Frequently asked questions (FAQ)

Do you have a question or a problem with your MediaFiler solution? You can search the questions below, perhaps your question is among them (including the solution). If you cannot find an answer, please send an email to support@mediafiler.com or call us on +31 55 750 82 95.

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Yes, you can. If your office has a fixed IP address, then we add this number to the list of allowed IP addresses. Everyone can access the image library from that IP address without logging in.

Yes, of course. We can rename each and any field as you wish. We can advise you, as many fields meet internationally recognised names to ensure compatibility with other software programs. However, there are 20 free custom fields available to start with.

As many as you like – we have tested up to 8 million files on a single MediaFiler archive and we can link libraries together to extend capacity. However, the number of files is governed by your purchased disk space and as always, our Fair Use Policy.

Yes, that’s no problem. Often it is just easier to send us as a hard disk with all your files when we are setting up your image library. We copy it directly to the server. If you don’t have an external hard drive, you can borrow one of ours.

Of course! Sometimes it’s easier to start with a hosted image library so we can set it up quickly and you can immediately start uploading your media files. This installation and configuration can be easily transferred to your own server environment. You do not pay twice if you decide to switch later.

Passwords are already encrypted on your computer, so it will not be sent as plain text at login. In addition, we use a reliable firewall and you can use an encrypted HTTPS connection for secure data exchange.

An online image library is of course very suitable for working remotely such as from home.  All you need is an Internet connection, a web browser and the login credentials for your image library.

Yes, you can. If your office has a fixed IP address, then we add this number to the list of allowed IP addresses. Everyone can access the image library from that IP address without logging in.

The MediaFiler image library automatically generates a variety of formats suitable for use in eg Word, PowerPoint or websites. This ensures that users download the correct size rather than editing after downloading.

Albums, similar to ‘Light Boxes’ or ‘Collections’, hold your search selection or selected files and can be personal to you, but there are many additional options. You can send out invitations to view your album with others or even make your album public. Public albums are useful for press releases or tempting users to register. In addition, files in Albums can be view only, free download or have download request option.

Yes, MediaFiler offers several options for the distribution of media files. The quick and easy way to share a selection of files is by e-mail. From within MediaFiler you can send a special secure download link with previews to a recipient. After login the recipient can view, or with your permission download these specific files. For added security the links can have an expiry date. Naturally, the recipient has no access to any other part or files of the media library.

MediaFiler can show the usage history for each file. Prior to every time a picture is requested, ordered or downloaded, the user (who is logged automatically), is asked how the photo will be used. This information is then shown with the file so future users can see previous use. One of the advantages is to avoid a single photo being used excessively. MediaFiler can even lock photos after they have been downloaded a certain number of times.

Yes you can with the order module. The photos (or a selection) are available and can be ordered online. Orders arrive centrally and can be processed in the order module. It’s also possible to proces the order automatically by the system. You always have a complete overview and control over the orders.

For this we have notification option in MediaFiler. Selected users may receive a message when a certain action is performed in the image library.

MediaFiler is available in several languages and can relatively easily be expanded with more languages such as German, Spanish and English. Captioning your files with search information should be performed in different languages. In practice, however, one often chooses a standard description language: English. MediaFiler can automatically translate your keywords with a translation table and make them also searchable in other languages.

Yes, in addition to various archives with managed access rights, MediaFiler also offers media libraries within the library.

No, fortunately not! MediaFiler can protect your image library with a login and password for each user. In addition, you can also automatically watermark the pictures, so they can be viewed but not downloaded.

No, provided the files are captioned using the metadata standard IPTC / XMP, you don’t have to do anything (captioned in software such as Adobe Photoshop, Photo Ware Photo Station, Canto Cumulus, Extensis Portfolio).
If this is not the case, you can use the import module in MediaFiler to quickly and easily caption and batch import all your files.

No, this is not necessary. You only archive the original file and the MediaFiler image library software automatically creates the various additional formats for social media, presentations, Word, etc., including your own special sizes.

MediaFiler automatically creates a version of your video that can be played online in your default web browser from almost any video file format. Additionally, you can embed videos into other websites.  If the video is contained in a publicly accessible MediaFiler archive, it may be played by anyone, otherwise the user must log into MediaFiler.

