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The Extensis headquarters are firmly rooted in the land of microbrews and skinny jeans here on the left-coast in Portland, Oregon. In our Portland and LA offices you’ll find two creative workflow experts helping companies maintain license compliance and improve their workflows using Extensis font and digital asset management solutions:

Kari Friedewald, Regional Business Manager, Extensis Portland Office

Max, Systems Engineer, Extensis LA Office

  • Favorite color: Red
  • Latest book: The 900 Days: The Siege Of Leningrad
  • Ideal vacation spot: Must have a good mix of relaxing beaches and great ATV (four wheeler) courses.
  • During the commute: Electronic and Alternative music

Both enjoy long walks on the beach and ensuring that font and digital asset management projects are successfully completed on time and under budget. To learn more about what Kari and Max can do for you, please check out our Professional Services page.


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The Extensis headquarters are firmly rooted in the land of fixed-gear bicycles and hipster mustaches here in Portland, Oregon. So what do you do if you’re struggling with fonts and digital assets halfway across the country in the midwest? Not to worry, we have you covered with our Chicago offices that serve the central region of the United States and Canada.

In our Chicago offices you’ll find two creative workflow experts helping companies maintain license compliance and improve their workflows using Extensis font and digital asset management solutions:

 

Michael Liwanag

Regional Business Manager
Godfrey

Matthew Nelson

Systems Engineer

Nelson

 

Both enjoy long walks on the beach and ensuring that font and digital asset management projects are successfully completed on time and under budget.

To learn more about what Michael and Matthew can do for you, please check out our Professional Services page.


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The Extensis headquarters are firmly rooted in the land of microbrews and skinny jeans here in Portland, Oregon. So what do you do if you’re struggling with fonts and digital assets across the country on or near the east coast? Not to worry, we have you covered with our NYC offices that serve the eastern region of the United States and Canada.

In our NYC office you’ll find three creative workflow experts helping companies maintain license compliance and improve their workflows using Extensis font and digital asset management solutions:

 

Jeremy Godfrey, Regional Business Manager

Godfrey

  • Favorite color: Blue
  • Latest book: Maui Revealed
  • Ideal vacation spot: Maui or St. Croix… depends on if I’m departing from PDX or NYC.
  • During my commute: I read the NY Post.

 

James Grace, Senior Systems Engineer

Grace

  • Favorite color:Neon Orange
  • Latest book: Travels
  • Ideal vacation spot: The Beach in Cancun, Mexico
  • During the commute: I listen to PopTron : SomaFM  

 

 

Chris Chen, Systems Engineer

Chen

  • Favorite color: Black
  • Latest book: Start with Why
  • Ideal vacation spot: Maldives
  • During the commute: Flo Rida,  David Guetta,  Rihanna

 

All three enjoy long walks on the beach and ensuring that font and digital asset management projects are successfully completed on time and under budget.

To learn more about what Jeremy, James, and Chris can do for you, please check out our Professional Services page.


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Chris Stevens provides professional services in the UK for Extensis. He is one of our Sales Engineers and has been with us for nine years. Check out below what he has to say about Professional Services and how it could be beneficial for your organisation.

What is the largest and smallest number of assets you have ever encountered?

For Portfolio I’ve encountered 3,000 in the smallest catalogue, 380,000 in the largest. I’ve also seen variations from 700 fonts up to 30,000 fonts on a Universal Type Server.

What is a typical day onsite with Professional Services?

  • Morning – get the software installed and IT up to speed on how it all works
  • Afternoon – configure the software to meet with customers specific environment
  • Also training of the power users
  • By the end of the day, this should be enough to be able to start using the software straight away, safe in the knowledge that it’s all covered for backups etc., and also with the knowledge gained to start building on this moving forwards and get it the way they want it.

What’s the strangest thing you’ve ever come across at a customer site?

I had one install where the Server room was surrounded by thousands of boxes full of merchandise. I’ve never seen so many cardboard boxes in one place before in my life! Also an install that was shooting photography in-house and it was fun trying to concentrate on the software install and training whilst fashion models kept walking past. It is ‘Professional’ services though so I was not unduly affected though may have had the odd glance away from the computer screen!

What’s the most difficult problem you’ve ever had to resolve?

I recall one customer who had over 4,000 duplicate files on their fileserver. It was wasting a lot of disk space, but it was left to me to clean it up and remove the duplicates as part of the service, using Portfolio! I had to compare the 4,000 or so with their duplicates to identify where files were exactly the same picture (size, resolution etc.), or where they were different but shared the same name. Then tidy things up so that they could have a picture library with unique filenames and only one copy of each unique picture. That took a while, but using the Portfolio Client to do help compare files was a lot quicker than any other way I know!

