Omeka.net User Guide for Museum Professionals. Creative Commons - BY-SA

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1 Omeka.net User Guide for Museum Professionals Creative Commons - BY-SA

2 Table of Contents Introduction Use Case: Museum Professionals Step-by-Step Instructions Sign Up and Choose a Plan Manage Themes Manage Plugins Manage Collections Add Items CSV Import OAI-PMH Harvester Manage Tags Geolocation Reports and Bar Codes Contribution Exhibit Builder 3 OAI-PMH Repository Manage Appearance Settings Change Site Navigation Manage Users Simple Pages Google Analytics

3 Introduction Use Case: Museum Professionals Share collections and build online exhibits with objects you cannot display in the museum. Tag items with keywords. Ask visitors to share their memories. See what others have built HIV and AIDS 30 Years Ago, Smithsonian Institution s National Museum of American History: About Deseronto (Ontario), Robert & Monnoyer: French Botanical Artists of the 17th Century from Dumbarton Oaks: Steps for creating a site: Sign up for an account. Choose a domain name that reflects the topic of your special collections, or the library. Choose a plan that suits your needs, by reviewing available plugins, storage options, and number of sites. Or try a basic free plan initially and upgrade later. Gather the sources and accompanying metadata for items you wish to share. Choose and configure a design theme. Add an organizational logo or header image, and think about ways to customize the navigation or display of Dublin Core fields (all can be edited later) for item record pages. Install plugins that you will be using for this site, such as COiNS to make records readable by bibliographic software like Zotero or the Social Bookmarking plugin to make it easy for users to share collections items on their favorite social networks. Create one or more collections, if you would like to associate digital items with a specific collection. Determine how best to interpret Dublin Core fields. Upload items and accompanying files to begin building the website s browseable archive, or import items from another archive or CMS using the CSV Import or the OAI-PMH Harvester. Tag items as you add them to create another mode for browsing the collections. Once added, tags may be edited or deleted. As you add items, map your collections if you are using the Geolocation plugin, so site users may browse them on a map. Make and print QR Codes to use inside galleries and interpretative spaces that link to full item records. Collect reflections, images, audio and video files to build a user-generated archive by installing and configuring the Contribution plugin. Create web exhibits with the uploaded sources using the Exhibit Builder. Make your digital archive available as an OAI-PMH data set by installing the OAI-PMH Repository 1

4 plugin. Collaborate with colleagues on building and managing the website by inviting them to become administrative users. Add a simple page to describe your site or your organization. Keep track of your website s visitation stats, by installing the Google Analytics plugin. Step-by-Step Instructions Sign Up and Choose a Plan Signing up for an account is as easy as clicking the Sign Up button and completing the available form. 1. Choose a Plan: Omeka.net offers 5 different plans to choose from. Please note that you must sign up for a free account to be a user/collaborator on any Omeka.net website. Basic (Free): Storage: 500 MB Sites: 1 Plugins: 12: COinS, CSV Import, DocsViewer, Exhibit Builder, Hide Elements, Library of Congress Suggest, OAI-PMH Harvester, PDF Embed, Reports, SharedShelfLink, Simple Pages, Social Bookmarking Themes: 4: Berlin, Minimalist, Season, Rhythm Plus ($49/year): Storage: 1 GB Sites: 2 Plugins: 18: COinS, CSV Import, DocsViewer, Exhibit Builder, Google Analytics, Hide Elements, Item Order, Library of Congress Suggest, OAI-PMH Harvester, Omeka API Import, PDF Embed, PDF Text, Reports, SharedShelfLink, Simple Contact Form, Simple Pages, Simple Vocab, Social Bookmarking Themes: unlimited (Berlin, Minimalist, Season, Rhythm, Emiglio, Thanks Roy, Santa Fe) Silver ($99/year): Storage: 2 GB Sites: 5 Plugins: 24: COinS, Carousel Short Codes, Contribution, CSS Editor, CSV Import, DocsViewer, 2

5 Exhibit Builder, Geolocation, Google Analytics, Hide Elements, HTML5 Media, Item Order, Library of Congress Suggest, OAI-PMH Harvester, Omeka API Import, PDF Embed, PDF Text, Reports, SharedShelfLink, Simple Contact Form, Simple Pages, Simple Vocab, Social Bookmarkings Themes: unlimited (Berlin, Minimalist, Season, Rhythm, Emiglio, Thanks Roy, Santa Fe) Gold ($299/year): Storage: 5 GB Sites: 10 Plugins: unlimited plugins all plugins currently available for Omeka.net plus additional plugins added in the future. Themes: unlimited (Berlin, Minimalist, Season, Rhythm, Emiglio, Thanks Roy, Santa Fe) Platinum ($999/year): Storage: 25 GB Sites: Unlimited Plugins: Unlimited (all currently available for Omeka.net plus additional plugins added in the future) Themes: unlimited (Berlin, Minimalist, Season, Rhythm, Emiglio, Thanks Roy, Santa Fe) 2. Create an Account To sign up for an account, choose a plan (everyone may sign up for one free plan) and fill in the form. Choose a username and password (more than 6 characters), and fill in your name and address. You must also agree to the Omeka.net terms of service Please write down your username and password. Click the Sign Up button. 3. Activate Your Account and Payment After clicking the Sign Up button, you will receive a confirmation , sent to the address you provide in the sign up form, with a link that you must click to activate your Omeka.net account. *Only click the link once. If you click the link more than once from the activation , you will be told No activation exists for the given key. If that happens, please go to the login page and try your username and password. Follow the link to activate your account and you will be directed to a page that confirms the price of the plan you designated in the sign up form. To purchase that plan, click the link to Google Checkout. All transactions are handled through Google Checkout. All sales are final. Plan prices are for one year cycles. There are no partial-year prices or pro-rated fees when upgrading. To ensure that there are no gaps in your service, choose the auto-renew option in Google Checkout for all paid plans. If you change your mind about plans, do not proceed to Google Checkout. There are no refunds. 3

