INTEGRATED WORKFLOW COPYEDITOR

Transcription

1 COPYEDITOR Content Asset or Learning Object Tagging INTEGRATED WORKFLOW CONTENT DEVELOPMENT PHASE In this Content Development workflow phase process, you add or modify Pearson, discipline-specific, and/or non-discipline specific metadata to the content assets and/or learning objects. Depending upon the type of metadata, you may collaborate with the Manager of Permissions, EA, Vendor, SME, Content Expert, Development Editor, or Copy Editor. In this job aid, you will learn how to: Apply and/or update metadata YOU ARE HERE Apply and/or Update Metadata ROLL OVER THE COMPLETED & NEXT STEPS ABOVE TO LEARN MORE Last Updated: April 13, 2012

2 CONTENT DEVELOPMENT CONTENT ASSET OR LEARNING OBJECT TAGGING Learning Objectives In this Job Aid, you will learn how to: 1 Apply and/or Update Metadata 2 Apply Metadata Upon Import 6 Update Metadata for Existing Files 9 Apply/Update Metadata Upon Checkin 11 Bulk Metadata Update 13 SYSTEMS & TOOLS For this process, you will use the following systems and tools: Documentum (DCTM) Content Development 1

3 1 Apply and/or Update Metadata Some of the metadata in Documentum describes the content of the file, which requires subject matter expertise, while other metadata describes the file itself. There are several ways to apply or update metadata in Documentum. You can: Apply metadata when importing a file through the browser. Manually update metadata for an existing file in Documentum. Apply metadata when checking in a file you have edited. Update metadata for multiple files all at once by downloading a spreadsheet from Documentum, changing metadata in the spreadsheet, and then reingesting it into Documentum. This step begins with a Documentum notification. 1 When it is time to complete the Apply Metadata task, you will receive a Documentum notification. Go to My Dashboard at pearson.com. NOTE If you are already signed into Documentum skip ahead to step 5. More Info At this step in the Workflow, FEDS/ Freelancer Agreement or Vendor Services PO may be required. Click this Sharepoint link and then select the Non-School folder. Notes Discipline-specific metadata is information that requires subject matter expertise to apply to the content asset or learning object. Keywords are an example of disciplinespecific metadata. Non-discipline specific metadata is information that is associated with the content asset or learning object without editorial knowledge or subject matter expertise. An image file s dimensions are an example of nondiscipline specific metadata. The non-discipline specific metadata and the discipline-specific metadata equal the Pearson standard. Content Development 2

4 2 The Sign In screen appears. a Type your user name in the User Name text box. b Type your password in the Password text box. c Click the button. a b c 3 The My Dashboard screen appears. Click the Documentum (DCTM) link. Content Development 3

5 4 The Digital Asset Manager Login screen appears. a Select your repository from the Repository drop-down menu. b Select your location from the Location drop-down menu. If your location does not appear or if you are working remotely, select the Other option. Quick Tip USHE users select the PNA_Higher_Ed repository. c Click the button. a b c 5 The Documentum interface appears. a Select the Inbox node in the Navigation pane. b Double-click the Apply Metadata task in the Content pane to open it. a b Content Development 4

6 6 The workflow task displays in the Content pane: a Read the workflow task instructions. b Click the button to begin work on the task. a b Content Development 5

7 Apply Metadata Upon Import 1 In Documentum, navigate to the folder into which you want to import a file, click the FILE menu, and then select Import. Shortcut Press Shift and I on the keyboard. 2 The Import: File Selection screen appears. Click the button. Content Development 6

8 3 The Select Files dialog box appears. Select one or more files to import, and then click the button. For PC Dialog box varies by platform. 4 Click the button at the bottom of the Import: File Selection screen. Content Development 7

9 5 The Import: Object Definition screen appears. Type metadata values in the text boxes and/or select metadata options from the drop-down menus, and then click the button. Note The Pearson Common, a minimal set of metadata elements that serve as the foundation for content management standards across the Pearson businesses, serves as the baseline for metadata in Documentum. The Pearson Common is enriched through additional elements and controlled vocabularies (a set of finite metadata options in a drop-down menu) provided by the business units. NOTES The available metadata options vary, depending upon the object type. If you selected more than one file to import, you can add metadata for each file by clicking the button at the bottom of the screen. If you add keywords or any other multiple metadata values to multiple files, then you are employing batch functionality. This means each keyword or value will be added to a file and all those after it. For example, if you apply the keyword apple to File1, then File1, File2, File3, and File4 receive the keyword apple. If you apply the keyword orange to File2, then File2, File3, and File4 receive the keyword orange, but File1 does not. Content Development 8

10 Update Metadata for Existing Files 1 Select one or more files in the Content pane. 2 Click the VIEW menu, and then select Properties. Note If you select multiple existing files, Documentum only shows the common metadata values for those files. Any changes to values are applied to all files. Shortcuts Press P on your keyboard. Click the Properties icon that appears next to a file or folder. Right-click, or press Control (CTRL) and click, and then select Properties. Content Development 9

11 3 The Properties screen appears. a Click a tab at the top to select which metadata you want to update. b Select a text box, such as Description, and type in a metadata value as needed. Note The type and amount of metadata available depend on the object type of the select file(s). c Select a metadata value from a drop-down menu, such as Contributor Role Tier 2, as needed. d Click the button to save the metadata change. a c b d Content Development 10

12 Apply/Update Metadata Upon Checkin 1 To check in a file, select the checked-out file (indicated by a key icon in the Content pane. 2 Click the FILE menu, and then select Check In. Content Development 11

