Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
Training Guide
Portfolio
October 2011
ii|
Table of Contents
Introduction ............................................................................................... 1
Using This Training Guide............................................................................................................................. 1
Help Files ...................................................................................................................................................... 2
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L o g g i n g i n t o v i e w s e c u r e a s s e t s ...................................................................... 91
S e c u r e d A s s e t s a n d R e q u i r e d A u t h e n t i c a t i o n ........................................... 93
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SirsiDynix Training
Introduction
SirsiDynix Portfolio is a Digital Asset Management program that works
with your Integrated Library System (ILS) and Online Public Access
Catalog (OPAC) to provide a single search of the contents of your catalog.
Search results in Portfolio will come from your library catalog, federated
databases, digital asset database, and your own custom content.
By using this guide, you are on your way to becoming an expert user and
administrator of this exciting digital asset management product. The
SirsiDynix Portfolio guide will teach you to add and organize digital
assets, index asset content and display assets within one or more search
profiles.
This guide assumes that you have taken the Enterprise End-User,
Administration, and Rooms Content Management classes. Since Portfolio
is essentially Enterprise with additional features for digital assets, this
course should be viewed as a supplement to cover Portfolios additions to
Enterprise. This guide will emphasize:
Topics that may have been covered in Enterprise, but can benefit
from additional examples involving digital assets (e.g., limits,
facets, targets, and rooms)
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This icon directs you to the SirsiDynix Portfolio online Help file
where you can find additional or related information.
Help Files
SirsiDynix Portfolio comes with an extensive set of online Help files.
Every navigation pane option in your Portfolio admin console has a Help
icon (a green circle with a white question mark on it). There are also
online helps available for library users using Portfolio search profiles.
Help files are organized context sensitive to the screen presently
displaying, or topically through a table of contents:
Below are parts of the Portfolio admin console helps, as called out in the
above screenshot:
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Managing Assets
Portfolio is an extension of the SirsiDynix Enterprise product. It has all of
the features of Enterprise, but also includes functionality to catalog and
manage digital assets. The term digital asset refers to a wide range of
resources such as pictures, audio files, video files, text files, and PDFs.
In this section, we will discuss important topics such as cataloging and
uploading your assets.
To work with assets, you will need to use the Manage Assets menu. This
menu allows you to add metadata, upload digital files and optionally add
security levels to your assets.
Log in to Portfolio.
Add a folder.
Add an asset.
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1.
2.
Enter the supplied URL into the address bar. The syntax of the URL will be
http://ipaddress/client/login.
3.
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4.
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Adding a Folder
To organize your assets within the Portfolio admin console, you will need
to create one or more folders. These folders will house your assets.
When adding folders to your asset tree, you should consider whether or
not you will let your users browse assets using rooms. Any folder you
add can later be assigned to a room, where you can then decide if:
The room shows all assets in that folder, as well as those in any
subdirectories within that folder.
1.
From the Directory, select the Root folder. This will allow for your new
folder to be just underneath the root folder.
2.
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3.
4.
For the Status, choose Staged. This means that this particular asset will not
be searchable for your library users.
5.
6.
Select OK.
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1.
2.
Enter the Name of the folder. In this example, well use Photographs for
the Name.
3.
4.
Select OK.
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Moving a Folder
You can move folders from one level to another using drag and drop
functionality. For example, you might want the Photographs folder to
be a child folder of Local History.
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1.
Select and hold the desired folder from the Directory Contents area.
2.
Drag the folder to the desired parent folder then release the mouse button.
In this example, we want to make Photographs a subfolder of the Local
History folder.
3.
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4.
To see your new subfolder, select Local History from the Directory.
Adding an Asset
Once your folder directory structure is set up, you can then proceed with
adding assets. The files that make up your assets could be anything from
photos and PDFs, to MP3s and .wav files.
To add an asset:
1.
Select the folder in which you would like to add an asset. In this example,
select the Photographs folder.
2.
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3.
Enter the Name of the asset. In this example, we will enter Courthouse
Square.
4.
Keep the Status set to Staged. This means that the asset metadata wont
be searchable until you are ready to publish your new collection.
5.
In the Keywords field, type some words that will help library users find
this asset.
The Name and Keywords are seen when browsing your assets in
a Portfolio room. More information on managing rooms is found
in the next section.
6.
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7.
8.
Navigate to the digital file you would like to attach to this asset.
9.
Select Open.
10.
