Visualizing Venice Historic Environment Record (Geospatial Database) Table of Contents Introduction... 2 Getting Started opening the sources interface... 3 Searching for a Record... 4 Adding a New Source record... 6 Adding Collection Data... 8 Adding Bibliography Records... 9 Adding an Image to a Source... 13 Adding A Historic Event... 17 Simple Single Source Report... 18 Simple Table Export... 19 1
Introduction The aim of this booklet is to guide first- time users through a series of common tasks in the Visualizing Venice HER system. The VisVen HER system is hosted at: http://libwired-01.oit.duke.edu/her/cofiadur3.php?group=ven You will need to log in with your user name and password Username: your surname, all lowercase e.g. smith Password: VisVen1 When you have logged in you should change your password using the change password option on the left panel: 2
Getting Started opening the sources interface Once you're logged in the home screen shows the Pick Tables for Monuments and Sources on the left with Linked Table choices for each view on the right. The options and layout for each Panel View are similar. 1. Click on Pick Tables Primary Source in the left panel 2. Check the box beside each table option in the right panel, then click Load Panels to enter the Panelset 3. The Panelset will be empty at first you need to run a search to see the Primary Sources already in the system. 3
Searching for a Record The top left box of each panelset has a set of common search fields with which you can filter the records you are viewing. 1. Click Search to retrieve all records. Each Source record will be listed down the left panel. Click on any record to see related records in the linked tables on the right. 4
2. The total number of records retrieved is given at the top of the sources list. Note that there are 3 pages of results for this search so not all records in large searches are viewable at once. 3. Try searching for specific criteria e.g a record number, title word 4. Note you can also order your searches. 5. And combine terms to build more complex queries: 5
Adding a New Source record 1. If you are copying data from a preexisting system (as we are) it is good practice to search for the record ID to make sure that it doesn't already exist in the database. (If you are entering new data you can skip this step). Enter the Filemaker pro ID into the appropriate search field and click Search. 2. If no records are returned you can add a new record. Click the Add icon. You will be asked if you want to create a new record, click yes. 3. You can now start adding the core Source data in the pop up window. Note there are a number of tabs to organise the data, an lookups to help you quickly enter accurate data. 6
4. Using the printouts, fill in all the details you have for the source record. 5. When you have completed the basic data in all the tabs click on the Save Record icon (green check) in the top toolbar If you don't want to save the record you can use the Cancel icon (red circle white cross) If you want to delete a record use the Delete icon (white circle, red cross) 7
Adding Collection Data When you have filled in the basic data for a source, you can use the panelset to easily add the linked data in other tables. We'll start by adding the collection (archive location) information. 1. In the left pane select the Primary Source you wish to add collection information for. 2. In the Collection panel open the Add Item menu by clicking on the green + sign 3. Use the link table icon to search for a Collection record. 4. 5. You can search by keyword to filter the results or get a list of all the Collections by leaving the find box empty and clicking the Go Arrow 6. Double click to select the appropriate Collection from the list. 7. In the Add Item panel save your selection to the Primary Source by clicking on the green check mark 8. You can add further events for the Primary Source by repeating steps 2-5 8
Adding Bibliography Records A list of related bibliographic records is available on the Wired! Google drive. We will use these to link the Primary Source and Bibliographic records. https://docs.google.com/spreadsheet/ccc? key=0aulsnk34pe8bdgl5mmhrswhzmentmfc4anzirvzoy2c&usp=sharing 1. In the left pane select the Primary Source you wish to add a primary source for. 2. In the Bibliography panel open the Add Item menu by clicking on the green + sign Use the link table icon to search for a Bibliographic record. 3. You can search by keyword to filter the results or get a list of all the bibliographic sources by leaving the find box empty and clicking the Go Arrow 4. Double click to select the appropriate bibliographic record from the list. 5. You can add specific page numbers that refer to this Primary Source in the Specific Page Ref field. 9
6. If you have a pdf of the document you can upload it to the server by clicking on the Upload File icon 7. Select the folder on the server to store your file then navigate to the location of the file using the Browse icon. When you have located your file click Start Upload 8. In the add item panel save your selection, page referenced and pdf link to the Primary Source by clicking on the green check mark. 9. The bibliography panel will show the linked file with a pdf icon. Click on this icon to open the pdf. 10. You can add further sources for the Primary Source by repeating steps 2-5 1. In the left pane select the Primary Source you wish to add a primary source for. 2. In the Bibliography panel open the Add Item menu by clicking on the green + sign Use the link table icon to search for a Bibliographic record. 10
