Editing Collection Items in the Contentdm Project Client

CONTENTdmADVANCED CLASS

Rochester Regional Library Council

April 10, 2012

Editing Collection Items in the CONTENTdm Project Client

Instructor demonstration: Using the Project Client’s“Find in Collection” tab

IMPORTANT NOTE: Whenever items are pulled into the Project Client from online they are locked. No other users can edit these same files until they have either been uploaded again or are unlocked in Administration.

Find items using:

·  Search bar – search all fields

·  My Advanced Search – find a term in a specific field

·  Browse Collection – pull entire collection or browse by controlled vocabulary field

Exercise #1: Pull items into Project Client using the Find in Collection tab, then edit multiple items and upload them

1.  Create a new project

a.  Our CONTENTdm server URL is nyheritage.nnyln.net

b.  Please use your institutional name and password.

c.  If you have forgotten your name and password, ask the instructor to remind you or get a temporary password for this session.

2.  Navigate to the “Find in Collection” tab

3.  Use “My Advanced Search” to find all records in your collection with a specific search term

4.  Choose “Select all,” then “Add to project”

5.  Edit the records as needed in the Project Tab

6.  Upload for approval OR delete and unlock items

CONTENTdm Directions: http://www.contentdm.org/help6/projectclient/editing.asp

Editing Items in CONTENTdm Administration

Instructor demonstration: using Administration’s “Edit” and “Find & Replace” tabs

IMPORTANT NOTE: It can be very difficult to reverse edits made using the Find & Replace tab so use with extreme caution.

How to edit items in Administration:

·  Make changes using the “Edit” tab (for locating and fixing individual errors)

OR

·  Make changes using the “Find & Replace” tab (for making mass edits – i.e. update a rights statement on all records)

THEN

·  Index collection to activate changes

CONTENTdm Directions: http://www.contentdm.org/help6/item-admin/editing.asp

Using the Project Settings Manager

Demonstration: Project Settings Manager Overview

·  General Settings – Export your project settings and import them onto another project

o  You can export your project settings without sharing your project.

o  Exported settings can only be imported onto newly created collections

o  To export: click export in the Project Settings Manager “General Settings” menu. Then,specify the folder to save the exported settings.

o  To Import: Make sure you have access to exported settings either on a shared network drive, or saved to your local computer. Then, chose “import” option from “Project” drop down menu. Locate the directory or type in the filepath and click ok.

·  Metadata Templates – Create metadata templates for the items you upload

o  Information in templates higher up on the hierarchy will override lower ones if two templates are selected and they both contain “default values” for the same field

o  Change “default type” to “file name” in order to automatically extract file names

o  If you fill in the “default value” for a field with controlled vocabulary, the default value entered must match an existing vocabulary term exactly or you will generate an error message later

·  Metadata Field Types – Your institution’s fields as set up by your project manager

·  Images & Thumbnails – Control image quality, thumbnail options, and watermarks

·  Processing -- Set PDF conversion options, and add finding aids

o  CONTENTdm instructions for working with PDFs: http://www.contentdm.org/help6/projectclient/adding7.asp

·  OCR–Activate CONTENTdm’sbuilt-in AbbyFine OCR generator

o  Advantages: Automatically adds OCR as items are added to the client, creates objects with a special “search this item” box (example: http://nyheritage.nnyln.org/u?/sllboces,2124)

o  Disadvantages: The council only has one license to share among all the participating organizations

·  Project Options– Upload options, spellcheck options, controlled vocab cap

o  You can upload items to a directory instead of to Administration, or upload items to a directory in addition to Administration for back-up purposes (see instructions:

http://www.contentdm.org/help6/collection-admin/configuration4.asp)

·  Find in Collection– Customize search options for Project Client’s “Find in Collection” tab

Instructor Demonstration: Shared Projects

¨  What is a shared project?

o  A local project can only be accessed from the computer that creates it. A shared project can be accessed by multiple computers on the same internal network.

o  It is not currently possible to share projects via the Internet.

o  Shared Projects will share the same settings

¨  How to make a shared project:

o  You cannot chose to share a local project after it has been created. A shared project must be created with sharing in mind.

o  Create a new project and check the shared project box

o  Then, create a new folder on your internal network and name it after your project’s name

o  You will need to know the exact network path before closing your shared project – it can be found in the “shared status” field of the Project Settings Manager’s General Settings area

¨  How to access an existing shared project:

o  Shared projects must be imported every time they are opened

o  Once you have created a shared project, if you wish to access it again, you must use the option “import shared project” rather than “open project”

o  Type in the folder name and filepath of the shared folder in order to import it

o  Only one user at a time may access a shared project.

¨  To delete a shared project completely, the shared folder files must be deleted from their location on your internal network

CONTENTdm instructions: http://www.contentdm.org/help6/projectclient/projects4.asp

Exercise #2: Create and apply watermarks

·  Note: images used as watermarks must be black and white and not greyscale or color (ie convert or scan to 1-bit color)

·  In the “Images & Thumbnails” section of the Project Settings Manager, click “Image Rights”

·  Choose “Create”

·  Select “Watermark”

·  Chose a name – you can have up to 100 different brands, logos and brands

·  For “Image File” navigate to the folder on your desktop and choose “practice_watermark.jpg”

·  Select your desired opacity and save

·  Then, select the watermark and choose “Apply”

·  Just as with the template settings, the watermark will only be applied to items that upload into the project from this point forward

·  You can also add or change image rights for items in the project tab that did not have a watermark applied

o  Navigate to the project tab

o  Selecting the file you want to be affected

o  Chose “add edit image rights” from the “More actions” drop down menu

o  Select the watermark you wish to apply and hit ok

·  To view an image with its watermark applied, navigate to the project tab, double-click on the image, then select “view” from the left side menu

·  Note: You can also make watermark files apply to all files uploaded at the collection level by going to the “Collections” tab in Administration, selecting “Profile” and then scrolling to the bottom, choosing “edit” under “Image rights,” and selecting the preferred watermark image under “web-based add”

CONTENTdm Directions: http://www.contentdm.org/help6/projectclient/entering8.asp

Working withTranscript Files

Instructor Demonstration: Adding transcripts

IMPORTANT NOTE: For methods 1 and 2, transcript files must be saved in their own folder. Also, transcript file names must match their destination image file names (ie “winning the vote bookmark.jpg” and “winning the vote bookmark.txt”). However, any text file with any name in any location can be used with method 3.

Before you begin – make sure that you have a transcript field for your collection.

If you are importing a PDF with OCR, or you are using the CONTENTdm built-in OCR creator, then you do not need to do anything special other than have the transcript field available.

If not (say you have paid students to write transcripts of handwritten letters that you want attached to them), then there are 3 ways to add automatically transcripts from a directory of text files:

1.  Use the Metadata Template to get transcript files from a directory

a.  Open up the project template in the Project Settings Manager

b.  Change the “default type” for the Transcript field to “directory import”

c.  Select directory folder

2.  Use Compound Object Wizard to get transcript files from a directory

a.  From the left task bar on the Home tab or the Project tab, click“Add Compound Objects”

b.  Select“Import transcript files from a directory”

c.  Type in a file path or browse to the directory folder location and click okay

3.  Use Add Text File feature

a.  Navigate to the item tab in the project client

b.  Select “add text file” from the “more actions” drop down menu

c.  Select the location of the file

d.  Select the field “transcript field” and click ok

CONTENTdm Instructions: http://www.contentdm.org/help6/projectclient/entering7a.asp

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