OpenAsset’s AI Facial Recognition can save you a lot of time identifying people in images so they can be found. It helps you find images of employees more reliably and can also be used to identify people that are not employees. This feature is part of the Employee Module paid tier. Please contact your Customer Success Manager if you are interested in signing up to the Employee Module.

AI Facial Recognition is an opt-in feature. Once enabled, OpenAsset will analyze any images that contain faces. For each face found, the image will be grouped with others that have the same faces in.

If you already have the Employee Module with Primary Photos attached to Employees, OpenAsset will automatically associate the AI grouped images with Employees. If you have a lot of images of people in your system that are labeled with names via Keywords or Fields, our support team can migrate these labels for use with Facial Recognition. From then on you will be able to manage the identities of any AI grouped images which is much easier and faster than managing labels for individual images.

The AI model that we use for Facial Recognition is hosted within OpenAsset and within the AWS boundary. This means that we are not sending your images to a third party to be analysed. The AI model indexes faces within the images and this data is stored within your instance of OpenAsset. This is your data, it is not available to anyone else and is not used to train the AI Model.

Our Facial Recognition feature offers a means of anonymising faces. This can be used to ensure that individual people are not identified in images. See the "Don't Identify" feature below.

To use Facial Recognition you must be a paid Employee Module customer. Due to varying processing times this feature needs to be enabled by us at OpenAsset. So please reach out to your Customer Success Manager if you would like to turn this feature on.

Once Facial Recognition is enabled it will process your images and identify them with Employees (if you already have Employees with Primary Photos attached). This process can take a number of hours to complete so our team will be able to inform you when it is complete.

If you've been using OpenAsset for a while, you many have identified people in images via Keywords, Fields or filenames. Our support team will be able to migrate these identities as to the AI grouped images for you. So please speak with your Customer Success Manager if you are interested in this.

Administrators have access to manage Facial Recognition but you can also give permission to user groups. To do this go Settings > System Settings > Groups > Edit (a group) > General Permissions > People > Then check:

Don't worry about checking the other options.

The Facial Recognition will group images with the same faces in and these can be seen on the People page. To see this to go Settings > People.

People can have 3 states:

You can switch between these states using the buttons at the top:

If you are enabling Facial Recognition and you already have Employees with associated Primary Photos, many of the AI grouped images will already be identified. You may also have taken the step to migrate identities of people with the assistance of our support team. Having done that, if you still have unidentified people listed we advise you to either identify them, or move them into “Don’t Identify”. More on how to do this below.

A well maintained system would not have any Unidentified people so it’s good practice to periodically refer back to this page to see if there are any unidentified people from newly uploaded images.

If you would like to identify a group of images on the People page, click the “Identify” button.

You’ll then be asked to type the person’s name. As you type, a menu will appear with options of existing people that match the name to typed along with an option to add a new person.

If you choose an existing person, you will be asked for confirmation that you want to Identify these images as this person.

If you choose to add a new person you will be asked if you would like this person to have an Employee profile.

Choosing “Yes” will take you to a screen to create a new Employee in OpenAsset. This will include any required fields that you have set for your system.

Choosing “No” will take you to a screen where you can add the person’s name.

Examples of identifying people that do not have Employee Profiles could be partners from other companies, celebrities at events or ex-employees. Depending on how you use your Employee Module, you may choose to identify ex-employees with or without an Employee Profile. A benefit of having profiles for ex-employees is that you are able to keep a record of their project history.

Once you have identified a person they will move from the Unidentified state to the Identified state.

Occasionally the AI might misidentify a face and group an image incorrectly. This should happen rarely. If you notice a misidentified image, you are able to remove the it from the group by clicking the X button on the image. You can do this for images that are in the Unidentified or Identified states.

After clicking an X button you will be asked if you are sure you want to proceed.

When you remove an image from a group it will be listed as another person on in the "Unidentified" list.

Occasionally the AI might find faces that you do not want to identify. For example, you might have some pictures of your holiday party and the AI has grouped some images based on the bartender’s face. For situations like this, you can click the “Don’t Identify” button.

This means this group of images will move from the “Unidentified” state to the “Don’t Identify” state and you will not have to see it again on the People page unless you filter by “Don’t Identify”. It also means that face bounding boxes for that person will not be visible and it is not possible to give this person an identity.

On the People page, there are a few features to make it easy to find what you are looking for.

Search for identified People by name:

Filter identified people by Employee or Non-Employee:

Sort the results:

Set the number of people per page:

Set the number of images per person:

[Screenshot to come]

Navigate to the next or previous page:

If you would like to see the Files associated with a Person in the File Search, Click the “View Files” button aligned with the person you are interested in:

This will take you to the File search page in OpenAsset and search by that Person.

Alternatively, you can search for the Person or Employee directly in the main OpenAsset search:

When a Person has an Employee profile, they will have the “Employee” lozenge:

If you would like to see more details of that Employee, or Edit that Employee’s details, you can click their name to be taken to their profile page. You can then edit their details in the usual way.

If the person does not have an Employee profile (non-employee), they will not have an “Employee” lozenge:

If you would like to edit a non-employee’s name, just click their name:

And you will be able to edit and save their name:

Faces that have been recognised by AI can be viewed on the File Page by selecting the “People” tab and either rolling over the list of people on the right or rolling over a face in the image. As you rollover either of these they will both highlight:

You can see faces that have been identified or are yet to be identified.

Note that people listed here may have been manually attached to the image. For example if the image contains that person but their face is not visible. Or if a document, video or audio file has been manually attached to the employee. If the person has been manually attached to the file, and their face does not appear in the image, you will not see a bounding box on the image. Read more about this here.

If you would like to identify an unidentified Person on the File Page, click the “Identify” link:

You’ll then be asked to type the person’s name. As you type, a menu will appear with options of existing people that match the name to typed along with an option to add a new person.

If you choose an existing person, you will be asked for confirmation that you want to Identify these images as this person.

If you choose to add a new person you will be asked if you would like this person to have an Employee profile.

Choosing “Yes” will take you to a screen to create a new Employee in OpenAsset. This will include any required fields that you have set for your system.

Choosing “No” will take you to a screen where you can add the Person’s name.

Occasionally the AI might find faces that you do not want to identify. For example, you might have some pictures of your holiday party and the AI has grouped some images based on the bartender’s face. For situations like this, you can click the “Don’t Identify” button.

This means the associated group of images (the Person) will move from the “Unidentified” state to the “Don’t Identify” state and you will not have to see it again on the unless you view the “Don’t Identify” list on the People page. It also means that face bounding boxes for that Person will not be visible and it is not possible to give this Person an identity.

For a more general overview of Employee file management, read this page.

AI Identified images will show on Employee Profile pages automatically. However you are able to control what are shown view by Access Level. Read how to do this here.

You are also able to see all of the AI identified images within the "Attached Files" tab in the "Manage Files" dialog. Images that have been identified with AI have a rainbow border:

Note, you are not currently able to remove individual images via this view. To do this, go to the People page, search for the Employee, find the image and remove it from there.