13 3 The Checkin screen appears. a Select a version in the Save As field. b Select a text box, such as Version label or Alt Text, and type in a metadata value as needed. c Select a metadata value from a drop-down menu, such as Format, as needed. d Click the button to save the metadata changes. Quick Tip When selecting a version, decide whether the file had minor or major revisions. You can then select a minor or major version number. This is known as VERSION permission. If you also have WRITE permission on the file, then you also see the option to save the modified file as the same version, which overwrites or deletes the version you originally checked out. a b c d Content Development 12

14 Bulk Metadata Update 1 Navigate to the location that contains content for which you wish to update metadata, and then select the content in the Content pane. For Mac The Bulk Metadata feature might not be fully functional if Safari s popup blocker is turned on. To turn it off, click the Safari menu in Safari, then uncheck Block Pop- Up Windows if a check mark appears next to it. 2 Click the BULK TOOLS menu, and then select Download Metadata Template. Content Development 13

15 3 The Bulk Tools: Metadata Template Download screen appears. a Type a name for the template in the Job Name text box. b At the Business Group drop-down menu, select your business group. c Click the button. d The Export job created message and Job Id number appear. Click the button. b c a d 4 At the Documentum screen, click the Cabinets node to deselect the content in the Content pane. Click the BULK TOOLS menu, and then select Job Status. Content Development 14

16 5 The Bulk Tools: Job Status screen appears. To narrow your results, use the Job Type, Job Status, and/or Duration drop-down filter menus. a Job Type drop-down options include: Import, Export, Template Download, and Metadata Upload. All is the default. b Job Status drop-down options include: Success, Partial Success, Failed, Queued, Canceled, and In Progress. All is the default. c Duration drop-down options include: Last 24 Hours, Last 7 days, Last 30 days. Last 24 hours is the default. a b c 6 Click the button. The Jobs Status table appears. Locate your job name within the table, and then click the button to begin your export. Quick Tip The button will not appear until SUCCESS displays in the Status column. Content Development 15

17 7 The Bulk content delivery page dialog box appears. Click the button to select a download location on your computer. 8 The Open dialog box appears. Navigate to, and then select a location on your computer. Click the button. For PC Click the button. For PC Click the icon at the top of the dialog box to close. 9 The Bulk content delivery page dialog box appears again. Click the button. Content Development 16

18 10 The Job queued message appears. Click the button. 11 The You have pending jobs... screen appears. Click the button to start the download process. Content Development 17

19 12 The job downloads to the location you previously selected on your computer. Alternatively, you can download your metadata template via notification. When the template download job completes, you will receive a Template Download Success in your desktop application. Click the To download your content link, and then follow steps 7 11 above. 13 Navigate to your chosen download location on your computer. Documentum creates a wrapper folder for the content you bulk exported and names it with the job name you created. Content Development 18

20 14 Open the Job Name wrapper folder which contains two files: the metadata template (xls) spreadsheet and a companion xml file. Quick Tip Metadata can also be updated using the dctmmetadata.xml file. For information, contact the Pearson Workflow Support team. Note The metadata template is always named dctmmetada.xls. 15 Double-click the template to open it. The DCTM Object ID, Relative Path, Format Type, and Object Type columns are pre-populated and auto-filters are turned on. For each row in the template, cells are masked or blacked out where metadata should not be populated. Populate metadata as needed in the available columns on the Template tab. Note Do not change metadata values in the first four columns on the Template tab (DCTM Object ID, Relative Path, Format Type, Object Type). Quick Tip When adding multiple keywords in the Keywords cell, separate the keywords with a space followed by a vertical bar and another space. Example: cover apple green Content Development 19

21 16 Refer to the Controlled Vocabularies (CVs) tab for choices. Quick Tips If necessary, you can delete existing metadata in the downloaded template. 1. If the metadata is in a fill-in cell, select the data in the cell, delete it, and then type the word Null in the cell. 2. If the metadata is contained within a drop-down cell, click the drop-down arrow, and then select Null from the menu. 17 Save the metadata template to your computer, but do not change the name of the file. If you change the name of the file, you will not be able to import the template successfully. 18 If content is selected in the Content pane, click any folder or cabinet in the Navigation pane to deselect the content. For Mac The Bulk Metadata feature might not be fully functional if Safari s popup blocker is turned on. To turn it off, click the Safari menu in Safari, then uncheck Block Pop- Up Windows if a check mark appears next to it. Content Development 20

22 19 Click the BULK TOOLS menu, and then select Import Metadata. Quick Tip You do not have to choose a specific location to apply the metadata to when importing a metadata template. 20 The Metadata Import dialog box appears. a In the Job Name text box, type a name for your metadata import. b At the Business Group drop-down menu, select your business group. c Click the button. a b c Content Development 21

23 21 The Open dialog box appears. Navigate to the metadata template on your computer, select it, and then click the button. Quick Tip If an applet message appears, click the button on a Mac, or button on a PC. 22 The file path for the template displays in the Metadata file field. Click the button. For PC Click the button. Content Development 22

24 23 The Job Queued message appears. Click the button. 24 The You have pending jobs... dialog box appears. Click the button. 25 Close the dialog box. For PC Click the icon at the top of the dialog box to close. Content Development 23

25 26 When your metadata template upload job completes, you will receive a Metadata Upload Success . Log in to Documentum to verify the newly updated metadata has been applied. Quick Tip You can check the status of your metadata upload at the Job Status screen in Documentum. Note The Metadata Upload Success also contains Help Desk contact information. Content Development 24

26 27 At the Apply Metadata workflow task, click the button to complete the task. NOTES Click the button to access the tab where you can view or add comments. Click the button again to access the tab where you can view upcoming steps, as well as view previous workflow steps. Content Development 25