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Today, we’re excited to unveil the latest version of our digital asset management (DAM) solution:
Portfolio 2017.

Over the past twenty years, we’ve delivered many evolutions of this product. Each time we set our sights toward the next version, the team is energized by the goals of addressing the evolving needs of organizations of all sizes, putting forth advancements that will future proof their investments, and finding ways to extend the value of DAM to new workgroups and industries. We guide ourselves by listening to our customers, engaging in the larger market, and evaluating what’s to come.

Portfolio 2017 continues this tradition.

What’s New in Extensis Portfolio 2017 Digital Asset Management System from Extensis on Vimeo.

As we rollout Portfolio 2017, rather than just laying out all the new features, we wanted to take a moment to share the inspiration behind them. So, here’s a little background on the key changes we made, and why.

New Desktop Client – Several years ago we made a few major architectural changes in Portfolio to allow it to grow, improve our currency on frameworks, and provide a more solid foundation for future growth and improvements. Included in that was an unfortunate change to drag-&-drop capabilities that, which while necessary for this migration, still left some clients with a change that was not embraced by their users. So, we brought it back along with other major new capabilities (infinite scroll anyone?) to make the user experience on the new platform even better. Welcome back drag-&-drop!

Server-Side Scripting – Even though I should not play favorites, this is my favorite new feature and goes back to a hack-day the Portfolio team held -1 year ago. One of our wise engineers decided to add in a way to create custom scripts that could do just about anything in Portfolio, leading us another step closer to the automation we all so crave in our jobs. We’re shipping with the ability to add these scripts, either created by us or you. Now that we’re finished with the delivery mechanism, we’re opening the creative floodgates for our developers and Integration & Consulting Services team to work on a few to make available. For example, a script to de-dupe and integration with popular social media platforms. We’ll share more on these soon.

Rights Management – We’ve partnered with FADEL to bring the first incarnation Rights Management to Portfolio. Not only did we pick the industry leader, but our association with the team that virtually helped create this market allows our customers with complex IP and rights for procured works to better track the lifecycle of assets in Portfolio. AND the compliance with contracts in FADEL. As assets become more complex, so must the workflow to manage them.

Advanced Smart Keywords – Portfolio has now seen the 2nd generation of our artificial intelligence (AI)-powered image recognition for automated keywording. These advancements come thanks to our partnership with Clarifai, a force to be reckoned with in the AI world. Being one of the first DAM solutions to introduce AI has put us in a unique position to get early feedback from real world use cases on what’s useful and what can be improved. In Portfolio 2017, you can now choose greater controls in number of keywords returned and languages with support for over 20 different languages (do you know the word for ‘pants’ in Norwegian? They do – it’s ‘bukser’). Additionally, we’ve added a new set of specialized categories from Clarifai; delivering more targeted keywords.

MappingIntroducing one of the first of its kind feature in DAM where you can automatically plot files with GPS metadata on a map so you can see and search visually by point of origin. Think about photos that you or your stakeholders take which have longitude and latitude coordinates attached to them. Think inventory, events, physical assets. Now think about seeing those automatically plotted on a world map. With Portfolio’s Map View, we’re giving you more ways to interact with and get insight from your data. Bonus: all with little to no additional work needed from the user!

Portfolio 2017 map view


Advanced Asset Compression – Now for the biggest improvement in Portfolio and DAM workflows in general, we’re introducing a new compression capability which can help you save up to 95% of the space for your large image files. Whether it’s on premise on hard drives ($3,000 per TB annual average) or in the cloud, if you can compress at a 1:20 and be visually lossless, that’s going to save time and money. We’ve also built our own pan / zoom viewer that allows you to have far better zooming into the pixels of the file, whether a satellite or aerial map down to a point or even a high-resolution photo of artwork. Now you can convert files to save space and improve the viewing, so you won’t have to concern yourself as much with space issues or guess about the fine details of your image. Oh, and it’s an included feature for no extra charge.

Portfolio 2017 Compression


There are a lot of other features we’ve added to Portfolio 2017 (i.e. extended support for IPTC video metadata, loads of performance enhancements) which I would deem the most consequential release we’ve done in years, or maybe ever, on Portfolio.

For more information, please visit

To see a live demo of Portfolio, join us on July 27 for our Webcast. Register here.

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digital asset management We are delighted to share that our digital asset management solution – Portfolio 2016 – has been named one of KMWorld’s Trend-Setting Products of 2016!

One of our core mission’s with Portfolio is to extend the value of digital asset management to companies of all sizes. With the explosion of digital content in the past two decades, the need for DAM no longer just resides within large scale enterprises.

