Instructions for Uploading a File to the GITA Learning Center. November 2014

Size: px

Start display at page:

Download "Instructions for Uploading a File to the GITA Learning Center. November 2014"

Richard Watts
6 years ago
Views:

1 Instructions for Uploading a File to the GITA Learning Center November 2014

2 Intentionally Left Blank

3 OVERVIEW In order to ensure data integrity and ease of workflow, the following procedures will be used for acquiring, cataloging and uploading documents to the GITA Learning Center (LC). As GITA s educational offerings expand in scope and scale, the goal is to create and maintain a system of well-indexed and reliably documented files. Any individual who would like to contribute a document ( Contributor ) to the GITA Learning Center, will first need to get written approval from either the Association President or Chair of the Education Committee. Once that approval has been granted, the Contributor will receive an from a member of the GITA staff or Education Committee ( LC Administrator ) who will oversee the Contributor s initial efforts. That will provide instructions for accessing the GITA Upload Center where submissions are managed. The submission process has four steps: Step One: Entering Metadata After thoroughly reading and understanding the information in this document, the Contributor enters metadata about the file(s) to be uploaded in the Upload Master Checklist. After the metadata entries are complete, the Contributor s the assigned LC Administrator indicating the metadata is ready for review. Step Two: Metadata Review The LC Administrator reviews the metadata. If it is complete and accurate, the metadata is passed to the Chair of the Education Committee. The Chair will review each file s abstract for appropriateness of content and then approves or disapproves the file for upload. Step Three: File Upload If a file s metadata passes review, the LC Administrator will upload instructions to the Contributor. The will specify if the file upload will be done by the Contributor (preferred) or LC Administrator. 1

4 The upload location will be dependent on the file type AND file size. The list below provides the GITA Learning Center file storage locations: PDFs less than 30Mb: Stored internal to the GITA association management system hosted by YourMembership. PDFs 30Mb or larger: Stored on the GITA Learning Center One Drive hosted by Microsoft PPTs of all sizes: Stored on the GITA Learning Center One Drive hosted by Microsoft Videos of all sizes: Stored on the GITA YouTube channel hosted by Google Upload instructions for each location are provided in the expanded instructions for Step Three later in this document. Regardless of whether the Contributor or LC Administrator uploads a file, the file s URL must be added to the Upload Master Checklist if stored on You Tube or One Drive. If the file was uploaded by a Contributor, the Contributor must also send an to the LC Administrator indicating the upload is complete. Step Four: File Review and Publication The LC Administrator will conduct a final review of the Upload Master Checklist, create the appropriate link to the file if needed, and then ensure the file has been properly brought into the GITA online environment. When all steps above are complete, the LC Administrator will mark Yes in the Finaled column of the Upload Master Checklist. 2

STEP ONE ENTERING METADATA Once authorization to upload a file to the GITA Learning Center has been granted, the Contributor completes the metadata by filling in the Upload Master Checklist.

5 STEP ONE ENTERING METADATA Once authorization to upload a file to the GITA Learning Center has been granted, the Contributor completes the metadata by filling in the Upload Master Checklist. Metadata elements are described below. Metadata Element File Name Description Example Entry or Entries Example Graphic of a Checklist Element Files must be named based on the date of their creation 2014_1103_Upload_Presentation.pdf in a 'YYYY_MMDD_Name.type' format for ease of filtering. Underscores must separate every word in the name. File Format Using the dropdown arrow in the upper right-hand corner of a File Format cell, select the appropriate file format. PDF, PPT, Video, DOC, or Link 3

6 Metadata Element File Size Description Example Entry or Entries Example Graphic of a Checklist Element Using the dropdown arrow in the upper right-hand Less than 30Mb, or corner of the File Size cell, select the appropriate file 30Mb or greater format. PDF and DOC files less than 30Mb will be stored internal to the GITA association management system, while files 30 Mb or greater will be stored external on the GITA OneDrive or the GITA YouTube accounts. Category Using the dropdown arrow in the upper right-hand corner of a Category cell, select the category with which the file is associated. If an appropriate category is not available, contact the LC Administrator. Some examples: Conference - Pipeline Week, GECCo, General Information Smart Grid, Regional Event EnerGIS, Survey Geospatial Industry, or Website Support Item Event Location In the cell provided, enter the name of the city and an abbreviation for the state or province where the event took place. If the event occurred online, enter Online. For papers, studies or videos without an associated formal presentation, use the home town of the lead author. Tampa, FL, or Online 4