6 Simply go to My Account to upgrade to a different plan. Or, keep the free basic plan. You may also upgrade a plan at any time, but there is no pro-rating. Processing from Google Checkout may take 30 minutes or longer. 4. Logging into your Omeka.net Site Once an account is created, you may access your Omeka.net account and website(s) from any web browser. Login with the username and password you created from Or, navigate directly your new website ( Using your Omeka.net Site See the Managing Websites and Account section of Help. Manage Themes Note: Themes downloaded from Omeka.org will not work on Omeka.net Themes control the public design and presentation of a website, including the main navigation. Manage your themes by clicking on the Appearance tab in the top navigation of the admin dashboard. The first tab to load within Appearance will be the Themes tab (admin/themes/browse). Watch this screencast to see how to modify the appearance of your site: Choosing a theme: If you want to change the design theme from the default choice, click the green Use This Theme button below the theme s thumbnail image in the theme browse page. Configuring a theme: Configurations let you make choices about the look of your site, including adding a logo and homepage text, managing featured elements, and adding footer text. Each configuration is unique to each theme and will be saved with that theme. Click the blue Configure Theme button under the image of your current theme to customize your site. The following choices are available in admin/themes: Choose a logo file. You may upload a logo file that will replace the site title in the header of the theme. Recommended maximum width for the logo is 500px. Choose a header image: Upload an image file that will display across the top of your public website. Footer Text: Add some text to be displayed in your theme s footer. This can be a good place to add credits. 4

7 Display Copyright in Footer: Check this box if you wish to display your site s copyright information in the footer. Site copyright information is found in the General Settings section. Use advanced site-wide search: check this box to allow users to search your whole site by record using advanced search options. Display Featured Item: Check this box if you wish to show a featured item on the homepage. Display Featured Collection: Check this box if you wish to show a link featuring a collection on the homepage. Display Featured Exhibit: Check this box if you wish to show a link featuring an exhibit on the homepage.?homepage Recent Items: Choose the number of recent items to be displayed on the homepage. These appear in the order in which they were mostly recently added to the archive. Homepage Text: Add some text to be displayed on your homepage above the Featured Items. This is a good place to add a very short tagline or description of your site. Save longer explanations for an About page. Save Changes at any time to save these customizations. 5

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9 Manage Plugins Note: Plugins downloaded from Omeka.org will not work on Omeka.net Plugins are tools to extend the basic functionality of Omeka. Each Omeka.net site comes with plugins to allow you to create basic web pages, build digital exhibits, add links for web visitors to connect with their social networking sites, and to make your data readable by bibliographic web tools. You can manage the plugins for your site from the Plugins tab on the top navigation of the admindashboard. Plugins will be listed alphabetically. Each plugin listed will have links to perform various actions: Install: Runs the installer for the plugin and activates the plugin. Uninstall: Runs the uninstaller for the plugin and deletes any information in your installation related to the plugin.?activate: Activates plugin after it has been manually deactivated. All plugins will be activated once present in the Omeka/plugins directory on the server. Deactivate: Action merely unplugs the plugin but does not delete any data collected while plugin was active. Configure: Takes you to a page for customizing the plugin s unique settings. In some cases, uninstalling plugins can delete data associated with the plugin from your database. Check the plugin s documentation before uninstalling if you re unsure. Required Plugins Some plugins are designed to provide basic functionality used by other plugins. Such plugins must be installed and active for other plugins that depend on them to work. 7

10 Manage Collections Collections may be used in a variety of contexts that make the most sense for your archive. It is not necessary to follow a traditional interpretation of a collection, for example by owner or donor. In Omeka.net, you can also use tags to organize similar items into categories. Create a Collection 1. Click on the Collections tab in the left navigation bar from the Dashboard. Any collections you have created will be listed on the /admin/collections page. 2. To create a new collection, click, Add a Collection.. 3. You then may assign a full complement of Dublin Core metadata to any collection. Or, simply title and describe the collection. 4. To make your collection public, check the Public box under the Add Collection button. Likewise, to feature your collection, check Feature. 5. When you are finished adding metadata, clicking Add Collection. Now, you may associate an item with this collection, from the items/add or items/edit pages. Read more below. Adding Items to Collections 8

11 To add items to collections, you must first create the collection. See Add Items to read more about associating an item with a collection. An item may only belong to one collection a time. You may switch an item from one collection to another at any time. Edit a Collection To edit a collection, click the Edit link underneath the title from the Browse Collections page, /admin/collection. Edit in any fields you wish, and click the Save Changes button to the right of the screen. Browsing Collections By clicking the Collections tab, you may browse through the collections in your archive. They are listed with very basic metadata: Title, Contributors, Date Added, and Total Number of Items. You may sort collections by clicking Title or Date Added. Add Items Items are building blocks in Omeka. To build your digital collections website, you must first add items. Before Adding Items You may want to consult the Site Planning Tips page to think about how to build your site and what you want to do with your items. An Item contains metadata, or descriptive data about that specific things, based on the Dublin Core Metadata Initiative. Items can belong to a collection, be tagged with many keywords, and used in multiple exhibits. 9

