Getting Started

First Launch

When you first launch EmbedaData, you'll see the main interface with several key areas:

• UCS Browser: The left panel for navigating categories
• Metadata Panel: The right panel for viewing and editing metadata
• File Table: The central area showing dropped files and their metadata
• Control Buttons: Action buttons for processing files

Registration

EmbedaData includes a registration system for licensed users. The application will prompt for registration details on first use or when accessing certain features.

Basic Workflow

1. Browse UCS Categories: Use the left panel to find the appropriate category for your audio content
2. Drop Audio Files: Drag and drop audio files into the file table
3. Edit Metadata: Use the metadata panel to add or modify information
4. Apply Changes: Use the embed or rename functions to apply your changes

Supported Audio Formats

EmbedaData supports all major audio formats:

• WAV - Uncompressed audio (recommended for professional use)
• AIFF/AIF - Apple's audio format
• FLAC - Lossless compressed audio
• MP3 - Compressed audio
• OGG - Open-source compressed audio
• M4A - Apple's compressed audio format

UCS Browsing

Understanding the UCS Structure

The Universal Category System organizes sound effects into a hierarchical structure:

• Main Categories: Broad groupings like "AMBbed" (ambiences), "ANIvox" (animal vocalizations)
• Subcategories: More specific classifications within each main category
• Category IDs: Unique identifiers like "AMBlrg" for large ambiences

Browsing Interface

The UCS browser provides several ways to navigate categories:

Tree Navigation

• Expand categories by clicking the arrow icons
• Click on category names to view subcategories
• Selected categories are highlighted in orange

Search Functionality

• Category Search: Type to filter visible categories
• Fuzzy Matching: Find categories even with partial or approximate spelling
• Real-time Filtering: Results update as you type

Multi-language Category Names

EmbedaData supports UCS category names in 19 languages. You can switch between languages using the preferences, and the interface will display category names in your selected language while maintaining compatibility with the standard UCS identifiers.

Selecting Categories

When you select a category:

• The category and subcategory fields are automatically populated
• The Category ID (catid) is set for use in filename generation
• Related metadata fields may be pre-filled based on the category

User and Vendor Categories

Beyond standard UCS categories, EmbedaData supports:

• User Categories: Custom categories you define for your specific workflow
• Vendor Categories: Library-specific categories from sound library publishers

These can be enabled in preferences and will appear as additional columns in the file table and options in filename generation.

Metadata Management

Supported Metadata Fields

EmbedaData supports comprehensive metadata embedding with 21+ standard fields:

Metadata Input Methods

Manual Entry

Type directly into metadata fields. Changes are automatically tracked and can be applied to selected files.

Template System

EmbedaData includes a template system for consistent metadata:

• Default Metadata: Set default values that apply to new files
• Bulk Application: Apply the same metadata to multiple files
• Field Inheritance: Copy values from one field to related fields

Auto-Population

Some fields are automatically populated:

• From UCS Selection: Category, subcategory, and catid fields
• From Filename: Basic information can be extracted from existing filenames
• From File Properties: Technical information from audio file headers

Metadata Validation

EmbedaData includes validation to ensure metadata quality:

• Required Fields: Warnings for missing essential information
• Format Checking: Ensures data is in the correct format
• Length Limits: Prevents overly long entries that might cause issues

File Operations

Adding Files

EmbedaData supports multiple methods for adding files to your project:

Drag and Drop

• Drag individual files or entire folders into the file table
• Recursive folder scanning automatically finds all audio files
• Files are immediately analyzed and added to the table

File Dialog

• Use the "Add Files" button to open a standard file picker
• Multi-select support for adding multiple files at once
• Filter options to show only audio files

File Selection

The file table supports sophisticated selection methods:

Single Selection

Click on any row to select a single file. The metadata panel will display that file's current metadata.

Multiple Selection

• Ctrl+Click: Add individual files to selection
• Shift+Click: Select a range of files
• Ctrl+A: Select all files

Selection Indicators

Selected files are highlighted with the orange selection color, making it easy to see which files will be affected by operations.

