Pre-teach
guide
Everything you need to walk into the room tomorrow knowing the platform better than anyone in it. Read once. Skim before each block.
- For
- Day 2 — Tuesday, 28 April 2026
- Audience
- You only. Not for the room.
- Source
- museDAM Help Center
+ Day 1 transcripts (AM & PM)
Create a smart folder
5 steps. Admin-only. Effects are immediate — no save delay.
Open the creation dialog
Left navigation panel → find Smart Folders section → click the + icon.
If you don't see Smart Folders in the left nav, the module isn't enabled for the workspace yet — confirm with Tezign before proceeding.
Name + parent folder
Enter a name in the field at the top of the New Smart Folder dialog. Then select a parent folder — this defines the scope of assets the smart folder will search within.
Naming convention I'll use: Bracket the dimensions — e.g. [Approval] LINE Banners — Awaiting Review or [Auto-route] Website Renders 2026.
Add filter conditions
For each rule: pick a field → pick an operator (contains, equals, etc.) → enter a value. Add as many condition rows as needed.
Choose the logic
Between conditions, toggle All (intersection / AND) or Any (union / OR). You can also add multiple condition groups, each with its own All/Any logic.
Two-level nesting: rules inside groups + groups inside the folder. Use this when "X AND (Y OR Z)" matters.
Save
Click Save. The folder appears in the left navigation and is populated immediately. If it's empty, no asset matched — double-check the rules or upload a test asset.
System Administrators and Content Administrators only. Contributors cannot create / edit / delete / share smart folders. All four KTC admins (Sudchavee, Muanfun, Slin, Chutima) qualify.
Conditions you can set
13 filter fields. Mix-and-match. All / Any logic at the row and group level.
| Field | What it filters on | KTC use case |
|---|---|---|
| Tags | Three-level enterprise taxonomy | Asset Type + Placement + Status — the workhorse |
| Name | Keywords in file name | Find by campaign code or partner name fragment |
| Notes | Keywords in file notes | Find by project name baked into notes |
| URL | Associated link | Brand site or reference page |
| Format | File type | Filter to JPG/PNG/WebP for ingenOPS render input |
| Creation Date | First upload date | "This week's uploads" |
| Modified Date | Last update date | "Recently revised — needs re-approval" |
| Color | Dominant color | Match palette to current campaign visual direction |
| Width / Height | Pixel dimensions | Auto-route by platform (e.g. 1080×1920 → IG Story folder) |
| Rating | Manual 1–5 stars | Surface highest-quality pre-approved hero shots |
| Creator | Uploader | Find everything Sununta uploaded last quarter |
| Owner | Current asset owner | Organize by responsible designer / business unit |
Logic — two layers
- All = AND. All conditions must match.
- Any = OR. At least one condition must match.
- Add multiple condition groups, each with its own All/Any.
- Nested example: (All: Tags = Approved AND Tags = LINE) AND (Any: Format = JPG OR Format = PNG)
Two examples I'll build live
- Approval queue: Tags contains For Approval + Tags contains Campaign Asset
- LINE finals — this month: Tags = Approved + Placement = LINE + Modified Date in last 30 days
How they populate
Real-time. Rule-driven. Membership is a query — not a copy.
Real-time sync
The moment an asset gets a tag or a property that matches the rule, it appears. No batch job. No save delay.
Nothing moves
The asset stays in its original shared folder. Smart folder just references it. One asset can sit in many smart folders at once.
Falls out automatically
Remove the qualifying tag → asset drops from the smart folder instantly. Re-tag it → it comes back. No manual cleanup.
"Visible to All Members" only puts the smart folder label in the left nav for everyone. What each member actually sees inside depends on their collaborator permissions on the underlying shared folders. If they don't have access to the source folder, the asset doesn't show — even if it matches the rule.
Visibility — two ways to set it
Option 1 — Management view
- Click the Smart Folders label in the left nav
- Management interface lists every smart folder + a Visible to All Members toggle per row
- Flip the toggle on the row you want
Option 2 — Right-click
- Right-click the smart folder in left nav
- Click ··· in the context menu
- Toggle Visible to All Members
Bulk add tags
Sidebar bulk-edit panel. Additive only — never destroys existing tags.
Select 2+ assets
The top-right corner shows "X items selected" and the sidebar opens the bulk-edit panel automatically.
Click + Add in the Tags section
Pick tags from your tag library. The picker is grouped (tag groups in the picker, tags inside).
Click Save
Tags written to all selected assets simultaneously. Existing tags stay. Smart folders that match the new tags update in real time.
Bulk tagging only adds the tags you select. It cannot remove tags. To remove a tag from many assets, you have to do it one at a time or via the AI Auto-Tagging review queue.
