Media Import (System Administration Module)

Transcription

1 Media Imprt (System Administratin Mdule) The Media Imprt feature allws yu t imprt large grups f media files. If a phtgrapher is able t prvide yu with the digital phts, yu culd then imprt thse prtraits t the recrds using ne f the Media Imprt functins. The Student Media Imprt, Faculty Media Imprt, Cnstituent Media Imprt and Vendr Imprt wrk the same. We use examples fr imprting student phts, but the prcedures are interchangeable. PREPARING FILES FOR IMPORT The imprt file is used t link the media items t the student r faculty recrds. Media Imprt files must be.txt files. T successfully imprt the media items, the imprt file must be in cmma delimited frmat with qutatin marks. Best Practice: Place images and.txt file in the same flder TIP: Excel can be used t set up the.txt file! Frm Registrar pen the Student Search Windw and exprt Clumns: Student ID First Name Last Name Open Excel and add new clumns t prep fr cncatenatin prcess Phts (fill in relative filenames i.e. Nicle s pht is Image01,jpg) Punctuatin needed fr cncatenatin: [ ] and [, ] The bjective is t build a cmma delimited text string frmatted with qutatin marks and cmmas as required t imprt an image, i.e. : ALTA011, Image01.jpg, Nicle, Altamare Page 1

2 In an adjacent clumn create cncatenate frmula using & TIP: t add punctuatin, select the cell +press F4 $E$1 (abslute clumn and abslute rw) $F$1 (abslute clumn and abslute rw), Aut fill dwn t cncatenate, results seen belw Page 2

3 Frm Excel Cpy the cncatenated text (CTRL + C) Open Ntepad (r alternate text editr) Paste (CTRL + V) cncatenated text int Ntepad Save as a.txt file IMPORTING MEDIA FILES The fllwing prcedure walks yu thrugh a media file imprt, frm start t finish. Yu can save the media imprt t return t it later; yu d nt have t cmplete the entire prcedure in ne sessin. Frm the System Administratin Mdule Open the File menu and then select Media Imprt: Students Click the NEW buttn. MEDIA TAB The Media Imprt windw pens Enter a Descriptin Categry defaults t Prtrait Default Image t Display: check t display in Media Tab Page 3

4 Transfer: check t have attachment transfer with student recrd Key Wrds (ptinal) can be used in queries fr retrieving recrds Owned By is the name f the mdule that will hst the files Media Security Grup defaults t (All) File Strage defaults t Internal Select Directries: Lcatin f Media Imprt file:.txt file Click OK if any recrds are nt frmatted crrectly, yu will see an errr message. Click the Yes buttn in the message t skip that recrd and prceed t the next. A message will infrm yu if the files were successfully laded. Click OK. The Media Imprt List will ppulate with the IDs, names, and current grade. Select a recrd t see assciated image If the recrd is red the media item referenced in the file is nt in the directry yu selected, it will nt be available. Entries fr this Imprt (applies t individual recrds) Click New t add mre media Click the Edit buttn t assciate an image with a different recrd Page 4

5 Click Delete t a single media entry Be sure yu select Delete buttn under Entries This Imprt (applies t the batch f recrds) Click the Pst buttn when yu are ready t pst the media files t the student recrds Click the Delete buttn if yu want t discard/cancel this imprt sessin Click the Save buttn if yu want t save this imprt sessin and wrk n it later PUBLISHING TAB T make the pht visible in MBP select the publishing tab Select Date Select Grup Flder (ptinal) Select Visible checkbxes as needed Example: nly Parents with Academic Access will see the image Field Maximum Length Student ID Faculty ID Name f the file t be linked t the recrd 7 characters 5 characters 235 characters Page 5

6 Last name + First name + Student s current grade These three fields cmbined must be less than 100 characters. File Type File Extensin Graphic files may nt nly be attached t a recrd, but they can als be viewed there. This preview functin is applicable nly t certain graphic frmats, listed in the table belw. Bitmap Device Independent Bitmap Graphics Interchange Frmat Jint Phtgraphic Experts Grup Paintbrush Files Tag Image File Frmat Windws Meta File *.bmp *.dib *.gif *.jpg *.dcx, *.pcx*.jfx *.tif *.wmf Page 6