CHAPTER 3 - CREATING NEW ASSETS
Chapter Summary:
Several actions can be performed on a record in EnterMedia. Actions differ from data entry in that actions DO something with the record.
The most important action is attaching an asset. Uploading a digital asset such as, HTML, CSS, XML, jpgs, gifs, pdfs, svgs, pngs, video or audio to a record can be done in one of two simple ways. One is to use the UPLOAD tab and upload the asset before creating a record. This action will automatically create and take you to a new record for that asset, where you can enter its data.
The other way is to upload an attachment after the new record has been created using ADD NEW RECORD tab. With this way, you can use the Graphics/Attachments link under Actions in the new record to upload the attachment.
An attachment for an existing record can be uploaded only by using Search or Browse tabs first to find the record and then using the Graphics/Attachment link in the record to upload the asset.
However uploading is done, you end up on the Detail page of the record where you can enter data and perform other actions. These other actions include: working with versions of a record, sending email notifications about a record, posting comments to the record, creating keywords or tags for the record or asset, and deleting an asset.
As was mentioned in Chapter 5 - Entering Meta-Data, a new record is put into the Pending category by default. A record can be moved into a different category from its details page.
UPLOAD TAB (GRAY TOOLBAR)
Uploading An Asset (Attachment) Before Creating Its Record:
The Upload Tab offers two options for uploading: standard or advanced. Below are the instructions for both.
To begin -
1. GO TO UPLOAD tab
2. CHOOSE a catalog for your new record and CLICK the catalog name
3. On Attach File page, CHOOSE and CLICK the preferred method of uploading
For Advanced Upload -
1. On the Attach File page, GO TO and CLICK Use Advanced Upload (above)
2. DRAG AND DROP files or folders from your local computer into the empty field
3. A Status box will appear and show the upload progress for the files
TIP >>> You can drag and drop multiple files into the Advanced Upload tool to upload more than one file at a time. A new record will be created for each of these files. You can also drag additional files into the upload area while files are already being uploaded.
TIP >>> When viewing your new records after clicking Finish, you can edit all of your new records at once by selecting Multi Edit from the Results Tab menu (see Chapter 2 - Searching for Records).
CAUTION! The Advanced Upload tool uses a Java applet. Therefore, if you do not have Java installed on your system, it will not function. If you are having problems with the Advanced Upload tool, speak with an IT support representative about getting Java installed, or just use the standard upload method.
Standard Upload -
3. On Attach File page, GO TO and CLICK browse to find the attachment in your Finder window
4. When the file is selected, GO TO and CLICK upload
5. While uploading, there will be a prompt "Uploading, please wait..."
6. Then the new attachment will be displayed in Image View (see Image View below).
When an attachment is uploaded using the Upload Tab, it is automatically assigned to a record and displayed in a format called "Image View". In Image View, there are several options for working with the new record. The example below is for an uploaded text file. If the file chosen was an image, the image would be displayed over the file name.
To enter data in the new attachment's record -
1. GO TO and CLICK the i icon or CLICK on the thumbnail image
2. If the attachment is an image, the Preview page for the record will appear.
4. If the attachment is a text file, the Graphics/attachment page of the Detail record will display the details of the upload, including File Name, Size, User, Date and time of upload, and History. To learn about History, see "To Delete a Related Version", below.
