Shared Shelf Admin tools training 2015
- 1. Shared Shelf Admin Tools: Training
- 2. β Introduction to the Admin Tools website β Creating new projects β Customizing metadata schemas β Creating cataloging screens β Creating new users; permissions, restrictions, and user roles β Setting up publishing targets; mapping project fields to publishing targets Training outline: SHARED SHELF ADMIN TOOLS
- 3. Navigate to the Admin Tools website for your Shared Shelf trial: http://catalog.sharedshelf.demo.artstor.org/admin.html Log in with the email and password youβve been using for your Shared Shelf trial. Part one: Introduction to the Admin Tools Website SHARED SHELF ADMIN TOOLS
- 4. Part one: Introduction to the Admin Tools Website SHARED SHELF ADMIN TOOLS all projects at your institution tabs to navigate the Admin Tools land on the Statistics tab
- 5. Part Two: Creating new projects SHARED SHELF ADMIN TOOLS Select βnew projectβ or βcopy projectβ
- 6. Part Two: Creating new projects SHARED SHELF ADMIN TOOLS To create a new project, select βnew projectβ. Give your project a name, and select your own institution from the drop-down menu. Choose a metadata schema template to work from, if you would like:
- 7. Part Two: Creating new projects SHARED SHELF ADMIN TOOLS To copy a project, select the project youβd like to copy, then click βcopy project.β Give your new project a name: Copying a project will copy all fields, field types, controlled lists, cataloging screens, and publishing targets from the existing project. It will not carry over user permissions and links to authorities (internal and external).
- 8. Part three: Customizing metadata schemas SHARED SHELF ADMIN TOOLS navigate to the βFieldsβ tab Add new fields, or highlight a field and to edit or delete.
- 9. Add new fields: Part three: Customizing metadata schemas SHARED SHELF ADMIN TOOLS Provide a field label. Choose a field type: β’ Text field β’ Number field β’ Date field β’ Text area β’ Controlled List β’ Boolean (checkbox) β’ Linked Field β’ Linked Work Field (this is for future work record development) Description: this will appear as hover text for your field. Position: This number will control where the field appears in your list of fields; numbers can range from 1 to 1000, and the default is 0.
- 10. Edit fields to change the field properties, to link sources, or to add controlled list values. Part three: Customizing metadata schemas SHARED SHELF ADMIN TOOLS
- 11. Link sources by selecting a field that has been set with the βLinked Fieldβ type and then opening it to edit. Select βedit sourcesβ at the bottom of the pop-up box: Part three: Customizing metadata schemas SHARED SHELF ADMIN TOOLS
- 12. Select the sources from the list that you would like to use, or click βadd sourcesβ to enter information for custom linked sources. Part three: Customizing metadata schemas SHARED SHELF ADMIN TOOLS
- 13. Edit controlled lists by selecting a field that has been set with the βControlled Listβ field type and then opening it to edit. Select βedit controlled valuesβ at the bottom of the pop-up box: Part three: Customizing metadata schemas SHARED SHELF ADMIN TOOLS
- 14. Add or delete values from the list. Part three: Customizing metadata schemas SHARED SHELF ADMIN TOOLS
- 15. Part four: Creating cataloging screens SHARED SHELF ADMIN TOOLS navigate to the βCataloging Screensβ tab Add or delete cataloging screens.
- 16. Select βAddβ, and give your new cataloging screen a name: Select a cataloging screen to edit and choose βAdd fieldsβ: Part four: Creating cataloging screens SHARED SHELF ADMIN TOOLS
- 17. Select the fields on your project that you would like to appear on this cataloging screen: Part four: Creating cataloging screens SHARED SHELF ADMIN TOOLS
- 18. On your list of selected fields for this cataloging screen, highlight a field and choose βEditβ: Part four: Creating cataloging screens SHARED SHELF ADMIN TOOLS
- 19. In the Edit window, you have the option to change the field label and description, to decide whether this field is editable or not (by unchecking βEditableβ you make the field read only), and to decide on the number of fields per row that will display beside each other on your cataloging screen. Part four: Creating cataloging screens SHARED SHELF ADMIN TOOLS (note: if you set a field at 2 per row, ensure that two consecutive fields are 2 per row; likewise, if you choose 3 per row, three consecutive fields should be set at 3 per row. Otherwise the display of your cataloging screen will be skewed.)