Companies and workgroups of all sizes need effective management solutions if they want to effectively manage their operational expenses, maximize the value of digital content, streamline workflows, ensure compliance, and improve productivity.

Portfolio 2016 packs the powerful features companies need for effective digital asset management, while simple to set up, easy to use, and requires little to no ongoing maintenance.

It is a great honor to have Portfolio 2016 receive this recognition from KMWorld as we continue to stay focused on bringing the value of DAM to

To learn more about Portfolio 2016 and activate a free 45-day trial, visit


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Do you use metadata to tag your photos? How many of your current photos have keywords applied?

Recently we asked our customers these questions in our DAM Survey 2016. The answers surprised us quite a bit.

73% of our customers told us that they “need more keywords applied” to their assets—and these are the people that are already invested in a DAM system! Imagine how hard it is for people without a DAM system in place to locate key assets.

Digital Asset Management software has been around for years, but like most technologies, it’s constantly evolving to meet the demands of the modern era. Over the years, one thing has become abundantly clear: if you don’t have metadata tags to search with, it’s REALLY hard to manage assets in an ever-expanding digital universe.

Here are some things NOT to do:

Hire a person to manually affix keywords to hundreds or even thousands of assets (dream job!).


Force-attach keywords to all files that meet a specific criteria (file folder location, for example) via scripting or another bulk, unintelligent mechanism.

And here’s what you SHOULD do:

Automatically attach keywords via some artificial intelligence platform where well-trained algorithms with established taxonomies can interpret the images and apply “smart” tags to them.

If only such technology existed and was readily available…

P2.1-SS-Web-Keywords-Detail-ENOkay, enough teasing. Portfolio 2016 now offers a Smart Keywords module that’s
powered by Clarifai, the visual recognition technology built on the most powerful artificial intelligence in the industry. Simply upload your image and Clarifai suggests smart keywords to help you tag and organize your asset within seconds. One click. It’s that easy.

Skip the excruciatingly mind-numbing process of entering keywords manually. And eliminate the human error factor of common mistakes like typos or misspelled words. Win/win.

Keywords are what make any DAM system effective. Without them, you’re just swimming in a sea of random assets. By accelerating the keyword process, Portfolio Smart Keywords creates more time, energy, and resources for you to focus on doing great work!





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If you’re evaluating digital asset management (DAM) solutions, learning about customer experiences is an important step in the process.

We sat down with Les Barker, a seasoned Digital Strategist, to get his unique perspective on the value of digital asset management, best practices, work/life balance, and more! See what he has to say in this brief video.

If you’re interested in exploring digital asset management solutions further, our 45-day free trial is a great place to get started.

To learn more about digital asset management and its benefits, hop over to our Portfolio page.

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DAMOver the past decade, companies large and small have amassed thousands, if not millions, of rich media files as going “digital” has become foundational to business success. From digital and content marketing, to creating digital retail experiences or digitizing historical art collections, most industries now are fully steeped in the digital universe.

As digital file collections grow, so does the need for an efficient organizational system. Many companies come to us for the simple reason that finding the files they need has become a time consuming process. The frustration and inefficiency becomes the breaking point.

In these early stages, many companies question whether they should try building their own digital asset management system, or buy from an established vendor.

In a recent blog posted at the DAM Learning Center, Toby Martin explored this topic in depth, weighing the pros and cons of BYO-DAM (building your own-DAM).

If you are currently weighing this question, it’s worth a read.

Additionally, we’ve put together some resources to help companies evaluate if a DAM solution is right for them, how to measure ROI, and overall best practices. You can find all these tools in our DAM Toolkit.



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extensis-portfolio-2016-portfolio-packagingA major feature introduced with Portfolio 2016 was the addition of the Vault Catalog type (check out our :60 video demo at the end of this post). Previous to the introduction of the Vault, assets lived within the server’s directory structure. Organizing assets into folders using the operating system’s file structure has some conveniences. For example, you can just grab a file and throw it on a flash drive right from the desktop of the server. However, you can just as easily grab a whole folder of assets and trash them too. Scary thought!

Organizing assets in this manner exposes your organization unnecessarily and creates the opportunity for a major disaster. Of course, you could always recover from a previous back-up (you are diligent about keeping back-ups, right?), but that is a lot of extra effort. Why put yourself through that? You’ve painstakingly curated your collection of assets and they have real value so take every precaution to make sure they are safe and secure.