Leave the Override Internet Media Type field empty. This field is used to
render a digital file in a specific way for the library user.
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11.
Leave the Include OCR text for searching box empty. This box is used to
index OCR files such as scanned book pages.
12.
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13.
Select Title for the row and add a title for the asset (e.g., Huntsville
Courthouse Square 1864)
14.
15.
Choose Creator for the row name and add the name of the photographer
(e.g., Unknown).
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16.
17.
Choose Description for the row name and add a description of the asset.
18.
19.
Choose Date for the row name and enter the date of the resource (e.g.,
1864).
20.
The Dublin Core metadata fields will appear in a results list when
searching within a Portfolio search profile.
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Viewing Assets
Keyword search of assets is possible only in a Portfolio search
profile. More information on keyword searching is found later in
the chapter.
Using the Portfolio admin console, you can browse and view your assets.
Lets look at some different ways of examining your assets.
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1.
Hover over the asset name. A thumbnail will appear if you uploaded a
digital file as part of the asset.
2.
3.
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4.
5.
Select View Asset. This last option allows you to see the metadata as well.
1.
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2.
3.
4.
5.
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6.
Repeat steps 4 & 5 to add the Creator, Description and Date fields.
7.
8.
Choose Rights for the field name. This will require staff to input a
copyright statement when adding an asset.
9.
Select OK.
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1.
2.
3.
4.
5.
Enter keywords describing this document. These keywords are seen when
browsing assets within a room.
6.
Within the Asset Source area, select the URL radio button.
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7.
Enter the URL of the asset. In this example, we are referencing an asset that
resides on the Wikipedia website.
8.
Now scroll down to the Metadata area. Notice how you are using your
Default Template:
9.
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10.
11.
12.
13.
14.
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Publishing Assets
When you are ready to make assets searchable for your public users, you
first will need to publish your assets.
1.
From the Manage Assets menu, edit your Local History folder.
2.
3.
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4.
Select OK. You will now see the folder and asset names in bold. This
signifies that the assets are published.
1.
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2.
3.
4.
Select OK.
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Searching Assets
To keyword search your assets, you will need to be in a search profile. A
search profile is akin to a website where your library users can search and
view your institutions Portfolio assets. This example demonstrates how
to access the default Portfolio profile and search for an asset.
1.
2.
From the web browsers address bar, change the end of the URL from
/client/login to /client/default.
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3.
Press Enter.
4.
Change the search target to Asset Search. Note that you could leave the
search index set to Everything, which would search both assets and your
librarys bibliographic material.
5.
6.
Press Search.
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7.
To view an assets details, select a title from the list (e.g., Huntsville
Courthouse Square 1864). The details screen will display as a pop-up in
the current browser window:
8.
To view the image itself, click on the URL for File field:
9.
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10.
To return to your search results, close the details screen pop-up by clicking
the X in the upper right-hand corner:
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1.
2.
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3.
4.
5.
6.
7.
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8.
9.
In the Required Metadata field, enter any required values (e.g., Rights).
10.
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11.
Select OK.
12.
To view the asset metadata, click on the name of the asset. For PDFs, some
of the metadata fields may be filled in automatically.
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13.
To view the asset from the admin console, select View Asset.
Exporting a Collection
Portfolio also allows you to export a collection of assets. The exported
folder will contain the metadata and folder/asset structure in xml format
as well as the digital files that reside on the Portfolio server.
To export a collection:
1.
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2.
3.
4.
If you have designated some of the files for OCR scanning, select the Export
OCR settings checkbox.
5.
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6.
7.
8.
Select OK.
9.
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10.
Select Save.
11.
12.
Select Close.
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1.
2.
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3.
Choose a program to unzip your file, and then select Extract here, to
filename.tar.
4.
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- <field name="NODETYPE">
<value>LOCAL</value>
</field>
- <field name="STATUS">
<value>PUBLISHED</value>
</field>
- <field name="NAME">
<value>Local History</value>
</field>
- <field name="PARENT" ref="SYSTEM">
<value>ROOT</value>
</field>
</asset>
This is the xml data for our Courthouse Square asset:
<asset type="ASSET">
<id>126</id>
- <field name="NODETYPE">
<value>LOCAL</value>
</field>
- <field name="STATUS">
<value>PUBLISHED</value>
</field>
- <field name="KEYWORDS">
<value>Courthouse Square</value>
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</field>
- <field name="PARENT">
<value>125</value>
</field>
- <field name="Rights">
<value>public domain</value>
</field>
- <field name="Description">
<value>1864</value>
</field>
- <field name="Creator">
<value>Unknown</value>
</field>
- <field name="Title">
<value>Huntsville_Courthouse_Square_1864.jpg</value>
</field>
- <field name="IMAGE">
<value>9e39505c-f642-40aa-ae39-061abb15940f</value>
</field>
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- <field name="ASSET_TYPE">
<value>jpg</value>
</field>
</asset>
Notice how the IMAGE tag contains the name of the digital file. If
you wanted to import a collection of assets, your xml data would
need IMAGE tags to reference the digital files.
