PortfolioServer95 AdminGuide EN

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Table of Contents
Extensis Portfolio Administration ........................................................................................................................... 5
What's new in this release ....................................................................................................................................... 6
Getting Started.......................................................................................................................................................... 8
Portfolio Server Installation Overview ........................................................................................................................ 8
System Requirements and Release Notes ............................................................................................................... 8
Installing OpenOffice.org .......................................................................................................................................... 9
Installing Portfolio Server .......................................................................................................................................... 9
Opening the Portfolio Server Admin web interface ................................................................................................. 10
Changing the administrator password .................................................................................................................... 11
Entering Portfolio Server License Numbers ............................................................................................................ 11
Updating existing catalogs ..................................................................................................................................... 12
Server Status ........................................................................................................................................................... 13
Starting Portfolio Server ......................................................................................................................................... 13
Ports ...................................................................................................................................................................... 13
Restarting the Server .............................................................................................................................................. 19
Changing the Display Language ............................................................................................................................. 19
Catalogs................................................................................................................................................................... 20
Creating Catalogs .................................................................................................................................................. 20
Catalog Types ........................................................................................................................................................ 21
Creating Custom Catalog Types ............................................................................................................................ 21
Screen Previews .................................................................................................................................................... 22
Screen Preview Options ......................................................................................................................................... 22
Taking a catalog offline ........................................................................................................................................... 23
Deleting a catalog .................................................................................................................................................. 23
Users ........................................................................................................................................................................ 24
Adding Users ......................................................................................................................................................... 24
Granting Users Catalog Membership ..................................................................................................................... 24
User Access Levels ................................................................................................................................................ 25
Access Levels and the Web Client ......................................................................................................................... 25
Configuring Access Levels ..................................................................................................................................... 26
Editing Users .......................................................................................................................................................... 26
Removing Users ..................................................................................................................................................... 26
Catalog Administration .......................................................................................................................................... 27
Customizing Catalogs ............................................................................................................................................ 27
AutoSync ............................................................................................................................................................... 27
Portfolio Server Administration ............................................................................................................................. 31
Backing up Portfolio Server .................................................................................................................................... 31
Portfolio Server and Asset Processing Logs ........................................................................................................... 33
Configuration File ................................................................................................................................................... 34
Web Client Administration ..................................................................................................................................... 37
Creating custom views for the Portfolio Web Client ................................................................................................ 37
Configuring QuickFind search parameters .............................................................................................................. 37
NetMediaMAX ......................................................................................................................................................... 39
NetMediaMAX and the Web Client ......................................................................................................................... 39
NetMediaMAX and NetPublish ............................................................................................................................... 39
NetMediaMAX and Portfolio Media Engines ........................................................................................................... 39
NetMediaMAX Deployment Scenarios .................................................................................................................... 39
NetMediaMAX Installation Overview ....................................................................................................................... 42
NetMediaMAX System Requirements..................................................................................................................... 42
Installing External Media Engines............................................................................................................................ 42
Network access for media engines ........................................................................................................................ 42
Adding the NetMediaMAX License Number ........................................................................................................... 43
Configuring external media engines (MediaRich) with Portfolio Server .................................................................... 43
Making Portfolio Server and External Media Engines Uniform ................................................................................. 44
Developing MediaScripts ........................................................................................................................................ 44
Restarting External Media Engines (MediaRich) ...................................................................................................... 47
Portfolio Enterprise Edition ................................................................................................................................... 48
Installing Portfolio Enterprise Edition ....................................................................................................................... 48
Portfolio Enterprise Edition Recommendations ....................................................................................................... 48
Setting up MySQL on Mac OS X ............................................................................................................................ 50
Setting up MySQL on Windows ............................................................................................................................. 54
Setting up SQL Server on Windows ....................................................................................................................... 56
Setting up Oracle on Windows ............................................................................................................................... 56
Installing the ODBC drivers on Windows ................................................................................................................ 57
Serving an SQL Database ...................................................................................................................................... 57
Upgrading a Portfolio SQL Database ..................................................................................................................... 57
SQL Database Administration Tool ......................................................................................................................... 58
Portfolio NetPublish ............................................................................................................................................... 61
Portfolio NetPublish Installation Overview ............................................................................................................... 61
The NetPublish Assistant ....................................................................................................................................... 63
NetPublish File Locations ....................................................................................................................................... 71
NetPublish Administration ...................................................................................................................................... 71
About Extensis ........................................................................................................................................................ 99
Contact Information ............................................................................................................................................... 99
Index ...................................................................................................................................................................... 101
Extensis Portfolio Administration
Portfolio Server is a powerful, easy to implement digital asset management and media delivery solution. As an open
and centralized platform, Portfolio Server controls, automates, and ensures the correct generation, access to and
delivery of digital assets. Portfolio catalogs let you easily to deploy multi-channel marketing, image, photo, and video
management, brand control, and web based on-demand solutions.
Portfolio Server provides access to your assets with an intuitive Web Client, a Desktop Client application or through a
NetPublish powered web site. Unlike some server applications, Portfolio Server is easy to set up and use, and
requires little maintenance.
Portfolio Server has many benefits, including:
• Access to files is centralized, making it easy for users to find files and use them with drag and drop ease.
• Catalogs can be customized to suit unique aspects of your workflow, so that information about important
files is never lost.
• Server, catalog, and user administration is performed using any compatible web browser.
• The server can automate parts of your workflow, assuming the repetitive work associated with processing
digital media files so that they can be re-purposed.
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What's new in this release
Portfolio Server 9.5 offers significant improvements in speed and ease-of-use in the Server Admin interface as well as
the Desktop and Web Clients. Here are some of the improvements you will notice:
Server
• Studio Edition: In addition to the standard Portfolio Server configuration, we now offer Portfolio Server
Studio Edition, targeted at workgroups with more modest needs, or that are just getting started with digital
asset management. This edition allows one catalog to be served at a time and up to two users to connect
simultaneously. It allows desktop and web client connections and includes all the improvements mentioned
above, but cannot be enhanced with add-ons such as NetPublish or NetMediaMAX. (Note that you can
maintain and access multiple catalogs, and more than two user accounts can exist; the restrictions are in
how many catalogs and users can be online at one time.)
• SQL Connect component: The SQL Connect component of the Portfolio Enterprise Edition provides
connections to several popular high-performance database systems for groups requiring very large, very fast
catalogs. Connections to all of these database systems are included:
• MySQL 5.1 (Mac and Windows)
• Microsoft SQL Server 2005 and 2008 (Windows)
• Oracle 10gR2 and 11g (Windows)
• Setup: Server configuration is much simpler, making it possible to get up and running in just a few minutes.
Some specifics:
• New users can be automatically added to existing catalogs.
• Preview and AutoSync folders can be created automatically when a new catalog is created.
• Preview options are easier to set up.
• The server administrator is automatically added to new catalogs as a Catalog Administrator.
• Speed: Improvements in connecting, opening catalogs, cataloging files, AutoSync, previewing assets, Find
& QuickFind, and server automation.
• System Logs: System logging options and log contents are more complete, more meaningful, and easier to
access.
• Connected users: The Portfolio Server Web Admin interface gives more information about connected users.
• Configuration checklists: When you add a new serial number for Portfolio Server or an add-on module, the
new Configure button will open a checklist of other tasks you may want to complete.
Web Client
• Flagged items: You can mark assets to work on without first creating a gallery or moving items around.
• "Cataloged By" organizer: Shows all assets cataloged by the current user during the current session.
• Single-item download: Single items can be downloaded without the need to compress ("zip") or
decompress.
• Single-item rename: Rename a single item by changing its name in the Properties panel, rather than having
to create a "batch rename" process.
• Simpler menus: Main menu names have been simplified and revisited to use fewer sub-menus.
• Keyboard shortcuts and shortcut menus: Common functions now have keyboard shortcuts, and right-
clicking on items gives a menu of available options.
• Login niceties: For single-catalog users, the catalog is automatically opened and the first page is displayed.
• Remember last user: The browser remembers the last user's setting: username, language, gallery view,
page size, and which panels to display. When you start a new session, you don't have to spend time setting
up your work space.
• Preview Mode: The new Preview Mode allows you to view a single image using as much screen space as
possible, pan and zoom images, and download with a single click.
• Streaming previews: Users no longer need to have access to the location where preview files are stored;
instead, the Portfolio Server will stream the preview to the client, allowing access to high-quality previews
without adding to network access and permission worries.
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Desktop Client
• Serial number: You no longer need to supply a serial number to use the Portfolio Desktop Client.
• Streaming previews: Users no longer need to have access to the location where preview files are stored;
instead, the Portfolio Server will stream the preview to the client, allowing access to high-quality previews
without adding to network access and permission worries.
• Login: Simplified log-in and automatic reconnection.
• Metadata: Users can now embed metadata in all supported files.
Workflow
• Adobe DNG Support: Using Adobe conversion technology, most Raw and some TIFF files can be
converted to the Adobe Digital Negative (DNG) format.
• Metadata: Support for common metadata in Microsoft Office documents, support for industry metadata
standards, and support for XMP metadata in Adobe DNG files.
• Local media: Removable media (such as CDs, DVDs, and USB drives) can be cataloged from a
workstation, and the resulting catalogs can be searched and previewed even when the media is offline.
• Galleries: Administrators can now allow users to create, update, and delete public and private galleries
without granting them full Publisher access to a catalog.
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Getting Started
Portfolio Server Installation Overview
The following is a general overview of the steps required to install and configure Portfolio Server.
1. Verify the System Requirements.
Make sure your server and desktop systems meet or exceed the specifications in the Portfolio 9.5 System
Requirements at
http://www.extensis.com/en/support/documentation/?fs=/en/support/documentation/portfolio/.
2. Install prerequisite software on your server.
You need to have QuickTime installed on your server. You should also install the OpenOffice.org office suite
for certain features of Portfolio to work. Portfolio relies on OpenOffice.org to index and preview Microsoft
Word, Excel, and PowerPoint documents and RTF and HTML files. Finally, you should install the Adobe
DNG Converter so that Portfolio can export Camera Raw images in Adobe's Digital Negative (DNG) format.
Macintosh users: When installing prerequisite software, you must log in to the computer using the same
account that you intend to use to install and run Portfolio Server.
3. Configure your firewall.
If there is a firewall between your server and users that need to connect to it, you must open some ports on
the firewall to allow Portfolio Server to communicate with its client software. If your firewall is on your server,
open these ports to allow others on your network to access the server; if your firewall is between your
network and the Internet, open these ports to allow users outside your network to access your server.
You should make sure these ports are open before installing Portfolio Server.
4. Install Portfolio Server.
Windows users: Determine in advance whether you need to use the Domain User account option or the
Local System account option.
Macintosh users: When you install Portfolio Server, be sure to log in to the computer using the same
account you used to install OpenOffice.org and the Adobe DNG Converter software.
5. Enter your Portfolio Server serial number.
6. Create a catalog.
7. Add users.
Create Portfolio user accounts and grant users access to the catalog.
8. Install the Portfolio Desktop Client.
The Desktop Client has some catalog administration functions; by installing this application on the Portfolio
Server you can access those functions directly from the server if you need to.
9. Connect clients to the catalog.
Users can connect using the Web Client and a supported browser, or you can install the Desktop Client
application.
After your initial setup, you may also want to use the Portfolio Desktop Client to customize your catalog to best meet
the needs of your workflow.
• Create custom fields and set default field values
• Configure custom metadata mappings
• Create cataloging options and apply them to AutoSync folders
• Create a Master Keyword List
See the Portfolio Desktop Client User Guide or help system for details.
System Requirements and Release Notes

For the most up-to-date information about the latest release of Portfolio Server, please visit the Extensis website:
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Installing OpenOffice.org
If you intend to catalog Office based documents (Word's .doc and .docx files, .Excel's .xls and .xlsx files, or
PowerPoint's .ppt and .pptx files), you must install OpenOffice.org.
Download OpenOffice.org from: http://download.openoffice.org/index.html
Important: You must install the OpenOffice.org application and run it once before installing Portfolio Server. If
you installed Portfolio Server first, you will need to uninstall then reinstall it after you have installed
OpenOffice.org.
Note: Under Mac OS X, you need to install OpenOffice.org and Portfolio Server under the same user account. see
"Installing Portfolio Server" on page 9 for more information.
Install OpenOffice.org on Portfolio Server as well as any external media engine systems. see "Making Portfolio Server
and External Media Engines Uniform" on page 44 for more information.
OpenOffice.org is highly recommended but is not required for either Portfolio Server or any external media engines.
Portfolio Server and external media engines use the functionality supplied by OpenOffice.org to support a variety of
additional document formats.
Installing Portfolio Server

Installing on Windows
Installing Portfolio Server is quick and easy. Download the installer to the server, double-click the installer and allow it
to guide you.
During the installation process on Windows, you are prompted to optionally enter a Domain User account or install as
a Local System account.
At the end of the installation, the Portfolio Server Admin web interface automatically opens in your default web
browser.
Domain User account option
As the preferred method of installing Portfolio Server, enter a user name and password that will be used to run the
Portfolio Server services (Portfolio Server, Portfolio Server Admin). If you choose to enter a Domain User account, the
account must have full read/write access to all network locations that contain files (including Previews) you intend to
catalog and make available to users of Portfolio Server. The account also needs to be a member of the local
Administrators group, so that it has full control over the Portfolio Server program directory and system files. In
addition, in order for the account to run as a Windows service, it must be granted the "Log on as service" privilege in
the Local Security Policy console. To take advantage of this option, you will need to create the Domain User account
(ideally, specifically for the Portfolio Server services) and configure it's access before running the Portfolio Server
installer.
NOTE: Domain User accounts are typically subject to a system policy that requires users to change their password
on a frequent basis. If you intend to make use of this option, you will want to insure that the account you use is not
subject to this policy. Otherwise, the password will fail to authenticate the service and Portfolio Server will not
operate, until the password change is resolved on the server console.
Local System account option
If you install Portfolio Server on a Windows system that holds all of the files you intend to catalog and make available
to users of Portfolio Server, there is no need to configure a Domain User account for network access. You can select
the Local System option.
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Installing on Macintosh
Installing Portfolio Server is quick and easy. Download the installer to the server, double-click the installer and allow it
to guide you.
At the end of the installation, the Portfolio Server Admin web interface automatically opens in your web browser.
Planning your Mac installation
On Mac OS X, the Portfolio Server runs as the user that is logged in to the system at the time of installation. This
means that:
• The user account must have read/write access to all network locations with files that you intend to catalog.
• If you intend to catalog Office documents, OpenOffice.org must be installed under this same user account.
Other things to be aware of:
• If you have remote volumes mounted for cataloging, you must remain logged in to the computer for these
volumes to be continuously available to Portfolio Server. (You can lock the computer's screen, however.)
• If you have OpenOffice.org installed, you must remain logged in to the computer in order for Portfolio Server
to be able to catalog Office documents.
• A Desktop Client running on a Macintosh that connects to Portfolio Server on a Macintosh must have the
same remote volumes mounted that the server has. This ensures that both the client and server systems
have the same paths to assets and previews. (This is not a requirement for Web Clients nor for any client
connecting to Portfolio Server running on a Windows system.)
• You may need to disable other Web servers, especially if you configure Portfolio Server to use ports 80 and
443. Under Mac OS X Server, you can disable the default Web server using the Server Admin utility (OS X
Server v10.5) or Server Preferences application (OS X Server v10.6). On the non-server edition of Mac OS X,
be sure to disable Web Sharing in System Preferences.
Web Client ports
The default Web Client ports for Portfolio Server are 8090 and 9443 (for SSL). In most cases, there is no need to
change this setting. However, if you intend to change either of these to some value lower than 1024, you must install
Portfolio Server under the root user account.
On the non-Server edition of Mac OS X, the root user is disabled by default. To enable the root user, see
http://support.apple.com/kb/HT1528.
Under Mac OS X Server, the root user is enabled by default.
Uninstalling
To uninstall Portfolio Server on Windows, open Control Panel, choose Add or Remove Programs, click Portfolio
Server, then click Remove and follow the on-screen prompts.
On Macintosh, double-click the uninstaller at this location:
/Applications/Extensis/Portfolio Server/applications/Uninstaller/Portfolio
Server 9.5 Uninstaller.pkg
Follow the on-screen prompts.
Opening the Portfolio Server Admin web interface

To open the Portfolio Server Admin web interface:
1. Open a supported web browser.
2. In the address field, enter your server IP address followed by a colon and then the port number. The default
server administration port is 8091 (Also called the JBoss HTTP / Web Service Port). For example:
http://192.168.0.1:8091 or http://localhost:8091
3. Enter the server administrator login credentials. The administrator user name is administrator and the
default password is password. User names and passwords are case-sensitive; PASSWORD is not the
same as password.
NOTE: It is very important to change the server administrator password as soon after installation as possible.
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Connecting Securely
If desired, you can connect to the Server Admin web interface using the SSL secure connection. This encrypts
communication between your browser and the server.
To open the Portfolio Server Admin web interface through a secure connection:
1. Open a supported web browser.
2. In the address field, enter the IP address of your server followed by the secure port (Jetty Web App
HTTPS port). The default server administration port is 9453. For example: http://192.168.0.1:9453
or http://localhost:9453
NOTE: Portfolio Server includes a default, self-signed security certificate for secure (SSL) connections. This certificate
allows you to connect to a secure connection without obtaining your own custom certificate. Using the default
certificate will cause your browser to display a number of security warnings when you connect. These warnings
indicate the nature of the self-signed certificate, but by using it you can still create a secure connection with Portfolio
Server. All browsers allow users to record a security exception or to trust the self-signed certificate, which will avoid
future warnings. See your browser's documentation for details. For optimal security, Extensis recommends
implementing a custom security certificate.
3. Enter the server administrator user name and password.
Changing the administrator password

For optimal security, it is important to change the server administrator password as soon after installation as possible.
This prevents unauthorized users from making changes to your server configuration.
To change the administrator password:
1. Open the Portfolio Server Admin web interface and log in as administrator.
2. From the Main menu, click Users.
3. From the list of users, select administrator.
4. In the Detail pane, enter a new password into the Password and Confirm Password fields.
5. Click Apply.
IMPORTANT: Write down the new administrator password and keep it in a safe place. It is not easy to recover a lost
administrator password.
Entering Portfolio Server License Numbers

Portfolio Server is licensed in multiple ways. You will need to enter a number of license numbers depending upon the
functionality you require.
Enter licenses with the Portfolio Server Admin web interface to enable Server functionality, Web Client connections
and additional functionality such as NetMediaMAX.
License numbers are encoded to include a valid number of client connections and are also used to enable
additionally functionality. Only one Portfolio Server license number that registers client connections can be added to
each server. Additional license numbers may be added to add functionality that is above and beyond a typical
Portfolio Server installation, such as connection to an SQL database or advanced media processing server
connections.
To license Portfolio Server:
1. Open the Portfolio Server Admin web interface.
2. From the main menu, click the Licenses link.
3. Click the [ + ] button to add a new license.
4. Enter a valid license number and click Add License.
IMPORTANT: After entering a NetMediaMAX license number, you must manually restart Portfolio Server to
implement all of the features of NetMediaMAX.
Portfolio NetPublish Server’s license is entered in NetPublish Administration via the Portfolio Desktop Client, see the
NetPublish Server User Guide for more information.
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Updating existing catalogs
Portfolio Server is able to update pre-existing catalogs for use with the new server. If file assets and the network
location of Portfolio Server remain unchanged from your previous Portfolio Server implementation, this update can be
seamless for end users.
Importing Users from Existing Catalogs

User-based catalogs
Updating user-based catalogs automatically add the previous users to the server. These users are then granted
membership to the updated catalog under at their previous user-level. This user transfer occurs only when a catalog
is served in Portfolio Server.
Access-based catalogs
If your users access catalogs with an access-level and a password, you will need to add each user to the updated
catalog to give those users access. For example, if your users previously selected the access level "publisher" and
entered the password specifically for the publisher access level, you will need to enter unique user names and
passwords for each of these individuals. Level-based access is not supported in Portfolio 9.
AutoSync and FolderSync folders

If you have FolderSync watch folders in your catalog, when the catalog is updated to Portfolio Server 9, you must re-
add these watch folders as AutoSync folders. All items remain in the catalog after the catalog is updated, but to have
access to original files, you must re-add the watch folder as an AutoSync folder. See the AutoSync topics for details.
Updating Portfolio Native Catalogs

In order to continue to use catalogs from previous versions of Portfolio, the native .fdb catalog files must be
updated for use with the new server.
To update an existing Portfolio 8.5 catalog:
1. Make a backup of the catalog file.
2. Copy the catalog .fdb file to the following location where Portfolio Server is installed:
Macintosh:/Applications/Extensis/Portfolio Server/applications/native-
server/Catalogs/
Windows:\Program Files\Extensis\Portfolio Server\applications\native-
server\Catalogs\
3. Restart Portfolio Server.
Preview files and Portfolio served catalogs
If you are upgrading a catalog that includes low-resolution screen previews, as long as the network path to the
previews does not change, no additional steps are required to retain the existing preview files.
If the preview location was not available by a network path, move the corresponding previews to a server-accessible
share and update the path to the new network location in the Portfolio Server Admin interface.
If the network location of the previews directory changes, add the catalog to Portfolio Server as normal then specify
the new network location of the previews directory.
If Portfolio Server fails to link the pre-existing previews directory to the assets in the catalog, you may need to have
Portfolio Server regenerate the preview files for the catalog.
To regenerate screen previews for a catalog:
1. Enable faster previews for the catalog using the Portfolio Server Admin web interface.
2. Connect to the catalog using the Portfolio Desktop Client.
3. Select items to regenerate previews in any gallery. To regenerate previews for all items, select the All Items
gallery, then in the main window, select any item and press Control-A (Windows) or Command-A (Mac) to
select all items in the catalog.
4. Choose Item > Regenerate Thumbnail. In the process of regenerating the thumbnail, new screen preview
files are generated.
- 12 -
Server Status
The majority of Portfolio Server administration takes place within the Portfolio Server Admin web interface. Some
cataloging options are edited using the Portfolio Desktop Client, but otherwise server administration takes place in
the Portfolio Server Admin interface. Using the web interface, the server administrator creates and manages catalogs,
controls server settings, and manages user accounts.
Item records and metadata contained in Portfolio Catalogs can be accessed using Portfolio desktop and Web
Clients.
Starting Portfolio Server

Portfolio Server automatically starts after installation as well as after a system restart. If required, the server process
can be manually stopped and restarted.
To start the server:
2. From the main menu, click the Status link.
3. From the Status page, click the Start Server button.
If the server is currently running, the Start Server button changes to a Restart Server button. Click this button to
shut down the Portfolio Server process and automatically start it again.
Ports
Portfolio Server requires a number of ports on your server. These ports are used for client connections, server
administration as well as internal server communication.
All ports used with Portfolio Server must not conflict with other applications on the server. Typically you will not need
to change these port settings.
External ports must be opened in the host system’s firewall and operating system. The process of opening ports
varies by operating system. Please refer to your operating system and firewall documentation for more information.
Ports for External Communication

Portfolio Server requires a number of ports to be open for server administration, Web Client and Desktop Client
connection, as well as Portfolio Media Engine processing.
The following Ports can be updated using the Server Admin web interface:
Port Default Value
JBoss HTTP / Web Service port (Web Client port) 8090
Jetty Web App HTTP port (Server Administration port) 8091
Jetty Web App HTTPS port (SSL Server Administration port) 9453
Native Server Component port 2903
MediaRich Embedded Server port 9877
Secure Connections Note: Portfolio Server includes a default, self-signed security certificate for secure (SSL)
connections to the Portfolio Server Admin web interface. This certificate allows you to use a secure connection to the
Server Admin without obtaining your own custom certificate. Using the default certificate will cause browsers to
display a number of security warnings when you connect. These warnings indicate the nature of the self-signed
certificate, but by using it you can still create a secure connection with Portfolio Server. All browsers allow users to
record a security exception or to trust the self-signed certificate, which will avoid future warnings. See your browser's
documentation for details.
IMPORTANT: SSL Web Client connections require the use of a custom security certificate. Using the default self-
signed certificate is not supported for Web Client connections.
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JBoss HTTP / Web Service ports (Web Client ports)
Web Client users can utilize the default Web Client port, or if enabled using a custom security certificate, the
SSL encrypted port. The encrypted port has slightly degraded performance due to the encryption between the Web
Client and Portfolio Server. You may want to direct users to connect using the standard Web Client port while
working on your internal network behind a firewall, but only allow SSL Web Client connections from outside your
network.
Provide your Web Client users the following information to log on to the server:
• The Server IP address or DNS name.
• The Web Client port number. The default Web Client port value is 8090. If enabled with a custom security
certificate, the secure (SSL) Web Client port default value is 9443.
• Their Portfolio user name and password.
Jetty Web App ports (Portfolio Server Admin ports)
The server administrator connects to the Portfolio Server Admin web interface using either the default HTTP (8091) or
HTTPS (9453) ports.
To log into the Portfolio Server Admin web interface, you need:
• The Server IP address or DNS name
• The Server Admin port number. Use the Server Admin port (default value: 8091) or the secure (SSL) Server
Admin port (default value: 9453).
• Built-in administrator account password
Native Server Component ports (Portfolio Desktop Client connections)
Port 2903 is used by the Portfolio Desktop Client to connect with Portfolio Server. This port is used for client-server
communication and connection.
Portfolio Desktop Client users need the following information to login to the server:
• The Server IP address or DNS name
• Portfolio user name and password
NOTE: Portfolio Desktop Clients do not require the port information for the Native Server Component. This is
because, by default, Desktop Clients connect on port 2903.
NOTE: If the Native Server Component port is updated, Portfolio Desktop Client users must also update the way in
which they connect to Portfolio Server. In the Portfolio Desktop Client, choose File > Connect to Server and edit
the existing server entry and append the updated port number to the IP address. For example, if the Native Server
Component port is changed to 2905, Portfolio Desktop Client users must add the updated port to the server's IP
address in the Connect To Server dialog: 192.168.0.1:2905.
MediaRich Embedded Server port
The MediaRich Embedded Server port is used so that Portfolio Server can communicate processing tasks.
This port contains internal server processing traffic as well as all communication with Portfolio Desktop Client users
and external Portfolio Media Engines (MediaRich).
The default MediaRich Embedded Server Port is 9877.
See the Network access for media engines help topic for more information about external media engine port
requirements.
- 14 -
Ports for Internal Communication
A number of ports must be reserved for the internal communication of Portfolio Server. The server requires a number
of standard Java J2EE and web service ports.
It is possible that you may have other applications running or requiring Java on your server. It is possible to run other
Java and web service applications on the same machine, provided that you resolve any port conflicts.
To avoid conflicts use the Ports page to assign new port numbers for Portfolio Server.
The following ports are required for internal Portfolio Server communication:
Port Default Value
JBoss Webservice 8093
JBoss AJP 8019
Bootstrap JNP Server Bind Address 1109
JMX Pooled Port 4455
JMX RMI Object Port 4454
RMI Naming Service 1008
NOTE: Portfolio Server utilizes two other ports for internal network access. For SMB (Windows) mounted shares,
Portfolio Server uses port 445; for AFP mounted shares, it uses port 548. These ports need to be open if Desktop
Client users need to access shares on the Portfolio Server computer. Remote file servers that house original assets
also must have these ports open so that Portfolio Server can access the assets for AutoSync and Web Client access.
Resolving Port Conflicts

