Help Center Admin Support Admin Guide Metadata

            Metadata download and upload as CSV: >

            An updated version of this article is available:

            https://learn.lookatme.app/en/articles/154


            Download CSV


            1. In the Administration menu, select Manage Albums and click on edit link of the Album for which you wish to download metadata.
            2. You will see a Manage Metadata link on top of the Items in Album section of the Album. Click in this link and a pop-up options box will appear.
            3. Select the Download metadata option and click OK to download a Metadata file containing all the metadata of that Album.
            4. In Firefox select Save File. Do not select Open. In Internet Explorer select Save, do not select Open:
            5. Navigate to your download folder and open the file in Excel.
            6. Edit the Metadata file in Excel. 'Save' the file. Do not 'Save As' because the resultant file may not be the correct format. Do not create a new Excel spreadsheet or .csv yourself because it will not be Unicode Tab delimited.
            7. After saving the file, a dialog box will open: click Yes because we need to keep the file in Unicode Tab delimited format:
            8. If you are using an Office version 2010 or older, click Don’t Save when the next dialog box opens. This will avoid an endless cycle of dialog boxes.
            9.  IMPORTANT notes on editing:
            10. A downloaded Metadata file contains an extra column with the heading Lookatme ID, the number that appears on the details page as Item Number and is the unique identifier for Lookatme™ assets. Do not edit the data in this column.
            11. Date-picker fields must be formatted as DD/MM/YYYY. (little-endian numeric solidus-separated) Any other format will fail. A date-picker field has a pop-up calendar as the on-screen data entry method. Date fields that allow text entry can have any format you wish - it is only the date-picker fields that have the strict format requirement. 
            12. After editing the Excel file, 'Save' the file. Do not 'Save As' because the resultant file will not be Tab delimited.


            When working in Excel 'Save' the downloaded metadata file. Do not 'Save As'  because the resultant file will not be Tab delimited





            Upload CSV

            Prerequisites:
            • The Album must contain uploaded digital assets
            • First download a Metadata file of metadata using the Metadata Download function.

            It is important that you maintain the relationship between the Lookatme ID ( the number that appears on the details page as Item Number) and the Original file name of your images in the edited Metadata file to ensure that the metadata is associated with the correct Item in Lookatme™.  Alternatively you can have the Lookatme ID column blank and the upload function will use the original file name to match the data. The original file within an upload Album is unique by specification and therefore can be used as a unique key. See ‘How this works’ below for cautionary notes.

             

            Only process one Metadata Upload at a time. Confirm that the last upload has completed (as detailed below) before staring another upload.

            1. You must start with downloading a Metadata file for an Album as outlined above.
            2. In the Administration menu, select Manage Albums  and click on edit link of the Album for which you wish to download metadata.
            3. You will see a Manage Metadata link on top of the Images in Album section of the Album.
            4. Select the Upload metadata option to upload a Metadata file containing all the metadata of that Album.
            5. Browse and select the Metadata file of metadata for the assets in the selected Album
            6. Select Ignore blank cells, YES or NO. 
              Ignore blank cells YES
               means that blank cells in your .csv file will be ignored and the data in LookatmeDAM will not be altered for those cells. 
              Ignore blank cells NO means that data will be erased from LookatmeDAM fields matching the blank cells in your .csv file.
            7. Click the OK button
            8. The file must be in .csv file type with tab delimited data and be an edited version of the downloaded Metadata file that you obtained to commence the process.
            9. Within five minutes, the Metadata file processing commences. Each asset referenced in the Metadata file is updated with the new metadata according to the Lookatme ID ( the number that appears on the details page as Item Number) . If the Lookatme ID is blank, the original file name will be used to make the match. See ‘How this works’ below for cautionary notes.
            10. To check that a particular Metadata Upload has worked, visit the Administration menu and select Manage Albums . Find the Album Category and the Album Name from the list and select edit .  You will be taken to the list of images.  These are the images for which you have uploaded metadata. Enter the edit screen for any of the images and check the metadata. The metadata here should match the data in the Metadata file that you uploaded.  If it matches, then the process has been successful.

             



            How this works:

            Lookatme™ links Metadata for an asset correctly by using unique identifiers that exist in the spreadsheet and the Lookatme™ system, linking via the Lookatme ID ( the number that appears on the details page as Item Number) (see Metadata Download above).

            If the Lookatme ID is blank, the original file name will be used to make the match. This only works in Upload folders because within any Upload Album, all original file names are unique.

            Caution:    

            If you upload a Metadata file without the Lookatme ID data into a non-Upload Album, you cannot be certain that the original file names are unique. This could lead to unexpected results that would be difficult to repair.

            Only non-shared Upload Albums can be certain not to contain duplicate original file names because:

            ·         During the Upload process duplicates are overwritten by the last upload file with a duplicate name, so there can only be one file with a given file name. Even if you have uploaded duplicates they will not be stored.

            Caution:    

            When working in Excel 'Save' the downloaded metadata file. Do not 'Save As'  because the resultant file will not be Tab delimited




            Metadata .csv filename

            The file you download from Lookatme will contain Tab Separated Values but will have the file extension “.csv”.

            The .csv file extension allows the file to be opened easily in Excel.

            The filename:

            • must be alphanumeric and 
            • must not contain spaces or dots (except for the dot in ,csv) and
            • must not contain any special characters such as !< @> #/$?%;^:&}*{([)]+



            If a metadata filename includes spaces, multiple dots or nay of the of the characters above, it will fail.
            In the phrase "metadata filename" we are referring to the name of the file containing the metadata, not the metadata itself.

            In addition, the file name of your metadata file must not contain a space. Metadata files with spaces in the file name will fail.

            If you download a metadata file more than once, Microsoft Windows might add a number in brackets like  (1) or (2) and possibly spaces etc. at or near the end of the file name. You must edit the name of the file on the desktop to remove brackets and spaces from the file name or the upload will fail. Do not use the 'Save As' command within excel to do this.


            New lines and hyphens in Excel

            Lookatme require breaks instead of Alt-Enter characters.
            Please do not use Alt-Enter in your CSV file. An Alt-return character concatenates and discards all subsequent data in the row.
            when uploaded. To create a new line within a cell, use <br > or just <br>
            Where the text starts with a hyphen, insert an apostrophe at the start of the cell to prevent Excel treating the text as a formula (hyphen is interpreted by Excel as a minus sign).

            See also:

             



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