Medialibrary user manual

How to search & download

pictures, video and other media

Corporate Communications
Version: 3.0
Date: 19.04.2016

Medialibrary – User manual

Corporate Communications
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Latest changes and additions
Date Main modifications and additions
Feb. 2010  Process to change your password.
 More information about the supported formats.
Oct. 2010  Reorganization of the paragraph “Search function” for specific words.
 Summary of supported formats.
April 2016 Medialibrary becomes a client application of SPOT (centralized database for images, videos,
PDFs and other file types used for Marketing-Communication activities).

Please contact corporate.communications@staubli.com for questions,

login & support requests

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Table of contents

1. Introduction ......................................................................................................... 4

2. Login .................................................................................................................... 5

3. Search function ................................................................................................... 7

3.1. Search mask ......................................................................................................................... 7
3.2. Search results ....................................................................................................................... 9

4. Detail of media .................................................................................................. 10

4.1. Detail view of a media ........................................................................................................ 10
4.2. Supported file types ........................................................................................................... 12
4.3. Formats available ............................................................................................................... 12
4.4. Language versions available ............................................................................................ 13

5. Lightbox - saving your search results ............................................................ 14

5.1. What is a lightbox? ............................................................................................................ 14
5.2. Adding media to a lightbox ............................................................................................... 14
5.3. Managing your lightboxes ................................................................................................. 15
5.4. Detail of a lightbox ............................................................................................................. 16
5.5. Print a lightbox ................................................................................................................... 17

6. Sending media and lightbox links ................................................................... 19

6.1. Sending media .................................................................................................................... 19
6.2. Sending lightboxes ............................................................................................................ 20

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1. INTRODUCTION

First of all, it is important to distinguish the Medialibrary and the SPOT database.

 SPOT is the database which centrally stores assets for Marketing-Communication

activities: images, videos, PDFs, and other formats. Via an API (Application Programming
Interface) the authorized client applications can connect to SPOT and access its assets
depending on their access rights.

 The Medialibrary is a client application of SPOT. It is the interface used to search and
download media (pictures, videos, PDFs, etc.), to create personal lightboxes and to
access general lightboxes managed by Corporate Communications.

This user manual explains how to use the different functions of the Stäubli Medialibrary, which is
intended to be used for Marketing-Communication activities of the Stäubli Group. The access to
the Medialibrary is reserved to registered and authenticated users, mainly Marketing-
Communication professionals within the Stäubli Group and their external suppliers (graphic
designers, agencies).

In order to get access you have to submit a request by filling in the online form at
http://medialibrary.staubli.com (in the left navigation choose “Application for access”).
Applications will be reviewed within 10 business days by Corporate Communications.

Currently, there is no charge or fee for using the Medialibrary. It is a service provided by Stäubli
International available to all companies of the Stäubli Group.

SPOT: Single Point of Truth. Medialibrary (Frontend) (Typo3)

Client applications
General term to summarize the DAM (Digital
Asset Management) project for Stäubli.
Websites (Backend + Frontend)
(Typo3)
Access: OAuth authentication
SAML authentication Stäubli Solution App (Typo3)
(offline site for sales personnel)

Interface to SPOT API Intranet MyStaubli (SharePoint)

access data: Application
programming
interface Press Corner / CD Section
(Typo3)

Data SPOT backend SWM Sales Workflow

management (Typo3 6.2 LTS)
:
Tbd: Exhibition database

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2. LOGIN

To log in to the Medialibrary:

1. Go to the address http://medialibrary.staubli.com/ (no "www." in this URL).
2. Enter your username and password. Confirm by clicking the button "Login".
Note that cookies must be enabled to allow the connection.
3. If you have forgotten your password, please use the “Forgot your password?” link.
Then enter your email address and click on the button “Reset Password”. You will
receive an e-mail allowing you to change your password.
4. If you do not have a personal login you may request it from Corporate
Communications by filling out the application form for access to the Medialibrary:
http://medialibrary.staubli.com/en/application-for-access/

Recommended browsers: We strongly recommend Firefox or the latest versions of

Internet Explorer (Version 10 or 11) for the best user experience. The application
works with all kinds of browsers.

