Ambientia Image Bank TM 2.3

Transcription

1 Ambientia Image Bank TM 2.3 USER MANUAL Ambientia Oy Ambientia Image Bank TM

2 2 (65) USER MANUAL, CONTENTS 1 OVERVIEW IMAGE BANK FRONT PAGE FOLDERS ADDING A NEW FOLDER ATTACHING A FORM INTO A NEW FOLDER ADDING A NEW FORM ADDING FIELDS TO AND MODIFYING A FORM FIELD TYPES ADDRESS ATTACHMENT BREAK ELEMENT CHECKBOX COUNTRY DESCRIPTION HYPERLINK MULTIPLE CHECKBOXES NUMBER ONE OF MANY SELECT TEXT FIELD TEXTAREA MODIFYING FIELDS FOLDER PROPERTIES EDITING A FOLDER IMAGES AND FILES ADDING AN IMAGE OR FILE IMAGE PROPERTIES ADDITIONAL IMAGE INFORMATION ADDING A NEW VERSION TRANSFERRING MULTIPLE OBJECTS SIMULTANEOUSLY COLLECTIONS DOWNLOADING ALL THE FILES IN A COLLECTION SIMULTANEOUSLY COLLECTION PROPERTIES... 37

3 3 (65) 4.3 SHARING A COLLECTION DELETING A COLLECTION CREATING A NEW COLLECTION SELECTING AN ACTIVE COLLECTION SEARCH SEARCH GROUPS SEARCH FILTERS MAINTENANCE FRONT PAGE MAINTENANCE EDITING THE FRONT PAGE NOTIFICATIONS SEARCH FILTER MAINTENANCE FORM MAINTENANCE COLLECTION PROPERTIES ALL OBJECTS USER MANAGEMENT EXTERNAL USERS ALL USERS ADDING A NEW USER EDITING A USERNAME GROUP MANAGEMENT CREATING A NEW GROUP EDITING A GROUP FOLLOW-UP IMAGE REPORT MOST POPULAR COLLECTIONS MOST POPULAR IMAGES USAGE REPORT MOST ACTIVE USERS USER REPORT ADDITIONAL INFORMATION... 65

4 4 (65) 1 OVERVIEW All users of Image Bank use the same view. The access permissions for each username define which operations are allowed to be executed. This manual deals with managing Image Bank from the administrator point of view. The usage of Image Bank always requires a sign-on, i.e. a username and a password. Different types of user groups and usernames can be created for the users. User groups settings related to Image Bank are covered in this manual by informing about the possibilities of groupspecific settings, e.g. different groups permissions to see images assigned to a certain class (see Class properties). However, the management of user groups and usernames is done via the Content Manager, which you can access by typing contentmanager after the Image Bank address, e.g Image Bank Front Page Picture 1, Image Bank Front Page The front page of Image Bank shows the Image Bank introduction text and a notification area, which can be used to publish notifications for the users of Image Bank. Managing notifications and the introduction text is done via the administration menu (see Maintenance).

5 5 (65) 2 FOLDERS Images in Image Bank are organized into folders in order to make it easier for a user to find the desired content. Existing folders are shown in the navigation on the left. Images added to folders can be viewed by clicking the desired folder name (see Images). Foldes may also contain subfolders (see Adding a new folder). 2.1 Adding a New Folder Picture 2, Function Menu New folders can be created to accommodate images. Adding a new folder as a subfolder is done by clicking next to a folder, which pops up the function menu. Adding a new folder to the main level is done via the Add a New Folder link.

6 6 (65) Picture 3, A New Folder 2.2 Attaching a Form into a New Folder Picture 4, Forms When adding a new folder, the name of the folder is defined first. Adding a folder is done by clicking the Add button. Before files (images or other files) can be added to the folder, either an existing form has to be taken into use or a new one needs to be created. The form includes the fields which need to be filled out every time an image is added. The fields can e.g. contain information about the photographer, the place where the photo was taken and the time when it was taken (see Attaching a form into a class). A new folder needs to have a form defined for it. The fields of this form make it possible to attach information to images and files. The form to be added can be chosen from the form list which shows all the previously used forms. Each form is defined and taken into use in a folder-specific manner, however, the same form can be used in multiple folders.

