Media file operations

File support and file details

Which file types do you support?

A: The system supports the following file types:

• Image: JPG, *PSD, TIFF, AI
• Text: PDF
• Audio: WAVE, AIF, RIFF, MP3, MP2
• Video: AVI, FLV, MOV, MP4, MPEG, RV, SWF, WMV
  • Videos must be one of these aspect ratios:
    2:1, 3:2, 16:9, 5:3, 14:9, 4:3, 8:5, 5:4, 1:1, 9:16, 5:8, 256:135, 480:253

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Do you support video?

A: Yes. You can upload videos to Backstage via FTP just like images, and they will become part of your searchable Archive.

We support the following video formats:
AVI, FLV, MOV, MP4, MPEG, RV, SWF, WMV
(Other formats may also work, but they would need to be tested.)

Supported aspect ratios include:
2:1, 3:2, 16:9, 5:3, 14:9, 4:3, 8:5, 5:4, 1:1, 9:16, 5:8, 256:135, 480:253

When you upload a video, the system automatically generates a thumbnail and preview so the video can be viewed on your website. The original file is stored as the high‑res version.
You can also restrict the preview length (e.g., limit previews to 30 seconds).

Additionally, videos can be embedded on any webpage.

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What's the difference between 'File Size' and 'Image Size'?

A: File size is the compressed size whilst Image size is the uncompressed file size.
The file size is what we use to calculate storage space.

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Why is the downloaded image much smaller (1 MB) than the original (34 MB), even when selecting the highest resolution?

A: A high-resolution image can download as a much smaller file because Image Size and File Size are not the same thing, they measure different properties.

• Image size refers to the to the number of pixels in the image. This determines how detailed the image is.
• File size refers to how much storage space the image uses. This depends on the file format and compression.

Same image (same pixels) can have very different file sizes depending on format and compression. For example,

• The 34 MB refers to the image’s full, uncompressed size (based on pixels and color data).
• The 1 MB file you download is the compressed version of that same image.

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Can I change the system file sizes for all of my existing images?

A:You can update your standard system file sizes under Administration > Media Attributes > Media Sizes, but these changes only apply to images uploaded after the change.
Existing images will keep their current file sizes. Please use caution when modifying system sizes.

Recommended standard sizes:

• Thumbnail: 200 px, 72 dpi (original quality)
• Preview: 800 px, 72 dpi (original quality)
• High‑Res: Original dimensions, 300 dpi (original quality)

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Why do my images look light and washed out? (e.g., Nikon D2X generic)

A: This happens because the images use the “Nikon D2X generic” color profile, which isn’t supported by the system’s rendering library. The system can’t interpret this profile correctly, so previews appear faded.

To fix it, convert the images to a standard profile (e.g., RGB):

1. Select the images.
2. Click Convert Color Profile.
3. Choose RGB.
4. Click Convert, then Start Action.

Alternative method to fix the Generic Color Profile issue:
You can also download the images (select the images and choose Edit > Download), convert the color profile in Photoshop, and then upload the corrected files to the Replace Media (Archive) folder.
The system will replace the existing files while keeping their metadata and Media Number unchanged.

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Can I use a field other than the media number as the file name (for example, the headline)?

A: You can use another metadata field as the file name, but this is not recommended. Many connected (downstream) systems cannot handle spaces in file names, so space‑free, unique options like the media number are preferred.

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How can I see all the restrictions associated with a specific media file?

A: Open a media file in Media Processing and select the Restrictions tab. It lists all restrictions that apply to the selected asset, including author restrictions, batch restrictions, and metadata‑based restrictions. This is the fastest way to see exactly how a single file is restricted.

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How can I see all the financial documents a specific media file appears in?

A:Every published media file has a Financial Documents tab that lists all invoices and other financial documents the file is included in.

It lets you view all sales and financial activity related to that single file.

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Can I assign a specific Media Number to an image?

A: You cannot set a specific Media Number for a file.

The system automatically sets the next new Media Number, so that every Media Number is unique.

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I used the “Rotate Media” action, but my image didn’t rotate. Why?

A: When you use the Rotate Media action, make sure to select the lossless option.

When you rotate a JPEG, the system normally has to decompress and re‑compress the file, which can slightly reduce image quality. To avoid this, the Rotate Media action tries to rotate the image losslessly (with no quality loss).