12 For more information on working with Dublin Core, see the relevant documentation at Omeka.org. Watch this screencast for an overview of adding and managing items. Add an Item 1. From your items page (mysite.omeka.net/admin/items) click the Add an Item button. 2. This takes you to the admin/items/add page where you see a navigation bar across the top pointing you to different stages of adding an item. At any time, you may check the Public and/or Featured boxes to the right of the item form. You may also change this status from the /admin/items page without needing to re-open the individual item. 3. The first tab shows the Dublin Core fields. These are available for every item in the archive. Each field can have multiple values; Simply click the Add Input button beside each field title to add a new input for that field. 4. The Item Type Metadata tab lets you choose a specific item type for the object you are adding. Once you choose the type by using the drop-down menu, relevant metadata fields appear for you to complete. (See Managing Item Types) for information about adding/editing item types.) 5. The Files tab lets you upload files to an item. Clicking the Add Another File link will reveal another field for adding a file. You can associate any number of files to an item. Read more about Managing Files. 6. The Tags tab allows you add keyword tags to your item. 7. Assign items to a collection: To the right of the page, under the Add Item button is a drop-down menu where you can assign your item to a collection. Remember, items can only belong to one 10

13 collection. 8. Be sure to click the Add Item button to save your data. Adding HTML elements to Items Each metadata field s text may be enhanced using basic HMTL tags. Check the HTML box below the text box to enable a visual HTML editor. For more instructions, see: Using HTML Editor-TinyMCE Properties of Items Items: Each item contains Dublin Core and Item Type metadata; an item can belong to only one collection at a time and have an infinite number of tags. Items may contain many or no files. Collections: May be comprised of different items. Items may only belong to one collection a time. Tags: Tags can be added to any item, and an item may contain an infinite number of tags. Edit an Item 1. Access the Items from the tab in the left navigation bar on the Dashboard. This brings you to the Items Browse page (/admin/items). Items are displayed with limited metadata, including the Title, Creator, Item Type, and Date Created. To see additional metadata associated with that item, use the Details link under the item s title. You may also use the blue Show Details tab, which will display details for every item on the page. 2. Find the item you want to edit from the list of items or by searching. To edit only one item, use the Edit link beneath the title of the item. This opens an expanded edit page where you may make your edits. Make sure you click the Save Changes button so you don t lose your changes. 11

14 Delete an Item To delete one item, you may delete that item by clicking the Delete link found below the title on the admin/items page. You will be asked to confirm this action. You may also delete an item by editing the item, and clicking the Delete button, found to the right of the page under the link to View Public Page. Batch Editing & Deleting Click Items tab from the Dashboard or admin screen. Find items that you wish to edit or delete in a batch by browsing, sorting, or searching. Use the check boxes to the left of an item s title to select it for batch editing, or select the box to the left of the Title heading to select all items available on that page. Once items are checked, click the the Edit button; the items will open in an editing page where you may make changes. You may make the following changes for each batch of selected items: make public or private, feature or not featured, change Item Type, switch or associate selected items with a collection, add tags to all selected items, delete Items 12

15 Check the list of items to be edited or deleted in the box to the right. Un-check box to the left of items if you marked one by mistake. Click Save Changes to edit all of the selected items. Browse Items (in Admin) Clicking on the Items tab from the Dashboard or /admin page takes you to a list of items listed by default in order of most-recently-added. There are many ways to browse, sort, and search your items. To sort the browsing results click on a heading for the columns including: Title, Creator, Item Type, or Date Added. To sort by public, private, or featured items, click the Quick Filter link at the top of the list. Items that are not public say (Private) next to the title, Items that are featured have a star inside the item s title To view additional information about listed items, click the Show Details button to display the collection, any tags, a description excerpt, and whether item is private or featured. Also, available are quick links for editing or deleting the item. To search through the items, click the Search Items button which takes you to an advanced search page for searching all items, only. Output Formats Once you have items in your site, item data may be shared in a variety of Output_Formats. CSV Import 13

16 This plugin is available for all plans. The CSV Import plugin allows users to import items from a simple CSV (comma-separated values) file, and then map the CSV column data to multiple elements, files, and/or tags. Each row in the file represents metadata for a single item. When using this plugin, if you plan to map to specific Item Type metadata fields, then you may only import one item type (document, still image, sound, et al) at a time. You may perform multiple imports. The plugin has the following features: File importing: If you specify permanent file URLs in a column, the importer will download and attach a file to each created item. Tag imports: You may include tags in your CSV file and those words will be imported as tags. Undo Imports: The Undo option lets you delete all the files added in an import. Set custom delimiters: you now have the option to set separate delimiters for columns, files, tags, and elements. Watch this screencast to see CSV Import in action: Preparing for CSV Import The best option is usually to use spreadsheet software like Microsoft Excel, Apple Numbers, or OpenOffice.org Calc to create and organize your data. All of these programs can export a spreadsheet into CSV format, and will handle all the necessary escaping and quoting for you. However, if you re creating or editing your data by hand, there are a few things to keep in mind: You will need to normalize your data before importing. Check to be sure that the first row of your CSV file contains column names, and that every row has the same number of columns. Check to see if any of the text contains commas, and if it does surround that segment with double-quotes. Many spreadsheet programs will do this for you automatically. If you are using a spreadsheet program, check the CSV that is exported by opening it in a plain text editor to see if the double-quotes are being added automatically. You can specify a unique delimiter for columns, files, tags, and elements. Once you do, be sure to be consistent in formatting. Remember, every row represents one item, and all items in the file must be the same item type. Look over the Dublin Core and Item Type metadata to be sure you can easily map the fields in your CSV file to the Omeka installation. Make any modifications in fields or types as necessary. (See Manage Item Types) It is possible to import files housed in a digital repository by adding the URL to that specific file in a 14

