Matrix Tutorial. Uploading a Publication into Matrix

Transcription

1 Matrix Tutorial Uploading a Publication into Matrix

2 Contents Matrix PDF properties... 1 Uploading a Publication into Matrix... 2 Details Screen... 8 Metadata Screen... 9 Populating the Metadata screen of a Publication... 9 Making a Publication live in Matrix Adding multiple Publications at once to Matrix... 12

3 Matrix PDF properties Although we allow currently allow PDFs to be uploaded to Matrix, we are starting to reduce the number we have on the NTU site. Before uploading try to incorporate the information into the page directly, ideally by the use of an accordion. PDFs uploaded to Matrix need to have - 1. A maximum file size of 300kb 2. The file name should be descriptive of the PDF, lowercase, ideally 4-5 words with each word separated by a hyphen e.g. bsc-zoo-biology-course-specification. 1

4 Uploading a Publication into Matrix Before you can add a publication to another asset, it must first be uploaded and stored in the system. 1. Click on the New button in the top left of the Matrix toolbar. 2. An Asset Creation Wizard will appear. Click on the Files option from the left hand menu. 2

5 3. Click on the PDF option from the right hand menu. 4. The PDF wizard screen will appear. We need to populate every field marked with a red asterisk. 5. Click on the Choose file button and select the publication you wish to upload to Matrix. 3

6 6. Select the PDF you wish to upload. 7. Click open. 8. The publication you selected is provisionally added to the wizard. 9. A file name is automatically added to the Enter a name field based on the filename. We don t want the hyphens or the.pdf at the end so click in the field and rename it. The system title should be descriptive of the PDF. In this example the filename will be Test publication

7 10. We now need to select a location in the system to store the publication. Please note all publications in matrix are stored in Media> Documents> Publications> Click the Select New Location button. The Asset Finder will open. Navigate to Media> Documents> Publications> and select a suitable folder 11. Select the folder you wish to add the PDF to making sure it is highlighted in blue. 12. Click Select. 5

8 13. When you have selected a 1. File 2. System name 3. Location Click the Create button. 14. The system will then process your request, uploading and creating a PDF asset in the specified location. 6

9 15. When the Wizard Complete screen appears the publication has been successfully uploaded. We now need to populate some fields on the Metadata screen and make the publication live so it can be applied to other assets. 16. Click Edit to go straight to the publication you have just uploaded. 7

10 Details Screen 17. The Details screen of the publication will open. Here you can view all the data we input previously as well as the status of the publication. The status of the publication is indicated by the status bar at the top of the page. At this stage it is still in a draft state indicated by the under construction wording and blue status bar. Before we can make the publication live to be used with other assets on the live site we first need to complete some fields on the metadata screen. 18. Using the toolbar at the top of the page click on the Metadata icon, this will take you to the Metadata screen. 8

11 Metadata Screen Populating the Metadata Screen of a Publication Please note the Metadata screen contains a number of required fields (marked with a red asterisk) that must be completed in order to make the publication live. 1. Scroll down to the publications section. 2. Untick Use default and enter a print code. This field is used by Sterling so must contain a correctly formatted and valid print code. Please ensure this is correct before making the publication live. 3. If a prospectus untick Use Default and tick yes. 4. If fulfilled untick Use Default and tick yes. 5. Select a Mode of Study by unticking Use default and selecting the chosen study mode making sure it is highlighted in blue. 6. Select a Level of Study by unticking Use default and selecting the chosen study level making sure it is highlighted in blue. 7. Select a Year of Entry. Please note only 1 year of entry per upload can be selected. Click Save in the top right hand corner. 9

12 Making a Publication live in Matrix 1. From the Details screen go to the Status section at the top of the screen and click the Change dropdown. 2. Click on the Approve option. The screen will change showing an Add workflow comment box. 3. Add a comment detailing what you have done. E.g. if it is a new publication put New publication upload. Click Save in the top right hand corner. 10

13 4. The screen has now changed showing the status bar in yellow and the caption Approved To Go Live. This is your final check before making the PDF live. If anything is incorrect click the Change drop down and select Reject Changes to go back and amend the upload. 5. If everything is correct click the Change drop down and select Make Live. Click Save in the top right hand corner. 6. The screen will now show the status bar in green and the caption Live. The PDF is now live within the system and can be applied to other assets. 11

14 Adding multiple Publications at once to Matrix If you have a lot of images to upload you can upload more than one at a time. 1. After populating all the required fields on your first image upload click the +Add More button at the top left of the wizard. 2. The screen will change showing a new PDF upload window to populate. 3. A list of PDFs you have scheduled for creation will appear in the left hand menu. To go back and change the details of any PDF simply click the name from the menu. Click the pink circle with a minus in it to delete any PDF. 4. You can create up to 9 PDF assets in one go. Click Create. 12