EXPORT TO ARTEFACTS CANADA

Transcription

1 EXPORT TO ARTEFACTS CANADA PastPerfect Software Company, Inc with the assistance of the Canadian Heritage Information Network (CHIN) has made available to all Artefacts Canada participants, who are also PastPerfect Museum Software version 5.0 users, an interface that allows you to select the catalog records and images you wish to export to Artefacts Canada. Once the selections are made, you can export the data to a Microtext data file and the selected images to a designated folder ready to upload to Artefacts Canada via FTP. The Canadian Heritage Information Network (CHIN), a Special Operating Agency of the Department of Canadian Heritage, was created in 1972 to foster sound management of the knowledge and collections developed by Canadian museums, and provide public access to these through a national inventory of Canadian museum collections, called Artefacts Canada. CHIN today supports an active network of almost 1,500 not-for-profit member heritage institutions across Canada, serving as a national center of excellence that provides a visible face to Canada s heritage through the world of networked information. Canadian institutions that are members of CHIN can showcase their collections in Artefacts Canada and in the Image Gallery of the Virtual Museum of Canada. Information on CHIN membership and the process of contributing can be found at The PastPerfect software features include: A check box labeled Include in Web Export is added to each catalog screen. You can check or uncheck that box to choose which records to export. You can perform a query or create a list in PastPerfect and after receiving the results, press just one button to include all the resulting records for export. When records are selected for export either individually or globally by query, all associated images will automatically be selected for export. However each image screen will also have a check box labeled Include in Web thus allowing you to export only the images you want. You can use the field list to select which data fields you want to display on the Web. For security, fields with values and/or museum locations of items will not be available for publication. 1

2 2 PastPerfect Museum Software User s Guide All the selections described above will be saved until changed by you or another user. When you are ready to export the data, run the wizard to create the export data file. The file will be created in Microtext format. If the file contains more than 5000 records it will be separated into multiple files. A new thumbnail and a full size image file will be created for each image that is exported. All export image files will be converted to jpg format and resized for optimal Web usage. A text watermark may be added to the full size image files when they are created. Installing the software The software is made available to Canadian users of PastPerfect as a free download from this website The download consists of one file to unlock the feature, AFcanKey.LOC. Save this file to the root of your local hard drive (usually C:\). Once the file is in place, open PastPerfect. Click Setup, then System Parameters, then click Unlock Upgrade Options. Click on Start Unlock Procedure, then click Continue. If you have difficulty, first make sure the AFcanKey.LOC file is located on the root of your C drive (not inside the PP5 folder) and try again. If you are still having trouble, call our technical support office at selecting the records & images to export PastPerfect will allow you to export information from these files: Object catalog Archives catalog Photos catalog Library catalog You can export all or some of your catalog records. Select just the records and information from each record that you want to share on the Web. After the software is installed, you will see a new check box at the bottom left of each PastPerfect catalog record labeled Include in Web Export. Selecting catalog records to EXPORT From Catalog records To select a record from the Objects, Archives, Library or Photo catalog to include, just click Edit at the top of the catalog screen and then check the box labeled Include in Web Export. To deselect a record, uncheck the box.

3 Export to Artefacts Canada 3 Figure 1 Include in Web Export check box Place a check in this box to select the catalog record for export. From Query screens To speed the selection process, you can choose a group of records to export instead of selecting them one at a time. This group selection is accomplished by using the Query or Research functions of PastPerfect. Figure 2 Select multiple records by query After performing a query and the resulting catalog records are listed, click the button labeled Include on Web.