7 Metadata Element Year Description Example Entry or Entries Example Graphic of a Checklist Element Using the dropdown arrow in the upper right-hand 2014 corner of the Year cell, select the year that the presentation was first delivered or if a paper, study, or video, the year the item was written, published or filmed. Title Title to be displayed on the website. Limit 50 characters. Truncate as appropriate; where possible, include lead author s last name at the end separated by a dash, if applicable. A presentation with the title GIS Pipeline Strategies in the Northern Oil Field, by Jacob Jackson, should be shortened to GIS Pipeline Strategies - Jackson. In example graphic to right, Geospatial Information & Technology Association Learning Center Upload Presentation Peter Truax, has been appropriately shortened as shown. Author(s) The first and last name of the individual(s) or organization(s) which created the document. List all known authors. Separate each full name entry with a comma. If one of the document authors is contributing to the document, place that individual s name at the start of the list. Peter Truax 5

Metadata Element Abstract Description Example Entry or Entries Example Graphic of a Checklist Element A description of the file's contents this will be used to Presentation describes policies and

The more wish to contribute materials to the descriptive and concise the description, the easier it GITA Learning Center. will be for others to find the uploaded item.

8 Metadata Element Abstract Description Example Entry or Entries Example Graphic of a Checklist Element A description of the file's contents this will be used to Presentation describes policies and display information about the file in search results for procedures for GITA members who the GITA website and/or Learning Center. The more wish to contribute materials to the descriptive and concise the description, the easier it GITA Learning Center. will be for others to find the uploaded item. Limit this abstract entry to 600 characters or less. Keywords Relevant keywords or short phrases pertaining to the content of the file, which are used in site search indexing. Do not capitalize unless appropriate (formal names and acronyms), and separate each word or phrase with a comma and a space. Some example entries might be: oil, gas, SCADA, Twin Cities GECCo, emergency management For the example upload item used throughout this document, key words would be as shown to the right. Description This field auto-populates using values from the preceding nine fields to create an entry which will be copied and pasted into the Description field for each record in the YourMembership File Library system as discussed in Step Three. NOTE: The Description field in YourMembership is limited to 1,000 characters. If this cell s value is over that limit, truncate the Abstract as needed. File Format: PDF File Size: Less than 30Mb Category: Website Support Item Event Location: Online Year: 2014 Title: GITA LC Upload Presentation Truax Author(s): Peter Truax Abstract: Presentation describes policies and procedures for GITA members who wish to contribute materials to the GITA Learning Center. Keywords: Learning Center, procedures, upload, examples, authors, contributing, presentations, videos, PPT, PDF 6

9 Metadata Element Copyright Issues Description Example Entry or Entries Example Graphic of a Checklist Element Using the dropdown arrow in the upper right-hand None known, corner of a Copyright Issues cell, select the Copyright by GITA, appropriate copyright classification for the file. Where Copyright by Author - GITA free uncertain or no information can be found, select to distribute without attribution, Unknown and an LC Administrator will attempt to Released by Author for view only, determine if there are any known issues. or Unknown Date Created The date of the file's creation in month/day/year format. If exact day or month is unknown, default to the 1st of the Month of its creation, or January 1st of the year of its creation. Many times this item of information can be determined by checking the properties value of the file. 5/9/2014 Presenter If known, include the contact of the presenter(s). Separate each entry with a comma. If one of the document authors is contributing the document, place that individual s at the start of the list. ptruax@gita.org 7

10 Metadata Element Contributor Name Description Example Entry or Entries Example Graphic of a Checklist Element First and last name of the individual offering the file Fred Sample for upload. A dropdown menu provides an option for quick entry of Same as first named Author. Contributor of the individual offering the file for upload. A dropdown menu provides an option for quick entry of Same as first Author . fred.sample@deltastate.edu Notes Add here unique information about the file that has not otherwise been gathered. Although it is anticipated this entry cell will be seldom used, insert the word None using the cell dropdown feature to indicate in the affirmative there are no known notes for this file. An example entry for a 2012 presentation obtained from the Common Ground Alliance in 2014 would read: 2012 presentation obtained from the Common Ground Alliance in 2014 under Cooperation Agreement signed July 7, If entry not needed, enter: None 8

