LoDA Resource Center

LoDA Guide

Click on the categories below to learn more about how to use LoDA.

There are two ways to log in to the Library of Digital Assets (LoDA):

Method 1: 

  1. Go to the LoDA homepage using the URL www.kingstonloda.com
  2. Click on Staff Login, located in the top right corner.
  3. Input your okta login (if applicable).

Method 2: 

  1. Go to your Okta dashboard and look for LoDA. 
  2. Click on the app and it will take you to Kingston LoDA.

 

There are multiple ways of searching for assets in LoDA.

How to search from the homepage

Method 1
Click in the search bar and type the keywords of the asset you want to find.

Method 2
Click in the search bar and press ENTER/RETURN in your keyboard OR click the magnifying glass to show results.
Note: If you did not type anything in the search box and hit the magnifying glass, you will be taken to browsing mode.

Method 3
Click on your workspace that is in the top navigation. It will state either "Asset Management" or "Asset Browser" based on your user type. 

How to search from the browsing page

If you are already in browsing mode, you can use the search bar in the middle upper section of the browsing mode view. Press ENTER or RETURN on your keyboard when you are done typing your search terms.

TIP

You can select the X icon to clear the search box.

Browsing Folders

  1. Once inside the site, navigate to the panel on the left and select "Browser". 
    Note: Ensure See-Thru is turned to ON so all assets can be viewed in the library. 
  2. Click on the arrow next to the folder to expand the folder view. 
  3. Click on the folder you wish to view and all assets in that folder and its sub-folders will appear.

Advanced search

Advanced search gives you more control over your search criteria. It offers more fields, conditions, and filters.

  1. Click on the search bar. On the far right, the advanced search symbol will appear.
  2. Click on the advanced search symbol.  
  3. Select which fields you would like to search for. Some examples include aspect ratio and unique identifier.
  4. After selecting your search fields of choice, select search (located at the bottom of the screen on the right).

Search modifiers

You can use Boolean operators to perform complex inquiries.

  • Use AND between terms to ensure both terms are searched.
    • “Yellow AND flower” will yield assets that match both terms. Your results will show only yellow flowers.
  • Use OR between terms to find any of the terms.
    • “Yellow OR flower” will yield assets that are either yellow or flower. Your results will show anything that is yellow (e.g., yellow pencils, yellow books) and anything that is a flower (e.g., pink flower, blue flower).
  • Use NOT to filter out a certain term.
    • “Yellow NOT flower” will yield results of anything that is yellow (e.g., yellow pencils, yellow books) and you will not see any yellow flowers.
  • Use quotation marks to search for an exact phrase.
    • “Pink flower” will yield results of assets that have pink flower in the searchable fields or tags.
  • There are 2 wildcards, an asterisk * and a question mark?
    • The asterisk is a wildcard that matches any number of characters. Insert the asterisk where you want the asterisk to take the place of one or more characters.
      • Data* will yield results for DataTraveler, Databank, DataLocker
    • The question mark is a wildcard that acts as a single character.
      • L?ne will yield results of line, lone, lane in the searchable fields or tags.

Searching for assets based on part of the original file name

You can use this advanced search feature when you know part of the file name of an asset that you are searching for.

  1. Go to advanced search.

  2. Scroll down to the bottom of the screen.

  3. In the Additional conditions field, in the select a field box, select original file name. You can either type in the field name or scroll through the list of fields.

  4. In the middle field that says equals, replace equals with contains words.

  5. In the far-right field, input part of the file name that you are searching for.

  6. Click the blue SEARCH button.

Searching for assets using their Unique Identifier

  1. Click on the advanced search symbol located in the search bar. 
  2. Scroll down to the metadata field title "Unique Idenifier".
  3. Enter in the Unique Identifier. You can enter just one or multiple. 
  4. Scroll down to the bottom and click on the blue SEARCH button. 

 

How to search for an exact image

You can upload an image into the Advanced Search window to search for an exact match or images with similar color tones. 

  1. Click on the Advanced Search symbol located in the search bar. 
  2. Drag the image that you are searching for into the search for an exact match box or click on the search for an exact match box to open the finder and select which file you are searching for. 
  3. All searched for exact match images are kept in a folder named Search images in your My Personal Folder. 

How to search for assets based on part of the original file name

  1. Click on the Advanced Search symbol located in the search bar
  2. Scroll down to the bottom of Advanced Search. 
  3. In the Additional conditions field, on select a field and select original file name. You can either type in “original file name” or scroll through the list of fields.
  4. In the middle field that says equals, click on equals and type contains words. 
  5. In the far-right field, input part of the file name that you are searching for. 
  6. Click the blue SEARCH button. 