Metadata Embedding

The core function of EmbedaData is embedding metadata directly into audio files:

Embed Process

1. Select files in the table
2. Set metadata in the metadata panel
3. Click "Embed Metadata" to write information into the files
4. Progress is shown for batch operations

Supported Metadata Standards

• ID3: For MP3 files
• Vorbis Comments: For OGG and FLAC files
• iTunes Metadata: For M4A files
• BWF: Broadcast Wave Format for professional WAV files
• AIFF Metadata: For AIFF files

File Renaming

EmbedaData can automatically generate filenames based on metadata:

Filename Generation

The filename format follows the pattern:

Customization Options

• Title Case Formatting: Automatically capitalize words
• Space Removal: Remove spaces from generated names
• User Category Integration: Include user-defined categories
• Vendor Category Integration: Include vendor-specific categories

Creator and Source Options

Flexible options for creator and source identification:

• Creator: Choose from Custom, Manufacturer, or Designer
• Source: Choose from Custom, Library, or Show

Duplicate Detection

Before renaming, EmbedaData checks for:

• Existing Files: Prevents overwriting existing files
• Duplicate Names: Identifies files that would have identical names
• Conflict Resolution: Provides options for handling duplicates

File Management

File Table Display

The file table shows comprehensive information:

• Filename: Original filename (300px wide for full visibility)
• Category Full: Combined category and subcategory
• All Metadata Fields: Dedicated columns for each metadata field
• Conditional Columns: User and vendor categories appear when enabled

Table Customization

• Column Resizing: Adjust column widths for better visibility
• Sorting: Click column headers to sort by any field
• Selection Highlighting: Clear visual indication of selected files

Soundminer Integration

Full Soundminer Compatibility

EmbedaData is designed to work seamlessly with Soundminer, the industry-standard sound library management system:

Database Compatibility

• Metadata Standards: Uses the same metadata fields and formats as Soundminer
• Category System: Full UCS compatibility ensures proper categorization in Soundminer
• Search Integration: Metadata embedded by EmbedaData is fully searchable in Soundminer

Workflow Integration

Preparation Workflow

1. Pre-processing: Use EmbedaData to add comprehensive metadata before importing to Soundminer
2. Batch Organization: Process entire sound libraries with consistent metadata
3. Quality Assurance: Ensure all files have proper UCS categorization
4. Import Ready: Files are ready for immediate Soundminer database import

Maintenance Workflow

• Database Updates: Modify metadata in existing Soundminer libraries
• Recategorization: Update UCS categories as standards evolve
• Metadata Enhancement: Add missing information to existing files

UCS Standard Compliance

EmbedaData ensures full compliance with UCS standards used by Soundminer:

Category Mapping

• Standard Categories: All official UCS categories and subcategories
• Category IDs: Proper UCS identifier codes (catid)
• Hierarchical Structure: Maintains proper parent-child relationships

Metadata Field Mapping

Direct compatibility with Soundminer's metadata fields:

• Core Fields: FX Name, Description, Keywords map directly
• Technical Fields: Microphone, Perspective, Recording Medium
• Production Fields: Designer, Library, Show, Location
• Custom Fields: User Data and Notes for additional information

Multi-Database Support

EmbedaData supports workflows with multiple Soundminer databases:

Library Identification

• Library Field: Identify source sound library
• Vendor Categories: Library-specific categorization systems
• Source ID: Custom identifiers for different collections

Batch Processing Benefits

• Consistency: Ensure uniform metadata across entire libraries
• Efficiency: Process hundreds of files simultaneously
• Quality Control: Validate metadata before database import

Batch Processing

Efficient Multi-File Operations

EmbedaData is optimized for handling large collections of audio files with powerful batch processing capabilities:

Parallel Processing

EmbedaData uses advanced parallel processing for maximum performance:

• Multi-threaded Operations: Utilizes multiple CPU cores for file processing
• Rayon Framework: Advanced Rust-based parallelization for optimal performance
• Memory Efficient: Processes large file collections without excessive memory usage
• Progress Tracking: Real-time progress indicators for large operations

Batch Metadata Operations

Apply to Multiple Files

1. Select Files: Use Ctrl+Click, Shift+Click, or Ctrl+A to select multiple files
2. Set Metadata: Configure metadata in the metadata panel
3. Apply Changes: Click "Embed Metadata" to apply to all selected files
4. Monitor Progress: Watch the progress indicator for large batches