7 7 (65) If no previously used forms are available or if you wish to create a new custom form, click Add a New Form.

8 8 (65) 2.3 Adding a New Form Picture 5, A New Form The process of creating a new form can be started either from the Administration view or next to the class in the Forms view. A name is defined for the form in the Form Name field, after which you can click Save to save the form. Once the form has been saved, you will be taken back to the form list view which now shows the new form.

9 9 (65) Picture 6, Available Forms New fields can be added to the created form by clicking the form name. This takes you to the form editing view (see Adding fields to and modifying a form).

10 10 (65) Adding Fields to and Modifying a Form Picture 7, Form Fields Fields can be added via the Add Field button. The field is given a name and, if desired, some description of the field. The field name is required, the description is optional.

11 11 (65) Picture 8, Field Properties The field type is selected from the dropdown list. The selection defines how the field will appear. Each field is defined to be either required or optional, i.e. whether it is mandatory to fill out the field when using the form or not. Field Access Permissions defines the group-specific permissions for the field in question. The options are No Access Permissions, Readonly and Editing Field Types Different types of fields can be attached to the form, depending on the purpose use.

12 12 (65) Address Picture 9, Address An Address field is meant to be used for adding full address information.

13 13 (65) The fields to be added to the form are chosen by checking the Visible column next to the field in question. If you wish to make answering to that field mandatory when a user fills out the form, check also the Required column.

14 14 (65) Attachment Picture 10, Attachment An Attachment field makes it possible to send attached files along with the form. The field properties can be used to define a few different conditions for the attachment. Maximum Accepted Size can be used to define the maximum size for an attachment. This prevents unnecessary straining of the system in situations where it is known that the information to be attached is quite small in size. In Accepted File Types you can choose what kind of information can be added to the attachment field. The file types which have a checked checkbox next to them are accepted to be sent along with the form.

15 15 (65) Break Element Picture 11, Break Element A Break element can be used to group the fields of the form in a variety of ways. The field can be used, e.g. to divide a large form into more than one entity.

16 16 (65) Checkbox Picture 12, Checkbox A Checkbox field can be used when you wish to create a yes/no type of selection.

17 17 (65) Country Picture 13, Country A Country menu adds to the form a list of countries, from which the user can select one when filling out the form.

18 18 (65) Description Picture 14, Description A Description field can be used to include a message into the form.

19 19 (65) Picture 15, An field, as the name suggests, is used to store addresses. The field accepts only addresses containing symbol.

20 20 (65) Hyperlink Picture 16, Hyperlink A Hyperlink field can be used to store hyperlinks that point to Web addresses.

21 21 (65) Multiple Checkboxes Picture 17, Multiple Checkboxes Multiple Checkboxes can be used as a field type which allows a user to choose more than one of the given options.

22 22 (65) Number Picture 18, Number A Number field is meant for information which is comprised of only numbers, i.e. the field cannot contain other types of characters.

23 23 (65) One of Many Picture 19, One of Many A One of Many field can be used as a field type which allows selecting only one of the given options.

24 24 (65) Select Picture 20, Select A Select field is similar to the one of many field described above. In this field type the options are shown in a dropdown list. A dropdown list is a suitable multiple choice field especially when there is a large number of options available.

25 25 (65) Text Field Picture 21, Text Field A Text field is intended for entering regular text. The character limit for a text field is 255.

26 26 (65) Textarea Picture 22, Textarea Modifying Fields The editing of forms is done by clicking the desired field on the Form fields page, after which the following components will appear: arrow buttons, a field editing button and a deletion button, which can be used to delete the selected field from the form. Moves the field to be the uppermost field in the form. Moves the field one step upwards. Moves the field one step downwards. Moves the field to be the lowermost field in the form.