4 4 PastPerfect Museum Software User s Guide Once you have made a query and the results are listed, you will see a button in the Sidebar under Other Options labeled Include on Web. Clicking this button will check the box labeled Include in Web Export for each catalog record selected by the query. TIP If you want to select ALL catalog records for export, this can be done with one button from the Web Export Wizard Browse screen described later. From Catalog Lists Another way to select records to export is to create a Catalog List of the items you want to export. Once you have the list created, use the Include on Web button on the View List screen to check the Include in Web Export box for each item on the list. Selecting images to export When you select a catalog record, as described above, all images associated with that record are automatically designated to be exported. In some cases, when records have multiple images, you may not want all images included. This adjustment can be made from the Image Management screen. First locate the catalog record, then click the Image Management button. Next click the Metadata button to the right of the image. The image metadata screen will display. Notice at the bottom left of this screen is a check box labeled Include in Web. Click Edit, remove the check and click Save for any images you do not want to export. Figure 3 Select images to include Check or uncheck this box and click Save.

5 Export to Artefacts Canada 5 New Web image files are created for each image you select to export. These files will be resized and optimized for the Web. Except for very small images this will mean that their size is reduced, making the published image unsuitable for quality printing. To further protect your valuable images, you can also add a watermark. This process is described later. In either case, your current images in PastPerfect will not be changed in any way. run the export wizard Once you have selected the catalog records and images, simply run the Export Wizard. This will create the files you need to send to Artefacts Canada. To start the wizard, from the PastPerfect Main Menu select Utilities. Figure 4 Main Menu Click Utilities from the Main Menu, then Export from the drop-down menu. Then click Export on the drop-down menu. This will open the PastPerfect Export Screen shown in Figure 5. Notice at the bottom of the screen a button labeled Export to Artefacts Canada.

6 6 PastPerfect Museum Software User s Guide Figure 5 Export Screen Click the Export to Artefacts Canada button to start the Wizard. Figure 6 Export to Artefacts Canada Wizard Click the Next button to open the screen shown in Figure 7. From this screen you can see which data fields are selected to be included in the export. In general you should leave the default fields selected.

7 Export to Artefacts Canada 7 Selecting which data fields to include in Web The screen shown below displays all data fields for each catalog. Each catalog has its own list of fields. In the list of Available Fields are the fields that are not selected to be included on the website. The default Artefacts Canada fields are already included in the Fields to Include in Web column. However, you should review the fields to be exported for each catalog, then click Next. Figure 7 Select data fields to export Use the tabs to select which database displays. Click the Next button to proceed. Customizing field names Before you can contribute data to Artefacts Canada you will need to create a field mapping table of your fields to the Artefacts Canada fields. A field mapping table is a list of the field names in the PastPerfect database that correspond to Artefacts Canada field names. More information about field mapping can be found in section i under the Establishing Access section of the Contributor Documentation found at The mapping table is created on the CHIN website. You will need the user name and password from when you registered with CHIN in order to access this mapping table. When you have mapped your PastPerfect data fields to the Artefacts Canada fields and then sent data to Artefacts Canada, CHIN converts the data associated with your field names to the Artefacts Canada field names for storage, indexing and access. To help streamline the data map creation, you can change the PastPerfect field names to Artefacts Canada field names before the data is exported. Please consult the Field Mapping Worksheets at for more information about the fields in Artefacts Canada. The next screen, shown in Figure 8, allows you to modify the field names before you export the data from PastPerfect.

8 8 PastPerfect Museum Software User s Guide Figure 8 Customize Field Names The data fields selected for export are displayed in the Field Name column on the left. The column called Your custom name on the right shows the field names as they will appear in the Microtext export file. The codes filled in here by default are the codes assigned to the Artefacts Canada fields. We recommend leaving the codes as they are. Make sure you view your field names for each of the catalogs: Objects, Photos, Archives, and Library. browse files The next screen, shown in Figure 9, allows you to view which records and images have been selected for export. To browse a file, select the catalog tab at the top of the screen. Figure 9 Browse Files

