Summary:
This is a guide for the System Administrator of an EnterMedia installation. It includes a lot of helpful information and should be adhered to as much as possible. The Administrator should contact the System Administrator if an unresolvable issue arises with the operation of the EnterMedia system. If unable to resolve an issue, the System Administrator should contact OpenEdit Inc. and inquire about support.
BACKING UP DATA
We strongly advise that all data related to EnterMedia be backed-up on a frequent and regular basis. While OpenEdit Inc. can provide a copy of the application itself, you will need to be sure that you can recover all of the data entered after the initial installation in the event of catastrophic data loss. We recommend that you keep regular back-ups of the entire application directory.
MAINTAINING SYSTEM INTEGRITY
Re-Indexing Products:
Unforeseen events can sometimes cause EnterMedia's search indexes to become out-of-sync with the actual assets. If users are having problems with searches not returning expected results, you may need to rebuild these search indexes. To rebuild a search index for a particular catalog, follow the steps below:
1. Click the "Settings" link in the upper-right corner of the application
2. Select the desired catalog from the drop-down list labeled "Change metadata settings and maintain data". This will take you to the
Catalog Administration screen.
3. Click "Re-Index Products". If you do not see this option, be sure that you are under the "Actions" Tab in the Catalog Administration
screen.
100,000 assets could take 1-2 hours to re-index.
CAUTION! Users will get incomplete search results for searches done during a product re-index
Editing XML Lists:
Nearly all data in EnterMedia is stored in XML files. Incorrect user action can sometimes cause corruptions in these files. For example, a user may add a value to a list with an invalid ID number. In some cases, it may become necessary for an XML file to be fixed manually. This can be done through the OpenEdit File Manager.
For more information on using the File Manager, see the documentation appendix on OpenEdit's content management features. Finding the appropriate XML file can be somewhat confusing for those not familiar with EnterMedia. The information below should help you find what you need. All locations are relative to the root EnterMedia directory.
All fields for records are defined in "properties" files. Most of these are located in "/entermediacatalog/configuration/productproperties.xml"
EXCEPT
fields which appear in tables (such as the default field "Reviewers") are defined in their own properties files such as "/entermediacatalog/configuration/reviewersproperties.xml".
List type fields (drop-downs) have a list of values which is defined in a "list" file. These files are located in "/entermediacatalog/configuration/lists/". For example, the values for the Business Category drop-down list are defined in "/entermediacatalog/configuration/lists/businesscategory.xml".
The fields which are displayed in a particular area is defined by a "view" file. These are located in "/entermediacatalog/configuration/views/". For example, the fields which appear in the "Production Information" section are listed in "/entermedia/configuration/views/productioninformation.xml". Each property listed in a "view" file corresponds to a property which has been defined in a "properties" file.
HOWEVER, some properties, lists, and views are different in each catalog To accommodate this, OpenEdit allows you to "overload" any of these files by placing them within the configuration directory of a particular catalog. For example, you might want the field "Media Type" to have different list values in CatalogZ than in other catalogs. Therefore, the "list" file for the Media Type field in CatalogZ would actually located at "/entermedia/browse/CatalogZ/configuration/lists/mediatype.xml".
A Note About the Fall-Back Mechanism: EnterMedia uses a system of "fall-backs" to allow for customization without destruction of original files. This means that if EnterMedia does not find a file at an expected location, it will then look at the fall-back location for that directory. This should be considered if you are looking for a particular XML file. Generally, the configuration fall-back structure follows this Scheme, with higher items in the list taking precedence over lower ones.
Local: The configuration files located in the catalog's folder ("/entermedia/browse/{catalogname/configuration/..."). These will only affect the catalog in question.
Falls Back to ->
System Wide (Customized): Files which are actually located in "/entermediacatalog/configuration/...". These are system-wide but have probably been altered from the configuration files shipped with EnterMedia.
Falls Back to ->
System Wide (Base): Files located in "/WEB-INF/base/entermediacatalog/configuration/...". These are the base configuration files shipped with EnterMedia. You should not change these.
TIP >>> When using the OpenEdit file manager, files located in a directory's fall-back location will show up with a different icon than files actually in the opened directory.
TIP >>>OpenEdit also allows for certain attributes of a field to be overloaded in a view file. For example, if you wanted to display the
Media Type field in a particular section, but wanted the label for the field to be "Asset Type" instead of "Media Type", you could
specify that in the view file for that section by adding this line to the view file:
"<property id="mediatype">Asset Type</property>".
CONFIGURING LDAP AUTHENTIFICATION
There are several configuration settings that can be modified for the LDAP authentication process. All of these settings will be configured to your specifications with the initial install, however, it may be the case that you want to change some of these settings later.
LDAP Server Address: This is defined in the file "/home/authentication/confirmation.xconf" as a property called "servername". Should the address of the LDAP server change, this value will need to be changed as well, so that OpenEdit will continue to be able to communicate with the LDAP server.
Registration Emails: You can change the email address to which the registration emails are sent. These are defined in "/home/authentication/register-finish.xconf".
Email Layout: The layout of the registration emails is also editable. This is located at "/home/authentication/e-mail_layout.html".
MOUNTING FOLDERS
OpenEdit allows for file folders located outside of the webapp's root directory to be "mounted" such that OpenEdit can access them as though they were within its directory structure. This feature can be useful for managing the storage space needed by EnterMedia. For example, you may wish to have the records and their assets for a catalog stored on a separate drive that will allow for more storage space. Perform the following steps to mount a folder:
1. While logged in as an administrator, browse to the /openedit directory of the site (i.e. "http://mywebsite.com/webappname/openedit").