27 27 (65) Picture 23, Form Fields 2.4 Folder Properties Picture 24, Class Properties Once the folder has either a previously created form or a new form assigned to it, it is possible to define the other properties. Via the button you can view the properties which define whether added images or files are inherited from the lower folder levels upwards or not. Additionally, you can define the user groups access rights, i.e. the class visibility to different user groups. If the files are set to be inherited from the lower levels, then the images in subfolders of a folder will also be shown in the parent folder itself. This option can be used if you wish to show the images also in

28 other folders in addition to the folders where they were primarily added to, or if you wish to further specify the image classification when the user moves to a lower level in the folder hierarchy. 28 (65) Once a form has been attached to a folder (see Attaching a form to a folder) and the properties have been set, you can start adding images and files to the class (see Images). 2.5 Editing a Folder Existing folders can be edited by clicking the edit button next to the class name. Picture 25, Menu 3 IMAGES AND FILES Rename A folder can be renamed by clicking next to the desired folder and selecting Rename from the menu that pops up. Add The add feature allows you to add a new subfolder (see Adding a new folder) Move upwards The order of the folders can be modified by moving them around. The move upwards feature moves the folder one step upwards. Move downwards The order of the folders can be modified by moving them around. The move downwards feature moves the folder one step downwards. Move A folder can be moved to an entirely different place, e.g. to be a subfolder of an existing folder. Delete A folder along with its contents can be removed by clicking Delete. This deletes also the objects added to the class. Images and/or files can be either attached to an existing folder, or you can create completely new folders to accommodate them (see Adding a new folder).

29 Picture 26, Thumbnail View Added images or other files can be viewed either via a list view or a thumbnail view. 29 (65) 3.1 Adding an Image or File The Additional Image Information link shows you the view which includes the image and file information, and additionally also the different versions of the image (or file) (see Versions). The Edit link allows you to edit the information of the image or file (see Image properties). The Download link allows you to download the image or file. The Add to a Collection link allows you to add the image or file to be a part of an active collection. If you wish to remove the object from the collection, the deletion is done via the collection information (see Collections). Images and other files are added to the selected (i.e. the open) class via the button. The object to be added is selected via the Browse button. The image/file is given a name which is used to identify it in the lists. The resolution of an image object is defined in the assigned field. The resolution should be the same as the actual resolution of the image.

30 Picture 27, Adding a New Image 30 (65) The defined value affects the print size, and it may affect the quality if the difference between the defined and the actual value is substantial. Each folder contains a form, whose fields are filled out when adding an image. If no additional fields have been defined for the form, you only need to fill out the basic fields, i.e. the image name and the resolution. By default the file will be attached to the folder where it was uploaded. If you wish to show the image or file in other folders as well, it can be done by selecting the desired folders or subfolders. Moving the location of an image or file is done by selecting the desired folder from the list. An image or file can only reside in one folder, but it can be shown in as many folders or subfolders as is wanted. Once the information, the object to be added and the location have been defined, you can click the Add button to add the image or file.

31 31 (65) 3.2 Image Properties The image/file properties can be accessed by clicking the Edit link either in the list view or in the thumbnail view. In the properties you can edit the information which was entered in the adding phase. Picture 28, Properties Additional Image Information Different versions can be attached to appear in conjunction with the added image/file. These versions can be viewed in the additional information of the image/file. The additional image information can be accessed either in the list view or the thumbnail view by either clicking the icon or the object name shown in the lists. Versions can exist for different purposes and be in different formats, e.g. there may exist the original version for further editing (such as for advertising agencies use), and a low-resolution, browser-compatible version for Web use.

32 32 (65) Picture 29, Version View The added versions are listed in the additional information of the image. Each version is given a name, which in addition to the common name also shows the detailed information about the version. The common name is defined in the image properties (see Image properties). Measurements are shown next to the versions, if the file in question is an image. For printing purposes the measurements show the image size in pixels and centimeters, and also the image resolution. Additionally, you can see the image size in kilobytes and the image type, i.e. the image format. Next to each version is a Default option. When it is selected, it indicates the version which is shown both on the lists (list view and thumbnail view) and as a preview image in versions. By default the default image is the image which was added first, however, you can override this setting by choosing another version. Next to the version information are buttons via which you can manage the versions: button allows you to open the version in its actual size in a new browser window. This button is visible also to the basic user. button allows you to download the version. This button is visible also to the basic user. button allows you to delete the version.