What kind of companies have you implemented Extensis software in?

It’s been quite broad for me. Fashion, Retail, Manufacturers, Media, Governmental, Publishing/Agencies, but the ones I’ve done the most at have been Universities, Heritage & Culture sites and Charities. So I tend to get assigned to those customers again as it’s easier to relate to their situation when you’ve served others in the same industry before.

Why should a customer invest in Extensis Professional Services?

It’s simply the quickest way to get up and running with the software, but more importantly get the knowledge of how the product works and what it can do, without having to teach yourself from manuals and presentations. That one to one interaction where you can ask any question and get an instant answer can save a lot of time which is money saved!


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The duplication of files, fonts and other data can be a huge problem for any team. Not only does it fill up storage media, it also makes it incredibly more difficult to locate what you’re looking for.

If you’ve had a creative team for very long, you will inevitably start building up a collection of fonts. Some creative teams that have been around for decades have built up massive collections of tens of thousands of them. Now, if these fonts are just stored individually on a network drive or other location, it’s quite easy to build up a massive number of duplicate font files.

One of the benefits of implementing a top quality font manager is that fonts are all stored in a central location. In Universal Type Server and Suitcase Fusion, this location is called the “Font Vault.” Only a single unique copy of a font is allowed within the Vault, effectively deduplicating the data . This means that those twelve identical copies of Helvetica that are floating around your file server would effectively be cleaned up, and only a single clean copy would remain.

While many it is fairly easy to cleanup your collection on your own, our ICS team is called in to help some groups. Some of these groups have had massive collections with no real organization to speak of, and it’s not unheard of for a over 20,000 files to be whittled down to the essential 7,000 fonts for those teams. This streamlining was accomplished through data deduplication in the Font Vault, as well as removal of corrupt and outdated fonts.

If you would like to chat with our team about how effective font management and even our ICS team can help clean up your team’s mess, please contact us.


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Meet Russell Cheung, one of the UK’s resident Extensis experts.

Russell is the UK’s Senior System Engineer and has been with Extensis for 11 years. Part of his role is to visit Extensis users and provide Professional Services ranging from optimising and configuring their UTS or Portfolio Server set-up and workflow, to training administrators and end users on the finer points of DAM and font management.

In order to give more of an insight into Professional Services and what it entails, Russell has answered a few questions for us…

What is the largest number of assets you have ever encountered?
8 million images ( and counting ) for Portfolio Server and about 80,000 fonts for UTS.

What’s a typical day like when carrying out Professional Services?

  • Arrive on site slightly early so I have time to check for any urgent emails whilst waiting at reception
  • Spend up to 30 mins with IT person and head of creative to go over objectives and process for the day
  • Check server hardware and OS environment to ensure that it meets pre-requisites
  • Install UTS or Portfolio Server software and any required third party add ons
  • Test the connection between client and server
  • Train the IT administrator on UTS / Portfolio Server administration interface and functionality. This is a chance for them to discuss detailed and specific aspects like security and performance tweaking.
  • Grab some lunch and get a chance to explore the surroundings if I’m working in somewhere like a museum or gallery.
  • Train the end users on what they need to know to use the software to full capabilities. Try and ensure that I leave their site with something that’s fully working, that they can easily build on, and that their users will have the confidence to work with.

What’s the strangest thing you’ve ever come across?
Hundreds of digital images of dead and diseased wild animals and farm animals all needing to be catalogued. Some poor technician had to place the corpses on the flatbed scanner.

What’s the most difficult problem you’ve ever had to resolve?
Getting through the traffic on the way home is always the hardest part!

In what kind of companies have you implemented Extensis software?
Museums, scientific bodies, charitable bodies, retail, financial bodies, and government agencies.

Why should someone invest in Extensis Professional Services?
We have extensive experience in cross platform ( Mac + Windows ) environments which really helps if an organisation has a strong Windows based IT dept but little experience with Macs, or has a lot of Macs deployed across the company but have little experience of dealing with server based applications. We also have hands on experience with desktop applications like Adobe Photoshop and InDesign so we can provide training from the perspective of the desktop users as well.

About Professional Services
Extensis’ Professional Services packages are designed to complement both our font and DAM server products and are delivered by an Extensis Certified Systems Expert. They maximise return on software investment by combining Extensis’ expertise with technology, processes, and people into an complete solution within a few days.

More information about Extensis Profesional Services


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DAM Street Smarts

One of the great things about Portfolio Server is that it’s easy to setup and use. While Portfolio Server can be setup in a matter of hours, many organizations that choose Portfolio Server for their digital asset management system also engage our Integration and Consulting Services team to assist with their implementation.

