We believe the best digital asset management software should provide power and flexibility. CORTEX | DAM is versatile enough to serve any user — from novice to veteran library scientist — in any industry, and is simple to use without training, yet it is a rabbit hole of power.


Rapid Upload


  • 1Gb/s connection to the Internet Backbone
    • OL servers have a 1Gb/s connection to the Internet Backbone, allowing for fast and consistent upload speed
  • No limit for Cortex on file size that can be uploaded (i.e. 50GB, 100GB or larger)
    • The available server storage space is the only limiting factor.
  • No limit on storage capacity
    • There is no limitation on how much storage Cortex can connect to. If storage is added on the server side, Cortex will utilize it.


  • Detect duplicate files (using checksum and/or visual recognition)
  • Generate checksums for files upon ingest (md5 and SHA-1 algorithms). Validate checksums upon ingest if submitted with assets.


  • Track status of ingest (e.g. precentage complete and status bar)
  • Email user a full repot on ingest results


  • Images
    • Support for all common image formats, including gif, bmp, jpg, tiff, png, raw, dng, svg
  • Videos
    • Support all common video formats, including swf, flv, avi, wmv, mp4, mov.
  • Graphics
    • Support all common graphic formats, including ai, indd, psd, eps, Adobe Creative Suite, Sketch
  • Audio files
    • Support all common audio formats, including wav, aif, mp3, mp4, aac, wma
  • Documents / Printed content
    • Support printed content, including pdf, doc/x, xls/x, ppt/x, rft
  • HD files / Project files
    • Support HD files and project files such as Adobe Premier, Final Cut
  • Other file formats
    • Support other file formats such as .zip files


  • Metadata fields can be enforced upon ingest
  • Automatically extract and display technical metadata and file characterization/technical attribute such as encoding formats (audio/video), bitrate, color space, etc.
  • Automatically extract and display IPTC, EXIF and XMP metadata embedded in image files
  • Full control on metadata mapping to IPTC
  • Batch ingest metadata from external sources
  • Import metadata separately from assets (e.g. if you have a spreadsheet with all metadata), and let the DAM automatically reconcile with the assets
  • Batch ingest metadata
  • Configure multiple ingest workflows e.g. checks for required metadata, user approval, etc. Automatically route assets through the required workflows at the time of ingest.

Secure your assets


  • Automatically enforce user permissions
  • Provide audit logs, including User ID, of all access to the application
  • Provide management access to specific folders/collections to partner organizations/contributors/country offices.
  • Authenticate with SSO, Active Directory, LDAP, assigning to the user the role/profile declared by the Identity Provider
  • Users are automatically disabled/deleted in the DAM when their LDAP account is disabled/deleted
  • Administrators can remove or block users instantly
  • Users are notified when denied access with the reason for denial


  • Create unlimited groups/roles with specific, granular permissions for each group
    • Example permissions: View permission (with a given link), Find (using search), Upload, Download (specify resolution), Edit, Delete, etc.
  • Assign users to one or multiple groups so they cumulate the permissions for each group
  • Configure access permissions
    • Based on users/groups and assets/containers (e.g. users can have additional or revoked permissions on selected assets/containers).
    • Lock access by asset, container, user, or user group.
  • Refine permissions for individual users
  • Access permissions can have a start and end date
    • So you can quickly grant a user temporary access for a specified time period (access is automatically revoked once the time period has expired).
  • Configure distributed administration model
    • For example: local administrators manage their office's contents.
  • Edit user profiles, including staff, clients, photo-videographers with current contact details
  • No limit to the number of Administrative Users.
  • No limit to the total number of users in the system.


  • Display rights clearance contact information for copyright restricted assets
  • Display descriptions of use permissions in asset record
  • Configure use permissions based on start and end dates of approval or restriction
  • Restrict availability of assets that do not have the required metadata fields
  • Restrict assets in multiple ways:
    • 1. Restrict the display or search of assets for users, groups of users, or all users
    • 2. Restrict the download of assets or users, groups of users, or all users
  • Authorize access (e.g. view and/or download etc.) to assets for a selected period of time
  • Assign permissions on assets individually or in bulk
  • Email advance expiration notice to Administrators and to users who have downloaded these assets in the past. Report on asset expiration
  • Request acceptance of Terms of Use prior download
  • Automatically restrict availability on assets when rights are expired
  • Manage multiple digital rights management workflows

Store for ever


  • Perform periodic error checks on files and report on error checks and outcomes
  • Multiple safety controls for deletion or removal of assets from the system
  • Super Admin can restore "deleted" assets
  • Hierarchical storage management - route files to appropriate storage location, e.g. automatically move assets to Cold Storage when their archive date is reached or when terms of use expire
  • Archived assets remain searchable and thumbnails remain in the DAM for display. Users can request archived assets.