33 33 (65) button allows you to rename the version. In this case only the name of the version is changed, not the name of the entire group of images. If you wish to rename the common name for the images, you need to visit the image properties (see Image properties). button allows you to add new versions. button allows you to attach the object as a part of an active collection (see Collections) Adding a New Version Picture 30, Adding a New Version The form fields (e.g. photographer information) below the versions are common for all of the versions. The button below the versions can be used to move to the object properties editing view. The button can be used to delete the entire object, i.e. it removes all the object information along with the different versions. A new version is added by clicking the button in the object properties. The version to be added is selected via the Browse button. The version is given a name in the assigned field, and additionally the resolution is defined. The added version can be seen in the object information.

34 34 (65) Picture 31, Versions 3.3 Transferring Multiple Objects Simultaneously For importing large quantities of files it is possible to use a separate transfer folder. The files are first brought to the transfer folder by using a third party method (SFTP, FTP, WebDAV), after which the files can be added from the transfer folder to be objects in Image Bank folders. This makes the organizing faster, since you do not need to transfer the files anymore when adding them to the folders. Additionally, if there exist multiple versions of images or files, it is possible to attach multiple versions from the transfer folder in one go. In order to use the transfer folder, the server must have the appropriate usernames and passwords defined. After this, depending on the way of use, the transfer of images can be done either via a separate SFTP or FTP client or directly via a file manager using WebDAV. If the transfer folder is active, its setup is instructed separately during first use.

35 35 (65) Picture 32, Transfer Folder 4 COLLECTIONS It is possible to gather images and files from different folders into collections. Collections can be either private to a user or public collections, which other users may access as well. Files are added to a collection by clicking link Add to collection. Collections can be created and modified by clicking the collection name. Next to the selection are shown the objects that have been attached to the collection in question. Different versions of an image cannot be added to a collection. Instead, the default version of an image or file is always the one which is added.

36 36 (65) Picture 33, Collections The Additional Image Information link takes you to the image information, which shows both the information attached to the image and the different versions of the image (see Additional image information). The Edit link takes you to edit the image information. The Download link allows you to download the image. The Delete link allows you to delete the image from the collection. The image or file still remains in the class to which it was attached. If you wish to remove and image or file completely, it can be done within the class, in the file editing view.

37 37 (65) 4.1 Downloading All the Files in a Collection Simultaneously Picture 34, Download Collection as a zip File The files within a collection can be downloaded in one go as a single zip file by clicking the Download All link. 4.2 Collection Properties In the collection properties you can change the collection name and define which user groups can see that collection. If no user groups are selected, the collection remains as the user s private collection.

38 38 (65) Picture 35, Collection Properties

39 39 (65) 4.3 Sharing a Collection Picture 36, Sharing a Collection A collection can be shared via . In this case an is sent containing the information about the collection and a direct link to it. Sharing is done in the collection information view, under Share. The e- mail recipient does not need an Image Bank account. The link in the e- mail serves as an access to the shared collection. 4.4 Deleting a Collection A collection can be deleted by clicking the Delete link in the collection information. A confirmation will be requested before actual deletion.

40 40 (65) 4.5 Creating a New Collection Picture 37, Adding a New Collection Creating a new collection is done via the Add New feature in the collection information. The new collection is unsaved, and it automatically becomes the active, i.e. the current collection into which added files are gathered. Adding images and files to be a part of a collection is done inside the folders, next to the files. As unsaved the collection is a part of the private collections. An unsaved collection remains in the system also when you sign out. When the save procedure is being done you can choose whether the collection is visible to also other user groups or whether it remains a private collection.