The Portfolio Server installer checks to see if the default server administration port 8091 (Jetty Web App) is bound to
any other application. If it is already taken, then another random available port is chosen before the Server Admin
web interface opens.
After installation, verify that the Server Administration interface opened using the default port 8091. If any other port is
used, it is possible that you have other port conflicts. The installer automatically checks for other port conflicts and
registers any conflicts in the extensis.admin.log file.
The server uses standard JBoss and Jetty ports, so if your server has other applications that are built using this
technology, you may need to change the default Portfolio Server port numbers.
To update port numbers used by Portfolio Server:
2. From the main menu, click the Ports link.
3. For each port that requires a new port number, enter a new port number or click Find Port to locate an
open port automatically.
4. Click the Update Ports link at the bottom of the Ports page.
5. Restart the server.
- 15 -
Implementing a Custom Security Certificate
Portfolio provides the ability to use secure connections (SSL) to the server using either the Portfolio Web Client or the
Portfolio Server Admin interface.
The default Portfolio installation includes a self-signed security certificate for setup purposes that can be used to
connect to the Portfolio Server Admin console only. To implement SSL connections for the Portfolio Web Client, and
remove all security warnings for the Server Admin console, you must obtain a custom security certificate for your
organization. Custom security certificates can be obtained at cost from a number of trusted online locations such as
Verisign or Thawte.
To implement a custom security certificate:
1. Obtain a Root security certificate from a third party Certificate Authority.
You may need to see your IT department for this.
2. Shut down the Portfolio Server.
3. Edit the server.xml file to enable SSL Web Client connections. (See detailed instructions below.)
4. Generate and integrate a custom certificate. (See detailed instructions below.)
5. If necessary, Import the Root security certificate on computers that connect via SSL using the Web Client or
Server Admin console.
Edit the server.xml file
To edit the server.xml file to implement SSL Web Client connections:
1. To ensure that there are no problems, create a backup of the server.xml file from the following location.
Macintosh:/Applications/Extensis/Portfolio Server/applications/
jboss/server/default/deploy/jbossweb-tomcat55.sar/server.xml
Windows:C:\Program Files\Extensis\Portfolio Server\applications\
jboss\server\default\deploy\jbossweb-tomcat55.sar\server.xml
2. Open the original server.xml file using a text editor such as Notepad or TextEdit.
3. Locate the line that reads .
4. Uncomment the commented block of text immediately following this line. Remove the 

5. Save the server.xml file as a UTF-8 text file.
NOTE: If you want to change the SSL Web Client port, you can change the connector port value in the commented
section. For example, if you wanted to change the port to 9876, you would edit the file to indicate <Connector
port="9876".
WARNING: Do not change any other items in the server.xml file. Changing an inappropriate value can cause
issues with your server and potentially render your server inoperable.
NOTE: If you have nonstandard security requirements, please contact Extensis Technical Support for assistance with
implementation.
- 16 -
Generate and integrate a custom security certificate
After obtaining a custom certificate, use the keytool application to insert the new certificate into Portfolio's keystore.
On Mac OS X, keytool is pre-installed with the OS, and on Windows the Portfolio Server installer places the
necessary components on your system. Replace names in < angle brackets > with the actual names of your files.
Note: In order to complete the following steps, you must be logged in to the computer using an account with
administrator privileges.
Macintosh
When instructed to enter a command, type the entire command on one line, then press Return.
1. Open the Terminal application, located inside the Utilities folder.
2. Change the current directory to Portfolio Server's data directory.
cd /Applications/Extensis/Portfolio\ Server/data
3. Rename the keystore file to keep it as a backup. (You will create a new keystore file in the next step.)
mv keystore keystore.backup
4. Generate the new keystore file.
keytool -genkey -keyalg RSA -keystore keystore -alias extensis
Note: The default key size is 1024; if you need a larger key, append -keysize <new_size> at the end of the
above command. For example:
keytool -genkey -keyalg RSA -keystore keystore -alias extensis -
keysize 2048
5. When prompted for a password, type kaq8thefUphuTrexeSW3sp3m and press Return.
Note: If you do not use this password, SSL will not work.
6. When you are prompted to enter your first and last name, enter the fully-qualified host name (such as
"my.host.com"). (You can leave the remainder of the questions blank.)
7. Generate a certificate signing request (CSR). This step is not optional! Portfolio only accepts CSRs
created by keytool; there is no way to import a CSR from Open SSL.
keytool -certreq -keystore keystore -keyalg RSA file certreq.csr -
alias extensis
8. Use the CSR created above to generate a new SSL certificate. The procedure to do this will vary depending
on your environment; contact your IT department to find out how this is done.
9. If necessary, import the Certificate Authority's Root certificate to the keystore under its own alias.
keytool -import -keystore keystore -alias rootca -trustcacerts -
file <name_of_Root_CA_cert_file>
10. If you have intermediary certificates, use the following:
keytool -import -keystore keystore -alias intermediary -
trustcacerts -file <name_of_intermed_cert_file>
11. Import the custom security certificate generated from the request in step 8.
keytool -import -keystore keystore -alias extensis -file
<certificate_from_it.cer> -keypass kaq8thefUphuTrexeSW3sp3m
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Windows
When instructed to enter a command, type the entire command on one line, then press Enter.
1. Run cmd.exe to open a command prompt window.
2. Change the current directory to Portfolio Server's data directory.
cd "c:\Program Files\Extensis\Portfolio Server\data"
3. Rename the keystore file to keep it as a backup. (You will create a new keystore file in the next step.)
move keystore keystore.backup
4. Generate the new keystore file.
keytool -genkey -keyalg RSA -keystore keystore -alias extensis
Note: The default key size is 1024; if you need a larger key, append -keysize <new_size> at the end of the
above command. For example:
keytool -genkey-keyalg RSA -keystore keystore -alias extensis -
keysize 2048
5. When prompted for a password, type kaq8thefUphuTrexeSW3sp3m and press Enter.
Note: If you do not use this password, SSL will not work.
6. When you are prompted to enter your first and last name, enter the fully-qualified host name (such as
"my.host.com"). (You can leave the remainder of the questions blank.)
7. Generate a certificate signing request (CSR). This step is not optional! Portfolio only accepts CSRs
created by keytool; there is no way to import a CSR from Open SSL.
keytool -certreq -keystore keystore -keyalg RSA file certreq.csr -
alias extensis
8. Use the CSR created above to generate a new SSL certificate. The procedure to do this will vary depending
on your environment; contact your IT department to find out how this is done.
9. If necessary, import the Certificate Authority's Root certificate to the keystore under its own alias.
keytool -import -keystore keystore -alias rootca -trustcacerts -
file <name_of_Root_CA_cert_file>
10. If you have intermediary certificates, use the following:
keytool -import -keystore keystore -alias intermediary -
trustcacerts -file <name_of_intermed_cert_file>
11. Import the custom security certificate generated from the request in step 8.
keytool -import -keystore keystore -alias extensis -file
<certificate_from_it.cer> -keypass kaq8thefUphuTrexeSW3sp3m
Enabling a secure port redirect

If you want your Web Client users always to connect using the secure port, you can enable a redirect. This redirect is
an optional step and not required to use the SSL port.
Editing the web.xml file enables a redirect from the standard Web Client port (default value 8090) to the secure
connection port (default value 9443).
To enable the redirect:
1. Open the file from the following location with a text editor such as Notepad or TextEdit.
Macintosh:/Applications/Extensis/Portfolio Server/applications/
jboss/server/default/deploy/portfolio.ear/portfolio.war/WEB-INF/web.xml
Windows:C:\Program Files\Extensis\Portfolio Server\applications\
jboss\server\default\deploy\portfolio.ear\portfolio.war\WEB-INF\web.xml
2. Use the search feature to locate the line that contains the "transport-guarantee" parameter. Change the
parameter from NONE to CONFIDENTIAL, so that
<transport-guarantee>NONE</transport-guarantee>
becomes
<transport-guarantee>CONFIDENTIAL</transport-guarantee>
3. Save and close the web.xml file.
- 18 -
Restarting the Server
If you need to restart Portfolio Server, use the Portfolio Server Admin web interface to do so. This ensures that all
processes are properly shut down and restarted.
When the server restarts, connected clients are automatically disconnected from any catalog that is currently open.
After Portfolio Server is restarted, clients can resume connections as normal.
To restart Portfolio Server.
1. Notify users of your intention to restart the server.
3. From the main menu, click the Status link.
4. In the Status page, click the Restart Server button
Once the restart command is given, client connections to databases as well as the server administrator’s connection
to Portfolio Server Admin are dropped while the server restarts.
If you need to restart the physical server computer, Portfolio Server is designed to automatically start when the server
system is started.
NOTE: The process that controls the Portfolio Server Admin web interface automatically launches when the system
is started. So, even if the Portfolio Server is not running, the web interface is always available.
Changing the Display Language

The language of Portfolio Server Admin web interface set at the time you login through the Language drop-down
menu on the Login page. The Portfolio Server Admin web interface supports administration in English, French,
German, Italian, Spanish and Japanese.
To change the current language setting:
1. Logout of the Portfolio Server Admin web interface.
2. Select a new display language from the menu and login. The default display language is English.
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Catalogs
Creating Catalogs
From the Portfolio Server Admin web interface, the server administrator can create and manage Portfolio catalogs,
and makes these catalogs available to users through the Portfolio Desktop and Web Clients.
To create a Portfolio catalog:
2. From the main menu, click the Catalogs link.
3. In the Catalogs pane, click the Add New Catalog link.
4. Specify a catalog type.
5. Choose a database type.
• Native FDB - this is the default Portfolio Server database type.
• SQL database - if you have purchased Portfolio SQL Connect, your database can be stored in an
SQL database. See the section on Portfolio SQL Connect for complete details about installing and
configuring an SQL database for Portfolio Server.
6. Enter a catalog name.
7. Choose a Collation method from the drop-down menu. This setting indicates how information in your
database is sorted.
8. Click Create.
After creating a new catalog, you are now ready to:
• Add users to the catalog
• Customize the catalog to fit your specific needs.
• Specify Preview Options.
Catalog performance and maximum size

It's important to note that a number of factors contribute to the efficient performance and maximum size of native
Portfolio FDB catalogs. Generally, more items, larger and more data fields and large volumes of data have the most
impact. The following factors are most likely to impact catalog performance:
• Number of items in a catalog
• Thumbnail size (112 pixels vs 256 pixels)
• Number of custom fields
• Amount of metadata extracted from fields
• The volume of data in each field (for example, long versus short descriptions)
• Enabling text-indexing of documents
In general these issues do not affect performance of SQL catalogs in the same way. The overall performance and
size limitations are a factor of your chosen database engine and external server hardware.
- 20 -
Catalog Types
Catalog types make it much easier and faster to configure a new catalog for a specific purpose. When creating a new
catalog, there are several catalog types from which to choose. Each catalog type is basically a starting point from
which you can further customize your catalog.
Catalog types differ mainly in the number and type of custom fields included. The Portfolio Server Admin web
interface allows you to choose the catalog type that most closely matches your needs.
• General Use
• Simple
The benefits of choosing a catalog type can be measured in time. Since Portfolio automatically creates many custom
fields for you, the setup time required will be considerably shorter. Also, if you don't need to have a large number of
custom fields, accessing and searching for items in your catalog is much quicker.
Despite which catalog type you choose at the start, you can add and delete custom fields and update metadata
mappings to fit your specific needs.
• General Use – The General Use catalog type includes many default custom fields for a wide variety of
metadata, including EXIF, IPTC and XMP fields. Use this catalog type if you want to include all of these fields
in your catalog, or if you aren't sure what type of media will be in your catalog.
• Simple — The Simple catalog type does not contain any custom fields, and is not configured to extract
metadata from files. The simple catalog type is useful as a starting place for complex catalogs that require
specific custom fields and metadata extraction settings that you want to configure manually. This catalog
type does contain Keywords and Description fields, yet can be configured to extract metadata into these
fields. Keywords are automatically-generated in the catalog, based on path.
Creating Custom Catalog Types

In addition to the default catalog types that are available for catalog creation, the server administrator can create
custom catalog types that can be used as the basis for any new catalogs created in the future. Using one of the built-
in catalog types as a starting point, the administrator can add custom fields appear for the new custom catalog type.
Follow the steps below for creating customized catalog types.
1. Open the Portfolio Server Admin web interface and create a new catalog based on one of the pre-existing
catalog types. Assign a user to the new catalog, and give that user Administrative access. You will connect
to the catalog with these user credentials.
2. Launch the Portfolio Desktop Client, and connect to the new catalog in Administrator mode. See the
Portfolio Desktop Client User Guide for more information on connecting in Administrator mode.
3. Customize the catalog to fit your needs. There are three areas to consider updating for a custom catalog
type: Catalog Advanced Options, Catalog Administration and Metadata Settings. For more information, see
the Portfolio Desktop Client User Guide.
4. When finished, choose File > Save Catalog Type.
5. Using the Windows Explorer or Macintosh Finder, browse to the Portfolio Desktop Client program directory
on the system where you saved your custom catalog type:
Macintosh:/Applications/Extensis/Portfolio/English/Catalog Types/
Windows XP:\Program Files\Extensis\Portfolio\Locale\9\Support\Catalog Types\
Windows Vista or 7:\Users\<username>\AppData\Local\VirtualStore\
Program Files\Extensis\Portfolio 9\Locale\9\Support\Catalog Types\
6. The catalog type resides within a directory of the catalog name. Copy the new catalog type directory to the
server system where Portfolio Server resides in the following directory:
Macintosh: /Applications/Extensis/Portfolio Server/data/catalog-
settings/English/catalog-types/
Windows: \Program Files\Extensis\Portfolio Server\data\catalog-
settings\English\catalog-types\
7. Open the Portfolio Server Admin web interface and restart the server.
8. Log back into the Portfolio Server Admin web interface. From the main menu click the Catalogs link. When
adding a new catalog, your custom catalog type now appears in the Type drop-down menu.
- 21 -
Screen Previews
Portfolio creates a preview image of each file you catalog. This allows Desktop and Web Clients to see high-quality
previews of catalog items without requiring access to the item on disk.
The Portfolio Server can be configured to create and save preview files as items are cataloged, or to create previews
when they are needed. This means:
• You can preview items that are offline. For example, if you create Screen Previews, you can view full-size
previews of items cataloged from a CD or DVD without the CD even being mounted.
• Users connecting with the Portfolio Web Client can preview images within catalogs as large as their web
browser’s viewable space.
If Portfolio Server saves the preview files, the cataloging process can be slower and will require more disk space. If
previews are created on demand, server disk space requirements are reduced, but previewing an image in the
Desktop or Web Client will be slower.
Screen Preview Options

To specify screen preview options:
2. From the main menu, click Catalogs.
3. In the Catalogs pane, select a catalog.
4. In the Catalog Details pane, click the Previews tab.
5. Choose a previewing option.
Faster Cataloging: Choose this option to have Portfolio Server generate previews only when a client asks
for them. This speeds up the cataloging process and saves space on the Portfolio Server system.
Faster Previewing: Choose this option to have Portfolio generate preview images for each file as it is
cataloged. This requires more time for cataloging and more disk space on the Portfolio Server, but results in
faster previews for the end user. (You also need to enter a path where Portfolio will store the preview
images. This location must be available to the server and must be unique for each catalog.)
6. Specify the maximum dimension in pixels. This value cannot exceed 4000 pixels.
7. Click Apply. If the target location for screen previews does not exist, Portfolio Server creates the new
directory. The network path must be valid for Portfolio Server to create a preview folder.
Path formatting
The folder path to the previews directory must be represented in Universal/Uniform Naming Convention (UNC)
format. This means share paths need to include the actual server, share and target directory and not a mapped drive
letter, for example:
Macintosh:/Volumes/Xserve/Share/Previews
Windows:\\Server\Share\Previews
NOTE: Be sure to choose a network share that:
• Gives Portfolio Server read/write access
• Is not in use by any other catalog to store preview files
NOTE: The Macintosh Portfolio Server utilizes a colon delimited path as well as the UNC path. If the example above
is entered in for a catalog on a Macintosh Portfolio Server, it will automatically be translated to this colon delimited
path: ::Xserve:Share:Previews
Generating Screen Previews for previously cataloged files

You can have Portfolio generate screen previews for your files, even after they've been cataloged, using the Portfolio
Desktop Client.
1. Enable faster previewing for your catalog.
2. Using the Portfolio Desktop Client, open the catalog.
3. Select the items in your catalog for which you want to create screen previews.
4. Choose Item > Regenerate Thumbnail.
- 22 -
Taking a catalog offline
If you no longer want users to access a catalog, need to kick-off users, make a catalog backup or prevent user
access indefinitely, you can take the catalog offline. This is less destructive than deleting a catalog, because all of
your user access settings are retained, and are immediately restored when the catalog is brought back online.
To take a catalog offline:
2. From the Main menu, click Catalogs.
3. In the Catalogs pane, click to select the catalog.
4. In the Details pane, from the Status tab, click Take Offline.
The catalog is now offline and users are no longer able to access it. You can still manage user membership to the
catalog while it is offline, but all other catalog administration tasks are now disabled for this catalog.
Offline catalogs are easy to identify. The online status is disabled in the Catalogs pane.
To take a catalog back online:
3. In the Catalogs pane, click to select the offline catalog.
4. In the Details pane, from the Status tab, click Take Online.
Deleting a catalog
When you no longer need a catalog, you can delete it from Portfolio Server. Deleting a catalog removes all user
access data, and should only be done when future user access to assets is not required.
If you only want to temporarily remove all user access to a catalog, you may prefer to take the catalog offline instead.
To delete a catalog:
3. At the bottom of the Catalogs pane, click the Delete Catalog link.
4. In the Details pane, click Delete to confirm.
When a standard Portfolio FDB catalog is deleted, it is moved from the catalogs directory into a deleted catalogs
directory:
Macintosh:/Applications/Extensis/Portfolio Server/applications/native-server/deleted-
Catalogs/
Windows:\Program Files\Extensis\Portfolio Server\applications\native-server\deleted-
Catalogs\
All of your original assets remain in the location from which they were added. If enabled, preview files are also kept in
the location where they were created.
When deleting an SQL-based catalog, the pointer to the SQL database is deleted from the Catalogs folder:
server/Catalogs/
server\Catalogs\
After deletion, the SQL database from Portfolio Server, the catalog data, originals and previews all remain in the
SQL database.
- 23 -
Users
When you add a user, they are added to the Portfolio Server database of users. Users are then granted membership
to catalogs on the server, and given a specific Access Level to each catalog.
Adding Users
To access a Portfolio served catalog, users must have an account. The server administrator creates user accounts
and give users access to catalogs in the Portfolio Server Admin web interface. User accounts can be used to access
served catalogs with either the Portfolio Desktop or Web Clients.
To add a new user:
2. From the main menu, click the Users link.
3. From the Users pane, click Add New User.
4. In the Details pane, enter user details, including: Account Name, Password, Full Name, Email Address and
any additional notes.
5. Click Create.
NOTE: Users must also be granted catalog membership to be able to connect.
Granting Users Catalog Membership

Beyond creating catalogs and defining user accounts on the server, the server administrator determines which users
are members of catalogs.
To grant a user catalog membership:
3. In the Catalogs pane, select a catalog.
4. Click the Manage Catalog Membership link.
5. In the details pane, select one or more users.
You can Command-click (Mac) or Control-click (Windows) to select multiple users.
6. From the drop-down menu at the bottom of the pane, select the access level for this catalog.
7. Click Apply.
If you have selected multiple users, they will all be granted the same access level.
- 24 -
User Access Levels
Users connect to catalogs with four levels of access specific to the catalog they are added to: Catalog Administrator,
Publisher, Editor, and Reader. Each access level determines the features and functionality available to the user once
he or she has connected to a catalog with a client.
The following access levels and permissions are hard coded for users who connect to catalogs using the Portfolio
Desktop Client.
• Catalog Administrator - The Catalog Administrator access level allows a catalog user to perform any
action available within the Desktop and Web Client applications, including defining custom fields, master
keywords, AutoSync folders and configure all catalog-specific settings. Catalog Administrator(s) essentially
define the schema (fields, value lists, mappings, etc.), Master Keywords, Default Cataloging Options and
other high-level settings within a particular catalog. When a catalog is opened in Administrator mode with a
Portfolio Desktop Client, no one else can use it. This is not the case when a Catalog Administrator connects
to a catalog via the Portfolio Web Client.
• Publisher - The Publisher access level is one step below Administrator and is primarily used to let a user
add and delete items in a catalog. While this user can also enter data, they are limited in that they cannot
alter or define fields, including the Master Keyword list.
• Editor - The Editor user-access level is primarily for users that need to perform data-entry tasks. It is
different from Publisher, mainly in that it does not allow users to add or delete item records in a catalog.
• Reader - A Reader in a catalog may search and perform some other basic tasks, but is limited in that users
with this access level may not add, delete or edit fields within the catalog.
Access Levels and the Web Client

While access levels are permanent for the Portfolio Desktop Client, the server administrator can configure more
granular permissions for users who connect with the Portfolio Web Client.
There are five areas of functionality that can be customized on an access-level basis :
• Download Originals - Allows the download of original items from catalogs.
• Custom Convert Settings - Grants access to a file conversion dialog to specify output and conversion
settings when downloading originals.
• Manage Convert Presets – Allows users to save any custom settings from the file conversion dialog as
presets for future use. Custom output settings are available to any user with the Custom Convert Settings
permission.
• Run MediaScripts - Reserved for users of the NetMediaMAX module, this functionality allows end users to
run an enhanced set of delivery options for image output.
NOTE: Web Client users must be Publisher to enter field data for embeddable fields.
Default access-level settings
A number of permissions are native to each access level, and cannot be changed from the default settings for each
access level. Default settings match the access level permissions set for Portfolio Desktop Client users. Default
settings are displayed as a grayed-out option settings in the Access Levels page of the Portfolio Server Admin web
interface.
For example: Users with Reader level-access do not have the ability to view original images, while Catalog
Administrator level users always have the full set of functionality available to them.
- 25 -
Configuring Access Levels
To configure options for each user access level:
2. From the main menu, click the Access Levels link.
3. Select a user level.
4. Enable or disable options.
NOTE: The access level permissions only apply to users who connect via the Portfolio Web Client. Users connecting
with the Portfolio Desktop Client adhere to the rules noted in the User-Access Levels section based on their
respective user level.
Editing Users
You can quickly update user account information, including the user account name, password, and full name.
To update the user's account information:
1. Open the Portfolio Server Admin web interface
2. From the Main menu, click the Users link.
3. Change any required user account information, such as password or full name.
4. Click Apply to save changes.
User access to catalogs, and specific access level privileges can be updated within each catalog.
To update a user's access to catalogs:
2. From the Main menu, click the Catalogs link.
3. Click to select a catalog from the list.
4. Click Manage Catalog Membership
5. Click to select a user to modify.
• To add the user to the selected catalog, click Add Selected Users to Catalog.
• To change a user's access level to a catalog, choose an access level from the drop-down menu and
click Apply.
• To remove a user from the catalog, click Revoke Membership.
Removing Users
For many reasons, you may need to remove a user's access to specific catalogs on Portfolio Server. This can be
accomplished at a granular level, by revoking a user's catalog membership, or by removing the user from Portfolio
Server entirely.
Revoking a user's catalog membership

3. From the Catalogs pane, select the Catalog and click the Manage Catalog Membership link.
4. In the resulting list of Users, select the user that you want to remove from the catalog and click the Revoke
Membership link.
Removing users from Portfolio Server

2. From the main menu, click the Users link.
3. From the Users pane, select the user that you want to remove from the server.
4. Click the Delete Users link.
5. Determine what should be done with this User’s private galleries (Make Public or Delete All Private
Galleries) and click Delete.
- 26 -
Catalog Administration
There are a number of catalog administration tasks that must be performed using the Portfolio Desktop Client. These
include:
• Customizing catalogs to best fit your needs by adding custom fields, master keyword lists, and other
features.
• Creating AutoSync folders to store your assets.
NOTE: Log in using the Desktop Client in Administrator mode to add custom fields and update metadata settings for
your catalog. See the Desktop Client User Guide for details.
Customizing Catalogs
There are several places in catalogs that can be considered when looking at customizing catalogs for your specific
needs.
All catalog customization is performed with the Portfolio Desktop Client. For complete details about each catalog
feature, see the Portfolio Desktop User Guide.
Typically administrators may want to configure the following catalog properties:
• Custom Fields – These are fields that are specific to your workflow. You can add a custom field to track
any type of information that you require. For example, you may track copyright and license information for
stock images and video purchased from a stock shop.
• Master Keyword List – This list is very helpful to keep all of your keyword entry consistent. You can require
that users always enter keywords from the master keyword list so that you have consistency in your catalog.
For example, all pictures of cars would have the keyword "automobile" and not "auto".
• Default Field Values – If you have common settings for certain fields, you can set default values for these
fields to keep from entering the field data manually. For example, a project status custom field might have a
default value of "draft."
• Cataloging Options – These options determine how assets are added to your catalog.
AutoSync
AutoSync is one of the most important and powerful features in Portfolio — a dramatic tool that lets you synchronize
the contents of any folder on your network with your Portfolio catalogs — or vice versa. It's also the way in which you
define where Portfolio Web Client users upload files to your catalog.
AutoSync folders must be added with the Portfolio Desktop Client.
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What is AutoSync?
AutoSync creates a link between specific folders on your network and items in a Portfolio catalog.
Once you add an AutoSync you can move items into that folder by simply dragging thumbnails into the folder from
within Portfolio. Conversely, files that are moved into that folder (using either the Mac’s Finder or Windows Explorer)
can automatically be cataloged in Portfolio, so that the contents of your Portfolio catalog exactly match the contents
of your folders on disk.
AutoSync does more than just display the folders and files you have on disk; with Portfolio Desktop Client, you can
use it to create, move and delete folders, too, so that you can actually manage your file server from within Portfolio —
putting your cataloged files exactly where you want them.
Here are some of the typical ways you might use AutoSync:
• Use Portfolio to organize your files on disk by dragging thumbnails into folders from within a Portfolio
catalog.
• Add an existing set of nested folders from your hard drive (or network) to Portfolio’s Folder View and then
catalog the contents of all the folders with one click of the Sync button.
• Have Portfolio watch any number of folders on your network and provide a visual alert every time a file has
been added, modified or deleted from those folders.
• Move cataloged files from one folder to another on your network, without having to leave Portfolio or
manually update your Portfolio catalogs.
• Have other users in your workgroup add items to a catalog by simply dropping files into folders that are
being watched by AutoSync; one click of the Sync button will bring them into your catalog.
How AutoSync relates to the Portfolio Desktop Client and Portfolio Web
Clients
With the introduction of the Portfolio Web Client, AutoSync becomes an essential feature for Web Client users. With
AutoSync established in a catalog, users of the appropriate access level who connect with the Portfolio Web Client
are able to add items to the catalog, through AutoSync, to your file server. The Portfolio Desktop Client is required to
establish AutoSync folders for your catalogs before users connecting with the Portfolio Web Client are able to begin
uploading assets. See the AutoSync folder section for more information on how to use the Portfolio Desktop Client to
configure AutoSync folders in your catalogs.
Displaying the Folder View pane or drawer

