Knowledge Base

Import media to Bynder

There are two ways to do a media import to transfer their assets to their Bynder environment.

You can upload the files using Bynder upload feature after your taxonomy structure has been set up so that you can select the proper filters during upload. Alternatively, the Bynder team can ingest the assets directly to the environment. All files should be put on an external hard drive. Bynder should receive a database file (Excel or CSV) with the taxonomy structure for all the files on an encrypted External HDD.

If you are not familiar with your current database structure, you should mimic a folder structure with all the files according to the new taxonomy. You can create a directory listing based on this folder structure and transform this into a CSV file.

Before we import your data

  • Migrating from an existing system to Bynder

    As a client, you need to create a media import sheet based on Bynder taxonomy and guidelines. (See Import guidelines and file example). You can take information from previous systems, but eventually all metadata needs to fit the Bynder media import sheet.

  • Incorrect and inconsistent spelling

    Ensure correct spelling, capitalization, and spacing of words and phrases within the sheet. The media import script displays with error when 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 prolong the media import process.

  • Multiple import sheets

    We suggest that clients should break their import into batches of 25,000 assets for import efficiency reasons. For example. if you have 100,000 assets we suggest creating four 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.

Process for media import

  1. Create and deliver media import sheet only after the taxonomy has been signed off.

  2. Determine ETA for drive and sheet to coordinate technical resources to manage the import.

  3. When sheet is returned with the drive, perform initial pre-flight checks:

    • Assemble file path report using the Find command, comparing the file paths on drive to the file paths in the sheet.

    • Find and replace ',(space)' with ',' because it's likely client has used trailing spaces when comma separating multiple values.

    • Verify that there are no special characters and escaped characters especially in filenames on the drive and in the sheet. Check for dashes, quotes, apostrophes and turn them into standard characters.

  4. Clean up any minor issues, report back to client if there are any major issues.

  5. Transform Excel spreadsheet to .csv with semi-colon ';' separation.

    1. Export to standard tab-separated .txt file.

    2. Open .txt in SublimeText or TextWrangler, find and replace tabs ' ' with semi-colons ';'.

    3. Save as .csv file.

  6. Give the .csv sheet and drive to import resource.

Import guidelines

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

Follow the guidelines for successful import:

  • Files need to be delivered on an encrypted external hard drive we provided you with. Read more about this procedure here.

  • 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

  • Headers for custom metaproperties must match metaproperty Name.

  • Options for custom metaproperties must match metaproperty Label.

  • 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 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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