Managing Resources
From ResourceSpace Documentation Wiki
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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 (In Browser)
- 1. Click on 'Team Centre' in the top navigation
- 2. Go to 'Manage Resources', then 'Add Resource Batch (In Browser)'
- 3. You then enter the type of the resources you are uploading and any 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. You can also set that the resources will go into a particular collection.
- 4. On the next page you can browse for files on your local system. Multiple files can be selected by holding down CTRL (PC) or CMD (Mac).
- 5. 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.
- 6. When the files are uploaded, click on 'View New Material' on the right hand navigation or 'Recent' in the top navigation (depending on configuration) 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.
Batch Upload (FTP)
The FTP upload was once the only method of uploading a batch of resources. At the time ResourceSpace was developed there wasn't an open source in-browser Flash upload library available so this was the best that could be done. Now there is such a library, the FTP upload is a bit of a legacy feature. The function still exists in case a user doesn't support Flash or in scenarios where using FTP might be appropriate.
FTP upload works like the in-browser upload in that you are presented with a template form to which you add any default content for the resource set. You then enter details of the remote FTP server you'd like ResourceSpace to connect to. The default FTP details are set in the configuration file but the user can change these to other settings on a one-off basis. ResourceSpace then connects to the remote FTP server and lists available files in the provided directory. The user selects the files they'd like to copy, and the files are transferred and processed.
An option as part of the above process is 'Use local folder'. This means ResourceSpace doesn't connect to a remote server but instead looks at a local folder on the server for the files, the idea being that the user can FTP the files to the local folder on the ResourceSpace server, then tell ResourceSpace to go and get them.
Replace Resource Batch
This feature allows you to replace resources in a batch. Files should be named with their resource numbers (12345.jpg) and then uploaded. For each file, the system finds a matching resource, it will replace the original with the new copy.
Working with very large files (e.g. video)
There are no limits on file sizes in ResourceSpace. However when uploading large resources using the in-browser batch upload or single file upload functions you may hit time-out limits imposed by the server (e.g. PHP config, Apache config) that you may not be able to alter, for example if you are at the mercy of an ISP who will not change their settings.
In this case 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.
Note that any fields that are left blank will not be displayed on the resource view page.
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".
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'.
Note that if your system administrator has enabled a a Resource Deletion State, then deleted resources will go into a holding queue for later review.
Editing the resource upload forms
Go to "System Setup" in "Team Centre"
