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. Each of these fields is corresponding to one column in the CSV-file.
How to set up your CSV file for import
Make sure that your metadata fields (columns) are separated with a comma "," (US standard) or with a semicolon ";" (European standard). Canto supports both delimiters and automatically detects upon import which standard is used.
Multiple values within one column (e.g. keywords, tags, custom fields) always need to be separated with a semicolon no matter what delimiter is used. When using semicolons as the delimiter for columns, Excel will automatically enclose values within a column in quotation marks when exporting to CSV, e.g. "value 1 ;value 2 ; value 3".
Note: When not using Excel to export your CSV, make sure to manually enclose multiple values of one column with quotation marks.
You can always export the metadata CSV file from Canto 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 must 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 column you need to include File Type as well.
- When you decide to use File Name as your first column you need to remove Content-ID.
- When there are any columns of metadata that should not be adjusted, remove them prior to importing! In other words, only keep columns in your CSV file that have updated values!
- 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.
Replace file names
You can use this function to change your file names, for this you need to set Content ID as your first column, File Name as your second column and File Type as your third column.
Description
Add free form text here for your description. Depending on your selection when importing to Canto, the description's content will either be overwritten with the content from your CSV file or its content will be appended to the existing description in Canto.
When 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: You can only use predefined keywords. You can set up keywords via Settings > Configuration Options > Keywords.
Tags
To add multiple tags, separate them with a 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.
Copyright
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.
Auto Approve Date
If you set the status to Pending, you are able to set an Auto Approve Date by entering a date under the Auto Approve 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. If you enter a new album or folder name in your CSV file, this album or folder will be created automatically within the import to Canto.
(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.
The column name must be Facial Recognition Names.
When inputting the CSV form, be sure to select Replace Metadata.
Note: If the image is Unassigned names cannot be written.
Custom Fields
Custom field columns can be added as needed. The column name must have the exact custom field name.
Multiple values within a custom field always need to be separated with a semicolon no matter what delimiter is used.
Note: Multiple custom field URLs need to be separated with a space " " and not with a semicolon ";" e.g. "https://canto.com https://support.canto.com https://api.canto.com"
Template .csv
MetadataImportTemplate_Comma(US).csv and MetadataImportTemplate_Semicolon(European).csv are 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
Navigation
User Menu > Settings > Links & Connections > Metadata Import
If the Metadata Import option is not available within your account, please contact your account manager.
- Depending on the metadata you are adding, you may select Replace Metadata or Add Metadata (see below).
- Click Select and locate your CSV file.
- Click on Upload.
The details of the import will be listed in the Imported Data Summary section.
Replace Metadata
The Replace Metadata feature allows 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 multi-choice Fields, URL, Label (Color) or Description 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.