Knowledge Base

Import Media to Bynder

Do you have a large number of files to import to your Bynder portal? In some cases uploading via the portal itself may be a time consuming task. Save yourself time and let Bynder import your files. Our Professional Services team can help importing your media.

You can provide us with your files by uploading them via SFTP or by copying them to an encrypted harddrive or AWS Snowball that we provided you with. We'll also need a CSV file which includes the information, metaproperty options and other data you want to tag your files with.

Find out below how you can get your files and CSV file ready to be imported.

Note

Our media import is a paid service. Contact your Onboarding Manager or Customer Success Manager for more information.

Before You Get Started

  • Migrating From an Existing System to Bynder

    You need to create a media import sheet based on your Bynder portal taxonomy. See the Import guidelines and file example) section for more information. You can reuse information from previous systems, but eventually all metadata needs to be available in the Bynder media import sheet.

  • Incorrect and Inconsistent Spelling

    Ensure correct spelling, capitalization, and spacing of words and phrases within the import sheet. The media import will fail if a value is similar to a value that already exists in Bynder, but has a slight variation, such as a difference in capitalization or spacing. Even slight inconsistencies may cause your asset import to fail, and will delay the media import process.

  • Multiple Import Sheets

    We suggest that you break your import into batches of 25,000 assets for import efficiency reasons. For example. if you have 100,000 assets we suggest creating 4 import sheets containing 25,000 assets each. Additionally, if you send us one hard drive with all your assets and import sheets, each sheet should correspond to its own folder containing that sheet’s assets.

How to Request an Import?

A media import is a paid service and needs to be scheduled with our Professional Services team.

  1. Contact your Onboarding Manager when you're still in the onboarding phase to align on the import. Contact your Customer Success Manager if you're no longer in the onboarding phase.

  2. Create the the media import sheet. Make sure your portal taxonomy has been signed off and is fully in place before creating the sheet.

  3. Let us know when we can receive your files and the CSV file with metadata. This should be the date that your files have completed uploading via SFTP or when we can expect to receive back the AWS Snowball or encrypted hard drive that we provided you with.

If you're still in the onboarding phase contact your Onboarding Manager for more information.

Contact your Customer Success Manager if you're no longer in the onboarding phase. Your Customer Success Manager will be happy to further assist you.

Import guidelines

See the instruction files for an example of the import file: Bynder import instructions.

Follow the guidelines for successful import:

  • Provide us with your files by uploading them via SFTP . Alternatively you can copy them to an encrypted harddrive or AWS Snowball that we provided you with. We'll also need a CSV file which includes the information, metaproperty options and other data you want to tag your files with.

  • There should not be any demo data included.

  • Fill in the CSV template with your data. The first 9 columns of the spreadsheet are static and must exist in the following order. They cannot be removed or rearranged.

    1. Asset Name (Required)

    2. Asset Description

    3. Brand (Required)

    4. Date Created

    5. Copyright

    6. Tags (comma-separated no trailing spaces)

    7. Path to Assets (Required)

    8. Archived (1 or 0, Required)

    9. New Filename

    asset-import.png
  • The headers for custom metaproperties must match the metaproperty name.

  • The options for custom metaproperties must match the metaproperty label.

  • The file paths must include the full filename and file extensions (for example, /Volumes/Drive/file_name.ext).

  • Metaproperty and metaproperty option dependencies are not respected. Data validation can be used for single-select metaproperties if desired.

  • New metaproperties need to exist in the account with the relevant types and options.

  • Metaproperty options for new metaproperties can be automatically created.

  • Each line/row in the import sheet represents an asset to be imported, therefore a 1:1 relation of assets to lines should exist. Best practice is not to upload an asset more than once, for example, multiple lines with different metadata referencing a single asset.

  • Each line/row must include values for the required columns specified above.

  • Any options that do not match existing option labels will be created. Watch out for improper variations that would otherwise have to be cleaned up after the import. (for example, New York/NY/NYC, or United States/US/U.S.)

  • Multiple metaproperty options (multi-select) and the descriptive keyword tags (column F) should be comma-separated in the same cell with no "trailing spaces”(for example, Option1,Option2,Option3 and not Option 1, Option 2, Option 3)

  • Multiple options should not be broken into multiple columns.

  • Dates must be in the YYYY-MM-DD format.

  • Avoid special characters. This includes filenames, titles, descriptions, and all metaproperty options and values. These characters are not supported by the import script and may cause errors with the import.

Some common non-alphanumeric characters to keep an eye out for:

  • / - Slashes in metaproperty option labels: slashes are used to define sub-options for pre-smart-filter taxonomies (for example, sub-categories nested inside of categories), so it may be best to leave slashes out of metaproperty labels until after the import.

  • "and" - Double quotes, single quotes, and apostrophes are often formatted in Microsoft Office as “smart quotes” or “curly quotes”. It’s best to find and replace all of these to standard text "straight quotes".

  • ® ™ © $ £ - Symbols are not supported and should be replaced.

  • é ñ î - Accented letters such as letters with grave, acute, circumflex, tilde, umlaut should be replaced.

  • White space characters such as tabs, new lines, and embedded returns should be replaced.

  • Spaces in filenames are always advised against.

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