5. To get to the record's data page, GO TO and CLICK General Information under Meta Data.
6. To upload another attachment to the new record, repeat steps 3-4 of Uploading An Attachment to a Newly Created Record, below
7. Additional attachments to a record will be listed below the original attachment on the Graphics/Attachments page
ADD NEW RECORD TAB (RED TOOL BAR)
Graphics/Attachments - a way to upload an asset (attachment) to a new or already existing record
Uploading An Attachment To A Newly Created Record:
1. GO TO and CLICK Add New Record link
2. GO TO Actions in the sidebar and CLICK Graphics/Attachments
3. CLICK browse and select the attachment
4. CLICK upload
5. When upload is complete, details will be shown in the Graphics/Attachment page of the Detail record (as in step 8 above)
Uploading An Attachment To An Existing Record:
1. Follow steps 2-4 above in Uploading An Attachment To A Newly Created Record
To change the thumbnail viewed with a record:
1. GO TO and CLICK Graphics/Attachments on the Detail page
2. CHOOSE and CLICK the button of the preferred version
3. GO TO and CLICK save thumbnail
1. On the Graphics/Attachments page, GO TO and CLICK the attachment name
2. If the attachment is an image file, an enlarged view of the image will be displayed
3. If the attachment is a text file, a box will open with the option of opening or saving the file to your harddrive
To replace an attachment with its revision: (a revision becomes the main file for the attachment)
1. Follow steps 2-4 above in Uploading An Attachment To A Newly Created Record
2. The revision of the attachment, with a new upload date and time, will be displayed in the Graphics/Attachments listing
3. To see the previous version(s), GO TO the new attachment listing and CLICK History
4. The older version of the attachment will be listed in history as (1)
5. To download the older version, GO TO and CLICK the version number
6. To delete the older version of the attachment, GO TO and CLICK delete all
7. When a prompt appears, CLICK OK to delete the older version OR cancel to cancel delete
8. The listing for the attachment will now show only the revision
TIP >>> To find a record to upload an attachment, use Quick Search, Advanced Search, Catalog Browse, or Saved Queries (Chapter 2- Searching for Records)
CAUTION! When a version of an attachment is deleted from its record, it must go through the Add Attachment process again to be retrieved.
Related Versions -
Versions are items that are extremely similar to one another except for minor changes or variations. A related version of an item has its own record, and stands alone as an asset, but it is associated with the original item's record. When a new version is uploaded and associated with an existing record, a separate record for the new version is automatically created. An already existing record can also be associated with another existing record as a related version.
A version's type refers to the type of variation from the original item. The options for version type are configurable by an administrator.
Creating a New Related Version: - a new version of an item, with its own record, will be associated with that item
1. On the Detail page, under Actions, GO TO and CLICK Create New Related Version
2. CHOOSE and CLICK a version type for the new version, and CLICK OK
4. To remove the relationship, CLICK the icon under Remove Relationship
3. CLICK new item to go to and enter data in the NEW RECORD page for the new version
TIP >>> For record entering instructions, see Chapter 5, Entering Meta-Data
Deleting a record from a relationship does not delete that record from the catalog.
CAUTION! Before creating a new related version, search first to see if there already is one, to avoid duplicates in the system.
If two versions have same item number, you will be prompted to assign one version a new number.
Creating A Relationship Among Existing Items:
1. GO TO Search and find the records you wish to relate
2. CHOOSE and CLICK box 1 under those items
4. On the Detail page of that record, GO TO and CLICK create new related version
5. On the Create New Version page, GO TO and CLICK existing items
6. CHOOSE and CLICK a version type
7. GO TO and CLICK box 1 for the first relationship
8. To relate the items displayed, GO TO and CLICK create relationships
9. The related item is now listed in that record's Viewing Related Versions page
10. To create another relationship, REPEAT the above steps, but CLICK box 2
11. To create a third relationship, REPEAT the above steps, but CLICK box 3
View Related Version - viewing related versions of the item in its Detail record:
1. On the Detail page, GO TO and CLICK View Related Version (if no versions available, it will read (0))
2. To view the record of the related item, GO TO and CLICK Details by that item
3. In the record of the related item, under View Related Versions, the original record will be labeled "Original" under Relationship
In View Related Versions, under the versions' list, are links to other actions that can be performed, including:
To create a new version:
1. GO TO and CLICK copy and relate (above)
2. Follow the instructions for Creating a New Related Version
To create a relationship with an existing item:
1. Follow the instructions for Creating a Relationship with Existing Items
2. Then CLICK create relationship (above)
To Multi-Edit selected versions:
1. GO TO and CLICK Multi-Edit (above)
2. GO TO and CLICK the catalog link to the selected items to be edited
4. The next time the records of these related versions are searched, they display the changed data
Send Notification - sending Email Notifications with attachments to individuals or groups
Use this application to send a notification to a specific individual or group of individuals. You can select which graphics and attachments you would prefer to send with this email. We recommend that you add your name to the email distribution for your own records, and that you change the subject of the email to better reflect what you wish the recipient to do with this information.