In order to use AutoSync, you must have the Folder View pane (Windows) or drawer (Mac) displayed. If it isn’t already
visible, choose View > Folders to make the pane visible. Initially, the Folder View is blank. Any folders on your hard
drive or computer network that you want to keep synchronized with Portfolio will appear in this pane/drawer after you
add them.
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Creating an AutoSync Folder
The benefit of an AutoSync folder is that Portfolio Server monitors and automatically adds items to your catalogs that
are moved into directories on your file server. This way, you can do other work in your catalog while Portfolio Server
automatically updates the AutoSync folders. A new AutoSync folder must be on a share that is accessible by
Portfolio Server. Only folders that are contained on mounted shares (Mac) or browsable through the network
(Windows) can be added.
To add an AutoSync folder:
1. In the Folder View pane/drawer, click the Add Watch Folder button. If you do not see the Folder View pane
(Windows) or drawer (Mac), choose View > Folders.
2. Navigate to the folder you want watch as an AutoSync folder, and click OK. To maximize the efficiency and
speed of the Portfolio Server, consolidate as many watch folders as possible into a single folder, then add
that folder as an AutoSync folder.
3. In the AutoSync Settings dialog choose from the following options:
Watching and Syncing Options — The Continually watch folder for changes option basically allows
you to decide when the AutoSync folder is scanned for changes by the server. When changes are found, the
folder name is highlighted in the Folder View window.
When to Sync — This option allows you to set a specific interval when items in the AutoSync (watch folder)
are added or removed from the catalog.
Use cataloging options preset when syncing — Enable this option to use a saved preset when
cataloging. You must have previously created and saved a cataloging options preset for it to be included in
the drop down list.
Presets that contain copy, move and rename functions can be chosen, but those functions of the preset are
ignored. So basically, only the property assignments (field names, descriptions and keywords) of a
cataloging options preset are used. If a saved preset does not contain property assignments, it is not
available as a choice from the drop-down menu.
For detailed instructions about creating and saving a cataloging options preset, see Setting Up Portfolio in
the Portfolio Desktop Client User Guide.
When Originals are not Found for an Item in the Catalog — This option allows you to decide whether
to keep or delete items in a catalog when original files can no longer be found by AutoSync process.
Folder Sort Settings — The Folder Sort Settings tells Portfolio Desktop Client how to sort the display when
your first open the folder. You can choose to sort the items by any field, or to apply the current custom sort
for this folder. If you choose to apply the current custom sort, any custom sort that you have created will be
applied to the folder at the catalog level.
4. Click OK to accept the AutoSync Settings, and OK to create the AutoSync folder.
Changing AutoSync Folder Settings

After you create an AutoSync folder, it is easy to change the AutoSync settings.
1. Launch the Portfolio Desktop Client and connect to the served catalog.
2. Open the Folder View pane and select the AutoSync folder.
3. Click the AutoSync Settings button at the top of the Folder View pane.
4. Change the desired settings in the AutoSync Settings dialog box and click OK
NOTE: If you do not have network permission to access an AutoSync folder, the watch folders and cataloged
thumbnails are visible, buy you may not be able to preview or open any of the files.
AutoSync Folder Details

AutoSync folders and local paths
When adding an AutoSync folder that is on the same machine as your current Portfolio client, Portfolio will present
you with a number of share selection options. All of the share selection options are valid paths to the new AutoSync
folder. Choose the share path that is most appropriate for your setting.
NOTE: Keep in mind, local paths on your desktop system need to be shared to the network for two reasons: to allow
Portfolio Server access to the files to add them to your catalog and for users of the Portfolio Desktop Client to get
access to these files through the network.
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AutoSync folders local to Portfolio Server
Adding AutoSync folders that are on the same physical machine as Portfolio Server limits the amount of network
traffic necessary to synchronize these folders. So, when shares are created on the same machine and then added as
AutoSync folders, the synchronization speed of those folders is far superior to non-local AutoSync folders.
Duplicate share names
Avoid adding shares that have the same name, but different target directories. For example, you may have two
shares each named “pictures,” one pointing to C:/mystuff/pictures/ and the other pointing to
C:/documents/pictures/. Due to internal prioritization of the operating system and Portfolio Server, you could
get unexpected results
Macintosh mounted shares
When running Portfolio Server on a Macintosh, all network shares that will potentially contain AutoSync folders
created by users must also be mounted on the server. Also, when adding an AutoSync folder from a Windows
Portfolio client to a catalog served by a Macintosh Portfolio Server, the user must navigate to the same share that the
Macintosh server has mounted.
Share types and when to use them
Share Description When to use
Type
AFP A share based on the Apple File Protocol. This is the Use AFP if you are in a Macintosh or mixed Macintosh environment. You may
native file sharing method for Mac OS X. need to enable Services for Macintosh on your Windows based server.
SMB A share based on the Samba Protocol. This is a cross- Use SMB in a mixed platform environment. SMB has a more restrictive naming
platform sharing method usable with Macintosh, convention than AFP and does not communicate some file properties such as
Windows and Unix/Linux. created and modified dates.
Local Share based on a local volume. Use this option only if users can mount an entire server volume. This option is
Drive mainly intended for testing.
Stopping an AutoSync Process

To stop an AutoSync process, you can either use the Portfolio Desktop Client to remove the AutoSync folder from
the served catalog, or take the catalog offline within the Portfolio Server Admin web interface. Doing either stops the
synchronization process.
If you removed the AutoSync folder, you can re-add the folder to the catalog, and restart the synchronization at your
convenience.
If you take the catalog offline, when you re-serve the catalog AutoSync automatically resumes, starting at the point
where it was when you stopped serving the catalog.
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Portfolio Server Administration
Backing up Portfolio Server
Accidents happen. We all have had an occasion when a laptop is dropped, a hard drive fails, or a network
connection goes down at the most inopportune moment.
The most important files to back up are the Portfolio catalogs, the database folder, the original files and the preview
images.
Portfolio catalogs can be stored in either the native Portfolio FDB catalog format, or by using Portfolio SQL Connect
in an SQL database.
Portfolio Server data

The FDB file stores all of the information about your files, including all of the asset metadata, and the original and
preview file locations. The Portfolio Server database folder stores server configuration information, including users
and catalog access levels.
When backing up FDB catalogs and the server database folder, all users must be logged off, and the Portfolio
Service must be stopped. You can use either of the following batch files to automatically log off users and stop the
Portfolio service.
Windows batch file
Use Notepad or any similar text editor to create the following batch file. Of course, you will need to insert the
appropriate file and directory locations for this to work. File locations will vary based on the operating system
language. Be sure to save the file with a .BAT extension.
NOTE: Each command below should be entered on a single line. Command lines are separated by extra space.
net stop "Portfolio Server"
net stop "Portfolio Server Admin"
timeout /T 30
xcopy /V /Y /Z "%SYSTEMDRIVE%\Program Files\Extensis\Portfolio
Server\applications\native-server\Catalogs\*.fdb"
"C:\backuplocation\applications\native-server\Catalogs\"
Server\data\database" "C:\backuplocation\data\database\"
net start "Portfolio Server Admin"
net start "Portfolio Server"
After restarting Portfolio Server, all associated NetPublish services must also be restarted. If you are also running
NetPublish on the same server, you can add the following lines to your backup script:
net stop "Portfolio NetPublish"
timeout /T 10
net start "Portfolio NetPublish"
If you want to restart a remote NetPublish Service with this script, add the following lines to your backup script. To
restart a remote NetPublish server, the script needs to be running under a domain user account with admin access
to the NetPublish server.
sc \\NETPUBLISHSERVERHOSTNAME stop NetPub
timeout /T 10
sc \\NETPUBLISHSERVERHOSTNAME start NetPub
- 31 -
You may also want to back up your server's configuration file, QuickFind settings and script files. To do so, add the
following lines to your backup script.
Server\applications\native-server\portfolio server
files\Configuration.txt" "C:\backuplocation\applications\native-
server\portfolio server files\"
Server\data\quickfind.xml" "C:\backuplocation\data\"
Server\applications\media-engine\Shared\Originals\Scripts"
"C:\backuplocation\applications\media-engine\Shared\Originals\Scripts\"
Run this batch file by either double-clicking the icon in Windows Explorer or from the command line interface.
The Scheduled Tasks feature of Windows can be used to schedule this batch file to automatically run at a convenient
time. See the Microsoft Windows documentation for detailed instructions.
Macintosh script
Use TextEdit or any other text editor to create the following shell script. Create your file as a plain text document and
save your file with a .SH extension in UTF-8 (Unicode) format. If your editor gives you the option, choose UNIX line
endings.
NOTE: Each command below should be entered on a single line. Command lines are separated by extra space.
#!/bin/sh
SystemStarter stop ExtensisDamServer
launchctl unload /Library/LaunchDaemons/com.extensis.dam-
server.web.admin.launchd.plist
sleep 30
ditto -rsrc "/Applications/Extensis/Portfolio Server/applications/native-
server/Catalogs" "/backuplocation/applications/native-server/Catalogs"
ditto -rsrc "/Applications/Extensis/Portfolio Server/data/database"
"/backuplocation/data/database"
launchctl load /Library/LaunchDaemons/com.extensis.dam-
server.web.admin.launchd.plist SystemStarter start ExtensisDamServer
If you are also running NetPublish on the same server, you can add the following lines to your backup script:
SystemStarter restart "Portfolio NetPublish Server"
You may also want to back up your server's configuration file, QuickFind settings and script files. To do so, add the
following lines to your backup script.
ditto -rsrc "/Applications/Extensis/Portfolio Server/applications/native-
server/portfolio server files/Configuration.txt"
"/backuplocation/applications/native-server/portfolio server files/"
ditto -rsrc "/Applications/Extensis/Portfolio Server/data/quickfind.xml"
"/backuplocation/data/"
ditto -rsrc "/Applications/Extensis/Portfolio Server/applications/media-
engine/Shared/Originals/Scripts" "/backuplocation/applications/media-
engine/Shared/Originals/Scripts/"
This script can be automated using the cron command. For more information about this command type man cron
in the Terminal window. For a more detailed introduction to scripting Mac OS X, please visit the following website:
http://www.macdevcenter.com/pub/a/mac/2003/11/07/scripting_osx.html
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Backing up SQL-based catalogs
In addition to backing up Portfolio Server data, SQL Connect users will also need to back up SQL-based catalogs.
Backing up SQL databases can vary depending on the installation of SQL server. Back up these databases as you
normally would for a normal SQL database, refer to your SQL installation’s documentation for more information on
performing backups.
To restore from the backup, follow your SQL implementation’s guidelines for restoring from your backup into a new
SQL database. Once this is done see the section about serving an SQL database (catalog). Before it can be used the
Administrator must assign users to the newly restored catalog.
Backing up the preview images directory

It's also important to backup the screen preview files that are associated with your catalog.
To find out which directory is currently being used to store preview images:
3. From the Catalogs pane, select a catalog.
4. Click the View/Edit Catalog Details link.
5. In the Details pane, select the Previews tab. The directory path to the preview files is displayed.
Back up the contents of the location indicated on the Previews tab along with your FDB or SQL database. Consider
using a third-party backup tool to backup preview files.
Backing up your original files

Portfolio does not automatically back up your original cataloged files. Some features of Portfolio allow you to alter
your original files, so it’s important to be sure you always have backups of essential data, including your originals.
To ensure the security of your original files, implement a system that provides redundancy, such as a RAID.
Otherwise, Extensis recommends regularly backing up your original files with a third-party backup tool.
Portfolio Server and Asset Processing Logs

Portfolio Server logs its performance and error information in a few easily-accessed text files. Extensis Technical
Support may ask you for copies of one or more of these files to assist them in troubleshooting an issue for you.
By default, log files are stored in the following locations:
Macintosh:/Applications/Extensis/Portfolio Server/logs/ and
/Applications/Extensis/Portfolio Server/logs/<server_name>/
Windows:C:\Program Files\Extensis\Portfolio Server\logs\ and
C:\Program Files\Extensis\Portfolio Server\logs\<server_name>\
where <server_name> is the name of the computer that is running Portfolio Server.
Changing the log file location

You can change the location where Portfolio stores log files.
1. Open the Portfolio Server Admin console.
2. Click Global Settings.
3. Click Logging Configuration.
4. In the Log directory field, enter the path to the location where you want Portfolio Server to save log files.
5. Click Apply.
NOTES:
• The new location must already exist; Portfolio Server will not create it for you.
• On Macintosh, paths must start from the root directory of the Portfolio Server boot volume.
• On Windows, paths may begin with a drive letter or you can use a UNC path of the form
\\computer_name\share_name\...\folder
- 33 -
Log files
The log files you may see are as follows (where YYYY is a 4-digit year, MM is a 2-digit month, and DD is a 2-digit date):
logs/boot.log: This file is generated by the JBoss server when it starts up. It logs some general debugging
information, version information, and Java system properties. Once JBoss has started its regular logging facility, this
log is not used, and it is destroyed each time JBoss restarts.
logs/extensis.admin.log: This contains all startup and shutdown messages that are displayed on the Status
page of the Portfolio Server Admin web interface.
logs/jboss-wrapper.log (Windows only): This contains low-level messages from the Java process started by
the JBoss service wrapper. Errors here might indicate, for example, a failure to start the Java process.
logs/jetty.<YYYY_MM_DD>.log: This is the log file for the internal web container of the Portfolio Server Admin
web interface. The Jetty web interface runs independently from Portfolio Server itself, so even if you stop or restart
the Portfolio Server, the Jetty service should always be running. This log is helpful to diagnose issues you may
experience with logging in to the Portfolio Server Admin web interface.
logs/jetty.request.<YYYY_MM_DD>.log: This log file lists Web server requests by HTTP action, IP address,
and response code.
Logs/jetty-wrapper.log (Windows only): This contains low-level messages from the Java process started by
the Jetty service wrapper. Errors here might indicate, for example, a failure to start the Java process.
logs/mgen.log: This contains the standard output and errors from the MediaRich engine.
logs/native-server.log: This contains messages from the Portfolio Server that are also displayed in the
Portfolio Server Admin console.
logs/server.log: This is the main JBoss server log file.
logs/<server_name>/MediaGenerator-<MMDDYYYY>.log: This log file records all processes that the
MediaRich engine undertakes. If the media engine fails to process an asset for whatever reason, the error will be
recorded within this log.
logs/<server_name>/ScriptErrors-<MMDDYYYY>.log: This log is generated when a MediaScript error
results in an unhandled exception. Errors recorded in this log could be due to a malformed script or other errors. This
includes any media engine operations, regardless of origin. For example, the Portfolio Web Client invokes a script to
perform all media engine actions, such as converting and downloading files.
Configuration File
Portfolio Server has several advanced configuration settings that are not available within the Portfolio Server Admin
web interface. These include:
• Allow Windows Authentication – allow trusted Windows Authentication connections to an SQL database.
• Listener IP – control the IP address where the server listens for client connections
• Log Categories – the ability to expand Portfolio Server’s logging levels based on specific areas of
functionality.
The configuration file is named configuration.txt and can be edited with any text editor. It is located on the
server in the following directory:
server/portfolio server files/
server\portfolio server files\
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Windows Authentication and the Configuration file
Allowing Windows Authentication connections to an SQL database.
With Portfolio SQL Connect and MS SQL Server, allowing Windows Authentication gives you the ability to have
“trusted” connections to the database.
NOTE: Portfolio Server must be running as a domain user for this to function properly.
To allow Windows Authentication connections:
1. Open configuration.txt in a text editor.
2. Remove the comment (#) from the following line:
#AllowWindowsAuthentication = yes
3. Save the file and restart Portfolio Server.
To enable a “trusted” Windows Authentication connection:
2. From the main menu, select Catalogs link.
3. In the Catalog pane, choose Add New Catalog.
4. From the New Catalog Details pane, select the desired catalog type from the drop-down menu.
5. Choose SQL as the Storage Type.
6. Verify the correct SQL ODBC driver is selected in the Database Driver drop-down menu.
7. Click the Show Databases button and select the database you wish to serve with a Trusted Windows
Authentication connection.
8. Provide the Database Username trusted and leave the Database Password field blank.
NOTE: You must edit the configuration.txt file before entering a user name of “trusted”.
9. Click the Create button.
NOTE: If the database in question was already served in Portfolio Server prior to enabling Trusted Windows
Authentication, the catalog entry in Portfolio Server for the database must first be deleted before moving forward with
the steps to enable Trusted Windows Authentication. The database can then be served again through Portfolio
Server with Trusted Windows Authentication.
Specifying an IP Address with the Configuration file

By default, Portfolio Server and SQL Connect listen to all IP addresses on the server and listens to a specific default
port, 2903. To give you more control, you can define a specific IP address to use. To specify a port number see the
section To update port numbers used by Portfolio Server section for more information.
To set a specific IP address:
2. To set a specific IP address, remove the comment (#) from the following line and edit the IP address to the
desired address.
#ListenerIP = 127.0.0.1
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Logging Database Events with the Configuration file
To help diagnose any Portfolio Server or SQL database problems, a number of common database operations can be
logged in the native-server.log file. By default startup, shutdown, and Error messages are logged.
The following operations can be added to the log:
Command Action
REQUEST Logs all incoming requests
DB_SQLSTORE* Logs SQL operations
DB_QUERY* Logs actual SQL queries submitted to the database engine
GENERAL_DEBUG Logs general debugging info
AUTO_SYNC Logs Auto Sync operations
* Enterprise edition only

To change what is logged:
2. To enable a specific logging category, remove the comment (#) from the following line:
#LogCategories =
3. Add the operations that you want to track, separated by commas. For example:
LogCategories = GENERAL_DEBUG, AUTO_SYNC
4. Save the file.
- 36 -
Web Client Administration
Administrators can configure a number of settings that affect how the Portfolio Web Client behaves for users. This
includes how the users search for files with the QuickFind feature, as well as the fields displayed in the Grid and List
views of a catalog.
NOTE: You must enter a Portfolio Web Client connection license number into the Portfolio Server Admin to allow
Web Client access to catalogs.
Creating custom views for the Portfolio Web Client

Administrators can define the fields displayed in the Portfolio Web Client through the creation of a custom view in the
catalog. Fields are defined in each catalog through the creation of a custom view using the Portfolio Desktop Client.
Grid and List view settings in the Web Client are defined in a single customized view in the Desktop Client.
NOTE: The fields and order displayed is the only view setting that can be customized in the Web Client. All other
view customization settings available in the Portfolio Desktop Client do not affect the Web Client.
To define the fields displayed in the Portfolio Web Client:
1. Open the Portfolio Desktop Client.
2. Choose File > Connect to Server and connect to the served catalog.
3. Choose View > Customize.
4. To define the fields displayed in the Grid view of the Web Client, select the Thumbnail tab.
5. Enable fields to display beneath the item thumbnail in Web Client gallery view.
6. To define the fields displayed in the List view of the Web Client, select the List view tab.
7. Enable fields to display in columns to the right of each item thumbnail.
8. Click OK.
9. From the Custom View drop-down menu, choose Save As.
10. Name the saved view "web client" (without quotes) and click OK.
Repeat this process to customize the fields displayed in other catalogs.
Configuring QuickFind search parameters

QuickFind is the fastest, easiest way for most users to search for files. QuickFind searches many fields at once, and
because of the way QuickFind works, it always yields the most results. An alternative to QuickFind is Advanced Find,
which returns more specific results.
By default, QuickFind searches the three most popular fields: Keywords, Filename and Description.
As an administrator, you can create consistency for users by choosing a custom set of fields that are searched by
QuickFind.
QuickFind can also be customized to search a unique set of fields, per catalog. For example, one catalog may
perform QuickFind searches on keywords only, whereas another catalog may perform searches for Filename and a
custom field for “Part Numbers”
The QuickFind search parameters are defined in a QuickFind.xml file found on Portfolio Server. By editing this file
for specific needs, QuickFind functionality can be fine tuned to meet desired behavior.
Editing the QuickFind.xml file:
1. Browse to the following location on the Portfolio Server machine:
Macintosh:/Applications/Extensis/Portfolio Server/Data/
Windows:\Program Files\Extensis\Portfolio Server\Data\
2. Make a backup copy of the current QuickFind.xml.
3. Open QuickFind.xml in TextEdit (Mac) or Notepad (Windows).
4. Make desired changes and save the file.
5. Restart Portfolio Server
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Quickfind.xml file format
There are a few attributes required for QuickFind to function correctly; all of the following should be included in the
QuickFind.xml file.
Attribute Description
Open and close the file with this attribute.
<language> </language> The language affects the interpretation of Portfolio's built-in system fields. It must be set to the language in which
you are defining custom fields. Valid parameters include: en for English, fr for French, de for German, ja for
Japanese, es for Spanish or it for Italian.
<catalog is-default=”true”> This attribute defines the default QuickFind search parameters for all catalogs not specifically identified with the
</catalog> catalog name attribute
<catalog name=”catalog Defines search parameters for the specific catalog identified (does not affect QuickFind behavior on any other
name.fdb”> </catalog> catalogs). NOTE: The QuickFind.xml file can contain QuickFind definitions for multiple catalogs.
<fields> </fields> Defines the start and end of the list of fields to include.
<field> </field> Use to define custom fields to include in the QuickFind search. A maximum of three fields can be defined per
catalog. Case-sensitive custom field names must be define exactly as they exist in the catalog.
NOTE: The QuickFind.xml settings affect the QuickFind settings for the Portfolio Desktop Client, Portfolio Express
Palette, and the Portfolio Web Client.
For example:
As a Portfolio Server Administrator I have a catalog named images.fdb. I want users to be able to run QuickFind
searches within the images.fdb catalog on preferred fields of Approved, Routed to and a new custom field I created
called Part Numbers instead of the default fields available to QuickFind. I edit the QuickFind.xml file to reflect this
change while retaining default QuickFind behavior for the rest of my catalogs:
<quickfind>
<language>en</language>
<catalog is-default="true">
<fields>
<field>Description</field>
<field>Filename</field>
<field>Keywords</field>
</fields>
</catalog>
<catalog name="images.fdb">
<fields>
<field>Approved</field>
<field>Routed To</field>
<field>Part Numbers</field>
</fields>
</catalog>
</quickfind>
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NetMediaMAX
The NetMediaMAX add-on module extends the capabilities and functions of Portfolio Server to support a wider
variety of file conversions using the Portfolio Web Client, enables custom "Save As" output from NetPublish websites,
and also grants the ability to host file processing on a separate server using an external Portfolio Media Engine
powered by MediaRich.
NetMediaMAX and the Web Client

With NetMediaMAX, Web Client users can take advantage of additional output and file conversion options within the
Download and Edit on Disk commands. These additional formats save time in workflows where users would
ordinarily be required to open and convert files in various external applications like Photoshop or Acrobat. With
NetMediaMAX, Portfolio Server can quickly perform these actions on behalf of the user so they don't have to be
downloaded, converted and re-uploaded.
Administrators can create presets that contain predefined conversion options. This ensures that all conversion tasks
are done in a consistent way and also saves time because users don't have to remember or locate specific settings.
Implementing a file conversion preset ensures consistent output and faster turnaround.
NetMediaMAX and NetPublish

NetMediaMAX includes a new "ImagePro" template for Portfolio NetPublish. With this template, NetPublish users can
convert files into other formats with a unique "Save As" link in their NetPublish sites. The ImagePro template includes
a number of options that are configurable in the NetPublish Assistant. The published site is optimized for image and
photo display, but can also be used with catalogs that have mixed media types. The result is a self-service web portal
where users can easily locate and download assets in whatever format they need.
NetMediaMAX and Portfolio Media Engines

With NetMediaMAX, you can also make use additional computing power to increase the performance and scalability
of your Portfolio Server. NetMediaMAX accomplishes this by giving you complete portability of the media engine,
powered by MediaRich, that handles all media-processing tasks, like cataloging, conversion and management of
embedded metadata: You can configure the media engine on a separate server to take advantage of additional
hardware resources and improve the response time of your Portfolio Server.
With additional NetMediaMAX licenses, you can deploy the Portfolio Media Engine (MediaRich) on multiple servers.
This has the advantage of distributing media-processing operations across multiple media engines, and also provides
faster response times for users and improved turnaround in demanding workflows. Because the workload is
distributed, users can work more freely, since there's less risk that long complex operations can interfere with other
users and processes. This translates to faster turnaround and increased productivity.
Configuration of external media engines is seamless for end users. You can easily configure media engines using the
Portfolio Server Admin web interface. Once configured, all Desktop Clients, Web Clients and even NetPublish can
take advantage of the increased scalability and performance.
For the most up-to-date file formats supported by NetMediaMAX, please see the Extensis website.
NetMediaMAX Deployment Scenarios

There are many ways that Portfolio NetMediaMAX can fit into a professional workflow. The following are a few
deployment scenarios for you to consider when determining how NetMediaMAX best fits into your workflow.
Scenario 1: Expanding the output of the Portfolio Web Client