  • Unlimited number of customizable metadata fields for assets and containers (text fields, dates, checkboxes, controlled values, etc.)
  • Multiple metadata sets can be defined for different asset/container types
  • Administrators can pre­define field values
  • Import taxonomies/thesaurus from external sources
  • Customizable controlled vocabulary
    • Manage your thesaurus through the UI : create new terms (including usage instructions/scope notes, etc.), hierarchical relationships between terms, preferred/non-preferred terms (synonyms), etc.
  • Multilingual controlled vocabularies
  • Share some thesaurus with all users, restrict others to specific users or roles/groups
  • Real-time updates to taxonomy/controlled vocabulary through the UI
  • Automatically update asset metadata following updates to a vocabulary term

Transform from anything to anything


  • Generate proxies on ingest (for viewing/playback and download)
  • Segment audiovisual assets (using in and out points)
  • Create virtual segments (through pointers to the original file)
  • Crop images in the context of a specific display (e.g. album cover) without affecting the original asset
  • Change the representative image/image placeholder for videos:
    • 1. Selecting a frame from the video
    • 2. Selecting an existing image asset in the DAM
    • 3. Uploading a new representative image
  • Create video Story boards
  • Bulk automated file transformation/transcoding (e.g. resize, file conversion etc)


  • Preset transcode formats are suggested to users on download.
    • Examples for images: social media, web quality, print/press quality, original file, etc.
    • Examples for videos: web low, streaming format, original file, etc.
  • Custom Transcode Specifications for Images
    • Users can specify custom transcode specifications on download. For example, Format: jpg, tif, bmp, png, jp2, etc. ; Quality ; Colorspace (sRGB, Adobe RGB (1998), Apple RGB, DonRGB etc.) ; Resolution (dpi) ; Dimensions width/height (px)
  • Custom Transcode Specifications for Videos
    • On-the-fly conversion of video files to user requirements. For example: Container (MP4, MOV, AVI, FLV etc.) ; Video Codec ; Video Bitrate , Resolution ; Audio Codec and Audio Bitrate.
  • Download multiple sizes/formats of assets in a batch
  • Authorized users can prioritize system processes in a queue, e.g. high priority request for transcode/download manually moved before a large import job or export process
  • Display download queue and status of download process (status bar/percentage complete) in user dashboard
  • Download and transcode multiple assets at once. Download starts immediately.
  • Embed IPTC metadata into files upon download
  • Metadata fields such as credit, permission, title are associated with assets when distributed to 3rd parties
  • Download metadata via text files. Bulk download metadata for a selection of images.

Enrich  your assets


  • Powerful interface for batch editing metadata (individual or multiple fields) and keywords on selected assets
  • Efficient cataloging/tagging with existing vocabulary terms (e.g. autocomplete)
  • Generate time-based annotations through the ingest of time-stamped text files (e.g. closed caption files, transcript)
  • Manual time-based annotations through user-defined in/out points
  • No limit on the custom metadata fields and custom asset types you can create
  • Attach business rules to metadata, e.g. controlled entry of dates, values in authority list, etc.
  • Save time and ensure consistency through inheritance of selected metadata from hierarchical relationships (e.g. parent folder to child)
  • Provide key metadata in multiple languages (including Asian languages)
  • 3rd party agencies can upload final video content and enter required metadata
  • Tag content with your choice of metadata such as: creation date, author/owner, credit, keywords, rights, etc.


  • Track and display assets use and download history
  • Track and display assets revision history
  • Track who assets were sent to, when (date/time) and why (purpose/usage)
  • Record past approvals of assets, including date/time and who approved
  • Log all system processes at the asset level (ingest, versioning, checksum validation, etc.)
  • Extensive suite of reports based on vast choice of criteria and exportable in XML, CSV and HTML formats.
  • Produce customizable reports on popular search terms/queries ; upload ; download ; usage ; assets by photographer/cameraman/contributor, etc.
  • Record workflow processes, outcomes, associated users, and internal correspondence available