1. From the record's Detail page, under Actions, GO TO and CLICK Send Notification
2. CHOOSE and CLICK a group of users to email, and CLICK add
OR GO TO Email to outside users and ENTER email addresses in box (separate by comma), and CLICK add
3. GO TO subject box and CLICK and ENTER email subject (a placeholder subject is automatically inserted)
4. To send the asset as an email attachment, GO TO Attach Asset and CHOOSE and CLICK asset (If no asset is available, no check boxes will appear)
5. Use the text editor to format your email (Bold, Italic, Lists, Links, Help) and to edit or delete text by highlighting and pressing delete
View Notifications - viewing a log of Email Notifications that have been sent
1. GO TO and CLICK View Notifications
2. View log of notifications (includes date, time, sender, to whom, contents of email)
3. GO TO and CLICK view notification to see replica of email
Comments - viewing or posting comments to a record
1. GO TO View Comments (if comments are posted, the number will appear)
2. To view posted comments, CLICK view comments
2. Whether or not comments are posted, it will give you the option to create one
Delete - Deleting a record permanently from the tracker system means that the data and all its attachments will be eliminated from the EnterMedia system.
1. GO TO delete, at the end of Actions, and CLICK delete
2. You will be prompted to verify your action by pressing OK
3. Deleting a record with no item no. or attachments will look like this:
Deleting a record with attachments will look like this:
CAUTION! Be sure you want to perform this action, for once a record is deleted it can not be retrieved!
Categories - viewing and working with the categories of a record
When a record is created, it is automatically added to the Pending category of the selected catalog. Under Pending, a child category is automatically created with the record originator's name (Chapter 9 - Changing Settings/Catalog Settings has more on Parent and Child categories). Both of these categories appear to the left of the Detail page in the Category Tree and also near the end of the page under Categories.
For example, if a user with record creating permissions named Jane Smith adds a new record, a category labeled "Pending" will appear in the Category Tree and in the Detail page of that record. Another category, with the label "Jane Smith", will also appear beneath Pending in both locations. (See Chapter 9 - Changing Settings/Permissions for permissions information).
While in the pending category, a record can be viewed or edited. It remains in Pending until it is approved and moved by an Administrator with approval permissions (see below for more details on Approve and Move). Once a record is approved and moved within the catalog, the pending categories automatically disappear from that record. Note: An approved record can be edited only by an Administrator.
Deleting a category from a record:
1. GO TO Categories (near the end of the record's Detail page)
CAUTION! If the Pending category of a record is deleted, the record will no longer show up in results when that catalog is browsed.
It will however, show up when searched.
Adding a category to a record:
1. GO TO Categories
2. GO TO and CLICK add a category
3. CHOOSE and CLICK a category from the category cascade
4. To add the category, GO TO and CLICK ok OR to cancel adding the category, GO TO and CLICK cancel
TIP >>> The category choices in the cascade will reflect the categories available in the Category Tree of that record.
The following actions can be taken with a record in the Pending category:
Selection -
This is a convenient way to access the selection feature of EnterMedia(mentioned in Chapter 2 - Searching for Records and Creating Related Versions, above) from the Detail page of a record. It is useful when you want to display the record with others for comparison or to save it in the group as a separate search query. (See Chapter 2 - Searching for Records for Viewing Selections and Saving a Query.) To add a record to a group:
1. On the Detail page of a record, GO TO Selection
2. CHOOSE the number of the group and CLICK the number
3. The box chosen will be highlighted (see above)
4. To remove the record from a group, GO TO and CLICK the number again
5. The number's highlighting will disappear, indicating the item has been removed from that group
TIP >>> A record can be selected for more than one group. To add to or create another group, repeat Steps 1-2 above.
Tags - adding a keyword to the new record
There are several benefits to adding a keyword or tag to a record. It can be used in Quick Search (for example, if several images are tagged with 'red', then searching for 'red' will show those results.) It is an additional search term that can be used in Advanced Search. And on the Detail page of the record, you can click on the tag and see all of the records with that same tag.
1. GO TO Tags and CLICK add a tag (attachments without a tag are assigned an "upload misc" tag)
2. GO TO Add Keyword, ENTER a keyword in Tag name box and CLICK add
3. To delete a keyword, GO TO and CLICK its X