- <field name="IMAGE">
<value>9e39505c-f642-40aa-ae39-061abb15940f</value>
</field>
Assets whose digital files were not uploaded to the Portfolio server
will be referenced in URI tags:
<field name="URI">
<value>http://upload.wikimedia.org/wikipedia/commons/f/fc/18
40_Map_of_Huntsville%2C_Alabama.jpeg</value>
</field>
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1.
2.
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3.
Select Browse to choose a file to process. Your file must include the xml
metadata and digital files and be compressed into a tar.gz format.
4.
Select Open.
5.
Select the Root folder to place the Local History folder underneath the Root
folder.
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6.
7.
Optionally, you could choose to Review Each Record to verify that the
metadata loaded.
8.
Select Next.
9.
Deleting a Folder
You may need to delete folders occasionally. For example, when
importing a collection existing folders and assets are not overwritten. In
this case, you would need to delete a duplicate folder.
Deleting a folder will also delete any subfolders and assets within that
folder.
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To delete a folder:
1.
From the Manage Assets menu, select the asset you wish to delete. This
could include a folder.
2.
3.
Select Delete.
Deleting an Asset
You can also delete unnecessary assets. To delete an asset, follow the
same general steps as deleting a folder.
To delete an asset:
1.
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2.
3.
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1.
2.
3.
Select Restore.
4.
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5.
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1.
2.
Select the asset or folder you wish to delete permanently. In this case it is a
collection for which we have a duplicate.
3.
4.
5.
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1.
2.
3.
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4.
Type the name of the institution whose data you wish to mine (e.g., British
History Online).
5.
Supply the URL for harvesting data from this site (e.g.,
http://www.british-history.ac.uk/oai/oai.aspx).
6.
7.
Select OK.
8.
To harvest all site data, select the Harvest All Assets button.
9.
Select OK.
10.
11.
12.
Click on the new folder that appears, drilling down between folders to find
your assets.
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To search for OAI-PMH harvest data, you will need to run the
SD_ASSET_EXTRACTOR task. You can also assign this new
folder to a room so that library users can browse this collection.
the media type icon displayed next to the asset in the search result
screens.
Portfolio is delivered with media types for most types of digital media.
However, if you decide to catalog assets with a file suffix not yet
recognized by Portfolios delivered media types, you should create a new
media type for that asset.
For example, say you upload some PowerPoint presentations into
Portfolio (which typically have either a .ppt or .pptx file extension).
Unless a media type has been configured for PowerPoint documents, the
results may look like this:
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In these cases, you should create a new media type to accommodate the
file extension. This will allow you to assign an icon, and also determine
how the file is handled when the view asset link is clicked.
Each media type is also assigned an opening action for the file. The
appropriate action largely depends on the type of file.
View is often used for files where web browsers commonly have a
built-in viewer (such as PDFs and image files).
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1.
2.
3.
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4.
5.
In the Code field, enter a short code for the media type (such as
POWERPOINT.
6.
Fill in a name. The name will be visible in the search results if your display
shows the medai type field.
7.
Using the File Uploading group at the bottom of the screen, browse to your
icon for the media type, and then click the Upload button. The URL to the
uploaded file should display as follows:
8.
Copy the URL to the uploaded icon, and paste it into the Icon URL box.
9.
In the Extensions box, type ppt (do NOT put a . before the letters), and
click Add.
10.
In the Extensions box, type pptx (do NOT put a . before the letters),
and click Add.
11.
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12.
The Internet Media Type is only filled in when you are using the Stream or
View actions. In those cases, you supply the official internet MIME type
value (such as application/pdf, or image/tiff), which tells the system
how to open the file. In this case, we selected a Download action, and will
skip this field.
13.
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Managing Rooms
Rooms allow library users to browse through one or more asset
collections. In addition to assets, you can also add text and graphics
within rooms.