With NetMediaMAX, Portfolio Web Client users can take advantage of the additional file format conversion features
not available in a standard Portfolio Server installation. These advanced file formats mean less time spent
downloading and creating copies of files in various applications. Users can do it all quickly and over the web, with
NetMediaMAX.
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Web Client users can convert files from one format to another remotely, or have files quickly converted before being
downloaded.
For example, you may want to create a standard file format used in your work environment. All of your photos are
shot in Camera Raw, but you'd like the standard storage format to be TIFF. To convert these files using
NetMediaMAX you can:
1. Open the Web Client and create a smart gallery that automatically locates all Camera Raw files in your
catalog.
2. Select the items in your smart gallery and choose the Edit Originals command.
3. Choose conversion options and save a preset for future use.
4. Convert the selected files on disk to TIFF.
Using this process, users can quickly locate files that need conversion, and using the Web Client, convert the files
without ever downloading them. Portfolio Server's media engine(s) handle all of these tasks for the users.
As another example, designers in your office may want to send PDF files of work in-progress to clients. Traditionally,
this involves opening different applications and re-saving copies of the files, a time-consuming process that you
would rather automate.
To automate this using NetMediaMAX enabled features:
1. Add an AutoSync folder to your catalog for your creative team's current projects.
2. Create a Convert preset in the Web Client that generates low-resolution PDF files.
3. Provide user accounts to all of your creative staff so that they can connect using the Web Client. These
users can prepare galleries of the images and other media files that the want to show their clients.
4. Using the Web Client, users can select items and use the Download command to quickly convert one or
more cataloged items into PDF format. Portfolio Server (or an external Media Engine) handles the conversion
process and when complete, provides everything in a convenient ZIP file.
Scenario 2: Using NetPublish as a self-service image portal

If you are using Portfolio NetPublish, with NetMediaMAX, you can take advantage of the new "ImagePro" NetPublish
template. Sites published using this template include the enhanced file conversion capabilities of NetMediaMAX.
Using the "Save As" options provided in the template, web users can choose to download files in whatever format
they want. All file conversions are processed by Portfolio Server's media engine(s) before being downloaded to the
web user. .
For example, your company wants to create a web-accessible site that contains all of your latest product photos for
a remote sales team. You want the convenience and consistency of storing everything in high-res TIFF format, while
providing a way for your salespeople to get files in formats they want:
With NetMediaMAX and NetPublish a self-service image portal works like this:
1. A salesperson logs into your NetPublish site to find latest photos for a client presentation.
2. She uses the search tools to locate and previews each image in the browser, even though the originals are
saved as high-res TIFF files. NetPublish handles all of this automatically, using Portfolio Server's disk
previews.
3. She selects the option to download screen resolution JPEG files for the required images and chooses "Save
As"
4. The files are converted to JPEG by the server and downloaded to the salesperson.
Scenario 3: Improved scalability and performance

You might be in a situation where you have a large number of users or expect a heavy load. To meet the demands of
your workflow, moving the built-in Portfolio Media Engine, powered by MediaRich, to another system or even
leveraging multiple media engines can make a big difference.
By dedicating faster systems with multiple processors to the Portfolio Media Engine, Portfolio Server can do more
work in less time. This can translate to faster cataloging, conversion, increased uptime and improved performance.
For example, your company needs to be able to catalog and manage content on Portfolio Server, uninterrupted. At
the same time, you want to take advantage of the MediaScript automation capabilities of the Portfolio Web Client to
process images. You want to ensure the fastest turnaround and maximum uptime. Your production file server is Mac
OS X based, but you have two other Windows based servers on your network that are barely being used.
- 40 -
To optimize your workflow the administrator would do the following:
1. Install Portfolio Server on the Mac OS X computer.
2. Install the Portfolio Media Engine on the two Windows servers.
3. Serialize your server for two NetMediaMAX licenses and configure connections to the two external Media
Engines.
4. Configure your catalogs, AutoSync folders, Web Client access and enable your custom MediaScript.
5. Users can now connect and receive results quickly. Portfolio Server stays online under heavy load.
NOTE: Portfolio Server and the Portfolio Media Engine (MediaRich) are available for both Mac OS X and Windows
computers. This scenario details a cross-platform configuration, but your needs may be different. In most cases a
configuration consisting of only one platform will be the simplest to configure and maintain.
Scenario 4: Scripting/automation
In the course of everyday media production and processing, countless hours are lost. Not only do the tasks
themselves consume time, but the processing and file transfers occupy user workstations and prevent completion of
sometimes even more critical work. The key to getting time back and even extending your organization's capabilities
is through server-side automation.
NetMediaMAX with MediaScript can automate many different kinds of media-processing tasks to improve efficiency.
Some of these include:
• Reducing download times, by converting files to lower-resolution or compressed formats
• Compositing images into multi-page formats like PDF for proofing or approval needs
• Converting large batches of files into multiple different formats at once
• Watermarking images
• Notify via email when tasks have been processed
• Post converted files to FTP sites
• Generate XML from embedded metadata
• Read or write to a database or other external data source.
With NetMediaMAX enabled, Web Client users can run custom MediaScript script files that are run by Portfolio Media
Engines.
Like JavaScript, MediaScript is an ECMAScript-based cross-platform scripting language that is easy to learn.
MediaScript is also very powerful, giving you full control over advanced capabilities enabled by NetMediaMAX.
Portfolio Server makes it easy to integrate MediaScript automation into your workflow, reducing time-consuming
tasks to a few mouse clicks.
For example, your company maintains a web site that requires product images in 5 different sizes. Since your
products are available in different colors, accurate color representation on the web site is important. When converting
between file types, the conversion between color spaces must be accurate. Larger size images also require a visual
watermark, so that copyrighted images are not unintentionally misused. This process would ordinarily take a user a
few hours to produce for a range of 30 new product photos.
To automate this process with NetMediaMAX:
1. Create a custom MediaScript that takes selected images and saves copies of the originals in five different
sizes; converting them to JPEG in the sRGB color space.
2. Copy the script into the Media Engine and enable it in Portfolio Server for your production catalog.
3. Create Smart Galleries in the catalog to help Web Client users quickly identify new product images.
4. Web Client users login, locate the new images in a Smart Gallery, then choose your custom script from the
"Run Script" menu.
5. The script executes and creates all 5 images and even reads the embedded IPTC copyright info for use on
the largest size as a visual watermark.
6. The completed job is noted in the Web Client user's "Jobs"
NOTE: The sample script provided in the NetMediaMAX ZIP file includes an example of generating a custom
watermark using copyright information.
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NetMediaMAX Installation Overview
The following steps are required to install and configure NetMediaMAX. While not required, it is suggested that you
install and configure Portfolio Server before installing any external media engines.
1. Verify NetMediaMAX System Requirements.
2. Install OpenOffice.org (recommended).
3. Install QuickTime on Microsoft Windows-based servers.
4. Install media engines on one or more servers (recommended).
5. Verify network access requirements and make necessary changes.
7. Add the NetMediaMAX license number to Portfolio Server (requires server restart).
8. Pair Portfolio Server to the external media engine.
For installations containing more than one external media engine, repeat this process for each media engine you
want to enable, up to the maximum of your NetMediaMAX license count.
After installing NetMediaMAX and configuring any external media engines, you are now ready to:
• Develop MediaScripts to enable server-side media processing and automation.
• Deploy scripts to Portfolio Server and external media engines
NetMediaMAX System Requirements

For the most up-to-date information about the latest release of NetMediaMAX, please visit the Extensis website:
Installing External Media Engines

By default, Portfolio Server includes a built-in media engine. One of the options of NetMediaMAX is to distribute asset
cataloging and conversion processes to an external media engine.
NOTE: Since Portfolio Server uses the built-in media engine, the Portfolio Media Engine installer does not allow
installation on the same machine as Portfolio Server.
To install an external media engine:
1. Download the Portfolio_NetMediaMAX_9.x.zip file to the machine.
2. Extract the Portfolio Media Engine installer from the zip file.
3. Double-click the installer and follow the prompts.
Repeat this process for all external media engine servers.
Network access for media engines

Portfolio Server and all external media engines (MediaRich) need to have appropriate permissions to read and write to
network locations where assets are stored. Many administrators choose to resolve this issue on Windows by creating
a Domain User Account specifically for Portfolio Server and all external media engines to use.
In the case of the Macintosh platform, all file storage shares must be mounted on the server before the media engine
is able to read or write to those shares.
Ensure that Portfolio Server can access all external media engine(s). The default port for media engine
communication is 9877.
Essentially, you need to ensure that network ports are open for all communication you intend on accessing with
Portfolio Server or external media engines (MediaRich). Windows Networking (SMB) uses port 445 by default, and
Apple Macintosh Networking (AFP) uses port 548 by default.
Updating port settings for external media engines

The default port used by external media engines (MediaRich) is port 9877 (Media Socket port).
If you require an external media engine (MediaRich) to use a different port due to a port conflict or any other reason,
this setting can be updated.
- 42 -
To update a media engine port:
1. Open the local.properties file with TextEdit (Mac) or Notepad (Windows) from the following location on
the media engine server machine:
Macintosh:/Applications/Extensis/Portfolio Media Engine/media-
engine/Properties/
Windows:Program Files\Extensis\Portfolio Media Engine\media-
engine\Properties\
2. To change the entry port used by the media engine, locate the MediaSocketPort parameter in the
local.properties file.
For example, change the default:
MediaSocketPort=9877
To any available port:
MediaSocketPort=1234
NOTE: The parameter declaration must not contain spaces.
3. Save the local.properties file and restart the media engine.
If the MediaSocketPort used by the external media engine is updated, you must also update the port in the
Portfolio Server Admin. See Configuring an external media engine with Portfolio Server for more information.
NOTE: though available in the local.properties file, the SystemMonitorPort setting is not registered by
Portfolio Server.
Adding the NetMediaMAX License Number

To serialize Portfolio Server for NetMediaMAX:
2. From the main menu, click the Licenses link.
3. Click Add New License.
4. Enter a valid NetMediaMAX license number and click Add License.
5. When prompted, restart the server
License details are registered and displayed on the Licenses page.
Once licensed and restarted, administrators have access to a Media Engines link in the main menu of the Portfolio
Server Admin web interface. Additionally, a Scripts tab becomes available in the Catalog Details pane for each
catalog. This enables users to generate output from custom scripts. See Enabling Scripts for more information.
Configuring external media engines (MediaRich) with

Portfolio Server
The Media Engines panel indicates the number of NetMediaMAX licenses available.If you have purchased only a
single license for NetMediaMAX, you can only use a single media engine. In the case of a single license, before you
can enable an external media engine, disable the built-in (localhost) media engine.
WARNING: All connected users will need to reconnect after modifying media engine settings.
To disable the default localhost media engine:
2. From the main menu, click the Media Engines link.
3. Select the localhost media engine and click View/Edit Media Engine Details.
4. In the Details pane, clear the check mark from the Active option.
5. Click Apply.
6. Dismiss the warning message that indicates you do not have a media engine enabled. You are now ready to
add and enable an external media engine.
- 43 -
To add a media engine to Portfolio Server:
2. From the main menu, click the Media Engines link.
3. Click Add New Media Engine.
4. In the Media Engine Details pane, enter the Address and Port of your NetMediaMAX server. The default
port for external media engines is 9877
5. Enable the Active option for the Media Engine and click Create.
NOTE: If the Active option is disabled, Portfolio Server does not use that media engine for processing tasks.
Making Portfolio Server and External Media Engines

Uniform
Because of the way Portfolio Server works with an external media engine (MediaRich), it is critical to keep them
consistent. If you create a custom MediaScript, you will need to ensure that all media engines have the same script.
You will also want to be sure the servers themselves are similarly configured and have the same versions of third-
party components.
For example, OpenOffice.org is required in order to index documents as well as assist in generating thumbnails. If an
external media engine is paired with Portfolio Server, processing tasks are sent to the external media engine. If the
server housing the external media engine does not have OpenOffice.org installed, it will fail to index documents or
generate thumbnails for processed files.
The same is true for MediaScript scripts, if they are installed with Portfolio Server, the changes need to be
propagated to each external media engine.
When configuring an external media engine the following items must be the same as on your Portfolio Server:
• OpenOffice.org installation
• QuickTime installation
• Any port changes or updates to the local.properties file
• Any custom MediaScript files
One notable exception is the XML file for customized scripts; this file must only be placed in the Portfolio Server
program directory.
Developing MediaScripts
Portfolio Server coupled with the NetMediaMAX module allows advanced control and customization of file
conversions and output. You can take advantage of this functionality by developing custom scripts that model
complex or time consuming media processing tasks from your workflow.
Scripts are written in MediaScript, an interpreted scripting language based on the ECMAScript Language
Specification, 3rd edition. Netscape’s JavaScript and Microsoft’s JScript are also based on this same specification.
By building on top of a widely known scripting language, MediaScript offers all the flexibility of a full programming
language while remaining easy to use. In other words, if you know JavaScript or another ECMAScript-compliant
language like Microsoft's JScript, you can start using MediaScript right away.
For more information about creating MediaScript files, see the "Using MediaScript" section of the MediaRich Core
Programmer’s Guide at:
http://ftp2.equilibrium.com/downloads/gated/docs/current/MediaRich/MR_CORE_Programming_Guide.pdf
NOTE: Portfolio's media engine is an exclusive version of the MediaRich CORE platform and as such is restricted in
scope to functionality and file formats supported by NetMediaMAX.
NOTE: MediaScript files are restricted for use exclusively with Portfolio Server components: MediaScript files are
executed via the Web Client. The ImagePro NetPublish template also makes use of the mgen command to execute
MediaScript code.
- 44 -
Enabling scripts
After creating and deploying your script to Portfolio Server and all external media engines (MediaRich), the use of
scripts must be enabled within catalogs.
To enable a script:
3. Select a catalog and click the View/Edit Catalog Details link.
4. From the Details pane, select the MediaScripts tab.
5. Click to enable scripts for the selected catalog.
6. Repeat for additional catalogs where you want to enable the script.
The script access can be extended or restricted based on a user’s Access Level.
To enable or disable scripts by access level:
2. From the main menu, click the Access Levels link.
3. Select a user access level.
4. Enable or disable the Run MediaScripts option as desired. If you are unable to disable the option, it is a
default setting of the access level.
Implementing a MediaScript
MediaScripts can be developed to accomplish a wide variety of server tasks. Whatever you want to accomplish with
your script, implementing a new script is a good way to automate your workflow.
NOTE: Sample MediaScript files are available in the Portfolio NetMediaMAX ZIP file.
To implement a new MediaScript:
1. Install, license and configure Portfolio Server and NetMediaMAX.
2. Create your desired MediaScript script using the guidelines provided in the MediaRich CORE Programming
Guide.pdf. Your script can have any name, but must use the file extension .ms.
3. Deploy the script to Portfolio Server and all external media engines.
4. Create the media-scripts.xml file and place it in the Portfolio Server program directory.
5. Restart Portfolio Server and all external media engines.
6. Enable scripts for specified catalogs in Portfolio Server Admin web interface.
You are now ready to connect and run the script from the Portfolio Web Client.
Using an account with the Run MediaScripts permission enabled, connect to a served catalog with the Portfolio Web
Client. Select target files in the main window, and run your script by choosing it from the Run Script menu in the
toolbar.
Deploying scripts to Portfolio Server and external media engines

When you have finished your MediaScript script, it must be deployed to both Portfolio Server and all external media
engines (MediaRich).
The script file must be placed in the corresponding location within the Portfolio Server program directory:
Macintosh:/Applications/Extensis/Portfolio Server/applications/media-
engine/Shared/Originals/Scripts/
Windows:\Program Files\Extensis\Portfolio Server\applications\media-
engine\Shared\Originals\Scripts\
Place your script in the following location for all external media engines:
Macintosh: /Applications/Extensis/Portfolio Media Engine\media-
engine/Shared/Originals/Scripts/
Windows:\Program Files\Extensis\Portfolio Media Engine\media-
engine\Shared\Originals\Scripts\
- 45 -
Creating the media-scripts.xml file
An XML file must be created and placed within the Portfolio Server program directory to make scripts functional and
provide access to users.
XML file format
The media-scripts.xml file enables Portfolio Server to see and make use of your custom MediaScript™ files.
The following table includes all of the attributes of the basic XML file structure.
NOTE: A sample XML file is included in the Portfolio NetMediaMAX ZIP file along with sample MediaScripts.
Attribute Description
<media-script> </media- Open and closing of the script entry
script>
<media-script input- Required attribute that will have a value of either once-per-file or once-for-all-files.
style="x" >
<media-script file- Optional attribute, if present, must have values of either download, catalog-beside, or catalog-in-
output="x"> place.
<name> </name> Defined within the script, How Portfolio Server displays the script to Web Client users in the Run Script menu.
<file> </file> Filename of the MediaScript script that you have deployed to Portfolio Server and external media engine
program directories. This file must use the .ms file extension.
<function> </function> Description of what your script performs.
Example XML file:

<media-scripts>
<media-script input-style="once-per-file" file-output="download">
<name>Example Script</name>
<file>exampleScripts.ms</file>
<function>exampleScript</function>
</media-script>
</media-scripts>
XML file parameters
Two parameters are required to appropriately parse the input and output of your script: input-style and file-
output.
Attribute Value Description
input-style once-per-file Calls the script once per asset.
once-for-all-files Calls the script once with paths to all assets.
file-output download The produced output file will be added to a zip archive
for download via the Web Client.
catalog-beside The produced output file will be copied to the original's
folder, and cataloged. This is incompatible with input-
style="once-for-all-files".
catalog-in-place The produced output file will be cataloged.
The input-style attribute is a required attribute for any script developed for use with Portfolio Server. The file-output
attribute is optional depending on your needs.
NOTE: If the file-output attribute is "catalog-beside," the input-style attribute may not be "once-for-all-files".
NOTE: If more than one Media Engine is in use with NetMediaMAX, customized scripts need to be deployed to
Portfolio Server and all external media engines. See Making Portfolio Server and External Media Engines uniform for
more information.
Deploying your media-scripts.xml file
Save the media-scripts.xml file as a UTF-8 text file and place it in the following directory on the computer
running Portfolio Server:
Macintosh:/Applications/Extensis/Portfolio Server/data/
Windows:C:\Program Files\Extensis\Portfolio Server\data\
- 46 -
Restarting External Media Engines (MediaRich)
Administrators may restart external media engines independent of Portfolio Server.
To restart external media engines on Windows:
2. From the Main menu, click Media Engines.
3. Select the media engine to restart from the list.
4. In the details pane, disable the Active option.
5. On the Media Engine machine, open the Services browser by choosing Start Menu > Administrative
Tools > Services
6. Locate the Portfolio Media Engine service in the list and click the Restart Service button on the toolbar.
7. After the service has started, return to the Portfolio Server Admin web interface. From the Media Engines
page, enable the media engine.
To stop and start an external media engine on Macintosh
2. From the Main menu, click Media Engines.
3. Select the media engine to restart from the list.
4. In the details pane, disable the Active option.
5. Open the Terminal from /Applications/Utilities/
6. Using a Mac OS X Administrator account, enter the following command to stop the media engine:
sudo launchctl unload
/Library/LaunchDaemons/com.extensis.portfolio.mediaengine.mgen.plis
t
7. Enter your system administrator level password.
8. Enter the following command to start the media engine:
sudo launchctl load
/Library/LaunchDaemons/com.extensis.portfolio.mediaengine.mgen.plis
t
9. Enter your system administrator level password.
- 47 -
Portfolio Enterprise Edition
Portfolio Enterprise Edition allows Portfolio Server to create and access catalogs using a Microsoft SQL Server or
Oracle database on Windows or a MySQL database on Windows or Mac OS X.
Once the SQL database is set up, and Portfolio Server Enterprise Edition is running, accessing and administering the
catalogs is the same as if the catalogs were created and stored directly on a Portfolio Server.
Portfolio Enterprise Edition is also available as an add-on to Portfolio Server Professional Edition. For purchase
information, please contact Extensis Corporate Sales.
Installing Portfolio Enterprise Edition

Portfolio Enterprise Edition is installed by the Portfolio Server installer automatically. However, it is not functional until
unlocked with an appropriate license number. Contact your Extensis Sales Representative for more information about
purchasing Portfolio Enterprise Edition.
Portfolio Enterprise Edition has no additional interface itself. Basic access to Portfolio Server is handled through the
standard Portfolio Server Admin. SQL database upgrades are performed using the database administration tool
described later in this guide.
Before storing catalogs in an SQL database, you must prepare the database and install the appropriate drivers.
Portfolio Enterprise Edition Recommendations

For Portfolio Server System Requirements, please visit
The system requirements for Portfolio Server Enterprise Edition are the minimum requirements for a standard
installation. In general, a faster multi-core processor, faster disk access, and more RAM will improve your interactions
with the SQL database. Some configurations can require more powerful hardware; these include:
• Installations that require five or more client connections;
• Installation of Portfolio Server on the same computer that contains the assets;
• Installation of the SQL database engine on the same computer as Portfolio Server;
• Using the AutoSync feature of Portfolio Server;
• Running a NetPublish Server on the same physical machine as Portfolio Server.
If your configuration requires any of these, be sure to use the recommended requirements as your minimum
requirements.
NOTE: With Portfolio NetMediaMAX, you may also choose to install an external media engine to move much of the
processing requirements to a separate server. This keeps Portfolio Server free to respond to file requests without
being bogged down by file conversions.
- 48 -
Hardware optimization guidelines
Database performance in general can be increased through changes to your hardware configuration. The following
factors affect database performance in order of impact:
1. Network performance - It is important to ensure that the connection between the Portfolio Server and the
SQL database is not compromised by over-utilized network traffic or faulty equipment.
2. Database optimization - Indexes, queries, and other optimizations can improve performance. Portfolio
handles all queries against the SQL server, and the Portfolio Server catalog schema is uniquely tuned for
Portfolio data. In addition, unnecessary or misconfigured options on your database server can hinder
performance: For instance, excessive logging can affect disk access times and even fill up the drive over
time.
3. Dedicated hardware - Using a separate database server that is not also running Portfolio Server or a media
engine will allow the database to perform optimally.
4. Additional (allocated) memory - Most modern database servers take advantage of special in-memory
caching and query optimization that is possible only with a large memory footprint. In addition, the database
server itself may need to be configured to take advantage of available memory.
5. Faster processors, more cores - An underperforming server may be caused by lack of horsepower.
Upgrading to faster processors with multiple cores will improve response time.
6. Faster, larger, or multiple hard disks - Often the internal system drive is not the best choice for storage of
your database, for a number of reasons, but many times this can be an underperforming drive. Choose a
large, fast volume for database storage, particularly if you plan on storing a very large catalog in an SQL
database. Read the documentation for your selected database server to see how you might be able to take
advantage of multiple drives.
There are of course, many different considerations. Always read the documentation for your database server and
read articles on how to get the best performance.
Other Recommendations
• Use the backup management provided by your SQL database server.
• Portfolio Enterprise catalogs vary in size, depending on the options configured by your SQL database server.
Choose a server with adequate disk space for your implementation. Monitor and optimize your server and
databases regularly, as this data will grow with the number of asset records.
Additional support
Beyond standard product support, Extensis offers optional Integration and Consulting Services to assist you with
configuration and setup of your Portfolio Solution. Please contact Extensis Corporate Sales for more details.
- 49 -
Setting up MySQL on Mac OS X
These installation instructions assume that you are running Mac OS X v10.5 (Leopard) or Mac OS X v10.6 (Snow
Leopard). If you are running Mac OS X Server v10.5 or higher, MySQL is already installed, but you will need to install
additional software to connect it to Portfolio Server.
Installation Overview of MySQL on Mac OS X

1. Install Portfolio - Before you install the MySQL database engine, you should install Portfolio Server. The
Portfolio Enterprise Edition is automatically installed when you install Portfolio Server. You may also wish to
install the Portfolio Desktop Client; it is not required for working with MySQL but does give some additional
Portfolio administration options.
Installers can be found on your product CD, or you can download the most recent version directly from the
Extensis website http://www.extensis.com/downloads/.
See the Portfolio Server Installation Overview for more details.
2. Download and install MySQL
Download the MySQL Community Server installer from http://www.mysql.com/downloads/mysql/
See see "Installing MySQL on Mac OS X" on page 50 for detailed instructions.
3. Download and install the MySQL Connector/ODBC driver
The ODBC driver allows Portfolio Server to access the MySQL database. Download it from
http://www.mysql.com/downloads/connector/odbc/.
4. Configure the database server to support character sets required by Portfolio Server.
5. Connect to the server, create a database and database user
6. Create a DSN file for each catalog.
7. Serve the SQL Database
Installing MySQL on Mac OS X

The installation of MySQL varies depending upon the version of Mac OS X that you are using - Mac OS X Server, or
the typical single-user, standalone version of Mac OS X.
Mac OS X 10.5 standalone
To install MySQL on the single-user, standalone version of Mac OS X:
1. Download the MySQL installer from http://dev.mysql.com/downloads/mysql/. NOTE: Portfolio SQL Connect
has been fully tested with MySQL version 5.1.x. Use newer versions of MySQL at your own risk.
2. Double-click downloaded file to mount the DMG disk image. The DMG file contains three components that
must all be installed.
3. To install MySQL, double-click the MySQL installer package and follow the installer instructions to complete
the installation.
4. When the MySQL installation is complete, double-click MySQLStartupItem.pkg installer package to install
it as well.
5. Double-click MySQL.prefPane to install the MySQL Preference Pane.
- 50 -
Mac OS X Server 10.5 and 10.6
For Mac OS X Server, MySQL is pre-installed, and need only be configured to function properly with Portfolio Server.
To configure MySQL on Mac OS X Server:
1. Open the Server Admin tool from /Applications/Server/Server Admin. NOTE: After using the Server
Admin tool for the first time, the basic Server Preferences utility is disabled (/Applications/Server/Server
Preferences)
2. If MySQL does not appear in the list of server services:
a. Select the server hostname in the Servers pane.
b. Choose Settings > Services
c. Enable the MySQL service.
d. Click Save
3. From the Servers pane, select the MySQL service.
4. From the Settings tab, if MySQL is running and displays a green dot, click Stop MySQL.
5. Enable the Allow network connections option.
6. Click Set MySQL Root Password, and enter a password for the MySQL root user.
7. Click Start MySQL
Installing Connector/ODBC
The Connector/ODBC driver allows Portfolio Server to communicate with the MySQL database.
NOTE: The Connector/ODBC driver must be installed on the same server as Portfolio Server.
Download the Connector/ODBC driver installer from the MySQL.org website and run the installer.
http://dev.mysql.com/downloads/connector/odbc/
Configure the database server