 

 

  1. You can select one asset at a time by clicking on the check mark box on the top right of the assets.

  2. You can also select all the assets in a folder by clicking on the box located to the left of the search bar “Select all (total number of assets)”.
    Note: If you click into another folder, the assets you have selected will no longer be selected.

There are different ways to download assets. 

Method 1

  1. After locating the asset that you want to download, place your cursor anywhere over the asset and a download icon will appear at the bottom of the asset.
  2. Select Download. 
  3. Select STANDARD DOWNLOAD to start downloading the asset. 

Note: Fast download requires a plugin to be downloaded prior to use.

Method 2

  1. After selecting your asset(s) a bar will appear on the bottom of the screen.
  2. Select on Download.
    Note: By default, all downloads will be at the highest resolution. 
  3. Select any applicable custom formats.
  4. Select Standard Download or Fast Download. 
    Note: Fast download requires a plugin to be downloaded prior to use.

Downloading a Request Access asset

Certain assets cannot be downloaded immediately due to licensing or other restrictions. To gain access to these assets, follow the steps below. If you need to request more than five assets or the asset requires editing, please submit a request though our LoDA form at kings.tn/LoDA.
  1. Click on the asset you wan to request access to. 
  2. Click on REQUEST FILE ACCESS. 
  3. An Access request popup window will appear noting the restrictions. 
  4. Explain the reason you need to use the asset in the dialogue box and click Send Request. Be sure to include specifics about where the asset will be used.
    Example 1: I need to use this asset on an article on our website.
    Example 2: I want to use this asset in an email blast.
    Example 3: I want to add this to a flyer to hand out at a specific event.
  5. A member of the LoDA team will review your request and respond. 

 


 

All assets and folders have a Unique Identifier. You can use the Unique Identifier to search for assets. Method 1 and method 2 are instructions for finding the Unique ID of a folder.

Method 1

  1. In the Browser side panel, locate the folder that you want to find the Unique ID for.
  2. Either right click or click on the 3 dots to the right of the folder name to expand the Action Menu.
  3. Select Detail/Edit metadata.
  4. Make sure the Overview tab is selected.
  5. On the right side of the screen a metadata field containing folder information is where the Unique identifier is displayed.

Method 2

  1. Click on the folder’s name.
  2. In the top center of the screen, to the right of the folder’s name, click on the 3 dots to open the Action Menu.
  3. Select Detail/Edit metadata.
  4. Make sure that the Overview tab is selected (tabs are located below the folder’s name). On the right side of the screen, in the second information box, is where the Unique Identifier is located.

To locate the Unique ID of an asset, click on the asset and go to the Overview tab. To the right of the image, the Unique ID will display in an information box.

Different Visibility Classes

Visibility classes note the level of clearance required to view, download, or edit a folder or asset. 

  • Public = Anyone with and without a LoDA account can access this asset.
  • Request Access = Anyone can view the asset but must ask for the ability to download the asset.
  • Kingston Access = Anyone with a LoDA account can see this asset.
  • Product Launch = These assets are available for specific users prior to NPI.
  • Needs Metadata = Assets will have this visibility class by default once they are uploaded. Only certain users will be able to see assets with this visibility class.
    • These assets need metadata applied to them.
  • [Your Region’s Name] Staff Only = Only the staff members of the region can view the asset.
  • Technical Review = Asset needs to be checked for accuracy of the device(s) used within the photo.
  • Post-Production Required = Asset needs some form of post-production attention.
  • Pending Deletion = Indicates to the LoDA librarians that an asset needs to be deleted.
  • End of Life (EOL) = These assets are available to view for specific users. Requires permission to download.

How to change the visibility class on folders

  1. Right click on the name of the folder or click on the 3 dots to the right of the folder's name to expand the menu, or you can select to take you to the Overview tab. 
  2. If you expanded the menu, click on Detail/Edit metadata. 
  3. Once you are in the Overview tab, look at the right panel and click on the field titled "Visibility class" to expand the menu. 
  4. Select which visibility class you want and then click SAVE. 
  

How to change the visibility class on assets

Method 1

  1. Select the asset you wish to change the visibility class on by clicking on the check box located on the top right corner of an asset. 
  2. Go to the information panel located on the right side of the screen. Select Standard Filters. 
  3. Scroll down to Visibility classes and click on it. 
  4. Click on the visibility class you would like to assign to the asset. 
  5. The visibility class will apply automatically once you click on it. 