17 column representing a file. You may import more than one file per item, by comma separating the urls within a cell. You must use a permanent link for this step. Importing A quick note about CSV formats and importing: The column delimiter is the basic building block of the CSV file, and it is a comma by default. Each of the remaining delimiter inputs simply accepts a character that s used to separate multiple values within one cell of the CSV. If you are placing multiple values in single cells, the character you re using to separate those values is the delimiter. The plugin allows you to specify different delimiters for cells that contain tags, links to files, or normal element data. To import, go to the CSV Import tab in the left navigation bar in the admin Dashboard. Select a CSV file from your computer and select the appropriate import settings. You may choose an item type for each of your items to be designated, and you may place your items in a collection using the pull-down menus. At this time you may also make your items public or featured if you wish. You must tell the plugin how to deal with your data. If your CSV file does not use a comma to separate your columns, indicate which character you did use. Note: You may not use a tab or an empty space. The plugin assumes you have used commas to separate tags within individual cells in your CSV file. If you have used a different character, you must indicate that in the Choose Tag Delimiter field. Note: You may not use a tab or an empty space. The plugin also assumes that you have used commas to separate multiple URLs within a cell (if you are importing items from an outside repository, for example). If you have used a different character, indicate that in the Choose File Delimiter field. Note: You may not use a tab or an empty space. The plugin assumes that each metadata field has only one element in it. If any of your metadata fields has more than one element (if your item has more than one creator, for example), please tell the plugin what character you used to separate the elements. If you have more than one element in a a field but leave this blank, the plugin will treat the entire text block as one element. Note: You may not use a tab or an empty space. Note: If you are importing a CSV file that was exported by Omeka, you may simply select Use an export from Omeka CSV Report and your metadata will be directed to the proper fields for you. 15

18 Click the Next button. On the next screen, you will see a table which includes each of the Dublin Core fields in Omeka, the text from your CSV file that is designated for that field, and a pull-down menu to allow you to map your columns to the appropriate field. Make sure you select an element for each of the fields that is populated. Click the Import CSV File button. You may check on the progress of your import using the Status tab. Undo an Import Click on the CSV Import administrative tab. Click the Status tab. Click the Undo link for the Import you want to undo. This will delete all items for this import. 16

19 If your import hangs without completing for an extended period but the link to undo the import does not appear, you can enter the link directly into your browser address bar according to the following example: ID] For example, if this was your 3rd CSV import, you would use You can hover over the links for previous or subsequent imports to deduce the Import ID. OAI-PMH Harvester This plugin is available for all plans. The OAI-PMH Harvester plugin imports records from OAI-PMH data providers. Some online repositories expose their metadata through the Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH). This plugin makes it possible to harvest that metadata, mapping it to your Omeka.net site. The plugin can be used for one-time data transfers or to keep up-to-date with changes to an online repository. Currently the plugin is able to import Dublin Core, CDWA Lite metadata, and METS. Dublin Core is an internationally recognized standard for describing any resource. Every OAI-PMH data provider should implement this standard. CDWA Lite is a standard for describing works of art and material culture. Very few repositories expose CDWA Lite, but the standard is getting more and more popular. METS is developed as an initiative of the Digital Library Federation and maintained in the Network Development and MARC Standards Office of the Library of Congress. Performing a harvest 1. Once you have installed the plugin, select the OAI-PMH Harvester tab in the left-hand navigation bar. 2. Enter an OAI-PMH base URL in the field and click View Sets. Note: Not all repository utilize METS. However, if you are accessing a repository utilizing a METS metadata library, you will be given the choice to harvest either oai-dc or mets. Select the type of data you will harvest from the 17

20 dropdown menu. To harvest the entire repository, select Go. 3. To harvest single sets within a repository, select the type of data you are harvesting from an individual set, METS or OAI-DC (if the choice exists) and select the Go link associated with that set. 4. The harvest process runs in the background and may take a while 5. Go to the harvest s Status page to check the progress Re-harvesting and updating The harvester includes the ability to make multiple successive harvests from a single repository, keeping in sync with changes to that repository. After a repository or set has been successfully harvested, a Re-harvest button will be added to its entry on the Admin OAI-PMH Harvester page. Clicking this button will harvest from that repository again using all the same settings, adding new items and updating previously-harvested items as necessary. Manually specifying the exact same harvest to be run again (same base URL, set, and metadata prefix) will result in the same behavior. Duplicate items Duplicate items (multiple items corresponding to the same repository record) may be created if an item in a repository is a member of several OAI-PMH sets. This will also occur if a repository is harvested using more than one metadata prefix. In this case, the duplicate items are independent, and changes to one will not propagate to the others. However, the duplicate items, if any, can be accessed from the admin item show page. If an item has duplicates, they will be shown in an infobox on the right-hand side of the page titled Duplicate Harvested Items. 18

21 Manage Tags Tags are keywords or phrases that describe a piece of data. They are non-hierarchical labels that classify your content so that it is easily found. To manage your tags, sign into your Omeka.net admin panel for your site and select Tags from the left-hand navigation bar. This displays all the tags associated with items in your archive. You may edit tags, delete tags, view items associated with individual tags, and sort tags. Each tag used on your site appears as a unit which gives you 1) the number of items with that tag, 2) the name of the tag, and the 3) option to delete the tag. View Tagged Items To view items associated with an individual tag, click on the number to the left of the name of your tag. A browse page opens displaying only items tagged with the tag you clicked. Edit a Tag Editing a tag allows you to rename a tag. Tags edited in the admin panel change on all items across the site wherever they appear. Click on the name of the tag you wish to edit. Enter the changes you would like to make in the field. Hit Enter and your tag is saved with its new name. 19