Terms & conditions: By logging in to the Medialibrary you agree with the terms &
conditions for using the Medialibrary. They are available for consultation on
http://medialibrary.staubli.com/en/terms-and-conditions. Please respect them.

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To change your password:
1. Log in to the Medialibrary.
2. In another window of your browser enter the address:
http://medialibrary.staubli.com/en/special/change-password/
3. Enter and confirm your new password (7 characters minimum).
4. Validate by clicking on “Change your password”.

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3. SEARCH FUNCTION

3.1. Search mask

After login, you can access the search function. The search mask enables you to search for any
media using your specific search criteria (general criteria, division categories, specific words, date,
author…).

To use the search function:

1. After login, choose the menu “Media library – Search”
2. You can select a general criterion.
E.g. if you wish to search all the market / product application videos.
3. You can also select a division category. As soon as you have selected a
category the corresponding subcategories are displayed enabling you to
additionally refine the search. Note that the accessible division categories are
according to the rights of your account.
4. You can search for specific terms. E.g. “SCARA RS20”
5. Specify a date if you would like to find media changed in a specific time slot. You
also can define only one date: e.g. specifying only the second date tells the
search engine to look only for media changed before this date. Note that the
search by date covers the “Modified date” (last save in the database).
6. Select a publisher / photographer if you would like to search only for media by
this specified author.
7. Choose a media type to limit your search to your specified type.
8. Depending on the rights of your account you have also the possibility to limit the
search to Robotics Sales Kit and to Exhibition Key Visuals.
9. Click on the button “Search in Media Library” to start searching.

 The search engine is looking for all media where the text “SCARA RS20” can
be found. It is searching within the following fields of the meta information: title,
keywords, description, filename, abstract1, city, location description, copyright.
 Note that upper and lower case are not distinguished; so searching for “scara”
or “SCARA” will produce the same results.
 The system searches for substrings; so if you are searching for man you will
also find woman.

1
The abstract is the content of a document automatically taken from the media.

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 Choosing too many categories might produce no results since the filters are
combined.
Choosing not enough categories might bring a lot of results; so it will take a long time
to display and to consult all the media found.

To empty all fields in the search mask, click again on the right menu
“Media library – Search”.

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3.2. Search results

The search results in detail:

1. The total number of results is displayed at the top (20 results by page).
2. For photos, videos, PDF and PPT, a preview is available. For other formats (e.g.
ZIP file) you will only see the icon related to the type of file. Click on the preview
image, the title of the media or on the link " " to access the detail view of
the media ( paragraph 4: Detail of media).
3. You have the possibility to add your media either to a new lightbox or to an
already existing one ( paragraph 5: Lightbox - saving your search results).
4. Depending on your user rights you have the possibility to download the photo in
low and in original resolution, or only in low resolution.
5. For other type of media, only the original resolution is available in the search
result. Consult the detail view of the media in order to upload other resolutions
available.

Please be aware: downloading a large data volume (like videos) will take some time
– the download speed is mainly dependent on your internet connection.

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4. DETAIL OF MEDIA

4.1. Detail view of a media

1. A preview is displayed.
 For images, it is the conversion of the original file to jpg format.
 For videos, it is the image of the 20th second of the video. If the video is
shorter the preview image is generated at 10 or at 1 second.
 For PDF and PPT, it is the first page of the document.
 For other file types, no preview image is available. The icon of the application
is displayed (e.g. for ZIP file).
( paragraph 4.2: Supported file types)
2. Meta information specified by the person who uploaded the media in SPOT is
indicated. Please read the Copyright and Instruction/Usage section carefully to
make sure that you can use the media as you need.
3. Depending on your user rights you have the possibility to download the formats
available for the media ( paragraph 4.3: Formats available).
4. You can send the media ( paragraph 6: Sending media and lightbox links).
5. You have the possibility to add your media either to a new lightbox or to an
already existing one ( paragraph 5: Lightbox - saving your search results).
6. If the media has translation versions, you can select the language you need and
download the formats available ( paragraph 4.4: Language versions available).
7. Back to your search result.