IMPORTANT: You must configure and restart the database server before creating databases that get served by
Portfolio Server. Failing to do this will result in an inability to serve the database and/or corrupt data.
1. Log in to Mac OS X as any user with administrator privileges.
2. Launch the Terminal utility from the /Applications/Utilities folder.
3. At the $ prompt, enter the following command to edit the my.cnf file:
sudo pico /etc/my.cnf
4. At the Password prompt, enter your computer's administrator password.
5. Identify the [mysqld] section of the file. If it does not exist create it.
6. The default memory settings for MySQL assume installation on a system which is sharing resources with
other applications and is therefore very low. If you are installing MySQL on a dedicated system or a server
with plenty of memory (2-4 GB or more), you can take advantage of the additional memory to increase the
performance of your database for Portfolio Server use. The following settings assume a server that has
enough memory to allocate 512MB of memory to MySQL. You may need to adjust this value, depending on
your expected use and your server’s available memory. (Refer to the documentation for MySQL for
additional information and tips on optimal memory settings.) Add the following to the [mysqld] section,
and modify memory requirements as needed:
[mysqld]
default-character-set=utf8
innodb_buffer_pool_size = 512M
innodb_additional_mem_pool_size = 100M
7. Identify the [client] section of the file. If it does not exist create it.
8. Add the following to the [client] section:
[client]
default-character-set=utf8
9. Press Control-X to exit Pico. At the prompt, press Y to save your changes to the file.
10. When prompted for a file name, press enter to save the changes to /etc/my.cnf
11. To apply the changes to my.cnf, MySQL must be restarted. From the System Preferences, open the
MySQL preference pane. To restart MySQL, click Stop MySQL Server, then click Start MySQL Server.
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Connecting to the server and creating a database
You must create an initial database for MySQL to serve. Use the following procedure to create and serve databases
as needed.
The MySQL Workbench provides a GUI for creating & administering databases. Download it at
http://www.mysql.com/downloads/workbench/ (release version) or http://dev.mysql.com/downloads/workbench/
(beta version).
NOTE: Since version 5.0.2, MySQL uses schema as a synonym for database in many situations. To keep
consistency with the rest of this documentation, we will use the term database, except where the MySQL Workbench
interface uses the term schema.
To create a database in the MySQL Workbench:
1. Click Open Connection to Start Querying.
2. In the Connect to Database window, don't change the default entries; just click OK.
3. In the Connect to MySQL Server dialog, leave the password field blank and click OK.
The default login, "root," refers to a user account in MySQL, not on your Mac.
4. Click the Create a New Schema button in the Overview panel at the bottom of the MySQL Workbench
window.
5. Replace the Schema Name "new_schema" with a name for your database and click Apply. In the Apply
SQL Script to Database window, click Apply SQL Script, then click the Close button in the Apply Script
window, and click Close in the Schema window.
The schema (database) name is not the same as your Portfolio catalog name; this name will not be seen by Portfolio
users other than the Portfolio Server administrator.
NOTE: The database name can not be longer than 64 characters, must consist only of letters, digits, the underscore
_ and dollar $ characters, and cannot be all digits.
Next you need to create the MySQL user name and password that the Portfolio Server will use to connect to the
MySQL database, and give that user access to the database.
In the steps below, portsql is the user name we will create. Replace <user_password> with the password you
want this user to have, and replace <db_name> with the name of the database you just created.
To create the user and give it access to your database:
In the SQL Query panel of MySQL Workbench, type the following commands on separate lines:
GRANT ALL PRIVILEGES ON <db_name>.* TO 'portsql'@'localhost' IDENTIFIED BY
'<user_password>' WITH GRANT OPTION;
GRANT ALL PRIVILEGES ON <db_name>.* TO 'portsql'@'%' IDENTIFIED BY
'<user_password>' WITH GRANT OPTION;
GRANT SUPER ON *.* TO 'portsql'@'localhost';
GRANT SUPER ON *.* TO 'portsql'@'%';
Click the Execute SQL Script in Connected Server button in the main toolbar.
NOTE: Remember to end all MySQL commands with a semicolon (;).
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Create the DSN file
The DSN file must be created on the same machine that is running Portfolio Server. This can be the same, or
different machine than is hosting MySQL Server.
1. Launch the ODBC Administrator utility from the /Applications/Utilities folder.
2. Click the lock icon in the lower left corner of the ODBC Administrator window and enter your Mac OS X
account name and password when prompted.
3. From the User DSN tab, click Add, select the ODBC driver name and click OK.
4. In the Data Source Name (DSN) field, enter a name for your new DSN. This will be the name of your Portfolio
catalog, and is visible to Portfolio Desktop Client and Web Client users. Underscores and spaces are not
allowed in the DSN name. You may also enter a description if desired.
5. In the Server field, enter the IP Address of the MySQL Server. If Portfolio Server and MySQL Server are
running on the same machine, enter localhost.
6. In the username field, enter portsql.
7. Enter the password that you previously created for the portsql user.
8. From the Database drop-down menu, choose the database you created in the previous procedure.
9. Click OK to save the DSN and associated keywords.
10. Click Apply to apply the newly created DSN and ODBC settings. If you intend to serve multiple Portfolio
catalogs, you must create a DSN with a unique name for each catalog.
11. Close the ODBC Administrator.
You are now ready to Serve the Database.
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Setting up MySQL on Windows
Installing MySQL on Windows is a process of installing the MySQL database server, MyODBC, creating a database,
creating a DSN and then installing SQL Connect. Use the following procedures to correctly configure MySQL to work
with Portfolio on Windows.
Installing the MySQL database server

These instructions are for version 5.1. Portfolio Server has been fully tested with this version. Use newer versions of
MySQL at your own risk.
1. Download the current version of MySQL from http://dev.mysql.com/downloads/mysql/
2. Double-click to launch the installer.
3. At the Welcome screen of the Setup Wizard click Next.
4. Choose the Typical option as the setup type and click Next.
5. Click Install.
6. You are prompted with a number of enterprise services from MySQL click Next through these prompts to
continue.
7. The MySQL Server Database Engine is now installed. At this point the server must be configured, enable the
Configure the MySQL Server now option and click Finish.
8. At the Welcome screen of the MySQL Server Instance Configuration Wizard, click Next.
9. Choose the Detailed Configuration option and click Next.
10. Choose the Server Machine option and click Next.
11. Choose the database usage type that best describes your installation. If you are unsure, choose the
Multifunctional Database option and click Next.
12. Choose a location that will house the database tablespace and click Next.
13. This step of the Wizard allows you to help optimize the database for the number of concurrent connections
that you expect to have to a Portfolio catalog. If you are not sure how many concurrent users you will have,
choose the Online Transaction Processing (OLTP) option and click Next
14. Enable the Enable TCP/IP Networking option and the Enable Strict Mode option click Next.
15. Choose the Best Support for Multilingualism option and click Next.
16. Enable the Install as a Windows Service option and enter "MySQL" as Service Name.
17. Enable the Launch MySQL Service Automatically option.
18. Disable the Include Bin Directory in Windows PATH option and click Next.
19. In this step you choose enable the MySQL root user and choose a password. Enable the Modify Security
Settings option, then enter and confirm the new root user password. If you want to administer MySQL
Server from another machine, enable the Enable root access from remote machines option. Disable the
Create An Anonymous Account option and click Next.
20. Click Execute to configure the MySQL instance.
21. Click Finish to close the Wizard.
Install Connector/ODBC
Use the following procedure to install and configure Connector/ODBC on Windows.
NOTE: These instructions are for version 3.51.xx of the MySQL Connector/ODBC driver. Portfolio Enterprise has
been fully tested with these driver versions. Use newer versions at your own risk.
1. Download the latest release of the MySQL Connector/ODBC v3.51 driver installer from
http://dev.mysql.com/downloads/connector/odbc/3.51.html#win32
2. Double click to launch the installer.
3. At the Welcome step of the Installation Wizard, click Next.
4. Choose the Typical option and click Next.
5. Click Install to install MyODBC.
6. Click Finish to close the installer.
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Create the database and DSN
1. From the Start menu, choose Start > MySQL > MySQL Server > MySQL Command Line Client
2. Enter the root user password that you set in the MySQL database engine installation.
3. Type the following command to create a database.
NOTE: Remember to end all MySQL commands with a semicolon (;).
create database <dbname>;
Replace <dbname> with the desired name of your SQL database.
NOTE: Database names can be 31 characters long, and names can only use alphanumeric characters. Do
not use underscores “_” or any other characters in database names. While names are not case sensitive, it
is best to keep the name all in one case, upper or lower.
4. At the mysql> prompt type the following commands. Replace <dbname> with your database name and
<dbpassword> with a password of your choice. Press Enter after the semi-colon at the end of each
command:
GRANT ALL PRIVILEGES ON <dbname>.* TO 'portsql'@'localhost' IDENTIFIED BY
'<dbpassword>' WITH GRANT OPTION;
Now, enter the next command:
GRANT ALL PRIVILEGES ON <dbname>.* TO 'portsql'@'%' IDENTIFIED BY
'<dbpassword>' WITH GRANT OPTION;
Now, enter:
GRANT SUPER ON *.* TO 'portsql'@'localhost';
And finally, enter:
GRANT SUPER ON *.* TO 'portsql'@'%';
5. To tell the server to reload the grant and host privileges, enter the Flush Privileges and Flush
Hosts commands:
FLUSH PRIVILEGES;
And then:
FLUSH HOSTS;
6. Type exit to close the command line client.
7. Choose Start > Control Panel.
8. Open Administrative Tools and double click Data Sources.
9. In the ODBC Data Source Administrator, from the System DSN tab, click Add.
10. In the Create New Data Source dialog box, click to highlight the MySQL ODBC driver and click Finish.
11. In the Connector/ODBC - Add Data Source Name dialog box, to create the DSN, enter the following
information on the Login tab:
• Data Source Name — this is the Portfolio catalog name that will appear to Desktop Client and Web
Client users.
• Description — general description of the catalog.
• Server — enter the IP Address of where the MySQL database engine is installed. If Portfolio Server is
running on the same machine as MySQL, use localhost.
• User — enter portsql.
• Password — enter the password that you created for portsql in step 4.
• Database — choose the <dbname> that you created in step 3.
12. From the Connect Options tab, select utf8 as the Character Set.
13. From the Advanced tab, under the Flag 1 tab, select Enable Auto Reconnect.
14. Click Test to test the connection to the database. After successfully connecting to the database, click OK to
accept the Connector/ODBC settings.
15. Click OK in the ODBC Data Source Administrator dialog box.
Finish installation
After you have completed the above steps, you can proceed to Serving an SQL Database.
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Setting up SQL Server on Windows
To set up SQL Server:
1. On the SQL database computer, create a new SQL database. Please refer to the user documentation
provided with the SQL database engine for guidance.
2. On the machine housing the database engine, create an administrative user for the database. This can either
be the standard “sa” account, or another user with database owner (dbo) rights. Make sure the “master”
database is the default database for the dbo that you create.
NOTE: Portfolio Server supports the use of Microsoft Windows Authentication. To enable this ability:
1. Open the configuration.txt file located in the following directory:
C:\Program Files\Extensis\Portfolio Server\applications\native-
server\portfolio server files\
2. Remove the comment (#) from the start of the following line:
#AllowWindowsAuthentication=yes
Portfolio Server creates one connection per user per database. Increase the maximum number of concurrent
connections allowed by the system, if necessary. For example, if you are serving two Portfolio SQL catalogs from one
SQL server, and each database has 50 users connected (even if they are the same set of users in each case) you
need at least 100 concurrent connections to the SQL server.
Setting up Oracle on Windows

To set up Oracle for SQL Connect:
1. On the SQL database computer, create a new SQL tablespace. Please refer to the user documentation
provided with the Oracle for guidance.
2. On the machine housing the database engine, create an administrative user for the database. The
administrative user that you create must have the DBA role assigned to it.
3. Install the Oracle Instant Client (including ODBC and Oracle driver options). In the ODBC Control Panel,
create a System DSN with the user name you created in step 2. Make sure the Force Retrieval of Long
Columns option is checked (enabled).
NOTE: For an Oracle implementation, be sure to use the most current Oracle ODBC drivers. Download current
drivers from the Oracle website:
http://www.oracle.com/technology/software/tech/oci/instantclient/htdocs/winsoft.html
The default ODBC drivers for Oracle provided by Microsoft are not compatible with SQL Connect.
To create an Oracle DSN:
1. Choose Start > Control Panel > Administrative Tools > Data Sources (ODBC) to open the ODBC Data
Source Administrator dialog box.
2. In the ODBC Data Source Administrator dialog box, select the System DSN tab.
3. Click Add.
4. In the Create New Data Source dialog box, select the Oracle ODBC Driver.
5. Click Finish.
6. In The Oracle ODBC Driver Setup dialog box, enter the following information:
• Source Name: The name of the DSN you are adding.
• Service Name: The name of the Oracle instance, usually in the format “databasename.domain”. Check
with the Oracle Database Administrator for the correct name.
• UserID: A valid user ID for the Oracle database. This person must have database ownership rights.
• Force Retrieval of Longs: On the Workarounds Tab, enable the Force Retrieval of Longs option.
• All other fields: For the remaining fields, accept the default settings
7. Click OK to accept the changes and add the DSN.
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Installing the ODBC drivers on Windows
Before you can access catalogs through Portfolio, you must verify that you have the correct ODBC drivers installed
on the machine that will be running Portfolio Server. Then you’ll need to set up the SQL database. When that is done
you can install both Portfolio SQL Connect and Portfolio Server software.
Both SQL Connect and Portfolio Server are administered using the Portfolio Server Admin web interface.
The included database administration tool (DBA Tool) is critical when upgrading from previous versions of Portfolio
Server.
Serving an SQL Database

To serve an SQL database (catalog):
3. Click the Add New Catalog link in the Catalog pane.
4. In the New Catalog Details pane, specify SQL and verify the correct ODBC driver and version are listed in the
drop-down menu.
5. Depending on the SQL solution, populate the appropriate database fields:
• Oracle – Database Host, Port, Username and Password need to be supplied.
• Microsoft SQL Server – Database Username and Password need to be supplied.
• MySQL – Because this information is already in the DSN, no additional information is necessary.
6. Click the Show Databases button.
NOTE: Portfolio Server Admin web interface will show the databases available based on the supplied
information in step 5. If your database does not appear, verify the Database information being used is
correct.
7. Select the desired database from the list and click the Create button
NOTE: Before this new catalog can be used, Users must first be assigned to it. See Granting Users Catalog
Membership for more information.
Upgrading a Portfolio SQL Database

When upgrading from a previous version of an SQL- based catalog, you must use the SQL Connect Database
Administration tool to update the schema so that it is compatible with the most current version of Portfolio Server.
IMPORTANT NOTE: If you are upgrading from Portfolio 8.5 to Portfolio 9, there were no schema changes,
so you do not need to upgrade your database.
When upgrading a database, you must update incrementally. If you are upgrading from a Portfolio 7 schema, you
would first convert from 7 to 8, then 8 to 8.5. If you are at all unsure about upgrading your database, please contact
priority technical support using the number listed on your Annual Service Agreement contract.
Upgrading with the Windows DBA Tool

For Microsoft Windows-based SQL databases, follow the instructions listed in the Database Administration Tool
section of this guide.
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Upgrading with the Mac OS X Portfolio SQL Upgrade Tool
The Portfolio SQL Upgrade Tool is installed automatically with any Portfolio Server Install.
It is highly recommended that you run the Upgrade Tool on the same machine that contains the SQL database.
1. Launch the Upgrade tool from Extensis Portfolio Server 9 > Portfolio SQL Upgrade Tool.
2. The tool automatically locates the default MySQL client directory (usr/local/mysql/bin/mysql/) If
MySQL is installed in another location click Browse and navigate to the new directory.
3. In the Server field, enter the location of the MySQL Sever. By default this field points to localhost,
indicating the system that you are currently logged into, but you can also enter an IP address or DNS name
for any other MySQL server. Though, for speed and data integrity issues, Extensis recommends that you run
the upgrade tool on the same machine that is running the MySQL Server.
4. The default port for MySQL Server is 3306. Update this field if your server is running on a different port.
5. Database is the name of the MySQL database that you want to upgrade. The Database name is case-
sensitive.
6. Enter the User Name and Password with privileges granted on the MySQL database to be upgraded. This is
not the password used to administer Portfolio Server, or user passwords within the Portfolio catalog. For
more information on MySQL user accounts and permissions required for SQL Connect, consult the Portfolio
Server user guide.
7. Click Upgrade to run the tool. The tool should take a few minutes to upgrade the schema, even for very
large catalogs.
SQL Database Administration Tool

Portfolio SQL Connect comes with a database administration tool that provides advanced access and administration
functionality for SQL databases that are being served as Portfolio catalogs.
With this tool you can perform many of the common tasks that you would normally access directly through the SQL
engine.
The database administration tool (DBA Tool) is automatically installed on your server when you run the Portfolio
Server installer.
IMPORTANT: The database administration tool runs only on Microsoft Windows.
If you are running Portfolio Server on Mac OS X, you can use the Portfolio SQL Upgrade Tool to upgrade
SQL databases from a previous versions. The Upgrade Tool is installed in the applications directory on a Mac
OS X server:
/Applications/Extensis/Portfolio Server/applications/
Otherwise, you may run the DBA Tool from a remote Windows machine to connect to your SQL database. Run the
Portfolio Server installer on your remote Windows machine to install the DBA Tool along with Portfolio Server.
Launching the DBA Tool

The DBA Tool can be launched from a command line interface.
To run the DBA Tool:
1. Choose Start > Run
2. In the Run dialog box, type cmd and click OK.
3. In the command line window, change the current directory to the following directory:
C:\Program Files\Extensis\Portfolio Server\applications\archive\
4. Type DBAtool to start the DBA Tool.
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Connecting to a Database with the DBA Tool
When the DBA Tool is launched, the New Connection dialog box is automatically displayed. Follow the connection
procedure for your chosen database engine.
To connect to a Microsoft SQL Server database:
1. Choose File > Connect to display the New Connection dialog box.
2. From the Server Type drop-down menu, choose MS SQL Server.
3. If you created a DSN file for the desired database, enable Use DSN and enter the DSN name. Go to step 5.
4. To connect without a DSN, enter the server name or IP address and the database name. If you leave the
database name empty, you'll be connected to the default database. You can connect to a local database by
entering local or just a period (.) for the database name.
NOTE: The DBA Tool supports named instances of SQL Server. To use a named instance, enter the server
name or address followed by a backslash and the instance name. For example: MyServer\MyInstance
5. Enter a Login Name and Password. If you are connecting with a DSN, the username and password are
different than in the DSN.
NOTE: The database name, login name and password can be case sensitive depending on how SQL
Server was installed.
6. Click OK to connect to the database.
To connect to an Oracle database:
2. From the Server Type drop-down menu, choose Oracle.
4. To connect without a DSN, enter the Oracle SID. Leave the database entry field empty, you will be
connected to the default database.
To connect to a MySQL database:
2. From the Server Type drop down menu, choose MySQL.
4. To connect without a DSN, enter the server name and database. To connect to a local database, you can
use the server name “localhost.”
Upgrading the Database Version with the DBA Tool

If you already have a Portfolio SQL database, you may need to upgrade your database schema from a previous
version to the most current version.
If you are upgrading from a very old version, you must step through the upgrade process. The DBA Tool contains
upgrade scripts for a number of versions back. It is not possible to upgrade from an old version to the most current
schema. For example, if you have a Portfolio 7 catalog, you would need to upgrade from version 7 to 8, and then
from version 8 to 8.5.
NOTE: Portfolio 8.5 databases are identical to Portfolio 9 databases and need not be upgraded to be compatible.
The first step in the process is to check what version of schema is currently implemented.
To check the database version:
1. Choose Tools > Database > Versioning > Display Current Version
2. The version number is displayed in the Console/Results Pane.
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To upgrade the database version:
1. Choose Tools > Database > Versioning > Upgrade Version
2. Upgrade scripts that are relevant for the currently connected database are listed In the Version Selector
dialog box. Highlight the appropriate script and click Convert.
NOTE: If you don’t see the script that you need, enable the Show all versioning scripts option.
Check the Console/Results pane for the results of the database conversion. For more information about the exact
changes open the LOG file located in the following directory:
\\Program Files\Extensis\Portfolio Server
Executing SQL Queries with the DBA Tool

You can execute any standard SQL Query with the DBA Tool. The results of queries are displayed in the
Console/Results pane.
To execute an SQL Query:
1. Type your SQL Query in the SQL Query Pane. Or, choose File > Load and navigate to a saved SQL Query
script. Any text file can be loaded as a query.
2. Choose Tools > Execute or press F5. The Query results are displayed in the Console/Results pane.
NOTE: Multiple queries in a batch are supported by MS SQL Server, but are not available for use with Oracle or
MySQL.
To save an SQL Query:
1. Type your SQL Query in the SQL Query Pane. The entire contents of the SQL Query Pane are saved in the
script file.
2. Choose File > Save
3. Name the file and click Save. The query is saved as a text file and can be reloaded by the DBA Tool as a
query.
Troubleshooting the DBA Tool

If you have problems logging in to an SQL database, or upgrading the database schema, check the following table
for help with common problems.
Problem / Error Message Potential Solution
Login failed for user “username” This error is typically due to a misspelled user name or password. Check the spelling
and attempt to login again. If a second login attempt fails, use the MS SQL Server
Enterprise manager to create a new login name and password with ownership rights to
that database. Use this new login information to login with the DBA Tool.
SQL Server does not exist or This error is typically due to a misspelled server name or IP address. Check the spelling
access denied. and attempt to logon again. If you are using a DSN file, problems with the DSN file can
also cause this error message. Double-check the ODBC Data Source Administrator
dialog box to see that your DSN file has been created properly. Choose Start >
Control Panel > Administrative Tools > Data Sources (ODBC) to open the dialog
box. Check the DSN configuration and then attempt to logon again.
Cannot open database requested Most commonly this error is caused by attempting to login to database that doesn’t
in login ‘databasename’. Login exist on a specific server. Check that you are logging onto the correct server, and that
fails. both the server name and database are spelled correctly.
Data source name not found and This error occurs when the ODBC drivers for your database engine have not been
no default driver specified properly installed. Choose Start > Control Panel > Administrative Tools > Data
Sources (ODBC) to open the ODBC Data Source Administrator dialog box. Choose
the Drivers tab and check the list for your specific database drivers. If the ODBC driver
for your database engine is not in the list, check your database engine documentation
for instructions about how to install new drivers.
Upgrading the database schema Each time that you attempt to run the version upgrade script a Log file is created. The
from version 7 to version 8 fails. Log file is created in the Portfolio Server directory and tracks the attempted conversion
and subsequent restoration of the database to its previous state. Examine this file to
determine at what point the conversion fails. You may also be able to determine what
type of data might be causing the conversion to fail.
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Portfolio NetPublish
Portfolio NetPublish provides you with an easy, yet incredibly powerful way to dynamically publish files in Portfolio
catalogs to the Internet. With NetPublish, multiple users can access your files via the Internet, and if desired, collect
and download selected files.
Since you may not be a web developer or JavaScript programmer, NetPublish includes an intuitive assistant that
walks you through the creation of dynamic web sites from your Portfolio catalogs. Professionally designed templates
make you look like a web pro. For flexibility, you can even directly edit the source files to customize each page to
your specific needs.
If you require even more control over your sites, this User Guide includes a detailed API to help you understand the
JavaScript and Portfolio-specific commands necessary to create and modify sites. NetPublish extends the industry
standard Mozilla server-side JavaScript web publishing engine with a comprehensive set of Portfolio specific features.
You can leverage your knowledge of JavaScript to modify and create your own custom sites.
Portfolio NetPublish has the power and flexibility to meet the needs of novice as well as expert web publishers.
Portfolio NetPublish Installation Overview

The following is an overview the installation and configuration of Portfolio NetPublish.
1. Install Portfolio Server.
2. Install the Portfolio Desktop Client.
3. Verify Portfolio NetPublish system and software requirements.
4. Install Portfolio NetPublish.
5. For Macintosh servers, enable web sharing and use the NetPublish Launcher to start NetPublish Server.
6. For Windows servers, configure IIS.
7. Add NetPublish Server to the Desktop Client.
8. Serialize NetPublish Server.
You are now ready to begin publishing websites with the Portfolio NetPublish Assistant or create a custom
NetPublish site.
NetPublish System and Software Requirements

For the most up-to-date information about the latest release of Portfolio Server, please visit the Extensis website:
NOTE: The Portfolio NetPublish client software is automatically installed with the Portfolio Desktop Client.
Installing Portfolio NetPublish

In addition to the Portfolio Desktop Client installation, you must install Portfolio NetPublish Server on your web server.
Before running the NetPublish Server installer, set up your server environment.
Macintosh: In a Macintosh server environment, Apache 1.3 must be installed. This should have been automatically
installed by default with the operating system.
Windows: In a Windows server environment, Microsoft IIS must be installed. Check your Windows documentation
and help files for installation instructions.
Advanced Windows Users: If you designate a non-standard IIS port (other than port 80), you must add a new
parameter to the server.properties file. With any text editor, add the parameter general.wwwPort=XXXX
where XXXX is the new port. This file is located in the following location: C:\Program
Files\Extensis\Portfolio NetPublish Server\Webroot\app\
To install NetPublish Server:
1. Double-click to launch the installer
2. Navigate through the beginning steps of the installer. Accept the end-user license and continue.
NOTE: To function properly, Portfolio NetPublish must be installed in the default location.
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Enabling web sharing and starting the server
To enable web sharing in a Macintosh server environment:
1. Open System Preferences.
2. Choose Sharing.
3. Enable the Web Sharing option.
4. Close System Preferences panel.
To use the NetPublish Launcher to start the NetPublish Server in a Macintosh server environment:
1. Navigate to the following location: /Applications/Portfolio NetPublish
Server/WebRoot/app.
2. Double-click to run the NetPublish Launcher.
3. Click Start to start the NetPublish Server.
Configuring IIS
To restart the IIS World Wide Web Publishing Service in a Windows server environment:
1. Open the Windows Services manager. Start > Control Panel > Administrative Tools > Services
2. Click to select the World Wide Web Publishing service and choose Action > Restart
NetPublish Server is installed as a service on Windows. If you would like the Server to have access to sites,
templates, files and catalogs on network shares, you must set Log On privileges for the service. If you choose not to
enter Log On information, the server will only have access to local files.
To enter NetPublish service Log On information:
1. Open the Windows Services manager. Start > Control Panel > Administrative Tools > Services
2. Double-click Portfolio NetPublish in the list to open the properties dialog box.
3. Choose the Log On tab, and select the This Account option.
4. Enter the log on information for the NetPublish server and click OK to accept the settings. If necessary, use
the Browse button to quickly locate log on information.
5. Click OK to accept the new settings.
6. In the Windows Services manager, with the Portfolio NetPublish service still selected, choose Action >
Restart to restart the service
Adding and Serializing Your NetPublish Server

