A well-maintained 4ALLPORTAL isn’t just the result of technical configuration. What matters most is how you use the system in your day-to-day work and what shared rules you establish from the very beginning.
If you manage your company’s 4ALLPORTAL or provide support to other users, you can play a key role in establishing shared rules, modelling best practices and sharing knowledge.
The following dos and don’ts highlight what’s particularly important. 💪
Implementing 4ALLPORTAL in a practical way
A DAM/PIM system should evolve alongside the demands of day-to-day work. So don’t wait until every conceivable process and every possible special requirement has been implemented before getting started.
✅ Do
Start in small steps: Roll out 4ALLPORTAL gradually for individual departments or business units. It’s in the day-to-day work environment that you’ll see which workflows are truly needed.
Gather practical feedback: Use the experiences of the first teams to tailor metadata fields, as well as view and edit permissions.
Prepare points of contact: Determine early on who will support your users with questions and share knowledge.
⛔ Don’t
Wait for everything to be perfect: Don’t try to map out every possible scenario and process before going live. Start using the system as soon as possible after your kick-off meeting and basic configuration.
Onboard all teams at once: Don’t roll out the system across the entire organization without proper preparation. Plan for designated contacts and appropriate training for each user group.
Basic rules that all users should be familiar with
When working with 4ALLPORTAL on a daily basis, following a few simple rules can help to keep the database organized, up to date and easy to use.
Communicate the following rules to new users during onboarding whenever possible. It is easier to establish consistent workflows from the start than to clean up a database that has become inconsistent over time.
1. Avoid duplicates
Duplicate files make searching more difficult and can quickly lead to confusion about which file is the most current.
✅ Do
Search before uploading: Use the search function first to check whether the file you want already exists.
Use versioning: Upload a revised file as a new version of the existing file instead of creating a new record.
⛔ Don’t
Upload different resolutions separately: Don’t create a separate file for every print or web resolution. Upload the original file and use the provided download profiles.
Build local archives: Save files only for specific future use. Retrieve files for new tasks from 4ALLPORTAL again to ensure you are always working with the most up-to-date version.
2. Maintain metadata consistently
A file can only be reliably found and used if its associated metadata is complete and consistent.
✅ Do
Enter important metadata immediately: Fill out the required fields and enter any other important details as soon as you upload the file.
Use predefined values: Use existing drop-down lists, templates, and defined terms when they are provided for a field.
Establish a common terminology: Define key terms and communicate them to new users.
⛔ Don’t
Include metadata in file names: Do not use unnecessarily long filenames to include additional information. Use the designated metadata fields instead.
Use synonyms and different spellings: Avoid using different terms for the same information if central drop-down lists or guidelines exist for that information.
3. Uploading and downloading files effectively
Standard procedures for uploading and downloading help to keep your data organized and ensure that files are shared correctly.
✅ Do
Upload master files in the best possible quality: Always provide media in the highest available quality as the source file.
Use download packages and eTickets: For large files or multiple files, use the designated transfer options in the 4ALLPORTAL instead of sharing files as email attachments.
⛔ Don’t
Import unsorted legacy data: Clean up existing folders and datasets before importing them into the 4ALLPORTAL.
Assume unrestricted use: Before using or sharing a file, check its associated usage rights.
Upload files directly via the file system: Always import, move, edit, or delete files via the 4ALLPORTAL. This ensures that metadata, links, role-based permissions and usage rights are accounted for and kept up to date.
Additional information
The following articles will help your users confidently apply the topics discussed in their day-to-day work: