A comprehensive list of terms and definitions used throughout the Data Dwell platform.
Account Record
A record that stores details about client or internal accounts, including user preferences and activity history. Supports tracking of asset distribution and engagement.
Access Control
The management of permissions that determine which users can view, edit, or perform actions on assets and folders.
Access Rights
Specific permissions granted to users or user groups that define what actions they can perform on assets, folders, and other records.
Activity
A component that displays interactions and actions involving records, particularly tracking user engagement with portals and assets.
Asset
A digital file stored in the platform's Library, such as an image, video, document, or audio file. Assets are enhanced with metadata and access controls.
Asset Details
A dedicated page that displays comprehensive information about an asset, including metadata, versions, subassets, comments, and associations.
Asset Record
The structured record representing a digital file in the platform. Contains metadata, permissions, and tracking information.
Asset Type
A classification that categorizes assets based on their file type or purpose, such as image, video, or document.
Asset View
The main workspace for browsing, sorting, and managing digital assets in the Library. Displays assets in Grid, List, or Map format with controls for sorting and filtering. Also known as Workspace View.
Audit
Information that indicates when records were created and last modified, providing accountability and tracking.
Bulk Actions
Actions performed on multiple assets or records simultaneously, such as batch downloading, editing, or deleting.
Comments
A component that allows users to add internal notes or discussions related to a record, such as an asset or contact.
Component
A functional element within a record or interface, such as Versions, Subassets, Comments, or Activity sections.
Contact Record
A record representing a specific individual associated with an Account, such as a customer, prospect, or partner. Can be linked to platform users.
Copyright Record
A record that tracks copyright ownership information, which can be assigned to an Account.
CRUD
Create, Read, Update, Delete. The basic operations users can perform on records and assets based on their permissions.
Custom Metadata
User-defined metadata fields tailored to an organization's specific needs, such as tags, usage rights, or custom categories.
DAM (Digital Asset Management)
A system for organizing, storing, and retrieving digital assets efficiently. Data Dwell provides DAM functionality.
Details Page
See Asset Details.
Digital Asset
Any digital file stored and managed within the platform, including images, videos, documents, and other media types.
Digital Record
The structured information type that forms the foundation of the platform, including Assets, Accounts, Contacts, Portals, and Dwellings.
Digital Sales Room
A solution enabled by the platform that uses Portals and asset distribution to support sales workflows.
Distribution
The process of sharing and delivering digital assets to internal teams or external audiences through Dwellings, Portals, Showcases, or Public Links.
Document
A type of digital asset. Common document formats include PDF, DOCX, PPTX, XLSX, and TXT files. See Asset and Supported File Formats.
Download
The action of saving a file from the platform to your local device. Also referred to as: save, export, retrieve, get file. Assets can be downloaded individually, in bulk, or in converted formats.
Drag-and-Drop
A method of uploading assets by dragging files directly into the platform interface.
Drop Zone
A designated area in the interface where users can drag and drop files to upload them to the platform.
Dwelling
An internal collection of assets grouped around specific purposes such as campaigns, projects, or products. Can be public or private.
Dwelling Record
The structured record representing a Dwelling, including its assets, settings, and associations.
Engagement
The tracking of user interactions with assets, portals, and other shared content, providing visibility into how content is used.
EXIF (Exchangeable Image File Format)
Embedded metadata in image files containing technical information such as camera settings, date, and location.
Extension
The file type identifier of an asset, such as .jpg, .pdf, or .mp4.
File
See Asset. In Data Dwell, uploaded files (images, documents, videos, audio, etc.) are referred to as assets. An asset is any digital file stored and managed in the platform's Library.
Folder
A container used to organize and structure digital assets within the Library. Folders can be nested to create hierarchies.
Folder Record
The structured record representing a folder, including its settings, permissions, and contained assets.
Geo Tags
Location-based metadata attached to assets that can be displayed in Map View.
Governance Metadata
Metadata that controls who can access assets and under what conditions.
Grid View
A display format showing assets as thumbnail cards in a grid layout. Users can adjust thumbnail size and sort assets using dropdown controls.
Hierarchy
The nested structure of folders and subfolders used to organize assets in the Library.
History
A component that logs changes and updates made to a record over time.
Image
A type of digital asset. Common image formats include JPEG, PNG, GIF, TIFF, PSD, and RAW files. See Asset and Supported File Formats.
