How to supply metadata

Metadata can be added into files using Adobe Photoshop or Adobe Bridge and we can also accept spreadsheets for importing.

The example spreadsheet below contains six columns, five of which are common metadata fields, which provide a good basis for delivering a functional system where users can easily locate files, while at the same time controlling image rights and expiry dates.


  • The first column of the spreadsheet must always contain the filename. Please note, that there is no need to include the file extension.
  • The second column is the Keywords field which is normally used to store descriptive text about the file.
  • The third column is the Usage Rights field, which is used to store guidelines about how and where the image can be used.
  • The fourth column is the Photographer name.
  • The fifth column holds the date when the image expires. (please follow the day/month/year format)
  • The sixth column is used for the SKU codes used in the image.

With regards to the Keywords and Sku Codes columns, it's really good practice to populate these as best as possible with thorough descriptions of all the products in each image and, if the image features multiple products, to add each product code as well.


Including the Photographer name, image rights and the contract expiry date is an important part of maintaining an image library and the expiry date in particular can be really powerful as our system can warn you as the date approaches and also automatically archive the file when it expires as well.


Although this article focuses on these commonly used fields, our system supports a comprehensive range of IPTC and XMP fields and it's also possible to create custom ones as well.



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