9 Export to Artefacts Canada 9 All records from the selected file that are marked for export are listed. If you want to remove a record from the list, uncheck the box in the Publish column. Notice at the left of the screen there are two more buttons. You can click Include all Objects in web publishing to mark ALL of the records from the selected catalog file to publish, or Remove all Objects from web publishing to not publish any of the records from the selected catalog. After you have made your selections for each of the catalogs, click Next to move to the Create Export Files screen. create export FILES Screen Run Reports Now that you have made all your selections, you are ready to create the data and image files that you need to upload to Artefacts Canada. Before creating the files, you may want to print the Export Reports. Two reports are available. One is a field data map report that will list all catalog data fields that have been designated to export. It will also give you the total number of records that will export from each catalog. The second report will print a list of all catalog records that are marked for export. Figure 10 Create Export Files

10 10 PastPerfect Museum Software User s Guide When you click Print Export Reports you will see the screen shown below which will allow you to print the reports. Figure 11 Print Reports Once you have printed the reports, you can begin creating the export files. Create Data Files On the top of the Create Export Files screen enter your institution s name, city and province. Enter the Image User Name and the Image Server URL where your full size and thumbnail images will reside and the name for the Microtext data file that will be created. In the section for Include in data file, you can select to create a Microtext file with all the records you have selected or just records from selected catalogs. Or if you are sending an update, you can choose to send only records that were added or modified since the specified date and time. If you want to remove records from the Artefacts Canada site, you can include the deletions in the Microtext file. To accomplish this, click the button labeled Click Here to Include Record Deletions. The screen shown in Figure 12 will display. Figure 12 Select catalog records to delete Select the catalog - Objects, Photos, Archives, Library or the Deleted records file - then input the Object ID and press Enter on your keyboard. Or click the Browse button to locate the record you want to delete from the Artefacts Canada website. If you don t want the record displaying on the screen, click Clear catalog record. You can also use the Prior and Next buttons to flip

11 Export to Artefacts Canada 11 through the records to find the one you want. Next click Add this record to deleted records file. Notice an entry is made in the window on the right of the screen. This text will be added to the end of the Microtext file when it is created. If you want to remove the records from the Deleted Record File, click Clear Deleted Record file. Click Close to return to the Create Export Files screen. Once all the selections are made, click the Create Data Files Now button. The selected catalog records will be converted to a Microtext formatted file. If you are exporting more than 5000 catalog records, multiple files will be created. These Microtext files will be placed in the c:\pp5\webexport folder, assuming you installed PastPerfect into the default folder c:\ pp5. Once you have created the Microtext file, you can view it by clicking the Browse Data File button. Create Image Files Before creating image files, you have the option to apply a watermark to the images. When images are exported, a large image and a small thumbnail image are created for each image file. Watermarks will only be applied to the large images. To create your watermark, click the Watermark Settings button. The Web Publishing Watermark Wizard screen contains a sample image and the watermark options. The watermark will be applied as text that you enter in the field labeled Text of Watermark. You can select the color and the location of the text. The watermark will be the same for all images. Use the Apply Test Watermark button to see what the watermark will look like on your images. Then exit from this screen. Figure 13 Setup Watermark Options To apply the watermark, on the Create Export Files screen, check the box for Apply Watermark to published images.

12 12 PastPerfect Museum Software User s Guide To create the image files click the Create Image Files Now button. Large image files and thumbnail images will be placed in the c:\pp5\webexport\imagefiles folder, assuming you installed PastPerfect into the default folder c:\pp5. Once you have created the image files, you can view them by clicking the Browse Image Files button. send files to artefacts Canada The final step is to send your Microtext data file to Artefacts Canada. Please go to rcip-chin.gc.ca/adhesion-membership/acces-login/artefacts-artefacts-eng.jsp and click on the link to Add or update. You will need to enter the user name and password assigned by CHIN when you registered to contribute. If you have any questions, please contact CHIN at service@ chin.gc.ca. CONTACT INFORMATION For questions or support for the PastPerfect Software and the Web Publishing Wizard contact PastPerfect Software Company at: support@museumsoftware.com For questions about Artefacts Canada contact the Canadian Heritage Information Network at: service@chin.gc.ca Virtual Museum of Canada Image Gallery