Editing files

When a file is selected in the File list section, press ENTER or Ctrl-click (on macOS) or right-click (on Windows) and select 'Edit'. Alternatively, you can double-click a file in the list.

The 'File details' window will pop up, allowing you to edit the file details:

The left-hand side of the window allows entering and editing general metadata for the file. The middle is dedicated to keywords. The right-hand side allows linking to model and property releases.

Customizing the window

As with most windows and panels in DeepMeta, you can resize certain sections in the window to better suit your preference and screen size. Hover over the gray vertical and horizontal lines. When your cursor changes into a resize/drag icon, drag the line to resize.

Flexible Layout: Customize the interface to match your workflow by adjusting panel sizes for optimal metadata editing experience.

Used icons

All fields marked with an icon are required fields:

Valid Field

The field is valid.

Invalid Field

The field is not valid and needs editing. The file cannot be uploaded without correcting all fields marked as error. Hover the cursor over the triangle to find out what's wrong.

General metadata

Title

Required. A short descriptive title for the file. Must always be in English. If present in the IPTC/XMP data of your JPG file (or JPG thumbnail file in case of EPS vectors) or MOV, this field will automatically show it.

Description

Required. A more complete description of the content. Must always be in English. No special characters like HTML or UBB are allowed. Editorial files use this description field for the caption, which must contain the city and correct description of the subject. If present in the IPTC/XMP data of your JPG file (or JPG thumbnail file in case of EPS vectors) or MOV, this field will automatically show it.

Date Created

Required. The date when the image/video was shot or when the illustration was created. If present in the IPTC/XMP data of your JPG file (or JPG thumbnail file in case of EPS vectors) or MOV, this field will automatically show it.

Country

Required. The country where the image/video was shot, or where the illustration was created. For editorial images, DeepMeta will extract the country from the description field, if recognized. Note: older versions showed the field 'Nominate for Signature Plus' here. Since June 2021 Getty auto-nominates all files for exclusive members, so this field was removed.

Brief Code (called 'Event ID' for editorial images)

Not needed if the Brief/Event ID was specified at the Batch level. Setting a Brief/Event ID for specific files, provides an override. E.g. if only a few files of a batch apply to a Brief or Event. This must be a 6-8 digit number provided by iStock. You will normally leave this field empty. If you don't know what this code means, leave it empty.

Keywords

Given the importance of keywording, the entire right half of the window is dedicated to it:

Automatic Import

If a file contains IPTC/XMP data with keywords, these will be automatically imported when the file is added to DeepMeta. Note that, for this to work, you must be logged in at the time when the file is added.

Adding Keywords

To add additional keywords, type these, delimited with commas in the keyword box at the top. You must enter keywords in the language you selected as 'Keyword language' in the Preferences section. Using a different language will result in unusable suggestions of vocabulary terms. The label above shows an example: 'dog, bone, happy'. Then press the ENTER key, or click the + button at the right.

Getty Vocabulary Lookup

DeepMeta will access the iStock / Getty Images ESP server to fetch corresponding terms (meanings) from the Getty Images Vocabulary. For this to work, you must be logged in. The look-up will typically take a second or less. Once the terms are received, a box is added to the right-hand list (labeled 'Please refine ...') for each keyword, with corresponding terms found in the Getty Images Vocabulary. For each keyword, click on the most appropriate term.

Valid Keywords

As soon as a term is clicked, it moves to the left-hand list, labeled 'Valid keywords'. Each file must have between 5 and 50 valid keywords to be valid.

Non-Vocabulary Keywords

If a keyword was not found in the Getty Images Vocabulary, it moves directly to the left-hand list, and is marked with an (*) asterisk. Such keywords are searchable by the buyers, but are not translated. Typical applications for such keywords are unknown geographic locations, latin names for plants, etc.

Manual Override

If you feel none of the suggested terms in the right-hand list apply to your file, you can ignore them and move the keyword directly to the left-hand list, by clicking the keyword itself. It will be marked with an (*) asterisk, to denote it's not a term in the Getty Images vocabulary.