Before you can publish sites from the Portfolio Desktop Client, you must add your NetPublish Server to your client’s
list of servers.
To add a NetPublish Server:
1. Launch the Portfolio Desktop Client.
2. Choose File > Administer NetPublish
3. In the NetPublish Administration dialog box, click Add Server.
4. Enter a site name and IP address in the dialog box. If you don’t wish to rely on a static IP address, you may
enter a DNS or WINS name into the IP address box and give the server name any name you wish.
5. Click OK.
At this point you can click Exit to close the NetPublish Administration dialog, or you can continue and serialize your
NetPublish Server.
In order to fully utilize NetPublish Server, you should enter your license number. The license number is encoded to
automatically tell NetPublish Server how many concurrent connections you have licensed.
If you don't enter your license number now, you can return to the NetPublish Administration dialog to serialize your
server at any time.
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To serialize NetPublish Server:
1. Click to highlight your server.
2. Click Administer.
3. If this is your first time Administering the server, you are prompted to enter a NetPublish Admin password.
To ensure the highest level of security, we highly recommend that you enter and confirm a password at this
time.
4. On the Server Settings tab, click Serialize.
5. Enter your license number in the dialog box and click OK.
6. Click OK and then click Exit.
The NetPublish Assistant

The NetPublish Assistant allows you to publish your files to the web with little or no knowledge of the HTML structure
behind your site.
If you have advanced knowledge of JavaScript and prefer to develop your own NetPublish sites, we recommend that
you first develop a site using the NetPublish Assistant. After publishing an example site, refer to Developing Custom
Sites to better understand the JavaScript and Portfolio specific commands.
Depending upon the site template that you choose, there can be up to eight different steps displayed by the
NetPublish assistant. Each step walks you through the configuration of the up to five distinct HTML pages within a
published site.
Welcome - displays which catalog you are publishing.
Start - choose a website layout for your site.
Site - set global settings for all published web pages here. You can also add a “Welcome page” to your site.
Search - configure the search page options here.
Results - configure the page where search results are displayed here.
Detail - configure the detail page where typically one higher resolution image is displayed.
Collection - set up a collection page where the site user can collect a number of files and download them in one
compressed file.
Publish - set the publishing location, catalog options and save a any template modifications for later.
The Portfolio Desktop Client also includes another web page creation feature, Create Web Pages. This feature has
fewer options than NetPublish and can only create static web pages. For more information about this feature, see the
Portfolio Desktop Client User Guide.
To effectively publish a site with the NetPublish Assistant, you must first install NetPublish Server and associated web
server support items.
To launch the NetPublish Assistant:
1. Launch the Portfolio client.
2. Open the Portfolio catalog to publish.
3. Choose Catalog > NetPublish. Or, Choose Gallery > NetPublish to limit the items published on your site
to the current gallery. Either NetPublish command will launch the NetPublish Assistant. The Gallery >
NetPublish command automatically selects the current gallery in the Publish Step. The gallery selection can
be changed at any time in the Publish Step.
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NetPublish Assistant Welcome and Start steps
Welcome Step
The welcome step lists which catalog you have chosen to publish. Choose Next to move through the steps of the
assistant.
Start Step
In the Start step you have the opportunity to choose from professionally designed templates. You can also duplicate
and then customize the those templates to your specific needs.
At the top of the step, the Assistant path tells you where you are in the publishing process. When you click on each
site icon, a detailed description of that template is displayed.
Each template contains specific page layout and design information, so the NetPublish Assistant displays only the
options and pages that you can configure for that template.
NOTE: During any step from this point forward you can click Publish. This accepts the default settings for all of the
subsequent steps up to the Publish step of the process.
To use one of the pre-designed templates:
1. Click to highlight the template icon.
2. Click Publish to publish the site using all of the default settings. Or, click Next customize the pages of the
template.
To save any custom changes to a template you can duplicate the template at this step, use the Save a Copy button
in the Publish step, or edit and save each HTML page at each step of the Assistant.
You cannot save template changes directly to the default templates. This ensures that you always have access to the
default templates.
To duplicate a template:
1. Right-click (Windows) or Control-click (Mac) the site icon and choose duplicate from the shortcut menu.
2. In the dialog box, enter a name for the new template and click OK.
3. Click to highlight the new site template icon.
4. Click Next to start customizing the pages of the template.
NOTE: On the Publish page of the NetPublish Assistant, you are given the option to save a copy of your template,
making it available to reuse in the future.
If there are a number of templates that you don't think you'll ever use, you can hide them from view. Hidden
templates are not deleted and can be unhidden at any time.
To hide a template:
• Right-click (Windows) or Control-click (Mac) the site icon and choose Hide from the menu.
To show hidden templates:
1. Right-click (Windows) or Control-click (Mac) any site icon.
2. Point to Unhide and choose Unhide All to show all hidden templates, or the specific template name to
unhide.
NetPublish Assistant Site Step

In the Site step you designate global site options. These are items that are displayed on all of the pages of your
published site.
Site settings
In the site settings box, you can enter text that appears in the title bar of browser when viewing the site.
Site logo
You can choose a custom graphic that appears on all pages. This will likely be a graphic of your business name, or a
graphic description of the catalog being published.
You can use a JPG, GIF or PNG file with a recommended maximum size of 150x90 pixels.
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To change the default logo graphic, click the Browse button and navigate to the location of the graphic.
NOTE: Graphic files, HTML and other files can be located at any location on your computer. The NetPublish
Assistant automatically collects all of the pieces when you publish the site.
Site header and footer
The site header and footer can contain text or HTML. This can be used to create a look that matches other sites
currently in use, to include web site navigation buttons, or whatever you choose.
The recommended maximum dimensions of the header and footer is 600x90 pixels.
To change the Header or Footer file, click the Browse button. The HTML or text file you choose will automatically be
copied and renamed header.html or footer.html.
NOTES:
• Even though not listed specifically in the Assistant, when using a default template, a header, footer and site
logo are always included, unless you browse to new headers, footers or logos.
• HTML formatting is only recognized in HTML files. You can add plain text, and NetPublish will incorporate it
into the existing formatting and style.
• It is best to choose the HTML background color of header and footer to match the style sheets that you
choose on the subsequent NetPublish Assistant pages.
Welcome and Home page
Welcome page
The Welcome page is the first page displayed to users of your site. It can contain instructions about how to navigate
your site, or any other important information.
The Welcome page can be up to a recommended maximum size of 480x480 pixels and can contain text or HTML.
NOTE: HTML formatting is only recognized in HTML files. You can add plain text, and NetPublish will incorporate it
into the existing formatting and style.
Include link to home page
Check this option to include a link to your home page on every page. In most templates, the logo graphic is a link
itself, and uses the URL that you enter into the text box.
NetPublish Assistant Search Step

In this step you configure how users can search for items in your catalog. You can choose from many page layout,
page style, and search settings created specifically for each template. A search page may be a page unto itself, or
merely one frame of a framed site.
NOTE: If you choose a template that does not include a Search page, the NetPublish Assistant does not give you the
option to edit a Search page.
Page style
The first step is to choose a search page style. Page styles define the general functionality of the page as well as the
“look and feel” of the page. The page style determines what items are displayed where. For the Search page, the
page style helps determine the search fields to include, either a quick search or an advanced multi-field search.
The default page style for your chosen template is at the top of the list.
To choose a page style, click to highlight a page style icon.
When you click on a page style icon, the page Description displays detailed information about that page style. Use
this information to help you choose between the various styles.
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Style sheet
Depending upon the site you choose, there can be multiple style sheets from which to choose. Style sheets control
the color scheme of the site, typically the background and text color of each item on your final search page.
After choosing a page style and style sheet, click Preview Web Page to ensure that your search page matches your
other pages.
NOTE: If you have other custom Cascading Style Sheet options, to maintain consistent usage it is best to export the
entire NetPublish site and modify the final HTML to include the custom options.
Search field options
There are two types of search fields that can be included on a search page: a quick search field and an advanced
search field.
• A quick search field only searches on the filename, keyword, and description data in your Portfolio catalog.
This is basically the equivalent of the QuickFind feature in the Portfolio Desktop Client.
• An advanced search searches on up to five different fields in the Portfolio catalog. The fields can be
displayed in whatever order you define, and is displayed in the browser as an HTML form with the ability to
search text for each of the fields you select. Web users are also presented with the option to “Search on all”
or “Search on any fields.” This joins multiple selections with an “and” or and “or.”
To set advanced search options:
1. Enable the option - Build search using the following fields.
2. From the list, click to check the data fields on which you want to search. Path and URL fields cannot be
used as search options. This also applies to any custom fields that may be defined as a URL.
3. Order the data fields by clicking and dragging the data name to the desired position in the list. For example,
if you want the search engine to list the field “Filename” first, click at drag it to the top of the list.
Show Find All button
Check this option to place a “Find All” link on the web page. When the user clicks this button, all of the items
published in this NetPublish site are displayed on the results page.
Advanced field search options
You can customize how the search engine examines each data field, and how those fields are displayed to the user
in the browser.
To configure advanced field search options:
1. In the Select Search Fields list, click to highlight your chosen data field.
2. Click the Advanced field search options button. The Advanced Search Field Options dialog box is displayed.
Data entry options
The data entry options vary by the type of data field you have chosen. For example, the advanced options for the
Keyword field allow you to create any of the following:
• Text input box - this allows the user to type in any text that they think may be a keyword.
• Pull-down for pre-defined list - this builds a list of the master keywords in your catalog and allows the
user to choose a keyword from the menu.
• Hyperlinks for pre-defined list - like the pull-down, this creates a list of hyperlinks from the master
keyword list in your catalog.
Search operators
For the Text input box and Pull-down for pre-defined list data entry options, you can redefine how the search engine
looks at each data field.
If you check only one search operator, the search will always use that operator. If you check more than one search
operator, a pull-down list of the operators is created from which the user can choose.
For example, you choose Pull-down for pre-defined list as a data entry option for the Keyword field. You check the
following three search operators: Starts with, Ends with, and Matches. On the search page created, the user will see
two pull-down lists. The first list contains the three search operators, and the second pull-down list contains the
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master keywords from your catalog. The user chooses one item from each pull-down list and then clicks the search
button to initiate the search.
NOTE: Empty search fields are ignored by NetPublish, except when “exists” is used as a search operator. Also, non-
indexed fields such as “path” and custom URLs cannot be searched on and should not be used in search forms.
Editing the source code
Click the View Source button to view the NetPublish Assistant’s source code in a basic text editor. This tool can be
handy to make minor adjustments to the predefined code.
In the editor, you can:
• Directly edit the HTML for the page.
• Preview your changes in the default web browser.
• Export the current source to a file.
• Import a file to replace the current source.
• Save the edited source file. (Save As will be the only save option available if you are editing one of the
professionally designed example sites.)
NOTE: When editing the source file, it is possible to break functionality and cause the resultant site to not function
properly. Edit the source files with caution.
It is recommended that you choose all of your page settings before you view the source. This way you can better
understand the NetPublish parameters, and be less likely to break page functionality.
Choose the Close button to return to the NetPublish Assistant.
Previewing your web page
At any point in the NetPublish Assistant, you can click the Preview Web Page button to view the current page in your
default web browser. Up to the first ten images in your catalog are placed in the current page and displayed in your
browser.
NOTE: As with any HTML code, results will vary based on what make and version of browser the viewer is using. It is
recommended that you test the results in all of the browsers that you anticipate your visitors using. The default
templates have been tested with Internet Explorer, Firefox and Safari. Any known browser limitations are noted in the
site template description.
NetPublish Assistant Results Step

The Results step is where you define the page that displays search results. In this step you designate the page
design, thumbnail size, data field information displayed, and more.
Page style
Like in the Search step, the first step is to choose a search page style. Page styles are preset layouts and settings of
what is displayed. The default page style is selected until you choose an alternate.
To choose a page style, click to highlight a page style icon.
Style sheet
Depending upon the site you choose, there can be multiple style sheets from which to choose. Style sheets control
the color scheme of the site, typically the background and text color of each item on your final page.
Results and thumbnail options
Summarize search criteria - Enable this option if you want to display what the user typed in as a search criteria.
This is typically displayed in common language that the user can easily understand, for example “Keyword contains
dog.”
Sort results by - Enable this option to sort the results of the search by a specific data field. If this option is
unchecked, then items are displayed as they occur in the Portfolio catalog.
Thumbnail options
Use the thumbnail options to set the size of the images displayed, layout in columns and rows, and what happens
when the user clicks on an image.
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Thumbnail size is directly dependent upon the size of thumbnails in your catalog. If you choose “Original Size,” then
the thumbnail size in the catalog is used.
NOTE: If you choose a thumbnail size larger than that in your catalog, you will likely have degradation in the display
quality of the thumbnail. So, if thumbnails in your catalog are created at 112 pixels, you should not enter a thumbnail
size larger than 112. Make sure to preview your page as you choose new settings.
Choose from the drop down menu what should happen when a user clicks the thumbnail. Choose Show Detail to
have the Detail page displayed. The other options are self explanatory.
Display option to add/remove collected items
Check this option if you want to allow the user to create a collection of their favorite files. If this option is checked, a
link or button is displayed next to each item on the results page. When the user clicks each item, it is added to their
collection.
NOTE: If this option is disabled on both the Results and Detail pages, then users will not be able to add items to a
collection.
Display fields
Depending upon the page style, a wealth of data fields can be displayed. Check each data field that you would like to
include, then click and drag them into an appropriate display order.
NetPublish Assistant Detail Step

A detail page is a page where only one image is displayed, typically at a larger size and better quality than the
thumbnails shown on other pages. In this step you choose the detail page options.
Page style and style sheet
The page style and style sheet options operate like those on the previous pages. Click to highlight a page style and
choose a style sheet from the drop down list.
Image options
You can choose what image is displayed, the size of that image, and what happens when a user clicks the image.
Source
The image Source refers to what image is used to create the image for the user. Choose one of the following:
• Original to display the original image. If you use this setting, be sure to set a specific image size in the next
field.
• Preview to use a screen preview from the catalog. If your catalog does not contain screen previews, your
thumbnail image is used.
• Thumbnail to use the default thumbnail from the catalog.
Size
When you set a size other than Original, the image is resized by NetPublish and displayed at the chosen size.
NOTE: If you choose “Original” for both the image size and source, files that cannot be displayed by a web browser
(such as TIFF, PSD, etc.) will not display a detail image. To fix this issue, choose a specific image size, and
NetPublish automatically creates a detail image in a web-friendly format.
Download original - Enable this option to add a link or button that allows the user to download the original file from
the catalog.
Display option to add/remove collected items - Enable this option if you want to allow the user to add files to a
collection of their favorites.
Display fields
Depending upon the page style, a wealth of data fields can be displayed. Check each data field that you would like to
include, then click and drag them into an appropriate display order.
NOTE: Long non-wrapping text fields, such as Path, can dramatically impact the site design. It is best to avoid
displaying these types of fields.
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NetPublish Assistant Collection Step
The Collection step helps you configure settings for a collection page. Like the other steps you can choose a page
style, style sheet as well as modify the design and functionality of the page.
Page style and style sheet
The page style and style sheet options operate like those on the previous pages. Click to highlight a page style and
choose a style sheet from the drop down list.
Sort results by
Check this option to sort the results of the search by a specific data field. If this option is unchecked, then items are
displayed as they occur in the Portfolio catalog.
Thumbnail options
Use the thumbnail options to set the size of the images displayed, layout in columns and rows, and what happens
when the user clicks on the image.
Thumbnail size is directly dependent upon the size of thumbnails in your catalog. If you choose “Original Size,” then
the thumbnail size in the catalog is used.
Download options
Choose Allow download of collected items to allow users to download one compressed file that contains all files
that they have added to their collection. The compressed files are automatically created by NetPublish as needed.
Compressed files are created as ZIP files. These files can be expanded from the Mac OS X Finder or opened or
expanded under Windows Explorer.
Display fields
As in previous steps, check each data field that you would like to include and then click and drag the selected data
fields into an appropriate display order.
NetPublish Assistant Publish Step

In the publishing step you tell NetPublish where to publish your site, save a copy of your template, designate any
passwords, choose whether to utilize a catalog that is accessible by the server or to upload a static copy of your
catalog, as well as choose which specific gallery to publish.
To add a server:
1. Click Add.
2. Enter a site name and IP address in the dialog box. You may enter a DNS or WINS name into the site name
text box, if you don’t wish to rely on a static IP address.
3. Click OK.
NOTE: Before adding a server, you must first install NetPublish Server and the associated web support items.
To choose a server:
1. Click to highlight the name of the server from the list.
2. To create your site in a subfolder on the web server, enter a folder name in the Subfolder text box.
NOTE: The subfolder name is translated directly into part of the URL, so you should only use letters, digits,
underscores, periods, and dashes in subfolder names. High ASCII characters, including accented letters such as Ã
é ì ô ü, cannot be used.
To remove a server:
1. Click to highlight the server in the list.
2. Click Remove.
3. In the confirmation dialog box, click OK.
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Catalog options
Publishing your catalog with NetPublish creates a dynamic link between your site and Portfolio. As you update your
catalog (or the specific published gallery) users of your NetPublish web site will have access to the changes as you
make them.
NOTE: When publishing your site, your catalog must be accessible from the NetPublish server.
Publish this gallery only
You can choose a specific gallery within the catalog to be published. By selecting a gallery, only the subset of files in
that gallery are published. This includes normal as well as smart galleries. The Last Cataloged, Find Results and
Scratchpad galleries cannot be published with NetPublish. Select the All Items gallery to publish everything in the
catalog
The sort order and display of information on your website is determined by the choices you make in the NetPublish
Assistant, and does not change based on the gallery selected.
Save options
If you would like to reuse all of your current settings again, you can save a copy of the current template settings.
To save a copy of the current NetPublish settings:
1. On the Publish page of the Assistant, enter new description in the Description of Site text box.
2. Click Save a Copy.
3. Give the new template settings a name and click OK.
NetPublish saves a copy of the current settings. The next time you use NetPublish to create a site, your saved
template will appear in the Start page with the other settings.
Password options
You can assign two different types of passwords to your site: editing and viewing.
An editing password protects your site from unauthorized editing. This means that others may not use the NetPublish
Assistant to re-publish your site without the password. When the site is republished, you are prompted for the editing
password.
NOTE: Each time you re-publish an existing site, you must re-enter your site editing and viewing passwords to retain
them. The passwords are written each time you publish the site.
A viewing password prevents any unauthorized web access. If you would like files published on your web site to be
protected, enter and confirm a viewing password. Web users are prompted to enter this password before viewing
your NetPublish site. If a user enters the wrong password, a blank page is displayed.
NOTE: If you use the same viewing password for multiple sites, a person accessing the site will only be prompted for
the password on the first site - unless they close the browser window, which would then require them to re-enter the
original password.
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NetPublish File Locations
To effectively use NetPublish, it is often helpful to understand exactly where files are placed on the NetPublish Server.
Your published files are located in the following directories on NetPublish Server.
The default installation directory on Windows is:
C:\Program Files\Extensis\Portfolio NetPublish Server\Web Root\
The default installation directory for Macintosh is:
/Applications/Portfolio NetPublish Server/Web Root
app\ - This directory contains the program files for the NetPublish server including EXE, DLL, NP and other program
related files.
File Description
app\server.properties This file contains settings that affect the server’s general operation.
app\assets.log This text file contains a log of the assets that have been downloaded from the NetPublish server.
app\server.log This text file contains a log of messages from the server.
app\data\en\error.properties This files contains error string mappings.
app\data\en\field.properties This file contains translated field names.
cache\ This directory contains temporary files generated by NetPublish server during the creation of ZIP files.
global\libraries\ This directory contains global server-side JavaScript files used by .np templates. Global items are available to any
site template that requires it.
global\media\ This directory contains any global images.
global\resources\ This directory contains any global text files, such as cascading style sheets.
sites\site_name(user-defined)\ This directory contains site-specific files created by the NetPublish Assistant. This includes properties files as well
as any static catalogs uploaded to the server.
sites\site_name\alias.properties This file contains settings that define catalog aliases for this specific site.
sites\site_name\site.properties This file contains settings that are specific to this site.
sites\site_name\catalog.fdb This is where the NetPublish Assistant uploads any static catalogs for this specific site.
sites\site_name\libraries\ This directory contains site-specific JavaScript files used by the .np templates.
sites\site_name\media\ This directory contains any site-specific images.
sites\site_name\previews\ If a copy of a catalog is uploaded by the NetPublish Assistant, this is where the preview images are located.
Uploading preview images is optional.
sites\site_name\resources\ This directory contains any site-specific text files, for example any Cascading Style Sheets.
sites\site_name\templates\ This directory contains site-specific .np files used by the server.
sites\site_name\originals\ If a copy of a catalog is uploaded by the NetPublish Assistant, this is where the original images are located.
Uploading original images is optional.
NetPublish Administration
NetPublish Server Administration
NetPublish Servers can easily be added, edited, removed and administered through the NetPublish Administration
dialog box in the Portfolio Desktop Client. To open this dialog box, choose File > Administer NetPublish.
When you administer a NetPublish Server, you can change the server-level passwords, view Log files, serialize the
server, set the server cache size, as well as administer your published sites.
Editing NetPublish Server name and IP Address
To edit a NetPublish server name and IP address:
2. Choose File > Administer NetPublish.
3. In the NetPublish Administration dialog box, click to highlight your server and then click Edit.
4. In the Edit Server dialog box, edit the server name and IP address and click OK.
If you don’t wish to rely on a static IP address, you may enter a DNS or WINS name into the IP address box and give
the server name any name you wish.
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Removing a NetPublish Server
To remove a NetPublish Server:
3. In the NetPublish Administration dialog box, click to highlight your server and then click Remove.
4. Click OK to confirm the removal.
Administration and Site Creation Passwords
There are two different passwords that you can control at the server level. The administration password protects your
NetPublish server settings, by controlling access to the NetPublish Administration dialog box. The site creation
password keeps unauthorized users from creating new NetPublish sites.
For each server, there is only one administration password and one site creation password.
Additional passwords can be specifically assigned to each site. These passwords are called Editing and Viewing
passwords. For more information about these passwords, see the NetPublish Site Administration on the following
pages.
To change an administration or site creation password:
3. In the NetPublish Administration dialog box, click to highlight your server and then click Administer.
4. On the Server Settings tab, click either NetPublish Admin or Site Creation depending upon which
password you would like to update.
5. Enter and confirm the new password, then click OK.
NetPublish Cache Size
The server takes up a specific size on your server’s disk drive. If you would like to limit the size of the server’s
footprint, you can minimize the cache size. The cache is where Portfolio temporarily places files that are used in the
creation of ZIP files, as well as for the dynamic generation of preview and thumbnail images.
To change the cache size:
4. On the Server Settings tab, enter a new cache size in megabytes and click OK.
NetPublish Log Files
NetPublish log files record pertinent activities of the NetPublish Server. There are two separate log files, the Assets
Log file records what files have been downloaded from the NetPublish server, while the Server Log file records a
wealth of other information about the server. These files can be used to track which files are most commonly
downloaded, as well as diagnose any unexpected server behavior.
To view the Server Log file:
4. On the Server Settings tab, click View Log.
Asset Download Log
The download log tracks a bounty of information about which assets are being downloaded from your NetPublish
site. This file is named assets.log, and is located on your NetPublish server in the following locations depending
upon your server OS.
This release adds a number of helpful information fields to this log, and can be used to assist in determining who is
accessing files, as well as which files are most frequently downloaded and so forth.
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The default installation directory on Windows is:
C:\Program Files\Extensis\Portfolio NetPublish Server\Web Root\app\assets.log
The default installation directory for Macintosh is:
/Applications/Portfolio NetPublish Server/Web Root/app/assets.log
The assets.log file is a tab-delimited file that can be easily read by a standard text editor or spreadsheet program,
such as Microsoft Excel. Using a spreadsheet program to view the file gives you the option to analyze your
NetPublish site traffic and create reports from the data.
The following information fields are contained in the assets.log file in order:
• Date of the download.
• Time of the download.
• The IP Address of the machine that initiated the download.
• The User Login information if the site requires a login, if the site does not, this contains any available remote
host data – for example, an IP Address.
• The filename of the item downloaded, including files downloaded as part of an archive.
• The original source file’s pathname.
• The Portfolio ItemId of the file.
• The name of the catalog from which the item was downloaded.
• The NetPublish catalog alias name.
• The NetPublish site name.
• The archive filename, if the file downloaded was an archive.
• The height, width and aspect ratio of the file downloaded, if these settings were adjusted.
Watermarking and Asset Download Protection
When you watermark an image, you place a semi-visible mark on it, thus discouraging any unauthorized use.
The type of watermark that NetPublish will place on a target image is considered “destructive” to the downloaded file,
and is not like some other “invisible” watermarks that you may have seen. It’s important to note that the watermark
only affects the downloaded file that web users access, and in to way alters your original assets.
You can choose any non-animated GIF image to use as a watermark. In general, a high-contrast, simple image (such
as those containing text) will perform better than complex, low-contrast images. This file can be located in any easily
accessible location on the NetPublish server.
Currently watermarking is supported for all image file types that can be dynamically scaled by NetPublish, including
JPEG, GIF, PNG and BMP.
The watermarking feature doesn't have a specific user interface from which to be enabled. To use this feature, you
need to edit the site.properties file. This file is generated by the NetPublish Assistant whenever a site is
published to the NetPublish web server.
The default location for this file on Windows is:
C:\Program Files\Extensis\Portfolio NetPublish Server\Web Root\site\<site
name>\site.properties
The default location for this file on Macintosh is:
/Applications/Portfolio NetPublish Server/Web Root/site/<site name>/site.properties
The site.properties file can be opened with any standard text editor, such as Notepad on Windows or TextEdit on the
Mac, but must retain the UTF-8 encoding format. The process of enabling Watermarking and asset download
protection involves appending the necessary parameters to this file, selecting the options that you desire.
Important notes about watermarking
When implementing or changing any watermark changes, it is important to clear the NetPublish site cache directory.
This prevents NetPublish from inadvertently using previously generated (and possibly non-watermarked) images on
the site.
To clear the NetPublish cache, delete all files from the cache folder in one of these locations.
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The default location on a Windows server is:
C:\Program Files\Extensis\Portfolio NetPublish Server\Web Root\cache\
The default location on a Macintosh server is:
/Applications/Portfolio NetPublish Server/Web Root/cache/
Choosing a watermark image
The watermark transparency pixel
The transparency of the watermark is determined by the upper-left corner pixel of the watermark GIF. The color of
that pixel determines what is considered the “background” and thus transparent part of the watermark. It’s important
to note that any alpha channels are ignored, and transparency is entirely determined by the upper left pixel.
Watermarking and Asset Protection Settings
There are six settings that can be controlled from the site.properties file that affect watermarking and asset
protection. The following chart gives a quick overview of the settings.
setting allowed values default value
archives true, false, watermark true
originals true, false, watermark true
previews true, false, watermark true
watermarkAlign center, topleft, bottomleft, bottomright, tile, bottomright
fit
watermarkOpacity 0 - 100 50
watermarkFile path to watermark image none
archives
true— This is the default setting for archive files. This allows the NetPublish site user to download archive files.
false — restricts NetPublish site users from downloading files in an archive. When disabling archives in
site.properties file, be sure that the associated site does not include a download archive feature, as it will no longer
function.
watermark — each image is watermarked based on the watermark settings as it is added to the archive file. If there
are items that cannot be watermarked in the archive, then the item is skipped and excluded from the archive. To
ensure that all files added to an archive are always included when using the watermark feature, be sure that any files
published to the NetPublish site are able to accept a watermark.
NOTE: If no files are able to accept a watermark when NetPublish is creating an archive, an error indicating “No files
can be downloaded” is displayed to the NetPublish site user.
originals
true — This is the default setting for original files. This allows the NetPublish site user to download and view the
original files on the site.
false — restricts NetPublish site users from accessing any original files. If the NetPublish site is configured to
include an original image, the site will instead display a message indicating the images cannot be rendered.
watermark — each original image is watermarked based on the watermark settings before it is provided to the
NetPublish site user.
previews
true — This is the default setting for preview files. This allows the NetPublish site user to download and view any
preview files on the site.
false — restricts NetPublish site users from accessing any preview files. If the NetPublish site is configured to
include preview images, the site will instead display a message indicating the images cannot be rendered.
watermark — each preview JPG is watermarked based on the watermark settings before it is provided to the
NetPublish site user.
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watermarkAlign
center — places the watermark in the absolute center of the image.
topleft — places the watermark in the top left corner of the image.
bottomleft — places the watermark in the lower left corner of the image.
bottomright — the default setting, this places watermark in the lower right corner.
tile — tiles the watermark across the target image.
fit — stretches the watermark GIF to fit corner-to-corner across the target image.
watermarkOpacity
The opacity value can be any value from 0-100, and has a default setting of 50. This determines how opaque or
transparent the watermark appears on the target image — from 0% where only the target image is visible to 100%
where only the watermark image is visible.
watermarkFile
This setting is the absolute path to the watermark GIF on the NetPublish server. Only GIF images are currently
supported as watermark source files.
Sample site.properties file
#----------------------------
# Site Properties
#----------------------------
description =
enabled = 1
passwordModify =
passwordWeb =
archives = false
originals = watermark
previews = watermark
watermarkAlign = center
watermarkFile = /Users/Shared/Images/watermark.gif
watermarkOpacity = 40
NetPublish Site Administration