Link and Relate assets together


  • Automated and manual creation of relationships between assets, e.g. parent/child, versions, derivative assets
  • Group assets into multiple types of containers (folders, virtual folders - for curated or repurposed content, lightboxes).
  • Create empty containers if you want.
  • Create sub-containers within containers (unlimited number of levels in the hierarchy)
  • Create as many containers as you want, each with unique ID and metadata. Assets can belong to an unlimited number of containers.
  • Relate contracts, correspondence, transcripts, notes, and other relevant documentation to assets
  • Associate and display hierarchical (parent/child, sibling, and derivative) and non-hierarchical relationships between assets. See all containers an asset belongs to.
  • Create audio/video playlists
  • Display assets and events on a timeline/calendar


  • Maintain all versions of assets and track all version history including time/date of version and upload user


  • Each piece of information in the DAM has unique ID code (asset, container, user record, keyword, photographer record, etc.) to guarantee the integrity of the system

Collaborate inhouse and externally


  • Users can comment on assets, annotate assets, and be notified on new comments on assets they are assigned to
  • Collaborate on shared projects/containers/lightboxes with specific users
  • Users can comment/review/approve assets and projects simultaneously (no check in/check out requirements)
  • Establish "ownership" of assets
  • Dedicated interface for users to review assets for accuracy before approval (i.e. credits, date, time, place)
  • Publish content in real­-time
  • 3rd party agencies can upload rough video cuts for multiple users to review
  • See log of communications relating to assets and projects
  • Users can send comments or questions to the asset owner
  • Display project production and approval status to users
  • Allow 3rd party users to approve or reject assets for use
  • Search based on approval status

Workflows for maximum efficiency


  • Automatically alert users when assets or projects are assigned to them for approval or receive approval
  • Automatically alert users on changes to folders they are watching (e.g. new assets are uploaded, assets are altered, approval tasks are assigned, etc.)
  • Automatically alert users when assets are flagged with incomplete required metadata or need review
  • Notifications through email and user dashboard in DAM
  • Configure workflows, including assignment of tasks to specific users, status, and conditions
    • Example status: To do / Done ; To be decided / Approved / Rejected ; etc.
    • Example conditions: the Title field is empty ; the color profile of the image is different than Adobe RGB (1998) ; the video bitrate is below 240 kbit/s, etc.
  • Configure alerts based on specific users, and frequency of reminders when tasks remain pending.
  • Automatically re-route workflows depending on user availability and response
  • Customize distribution workflows based on specific tag in the asset and on required approval process milestones
  • Users can create, edit, and assign workflows on assets they own or on which they have appropriate permissions
  • Schedule the publication of assets with publication date

Find instantly


  • Quick search with autocomplete based on existing vocabulary terms
  • Search on all IPTC Core fields of the metadata
  • Advanced Search
    • Users can search the DAM on criteria such as: file name, date (created and/or last modified), topic, category, author name, project name, rights duration, usage rights, i.e. print, web, mobile, etc., territory/country, campaign name, asset attributes, keywords, people, country, etc.
  • Search for audiovisual segments based on specific time tags and annotations
  • Users can save their preferred searches
  • Index and return search results based on preferred and non-preferred vocabulary terms (synonyms, stems)


  • Customizable DAM homepage
    • Easy-to-manage, customizable homepage to promote content (e.g. Latest upload, Most popular, Editor’s pick etc.), or to present content based on user location or login (e.g. country-specific homepage, content-specific homepage, etc.)
  • Public-facing, intuitive, web interface for 3rd party/public users to search for, and retrieve approved assets
  • Branded interface with your preferred design, corporate colors, logo, etc.
  • Users can choose their preferred language and search in multiple languages (including Asian characters)
  • You can have multiple sites with different URLs (e.g. based on country/language, based on type of content, etc.) - all your sites' content is driven by a single, central, DAM system
  • Include pages, forms and widgets - e.g. About, Contact, Help, Feedback form, Live Chat, Subscribe to Newsletter, etc.
  • Customizable user self-registration forms


  • Search and refine search results by asset type, e.g. Images, Videos, Folders, etc.
  • Faceted search and browsing/navigation of assets. Facets/filters are configured by the Administrator.
  • See the number of results returned in a search and the number of results associated with each facet in the current search.
  • Select/Deselect multiple facets to narrow search results dynamically (no need to make a new search)
  • Multiple display modes for search results: small, medium, or large thumbnails, with or without metadata, list view, text only search results - for low bandwidth countries, etc.
  • Change the sorting of results by relevance, date (create or edit date), alphabetical, etc.
  • Change the number of results displayed per page in the interface (e.g. 30, 60 or 120 assets per page)
  • Enlarge image thumbnail on mouse over


  • Give related results based on fuzzy search of similar terms
  • Give related results based on conceptually similar assets (based on algorithm across metadata)
  • Give related results based on similar color tones
  • Navigate assets by keywords
  • Navigate assets by photographer
  • Navigate assets through folders and virtual folders they belong to ("see more")
  • Browse assets by Categories / by Year, etc.