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Medialibrary – User manual
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4.2. Supported file types
The supported file types are listed below.
 Image: jpg, tif, gif, bmp, pcx, tga, png, psd
 Drawing: eps, ai
 Video: mp4, wmv, flv, avi, mov, mpg
 PDF files: PDF-A, PDF-X
 PowerPoint presentations: PPT, PPTX, PPS, PPSX
 Other files (e.g. zip, indd, ...).

4.3. Formats available

When a file is uploaded in SPOT, the system automatically generates conversions, and so creates
what we call “formats”. The formats are created related to the downloaded file (master file).
Depending on your user rights you have the possibility to download the formats available for a
media.
Asset type Supported file Auto generated Comments
types (master file) formats [add in
the file name]
Image JPG, TIF, GIF, JPG Original Res Conversion to jpg in the same resolution. With
& Graphic BMP, PCX, TGA, [jpg-orig] jpg files, transparencies are lost. Use the
PNG, PSD master file (psd or png) if you need the
transparencies.
EPS, AI
JPG Low Res Conversion to jpg in low res (H x L < 0.3
[jpg-low] Megapixel).
Low resolution is created even if the master file
is already in lower resolution.
Video mp4, wmv, flv, avi, MP4 Original h264 All videos will be converted to mp4/h264.
mov, mpg [mp4-h264-orig] Depending on the master file resolution, SPOT
generates a web version (720p) and a mobile
MP4 Web 720p version (320p)
[mp4-web-720p]
MP4 Mobile 320p
[mp4-mob-320p]
JPG Preview Image Preview images from 1, 10 and 20 seconds of
[jpg-preview1, 2, 3] video. If the video is shorter than 10 or 20
seconds, only one or 2 preview images are
generated.
PDF PDF-A, PDF-X PDF Low Res Conversion to low resolution (120dpi)
[pdf-low]
PDF without cutting Conversion to low resolution with no cutting
marks marks. This format is created even if the
[pdf-web] master file has no cutting marks.
Preview image Preview image from first page of the
[jpg-preview] document.
Powerpoint PPT, PPTX, Preview image Preview image from first page of the
presentation PPS, PPSX [jpg-preview] presentation.
Other file formats can be uploaded - No formats are created.
and indexed (e.g. ZIP, INDD, ...)

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 Depending on the original image and the options used (layers, clipping paths,
transparency…), the automatic conversion made by the system may not produce
satisfying results. In some cases JPG will lose quality, so it may be necessary to
download the original TIF, EPS, PSD, or AI source files. Please inform
corporate.communications@staubli.com if you are confronted with strange conversions.

4.4. Language versions available

The master file is always in English. The system allows to have language versions, e.g. for video,
for PDF or for PTT presentations. If language versions are available, you will be able to see and
upload them in the detail view of the media.

1. Chose the language you need in the selector.

2. The list of the formats available for the language selected is updated.
And you can download the different formats.

If you want to send a download link of a language version to an external user, you
have to send the link of the master file ( paragraph 6: Sending media and lightbox
links).
Be aware that at this moment the external user will have access to the master and to
all language versions.

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5. LIGHTBOX - SAVING YOUR SEARCH RESULTS

5.1. What is a lightbox?

In photography, a lightbox has several applications. One is a container with several lightbulbs and
a pane of frosted glass on the top. It is used by photography professionals viewing translucent
films, such as slides. This device was originally used to sort photographic plates with ease. It is
also used by visual artists for photo-referencing. (Source: http://en.wikipedia.org/wiki/Lightbox)

In the case of the Stäubli Medialibrary, the lightbox is a kind of basket enabling you to save your
search results, as well as printing, sending or saving your selection for further applications. Each
user manages his own personal lightboxes. Corporate Communication has created and manages
some General lightboxes that all users can consult. When a media is updated in the database, it
is also updated in the lightboxes.

5.2. Adding media to a lightbox

You can add any media either to a new lightbox or to an already existing one.

1. In the search result view or in the detail view of a media, open the drop down
"Lightbox".
2. If you choose to add the media to an already existing lightbox, a confirmation
message indicating the title of the media and the name of the lightbox is
displayed.
3. If you choose to add the media to a new lightbox, you will be asked to name your
lightbox. Then click “Ok” to save your media to the new lightbox or on “cancel" to
cancel the saving.