IPTC (International Press Telecommunications Council)
A metadata standard embedded in files, often used for captions, keywords, and copyright information.
Keywords
Descriptive terms added to asset metadata to improve searchability and organization.
Library
The central repository where all digital assets are stored, organized, and accessed within the platform.
List View
A display format showing assets in rows with detailed information in columns. Users can click column headers to sort and drag columns to reorder them.
Map View
A display format that shows assets on a geographic map based on their location metadata (geo tags). Only assets with GPS data appear in Map View.
Media
A general term for digital content including images, videos, audio files, and documents. In Data Dwell, all media files are managed as assets. See Asset.
Metadata
Information that describes an asset, such as file name, keywords, descriptions, categories, and technical details. Essential for organization and searchability.
Metadata Profile
A configuration that defines which metadata fields and components are visible on an asset. Determines mandatory fields and structure.
Metafield
A custom field that captures specific metadata information using defined field types such as text, dropdown, or date.
Node
A specific location or level within the folder hierarchy where assets or folders reside.
Operational Metadata
Data related to how assets are used within workflows or systems.
Owner
A platform user assigned responsibility for a record, such as an Account, Contact, or Portal.
Parent Asset
The main asset to which subassets are linked or attached.
Permission Sets
Collections of access rights assigned to user groups that define what actions users can perform.
Permissions
Rules that control what actions users can perform on assets, folders, and records based on their role and group.
Photo
See Image. Photos uploaded to the platform are managed as assets in the Library.
Portal
A configurable container for sharing and distributing digital assets externally with clients, partners, or prospects.
Portal Record
The structured record representing a Portal, including its content, access settings, and engagement tracking.
Preview
The ability to view an asset's content without downloading the file.
Primary File
The current active version of an asset. Previous versions remain stored but are not the primary file.
Private
A visibility setting for Dwellings that restricts access to the creator and invited users only.
Profile
See Metadata Profile.
Public
A visibility setting for Dwellings that makes them available to all users with appropriate access permissions.
Public Link
A simple sharing method that provides fast, direct access to individual assets externally without requiring user identification.
Quick Upload Module
A feature that provides streamlined access to upload assets quickly.
Record
A structured data entry in the platform, such as an Asset, Account, Contact, Portal, or Dwelling.
Related Pages
Links to additional support articles or documentation relevant to the current topic.
Share
The action of distributing or providing access to assets through Portals, Dwellings, Showcases, or Public Links.
Showcase
A curated visual presentation of digital assets, such as image galleries. Used for high-visibility sharing and external presentation.
Showcase Record
The structured record representing a Showcase, including its displayed assets and presentation settings.
Sort By
A control in the Asset View that determines how assets are ordered. Options include sorting by name, extension, type, created date, or modified date.
Subasset
A related or supporting file linked to a parent asset, such as source files, alternate formats, or supplementary materials.
Subasset Component
The interface element within Asset Details where subassets can be viewed, uploaded, and managed.
Subfolder
A folder nested within another folder, creating a deeper level in the folder hierarchy.
System Metadata
Automatically generated metadata attributes such as file size, creation date, and modification date.
Tags
Keywords or labels added to assets to improve categorization and searchability.
Taxonomy
A structured classification system used to organize and categorize metadata and assets.
Tracking
The monitoring of user interactions and engagement with assets, portals, and distributed content.
Upload
The action of adding files to the platform's Library, either individually, in batches, or as folders.
Usage Tracking
The monitoring of how and when assets are used, providing insights into asset performance and user engagement.
User
An individual with access to the platform, associated with specific permissions and user groups.
User Group
A collection of users with shared permissions and access rights, used to manage access control efficiently.
User Record
The structured record representing a platform user, including their access settings and associations.
Version
A saved iteration of an asset file. The platform maintains a complete history of all uploaded versions.
Version Component
The interface element within Asset Details where asset versions can be viewed, uploaded, and managed.
Version Control
The management of different versions of an asset, ensuring users can access current files while maintaining historical records.
Version Management
The system that allows uploading updated files while preserving previous versions for tracking and rollback purposes.
Video
A type of digital asset. Common video formats include MP4, MOV, AVI, MKV, and WEBM. See Asset and Supported File Formats.
Workspace View
See Asset View. An alternative term for the main area where assets are displayed and managed in the Library.
XMP (Extensible Metadata Platform)
A standard format for embedding metadata in files, supported for extraction during asset upload.
Still have questions? Contact us at Data Dwell Support - we're happy to help.