22 Delete a Tag Deleting a tag removes all occurrences of that tag across all items. Choose the tag you wish to delete from the select menu Select the X to the right of the tag. A window opens with the question, Are you sure? Click Delete, and that tag is permanently deleted across your Omeka items. (If you change your mind, close the query window by clicking on the X in the upper right hand corner.) Sort Tags The menu above your tags display allows you to sort all of your tags. The browse tags panel displays all the tags associated with items in your archive, weighted by frequency used. You may sort and view all your tags by most popular, least popular, alphabetically, or by tags most recently added to items. Geolocation This plugin is available for accounts with Silver, Gold, and Platinum plans. The Geolocation plugin allows you to pin items in your database to a Google map. Items are geolocated individually with related metadata and collectively on a central map. 20

23 Configuring Once you have downloaded the Geolocation plugin, select Plugins in the top navigation of your admin. Activate your plugin and select Configure. Using the configure page, select: number of locations to show on the map at one time. default latitude, longitude, and zoom level. width and height of map displayed on individual item pages. whether to use metric distances when searching items on the map. whether to make a link available to the Map on the Items/Browse page. whether to add a map to the Contribution submission form, so that contributors can select a location that relates to their submission. After configuring, don t forget to save your changes. Getting Started After you have activated and configured the Geolocation plugin, it is time to geolocate some items. When adding or editing an item (admin/item/edit and admin/item/add pages), you will find a new Map tab. When adding metadata for an item, click on the Map tab to add a location. Enter the address of the item you wish to geolocate. A marker automatically maps the selected address. OR, click directly on the map to place the item you wish to geolocate. A marker automatically maps the 21

24 selected site. To change the location of an item, type in the new address. You ll be asked if you are sure you would like to change the item location. Select OK or Cancel. Don t forget to save your changes. Viewing Items on the Public Map Visitors to your Omeka.net site may use a map to browse through all of your geolocated items. When configuring the plugin, if you selected Add Link to Map on Items/Browse Navigation, a Browse Map link will be added automatically to the secondary navigation on the items/browse page. From this view, visitors may browse all mapped items, browse by tag, search for items, and browse the map. They may also locate a mapped item by clicking on the items listed in the right column of the map. Browse and Search Items on Admin Map A Map tab appears in the left navigation bar located on the left side of the Dashboard. Clicking on the Map 22

25 tab takes you to a map that displays all items geolocated in your Omeka.net site public and not public. From this view, you may also search mapped items using the item advanced search. Search results appear directly on the map. Reports and Bar Codes This plugin is available for all accounts. A report generates a named set of items in your Omeka.net site based on criteria you input using an advanced search form. You can create reports that encompass all items in the system, or choose to report on one specific item, or anything in between. Reports will automatically update as new items are added to your site. Reports and Bar Codes plugin allows users to export these reports of items to an HTML list or a PDF of QR codes, (10 per page, by default). Screencast Watch a quick screencast demonstrating how a bar code might be used inside a museum. Please note, this screencast uses an older version of Omeka, but the process for generating QR codes is the same: Instructions Install the plugin from the admin/plugins page. The Reports tab will then appear in the left navigation of the admin Dashboard (admin/reports). Click the link in the top-left of the screen that reads Add a Report. On the Add page, choose a name and a description for the report. 23

26 Then you may choose which items to include in the Report on the Edit Filter page. Like creating an advanced item query, choose the criteria to filter the items needed for this report. If you leave the form blank, all items will be printed. Click Search. 24

27 The new report now appears on the admin/reports page. Generating a File Once you have created a report, you can publish report files in HTML or as QR Codes. 1. From the admin/reports page, To generate a file, you can either click the Generate File button on the main Reports page, or a specific report s details page (accessible by clicking the report s name). 2. The drop-down menu next to the Generate File button allows you to select the type of report that will be generated, HTML or PDF for QR Codes. The report will be generated in the background. Refresh the report details page as the report s status changes 25

28 from In Progress to Completed. Viewing a File All report files with a status of Completed on the report details page have two links, allowing you to view or delete the file. \ View file allows you to view the generated file in your browser. You can then save the file to your local machine, and/or leave it on your Omeka.net site. Delete file deletes the generated file from your Omeka.net site. Before clicking the Delete file link, make sure you have saved a copy of the file if you want to keep it. Contribution This plugin is available for accounts with Plus, Silver, Gold, and Platinum plans. The Contribution plugin provides a way to collect stories, images, or other files from the public and manage those contributions in your Omeka archive as items. The form can also automatically add a recaptcha box at the bottom of each form to prevent spam-bots from spamming your website. 26

29 Omeka.net has ReCaptcha installed. ReCaptcha it a program that can help ensure that only actual people, not spammers or robots, are using particular parts of your site. It displays an image of two words and asks the user to type them in before continuing. Customizing the Contribution Form Once installed, a tab called Contribution will appear in the left-hand navigation on the admin dashboard. Click on the Contribution tab to go to the plugin s own Dashboard for managing the form, contribution settings, and the public contributors. A basic contribution form is installed and ready to ask users to submit a Story or Image type, and to include their name and address. If you want to modify the form, follow the steps below. Modify the Item Types Collected 1. Click Contribution Types tab 2. Click Add a Type to choose item types you wish visitors to share. Story (document) and Image are pre-selected, but you may delete these or add new ones. These types will appear in a dropdown menu for visitors to this website. You may choose any item type available (moving image, sound, oral history, et al), or you may create a new item type (see Manage Item Types), which will then be available to select for the public form. 3. Once the item type is chosen, you may rename it for the form in the Display Name field, and also decide whether you want visitors to upload files (Allowed, Disallowed), or if you want to require them to upload files (Required). 4. Click Save Changes. 5. For each item type you chose, pick the fields you want users to complete by clicking the edit button to the right of each item type. 6. In the Contributed Elements section, click Add an Element and an empty text box will appear for you to add in a public prompt to help visitors answer the question related to a specific element (such as description, date, or subject) you have selected from the dropdown menu. 7. If you wish to offer users a choice of pre-determined answers for a specific element, you may install the Simple Vocab plugin and create a set of controlled vocabulary for that element. 27