In addition to having best practices in place to limit access to the server and keeping on top of back-ups, use Vault catalogs to add an extra layer of protection for your digital asset management system.

Below are the Top 5 Benefits you’ll gain by using a Vault catalog to store your digital assets.

If you’re interested in giving Portfolio 2016 a closer look, we’ve got a 45-Day Free Trial so you can give it a test run.

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Trends and observations from the Retail Business Technology Expo

Digital Retail

Last week I joined colleagues from our Northhampton office at the massive Retail Business Technology Expo (RBTE) in London to get an up-close-and-personal look at the future of global retail. The event was held at the Olympia London Conference Center, a stunning venue which was perfectly suited for showcasing the latest innovations and technology solutions. This included our latest Digital Asset Management (DAM) system, Portfolio 2016.

If you don’t know much about digital asset management, our DAM Best Practices Guide is a perfect place to start.

The RBTE partnered with the Retail Design Expo and Retail Digital Signage Expo to create a sensory overload of color, texture, motion, dimension, and gorgeous typography—paradise for any creative professional! A few of my favorite booths are included below.

I attended a multitude of sessions to see what industry experts were saying about the future of digital retail. These are my key takeaways:

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logo_dx3_bannerI spent last week in wonderfully chilly Toronto, Canada for the the annual DX3 conference.

As it happens I landed on the evening when the only snowstorm of significance this year was heading in (20-30 cm expected). Of course, this was nothing to the brave folks of Toronto who just pop up their fur lined hood and walk headfirst into the driving snow.

Toronto is a cosmopolitain, multicultural city, and wonderful place to meet people from all over the world. It’s easy to hear a multitude of languages just walking a couple of blocks downtown. Man how I love this city!

I was here to share what’s new in Extensis technology with the fine digital marketers, advertisers and publishers of the great, cold North. I found everyone very welcoming and excited to learn more about Digital Asset Management and Font Management.

As marketers, we regularly create a ton of content that helps inform potential customers about what we create. We do so at Extensis, creating flyers, emails, logos, web ads, and more. Having so many files to manage, even with a file folder structure on the network, things can get more than a bit squirrelly. We use our own product, Extensis Portfolio 2016 to manage all of these “digital assets.” As I shared my experiences, it seemed to me that many of you also have these type of messy file problems. Take Portfolio for a spin and see if it’s right for you.

As I travel quite a bit for my job, I’m always happy to search for new locations and fare to share. I typically use Yelp to do so, and found two great places this time. The Shore Club and Miku were standouts of this trip. I highly recommend them both!

TeaBOTMy favorite thing at the trade show floor was right around the corner from where I was sitting. Built by people whose passion runs in the direction of both beverages and robots, I bring you the teaBOT. I recommend getting one for your team if you have the space.

Oh, and one final note. The “man bun” is still not considered passé here yet. In such a fashion-forward town like Toronto, I would have expected to see the next “big thing.” There were plenty of beards, of course. Both the carefully manicured “hipster” beards, but also the “I’ve been in the woods for a month, what of it?” beards. I like that. Keep that up Canada. Good on ya!

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Creative-Office-DeskFor many designers, photographers, video editors, and other creative professionals, keeping track of versions can be the bane of your existence. From creative directors to clients to anyone passing by your desk, everyone has an opinion and wants you to tweak this or that. And how many times do they ask you to revert back to what you originally had? More often than you’d care to count I’m sure.

Truth be told, I’ve been on the requesting side of the equation far more often than the designer side. I’m guilty of saying things like, “Make it punch” or “This needs to pop” or “It needs to be more whimsical”. As a marketer, I think in terms of the emotion I want to convey or how I want people to react to something. Consequently, it’s easy to fall into the trap of using those same feelings I want to elicit when giving creative direction. When giving these sorts of subjective edits, it’s no wonder artists frequently have to roll back to a previous version. They are just stabbing in the dark.

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DAM ROIUnless you’re the business owner, chances are you have to put together a well thought out proposal justifying why you want to invest in a digital asset management system
(DAM). Sure, you’ve identified pain points with your current process, included a distilled set of core benefits the new solution will provide, and maybe even proposed a plan to get the solution up and running, but what about the financial impact?

Smart business owners and other key decision makers will likely require some analysis of the costs to justify any significant capital investment. You aren’t going to convince your boss by telling her that DAM is going to make your job easy or that DAM will keep you from misplacing digital assets. Your boss is interested in keeping the doors open, the lights on and the company profitable. At the end of the day, the investment needs to have some positive impact to the bottom line.

If you’re going to convince your boss, you need to think like your boss…I know, scary right?

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