Preview & Request


  • Play audiovisual assets in a popup frame, directly from the browsing and search results interface
  • Storyboarding preview for video (timecodes with corresponding thumbnail images)
  • Audio scrubbing / Video fast forward
  • Asset preview specific to asset type - includes larger preview, metadata relevant to asset type, etc.
  • Advanced viewing tools: zoom in images, rotate, comparison, tooltips
  • View paginated assets within the application (e.g. multi-pages PDF)
  • Automated watermarked assets preview for non-authorized users
  • View assets in the context of a project or campaign
  • Show asset usage / statistic


  • "Bookmark" assets by adding them to lightboxes. Create as many lightboxes as you want.
  • Users can favorite or rate assets
  • Email or share lightbox with other users
  • Share comments on a lightbox


  • Users can request download authorization from the system
  • Users can request access to restricted assets
  • Alert specified users immediately of any request, and provide monthly reports on request based on user name, date of request, assets requested, and declared usage
  • Users can specify image parameters (e.g., print size, border, matte/glossy) when requesting a print job
  • Users can provide separate Bill To and Ship To (delivery information) addresses for physical prints requested
  • Requests can be sent to multiple users simultaneously (e.g. Administrators, Legal, etc.) for review and approval
  • Exclusive usage: files can be “checked out” when authorized for a specific usage, and no longer available for download until the usage project has ended


  • User can drag and drop assets into email
  • Users can personalize their profile and preferences (display options, download format, favorites)
  • User can print multiple assets with metadata as a Contact Sheet (PDF, JPG or PNG format)
  • Users have their own dashboard

Share in a controlled manner


  • Export module: export all system tables including assets and metadata (with hierarchical relationships), contacts, etc.
  • Export all thesaurus/vocabularies, preserving hierarchy and term relationships
  • Consume APIs to query databases of other applications and acquire content automatically.
  • Native APIs to push or pull assets and metadata to and from DAM and other systems in your environment
  • Enable external applications to write to the DAM database in order to create containers and write metadata
  • Resolve and display identifiers from integrated external systems
  • Integrate with Adobe products (e.g. Adobe Creative Cloud Suite, Bridge, Photoshop, InDesign, Adobe Premiere Pro)
  • Integrate with Google Analytics
    • Integrate with Google Analytics for metrics such as number of views, average unique viewers, referrals, social traffic, demographics/location, device viewed from, OS/browser, etc.
  • Integrate with CRM: Salesforce CRM, Sugar CRM
  • Integrate with Sharepoint 2013/SharePoint Online
  • Integrate with Accounting Systems: SAP


  • Email single asset or container with multiple assets
  • Share assets or containers with external users through secure, fixed-term (expirable) links. Share as read-only or provide download options in selected download formats.
  • Specify preview or download permissions of assets sent to external users
  • Provide direct links to streaming video for preview by external users
  • Permalinks (persistent URLs to all assets)
  • Secure links can be revoked at any time
  • Publish assets and metadata to YouTube, Twitter, Facebook, Brightcove, etc.
  • Preset formats for distribution to specific web platforms (e.g. specific file format, size, resolution, watermark)
    • For example: Watermarked assets for distribution to social media
  • Auto-generated embed code for images and videos with player
    • For embedding assets in other websites, such as corporate website or blogs.
  • Create and share newsletters/information bulletins to promote new assets / curated content

Universal Access


  • Remote, global access to the DAM system. All users and offices worldwide can collaborate on the system.
  • One central DAM system - no need for duplicates or local versions
  • Internet / web based browser solution
  • No downtime: in case of problem with the primary server, immediate and transparent switch to the live backup server (Disaster Recovery architecture)


  • Compatible with all mainstream browsers: Internet Explorer, Firefox, Chrome, Safari
  • Mac and PC compatible


  • Compatible with mobile and tablets - Responsive interface / mobile-friendly searching, browsing, uploading, approving assets / mobile asset integration, i.e. streaming for mobile play