Other fields you can bulk-edit in the same sidebar
| Field | Behavior | Watch out for |
|---|---|---|
| Notes | Overwrite — replaces any existing notes | Don't bulk-set notes if some assets already have notes you want to keep |
| Source URL | Writes to source field of every selected asset | Useful for batch copyright tracking |
| Folder | + Add to = additional folder, doesn't remove from current | To move assets, use × on the current folder first |
| Tags | Additive — only adds, never removes | (see callout above) |
| Rating | Sets 1–5 stars on all selected | Combines with Rating filter for "best assets" smart folder |
| Rename | Custom template or find-and-replace across selection | Separate workflow — see Batch Rename article |
AI auto-tagging
Different from generic AI Smart Tags — uses your three-level enterprise taxonomy as the matching framework.
This is configured by the admin once. KTC's already shipped with tags created. If Sudchavee asks "can the AI suggest tags?" — yes, here's how. Otherwise keep it as a 5-min mention, not a deep dive.
Path
Left nav → AI Tagging Settings → turn on AI Auto-Tagging Engine master switch.
Two tagging modes
- Direct Apply — AI writes tags straight to assets. Use once you trust accuracy.
- Review Mode — AI suggests, human approves. Recommend KTC start here.
Three recognition modes
- Precise 80–100% confidence — strict, low coverage
- Balanced 70–100% — recommended default
- Broad 60–100% — coverage-first, more false positives
Four matching strategies (combine them all)
- Folder path matching
- Asset name matching
- Asset content (image/text)
- Tag keyword matching
Three trigger options (combine freely)
- Auto real-time — runs on every upload
- Manual — admin kicks off a folder run
- Scheduled — periodic scan for untagged
The engine only fires on new uploads in real-time mode. To tag the assets already in the library, enable Scheduled Tagging or Manual Trigger and run it once over the populated folders.
The order I'll teach
Build the story arc — pain first, mechanism second, hands-on third.
Frame the pain (2 min)
Recap their workflow: design finishes → MarCom Teams ping → marketing email → comments scatter. "Today we kill that handoff."
Show the result before the mechanism (3 min)
Open the workspace, show an empty smart folder labeled [Approval] Awaiting Review. Then upload one asset, tag it For Approval — watch it appear in the smart folder live. Mic-drop moment.
Walk the create flow (10 min)
Now build a second smart folder together — [Approved] LINE Banners — This Month. Multi-condition with Date filter. Show the All/Any logic.
Bulk-tag exercise (10 min)
Select 5–10 sample assets. Bulk-add the tags that satisfy the smart folder rule. Watch them appear in the smart folder. Reinforces the connection between tagging and routing.
Tour visibility settings (5 min)
Toggle Visible to All Members. Show that contributors see the smart folder label but only the assets they have folder permission for. Tie back to yesterday's role discussion.
Suggest the second use case (3 min)
Pose the auto-routing idea — tag by Platform, smart folder per platform, ingenOPS renders land in the right place. Don't build it live unless they ask — keep it as a "we can wire this up Wednesday" promise.
Step 02 is the one. Build the empty smart folder before the team is watching, then upload a tagged asset live. The instant population is the "ohhh" moment that sells the entire feature.
Gotchas & cheat sheet
Things that will trip you or them up. Read once before each block.
Smart folder = empty?
Check All vs Any. Check the parent folder scope. Check the user's collaborator access. Check the tag actually exists on a test asset.
Members can't see the SF
Either "Visible to All Members" is off, or the module isn't enabled for the workspace. Check the toggle first.
Visible — but no assets inside
The member doesn't have collaborator access to the underlying shared folders. Send them to admin to fix folder permissions.
Can't manually add to a SF
By design — it's rule-driven. If they want a manually-curated set, use a regular Shared Folder instead. Make this distinction clear.
Deleting a tag breaks rules
If a smart folder rule references a deleted tag, the rule stops matching. Before deleting any tag, search smart folder rules for it.
Bulk notes overwrites
Bulk tags are additive. Bulk notes are destructive. Don't bulk-set notes if some selected assets have notes worth keeping.
Bulk tag can't remove
You can only bulk-add tags. To remove a tag from many assets, do it one at a time. Don't promise the team a bulk-remove.
AI tags don't self-learn
Rejecting an AI tag in review doesn't improve future runs. To improve accuracy, add keywords to the tag in Tag Management or change recognition mode.
Some users still couldn't log in by end of Day 1. Check the invite list before the session and re-send any missing invitations from the admin panel. Also confirm whitelisting (musedam.ai, withmuse.ai, dipp.ing) hasn't regressed since yesterday.