Financial

Of course! Sometimes it’s easier to start with a hosted image library so we can set it up quickly and you can immediately start uploading your media files. This installation and configuration can be easily transferred to your own server environment. You do not pay twice if you decide to switch later.

MediaFiler is a modular and scalable solution that we can shape to your specific needs. To give you a reasonable cost indication we need to ask you a few questions. Please contact us for more information.

General

All data is securely stored on servers in our data centers in Apeldoorn and Deventer at ITB2, a trusted provider with data centers in Apeldoorn and Deventer.
The MediaFiler application servers and local backup are stored in Apeldoorn, the standby servers and offsite backup are stored in Deventer.

ITB2 provides the latest Internet security, emergency power generators and Internet feeds. Additionally, ITB2 meets the requirements of international standards NEN 7510, ISO 27001, ISO 14001 and ISO 9001.

Read more on this page.

You can archive all file formats in MediaFiler and for over 100 file formats we can create previews. These are almost all the common file formats for photos, videos and documents.

Yes, in addition to various archives with managed access rights, MediaFiler also offers media libraries within the library.

Yes that is possible. MediaFiler is a standard server program for installation on a Linux or Windows server. For more information, please contact us.

Yes, you continue to have full ownership of your material. This is highlighted in the hosting agreement.

Yes, if you choose a hosted solution, your digital assets are backed up twice: daily and weekly. In case of an emergency we can make this back-up available online with a separate access point. If you have an in-house system, then you have to take care of the back-up yourselves.

No, fortunately not! MediaFiler can protect your image library with a login and password for each user. In addition, you can also automatically watermark the pictures, so they can be viewed but not downloaded.

We can provide a simple library in a few business days. For larger archives, it may take a bit longer for the custom design and corporate identity needs. For large, complex image libraries we first have to make an analysis of the requirements and needs before we can provide a set up date. Please contact us for more information.

No, provided the files are captioned using the metadata standard IPTC / XMP, you don’t have to do anything (captioned in software such as Adobe Photoshop, Photo Ware Photo Station, Canto Cumulus, Extensis Portfolio).
If this is not the case, you can use the import module in MediaFiler to quickly and easily caption and batch import all your files.

No, this is not necessary. You only archive the original file and the MediaFiler image library software automatically creates the various additional formats for social media, presentations, Word, etc., including your own special sizes.

MediaFiler automatically creates a version of your video that can be played online in your default web browser from almost any video file format. Additionally, you can embed videos into other websites.  If the video is contained in a publicly accessible MediaFiler archive, it may be played by anyone, otherwise the user must log into MediaFiler.

The image library comes with a guide and help function based on a ‘standard’ installation. However, this guide often differs from the final version of the image library that clients use. Therefore, we offer the opportunity to create a customer-specific instruction. See also http://support.mediafiler.com.

Yes you can, MediaFiler easily integrates with your office and mobile applications and software. Read more about the options on this page. For questions about a connection to your application, please contact us.

The best evidence for this is practice. We host image libraries with millions of photos. For a customer from England we host a library with over three million photos! There really is no difference in the search or browsing speed whether its 300 or 3 million photos.

MediaFiler is a modular and scalable solution that we can shape to your specific needs. To give you a reasonable cost indication we need to ask you a few questions. Please contact us for more information.

The media library is intuitively designed with a logical interface. Most users seeking to search, view and download files will need no training at all. They can also see the on-screen help and guides. But if you feel your team needs additional training to become more familiar with the software, then we can assist you. After all, you will benefit from our software when all users can use the library efficiently.

In addition to on-site training, we also offer the opportunity for online training. This way, employees from other locations and/or countries can participate. Click here for more information.

No, MediaFiler makes it easy because you can work in series (batch) and perform certain actions on a (large) number of files at once.

Hosting

Usually and often even better than internal. Searching, browsing and captioning your files is certainly just as fast if not faster. You work after all with screenshots of your files in your web browser. Uploading and downloading files is of course just as fast as your internet connection allows. In practice this is not usually a problem because the upload and download can be done in the background so it will not cause you any inconvenience. Our hosting servers are optimized for the digital asset management software and therefore offer the highest possible speed.