Template-Based Processing

• Default Metadata: Set template values that apply to new files automatically
• Selective Updates: Choose which fields to update in batch operations
• Field Inheritance: Copy values from existing files to new ones

Batch Renaming

Generate consistent filenames for entire collections:

Mass Rename Operations

1. Configure Naming: Set up filename format options in preferences
2. Select Files: Choose the files to rename
3. Preview Changes: Review what the new filenames will be
4. Execute Rename: Apply the new filenames to all selected files

Smart Duplicate Handling

Advanced duplicate detection prevents naming conflicts:

• Existing File Check: Detects when new names would overwrite existing files
• Internal Conflict Detection: Identifies when multiple files would have identical names
• Conflict Reports: Provides detailed lists of potential conflicts
• Resolution Options: Offers solutions for handling duplicates

Large Collection Handling

Recursive Directory Scanning

• Deep Scanning: Automatically finds audio files in nested subdirectories
• Format Filtering: Only processes supported audio formats
• Sorted Results: Files are automatically sorted for consistent processing order

Memory Management

• Efficient Storage: Optimized data structures for handling thousands of files
• Lazy Loading: Metadata is loaded only when needed
• Resource Cleanup: Automatic memory management prevents resource leaks

Batch Processing Best Practices

Quality Assurance

• Validation Checks: Verify metadata integrity before and after processing
• Backup Recommendations: Always work with backup copies
• Progress Monitoring: Watch for errors or warnings during processing
• Test Small Batches: Verify settings with a few files before processing large collections

Popup Mode

Compact Interface for Quick Access

EmbedaData's Popup Mode provides a streamlined, compact interface designed for quick access and integration with other applications in your workflow.

Activating Popup Mode

Enable Popup Mode through the preferences:

1. Open EmbedaData preferences
2. Navigate to the Interface section
3. Check "Enable Popup Mode"
4. Restart the application for changes to take effect

Popup Interface Features

Compact Design

• Minimal Window Size: Smaller interface that doesn't dominate screen space
• Essential Controls: Only the most frequently used functions are visible
• Quick Access: Faster loading and reduced resource usage
• Always on Top: Option to keep the window visible above other applications

Streamlined Workflow

• Fast UCS Browsing: Rapid category selection with minimal interface
• Immediate Metadata Entry: Quick access to essential metadata fields
• One-Click Operations: Simplified buttons for common tasks
• Drag and Drop: Full support for file operations in compact mode

Integration Benefits

Workflow Integration

• Parallel Operation: Work with EmbedaData alongside your main audio applications
• Quick Metadata: Add metadata without switching between full applications
• File Processing: Process files while working in other applications
• Screen Space: Leaves more room for other tools and applications

Common Use Cases

• Recording Sessions: Quick metadata entry during or immediately after recording
• Library Maintenance: Rapid categorization of new acquisitions
• Project Work: Metadata entry while editing in DAW applications
• Quality Control: Quick review and correction of existing metadata

Popup Mode Functions

Available Features

Despite the compact interface, Popup Mode retains access to core functionality:

• UCS Category Browsing: Full access to the UCS taxonomy
• Metadata Entry: Essential metadata fields remain accessible
• File Operations: Embed metadata and rename files
• Batch Processing: Multi-file operations with progress indication

Simplified Interface

• Tabbed Layout: Organized sections for different functions
• Context Menus: Right-click access to additional options
• Keyboard Shortcuts: Full keyboard navigation support
• Status Indicators: Clear feedback on operation status

Performance in Popup Mode

• Lower Memory Usage: Reduced interface complexity uses less system memory
• Faster Startup: Quicker application launch times
• Background Operation: Can run efficiently in the background
• Resource Efficiency: Optimized for minimal system impact

Switching Between Modes

You can easily switch between full and popup modes:

• Preferences Toggle: Change mode setting in preferences
• Restart Required: Mode changes take effect after application restart
• Settings Persistence: Your metadata templates and preferences are preserved
• Project Continuity: Open projects and file lists are maintained

Preferences

Customizing EmbedaData

EmbedaData provides extensive customization options through its preferences system, allowing you to tailor the application to your specific workflow needs.