You edit high-level properties for your published sites through the NetPublish Administration dialog box. This is where
you can enable or disable specific sites, add multiple catalogs to sites through the use of aliases, as well as change
Editing and Viewing passwords.
Activating or Deactivating a Published Site
You can have multiple sites published to a server, but only have a few sites actively published and available to the
public.
To activate or deactivate a site:
4. On the Manage Sites tab, enable or disable your site name.
5. Click Apply. Disabled sites are now no longer active and are unavailable to web users.
NetPublish Site Passwords
Editing and Viewing passwords are passwords that are set at the site level. An Editing password controls whether a
user can republish a currently published site. A Viewing password is a password that all users who access the site via
the web must enter before being able to view your published site.
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To change Editing and Viewing Passwords:
4. On the Manage Sites tab, click to highlight your published site and click Edit Site.
5. On the Details tab, click Change Edit Password or Change Viewing Password depending upon the
password type you wish to update.
6. Enter and confirm the new password, then click OK.
7. Click OK to accept the site changes.
NetPublish Catalog Aliases
Aliases tell each NetPublish site which Portfolio catalogs to use, their locations, and which gallery within each catalog
to publish. Aliases are handy because each alias can point to one or more catalogs, or galleries within a catalog. This
way you can have one NetPublish site access more than one gallery or catalog at a time.
When you publish your site, NetPublish creates an alias named “catalog.” To have a NetPublish site use more than
one gallery or catalog, edit the alias and add an additional catalog to that alias. You can add the same catalog
multiple times to an alias, as long as you add a different gallery each time.
You can create custom sites that utilize more than one alias. This way you can use different catalog aliases for
different areas of your site. Using more than one alias requires that you edit the source code of the site and have a
thorough knowledge of the JavaScript API.
NOTE: When you add a new catalog to an alias, it is important to confirm that any custom fields exist across all
catalogs being searched. If you search on or try to display a field that does not exist in all catalogs in the alias, your
web site will break.
Adding to a NetPublish alias
To add catalogs or galleries to an alias:
2. Choose File > Administer NetPublish
5. On the Aliases tab, click to highlight the current alias and click Edit.
6. In the Edit Alias For Site dialog box, click Add.
7. In the Add Catalog dialog box:
• For catalogs directly accessible by the NetPublish server check the Local option, then click the Browse
(...) button and locate the catalog.
• For catalogs served by Portfolio Server, check Network Served or SQL Served and enter an appropriate
IP address and catalog name. On a Mac, you must uncheck the Local option before selecting a served
catalog.
8. Enter the name of the gallery that you want to publish. The name must exactly match the gallery name used
in the catalog. To publish an entire catalog, leave the Gallery field blank.
9. If the new catalog is password protected at the catalog level:
• Check the appropriate password level - User or Level.
• Enter a matching user name and password.
10. Click OK. The new catalog is added to the catalog list in the Edit Alias for Site dialog box.
11. Click OK three times and then click Exit.
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Creating a new NetPublish Alias
NOTE: Utilizing more than one alias requires that you edit the source code of the site and have a thorough
knowledge of the JavaScript API.
To create a new alias:
5. On the Aliases tab, click Add.
6. In the Add Alias dialog box, enter a new alias name and click Add.
7. In the Add Catalog dialog box:
• For catalogs directly accessible by the NetPublish server check the Local option, then click the Browse
(...) button and locate the catalog.
• For catalogs served by Portfolio Server, check Network Served or SQL Served and enter an appropriate
IP address and catalog name.
8. Enter the name of the gallery that you want to publish. The name must exactly match the gallery name used
in the catalog. To publish an entire catalog, leave the Gallery field blank.
9. If the new catalog is password protected at the catalog level:
• Check the appropriate password level - User or Level.
• Enter a matching user name and password.
10. Click OK. The new catalog alias is added to the alias list.
11. To utilize this new alias, edit the source code of your site following the JavaScript API in the Developing
Custom Sites section.
Developing Custom Sites

This chapter includes a full description of the JavaScript API as well as specific NetPublish Commands. This allows
you to delve into the professionally created templates or create your own new templates that work with NetPublish.
NOTE: The Extensis Integration and Consulting Services team can assist with the custom development of NetPublish
sites. Please contact Extensis Corporate Sales for details. Also, please note that Extensis Technical Support does not
support custom NetPublish site modifications.
Modifying a NetPublish template
By far the easiest way to learn the structure and functionality of NetPublish templates is to examine how the
NetPublish Assistant creates predefined sites.
NetPublish sites are created as .NP files. These files include all of the HTML and server-side JavaScript code for each
site.
Published NetPublish files are located on the NetPublish Server. The typical Windows installation path for NetPublish
Server is:
C:\Program Files\Extensis\Portfolio NetPublish Server\
From this directory, the files to modify are located in the WebRoot\sites\sitename\templates directory. You
can open and edit these .NP files with any editor. For more information about file locations and properties, see the
previous chapter of this guide.
It is important to understand the following two files. They affect whether your modified template is viewable in the
NetPublish Assistant, and how NetPublish handles aliases.
site.properties
In the root folder of a site (WebRoot\sites\sitename\) it is important to note settings in the site.properties file.
This file can be opened with any editor.
This file contains the site description, modify and publish passwords as well as an enabled setting that controls
whether this site is served by NetPublish Server and available on the Web.
When enabled=1 the site is accessible, when enabled=0 the site is not served by the server.
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alias.properties
The alias.properties file is also located in the site folder and controls the catalog and gallery that is accessible by this
template. If you would like to use an alias, this information must match what is in the NetPublish Server
Administration dialog.
JavaScript API
Global functions
The following functions are global in scope.
convertHtml(html)
Dynamically parses and evaluates a html block. Normally used when processing record blocks with the
processRecordSet function.
library(filename)
Loads the specified library of JavaScript functions into the current execution context. Almost all of the templates use
library(‘global.np’) to access the JavaScript objects documented below.
processRecordSet(message, html)
This is a helper function that processes all table rows and columns in a RecordSet for a template. Message is the
text to display if no records are found. Html contains an html <td></td> block that is output for each row and
column set by Page.setRowsCols().
The html argument is commonly specified using the special extended-argument template syntax.
For example:

<% processRecordSet('No records found!<BR>', %>
NOTE: No closing parenthesis ‘)’ so everything until the closing ‘)’ is the html argument.
<td>
<%= RecordSet.record.get('Filename') %>
</td>
<% ); %>
NOTE: the closing parenthesis ‘)’ denotes the end of the html argument.

RecordSet Object
The RecordSet object is also global in scope.
RecordSet.totalItems
A number representing the total number of items from the “find”.
RecordSet.offset
A number representing the current starting offset in the record set (same value as offset=x on url). This property can
also be set.
RecordSet.record
Child Record object that corresponds to the current item in the record set.
NOTE: Either RecordSet.itemNext() or RecordSet.itemAt() must be called before accessing the
RecordSet.record object.
RecordSet.getUrl(offset)
Forms a url given an offset (used internally by the Page object).
RecordSet.isEmpty()
Returns true if no records are found.
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RecordSet.hasMore()
Returns true if there are records left in the record set. Must be called in conjunction with RecordSet.itemNext().
RecordSet.itemNext()
Loads RecordSet.record with the next record in the result set.
RecordSet.itemPrevious()
Loads RecordSet.record with the previous record in the result set. It returns false if it reaches the beginning of
the RecordSet, true otherwise.
RecordSet.itemAt(offset)
Loads RecordSet.record with the record at the specified offset in the result set.
Record Object
The Record object can only be used as a child object of RecordSet (RecordSet.record). A Record object can
also be obtained from Collection.getRecord().
Record.itemID
This returns the item id as a string with either a single number (for a single catalog alias) or a series of numbers (such
as .1.132) for a multi-catalog alias.
Record.original
This returns an HTTP link to the original image for this record.
Record.preview
This returns an HTTP link to the preview image for this record.
Record.thumbnail
This returns an HTTP link to the thumbnail image for this record.
Record.thumbnailWidth
This returns the width of the thumbnail in pixels.
Record.thumbnailHeight
This returns the height of the thumbnail in pixels.
Record.get(fieldname, [offset], [escape style])
Returns a native JavaScript string, number, or date object for the specified field. If the field contains multiple values, it
will return an array of the values (with the same types as previously mentioned) for each value in the field. If offset is
specified, this allows access to specific values in a multi-value field. If the field doesn't exist, it returns a type of null.
The escape style can be one of the following:
0 - no escaping - this is the default.
1 - Useful for text that is placed in double quoted HTML. HTML encodes ampersands, double quotes, and angle
brackets (&, ", <, &#62)
Replaces control characters with spaces. Use this if you are specifying an escape style and you want all values in a
multi-valued field.
2 - Useful for text that is placed in quoted JavaScript. HTML encodes double quotes and angle brackets. Backslash
escapes single quotes and angle brackets. Replaces control characters with spaces.
Record.getType(name)
Returns a FieldType object for a specified field.
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Record.getTypeAll([type])
Returns an array of FieldType objects for all fields. If type is specified, it can be any of the following:
default - for just non-custom fields
custom - for custom fields only
string - all string fields
date - all date fields
number - all number fields
decimal - all decimal fields
url - all url fields
If there are multiple catalogs for the parent alias of the record, the fields returned are the fields common to all of the
catalogs.
Record.getDetailLink (template)
This returns an HTTP link to a detail page using the specified template name (i.e., detail.np) for the current record.
A detail template expects only one record in the RecordSet.
For example:
<%= RecordSet.record.getDetailLink ('detail.np'); %>
Record.getCollectionPostForm(command, template, [name], [format])
This returns a proper <form> tag for a post operation for the specified command: add, show, remove, removeAll,
or archive. It is only used at the top of a result set page, before the catalog records are displayed.
The caller must write their own HTML to specify the form <input> tags for each item and also the button to initiate
the post.
Template is a template name used for the collection display. Name can be used to specify a named collection. The
format is an optional parameter that can be specified as ZIP.
Record.getCollectionLink(command, template, [name], [format])
This returns a link that can be used in an href link to do one of the following collection commands:add, show,
remove, removeAll, or archive.
Template is a template name to use for the collection display. Name can be used to specify a named collection.
The format is an optional parameter that can be specified as ZIP.
FieldType Object
The FieldType object is created via Record.getType(), Record.getTypeAll() and
Catalog.getTypeAll().
FieldType.type
Contains one of the following values: string, date, number, decimal, url or undefined.
FieldType.name
Contains the name of the field.
FieldType.length
Contains the maximum length of the field.
FieldType.custom
Contains true if the field is a custom field, and false if not.
FieldType.preDefinedList
Contains true if this field has a pre-defined list, and false if not.
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FieldType.multivalued
Contains true if a multi-valued field, and false if not.
FieldType.getPreDefinedList ()
Returns an array with pre-defined values (using their base types) if this field has pre-defined values. If not, an array
with 0 elements is returned.
CatalogSet Object
The CatalogSet object is also global in scope and encapsulates catalog aliases defined in NetPublish.
CatalogSet.get(alias, [catalogOffset])
Returns a Catalog object for a specified alias name. In the case of an alias that has multiple catalogs, the
catalogOffset must be specified (starting at 1).
For example : CatalogSet.get(‘homes’, 1);
If the catalog alias is not found, an error is displayed.
CatalogSet.getAliases()
Returns an array of strings containing the names of all aliases defined in the system.
CatalogSet.getMasterKeywords()
Returns all master keywords for all catalogs in the CatalogSet.
CatalogSet.getCatalogCount(alias)
Returns the number of catalogs defined for the given alias.
CatalogSet.get(catalogName).isMgenCommandEnabled
Indicates whether the NetPublish site in question includes mgen command support. Returns true or false.
Catalog Object
The Catalog object is created via CatalogSet.get(). The Catalog object can be used within search and
result templates. It is used to find out schema information for a catalog such as field values, acceptable search
operators for those fields, acceptable values for multi-value fields, etc.
Catalog.dateCreated
Returns the date the catalog was created (Date object).
Catalog.dateModified
Returns the date catalog the catalog was last modified (Date object).
Catalog.diskPreview
Returns true or false depending upon whether the catalog contains screen previews.
Catalog.diskPreviewMaxSize
If the catalog contains screen previews (diskPreview is true), this returns a maximum pixel size of the preview.
Otherwise, this returns null.
Catalog.diskPreviewPath
If diskPreview is true, this returns a string with the path to the screen preview folder. Otherwise, this returns null.
Catalog.fullPath
Contains a string with the full path (or URL) of the catalog For example: C:\data\houses.fdb
Catalog.thumbnailSize
This returns the default size of thumbnails in the catalog. The two possibilities are 112 (for thumbnails 112 pixels by
112 pixels) or 256 (for thumbnails 256 pixels by 256 pixels).
Catalog.totalItems
Returns the total number of items in the catalog.
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Catalog.totalKeywords
Returns the total number of keywords in the catalog.
Catalog.getType(name)
Returns a FieldType object for a specified field.
Catalog.getTypeAll(type)
Returns an array of FieldType objects for all fields. Type can be specified with any of the following values:
default - for just non-custom fields
custom - for custom fields only
string - all string fields
date - all date fields
number - all number fields
decimal - all decimal fields
url - all url fields
If there are multiple catalogs for the parent alias of this catalog, the fields returned are the fields common to all of the
catalogs.
Catalog.getMapping(name)
Returns the name of the field that maps to a specified title, IPTC Copyright for example. Returns null if the
mapping title either doesn't exist or no field is found that maps to this title.
Catalog.getMappingAll()
Returns an array of strings of all mapped titles, if defined. If not defined, it returns an array with 0 elements.
Catalog.getMasterKeywordsAll()
Returns an array of strings for the Master Keyword list, if defined. If not defined, it returns an array with 0 elements.
CollectionSet Object
The CollectionSet object is global in scope and encapsulates named collections defined in NetPublish.
CollectionSet functions set a special cookie value to prevent the collection from expiring. Since cookies are
implemented as response headers, this function cannot be called after the output of the first Response.write(). If
so, the following error message is created in the HTML : You must write all response headers at the top of your
template before HTML “.
This function should be called at the top of the template and assigned as the result to a global JavaScript variable
referenced elsewhere in the template.
CollectionSet.get([alias], [namedSet])
Returns a Collection object for the current user, site and catalog alias. Optionally, either a specific alias or
collection set name can be specified. If a namedSet is not specified, then this returns the global, pre-defined
collection.
If the collection record doesn't exist, an empty one is created.
To access collections without using client cookies, make sure the template page contains a ‘session’ GET or POST
argument.
NOTE: On pages using the Base command, the alias must be specified.
For example:
<% Cost = CollectionSet.get().getRecord(RecordSet.record.itemID).get("Cost"); %>
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CollectionSet.getNamedSetAll([alias])
This function returns an array of named sets, if any are defined in the collection, for the current user, site and catalog
alias. Optionally, a specific alias can be specified.
NOTE: For pages using the Base command the alias must be specified.
If you want to access collections without using client cookies, the template page must include a ‘session’ GET or
POST argument.
NOTE: This function will always include in the array the special global set name __GLOBAL__.
For example:
<% Response.write(CollectionSet.getNamedSetAll()[0]); %>
CollectionSet.addNamedSet(name, [alias])
Adds a new, empty named set (of ‘name’) for the current user, site and catalog alias. Optionally, a specific alias can
be specified.
POST argument.
For example:
<% CollectionSet.addSetName('otherSet'); %>
CollectionSet.removeNamedSet(name, [alias])
Removes the collection set name (of ‘name’) and all contents of that set for the current user, site and catalog alias.
Optionally, a specific alias can be specified.
NOTE: For pages using the Base command the alias must be specified.
POST argument.
For example:
<% CollectionSet.removeSetName(‘otherSet’); %>
Collection Object
The Collection object is only created via CollectionSet.get(). It encapsulates a specific collection (defined by
current user, site, catalog and, optionally set name) from the built-in collection database in NetPublish.
Collection.add(itemID)
This function adds a record’s itemID to the collection.
Collection.getItemIDAll()
This returns an array of all record itemID’s for the collection.
Collection.remove(itemID, [removeAll])
This function removes a record’s itemID from the collection. RemoveAll is an optional boolean value. If true, then
all items are removed from the collection.
Collection.getRecord(itemId)
This returns a Record object for the given itemId.
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Request Object
The Request object is global in scope and it allows access to http request variables. This allows the user to find
out all the values specified on the url (i.e., catalog and template) as well as all of the fields and their values filled out
for the search via a POST form. Also client-cookies can also be accessed.
Request.post
This property returns true if this is a post request, false if a get request.
Request.getCookie(name)
This returns the value for the specified client-cookie. It returns an empty string if the cookie isn’t found.
Request.getHeader(name)
This returns the value for the given http header name, ie. “user-agent”, and returns an empty string if the cookie
isn’t found.
Request.getHeaderAll()
This function returns an array of all http header names for the current request
Request.getParameter(parameter)
This returns the value for a named get or post parameter, and returns an empty string if the parameter isn’t found.
Request.getParameterAll()
This returns a string array of all parameter names for the get or post request
Request.getQueryString()
This function returns everything to the right of the “?” on the url, and returns null if not found.
Request.getRequestURL()
This returns the entire url, and returns null if not found.
Response Object
The Response object is global in scope and it allows you to set http response variables. This is useful for XML
responses, setting custom control codes and client-cookies.
Response.getContentType ()
This function gets the return Content-Type header, for example text or XML, and returns an empty string if not found.
Response.getStatusCode()
This gets the http response status code string and returns an empty string if not found.
Response.logMessage(priority, message)
This function logs message to the NetPublish Server error log file at the specified priority level. The priority levels are
fatal, error, info, and debug.
Response.setCookie(name, value, [expires], [path], [domain], [secure])
This function sets or creates a cookie with the name and value with optional expiration, path and domain and secure
settings. The ‘expires’ argument is a string that is required to be in GMT format. This can be accomplished with
Date.toGMTString().
NOTE: Cookie headers are always appended, never replaced.
For example:
var today = new Date();
var expires = new Date(today.getTime() + 28 * 24 * 60 * 60 * 1000); // plus 28 days
Response.setCookie(‘name’, ‘value’, expires.toGMTString(), ‘/’, ‘.cnn.com’, false);
NOTE: The first call to Response.write() writes all response headers. Call Response.setCookie() before
the first call to Response.write() at the top of the template, before any HTML.
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Response.setContentType (type)
This function sets the return Content-Type header. The default is text/html.
NOTE: The first call to Response.write() writes all response headers. Call Response.setContenType()
before the first call to Response.write() at the top of the template, before any HTML.
Response.setHeader(name, value, [append])
This sets the specified http response header with a value. If append is true (default is false), then a new header is
added even if there is a header with the same name already present.
NOTE: The first call to Response.write() writes all response headers. Call Response.setHeader() before
Response.setRedirect(url)
This sends a Location response header, causing the browser to connect to the specified url.
NOTE: The first call to Response.write() writes all response headers. Call Response.setRedirect() before
For example:
if (RecordSet.isEmpty())
Error.redirect(“errors/norecords.html”)
Response.setStatusCode(code)
This sets the http response status code with a code string. The default is “200 OK”. Other codes can be found here:
http://www.w3.org/Protocols/rfc2616/rfc2616-sec6.html
NOTE: The first call to Response.write() writes all response headers. Call Response.setStatusCode()
before the first call to Response.write() at the top of the template, before any HTML.
Response.showErrorHtml (filename, message)
This function shows a specified error message html file in place of the template contents, and stops execution of the
template immediately.
Filename refers to a custom html file. This looks for the custom file in the current site’s resource folder, and then is
searches the global/resources folder.
Message is a string that replaces the MESSAGE_DESCRIPTION that resides in the html file.
Response.write(string)
This sends the string data back to the client browser. This is called internally for the bulk of the html template.
Page Object
The Page object is global in scope, and can be found in the global.np file. The totalRows and totalCols
global variables must be set at the top of the template before using these functions.
Page.getCurrent()
This returns the current page number.
Page.getList(total)
This returns a list of page numbers with hyper-links. Total specifies the count of page numbers.
Page.getPrevious(text)
This function outputs a link to the previous page using descriptive text if appropriate.
Page.getNext(text)
This outputs a link to next page using descriptive text if appropriate.
Page.getSpecified (page, text)
This outputs a link to a specified page using descriptive text if appropriate.
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Page.getTotal()
This function returns the total number of pages.
Page.isFirst()
This function checks if this the first page.
Page.isLast()
This function checks if this the last page.
Page.setRowsCols(rows, cols)
This sets the number of rows and columns for the page object. You must call this before you can use the Page
object.
Path Object
The Path object is global in scope and can be found in the global.np file. It only includes functions that help the
user convert paths.
Path.getOS(path)
This function examines the specified path and determines from what operating system it likely came. It returns mac,
win or unix.
Path.getParts(path)
This returns an array of path part strings for the given path.
For example, the path:
C:\Images\Pool\Swimmers\image1.jpg
returns the following array:
Result[0] = ‘C:’
Result[1] = ‘Images’
Result[2] = ‘Pool’
Result[3] = ‘Swimmers’
Result[4] = ‘image1.jpg’
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Units Object
The Units object is global in scope and can be found in the global.np file. It includes functions to handle
conversions of size and dimension.
Units.convertDate(value, format)
This converts the date to a string, given the specified format string.
The format string can contain any of the following:
yyyy is a 4-digit year - i.e., 2009
yy is a 2-digit year - i.e., 02
month is the full month - i.e., September
mmm is the number of the month - i.e., 9
mon is the first three letters of the month - i.e., Sep
hh is hours - i.e., 3
mm is minutes (always 2-digit) - i.e., 05
ss is seconds (always 2-digit) - i.e., 08
ddd is the first three letters of the day - i.e., Wed
dd is the numerical day of the month - i.e, 25
day is the full day of the week - i.e., Wednesday
timezone is the time zone in hours from GMT - i.e., GMT+5
time24 is the time based on a 24 hour clock - i.e., 18:24
time is the time based on am/pm - i.e., 6:24PM
For example, to format the following date string:
Friday, March 28, 03 4:12pm
Use the following:
<%= Units.convertDate(RecordSet.record.get(‘Created’), “day, month dd, yyyy time”)
%>
Units.convertLength (value, to, dpi)
This function converts the specified pixel length (value) using one of following formats (to): inches, cm, mm,
points, and picas. Dots-per-inch (dpi) is required.
For example:
To get the width of a record in inches:
<%= Units.convertLength(RecordSet.record.get(‘Width’),
‘inches’,
RecordSet.record.get(‘Horizontal Resolution’)) %>
Units.convertMoney(value, currency, [comma], [decimal], [negativeParens])
This function converts the specified value to a currency string. Currency is a string containing the currency
designation (i.e., “$”).
If comma is true (default), then the result is formatted with commas. Decimal specifies how many digits are
displayed to the right of the decimal point. If negativeParens is true, then negative values are returned with
parentheses around them, otherwise just a leading negative ( - ) character is used.
For example, to format the Cost field (a custom currency field) in English pounds:
<%= Units.convertMoney(RecordSet.record.get(‘Cost’), unescape(‘%A3’), true, 0,
true) %>
- 87 -
Units.convertSize(value, to, [comma], [decimal])
This function converts the specified size (value) using one of the following formats (to): bytes, kbytes, and
mbytes.
If comma is true (default), the number is formatted as a string with commas in the appropriate places. Decimal
specifies how many digits are displayed to the right of the decimal point.
For example, to get the size of a file in megabytes:
<%= Units.convertSize(RecordSet.record.get(‘File Size’) * 1024, “mbytes”, true) %>
Mozilla JavaScript Objects
The following six objects are defined by the Mozilla JavaScript API, and can be used with NetPublish. Please refer to
the following site for more information: http://www.mozilla.org.
Array - The Array object is defined in the Mozilla JavaScript implementation. It allows for built-in array processing
plus sorting and reversing.
Date - The Date object is defined in the Mozilla JavaScript implementation.
Math - The Math object is defined in the Mozilla JavaScript implementation.
String - The String object is already defined in the Mozilla JavaScript implementation and can create substrings,
searching, lowercase, uppercase, and splitting into arrays based on a character delimiter.
RegExp - The RegExp object is defined in the Mozilla JavaScript implementation. This object handles regular
expression parsing, and is very powerful when needed.
File - The File object is defined in the Mozilla JavaScript implementation. It handles local file operations like open,
remove, copy, rename, read, write, list, mkdir, etc.
NetPublish Commands
NetPublish commands can be used to perform search functions, add and remove items from a user’s collection,
initiate the creation of ZIP archive files and much more. These commands are used in form get and post actions
within your html code.
These NetPublish commands function in the same way that the identical commands in the previous PortWeb product
functioned. With appropriate code adjustments, previously created PortWeb templates should be usable with
NetPublish.
- 88 -
Base Command
The base command is used for search templates (and other templates) that do not need to use the JavaScript
RecordSet object but need the other APIs. The RecordSet object is not available in templates that use the base
command.
The base command is typically used to access schema information from a catalog and to specify field names in a
search form.
base - This is the name of the command.
site - This is the site name.
template - This is the script template (with an .np extension) to use when generating the page.
Form Get example (query string):
<A HREF=”/netpub/server.np?base&site=sales&template=search.np”>...</A>
Form Post example:
<FORM ACTION=”/netpub/server.np?base” METHOD=POST >
<INPUT NAME=”base” TYPE=”HIDDEN” VALUE=””>
<INPUT NAME=”site” TYPE=”HIDDEN” VALUE=”sales”>
<INPUT NAME=”template” TYPE=”HIDDEN” VALUE=”search.np”>
<INPUT TYPE=”submit”>
</FORM>
QuickFind Command
The QuickFind command is a simplified search mechanism for basic keyword searches. It performs a “Keywords
starts with” search with the specified text. This is analagous to the QuickFind command in the Portfolio client.
QuickFind - This is the name of the command, but also the parameter for passing in the keyword for which to
search.
site - The site from which to use resources.
catalog - Specifies the alias of the catalog to be used. The alias is mapped via the settings file to either a catalog
on disk or a catalog being served by a Portfolio server.
template - This is the script template (with .np extension) to use when generating the page
sorton (optional) - This identifies the field on which to sort the record set. The sort field must be an indexed single-
value field. If it is not specified, the order of the record set is the order returned by Find.
NOTE: Sorting is not supported with multi-catalog aliases.
ascending (optional) - Specifies the order in which the record set is sorted. A value of 1 indicates ascending, a
value of 0 indicates descending. If the sorton parameter is not provided, this parameter is ignored. If the sorton
parameter is provided and this parameter is not, the default sort order is 1 (ascending).
offset (optional) - A positive integer indicating how many records have already been displayed from the collection.
If the parameter is not specified, the display starts from the first record in the collection.
Form get example (query string):
<A
HREF=”/netpub/server.np?quickfind&site=sales&catalog=fall&template=results.np&sorto
n=Filename&ascending=1&offset=10”>...</A>
Form post example:
<FORM ACTION=”/netpub/server.np?quickfind” METHOD=POST >
<INPUT NAME=”quickfind” TYPE=”Text” VALUE=””>
<INPUT NAME=”catalog” TYPE=”HIDDEN” VALUE=”fall”>
- 89 -
<INPUT NAME=”template” TYPE=”HIDDEN” VALUE=”results.np”>
<INPUT NAME=”sorton” TYPE=”HIDDEN” VALUE=”Filename”>
<INPUT NAME=”ascending” TYPE=”HIDDEN” VALUE=”1”>
<INPUT NAME=”offset” TYPE=”HIDDEN” VALUE=”10”>
<INPUT TYPE=”submit”>
</FORM>
Find Command
The find command causes a search to be performed in a particular Portfolio catalog, and the results to be returned
in a particular layout. You can pass the following values with the find command.
find - The name of the command.
template - This is the script template (with an .np extension) to use when generating the page
sorton (optional) - Identifies the field on which to sort the record set. The sort field must be an indexed single-value
field. If it is not specified, the order of the record set is the order returned by Find.
defaultjoin (optional) - This parameter is used if join arguments are not specified for each field. This allows the
user to specify what the join parameter will be globally for all fields. This can have a value of either and or or.
This following parameters can be used with the find command and define how the search is executed by NetPublish.
Theses can be grouped and repeated as needed. Each clause of a find is defined by three variables: Field, Operator,
and Value. Subsequent clauses must be joined to the previous by a join variable (and or or). You can join up to 10
clauses to create a multi-criteria search.
field - Any indexed field in the specified database. If an unindexed field is specified, the find will fail.
op - The following operators are allowed:
Matches / Does Not Match - Works with all fields except Date fields.
Equals / Does Not Equal - Works only with Date fields.
Greater Than / Greater Than or Equal To - Works only with Number fields.
Less Than / Less Than or Equal To - Works only with Number fields.
Starts With / Does Not Start With - Works only with String fields.
value - The value for which to search.
join (optional) - Used only when the find has more than one clause, this can have a value of either “and” or “or”. If
this parameter is not specified, “and” will be used. You can join up to 10 clauses to create a multi-criteria search.
You can use all of the operators supported by the Portfolio client in NetPublish, however not all operators work with
each field. If your operator does not work with a selected field, the search clause is skipped. If you're unsure whether
an operator is supported with a specific field, you can verify it using the Portfolio client find feature. Choose your field
name in the Portfolio client’s find dialog, then use the operator pull-down to see which operators are supported for
that field name.
- 90 -
A find is validated by the plug-in based on the following criteria:
• All three variables - a field, an operator and a value - must exist for each clause.
• For every clause after the first one, a join variable must also be supplied (with the value being either “and” or
“or”).
• Each field variable and operator variable must meet the rules set above.
If any of these validations fail for a particular clause, the clause is skipped. If validation fails for all clauses in a find, the
plug-in returns the “No matching records found” page. If the validation succeeds, the remaining parameters are
evaluated.
A find can contain a maximum of ten clauses.
The example below shows a two clause find command. (The comments are just for clarity). The various parameters
can be hidden or exposed, depending on the site’s needs. In this example, the user enters the first clause’s value
field, but all other values are hidden.
<FORM ACTION=”/netpub/server.np?find” METHOD=POST >
<INPUT NAME=”catalog” TYPE=”HIDDEN” VALUE=”fall”>
<INPUT NAME=”template” TYPE=”HIDDEN” VALUE=”results.np”>