- 20. β’ Set up new users in Artstor β’ Grant Shared Shelf access permissions to Artstor users β’ Define publishing and cataloging screen permissions in the Shared Shelf admin tools Part five: Creating new users; permissions, restrictions, and user roles SHARED SHELF ADMIN TOOLS
- 21. Part five: Creating new users; permissions, restrictions, and user roles SHARED SHELF ADMIN TOOLS Navigate to the Admin Tools website for the demo environment of the Artstor Workspace: http://admin.library.demo.artstor.org/satools/admin.html Log in with the email and password youβve been using for your Shared Shelf trial.
- 22. Part five: Creating new users; permissions, restrictions, and user roles SHARED SHELF ADMIN TOOLS Navigate to βRegister new usersβ
- 23. Part five: Creating new users; permissions, restrictions, and user roles SHARED SHELF ADMIN TOOLS Follow the wizard to create new user accounts. Separate multiple email addresses with a comma.
- 24. Part five: Creating new users; permissions, restrictions, and user roles SHARED SHELF ADMIN TOOLS On the main panel of the Admin site, choose βmanage usersβ from the User accounts menu.
- 25. Part five: Creating new users; permissions, restrictions, and user roles SHARED SHELF ADMIN TOOLS Select a user to permission. Double-click to edit.
- 26. Part five: Creating new users; permissions, restrictions, and user roles SHARED SHELF ADMIN TOOLS Check βShared Shelfβ to give this user access to the Shared Shelf cataloging platform. Check βShared Shelf Administratorβ to give this user access to the Shared Shelf Admin Tools site.
- 27. Part five: Creating new users; permissions, restrictions, and user roles SHARED SHELF ADMIN TOOLS Add new users to this project, or edit existing user accounts Return to the Shared Shelf Admin Tools website. navigate to the βPermissionsβ tab
- 28. Part five: Creating new users; permissions, restrictions, and user roles SHARED SHELF ADMIN TOOLS Select the user to permission from your drop-down menu. Select multiple users at once if you would like to give them the same permissions.
- 29. Part five: Creating new users; permissions, restrictions, and user roles SHARED SHELF ADMIN TOOLS Assign permissions for the account: The Administrator role allows this user to see, edit, and delete all item records in this project, to see all cataloging screens in this project, and to publish to any of the publishing targets. The Cataloger role allows you to choose which cataloging screens this user sees and which publishing targets they have access to. A Cataloger can only delete records they have created. You may also assign a base filter to a cataloger β allowing them to only see records they have created, or record they have created that no one else has edited
- 30. Part six: setting up publishing targets; mapping fields to publishing targets SHARED SHELF ADMIN TOOLS navigate to the βTargetsβ tab Select βnewβ to create a new publishing target Choose the type of publishing target you would like to create.
- 31. Part six: setting up publishing targets; mapping fields to publishing targets SHARED SHELF ADMIN TOOLS Choose to publish from this project to an existing publishing target, or set up a new one. For new targets, provide a Collection Name and Collection Description.
- 32. Part six: setting up publishing targets; mapping fields to publishing targets SHARED SHELF ADMIN TOOLS On the following screen, set a Maximum Download Size, as well as a Collection Rights Statement that will be applied to all items published to this target. Leave βExport KVPβ checked.
- 33. Part six: setting up publishing targets; mapping fields to publishing targets SHARED SHELF ADMIN TOOLS Map metadata fields from your project to your publishing target, to make them appear on the published frontend. In the main Targets tab, highlight a project and select βManage Mappingsβ.
- 34. Part six: setting up publishing targets; mapping fields to publishing targets SHARED SHELF ADMIN TOOLS In the βEdit Publishing Target Field Mappingβ screen that now appears, drag green icons for unmapped fields onto blue icons for target fields. It is possible to map multiple fields to one target field. Map custom fields to the βKVPβ target field.
- 35. Part six: setting up publishing targets; mapping fields to publishing targets SHARED SHELF ADMIN TOOLS Double-click a field to edit its published mapping configuration. For multiple fields mapped to one target field, you may wish to give each field a Prefix. Choose whether this field is displayable, searchable, and/or required.
- 36. β Introduction to the Admin Tools website β Creating new projects β Customizing metadata schemas β Creating cataloging screens β Creating new users; permissions, restrictions, and user roles β Setting up publishing targets; mapping project fields to publishing targets A summary of what weβve learned: SHARED SHELF ADMIN TOOLS
- 37. Contact us with questions: katherine.elston@artstor.org 212-500-2416 Shared Shelf help site: http://help.artstor.org/sshelp Artstor help site: http://help.artstor.org/ Shared Shelf admin tools help site: http://help.artstor.org/ssadmin Admin tools training videos: https://www.youtube.com/artstor (βHow to Use Shared Shelfβ series) Stay in touch SHARED SHELF ADMIN TOOLS