If a lossless rotation is not possible for your image, you can choose to allow the system to rotate it anyway by enabling If lossless rotation is not possible, use lossy rotation. This lets the image rotate correctly, but with minor quality reduction.

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When I move images into a folder from another folder, why doesn’t the metadata update according to the folder’s field mappings?

A: Field Mapping templates only apply to media that you import directly into the folder. The mapping does not apply to images that you move to the folder.

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Replace media files

Can I replace a file? (e.g., with a higher‑resolution or retouched version)

A: Yes. You can replace archived media files without deleting the originals. This is useful when updating images with higher‑resolution versions or retouched files.
The existing Media Number stays the same, and you can choose whether to keep the original metadata or import new metadata.

Replace existing images in your Archive:

1. In Media Processing, right‑click Replace Media (Archive), and select Settings.
2. Select the following settings:
   • Mapping Basis for Replacement = File Name (with Extension)
   • Metadata = Leave the existing metadata of replaced files intact.
     • If you chose to overwrite existing metadata, set up the necessary Field Mapping.
3. Click Save.
4. In Media Processing click Replace Media (Archive).
   • Click Add Media to select your replacement files.
   • Then click Upload all Files to start the replacement process.

Import replacement media files via FTP:

1. Name your replacement files according to the settings you configured in Replace Media (Archive) > Settings. See above.
2. Users who were granted access on the Accesses tab in Replace Media (Archive) > Settings will see the Archive_Replace_Media folder when they log in via FTP.
   • Upload the replacement files to this folder, and the system will automatically replace the existing media files.

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Why isn’t my image being replaced? (e.g., trying to replace a JPEG with a PSD)

A: The Replace feature only supports replacing a file with another of the same file type. For example, a JPEG can only be replaced with a JPEG, not with a PSD.

This limitation exists because different file types contain different underlying data structures and fields, so the system requires the replacement asset to match the original type.

At this time, it’s not technically possible to expand the Replace feature to support cross‑format replacements.

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Upload media files

For FTP upload, make sure to use an FTP client that supports UTF-8 encoding.

Some possibilities of free FTP programs include

• Filezilla: https://filezilla-project.org/
• WinSCP: https://winscp.net/eng/index.php

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What are the text files saying “Do Not Upload Files to This Directory…” that appear in my FTP root?

A: These text files are simply reminders that uploads must be placed inside a specific folder, not in the root of the FTP directory.

We added this notice because some users were accidentally attempting to upload files directly into the root, which always fails. The message helps ensure users click into the correct folder before uploading.

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How are duplicate filenames handled?

A: It’s best practice to use unique original filenames for your media.

If you upload a file into a Media Processing folder where a file with the exact same name already exists, the system will treat the second file as a duplicate and ignore it.

You can have files with identical original filenames if:

• they are uploaded into different Media Processing folders, or
• the first file has already been published before you upload the second one.

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A photographer is transmitting images via camera WiFi, but the upload keeps failing. Why?

A: This usually happens when the wrong target folder is selected. Files can’t be uploaded to the FTP root, they must go into a specific folder.
Ask the photographer to check their File Transmitter settings and confirm the correct destination folder is set.

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How can I automatically reject small images? (Move or delete images based on file size)

A: You can create a rule that automatically redirects images below a certain size to a “rejected” folder. You can send them directly to Trash, but we recommend reviewing them first.

Step 1: Create the destination folder

1. Go to Media Management > Folder Management > Main Folders.
2. Select Edit > New.
3. Give the folder a name (e.g., Too Small – Rejected).
4. Click Save.

Step 2: Set up the rule

1. Go to Media Management > Action Runs to edit an existing Action Run or create a new one.
2. In the Configure Action Run panel, select New Processing Action > Conditional Execution.
3. Configure the condition to check for file size and choose the folder you created from the Folder dropdown.
   • Or choose Trash, if you prefer automatic deletion.
4. Click Save Settings.

Step 3: Test the rule

Upload one small test image and one correctly sized image into any photographer folder.

• Files under the size set in Conditional Execution should automatically move to your rejected folder.
• Larger files should remain in the usual processing flow.

This confirms the rule is working as expected. Incoming images smaller than your defined threshold will now be moved automatically.

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When I upload whole folders, do they form in Backstage?

