System Manager
Manage Policies
Import / Export includes Import Policies, Export Policies, Import Data Policies, Export Data Policies, Copy Metadata Policies and Site Map Policies.
- Keep policy names clear enough for users to choose the right option.
- Test policies before applying them to live content or large selections.
- Review policy access so only appropriate users can run high-impact operations.
Maintain Metadata Tools
Metadata configuration includes Metadata Tag Groups, Metadata Tags and Metadata Mappings.
- Check source and destination fields before changing mappings.
- Keep a copy of source files and export outputs when testing changes.
- Review failed records, validation messages and row counts after imports.
Maintain Delivery Configuration
Delivery-related configuration includes File Types, Watermarks, ICC Profiles and Aspect Ratios.
- Check that configured formats match the derivatives and downloads users need.
- Review watermark changes visually before relying on them for delivery.
- Coordinate colour-profile and aspect-ratio changes with teams that prepare media for reuse.
Use Reports and Templates
Use Reports for configured administrative or operational reporting, and Email Templates for configured messages.
- Check output format, date range and filters before running a report.
- Review template wording before enabling messages for live workflows.
- Keep report access limited to users who understand the data being extracted.
Check Before Running Operations
- Test import mappings before applying them to live content.
- Limit export access to users who understand the data being extracted.
- Ask a System Manager before running advanced operational actions on a large or sensitive set.