30 8. When finished adding elements, save changes. Create Contributor Questions 1. Click Contributor Questions to add questions about your site s contributors. You will notice that the name and address fields are required and are not editable. 2. To create a new question, click Add a Question. Write your question in the first box, and then choose the size of the field to be displayed on the public form. For a short answer, no more than one line, choose tiny text. For a longer answer, choose text. 3. Click Submit Changes. Configure Submission Settings If you would like to send an message to each contributor confirming their submission, enter an address in Contribution Confirmation . Leave this field blank if you do not want to send an . If you would like to receive an notifying you of a new contribution, enter one or more address(es) in New Contribution Notification s to receive a notification. Leave this field 28

31 blank if you do not want anyone to be alerted of contributions by . Select a custom slug, or URL, that is a relative path to the contribution form. If left blank, the default path will be named contribution. Set the terms of service or consent requirements for contributing to the site by entering text in the Text of Terms of Service box. All contributors to the website must agree to these terms in order to submit their contribution. If you choose, you may specify a collection where new contributed items will be organized. This is not required. Collection designations can be changed and will only affect new contributions submitted after the collection is changed. Save Settings. Contributor Information Click the Contributors tab to browse contributors names, s, and items they submitted. Exhibit Builder 3 This plugin is available for all accounts. The Exhibit Builder plugin allows you to develop online exhibits, or special web pages, that combine items from your Omeka archive and may include narrative text. Exhibits are composed of pages, generally an initial page that introduces your exhibit and subsequent pages 29

32 composed of the items from your Omeka database that you wish to highlight and/or relate to each other. Exhibit Builder exhibits may be as short as one page or consist of multiple pages. You can make the pages of an exhibit hierarchical. The layout of exhibits in Exhibit Builder 3.0 is highly customizable, with the pages composed of smaller units called blocks. There are three content block types which come with Exhibit Builder 3.0: file with text, gallery, and text block. Plugins, Geolocation for example, can also add in content blocks. Configuring Select Plugins in the top navigation of your admin. If you have not yet activated Exhibit Builder, you need to do so before configuring. Select Configure to choose the sequence in which your exhibits appear. Exhibits may be ordered by date added, alphabetically by name, or most recent. Choose the order of your Browse Page Exhibit display from the dropdown menu. Don t forget to save your changes. Getting Started Once you have activated and configured the Exhibit Builder plugin, Exhibits should appear in the left navigation bar. Clicking on it will take you to the Browse Exhibits page (admin/exhibits in your installation). To create an exhibit, go to the Exhibits tab and click the green button labeled Add an Exhibit. This will take you to a new page where you can enter the following metadata: Title: the name of your exhibit, which will be displayed to users. Slug: the abbreviated exhibit name which appears in the url, for example 30

33 Credits: acknowledgements which will be visible to the public. Description: an introduction or overview for the exhibit. Tags: keywords or themes that give users another option for finding exhibits. Once you have entered the data, click Save Changes to create your exhibit. Theme By default, your exhibits will display using the same theme as the rest of the site, or you may choose a different theme for each exhibit. To do so, select a theme from the drop-down, which will default display Current Public Theme. After selecting a specific theme for exhibit, you can configure that theme by adding a logo, header image, footer text, and copyright information which displays only for that exhibit. Note that if you change the theme, you must click Save Changes before you configure the theme. So if you have been using Berlin and you want to change to the Winter version of Seasons, you will have to click Save Changes after switching from Berlin to Seasons in the Theme dropdown before you can configure the Seasons theme. Pages Once you have created an exhibit you can add pages to it by clicking the Add Page button at the bottom of the Exhibit Metadata page. Once on the Add Page screen, add the following: 31

34 Page Title: visible to users, used for navigating through the exhibit. Page Slug: an abbreviated exhibit name that appears in the url, for example To save the page information and continue editing that page, click the Save Changes button. To save the basic information for that page and add another page, click the Save and Add Another Page button. Organizing Pages An exhibit on Omeka.net can have multiple pages. You can reorder these pages by dragging and dropping, and you can use drag and drop to set up an exhibit page hierarchy. Note that these hierarchies cannot be more than three levels deep. You can also delete pages from the Exhibit Metadata page through a two-step process. First, click the large black X on the display bar of the page you wish to delete. Once you click the X, the bar will turn red (see the bar for the page Edward in the image below). Clicking the arrow will undo the delete action. To confirm deleting a page, you must click the Save Changes button. Once pages have been deleted, they cannot be restored. Content Layouts from earlier versions applied to an entire page, but in Exhibit Builder 3.0 pages combine smaller content units called blocks. There are four kinds of blocks: item(s) with text, an item gallery, text only, or a geolocation map (if you have installed the Geolocation plugin). Each page can have one or more content blocks. 32

35 The File with Text block allows you to pair full size or thumbnail files of your items with a block of text. The item files will all be the same size. Text will appear either to the right or left of the item(s). You can use a single item file paired with text, or have multiple item files to the right or left of a block of text. The Gallery block creates a gallery of item files, generally large square thumbnails. You can add text to the gallery, which will display left or right of the gallery. In a gallery block, you can specify a showcase file, which will appear full size either to the right or left of the text. The other gallery images can be placed below the showcase image or beside it, over the text. The Text Block allows you to create a section of text which spans the width of the entire page. To add a content block, select the layout you want in the New Block dialog box. Once you have selected the kind you want, click the Add new content block button. You will have a new block on the page to configure your content. Adding Items If you have selected any block other than Text, choose an item by clicking the large plus sign button appearing in the Items area. An Items Browse dialog box pops up showing all of your items. You can search in the items or browse. To select an item, click on its bar. The right end of the bar will highlight a dark brown Select Item button. Click Select Item to find options for creating a caption for the item. If you have more than one file uploaded for an item, you will be able to select which you want to use by clicking on it. When you have finished, click the green Apply button in the bottom right-hand corner to add the item. Once you have added an item, you can change the caption or selected file by clicking the edit button which 33