Keyword suggestions

At the top right of the keyword box is a "lamp" icon. When clicked, the words in the keyword box are looked up for valid keyword suggestions from the Getty Images Vocabulary, and placed in the keyword refinement list below. If no words are present in the keyword box, then the text present in the Title field is used instead.

Attention: Version 3.14 of DeepMeta has added several additional ways to speed up your keywording workflow. For a quick overview of the new functionality, see video "Keyword suggestions" at the bottom of this page.

Releases

Panel Management

The right-hand panel for releases can be collapsed. Click the 'Show releases' button to show the panel and 'Hide' to hide it.

No Releases Required

Attention: if no releases are shown in the list or releases are present but none are ticked/selected, then the green OK check-mark is shown. No action is required if your file doesn't need releases. The green check-mark means that this is an OK and valid situation.

Adding Releases

To add releases to your file, click the '+ Model' or '+ Property' button to add one ore more Model or Property releases. See the separate Releases section in this guide for all details regarding releases.

Date of Birth Requirement

Please note that there is a requirement that Model releases need the 'Date of Birth' field specified, besides also being written in the release document itself. If Model releases were assigned to the file (the box has a tick-mark) and one or more have no 'Date of Birth' specified, this is flagged as an error. The red triangle is shown and hovering over it will explain this situation:

Click 'close' to close the window. Changes are saved automatically as you make them.

Editorial captions

For iStock Editorial uploads, contributors previously needed to add a detailed caption describing the scene, which had to follow a very strict format. However, the creation date and country are now required fields for all ESP photo submissions and it was decided to relax the rules a little on Editorial captions. ESP doesn't have a caption field, so contributors must use the Description field instead. In the Description field, you will no longer need to start your caption with the strict formatting for city, country and date. Please continue to provide a useful description of the scene, including the WWWWW's of the image - who, what, where, when and why. Also, please add any info relevant to the image to help the inspector and any potential buyers, but it no longer needs to be in a rigid format.

Simplified Format: Editorial captions now have relaxed formatting requirements while still requiring comprehensive scene description with the 5 W's (who, what, where, when, why).

Weird mixed-language keyword suggestions

When you see strange irrelevant suggestions, mixing 2 languages for your keywords, your keyword language is probably set to a different one that you're using for your keywords. E.g. if your keywording language is set to Russian, but you type keywords in English, the result is not usable. You must either enter the keywords in the language set as keywording language, or change your keyword language settings. See Preferences on how to do this.

Language Mismatch: Ensure your keyword language setting in Preferences matches the language you're using for keywording to get relevant vocabulary suggestions.

Editing Best Practices

Complete All Required Fields

Ensure all fields marked with validation icons are properly filled to avoid upload errors.

5-50 Keywords Range

Maintain between 5-50 valid keywords per file for optimal searchability and compliance.

Use Getty Vocabulary

Prefer Getty Images Vocabulary terms over asterisk-marked keywords for better translation and discoverability.

Language Consistency

Match your keyword language setting with the language you use for entering keywords to get relevant suggestions.

Video tutorial

Here's a short video tutorial that explains the powerful features of keyword suggestions:

DeepMeta 3 - Keyword Suggestions

File Editing Workflow

Open File Editor

Select file and press ENTER, right-click 'Edit', or double-click to open the editing window.

Complete General Metadata

Fill in Title, Description, Date Created, Country, and optional Brief Code fields.

Add and Refine Keywords

Enter keywords, use Getty Vocabulary lookup, and ensure 5-50 valid keywords are assigned.

Assign Releases

Add Model/Property releases if needed and ensure Date of Birth is specified for Model releases.

Validate and Save

Check all validation icons show green checkmarks before closing (changes save automatically).

Field Validation Summary

Required Fields

Title, Description, Date Created, Country must all be completed with valid values.

Keyword Requirements

5-50 valid keywords from Getty Vocabulary or asterisk-marked terms for specialized content.

Release Validation

Model releases require Date of Birth completion; Property releases need appropriate documentation.

Automatic Saving

All changes are saved automatically as you make them - no manual save action required.

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