41 41 (65) Picture 38, Saving an Image Collection 4.6 Selecting an Active Collection Images and files to be added to a collection are placed into the active collection (see Images and files). There can exist multiple collections, so if you wish to make a certain collection active, please click the Make Current link next to the collection. If a collection is unsaved when an already named collection is about to be chosen as current, the system gives a warning regarding the deletion of an unsaved collection. If you answer the warning in the affirmative, the unsaved collection will be deleted. The collection can be preserved by saving it first before making another collection active. 5 SEARCH The search function can be utilized to find images and files within the folders. You can access the search via the Advanced Seach link. The basic features of the search include searching either from all or from only certain folders based on the name of the image.

42 42 (65) Picture 39, Search A search can be specified by adding search groups and search filters. The search fields are based on the forms which are used when adding an image (see Attaching a form into a class). 5.1 Search Groups The Search Groups feature allows you to create groups which are used to form search filters. The search group is given a name which describes the subject which is going to be searched for. Additionally, forms/fields which the search covers are defined for the group. The name of the group can be, e.g. date of photograph search, the fields of which are the date of photograph fields which were used in the forms. Once the group name has been defined and the fields have been set, the group will be saved. Saved groups are shown in the list.

43 43 (65) Picture 40, Search Groups 5.2 Search Filters The Search Filters feature is used to create new filters to be used with the search. Creation of a new search filter is started by clicking the Add button.

44 44 (65) Picture 41, Search Filters Picture 42, Adding a Search Filter The search filter is given a name in the assigned field. After defining the name, clicking the Add Group button opens a window where you can choose the group and the type for the search. You can select one or more of existing search groups (see Search groups) to act as a filter. The type defines the field type, i.e. what field is in use for this group. Before saving the search filter you can still select the default search condition for the added group. The options for the search condition are the following: includes, is and is empty. The selected option will always be offered as a default option when using the search filter. The other options are still available for selection in a dropdown menu.

45 45 (65) Picture 43, Saving a Search Filter Picture 44, Personal Search Filters The added search filters show up in the search function, and the user can save searches as his/her personal searches. This allows the user to save personal keywords, e.g. the name of the photographer, to be included in the personal searches.

46 46 (65) 6 MAINTENANCE Administrative Tools are used to administer the settings of the site. The administration menu is not visible to the basic users. Picture 45, Administrative Tools

47 47 (65) 6.1 Front Page Maintenance Picture 46, Edit the Front Page Text The Front Page Maintenance option is used to edit the text which is shown on the front page of the Image Bank. For text formatting it is possible to use html tags. E.g for italicizing the text you can use the <i> tags. By typing those tags around a block of text, the text in between will appear in italics: <i>the text to be in italics is written in between tags</i> The same applies for bold text, in which case you use the <b> tags: <b>the text to be in bold is written in between tags</b>

48 48 (65) Editing the Front Page Notifications Picture 47, Editing Messages The notifications that show up on the front page are added and edited via the Edit Front Page Messages option. 6.2 Search Filter Maintenance 6.3 Form Maintenance Picture 48, Forms Saved to the System Search filter maintenance takes you to the same view as the Advanced Search link. More info about the search and search filters can be found in the Search section of this manual. All forms saved to system are shown in Form Maintenance. Forms can be edited by clicking the form name, and new forms can be created by clicking Add a New Form. For more details on form creation and the attachable fields, please see the Adding fields to and modifying a form section of this manual. 6.4 Collection Properties

49 Picture 49, Collection Properties 49 (65) Collection properties are used to define the collection-related information. The first field defines which address is shown as the sender address when information about the collections is sent via e- mail (see Collection sharing). Period of validity is also related to sharing of a collection. Both settings can be changed also in a collection-specific manner. Also the group-specific access rights are specified in the collection properties. The specifications are related to group-specific collection sharing rights and the removal of images from collections.

