---
auto_generated: true
created: 2026-05-18
manual_updated_at: 2026-05-18
modified: 2026-05-18
name: User_Manual
status: active
tags:
- client/solventum
- domain/ai
- tech/azure-ad
- tech/flask
- tech/openai
- type/sop
type: sop
---

# Solventum Image Metadata Tool v3.1 Enterprise Edition — User Manual

## What This Tool Does

The Solventum Image Metadata Tool is a universal metadata creation and management platform designed for enterprise content workflows. It allows users to:

1. **Create and Edit Metadata**: Manually or automatically generate metadata for files including PDFs, images, office documents, and videos.
2. **Import Metadata**: Bulk import metadata from CSV, Excel, or JSON files with smart column mapping.
3. **AI-Powered Generation**: Use OpenAI to automatically extract and generate metadata based on file content.
4. **Batch Processing**: Update metadata for multiple files simultaneously.
5. **Template Management**: Save and reuse metadata templates with variable substitution (e.g., `{filename}`, `{date}`).
6. **Export Data**: Export processed metadata to CSV for downstream systems.

**Supported File Formats**: 300+ types including JPEG, PNG, HEIC, TIFF, RAW, PDF, Word, Excel, PowerPoint, MP4, MOV, AVI, MKV, and more.

## Who Uses It

- **Content Managers**: For organizing and tagging large libraries of assets.
- **Marketing Teams**: For ensuring consistent metadata for digital assets.
- **IT Administrators**: For managing bulk metadata imports and exports.
- **Superadmin**: The account `vadymsamoilenko@oliver.agency` has full administrative privileges and is auto-created on first startup.

## How to Access

### Prerequisites
- Ensure you have the necessary access credentials for your organization.
- Ensure your browser is up to date.

### Login
1. Navigate to your organization's instance of the tool (e.g., `https://[your-domain]/solventum-image-metadata`).
2. Click **Login**.
3. **Authentication Options**:
   - **Microsoft SSO (Recommended)**: Click the Microsoft login button. You will be redirected to Azure AD. Ensure your redirect URI matches the Azure AD App Registration configuration.
   - **Local User**: If enabled (`ENABLE_TEST_USER=true` in dev or configured accounts), enter your username and password.

### First-Time Setup
- On the first startup, the superadmin email (`vadymsamoilenko@oliver.agency`) is automatically created as an admin user upon their first SSO login.

## Main Workflows

### 1. Manual Metadata Entry
1. Navigate to the **Upload** or **File Details** section.
2. Upload a file or select an existing one.
3. Click **Edit Metadata**.
4. Modify fields such as Title, Subject, Keywords, Author, and Copyright.
5. Click **Save** to apply changes to the file.

### 2. AI-Generated Metadata
1. Upload a file or select one from your library.
2. Click **Generate with AI**.
3. The system will analyze the file content (using OpenAI GPT-5.2 or configured model) and suggest metadata.
4. Review the generated suggestions.
5. Click **Apply** to save the metadata or **Discard** to revert.

### 3. Bulk Import from Excel/CSV
1. Navigate to the **Import** section.
2. Upload your Excel (.xlsx) or CSV file.
3. **Map Columns**: The system attempts to auto-detect columns. Verify or adjust the mapping for fields like "Filename", "Title", "Keywords", etc.
4. Click **Process Import**.
5. Review the preview of changes.
6. Click **Confirm Import** to apply metadata to all files.

### 4. Template Usage
1. Go to **Templates** in the sidebar.
2. **Create New**: Define variables (e.g., `{date}`, `{user}`).
3. **Apply Template**: Select files, choose a template, and execute.
4. The system will substitute variables and update metadata accordingly.

### 5. Export Metadata
1. Select one or more files.
2. Click **Export**.
3. Choose format (CSV).
4. The file will be downloaded to your local machine.

## FAQ

**Q: How do I reset my password?**
A: Contact your Superadmin (`vadymsamoilenko@oliver.agency`) to reset your local credentials. SSO users log in via Azure AD.

**Q: Why is my metadata not saving?**
A: Ensure you have write permissions for the file. Check that the file is not read-only on the server. Verify that the metadata fields are valid (no special characters that ExifTool rejects).

**Q: Can I use this tool offline?**
A: No, the tool requires a network connection for Azure SSO authentication and OpenAI API calls (if used). The core database is SQLite and hosted on the server.

**Q: What happens if the AI generation fails?**
A: The system will log an error in the Audit Log. You can retry or fall back to manual entry.

**Q: How large can the files be?**
A: The maximum upload size is 500MB. Ensure your server configuration allows this.

**Q: Can I track who made changes?**
A: Yes, all metadata changes are logged in the Audit Log under the **Audit** section.

## Related
- [[01 Projects/solventum-image-metadata/DEVELOPER_MANUAL.md]]