<INPUT NAME=”field” TYPE=”HIDDEN” VALUE=”Keywords”>
<INPUT NAME=”op” TYPE=”HIDDEN” VALUE=”matches”>
<INPUT NAME=”value” TYPE=”TEXT” VALUE=””>
<!-- This is a second clause (with the required join) that is entirely hidden. -
->
<INPUT NAME=”join” TYPE=”HIDDEN” VALUE=”and”>
<INPUT NAME=”field” TYPE=”HIDDEN” VALUE=”Extension Win”>
<INPUT NAME=”op” TYPE=”HIDDEN” VALUE=”matches”>
<INPUT NAME=”value” TYPE=”HIDDEN” VALUE=”jpg”>
<INPUT TYPE=”Submit”>
</FORM>
Add Command
The add command adds one or more records to the user’s collection set and then displays the collection page using
the specified template. If no collection set for the user of the particular catalog exists, then a new collection set is
created and a cookie is returned to the user.
add - This is the name of the command.
name (optional) - Specify if you want to allow the user to create and access multiple, distinct collections. The value for
the name any string that is desired.
itemid - Specifies the item ID in the catalog. Item IDs are unique within a catalog. This can be one record or a list of
records (for example ...&itemid=70&itemid=75&itemid=85&...). Any invalid Item IDs are ignored.
- 91 -
session (optional) - A unique integer that is used to implement collection support without using setting http cookies.
The user is responsible for choosing a unique number and passing it as a parameter to all collection commands.
Show Command
The show command displays the records in a user’s collection set using the specified template.
show - This is the name of the command.
Remove Command
The remove command removes one or more records from the user’s collection set and then displays the collection
page using the specified template. If no cookie exists, or if the ID in the user’s cookie does not match any records in
the collections database, or if the IDs in the cookie do not match the catalog specified in the request, then the record
set returned is empty.
remove - This is the name of the command.
itemid - Specifies the item ID in the catalog. Item IDs are unique within a catalog. This can be one record or a list of
records (for example., ...&itemid=70&itemid=75&itemid=85&...). Any invalid Item IDs are ignored.
all (optional) - If this is specified, then all the records in the collection are removed. Itemid does not need to be
specified if you use this option.
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Archive Command
The archive command places all the original images for the records in the specified collection set into a ZIP archive
(with no compression) and starts a download of this archive file to the client’s machine. If the collection has no
records, an empty archive file is returned.
archive - This is the name of the command.
filename (optional) - A specific filename, including extension, to use for the archive. If not specified, the name
defaults to archive.zip
format - Specifies the format type, zip.
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Thumbnail Command
The thumbnail command returns a thumbnail image for the specified item back to the browser.
thumbnail = itemID - This is the name of the command. It also takes the itemID of the record’s thumbnail to
return.
download (optional) - If this is specified, the response headers for the image are modified to cause the browser to
show a “Save As” dialog rather than display the image in the browser.
filename (optional) - Specifies a specific filename to use when download is specified.
height (optional) - If this is specified, the image is scaled to the specified height before being transferred to the
browser. If this value is -1, then no scaling occurs.
width (optional) - If this is specified, the image is scaled to the specified width before being transferred to the
aspect (optional) - If this is specified, the image is scaled with the specified height and width adjusted for the aspect
ratio of the image.
NOTE: To make images display more predictably across an entire NetPublish site, the Aspect option forces the
largest image dimension to the largest specified width or height. This allows horizontal or vertical original images to
be resized and displayed within a similarly-sized area. For example, the following lines of code will both set the height
of a portrait image to 600 pixels.
...&width=200&height=600&aspect
format (optional) - The file format of the generated image. Can either be jpg, png or gif.
- 94 -
Preview Command
The preview command returns the preview image (if it exists, otherwise the thumbnail) for the specified item back to
the browser.
preview = itemID - This is the name of the command. It also takes the itemID of the record’s preview image to
return.
ratio of the image.
NOTE: To make images display more predictably across an entire NetPublish site, the Aspect option forces the
largest image dimension to the largest specified width or height. This allows horizontal or vertical original images to
be resized and displayed within a similarly-sized area. For example, the following lines of code will both set the height
of a portrait image to 600 pixels.
Original Command
The original command returns the original image for the specified item back to the browser. If the original does not
exist, the thumbnail is returned.
original = itemID - This is the name of the command. It also takes the itemID of the record’s original image to
return.
macbinary (optional) - If this is specified and the original image contains a resource fork, and download is specified,
the resulting file will be encoded as a MacBinary.
ratio of the image.
To make images display more predictably across an entire NetPublish site, the Aspect option forces the largest
image dimension to the largest specified width or height. This allows horizontal or vertical original images to be
- 95 -
resized and displayed within a similarly-sized area. For example, the following lines of code will both set the height of
a portrait image to 600 pixels.
mgen Command
The mgen command can be used to execute MediaScript scripts from a NetPublish site. The command is executed
from within the URL link, and is only available to users who have purchased the NetMediaMAX add-on module.
For example, with this site:
http://server.com/netpub/server.np?original=401&width=100&aspect&site=Effervescence
&catalog=catalog
You could implement mgen command as follows:
http://server.com/netpub/server.np?mgen=ScriptFileName.ms&src=original&itemid=100&s
ite=Effervescence&catalog=catalog&script-
function=retouchImage&param1=RotateLeft&param2=degauss_blur
http://server.com/netpub/server.np?mgen=CustomActions.ms&src=preview&itemid=100&sit
e=Effervescence&catalog=catalog&format=gif
Allowed parameters
mgen - This is the command's name. It is required. The value on the right of the equals sign is the filename of the
MediaScript script to execute.
In default Portfolio Server installations, MediaScript files are located:
Macintosh:/Application/Extensis/Portfolio Server/applications/media-
engine/Shared/originals/Scripts
Windows:C:\Program Files\Extensis\Portfolio Server\applications\media-
engine\Shared\Originals
The media engine only runs scripts that are in this folder or its subfolders. See Deploying scripts to Portfolio Server
and external media engines for more information.
NOTE: If you specify a path with a subfolder in it, use "/" as the folder separator on both Mac and Windows servers.
itemid - The Portfolio item id for the script to operate on. NetPublish will look up that item's file's path and hand it
to the external media engine. It receives this as the Parameter named srcFile1. The path is a local filesystem path
likefile:~/Desktop/Images/FileName.jpg
src - This determines which version of the asset NetPublish gives to the media engine. This parameter accepts the
hardcoded values of original and preview. The thumbnail value is not allowed because thumbnails have
such low resolution. If the request contains a different value (a bogus word like "trashcan" or a misspelling like
"oPiginal"), NetPublish supplies a default value of original. Users might choose one over the other because
preview returns results more quickly while original provides a higher quality finished product.
script-function - This is the javascript function to execute within the script file from the mgen parameter. This
is an optional parameter. If omitted, NetPublish supplies a default value of "doPortImaging".
download - This indicates that the image should be downloaded instead of displayed. This doesn't effect the
contents of the image. Instead, it tells NetPublish to present the image so that the requesting browser downloads it
(by changing MIME type, etc). This is optional. You should omit it if you're not downloading the file instead of saying
"download=false".
filename - This tells NetPublish the filename to suggest when downloading the file.
optional other parameters - These are string parameters to pass on to the MediaScript file. NetPublish will just hand
all the key+value from the URL to MR unchanged. The specific MediaScript file must interpret these parameters for
itself.
- 96 -
format - This tells NetPublish the expected file extension of the resulting image. Ideally, we would take care of this
for users, but it's necessary because of NP's cache mechanism was designed. This parameter is optional. If you omit
it, NetPublish supplies a default value of "jpg".
site - This tells NetPublish which site the image is part of. This parameter is required for all NetPublish commands.
catalog - This tells NetPublish which catalog alias to load asset data from. This parameter is required for all
NetPublish commands.
The mgen command operates on a single file and produces a single image file as a result, just like NP's original,
thumb, and preview commands. When errors occur, NetPublish reports that to users by returning an image file
containing a localized textual error message like "Cannot render image". That is also how NetPublish's other dynamic
imaging (scaling, watermarking, etc) handles errors. In rare cases, when NetPublish can't locate a requested file, it
will return an empty image that appears as a "broken image" icon in web browsers. Some examples of errors that
may cause this:
• Port Server is not licensed for NetMediaMAX
• The media engine isn't running
• The media engine could not find the requested script
• The media engine could not parse the script
NetPublish Cascading Style Sheets
The NetPublish templates sites fall into two categories with regard to their use of color: style sheet-specific sites and
style sheet-independent sites.
CSS-specific sites are designed to use only one specific style sheet created solely for that site. In the NetPublish
Assistant, only the one style sheet option is presented to the user.
CSS-independent sites have been designed with greater flexibility regarding color usage, and can be paired with any
one of a number of common, shared style sheets. These common style sheets have self-descriptive names like
‘red_theme.css’, ‘blue_theme.css’, etc. You can create a new style sheet that can be used with any CSS-
independent site.
- 97 -
Creating a Custom NetPublish Style Sheet
You can create custom style sheets, that can be made available to all CSS-independent sites in the NetPublish
Assistant.
To create a custom style sheet:
1. Locate the master.css file. This file is a read-only template that you can modify and save to a new file.
On Windows: C:\Documents and Settings\All Users\Application
Data\Extensis\Portfolio\NetPublish\Data\style sheets\master\
On a Mac, this file is contained inside a number of packages. The Portfolio application package contains the
NetPublish plugin and the NetPublish plugin package contains the master.css file. Control-click the
Portfolio application /NetPublish plugin and choose Show Package Contents.
<Portfolio Package>/Contents/Plugins/<NetPublish
Plugin.plugin>/Contents/Resources/Data/en/style sheets/master/
2. Open master.css in any HTML or text editor.
3. Search for and replace the following four placeholder color values. For guidance in choosing style colors see
the section at the end of this chapter.
NOTE: It is important that the pound sign # be included in these search and replace operations.
• To change the background color, search for #BG and replace #XXXXXX with the hexadecimal value of
your choice.
• To change the primary color, search for #ONE and replace #XXXXXX with the hexadecimal value of your
choice.
• To change the secondary color, search for #TWO and replace #XXXXXX with the hexadecimal value of
your choice.
• To change the accent color, search for #ACCENT and replace #XXXXXX with the hexadecimal value of
your choice.
4. Choose File > Save As in your editor and save your edited CSS file to a new name in the same directory.
Do not replace the master.css file. The next time you launch the NetPublish Assistant, the new style sheet
is available to all CSS-independent templates.
Choosing Appropriate NetPublish Style Sheet Colors
The CSS-independent sites were designed with careful attention not only to maintain color flexibility, but also to
maintain certain contrasts in color value.
In order to create a custom style sheet that yields legible results with all CSS-independent sites, it is important to
choose color values that conform to certain value guidelines. That is, the new colors may be whatever hue and
intensity, but must meet certain requirements with regard to lightness and darkness.
The following value specifications can help you choose appropriate colors. The colors are listed as a percentage of
Brightness.
In Photoshop, the brightness percentage appears in the color picker under B% in HSB indicators. The hexadecimal
value also appears at the bottom in the field marked #.
Background color: choose a brightness value of roughly 20%. A range between 0-30% is acceptable.
Primary color: optimal brightness is roughly 60%. A range between 50-80% is acceptable.
Secondary color: optimal brightness is roughly 80%. A range between 70-95% is acceptable.
Accent color: optimal brightness is roughly 80%. A range between 60-95% is acceptable.
The default style sheets all use variations of a single color, with the exception of the accent color. Selecting a single-
color based scheme is certainly most likely to yield harmonious results, but is in no way a requirement.
NOTE: Many of the CSS-independent sites do not make use of all of the defined colors. Therefore, you may not
notice color changes with all CSS-independent sites.
- 98 -
About Extensis
Contact Information
Extensis Extensis Europe

1800 SW First Avenue Suites 17 &18, Newton House
Suite 500 Northampton Science Park
Portland, OR 97201 Kings Park Road, Moulton Park
Toll Free: (800) 796-9798 Northampton
Phone: (503) 274-2020 NN3 6LG
Fax: (503) 274-0530 United Kingdom
Web: http://www.extensis.com Phone: +44 (0)1604 654 270
Fax: +44 (0)1604 654 268
Email: info@extensis.co.uk
Celartem, Inc. Customer Service

Phone: +81 3 5574 7236 Web: http://www.extensis.com/customerservice/
Email: sales_ap@celartem.com Phone: (800) 796-9798
Web: http://www.celartem.com/jp/
Corporate Sales
Web: http://www.extensis.com/corporatesales/
Phone: (800) 796-9798, ask for Corporate Sales
Documentation Feedback
Web: http://www.extensis.com/helpfeedback/
- 99 -
Technical Support
Technical Support is available directly through the Extensis website or by telephone.
When contacting technical support, include the following information:
• Your license number(s)
• Your computer configuration, including operating system, memory, hard drive configuration, etc.
• Your question or a description of the difficulty you’re experiencing - what specifically occurs and when.
• Your phone number if you want to have our representatives call you.
Take note of any error numbers or messages that display and any other information you think may be relevant.
For answers to frequently asked questions and troubleshooting tips, you can also visit the Extensis website:
http://www.extensis.com/
Priority Support
If you have an Annual Service Agreement, you are entitled to priority support. Please call the telephone number listed
on your agreement to receive support 24 hours a day.
Online Support
To obtain support online, please fill out the online support form at
http://www.extensis.com/support/.
Our tech support representatives will respond by phone or e-mail, usually within 24 hours on weekdays.
Telephone Support
In North America, please call (503) 274-7030
In Europe, please call +44 (0) 1604-654-270
- 100 -
Index
custom fields, 27
customize columns in Web J
A
Client, 37
JBoss AJP, 15
access levels, 25, 26
administration JBoss HTTP/Web Service port,
D
13
Portfolio Server Admin web
DBA Tool, 58 JBoss Webservice, 15
interface, 10
connecting to a database, 59 Jetty Web App port, 13
asset processing log, 33
executing SQL Queries, 60 jetty.log, 33
AutoSync, 27, 29
launching, 58 JMX Pooled Port, 15
creating a new folder, 29
troubleshooting, 60
folder settings, 29
upgrading database versions, L
stopping, 30
59
language
deploying scripts, 45
B changing Server Admin display,
19
backing up catalogs, 31 E
Listener IP, 34
Boostrap JNPServer Bind
Address, 15 editor access level, 25 log
Enterprise Module, 48 database events, 36
C installing, 48 Log Categories, 34

optimization, 48 logs, 33
catalog
examples
backing up, 31
NetMediaMAX, 39 M
creating new, 20
extensis.admin.log, 33 managing users
customizing, 27
extensis.server.log, 33 catalog membership, 24
updating existing catalogs, 12
external media engine, 42 master keyword list, 27
user membership, 24, 26
making uniform, 44 media engine
catalog administration, 27
pairing with Portfolio Server, 43 configuring external engines, 43
catalog administrator access
level, 25 installing external, 42
catalog types, 21 F network access, 42
creating custom types, 21 fine print, 2 ports, 42
cataloging options, 27 restarting, 47
configuration file, 34 I media engines
database events, 36 installation overview, 8 making uniform, 44
specifying an IP Address, 35 NetMediaMAX, 42 media generator log, 33
Windows Authentication, 35 installing MediaRich Embedded Server
Port, 15
contact Extensis, 100 Open Office, 9
MediaScripts
copyright, 2 Portfolio Server, 9
developing, 44
creating catalogs, 20
- 101 -
enabling, 45 P enabling, 45
implementing, 45 serial number, 11, 43
password
media-scripts.xml, 46 serializing
changing administrator, 11
membership to catalogs, 24, 26 Image Pro, 43
permissions
Microsoft SQL Server, 56 Portfolio Server, 11
Web Client, 25
mounting shares, 29 server
Portfolio Enterprise Module, 48
MySQL Mac, 50 restart, 19
Portfolio Server Admin web
configuring the database interface, 10 starting, 13
server, 51
ports, 13 Server Admin web interface, 10
connecting and database
conflicts, 15 shares
creation, 52
external, 13 mounting, 29
creating the DSN file, 53
internal, 15 SQL Connect
installing MySQL, 50
media engines, 42 installing, 48
installing ODBC, 51
previews, 22 SQL database
MySQL Windows, 54
enabling screen previews, 22 serving, 57
create the database and DSN,
55 generating for previously SQL Database Administration
cataloged files, 22 Tool, 58
install MyODBC, 54
previous catalogs SQL database upgrading, 59
install MySQL server, 54
updating, 12 SQL server
publisher access level, 25 optimization, 48
N
starting Portfolio Server, 13
Native Server Component ports,
Q support, 100
13
QuickFind system requirements
NetMediaMAX, 39
configuring search parameters, NetMediaMAX, 42
deployment scenarios, 39
37
installation overview, 42
T
NetPublish, 39
R
network access, 42 technical support, 100
Portfolio Media Engines, 39 reader access level, 25 telephone number, 100
system requirements, 42 removing users, 26 trademarks, 2
web client, 39 restarting media engines, 47
network access restarting the server, 19 U
NetMediaMAX, 42 RMI Naming Service, 15 uninstalling Portfolio Server, 10

new stuff, 6 upgrading SQL databases, 59
S
users
O screen previews, 22 access levels, 25, 26
ODBC drivers, 57 enabling, 22 adding, 24
optimization script errors log, 33 adding to catalog, 24
Enterprise Module, 48 scripts editing, 26
creating and implementing, 45 removing, 26
deploying, 45
- 102 -
W administration, 37 windows Authentication
creating custom view, 37 configuration file, 35
Web Client
what's new, 6 Windows Authentication, 34
access levels, 25
- 103 -

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© 2010 Extensis, a division of Celartem, Inc.

System Requirements and Release Notes

Installing Portfolio Server

Opening the Portfolio Server Admin web interface

Changing the administrator password

Entering Portfolio Server License Numbers

Importing Users from Existing Catalogs

AutoSync and FolderSync folders

Updating Portfolio Native Catalogs

Starting Portfolio Server

Ports for External Communication

Resolving Port Conflicts

Enabling a secure port redirect

Changing the Display Language

Catalog performance and maximum size

Creating Custom Catalog Types

Screen Preview Options

Generating Screen Previews for previously cataloged files

Granting Users Catalog Membership

Access Levels and the Web Client

Revoking a user's catalog membership

Removing users from Portfolio Server

Displaying the Folder View pane or drawer

Changing AutoSync Folder Settings

AutoSync Folder Details

Stopping an AutoSync Process

Portfolio Server data

Backing up the preview images directory

Backing up your original files

Portfolio Server and Asset Processing Logs

Changing the log file location

Specifying an IP Address with the Configuration file

* Enterprise edition only

Creating custom views for the Portfolio Web Client

Configuring QuickFind search parameters

NetMediaMAX and the Web Client

NetMediaMAX and NetPublish

NetMediaMAX and Portfolio Media Engines

NetMediaMAX Deployment Scenarios

Scenario 1: Expanding the output of the Portfolio Web Client

Scenario 2: Using NetPublish as a self-service image portal

Scenario 3: Improved scalability and performance

NetMediaMAX System Requirements

Installing External Media Engines

Network access for media engines

Updating port settings for external media engines

Adding the NetMediaMAX License Number

Configuring external media engines (MediaRich) with

Making Portfolio Server and External Media Engines

Deploying scripts to Portfolio Server and external media engines

Example XML file:

Installing Portfolio Enterprise Edition

Portfolio Enterprise Edition Recommendations

Installation Overview of MySQL on Mac OS X

Installing MySQL on Mac OS X

Configure the database server

Installing the MySQL database server

Setting up Oracle on Windows

Serving an SQL Database

Upgrading a Portfolio SQL Database

Upgrading with the Windows DBA Tool

SQL Database Administration Tool