Interface Preferences

Display Options

• Popup Mode: Enable compact popup interface
• Theme Selection: Choose between different color themes (current theme uses orange highlight)
• Font Sizing: Adjust text size for better readability
• Column Visibility: Show/hide specific metadata columns in the file table

Language Settings

• Interface Language: Set the primary interface language
• UCS Language: Choose language for UCS category names (19 languages supported)
• Mixed Language Support: Use different languages for interface and categories

Metadata Preferences

Default Values

Set default metadata that applies to new files:

• Creator Information: Your name, company, or identifier
• Source Information: Default library or source
• Technical Defaults: Common microphone, recording settings
• Custom Fields: User data and notes templates

Field Configuration

• User Category: Enable/disable user-defined categories
• Vendor Category: Enable/disable vendor-specific categories
• Custom Fields: Configure additional metadata fields
• Required Fields: Set which fields must be filled

Filename Generation

Naming Conventions

• Format Options:
  • Title Case Formatting (capitalizes words)
  • Remove Spaces (creates camelCase or underscore names)
  • Include User Categories in filenames
  • Include Vendor Categories in filenames

Creator and Source Selection

• Creator Choice:
  • 0: Custom Creator ID
  • 1: Manufacturer
  • 2: Designer
• Source Choice:
  • 0: Custom Source ID
  • 1: Library
  • 2: Show

Performance Settings

Processing Options

• Parallel Processing: Enable multi-threaded operations for better performance
• Memory Management: Configure memory usage for large file collections
• Progress Reporting: Set frequency of progress updates during batch operations
• Auto-save: Automatic saving of work and preferences

File Handling

• Backup Creation: Automatically create backups before modifying files
• Duplicate Detection: Enable comprehensive duplicate checking
• File Validation: Verify file integrity before and after operations
• Recursive Scanning: Automatically scan subdirectories when adding folders

Integration Settings

Soundminer Compatibility

• Metadata Format: Ensure compatibility with Soundminer standards
• Category Mapping: Use Soundminer-compatible UCS mapping
• Database Preparation: Optimize metadata for database import

External Tools

• File Associations: Configure which applications open audio files
• Export Options: Set preferences for metadata export formats
• Clipboard Integration: Configure automatic clipboard copying

Advanced Preferences

Registration Settings

• License Information: Enter and manage license details
• User Identification: Set user information for metadata attribution
• Feature Access: Configure access to licensed features

Debug and Logging

• Log Level: Set verbosity of application logging
• Error Reporting: Configure automatic error reporting
• Performance Monitoring: Enable performance tracking
• Debug Mode: Additional diagnostic information for troubleshooting

Importing and Exporting Preferences

• Settings Export: Save your preferences configuration to a file
• Settings Import: Load preferences from another installation
• Team Sharing: Share standardized settings across team members
• Backup and Restore: Keep backups of your customized settings

Keyboard Shortcuts

Efficient Navigation and Control

EmbedaData provides comprehensive keyboard shortcuts to speed up your workflow and provide efficient control without reaching for the mouse.

General Application Controls

Shortcut	Action
Ctrl+N	New project / Clear all files
Ctrl+O	Open files dialog
Ctrl+S	Save current project
Ctrl+Q	Quit application
F1	Open help/manual
Ctrl+,	Open preferences

File Table Navigation

Shortcut	Action
↑ / ↓	Navigate up/down in file list
Page Up / Page Down	Jump by page in file list
Home / End	Jump to first/last file
Ctrl+A	Select all files
Ctrl+D	Deselect all files
Shift+↑/↓	Extend selection up/down
Ctrl+Click	Add/remove file from selection
Delete	Remove selected files from list

UCS Browser Navigation

Shortcut	Action
Tab	Move focus to UCS browser
↑ / ↓	Navigate categories
→	Expand category
←	Collapse category
Enter	Select category
Ctrl+F	Search categories
Escape	Clear search / Cancel

Metadata Entry

Shortcut	Action
Tab	Move to next metadata field
Shift+Tab	Move to previous metadata field
Ctrl+Enter	Apply metadata to selected files
Ctrl+R	Reset metadata fields
Ctrl+C	Copy metadata from selected file
Ctrl+V	Paste metadata to selected files

