Managing Resources
From ResourceSpace Documentation Wiki
Contents |
Uploading a resource
- 1. Click on ‘Team Centre’ in the top navigation
- 2. Go to ‘Manage Resources’, then ‘Add Resource’
- 3. Select the resource type – image, story or video, followed by ‘Create’
- 4. Click ‘upload a file’ to browse to the file’s location on your local server or hard drive
- 5. Once the file is uploaded, fill in the details – keywords, captions, etc.
Batch Upload
If using the local upload folder, copy your resources into the ‘upload’ folder, otherwise transfer the resources to the target FTP server.
- 1. Click on ‘Team Centre’ in the top navigation
- 2. Go to ‘Manage Resources’, then ‘Add Resource Batch’
- 3. You enter the default values for all the fields. These are the initial values that all uploaded resources will have. So if your batch of photos was all taken in Africa you can tick "Africa" here and it will be set for all resources.
- 4. If using the local upload feature, click the box to choose the local 'upload' folder
- 5. You select the type of resources you are uploading and select the resources from the list.
- 6. The system transfers the files and creates the thumbnails. It's very important not to navigate away from this page until the process is complete.
- 7. When the files are uploaded, click on ‘View New Material’ on the right hand navigation to see them. You will need to edit each one individually to add captions or other unique information.
When the process is finished, delete all files from the upload folder or FTP server to prevent them from being accidentally uploaded again.
Working with very large files (e.g. video)
For large (>100MB) files, there are two options:
1) The FTP batch upload with the 'local upload folder' option selected. This means the files are simply copied locally which removes any latency transferring files and avoids limits such as PHP timeouts / upload limits.
2) Staticsync.php (currently only in 1.3 Beta and Subversion) - this is work in progress and not as configurable as it is hoped the final release will be, so at the moment you need some PHP knowledge to set this up. The files remain in situ and are referenced from ResourceSpace, rather than being transferred to the 'filestore' folder (although filestore is used for the thumbs/previews). When the script runs (preferably a nightly cron job or similar) it automatically adds resources as necessary, creating thumbnails/previews, and archives those that have been deleted from the filestore.
Editing Resources
When you have located the resource, click on its thumbnail to bring up the full details page. The Resource Tools box appears to the right of the image. Click on ‘Edit’ at the foot of this box to change the resource details.
Editing Sets of Resources
ResourceSpace allows you to edit sets of resources to rapidly insert metadata.
Add the resources to a temporary collection (you can make one for the purpose or just use your 'My Collection'). You can then use the "Edit All" link to the left of the collections bar to edit all the items in the collection. Select the field(s) you need to change and you can enter replacement values or do text search/replaces.
To speed up adding items to collections you can do a search then choose 'Add search items to collection' at the bottom of the results to copy the items to the current collection. So you could, say, search for all items containing 'water' then edit them all to add some more metadata to those results.
To relate all resources in a collection, you can edit the collection (choose "edit" to the left of the collections bar) then tick "Relate all resources in this collection" and save.
InDesign Previews
InDesign Previews are extracted from the metadata of the InDesign document. Because of this, any InDesign files that will be uploaded to RS need to be saved with previews if they haven't been already. To do this, you need to make sure your InDesign Preferences are set correctly. In Preferences-->File Handling, make sure that "Always Save Preview Images with Documents" is checked, and for best results, make sure the preview size is set to "Extra Large 1024 x 1024".
InDesign Links
By enabling this feature, the system searches the INDD file during Preview extraction for any placed image filenames in the layout. It then does a search for any resource in the system with that filename and relates the imagery to the InDesign file. The effect is that you will have your images available right next to the InDesign file, so it's easier to package. If it cannot find any image files, it does nothing.
The image files obviously need to be in the system first, but if you put InDesign files in first and then added your imagery, creating the relations is a matter of running "Restore Original" in the Edit Panel for the InDesign file.
Possible issues to be aware of: if your metadata or file text contains any image filenames, this feature may also look for those in RS as well. There is not one specific place in an InDesign file where filenames are stored, so the script just searches the whole file for image file names and then eliminates duplicates.
Deleting Resources
As above, go to the resource’s full details page. Click ‘Delete’ in the Resource Tools box to delete it.
You can also batch delete resources by adding them to a collection, editing the collection and ticking 'Delete all resources in this collection'.
Editing the resource upload forms
Go to "System Setup" in "Team Centre"