3. You can search by keyword to filter the results or get a list of all the bibliographic sources by leaving the find box empty and clicking the Go Arrow 4. Double click to select the appropriate bibliographic record from the list. 5. You can add specific page numbers that refer to this Primary Source in the Specific Page Ref field. You can also upload a pdf of the document to the server by clicking on the Upload File icon 6. Select the folder on the server to store your file then navigate to the location of the file using the Browse icon. 11
When you have located your file click Start Upload 7. In the add item panel save your selection, page referenced and pdf link to the Primary Source by clicking on the green check mark. 8. The bibliography panel will show the linked file with a pdf icon. Click on this icon to open the pdf. 9. You can add further bibliographic entires for the Primary Source by repeating steps 2-5 12
Adding an Image to a Source 1. In the left pane select the monument you wish to add a primary source for. 2. In the Image panel open the Add Item menu by clicking on the green + sign Use the link table icon to search for a Primary Source record. 3. You can search for an existing image by keyword to filter the results or get a view of all the image thumbnails by leaving the find box empty and clicking the green Go Arrow 4. Double click to select the appropriate Image from the Look up list. 13
5. In the add item panel save your selection to the primary source by clicking on the green check mark. The image will now be visible as a thumbnail in the Images Panel, and can be opened to full view by double clicking. 6. To upload a new image repeat steps 1-3. In the picture Look Up form click the Add Record Button 7. In the Add Record form click the upload icon (blue arrow) 14
8. The form will automatically populate a number of records including the image name and number. You can edit these details and those on other tabs to save more information with the image. The data from the exif file is also automatically imported under the EXIF tab. When you have finished editing click the green check to save the record. 9. Double click to select your newly uploaded file in the Image Lookup form. Finally confirm the link to the monument by clicking the check in the Image form 15
10. We can now set the publication permissions of the images from the panelset. Below each image is a drop down menu to indicate whether it can be reproduced. There are three levels of publication: No The image will not be published Level 1 The image can be published Level 3 The image can be published and this is the best representation (use for web apps or publications with limited image numbers) All of these levels can be viewed with a tool-tip by hovering over the choice in the drop down menu 16
Adding A Historic Event 1. In the left pane select the Primary Source you wish to add a primary source for. 2. In the Historic Event panel open the Add Item menu by clicking on the green + sign Use the link table icon to search for a Historic event record. 3. 4. You can search by keyword to filter the results or get a list of all the primary source by leaving the find box empty and clicking the Go Arrow 5. Double click to select the appropriate Historic Event from the list. 6. In the Add Item panel save your selection to the Primary Source by clicking on the green check mark 7. You can add further events for the Primary Source by repeating steps 2-5 17
Simple Single Source Report To export summary information for a source we can use a pre-set template (this can be customized by your sysadmin). 1. Click on the report viewer icon at the top left of the screen 2. From the options pick SourceReportImage.htm. 3. Enter the source ID (HER reference not FMP reference), and click on the check 4. A new tab will open with a formatted html report for the source. Note that no images have been reproduced. This is because the publication permission level on each of the images for this source is 'No' 5. Return to the panelset and edit the image permissions to allow publication, then re-run the report. 6. You will now have a html report that includes the image thumbnails. This can be printed as a pdf by going to file > print and selecting pdf writer. 18
Simple Table Export You can also export an entire table from the HER to a spreadsheet using a simple SQL query. 1. Return to the splash page (where you picked your panel set). 2. Click on Query Builder / Browser / Reporter. A new tab will open 3. In the pop-up write your SQL query. In this case we want all records in the her_artefact (the HER name for the primary source table) table so we use: SELECT * FROM her_artefact 4. Click the Run icon 5. A table will be created. You can print this or save it to excel using the icon in the top right. 19