36 sits across the bottom of the item icon. To delete items, click the x in the upper right hand corner of the item icon; this will gray out the icon, indicating that it will be deleted the next time you save changes. If you decide not to delete the item, you can click the arrow which replaced the x, but you must do so before you save your changes. Exhibit text can be formatted, either using the formatting toolbar at the top of the text entry box or with html. To write your own html, or paste from somewhere else, click the blue HTML button in the formatting toolbar at the top of the text entry box. This will open up an HTML Source Editor window in which you can work. Layout Options Both the File with Text and Gallery blocks include layout options to change the look of the exhibit page. To access these options, click the black triangle button to the right of the Layout Options text at the bottom of the block. This will reveal dropdown menus with options for changing the layout. File with Text layout options For File with Text you can change the position of the file relative to the text (file position) and the size of the file. File position is either right or left. File size can be full size, thumbnail, or square thumbnail. Whatever you select affects all of the files for that block equally. The text in this block will stay fixed to the right or left of the file, but will wrap below if the length of the text exceeds the height of the file. 34

37 Gallery layout options For Gallery you can change the position of the gallery relative to the text (gallery position) and select the location of the showcase file, if you want to have one. A showcase file is full size, while the rest of the gallery files are large square thumbnails. Exhibit Builder will use the first item in the block for the showcase; note that you can change the order of the items by dragging and dropping. If there is no showcase file or text, the gallery will use the full width of the page. Additional Layouts Some plugins include their own Exhibit Builder content block layouts. If you have installed the Geolocation plugin, you will have the Geolocation Map block as an option in your exhibits. This block has no text. Select items which already have been geolocated using the plugin in their item edit page. This block displays as a map across the full width of the page, with markers for the items you select. Any captions you enter will appear in a pop-up inside the map when the item marker is clicked, as will the item file and title. 35

38 Previous Exhibit Builder Layouts This chart shows the correlation of previous Exhibit Builder layouts with blocks in the new Exhibit Builder. Although it is possible to reproduce previous layouts using Exhibit Builder 3.0, the content blocks allow for a much wider variety of layouts. For example, rather than having all the files on one side, as in image list left or right, files could alternate sides. You can also combine a Gallery block with File with Text Blocks, or stack multiple Galleries with interpretive text for each set. You cannot change one kind content block (ex. Gallery) to a different kind of content block (ex. File with Text). However, because you can move content blocks around, adding a new block to replace an existing one is less work than in previous versions of Exhibit Builder. Layout options are in italics for Exhibit Builder 3.0 blocks. 36

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40 OAI-PMH Repository This plugin is available for accounts with Gold and Platinum plans. The OAI-PMH Repository plugin exposes metadata for Omeka items using the Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH). This is the reverse of the functionality provided by the OaiPmhHarvester plugin. Metadata Formats The repository plugin ships with support for four standard metadata formats: Dublin Core (oai_dc): This is required by the OAI-PMH specification for all repositories. Omeka metadata fields are mapped one-to-one with fields for this output format, and it is the preferred format to use with the plugin. CDWA Lite (cdwalite): The mapping between Omeka s metadata and CDWA Lite metadata is more complicated, and certain fields may not be populated correctly. The chief advantage of using CDWA Lite output is that file URLs can be output in a controlled format, unlike Dublin Core. Harvesters may therefore be able to harvest or link to files in addition to metadata. MODS (mods): This output crosswalks the Dublin Core metadata to MODS using the mapping recommended by the Library of Congress. METS: The Metadata Encoding and Transmission Standard exposes files to harvesters. Configuration The plugin has three user-configurable values. You will be prompted to set these at installation time, or you can change them at any time from the Configure link on the Plugin management page. Repository name Name for this OAI-PMH repository. This value is sent as part of the response to an Identify request, and it is how the repository will be identified by well-behaved harvesters. Default: The name of the Omeka.net installation. Namespace identifier The oai-identifier specification requires repositories to specify a namespace identifier. This will be used to form globally unique IDs for the exposed metadata items. This value is required to be a domain name you have registered. Using other values will generate invalid identifiers. Default: yoursite.omeka.net. This should suffice for most instances. 38

41 Expose files Whether the repository should expose direct URLs to all the files associated with an item as part of its returned metadata. This gives harvesters the ability to directly access the files described by the metadata. Default: true The base URL of the repository can be found by appending /oai-pmh-repository/request to the base URL of your Omeka site. Manage Appearance Settings Settings in the Appearance section help you to manage derivative image sizes and some display settings for items. Derivative Size Constraints You are given the option to set the maximum image sizes for Fullsize, Thumbnails, and Square Thumbnails in pixels for the longest side of the image. By default the following sizes are set, but you may change them: Fullsize Image: 600px; Thumbnail: 300 px; Square Thumbnail: 200 px. Note: altering these constraints will only apply to newly uploaded files, not ones already in your database. 39