2. You should now see the OE Admin Toolbar in the upper-right corner of the page.
3. Click on "Mount Folders", located in the "Settings" menu in the OpenEdit admin toolbar.
4. Click the "Add New Entry" link located at the bottom of the page.
5. Fill in the required information:
Field: This is the path within OpenEdit where you want your external folder to be mounted.
Filter: This field is optional. You can enter a regular expression and OpenEdit will display only matching files. (i.e. "*.jpg" for
only jpg images)
File System: This is the absolute path to the external folder that will be mounted.
Use Version Control: Check this box to enable OpenEdit's version tracking on this folder. (Previous versions of files are stored in
a ".versions" folder)
Tip >>> You can use the File Manager tool to confirm that your folder is mounted correctly. Just browse to the location you entered in
"Field" and you should see files from your mounted external folder.
To clarify folder mounting further, consider the example mentioned above - saving records from one catalog to a separate drive. To make this example more concrete, we will assume that we want to save all records from CatalogZ to a folder on the Z drive called "CatalogZRecords".
1. Firstly, any existing records would need to be moved to the new location. This would need to be done during a short downtime to prevent conflicts between users saving records and moving the files. Records for each catalog are stored in "{root EnterMedia directory}/enterMedia/browse/{catalogname}/products". So, after stopping the webapp, we would move everything from "{root openedit directory}/entermedia/browse/directmail/products/" to "Z:\CatalogZRecords\".
2. Next, we need to mount the folder. Start the webapp and browse to the Mount Folder page as in the instructions above. Click "Add
New Entry", and populate the fields with these values:
Field: "/entermedia/browse/directmail/products"
Filter: Leave this blank
File System: "Z:\CatalogZRecords\"
3. Now Click "Save" to complete the mount.
4. We can now use the OpenEdit File Manager to confirm that the mount worked correctly. Click on "File Manager" from the "Content" menu in the OpenEdit admin toolbar. Then browse to "/entermedia/browse/directmail/products". You should see all of the files which you moved in the first step of this example. If you do not see these files, your mount is configured incorrectly; Go back to the Mount Folders page, and click the "Edit" link next to the mount you configured and check the values again.
UPGRADING OPENEDIT
CAUTION! DO NOT DO THIS ON YOUR PRODUCTION SITE!
Upgrading your site through the Plugin Upgrade tool will give you the newest "bleeding-edge" version of EnterMedia. We are constantly changing and improving EnterMEdia, which means that it is often in an unstable state and upgrading your site this way could have unintended side affects.
The Upgrade Plugins tool is used to upgrade or install plugins for the OpenEdit framework. It is accessed via the "Settings" menu in the OpenEdit Admin Toolbar. Any installed plugins will appear with a corresponding "Installed Version" number. Any plugins which have not been installed will show no "Installed Version" number.
To upgrade an installed plugin, check the "To Update" box for that plugin, and click the "Upgrade" button. If you wish to install a new plugin from the list, check the "To Update" box for that plugin, and click the "Upgrade" button. That plugin will be installed with the newest version available.
Note: When you check the "To Update" box for a particular plugin, any plugins which it depends upon will be checked automatically.
SCHEDULER
The scheduler is accessed from the "Settings" menu in the OpenEdit Admin Toolbar. The scheduler is a powerful tool that allows you to run actions based on a timer. Normal uses for this include synchronizing your OpenEdit Digital Asset Management system to your databases or other external sources. It can also be used to synchronize two instances of the OpenEdit DAM.
CONFIGURING A NEW SCHEDULER ACTION
1. To schedule a new action, simply click the "New" button in the scheduler. This will create a new action. By default, new actions will
try to execute /run.html.
2. Click on the new action to edit it.
3. Fill in the data fields.
Name: This is the display name for the action in the scheduler.
Path: This is the path that will be run on the timer. To run a custom action, you will need to set up an xconf file that runs the
action, then type the path to that page here.
Period: The action will be re-executed after this amount of time. Example values: "1d" for 1 day, "1h" for 1 hour, "1s" for 1
second. Enter "0" to only run this action upon startup.
Start Delay: After startup, the scheduler will wait this long to run the action for the first time. See sample values above.
4. Be sure to click "Save" when you are done.
CONFIGURING A NEW OPENEDIT-OPENEDIT SYNC
We found that many people want to have more than one copy of their OpenEdit Digital Asset Management system, whether it be for load balancing issues, or running separate servers for users in varying geographical locations. To solve this issue, we created the OpenEdit-OpenEdit sync process, which can be configured through the scheduler. To set up a sync, first click the "New Sync" link at the top of the scheduler, and then fill in the following data:
Name: This is the display name for the action in the scheduler.
Path: Leave the path as it is when you clicked the "New Sync" link.
accountname: This needs to be the username of an administrator level account that exists, with the same password on both OpenEdit
instances to be synchronized.
syncpath: The relative path that will be synchronized. This would commonly be /archive to synchronize you entire archive directory.
exclude: This is a comma separated list of files that will be ignored by the synchronization process. This can use regular expressions
to exclude many files at once. (e.g. "*_site.xconf, /archive/products/*")
siteurl: The URL of the OpenEdit site that you want to synchronize with.
Start Delay: The scheduler will wait this long after the web server is started to execute this action.
Period: After the action is executed, the scheduler will wait this long to re-run the action.
Be sure to click "Save" when you have finished entering data. As long as the action is set to be enabled, it will execute after you click "Save" (after the delay time).
CAUTION! The OpenEdit Sync action will do exactly as it is configured to do! This means that if you synchronize with a misspelled pathname in your configuration, you may find that you synchronized all of your files with an empty folder, which means that what once was all of your files is now an empty folder also! ALWAYS TRIPLE CHECK YOUR CONFIGURATION FOR AN OPENEDIT SYNC.