Shared Shelf Admin tools training 2015

Shared Shelf Admin Tools:

Training

— Introduction to the Admin Tools website

— Creating new projects

— Customizing metadata schemas

— Creating cataloging screens

— Creating new users; permissions, restrictions, and user roles

— Setting up publishing targets; mapping project fields to publishing targets

Training outline:

SHARED SHELF ADMIN TOOLS

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 you’ve been using for your Shared

Shelf trial.

Part one: Introduction to the Admin Tools Website


http://catalog.sharedshelf.demo.artstor.org/admin.html

Part one: Introduction to the Admin Tools Website


all projects at your institution

tabs to navigate the Admin Tools

land on the Statistics tab

Part Two: Creating new projects


Select “new project” or “copy project”



To create a new project, select “new project”.

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:



To copy a project, select the project you’d like to copy, then click “copy project.”

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).

Part three: Customizing metadata schemas


navigate to the “Fields” tab

Add new fields, or highlight a field and to edit or delete.

Add new fields:



Provide a field label.

Choose a field type:• Text field

• Number field

• Date field

• Text area

• Controlled List

• Boolean (checkbox)

• Linked Field

• 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.

Edit fields to change the field properties, to link sources, or to add controlled list

values.



Link sources by selecting a field that has been set with the “Linked Field” type and

then opening it to edit.

Select “edit sources” at the bottom of the pop-up box:



Select the sources from the list that

you would like to use, or click “add

sources” to enter information for

custom linked sources.



Edit controlled lists by selecting a field that has been set with the “Controlled List”

field type and then opening it to edit.

Select “edit controlled values” at the bottom of the pop-up box:



Add or delete values from

the list.



Part four: Creating cataloging screens


navigate to the “Cataloging Screens” tab

Add or delete cataloging screens.

Select “Add”, and give your new cataloging screen a name:

Select a cataloging screen to edit and choose “Add fields”:



Select the fields on your project that you would like to appear on this

cataloging screen:



On your list of selected fields for this cataloging screen, highlight a field

and choose “Edit”:



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

“Editable” 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.



(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.)

• Set up new users in Artstor

• Grant Shared Shelf access permissions to Artstor users

• Define publishing and cataloging screen permissions in the Shared

Shelf admin tools

Part five: Creating new users; permissions, restrictions, and user roles




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 you’ve been using for your Shared

Shelf trial.

http://admin.library.demo.artstor.org/satools/admin.html



Navigate to “Register new users”



Follow the wizard to

create new user accounts.

Separate multiple email

addresses with a comma.



On the main panel of the

Admin site, choose

“manage users” from the

User accounts menu.



Select a user to

permission.

Double-click to edit.



Check “Shared Shelf” to

give this user access to the

Shared Shelf cataloging

platform.

Check “Shared Shelf

Administrator” to give this

user access to the Shared

Shelf Admin Tools site.



Add new users to this project, or edit existing user accounts

Return to the Shared Shelf Admin Tools website.

navigate to the “Permissions” tab



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.



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 – allowing them to only

see records they have created, or record they have created that no one else has edited

Part six: setting up publishing targets; mapping fields to publishing targets


navigate to the “Targets” tab

Select “new” to create a new publishing target

Choose the type of

publishing target you

would like to create.



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.



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 “Export KVP”

checked.



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 “Manage Mappings”.



In the “Edit Publishing Target

Field Mapping” 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

“KVP” target field.



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.

— Introduction to the Admin Tools website

— Creating new projects

— Customizing metadata schemas

— Creating cataloging screens

— Creating new users; permissions, restrictions, and user roles

— Setting up publishing targets; mapping project fields to publishing targets

A summary of what we’ve learned:


Contact us with questions: [email protected] 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 (“How to Use Shared

Shelf” series)

Stay in touch


mailto:[email protected]

http://help.artstor.org/sshelp

http://help.artstor.org/

http://help.artstor.org/ssadmin

https://www.youtube.com/artstor

Shared Shelf Admin tools training 2015

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Transcript of Shared Shelf Admin tools training 2015