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5.3. Managing your lightboxes

To manage your lightboxes:

1. Click on "Lightbox" in the left menu to see your lightboxes.
2. Create a new lightbox by clicking on the link “Create new lightbox”.
When creating a new lightbox you must specify a title (mandatory). The
description is optional but might help you to organize your lightboxes in your future
work.
3. Click on the title of an already existing lightbox to see its contents
( paragraph 5.4: Detail of a lightbox).
4. The number of documents stored in the corresponding lightbox and the date of the
creation of the lightbox are automatically updated by the system.
5. If you do not need the lightbox any more you can remove it.

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5.4. Detail of a lightbox

When you click on the title of a lightbox ( paragraph 5.3: Managing your lightboxes) you can
consult its content and also access some functions to manage it.
1. In the detail view of a lightbox you can see the title of your lightbox.
This title can be changed by using the function “Edit lightbox”.
2. This information (creation and update date, number of media in the lightbox) is
automatically updated by the system.
3. You can use different functions:
 Edit lightbox: to modify the title and the description of a lightbox.
 Delete lightbox: to remove a lightbox if you do not need it anymore.
 Clear lightbox: to remove all media from a lightbox, but keep the lightbox itself
(empty).
 Print lightbox: to open a new window where the media and its meta
information are displayed enabling you to easily print out a lightbox
( paragraph 5.5: Print a lightbox).
 Send lightbox: to send a lightbox ( paragraph 6.2: Sending lightboxes).

4. For each media you can click on the image or on the title, or use the link " "
to see the details of this media ( paragraph 4.1: Detail view of a media).
5. Click on “Remove from lightbox” if you want to delete the media from your
lightbox.
6. Depending on your user rights you have the possibility to download the photo in
low resolution and in original resolution. For other type of media, only the original
resolution is available in the search result. Consult the detail view of the media in
order to upload other formats available.

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5.5. Print a lightbox

Printing a lightbox can be useful to control media uploaded in the database. In the print listing you
can see a preview of the contents and all the meta information attached to them.

1. Click on "Lightbox" in the left menu to see your lightboxes.

2. Click on the title of a lightbox to see its contents.
3. Click on “Print lightbox”

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 The Medialibrary has a Word export function more appropriate for offline control. The
system creates a Word file with one page for each media of the search result. You can
see a preview and all the metadata of the media. And if modifications are required,
comments can be added in the right column (or the track mode change of Word can be
activated and modifications directly made in the second column of the table). Please
consult Corporate Communications if you have any specific needs.

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6. SENDING MEDIA AND LIGHTBOX LINKS

You have the possibility to send a media or a whole lightbox to other persons, even if these
persons have no access to the Stäubli Medialibrary. The sending will be done by a download link,
or you can simply generate the download link and copy / paste in an email.

6.1. Sending media

1. In the detail view of a media ( paragraph 4.1: Detail view of a media) click on
"Send this media as a download link".
2. Specify the email address of the recipient(s). To enter several email addresses at
once use a comma to separate them (email1@email.com, email2@email.com).
Choose a date of validity. Choose if you want to send the media in a low
resolution or in the original version. And write a message to the recipient(s).
3. Click on the button "Send link". An email is sent the recipient(s) with a link. By
clicking on this link, the recipient(s) will be able to access the media.
4. Or chose to only generate a link in order to copy / paste it into an email.

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6.2. Sending lightboxes

1. In the detail view of a lightbox ( paragraph 5.4: Detail of a lightbox) click on

"Send lightbox".
2. Specify the email address of the recipient(s), separated with a comma
(email1@email.com, email2@email.com). Choose a date of validity. Choose if you
want to send the lightbox in a low resolution or in the original version. And write a
message to the recipient(s).
3. Click on the button "Send link". An email is sent the recipient(s) with a link. By
clicking on this link, the recipient(s) will be able to access the media.
4. Or chose to only generate a link in order to copy / paste it into an email.

For questions & bug reports please contact:

corporate.communications@staubli.com

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