File Operations

Shortcut	Action
Ctrl+E	Embed metadata in selected files
Ctrl+R	Rename selected files
F5	Refresh file list
Ctrl+Z	Undo last operation
Ctrl+Y	Redo last undone operation
Ctrl+Shift+D	Check for duplicate filenames

Advanced Shortcuts

Shortcut	Action
Ctrl+Shift+E	Export metadata to file
Ctrl+I	Import metadata from file
Ctrl+B	Batch process all files
Ctrl+T	Toggle popup mode
F11	Toggle fullscreen mode
Ctrl+Shift+C	Copy generated filename to clipboard

Context-Sensitive Shortcuts

Some shortcuts change behavior based on context:

When File Table Has Focus

• Enter: Edit metadata for selected file
• Space: Toggle file selection
• Ctrl+Enter: Process selected files

When UCS Browser Has Focus

• Enter: Apply selected category to metadata
• Space: Expand/collapse category
• Type characters: Begin category search

When Metadata Panel Has Focus

• Enter: Apply current metadata to selected files
• Escape: Cancel current edits
• Ctrl+Enter: Apply and move to next file

Popup Mode Shortcuts

In popup mode, some shortcuts have enhanced functionality:

• Esc: Hide popup window (minimize to system tray)
• Ctrl+Shift+P: Toggle popup mode on/off
• Alt+Tab: Quick switch between popup sections

Multilingual Support

Global Language Support

EmbedaData provides comprehensive multilingual support with 19 supported languages, making it accessible to sound professionals worldwide while maintaining full UCS compatibility.

Supported Languages

EmbedaData supports the following languages for both interface and UCS category names:

Language Configuration

Setting Your Language

1. Open EmbedaData preferences
2. Navigate to the "Language" section
3. Select your preferred interface language
4. Choose UCS category language (can be different from interface)
5. Restart the application to apply changes

Mixed Language Support

EmbedaData allows you to use different languages for different aspects:

• Interface Language: Menus, buttons, and dialog text
• UCS Category Language: Category and subcategory names
• Metadata Language: Field labels and descriptions
• Help Language: Documentation and help text

UCS Category Translation

Complete UCS Taxonomy

All UCS categories and subcategories have been professionally translated:

• Main Categories: All primary UCS categories translated
• Subcategories: Complete hierarchical translation
• Category Descriptions: Detailed explanations in each language
• Consistent Terminology: Professional sound industry terminology

Category ID Preservation

While category names change with language selection, the underlying UCS identifiers remain constant:

• Universal Compatibility: Category IDs (catid) always use standard UCS codes
• Metadata Consistency: Files remain compatible regardless of language setting
• Database Integration: Soundminer and other tools recognize standard IDs
• Team Collaboration: Team members can use different languages on the same files

Text Input and Display

Unicode Support

• Full UTF-8: Complete Unicode character support for all languages
• Complex Scripts: Proper rendering for Arabic, Hebrew, Chinese, Japanese, Korean
• Bidirectional Text: Correct display for right-to-left languages
• Font Rendering: Automatic font selection for optimal display

Input Methods

• Native Input: Full support for system input methods
• IME Support: Input Method Editor support for Asian languages
• Keyboard Layouts: Works with any keyboard layout or language setting
• Copy/Paste: Full Unicode clipboard support

Localized User Interface

Complete Interface Translation

• Menus and Buttons: All interactive elements translated
• Dialog Boxes: Error messages and confirmation dialogs
• Tool Tips: Helpful hover text in your language
• Status Messages: Progress and status information translated

Cultural Adaptations

• Date/Time Formats: Localized date and time display
• Number Formats: Appropriate decimal separators and number formatting
• File Path Display: Proper display of local file system conventions
• Sort Order: Language-appropriate alphabetical sorting

Professional Translation Quality

Industry Terminology

• Professional Accuracy: Translations by sound industry professionals
• Technical Precision: Correct technical terms for audio and metadata
• Consistency: Consistent terminology across all interface elements
• Regular Updates: Translations updated with new features

Working with Multilingual Teams

• Shared Projects: Team members can use different interface languages
• Metadata Compatibility: Files created in any language work for all team members
• Documentation: Manual and help available in multiple languages
• Support: Customer support available in multiple languages

Best Practices for International Workflows

• Standardize Category Language: Teams should agree on one language for UCS categories
• Metadata Language: Use English for metadata that will be shared internationally
• File Naming: Consider using ASCII characters in filenames for maximum compatibility
• Documentation: Maintain project documentation in team's primary language

Troubleshooting

Common Issues and Solutions

This section covers solutions to common problems you might encounter when using EmbedaData.