42 Display Settings Results Per Page: You may edit the number of items to be displayed per page in both the admin and public items/browse pages by changing the Results per Page settings. The default number is 10 for both. Show Empty Elements: If you wish to only show metadata fields containing data on the public pages, do not check this box. The default setting is unchecked. If you wish show all metadata (empty and filled) fields, check this box. Change Site Navigation The new Navigation section in Appearance, lets you manage your site s public global navigation by ordering, editing, and adding navigation links, and by selecting a homepage. Ordering Navigation Links Here you will find what appear by default as the navigation tabs for your Omeka.net site: Browse Items, Browse Collections, and About (if Simple Pages is installed). From this screen, you may arrange these pages in any order by dragging and dropping. Naming and Publishing Navigation Links 40

43 The checkbox located to the left of each section or page title indicates when a navigation link is visible on the public site. For example, if you don t want Browse Collections to display, uncheck the box. To rename the links to different pages and sections in the site s navigation, click the arrow found to the right of the page or section s title to reveal the Label and URL. Edit the word or phrase that appears in the Label text box. For instance, you may change Browse Items to Sources, or to any term or phrase you choose. To change the link to that page or section, edit the URL directly from this screen. Add Navigation Links In the section, Add a Link to the Navigation, you may add links to other content as well, whether on your site or elsewhere. Choose a Label, or title for the link, and paste in the URL to the external or internal webpage. Click Add Link. 41

44 Choose a Homepage In Navigation, you may change the homepage of your installation by selecting a page from the new dropdown menu. The menu, under Select a Homepage, found on the right side of the screen, under Save Changes, contains all of the public navigation links you created. If you wish to change the homepage from the default home in your theme, select the desired homepage. Be sure to Save Changes. Manage Users The Users section allows the site Administrator to control who may access the admin section of the site and what they can do. You may add, delete, and assign categories of use. Manage users by clicking on the Settings button in the right corner of your dashboard, or go to /admin/users. The Browse Users screen shows the number of users, as well as the username, display name, , and role for each user. The table displaying users can be sorted by any of those values. From this page, you may edit 42

45 user information, delete users, or search existing users. To sort users, simply click on the column heading by which you would like to sort. If you want to sort descending rather than ascending, click twice on the heading. The small paired arrows beside the column heading indicate whether the sort is ascending (top arrow darker) or descending (bottom arrow darker). You can search users by username, real name, or address. Username and real name searches can include complete words or partial strings; for example, you could search for any username containing ja. searches only function with a complete address. Add a User To Add a User, invite them by entering the address of the person you wish to invite to collaborate with on your website, and choosing what level of permissions, or access, she/he will have to this website. Be sure to click Invite to complete the process If the invited user does not have an Omeka.net account, they will be directed to the sign up page where they can get a free basic account to work on this website. User Roles and Access You may assign Users different levels of access to the admin interface. Super users can access all available pages in the admin. Supers are the only users with access to the Settings panel, choosing and configuring themes; adding and editing users; changing general settings. Administrator users can access and edit Items, Collections, and Tags. Contributor users can add items and edit items they have created. They may create exhibits using any item in the archive, and have permission to view any public exhibit from the administrative side. Researcher users can see all of the Items, Collections, and Item Types pages public or private, but cannot edit any content. Edit/Delete Users 43

46 You can edit user roles by selecting a new role from the dropdown in the user s row, or remove a user s access to your site by checking the Remove box in their row. Complete both actions by clicking the Submit button. API Keys To add an API key for a user, click on the Api Keys link under the username. Enter text for a label for the key in the field provided and then click Update API Keys. An API key will be generated and added to the page. To remove a key, click the checkbox in the Rescind column of keys. Again, click Update API Keys to execute. Simple Pages This plugin is available for all accounts. The Simple Pages plugin allows you to easily create web pages for your public site using a simple form. It requires no programming knowledge and optionally allows users to add basic HTML markup. Once you have installed the plugin, access the Simple Pages Browse page by clicking on the Simple Pages 44

47 tab in the left hand navigation of the admin dashboard to create, view, edit, and manage your pages. Create Simple Pages To create a new page: From the Simple Pages tab, click Add Page. Start building the page by adding a title (required). Fill out the form as you wish. For instance, add a unique URL slug for the page. For example, about is the slug in the following URL: Add any text you want to appear on the page in the designated box. If you want to format the text, use the buttons that appear at the top of the box to bold, italicize, underline, justify, and link words, or add bullet points. See Using the HTML Editor for more information about adding basic HTML to your page. Note: you may paste in embed codes of iframe s from approved sites, but not objects. To create a hierarchy of pages, or nested page, you may use the drop-down menu on the right side of the screen to choose which page acts as the Parent. If you choose not to nest pages and want them linked on the homepage, choose Main Page (No Parent) option. You can also created nested page hierarchies by managing the site navigation. Just below the drop-down for Parent page, you may arrange indicate the page s order number relative to the others with the same parent page (1 is first) If you are ready to publish the page, click the Save Changes button. 45

48 You can edit your pages from the Simple Pages Browse page by clicking the edit button. To delete a page, either click delete on the Simple Pages Browse page or click the Delete button when editing the page. Shortcodes Simple Pages can now utilize shortcodes to embed content from your database, plugins, and more. These can be used to easily customize home pages, for example. See here for more about Shortcodes. Google Analytics This plugin enables Google Analytics to track visitation to your website. The Google Analytics plugin is 46

49 available on all Omeka.net plans. Configuring the Plugin If you do not have a Google Analytics account already, visit the Google Analytics website and create an account. Once you have an account, Add a Website Profile for the Omeka.net website you wish to track. You may create Profiles for multiple websites. Install the Google Analytics plugin from the Settings panel and click Configure. Copy the value for Account ID found next to the site URL (starts with UA- ) and paste it into text field. Save Changes. Tracking Visitors To view the latest website visitation numbers, log into your Google Analytics account. Visitor statistics will be stored there and will not be available when logging into your Omeka.net account. 47 Powered by TCPDF (