Method 2

  1. Click on the asset that you wish to change the visibility class for. 
  2. Go to the details tab. 
  3. In the information panel, locate Visibility class. 
  4. Click anywhwere in the Visibility class box and a drop-down list will expand. 
  5. Click on the visibility class that you want to apply to the asset. 
  6. Scroll down to the bottom of the screen and click SAVE. 

 

Standard Folders and Virtual Folders

Make sure to review a folder’s Visibility Class before you share it.

Standard Folders and Virtual Folders are the main types of folders. Standard Folders are blue. Virtual Folders are green. You cannot convert between these two types.

While every registered user has a My Favorites virtual folder, Content Creators have access to a personal folder titled My Personal Folder. You can use it in any way you like. Some users use it to store working assets, others use it as a temporary folder before moving assets to their region-specific folder. 

 

Bundles

Bundles are a sub-type of folder. Bundles help you curate a small set of files just like you would with a zip file. The biggest benefit is that Bundle folders allow users to always receive the most up-to-date assets. Users can download the whole bundle, or they can pick and choose which assets they need to download. Standard Bundles and Virtual Bundles will not show up in the folder hierarchy because they act like a regular asset.

Standard Folders and Standard Bundles

Standard folder or Standard Bundle is the original location of an asset. Remember to review the Visibility Class for the standard folders or bundles to ensure that other users can see them.

How to create a Standard Folder or Standard Bundle
  1. Hover your cursor over the folder that you want your new virtual folder to be in.
  2. Three dots will appear to the right of the folder’s name. Select them to open the Action Menu.
  3. Once the Action Menu expands, select Create folder.
  4. Chose the type of virtual folder you need to create. You will have the option to create either a Standard Folder or Standard Bundle. Give it a name and select the Create button.

Virtual Folders and Virtual Bundles

Virtual folders give you the ability to create references to assets from a Standard Folder. They are shortcuts to the original asset. If the original asset is updated, then all the references will receive the update too. You won’t have to worry if your folders have the latest assets and helps you avoid any form of duplication. Remember to review the Visibility Class for the virtual folders or virtual bundles to ensure that other users can see them.

You can create a virtual folder inside either a Standard Folder or a Virtual Folder, but you cannot create a Standard Folder inside a Virtual Folder.

How to create a Virtual Folder or Bundle

Virtual Folders contain references to assets. Any new versions to the original asset will automatically update the asset reference if the asset is in a virtual folder. 

  1. Hover your cursor over the folder that you want your new virtual folder to be in.
  2. Three dots will appear to the right of the folder’s name. Select them to open the Action Menu.
  3. Once the Action Menu expands, select Create virtual folder.
  4. Chose the type of virtual folder you need to create. You will have the option to create either a Standard Virtual Folder or Virtual Bundle. Give it a name and select the Create button.

Managing Asset References in Virtual Folders or Virtual Bundles

How to create asset references

There are multiple ways of creating asset references. You can also create an asset reference to another folder or virtual folder.

Method 1: Drag and drop

  1. Navigate to the folder of the original asset(s) you want to reference.
  2. Select your asset(s)/folder.
  3. Drag and drop the original assets into the virtual folder or virtual bundle.
    Note: It may take a few minutes for the new asset references to appear.
  

Method 2: Copy to...

  1. Select the asset(s) you want to create references of.
  2. An action bar will appear at the bottom of your window, click MORE then COPY TO…
  3. In the pop-up window, select VIRTUAL FOLDER.
  4. Search for the name or the Unique ID of the target virtual folder and select it.
  5. Select COPY.
  6. A confirmation dialog box will show up with the option to close or view the virtual folder.

Note: It may take a few minutes for your new asset references to appear.

How to remove asset references

There are multiple ways of removing asset references from a virtual folder.

Method 1: Removing single asset reference

  1. Navigate to the virtual folder where the asset reference is located.
  2. Hover over the asset reference you want to remove. 
  3. Select the red X icon that appears in the right corner of the asset.

Note: This method only applies to removing a single reference. 

  

Method 2: Removing single or multiple asset references

 

  1. Navigate to the virtual folder or virtual bundle where the asset reference is located.
  2. Select one or multiple asset references.
  3. At the bottom of your window, you will see a menu bar show up. Select MORE to open a menu.
  4. From the menu, select REMOVE REFERENCES. 
  5. A confirmation dialog box will appear. Verify that you’re removing the right number of references, then select the red button REMOVE ASSET REFERENCE(S) FROM VIRTUAL FOLDER.