You might be thinking “If Portfolio Server is so easy to setup, then why would anyone need a DAM consultant for it?” Head over to the DAM Learning Center for the answer to this question:

3 Things to Consider About DAM Consultants


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ICS and PTS relax and brain dump

Extensis has a few groups that I like to call the ‘Big Brains’.  This is not to say that the rest of us here aren’t big brains, but when you need an answer, the Integration and Consulting Services (ICS) and Priority Technical Support (PTS) teams are the “Go To” folks.

Most of the time the ICS crew is jetting all over the place helping with installations and trainings at customer locations.  Not too often do you get to see more than one of them at a time, because they are usually leaping from a flight to a WebEx web conference, right into a phone conference call and then back out the door to another customer meeting. ICS gets to see all kinds of different setups and customer work flows. ICS not only can tell you the best way to implement a solution, they will help integrate it into your daily workflow and then be able to make suggestions for your next steps on how to further improve your business.

Priority Technical Support is housed right here in the Portland office. We’ve got experienced and trained technicians ready to help customers with Annual Service Agreements 24/7/365. You can call and get a ‘warm body’ from 6am – 5pm Pacific time, outside of that we’ve got them wired up with multifunction devices and laptops to be able to help diagnose, resolve and get customers up and running.

With the release of Universal Type Server, Portfolio 8.5 and Fusion 2 we felt it was time to pull the teams together to make sure that everybody could share and build on each other’s knowledge.  You would be amazed at the little tips and tricks you can learn from other techs.

The weeklong meeting was a great big brain dump. We had Matt Reinker from PTS get up and talk about optimizations he has seen people implement with MySQL backed Portfolio Catalogs, to James Grace talking about ways that people have expanded upon NetPublish. Shellie Hall talked about questions she has received while helping people implement Universal Type Server.  It was a great use of our time and I know that everybody learned many new things.

One fringe benefit was that we were able to take time to put faces to the voices on the other end of the phones. A vast majority of the time ICS and PTS only hear each other’s voices or read email, but rarely do they get to do face time.

On Friday before the ICS people jumped flights back to their respective locations, we took a few hours to go shoot some pool and have some grub and a local bowling alley.  It was a great chance to not only challenge each other to a game of 8-ball, but we also got to hear James Grace’s stories about skateboarding through New York’s Central Park.


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When you purchase a new product, often there’s a learning curve to get up and running. To help our users get up and running quickly, our Integration and Consulting Services (ICS) team provides installation and training services.

Recently, ICS Engineer Chris Chen visited both the Jewish National Fund and Clarkson University to help install, configure and train users how to effectively utilize their new digital asset management system.

If you’d like to know more about how the ICS team can help you get up and running, contact a corporate sales representative.


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Portfolio

Yesterday was a great day.  I was conducting a forum on DAM for Printing and Publishing in Washington DC.  The event was held at The World Bank, and we had a great response from a group of enthusiastic professionals mostly in the printing and publishing industry.

The purpose of the event was to discuss digital asset management strategies and solutions.  We also promoted the idea of creating a DAM user group in the DC area, where people familiar with DAM would network and share best practices in a more frequent basis. The agenda included a Case Study from the World Bank, roundtable discussions, a DAM Best Practices presentation, and DAM Workflow discussion.

I had the pleasure of working with our host, Les Barker, Senior Information Officer for the World Bank, and he was phenomenal.  His presentation covered how The World Bank discovered their need for a DAM solution, what their pain points were, their research phase, their implementation of Extensis’ Portfolio Server, and their future goals.  Attendees enjoyed his expertise and knowledge, and got an opportunity to ask him many questions.

After The World Bank Case Study, we broke out in roundtable discussions, where IT and creative professionals from small and large organizations discussed topics such as:  (1) Integrating DAM with your current workflow, (2) Implementing DAM across multiple departments, (3) Finding the right DAM solution.  We gathered each table’s main take-aways and shared them with the entire group, which allowed everyone in the room to learn from others. Many of the key findings were also covered in the DAM Best Practices presentation that I gave, which follows some of the information we outline in the Digital Asset Management Best Practices Guide.

To conclude our day we had our very own, James Grace, show the Portfolio Server solution in action.  James is a Senior Systems Engineer here at Extensis and he’s just adored by all of the customers he has worked with.  Being out in the field helping customers with their DAM implementations, he had some really great real-world examples to share with attendees.  Among the things he showed was how to distribute digital assets to a variety of audiences via a web browser, using Portfolio NetPublish.  He also demonstrated how to take advantage of XMP panels to enter metadata that is specific to your needs.  It’s all about the metadata!

If you would like to learn more about Portfolio Server, we also have an upcoming live webcast on October 7 at 11 am Pacific — click here to register.

Thank you, Les, for hosting us at your offices.  And thank you to Marisela, Pete and James for your help in organizing this informative event.


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