A: Yes. When you upload an entire folder, Backstage automatically creates the corresponding folder structure.

• Backstage Interface (Edit > Upload Files)
  If you drag a folder into the upload window, Backstage automatically creates the corresponding folder structure, including any subfolders, and uploads all files to their respective locations.
• FTP upload
  If you upload whole folders of images via FTP, then corresponding folders will form automatically in Backstage.

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Delete media files

How can I delete images from my Archive?

A: You can delete images directly from the Archive by following these steps:

1. Go to Media Processing > Archive.
2. Enter your search criteria in the Search Term(s) field and click Search.
3. Select the files you want to delete, either individually or all at once (Select > Select All).
4. Press the Delete key or choose Edit > Delete.
   • The files will be moved to your Trash.
   • Note: You continue to pay storage costs of any files in your trash.
5. To permanently delete them, right‑click Trash and select Clear Trash.

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How can I permanently delete a file?

A: To delete a file from your Media Processing folder area or Archive:

1. Pick the image and select Edit > Delete.
2. This puts the image in your Trash. To permanently delete it: Right-click the Trash folder and select Clear Trash.

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I need to delete a large number of images, and it’s taking a long time. How can I delete more than 2,000 at once?

A: You can load more than 2,000 results by scrolling to the bottom of your Archive search results and clicking Load more results.
This allows you to select and delete larger batches, e.g., 15,000 files at a time.

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How can I delete all of a photographer’s images?

A: You can delete all images from a specific photographer by following these steps:

1. Go to Media Processing > Archive.
2. In the Author/Partner dropdown, select the photographer’s name and click Search.
3. Select the results (Select > Select All).
4. Go to Edit > Delete or press the Delete key.
   • The images will be moved to your Trash.
   • Note: You continue to pay storage costs of any files in your trash.
5. To permanently delete the files, right‑click Trash and choose Clear Trash.

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Can I temporarily hide a photographer’s images without deleting them?

A: If you may need to invoice the images later, it’s best not to delete them. Instead, add a restriction to the photographer’s record. This hides the images from your website while keeping them available for internal use and invoicing.

To add a restriction to the photographer’s record:

1. Go to Purchasing > Authors and open the photographer’s record.
2. Go to the Restrictions tab.
3. Select Edit Author Restrictions > New.
4. Choose Geographic Restriction and click Next.
   • Leave No Access selected.
   • Set Priority to 0 (highest).
   • Keep Restriction is not date limited and all sizes selected.
   • Select all countries (hold SHIFT and click the first and last) and click Add.
5. Click Save.

The images will no longer appear on your website but will remain available for invoicing.

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Can the image number be reset after deleting the sample images?

A: We can reset the image numbers but only once and under specific conditions. If all test assets are deleted from both the Archive and the import folder, we can reset the image number directly in the database as a one‑time action.
After regular use begins, resetting image numbers is no longer possible.

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Publish Media

Once media files are published, do they remain in folders?

A: Published media files no longer remain in folders.
Folders are used only during the processing stage. After a file is published, it automatically moves to Archive.

If you need to see which folder the file originally came from, check the Path field on the file’s Metadata tab. This shows the folder’s ID (like channel116) instead of the folder name, because folder names can change.

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Can I publish my files in a certain order?

A: You can publish your media files in a specific order.

To set the order:

1. Open a Media Processing folder.
2. Sort the files in the order you want them published.
   • Use the Sorting menu to sort by any field (for example, name or upload date) in ascending or descending order, or
   • Reorder files manually by dragging and dropping them into the order you prefer.
3. Hold down the SHIFT key and click the first image you want published and then the last image. The numbers in brackets on the images show the order in which you selected them.

1. In the right-hand Exporting Actions panel, click Publish Media (Archive).
2. In the Configure Action dialog, enable Assign Media Number in the order files were selected. This ensures the publish order matches the order you set.
3. Click Start Action. Your images will now be published and displayed on your website in the order you intended.

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How can I batch‑download files?

A: You can download selected images as a ZIP file:

1. Select the images you want to download:
   • To select consecutive images: hold SHIFT and click the first and last item.
   • To select non‑consecutive images: hold CTRL (or Command on Mac) and click each item individually.
2. Go to Edit > Download Media.
3. The selected images will download to your computer as a ZIP file.