthorized use of an image.
verb: To apply a watermark image to an original image. Portfolio can apply a watermark to images that a visitor downloads from a NetPublish site.
For information about adding a watermark through NetPublish, see Download & Asset Protection in Portfolio Client Help.
Work folder
A location that Portfolio Server uses to temporarily store files used or created during a client session. Though temporary, a Work folder may require a lot of disk space, so you should locate it on a volume where space isn’t at a premium.
For information about moving the Work folder, see Temporary Work folder in Portfolio Admin Help.
workflow
The series of steps or processes that a piece of work passes through from start to finish.
—X—
XMP
Extensible Metadata Platform. XMP includes a large selection of fields. Users can add custom metadata as necessary.