In this section you will learn to:
1.
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2.
3.
4.
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5.
Select OK.
Adding a Room
To mimic the directory structure of your asset folders, you will need to
create one or more rooms.
To create a room:
1.
Click on the Home Room (this is the initial search screen for Portfolio).
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2.
3.
4.
Select OK.
5.
For the new Local History room, select the Visible checkbox. This means
the room will now appear when accessing the DEFAULT search profile.
6.
Now select the Local History room, since we want to add another room
underneath the Local History room.
7.
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8.
9.
Select OK.
10.
11.
Select the Visible checkbox for both rooms you have created.
1.
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2.
Drill-down from the Root folder until you can click on the Photographs
folder.
3.
Select OK.
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4.
Repeat the previous steps for the Documents room, making sure to select
the Documents folder.
1.
2.
From your web browsers address bar, connect to the search profile in
question.
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After you connect to the search profile, you may need to use your
browsers Refresh button in order to see the new rooms layout.
3.
4.
Select the Photographs room. Your assets will then display at the bottom.
Any new assets you add to the Photographs folder will be seen
immediately in the Photographs room.
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1.
2.
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3.
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4.
For the Local History room, select the View and Edit Content button.
5.
For the column in which you wish to place text, select Edit.
6.
Add your text to the column. The WYSIWYG editor allows you to choose
font and size, add bulleted lists, create hyperlinks, and more.
7.
Select Save.
8.
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9.
To create a hyperlink, hover over the desired text then select the Insert/Edit
Link button.
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10.
Insert the URL into the Link URL field and select the Target Open in new
window (_blank).
11.
Select Insert.
12.
Select Save.
13.
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14.
Select OK.
15.
To preview your changes as a library user would, log out of the admin
console and go to the search profile in question.
1.
2.
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3.
4.
Select OK.
5.
Click on the Name column to refresh the screen and update the status,
trigger, and last run information.
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1.
2.
For the search profile in question (e.g., DEFAULT), select the Enable
Search Targets button.
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3.
4.
5.
Select OK.
6.
For any child rooms in which you are adding text, make sure the
Available checkbox is selected. This is configured in the Manage
Rooms menu. By default, the Available checkbox is selected for
the home room.
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1.
2.
3.
For the search target, select Rooms Content Search. Alternatively, you
could use the Everything search.
4.
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Enter a search term and select Search. In this example, we found a result
based on the table of contents we typed within the right-hand column of
the Local History room.
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5.
To access the room, select the title from the results list.
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Managing Security
Like Enterprise, Portfolio has a security model for the Administration tool
that is based on privileges, roles and accounts. This chapter will discuss
two aspects of security unique to Portfolio:
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6. Assign privileges to the role by moving them from the Available list
to the Selected list. In this example, the following privileges were
selected:
7.
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While SIP and LDAP are two other authentication options, only
Symphony Web Services Authentication will allow for the securing of
assets through the Symphony Accountability module.
Linkage to an External Symphony Account
Once the first two conditions are metthe Accountability module is
enabled in Symphony and Web Services is pointing to the Symphony ILS-then the Portfolio admin console account must be linked to a Symphony
user record.
This linkage determines to what extent the Portfolio user working with
the admin console can assign security. For example, if your Portfolio user
account is linked to a Symphony user record tied to a staff User Access
policy, the account would be able to assign assets to the staff, public,
and extended public levels, but not to the supervisor or
administrator levels. If this STAFF user also was linked to particular
Accountability policiesspecifically Clearance and Restriction policies
the corresponding Portfolio account would be able to add those same
policies to an asset.
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Portfolio:
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Portfolio:
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4. In the Add Account screen, fill in the fields similar to the following:
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Symphony:
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Portfolio:
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1.
2.
3.
4.
5.
Choose an Access Level. A library users card will have to meet security
level in order for the user to view the asset. Note that if you are planning to
assign an Accountability Clearance, you must select a minimum level of
Public (Patrons) for this field.
6.
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7.
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8.
Select OK.
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The user records User Access and Accountability levels must also meet
or exceed the same levels as the asset.
Example Symphony user record:
If the user record doesnt meet all the Restrictions tied to an asset, or if the
user records User Access or Clearance do not meet or exceed the asset, or
if the user record doesnt include at least one of the Need-to-Know or
Citizenship policies tied to the asset, the user will see this message:
The same is true if the user isnt logged on to Portfolio using her user
record.
