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 a 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!


You can always export the metadata CSV file in order to update it and import it back into Canto.


File Name 

Make sure that you use the exact name of the file to apply metadata.

You can use either the File Name as the unique key or Content ID. One of these always needs 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.


Note
- When you decide to use Content ID as your first row you need to include File Type as well.
- When you decide to use File Name as your first row you need to remove Content-ID.
- If there are any columns of metadata that are 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 that are defined to the asset within your Canto account. To add multiple keywords, separate them with semicolons. Keywords that already are part of the asset will not be modified, only new keywords will be added.


Note: The keyword has to be predefined within Settings > Configuration Options > Keywords.



Tags

To add multiple tags, separate them with either 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 for the asset, the text you add will overwrite the old Terms & Conditions.



Add free form text here for the asset Copyright under Digital Rights Management. If Copyright already exists for 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 you set the 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 be overwritten by the new value input.



Specified Date

If you set the status to Pending, you are able to set an Auto Approve Date by entering a date under the Specified Date column as listed below.

Use format yyyy-MM-dd or yyyyMMdd or MM/dd/yyyy when entering the date. If a date already exists, it will be overwritten by the new value input.


Date Created

You can update the Date Create from the metadata CSV file. The following date formats are supported:

  • MM/dd/yyyy HH:mm
  • yyyy/MM/dd HH:mm
  • yyyy-MM-dd HH:mm
  • yyyyMMdd HH:mm

If you do not include a time it will show 00:00.


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 a full album path, separated with semicolons when adding to multiple albums. Albums, which the asset is assigned to, will not be modified, the asset will only be added to the new album(s) you list. 


Note: Adding to an album will NOT create a new album, the album will need to pre-exist within your library.


(Ex. Album)

(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. 

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 at the bottom of this page for use. Once you filled in all the necessary metadata updates in the template, you can run the import.


How to Run the Import in Canto


Settings > Links & Connections > Metadata Import

 

If the Metadata Import option is not available within your account, please contact your account manager.


  1. Depending on the metadata you are adding, you may select Replace Metadata or Add Metadata. 
  2. Click Choose File and select a .csv file with the relevant metadata. 
  3. Click on Upload.

The details of the import will be listed in the Summary section.


Replace Metadata

The Replace Metadata feature will allow you to replace any metadata originally associated with the file. If there are any empty metadata fields to the asset, the CSV import will replace the empty fields with the information in the CSV file. 


Add Metadata

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.


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.