Installation and Startup Issues

Application Won't Start

Solutions:

• macOS: Right-click the application and select "Open" to bypass Gatekeeper restrictions
• Windows: Run as administrator if you encounter permission errors
• Antivirus: Add EmbedaData to antivirus exceptions if it's being blocked
• Corrupted Download: Re-download the application from the official source
• System Requirements: Verify your system meets minimum requirements

Registration Issues

Solutions:

• Internet Connection: Ensure stable internet connection for license verification
• Firewall Settings: Allow EmbedaData through firewall for license communication
• License Details: Double-check license key and user information for accuracy
• Contact Support: Reach out with your license information for assistance

File Operation Issues

Files Not Loading

Solutions:

• File Format: Ensure files are in supported formats (WAV, AIFF, MP3, FLAC, OGG, M4A)
• File Permissions: Check that you have read access to the files
• File Corruption: Try opening files in another audio application to verify integrity
• Path Length: Very long file paths can cause issues - try shorter paths
• Special Characters: Avoid special characters in file names and paths

Metadata Embedding Fails

Solutions:

• File Permissions: Ensure files are not read-only and you have write access
• File In Use: Close any other applications that might have the files open
• Disk Space: Verify sufficient free disk space for metadata embedding
• File Lock: Some media players lock files - close all media applications
• Backup First: Always work with backup copies to avoid data loss

Performance Issues

Slow Performance with Large File Collections

Solutions:

• Process in Batches: Work with 100-500 files at a time for optimal performance
• Close Other Applications: Free up system memory by closing unnecessary programs
• Enable Parallel Processing: Check preferences for multi-threading options
• SSD Storage: Use SSD drives for better I/O performance
• Restart Application: Restart EmbedaData after processing large collections

High Memory Usage

Solutions:

• Reduce File Count: Process fewer files simultaneously
• Clear File List: Remove files from the table when done processing
• Restart Regularly: Restart application after large batch operations
• Check System RAM: Ensure your system has adequate memory (4GB+ recommended)

Interface and Display Issues

Interface Elements Not Displaying Correctly

Solutions:

• Display Scaling: Check OS display scaling settings (100% recommended)
• Graphics Drivers: Update graphics drivers to latest version
• Window Size: Try resizing the application window
• Reset Layout: Reset window layout to defaults in preferences
• Restart Application: Close and reopen EmbedaData

Text Not Displaying in Non-English Languages

Solutions:

• System Fonts: Ensure appropriate language fonts are installed
• Language Settings: Verify OS language settings are configured correctly
• Unicode Support: Check that your system fully supports Unicode
• Font Installation: Install additional font packages for your language

UCS and Category Issues

UCS Categories Not Loading

Solutions:

• Installation Integrity: Verify complete installation of EmbedaData
• File Permissions: Check read access to application data files
• Reinstall: Perform clean reinstallation if category data is missing
• Language Setting: Try switching to English temporarily to test

Search Not Working

Solutions:

• Clear Search: Press Escape to clear search and try again
• Different Terms: Try alternative search terms or partial matches
• Language Mismatch: Ensure search terms match selected UCS language
• Fuzzy Search: Use fuzzy search for approximate matches

Data and File Safety

Preventing Data Loss

• Always Use Backups: Work with copies of original files
• Test Small Batches: Verify operations with a few files first
• Version Control: Keep multiple versions of important projects
• Regular Saves: Save projects frequently during long sessions

File Recovery

Getting Additional Help

Log Files and Diagnostics

When contacting support, include the following information:

• Application Version: EmbedaData version number
• Operating System: OS version and architecture
• Error Messages: Exact text of any error messages
• Steps to Reproduce: Detailed steps that cause the problem
• File Information: Types and sizes of files being processed

Support Resources

• Documentation: This manual and online help resources
• Community Forums: User community and knowledge base
• Technical Support: Direct contact with development team
• Video Tutorials: Visual guides for common operations