If you see the option DELETE, do not select it unless you absolutely want to delete the original asset from LoDA.

Method 3: Removing single or multiple asset references

  1. Navigate to the virtual folder or virtual bundle.
  2. Select one or multiple asset references.
  3. Hover over any one of the asset references you need to remove. Select the ··· more options button to open the Action Menu. 

  4. From the Action Menu, select Remove from virtual folder “[TITLE OF YOUR FOLDER]”.

  5. A confirmation dialog box will ask do you want to remove “[name of asset]” from virtual folder “[name of the folder]”. Verify that you’re removing the right number of references, then select the red button REMOVE ASSET REFERENCE(S) FROM VIRTUAL FOLDER. 

If you see the option DELETE, do not select it unless you want to delete the original asset from LoDA.

How to use standard folders, virtual folders and bundles together

Example 1: Product launch assets by US Corporate

Our In-House Photographer stores all the unprocessed and processed photographs in many folders. For product launches, we only need 10 out of the 300 photographs.

The screenshot to the right is the folder structure for the IronKey D500S and D500SM. The Standard Folders contain original assets, and the Virtual Folder titled Lifestyle and Usage Images contains references to 10 assets that originally live in other folders throughout LoDA. 

  

Example 2: Folder structure containing original regional assets and references to US Corporate assets

To the right is an example of folder structure for a product and more than one language. If you work with multiple languages, this may be a suitable format. You upload all the original assets from your regional languages to the folder “Original assets”. Then you can reference a mix of your original regional assets and US Corporate-created assets. You may also create a bundle in any of the folders so you can neatly package several assets for quick download.

If you want to set up a folder template that auto-creates subfolders, contact the LoDA librarians for help.

Example 3: Managing assets of multiple categories

The IronKey Vault Privacy 80ES (IKVP80ES) can be found in both the SSD and USB Flash Drive pages in the official Kingston website.

If you want to add the IKVP80ES to your SSD and USB folders in LoDA, you can follow this example. This example shows a Standard Folder was used to house original assets and then a virtual folder was created under USB to reference all the folders inside SSD/IKVP80ES.

Managing Containers (Standard Folders, Virtual Folders, and Bundles)

Guidelines for folder names

When naming folders, spaces are acceptable in folder names. Although you can use your local language, you must include an English title with it. You can use dashes or any other valid character to separate them. For example, Campanas - Campaigns.

Certain punctuation or special characters should not be used in folder names. The table to the right lists all the unacceptable characters in folder names. Please refrain from using them.

If a user tries to download a folder titled Folder/Name, their computer will interpret this as two separate folders because of the use of the forward slash. This can also cause problems if you direct download and then want to direct upload the same existing folder structure in LoDA.
How to change the visibility class on containers
  1. In your browser side panel, locate the folder you want to change the visibility class for. Click on the three dots to the right of the folder’s name to expand the Action Menu OR after clicking on the target folder, look above the search bar and click on the three dots to expand the Action Menu.
  2. Once the Action Menu expands, click on Detail/Edit metadata.
  3. Go to the Overview tab if not already there.
  4. Click on the metadata field titled Visibility Class to start edit mode.
  5. Select your desired visibility from the drop-down menu.
  6. Select SAVE.

You can also go to the Details tab to edit the Visibility Class.

  1. In the details tab, find the panel titled Information.
  2. Click on the visibility class field to expand the menu.
  3. Scroll to the bottom of the screen and click SAVE.

 

 

 

 

 

 
How to find out where an asset is being referenced 
  1. Click on a relevant asset (it can be an original or asset reference) and go to the Overview tab.
  2. Scroll down to the box titled Linked Assets. You will only see folders that you have access to.  
    *The Linked Assets box is only visible if you’re a content creator staff member.

  3. Hover over any of the assets shown in Linked Assets to see the name of the parent folder and what type of parent folder it is. You may see many assets.
    Parent folder = Standard Folder or bundle of the original asset.

    Parent virtual folder = Virtual folder or virtual bundle asset is referenced in.
  4. To view more locations, hover over to the top of the Linked Assets box and click on the eye icon View more.
Container Cover Image

By default, LoDA auto-assigns a cover image to any container (also known as a folder) as soon as an asset or asset reference is added. You will know which asset is used as the cover image for the container because it will have a yellow border around the asset. If the user has their filters set to see containers, they will see the following example:

 How to change the container cover image
  1. Go to the target folder. Make sure the breadcrumb shows the name of the right container. 
  2. Select the more options button to open the Action Menu OR right-click on the asset reference. 
  3. Select Set as representative.  