11 STEP TWO - METADATA REVIEW Once the LC Administrator is notified by from the Contributor that a metadata record has been entered in the Upload Master Checklist, the LC Administrator reviews and confirms the information entered, and then coordinates the file s approval for upload with the Chair of the Education Committee. The following features of the Upload Master Checklist will be used to track accomplishment of these tasks. Checklist Element Reviewed Description Using the dropdown arrow in the upper right-hand corner of a Reviewed cell, the appropriate review classification for the file will be selected to indicate stages of review prior to file upload. The values are as follows: Blank cell - File has not been reviewed Pending - File s information has been reviewed, but it is in need of further administrative processing (issue resolution, metadata needing correction, etc.) Ready for Review - File has no administrative issues and is ready for content review by the Education Committee Chair. Yes - File s Abstract/Description has been reviewed and file content by the Education Committee Chair and has been found acceptable for upload into the GITA Learning Center. The LC Administrator overseeing the file upload will coordinate with the Education Committee Chair to ensure this last item is completed after all administrative issues for the file have been resolved. Example Entry or Entries Blank Pending Ready for Review, or Yes Example Graphic of Checklist Element Pay particular attention to the location for upload as selected in the Category field of the Upload Master Checklist as this will determine where the file is ultimately placed by the LC Administrator or Contributor. 9

12 Intentionally Left Blank 10

13 STEP THREE FILE UPLOAD The LC Administrator will determine whether the file upload will be done by the Contributor or LC Administrator. Regardless of who uploads a file, the file s URL must also be added to Upload Master Checklist as described in this step. If the Contributor is uploading the file, the LC Administrator will send an providing system access information. If the LC Administrator is uploading the file, an will be sent to the Contributor providing instructions on how to make the file available to the LC Administrator. Instructions for loading files into GITA s storage systems are found below. 1. Open the Upload Center webpage. 2. Open the Upload Master Checklist (it will load in a new window to be available for copy-paste functions described below) 3. Determine the size and type of file to be uploaded: a. Videos of all sizes: Go to Step 4 b. PPTs of all sizes: Go to Step 5 c. PDFs or DOCs 30Mb or larger: Go to Step 5 d. PDFs or DOCs less than 30Mb: Go to Step 7 4. Use the following steps to load videos of all sizes: a. Click on the GITA YouTube Channel link found on the GITA Upload Center. b. Login to the GITA YouTube Channel using access information provided by your LC Administrator. c. Click the "Upload" button in the upper-right corner and a window will open (as shown below). 11

14 d. Navigate to the file you wish to upload, or drag and drop the file onto the YouTube screen. Leave the file set to Public. e. After the file has been uploaded, find the hyperlink for the video in the left side bar and then copy-paste it into the appropriate File URL cell in the Upload Master Checklist. f. Check to make sure the file name and description are appropriate, and then click the Publish button in the upper righthand corner of the window. g. If there are no more videos to be uploaded, the YouTube site can now be closed. If additional files need to be uploaded, repeat items c-f until all files have been loaded. h. Go to Step 6, to load the file record(s) into the GITA Learning Center. 5. Use the following steps to load PPTs of all sizes, or PDFs or DOCs 30Mb or larger: a. Click on the GITA OneDrive link found on the GITA Upload Center. b. Login to the GITA OneDrive using access information provided by the LC Administrator. The screen should now similar to the graphic below. c. Click on the folder with the name that matches the Category on the Upload Master Checklist for the file to be uploaded. When that folder opens, click on the sub-folder that matches the Year or subtheme for the file on the Upload Master Checklist. d. Once inside this folder, click the Upload button on the upper tab, and then navigate to the location of the file on your hard drive and click Open. The file will upload to OneDrive. 12

15 e. After the file uploads, right click on the file icon and then left click Share. In the left side menu that opens, left click on Get a Link. Then in the right task area that appears, click the dropdown menu arrow in the open content cell, to set View Only, and then click Create Link. f. A link will appear in the cell. To shorten the link, click on Shorten Link below the right lower corner of the cell. g. Copy and paste the URL in the cell, into the appropriate File URL cell in the Upload Master Checklist. h. If there are no more files to be uploaded, the OneDrive site can now be closed. If additional files need to be uploaded, repeat items c-g until all files have been loaded. i. Go to Step 6, to load the file record(s) into the GITA Learning Center. 6. Use the following steps to load the records for files that have been loaded into YouTube or OneDrive. a. Click on the GITA YourMembership File Library link found on the GITA Upload Center. b. When the GITA Administrator login page opens, login to the account using the access information from the LC Administrator. c. When the GITA dashboard opens, find the drop-down menu tab labeled Content & Settings at the top. Hover over it, and then hover over Content Management. Click the link titled File Library. Do not click the link titled Add a new collection. Any data being uploaded will have a file library already established. d. On the Upload Master Checklist find the field labeled Category which is associated with the file you wish to upload. Then look for a file library in YourMembership which matches the Category name on the Upload Master Checklist. e. When the correct file library has been located, click the associated Manage Files icon (the wrench) which is next to the name of the file library. f. To add a new entry to the library, click Add a New Item. A new screen will open which will appear as below: 13