Yes, that’s no problem. Often it is just easier to send us as a hard disk with all your files when we are setting up your image library. We copy it directly to the server. If you don’t have an external hard drive, you can borrow one of ours.

Normally you will not even notice routine maintenance. The standard upgrade takes less than 45 seconds and is generally performed during evenings and weekends when we can monitor the library is not being used. If we ever have a major upgrade lasting more than a few minutes, we will let you know in advance.

Yes, this is an extra service. We offer the opportunity to periodically send a copy of all your files on an external hard disk. You then always have a complete copy of your files in-house.

Of course! Sometimes it’s easier to start with a hosted image library so we can set it up quickly and you can immediately start uploading your media files. This installation and configuration can be easily transferred to your own server environment. You do not pay twice if you decide to switch later.

Passwords are already encrypted on your computer, so it will not be sent as plain text at login. In addition, we use a reliable firewall and you can use an encrypted HTTPS connection for secure data exchange.

An online image library is of course very suitable for working remotely such as from home.  All you need is an Internet connection, a web browser and the login credentials for your image library.

Yes, you can. If your office has a fixed IP address, then we add this number to the list of allowed IP addresses. Everyone can access the image library from that IP address without logging in.

Our hosting agreement confirms that the files are your property, we will copy them free of charge and return them to you on a hard drive. Your only cost will be the external hard drive and postage / courier. Once you confirm receipt and checked the contents, you inform us to delete your files on our servers.

The set-up of digital asset management software will be charged once. Variable costs in the hosting subscription are the required storage space for your files and the number of archives.

The hosting subscription includes the licensing of the digital asset management software, unlimited data usage for uploads and downloads, updates, helpdesk support and back-up of all your files.

Yes, if you choose a hosted solution, your digital assets are backed up twice: daily and weekly. In case of an emergency we can make this back-up available online with a separate access point. If you have an in-house system, then you have to take care of the back-up yourselves.

Technical

To use a MediaFiler image library, we recommend the following browsers:

  • Chrome version 20 or higher
  • Firefox version 10 or higher
  • Safari version 5.1 or higher
  • Internet Explorer version 8 or higher (we advise version 10)
  • Microsoft Edge

If the organisation wants to host a MediaFiler image database, there are specific guidelines. Please contact us to discuss the system requirements.

MediaFiler has options for indexed archives (searchable) and browse archives (not searchable). Both present the thumbnails, previews and information in the same way. You would use a Browse Archive where a simple folder structure was more appropriate.

An index archive is a collection of files in a directory including the underlying subdirectories which is indexed by MediaFiler. This index archive contains all of the data files that can be searched. The index archive can be linked to a menu page that displays this searchable files.

Yes, you can log in to the image library via Single Sign On (SSO). MediaFiler SSO works with all known variants such as LDAP and Active Directory Federation Gateways.

Yes, you can. If your office has a fixed IP address, then we add this number to the list of allowed IP addresses. Everyone can access the image library from that IP address without logging in.

Yes, of course. We can rename each and any field as you wish. We can advise you, as many fields meet internationally recognised names to ensure compatibility with other software programs. However, there are 20 free custom fields available to start with.

We usually find that the clients initial estimate is too high. Look at the present disk space used over all the locations holding the files as a starting guide. Then remember that once you start using MediaFiler and centralise your media, you can start the ‘cleaning’ process and remove duplicates, out of date images and poor quality material.

As many as you like – we have tested up to 8 million files on a single MediaFiler archive and we can link libraries together to extend capacity. However, the number of files is governed by your purchased disk space and as always, our Fair Use Policy.

Usually and often even better than internal. Searching, browsing and captioning your files is certainly just as fast if not faster. You work after all with screenshots of your files in your web browser. Uploading and downloading files is of course just as fast as your internet connection allows. In practice this is not usually a problem because the upload and download can be done in the background so it will not cause you any inconvenience. Our hosting servers are optimized for the digital asset management software and therefore offer the highest possible speed.

Normally you will not even notice routine maintenance. The standard upgrade takes less than 45 seconds and is generally performed during evenings and weekends when we can monitor the library is not being used. If we ever have a major upgrade lasting more than a few minutes, we will let you know in advance.

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