Note: You can verify that the container has the right cover image by opening the folder through Detail/Edit Metadata in the Overview Tab.

 How to reset the container cover image
  1. Click on the 3 dots ··· of the target folder in your browser side panel OR navigate to the target folder. To the right of the folder name click on the 3 dots ···.
  2. Click on Detail/Edit metadata from the menu. 

  3. Go to the Overview tab if not already there.

  4. In the right side panel, locate the box titled Manage Cover Image.

  5. Select RESET COVER IMAGE. 

 

Uploading Assets

There are many ways of uploading assets to LoDA. Some methods may work better depending on your workflow needs.

How to upload assets through the Action Menu
  1. From the Browser panel, place your cursor over the name of the folder to make the three dots appear to the right of the folder’s name. Click on the three dots to open the Action Menu.
  2. In the Action Menu click Upload.
  3. Either drag and drop assets from your desktop to the pop-up window or click on SELECT FROM YOUR DEVICE to upload assets located in a folder on your computer.
  
How to upload assets using the drag and drop method
  
How to upload an existing folder from your device 
  

How to add tags to assets

Note: All tags should be in English

 

  

Share links allow the recipient access to only the asset(s) that have been shared with them. Assets shared with a Share link do not show the recipient the location of the asset. Sharing assets with a Share link supersedes all existing permissions, for example, if an asset has a visibility class that normally prevents it from being seen by the recipient, the share link overrides that permission and will allow the recipient to view the asset. In addition, the Share feature allows you to create expirable links.

Get link creates a permanent link to the location of the asset. Get link does not give the receiver any permissions; therefore, do not use Get link if you are sharing a folder or asset with someone who you know does not have permission to view the folder or assets or anyone who is not a Kingston Technology employee.

Copy permanent link is used to create a permanent link to a folder. Copy permanent link will only work for one asset.  

Note: You cannot share more than 30,000 assets at one time.

  1. Hover your cursor over the folder that you would like to share.
  2. Select the three dots to the right of the folder’s name. 
  3. Select Share from the Action Menu.
  4. Select share method (link shareable with anyone, email link to selected users, or create PDF), either keep the Share expiration date as provided or set a new expiration date above set exact date, check the allow download checkbox, then select CREATE LINK.
  1. Hover your cursor over the folder that you would like to create a link for. 
  2. Select the three dots to the right of the folder's name. 
  3. Select Get Link from the Action Menu.
  4. A link will appear. Copy the link to send to the person(s) that you wish to share it with. 
Method 1
  1. Place your cursor over the asset you would like to share.
  2. On the bottom of the asset, click the arrow icon that appears. 
  3. Select your share method of choice. 
  4. Keep the share expiration date as is or click on SET EXACT DATE to modify the date. 
  5. Ensure that the allow download checkbox is selected so the recipient can download the asset.
  6. Click CREATE LINK. 
Method 2

  1. Click on the asset you want to share.

  2. Make sure you are in the Overview tab (located beneath the filename).

  3. In the information column, located to the right of the asset, click the Share button.

  4. Select your share method of choice.

  5. Keep the share expiration date as is or click on SET EXACT DATE to modify the date.

  6. Ensure that the allow download checkbox is selected so the recipient can download the asset.

  7. Click CREATE LINK.

Share Methods

There are three main ways to share an asset with other users. If you use “Share” vs. “Get Link” you are sharing your permissions to download the selected assets with the recipient.

Share method 1: "Link shareable with anyone"

Gives you a link to share with others. Once you select “create link,” simply copy the link and share it with the intended users.

 
Share method 2: "Email link to selected users"

Allows you to send a direct email to the intended user or users. Once you select “Compose Email” there will be a popup that allows you to share with specific users or groups. You have the option to customize the email before it is sent. You may leave the checkbox “Send me a copy” checked if you want to receive a copy for your records. 

Share method 3: "Create PDF"

Creates a PDF version of all the selected assets. You can customize the number of columns and preview the PDF that will be generated. You can save it to a folder within LoDA, download the PDF, or email a direct link to the PDF. 

 
If you choose to email a link to the PDF, you will have the option to customize the contents of the email and receive a copy for your records.

 

 

  1. Click on your name in the top right corner. 
  2. Click on My Shared Assets. 
  3. Locate the asset that you want to change the shared until date for. 
  4. Select Change. 
  5. Enter the new expiration date and select SET.