16 g. Toggle the Item Type radio button to URL. h. In the Name field, copy-paste the text found in the appropriate Title field of the Upload Master Checklist. i. In the URL field, copy-paste the URL found in the appropriate File URL field of the Upload Master Checklist. j. In the Description field, copy-paste the text found in the Description field of the Upload Master Checklist. k. With the above information entered and visually verified as being correct, check the I agree with the terms of the Upload Agreement button, and then click Submit. Once complete, the file is uploaded. l. If there are no more URLs that need to be added, the YourMembership site can now be closed. If additional URLs need to be uploaded, repeat c-k until all URLs have been loaded. m. If there are other types of files which need to be loaded into the GITA Learning System, return to step 3 this section. Otherwise, send an to the assigned LC Administrator indicating the file upload is complete. 7. Use the following steps to load PDFs or DOCs less than 30Mb directly into the YourMembership website. a. Click on the GITA YourMembership File Library link found in the GITA Learning Center. b. When the GITA Administrator login page opens, login to the account using the access information previously provided by the assigned LC Administrator. c. When the GITA dashboard opens, find the drop-down menu tab labeled Content & Settings at the top. Hover over it, and then hover over Content Management. Click the link titled File Library. Do not click the link titled Add a new collection. Any data being uploaded will have a file library already established. d. On the Upload Master Checklist find the field labeled Category which is associated with the file you wish to upload. Then look for a file library in YourMembership which matches the Category name on the Upload Master Checklist. e. When the correct file library has been located, click the associated Manage Files icon (the wrench) which is next to the name of the file library. 14

f. To add a new entry to the library, click Add a New Item. A new screen will open which will appear as below: g. Leave the Item Type radio button toggled to File. h.

17 f. To add a new entry to the library, click Add a New Item. A new screen will open which will appear as below: g. Leave the Item Type radio button toggled to File. h. In the Name field, copy-paste the text found in the appropriate Title field of the Upload Master Checklist. i. Leave the Protected radio button toggled to No. j. To upload a file into the YourMembership storage feature, on the File to Upload line, click Choose File and navigate on your hard drive to where the file to be uploaded is located. Select it, and then click Choose on the window which follows. k. In the Description field, copy-paste the text found in the Description field of the Upload Master Checklist. l. With the above information entered and visually verified as being correct, check the I agree with the terms of the Upload Agreement button, and then click Submit. Once complete, the file is uploaded. NOTE: You will not need to enter a value into the File URL field in the Master Upload Checklist, as this information cannot be captured until the file library has been placed within the context of the GITA Learning Center. m. If there are no more files that need to be loaded, the YourMembership site can now be closed. If additional files need to be uploaded, repeat items c-l until all authorized files have been loaded. n. If there are other types of files which need to be loaded into the GITA Learning Center, return to step 3 this section. Otherwise, send an to the assigned LC Administrator indicating the file upload is complete. 15

18 Intentionally Left Blank 16

19 STEP FOUR FINAL REVIEW AND PUBLICATION After the LC Administrator or Contributor has completed uploading files into the GITA storage system, the LC Administrator overseeing the upload will complete two final actions. 1. The LC Administrator will ensure access to the file is properly enabled through file hyperlink(s) and/or access menus. This will be accomplished using standard procedures for editing the GITA website. 2. The LC Administrator will ensure the entire upload and linking process has been successfully completed by testing the front side functionality of the uploaded file. Once this process is complete, the LC Administrator will confirm that fact by changing the appropriate Finaled cell on the Upload Master Checklist to Yes. 17

Navigating Your Profile

Part 1: Profile Login Navigating Your Profile 1. Start at the Greater Kansas City Community Foundation s home page, www.growyourgiving.org. Select Nonprofit Search. 2. This is the Nonprofit Search home