This section introduces how to search for and manage albums
via the Manage Categories and Albums page.
To change the image view layout click one of these buttons
To view in list form, ideal for large libraries, click the list button
To search for a category use
the ‘All Categories’ dropdown. Use the ‘Search Categories’ field to refine the
list, click on a category to reveal all linked albums. Select an Album to view
all linked items:
To add a new category, edit or delete an existing
the Add Categories button. The Album Categories pop will allow you to create a
a new category name in each empty text box. Click OK to
add the new category or close the pop up to cancel the action.
edit an existing category: click the category name to be modified and select
Edit Categories. The Edit Categories pop up will allow you to edit the Category
4. To delete an existing
prompt message will display as “Are you sure you want to remove this Category?”
click ‘OK’ to remove the category
the category the Album should be related to
a name and description for your new album.
If your site is multilingual add
the title and description into all three fields in your chosen language
an album access level from the Type drop-down menu.
· Private – the album is
inaccessible to all users unless the User or User Group is added to the album.
· Public – contents of the album
are available to all users, depending on the individual Item Group set for each
“Yes” or “No” from the Show in Search drop-down menu to indicate whether the
album will be shown on the Search page.
6. Featured Album means the album will show as a featured album on the homepage (please
note for albums to appear as featured albums you must mark them as Type:
Public, Featured Album: Yes
can confirm/change the category using Category dropdown
‘OK’ to add the new album
more details on the ‘Type’ and ‘Show in Search’ settings see Appendix: Using
Private Albums and the ‘Show in Search’ setting.
To Delete an existing album:
to the Album page
Deleting an Album remove the album and the album listing within the asset details. Deleting an album does NOT delete the items within it.
To move an Album from one Category to another Category:
Go to Admin > Manage Albums > Navigate to the Album > Edit Album > Select a new Category from the dropdown menu > OK.
Allow about 2 minutes per 1000 items for the move. Indexing occurs every five minutes to allow the search results to be updated.
Additional functions available on the Edit
copy a persistent URL link for the album, select ‘Quick Link’ button and copy
the link from the pop up box. This is useful for inserting links in external
Newsletters or websites.
To allow non-registered users to access the Album it must contain at least one
item with “Public” access level. The Album can be Public or Private.
you wish to send an external email with links to a Private Album containing
non-Public items, you will need to add all the recipients as a Group or as
Users to the Private Album.
see Media Campaign - the built-in direct mail feature.
Add Users or Groups (for Private albums only)
‘Access’, and select Add user or Add Group
2. Select a specific user or
add a user group access level from the pop up as prompted
‘OK’ to bulk edit the access level for all the items contained in this album. Otherwise,
click ‘Cancel’ to cancel the action.
Bulk Edit allows selected metadata fields to be edited for ALL ITEMS or CHECKED ITEMS in the Album.
You must click the heading - which
will become colored and checked (ticked) – to update the data
If there are different object types of items in the Album, e.g. images and
videos, which have different metadata fields, Bulk Edit only updates the common
fields existing in both object type items.
2. Change Item Group allows
you to change the Item group for all items in the Album
3. Bulk Edit Keywords –
add new keywords to the pop up. These Keywords are appended to each asset in the Album - existing keywords are preserved. You can also delete keywords from the tag cloud to remove all instances of that keyword in the Album
4. Delete items – this will
change the status of the CHECKED items to deleted. – this will
change the status of CHECKED items from available active to deleted. Deleted items can be reinstated INDIVIDUALLY if the action needs to be reversed but BULK ARCHIVING CANNOT BE UNDONE
5. Archive items – this will
change the status of CHECKED items from available active to archived. Archived
items can be reinstated INDIVIDUALLY if the action needs to be reversed but BULK ARCHIVING CANNOT BE UNDONE
The Manage metadata facility allows you to bulk upload
metadata for thousands of items in a simple process involving the upload of a
single CSV file. For more details about managing metadata see Upload
Share Items – IN DEVELOPMENT
Delete Album to remove the Album from the site – album listings will also be
removed from the item details page