For assets within a Room, the same concepts apply for seeing secure
assets. You wont see an asset within a room if your user records Access
Level and Clearance do not meet or exceed the Access Level and
Clearance of the asset. The user record must also meet at least one of the
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If the user is not logged in, or if the user record doesnt meet any of the
security conditions of assets within a room, the room will be empty:
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2.
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3.
4.
5.
6.
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Other Administrative
Tasks
Outside of asset management, nearly all admistrative tasks in Portfolio
are identical to those learned in the Enterprise Administration class.
Rather than re-teach all of the concepts in the Enterprise Administration
class, this chapter will focus on concepts where digital assets allow for
some new applications of familiar ideas.
In this section you will learn to:
Apply facets.
1.
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2.
3.
4.
Select Next.
5.
From the Available column, choose a Search field to display (e.g., File Size)
then select the right-facing arrow.
6.
If necessary, use the Up or Down arrows to move your new display field.
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7.
Select Finish.
8.
Repeat the previous steps for other search targets whose search results you
wish to modify (e.g., Library Search).
9.
To add or change the labels of your search results, select the Configure
Fields button.
10.
11.
Enter a Name for the search field. This will be the label.
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12.
Uncheck the Adjacent to Previous Field checkbox. This will make the
Author field go on its own separate line.
13.
If configuring labels for another language, choose the language then enter
the label again.
14.
Select Finish.
15.
Repeat steps 9-14 for any other Asset Search labels you wish to create/edit.
16.
Repeat steps 9-14 for any other targets labels you wish to edit (e.g., Library
Search).
17.
To put you changes into effect, select Refresh Cache from the navigation
pane.
18.
19.
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1.
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2.
3.
Select Next.
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4.
Select from the Available column the fields you want to display when a
person views Portfolio data in detail. (For example, choose Format.)
5.
6.
Select Finish.
7.
Repeat the previous steps for any other detail displays (e.g., ILS_DEFAULT
for library catalog data).
8.
9.
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10.
11.
If configuring labels in another language, select the language then enter the
label in that language.
12.
Select Finish.
13.
Repeat the previous steps for other search targets as necessary (e.g.,
ILS_DEFAULT).
14.
From the navigation pane, select Refresh Cache. Your detail displays will
now contain any new fields and labels:
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Applying Facets
You can add pre-defined facets for your new profile. A facet is a way to
limit your search results and will appear on the left side of the search
profile once you have performed a search.
In Portfolio, there are delivered facets based on the Dublin Core metadata
fields you may consider adding to your profiles.
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1.
From the Manage Profiles menu, choose Configure Facet Display from the
Select drop-down:
2.
Select the Media Type facet, then use the right arrow to move the facet into
the Selected column. This will limit search results by an assets media type.
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3.
Using the Move Up and Move Down arrows, reorder the facets as desired.
This will be the order of the facets within the search profile.
4.
Select OK.
5.
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This is how the facets will now look when using your search profile
(note that External refers to URL-referenced assets):
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1.
From the Manage Profiles menu, choose Select Search Targets from the
Select... drop-down:
2.
Move to the Selected column those search targets you wish to make
available to a profile administrator for this search profile. This does not yet
turn on the targets for the library userit only makes them available as
selections for individual profile administrators.
3.
Select OK.
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4.
To enable search targets for the library user, select the Enable Search
Targets button.
5.
Select any targets you wish to enable or disable. For example, well remove
the Library Favorites Search for this profile:
6.
Select OK.
7.
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Now when you return to your search profile and select the target dropdown arrow, you will see new available search target.
1.
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2.
3.
Choose a search field related to asset data. In this example, we will choose
Media Type.
4.
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5.
6.
7.
8.
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9.
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10.
11.
12.
Within the Search Limit area, type PHOTOS for the Entry Code.
13.
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14.
15.
Select OK.
To learn about search limits for ILS data, please refer to the
manual, Enterprise 4.1 Administration.
1.
2.
3.
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1.
2.
For the profile in question, choose Configure Search Limits from the
Select menu:
3.
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4.
Select Next.
5.
6.
Select Finish.
7.
Since you have made changes to a search profile, select Refresh Cache from
the navigation pane.
8.
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1.
2.
3.
SirsiDynix Training
4.
Select Daily for the Frequency and enter time in which the indexing of
assets will take place.
5.
Select OK. The next run will show on screen. You can also view completed
indexing tasks by running the View History button.
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