50 50 (65) 6.5 All Objects All images and files can be accessed by either clicking the link below the navigation or via the administration menu. The All Objects option lists all the objects attached to the site on a single page. Picture 50, All Objects

51 51 (65) 7 USER MANAGEMENT Picture 51, Front Page of Content Manager The user information of Image Bank can be administered via the Content Manager running on the background. The Content Manager of Image Bank can be accessed by typing contentmanager after the Image Bank address, e.g. imagebank.example.com/contentmanager The information in user management can be administered using the same account which is used for administering Image Bank. Usually this means the main administrator (admin) account. Clicking Users takes you to the user management view.

52 52 (65) 7.1 External Users External Users shows all the registered users of the site and all users whose username contains symbol. User information can be searched for by using the search function and by sorting the user information by username, name, company and registration date. Picture 52, External Users

53 53 (65) 7.2 All Users All users within the system can be listed via the Show All link. In addition to external users the system may contain a number of usernames with administrative rights. Different usernames and user groups e.g. make it possible to define exactly which usernames are allowed to access and edit different classes (see Class properties). Picture 53, All Users

54 54 (65) 7.3 Adding a New User Picture 54, Adding a New User It is possible to register to be an Image Bank user, or you can add new users via user managent under Add a New User. The same data is defined in the user information as is done with the registration. Additionally, a password with the length of at least five characters is defined. After entering the user information it is chosen which user group the new username is assigned to. It is also possible to create new user groups (see Group management). The username is added by clicking the Add button.

55 55 (65) 7.4 Editing a Username Picture 55, Editing User Information The information of an existing username can be edited via the link next to the username in question. 7.5 Group Management You can access user group management by clicking the Group Management link on the front page of user management.

56 56 (65) Picture 56, Group Management

57 57 (65) 7.6 Creating a New Group Picture 57, Creating a New Group The process of creating a new group starts via the Add New Group link. The group is given a name, and an authentication level is chosen from the four following options: Administrator, maintainer, updater and user. The authentication level affects the group s general access permissions within Image Bank and Content Manager. After entering the information, please click the Add button. Administrator Administrator level is the highest one, and by default the group has access permissions to all features within both Image Bank and Content Manager. Maintainer On the maintainer level it is possible to edit most of the features within Image Bank and Content Manager. However, in Image Bank the access to administrative tools is not granted (see Maintenance). In Content Manager only certain features are visible. Access to user management is granted, but all features are not editable on the maintainer level. Updater On the updater level it is possible to edit certain Image Bank features, not including administrative tools (see Maintenance), class properties (see Class properties) or forms (see Creating a new form). In Content Manager the follow-up feature is visible (see Follow-up). User On the user level it is only possible to view the features of Image Bank. Editing or adding objects is not possible, and the user cannot use his/her username to sign in to the Content Manager.

58 58 (65) 7.7 Editing a Group Picture 58, Editing Group Information Group information can be edited by clicking the name of the group.

59 59 (65) 8 FOLLOW-UP On the background of Image Bank, within the Content Manager, functions the Follow-up feature. Follow-up gathers information about the usage and the users of the site. The front page of follow-up shows the total number of visits. It is possible to view this information either monthly or yearly. Picture 59, Follow-up

60 60 (65) 8.1 Image Report Follow-up s image report shows class-specifically how the images have been downloaded. Picture 60, Image Report

61 61 (65) 8.2 Most Popular Collections Picture 61, Most Popular Collections The Most Popular Collections feature shows the amount of downloads for different collections. 8.3 Most Popular Images The Most Popular Images feature shows the most popular images within the Image Bank.

62 62 (65) Picture 62, Most Popular Images

63 63 (65) 8.4 Usage Report The Usage Report feature shows either monthly or yearly the amount of registered users, users sign-ons, the time spent using the site, and the amount of downloads. Picture 63, Usage Report

64 64 (65) 8.5 Most Active Users Picture 64, Most Active Users The Most Active Users feature lists the most active users in terms of both the amount of downloads and the amount of sign-ons.

65 65 (65) 8.6 User Report The User Report shows the username, the latest download, the latest sign-on, and the total amount of downloads. Picture 65, User Report 9 ADDITIONAL INFORMATION Ambientia Oy Visamäentie HÄMEENLINNA Tel Fax asiakaspalvelu@ambientia.fi