Migration FAQ

Primarily the structured metadata, in combination with API functionalities for integration to PIM, CMS, or any other application. The content platform is cloud-based only, which makes the delivery of new features and support much faster.

Key functionalities in the last releases were:

• Dynamic view for related assets (show related assets based on searches)
• Dashboard for user guidance
• Media Editor for image optimization (crop, resize, convert on the go or based on conversion presets)
• Create Embeds based on Business Rules (Workflows, e.g., if an asset is approved, create an embed link and show this link in the metadata so users can copy and use it)
• Commenting to inform users, and give your opinion on the latest press release, or request updates

Please see all updates and new features in the latest release notes.

As soon as you contact us about the migration, a project lead and migration time frame will get assigned to you. The project lead will then contact you to schedule a kick-off meeting to clarify the first questions and next steps. The migration will then take place within six weeks. Please note that it will be a parallel migration, so you will be able to use the Picturepark (v8) system during the migration process for the most part.

There will be no immediate license changes after the migration, but the license model will get migrated to the new one in the future. For further information about the license costs, please look at the subscription plan or contact sales@picturepark.com for detailed information.

The project lead/customer is responsible for providing input regarding the data model and permissions. All restructuring of the data structure is done on best effort and our best practices.

Additional user acceptance testing on your behalf is recommended.

It is possible to upgrade your license or buy an extra services package to implement more automation or new features.

In the free migration, we do not implement any integration, new features, or automation that are not based on our reference model. We do support filename parsing and metadata extraction/update, and permission assignment on assets when uploading. Any other automation is out of scope in the migration project.

Please check the release notes to see our newest features and optimizations, and contact sales@picturepark.com if you are interested or need further information.

All your digital assets will be migrated together with their metadata from Picturepark. Depending on the migration package and the new solution scope, some fields will change and you might consider no longer using certain existing metadata, and instead capture new metadata.

Aside from the file content and metadata, users will be migrated too – see here for more details. The way in which language, historic and other versions become managed will change – see here for more details.

Categories and classes, along with their hierarchical tree structure, are replaced by lists and facets/filters in the Content Browser. This requires a remodelling of your category structure which is covered in every migration package. Metadata will be retained as it pertains to field types, values and assignments to content items (formerly known as “digital asset”).

Some locale support (e.g. specific formatting options for digits or dates) will change as per the Content Platform documentation.

When migrating, we will create a migration layer in the Picturepark Content Platform which contains all relevant information about the content as it was tagged and used in Picturepark DAM. Additionally, we’ll retain a backup copy of your Picturepark DAM database for at least six weeks and in held in compliance with data retention times defined in our Picturepark Cloud agreements.

This ensures no data will be still accessible within CP and not lost.

IPTC/EXIF of any originals, dating from the moment of first import will not be retained. This also applies if the original was later updated or replaced.

As the Content Platform is built API-first, there are more opportunities for integrations and automation. Therefore, most DAM integrations are also supported in the Content Platform. If you want to check if your current integration is also supported in the Content Platform, please get in touch with support@picturepark.com.

The migration of language versions, historical versions, and other versions is supported but is only included in a paid (custom) migration and not a free migration. However, it is possible to buy an additional services package to migrate the versions. The Content Platform also offers an automatic historic versioning system that can be activated on your instance and used for future versioning. To check if this feature can be activated on your instance, please look at the subscription plan or contact sales@picturepark.com.

User roles and users will be migrated but are subject to changes of the permission model which includes, among others:

• Field permissions are no longer supported but fields that contain sensitive content can be permitted indirectly via layer permissions, if required.
• Right templates of PP8 will change in the Content Platform with new extended capabilities provided by via Permission sets. This requires a slight or thorough remodelling of your permission structure, which is covered in every migration package.
• User group permissions will become Role permissions and will be retained with the following exception: Category or Class right permissions will no longer be supported.
• Permissions of user groups onto other user groups (agency or tenant models) are no longer supported. Personal user data will be visible to other users via its ownership of items or other entities. Users who can manage users will be able to manage all users.

You will be interviewed about your use of these features during the migration process.

Share and embed links, including their access statistics, will not be migrated onto the Content Platform by default but will continue to be accessible from the old Picturepark (v8) system if they are in an “open” state and have not yet expired and/or have been accessed during the last 30 days.

If a share migration and URL redirection is needed, we can implement that. Please note that this is not a standard service and is only included in a paid migration or an additional service package.

All users will be migrated to the Content Platform with the following limitations:

• Users who have been deleted will be excluded from the import.
• Custom user metadata fields and values will not be migrated.

When migrating, we will create an export of all user metadata and user activity statistics within the system (CSV).

Orders will no longer be supported as a feature. When migrating, we will create an export of all order metadata (in the form of a CSV).

Migrations will be tested only as many times as indicated for your selected migration package. The migration plan also requires you to respond and the migration to be completed within certain time frame. If no response is received in time, we will act based on our best assumptions and complete the migration, as per the agreed time frame.

Once agreed on the the setup and you have migrated onto the Content Platform, we will not restore a previous PP8 instance. Exceptions from this are include select custom migration offerings, which come with such options included, or in the case that something went wrong due to an error at our end.

Some of your data will be retained in a migration layer assigned to items but accessible by administrators only (not indexed). Among others, this layer includes data such as:

• AssetId (number).
• Responsible person (text).
• CreatedDate (datetime).
• CreatedUser (text).
• LastModifiedDate (datetime).
• LastModifiedUser (text).
• CustomDerivativeIds (text).
• Version information (text: version type: description/version number, list of AssetIds of versions).
• Number of views (number).
• Number of downloads (number).

We recommend that you keep this layer for at least three months after migration but it can also be removed by you at any time, if required, with all data consequently deleted.

Your old data stored in the PP8 system will usually be deleted 30 days after migration. After 90 days, all previous PP8 data will be irrevocably deleted. Some select PP8 data might be retained on backups, per our Picturepark Cloud agreements, and for continuing to provide you with some services; such as sharing files during a grace period after migration.