Welcome to Collage (Draft v0.1)

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1 Welcome to Collage (Draft v0.1)

2 Table of Contents Welcome to Collage (Draft v0.1)... 1 Table of Contents... 1 Overview... 2 What is Collage?... 3 Getting started... 4 Searching for Images in Collage... 5 Basic search... 5 Advanced search... 6 Collections... 7 Accessing a Public Collection... 8 From the Home Page... 8 From My Collections... 8 Once you find the Public Collections... 9 Creating a Collection Adding Assets into Collections Adding single assets Adding multiple assets Editing a Collection Generating a Contact Sheet Removing an Asset from a Collection Sharing Resources Sharing Resources To share an individual asset To share an entire collection Managing Content (Content Manager and Higher) Uploading Assets Editing Assets Single Asset Changes Groups of Assets Deleting Assets Deleting a Single Asset Deleting a Group of Assets Retrieving Deleted Items (Administrators) Managing User Groups (Content & User Admin) Editing Groups Links Useful links

3 Overview 2

4 What is Collage? Collage is a place to share images and graphics with the SU community and beyond. It is powered by ResourceSpace, open source digital asset management software. It is important to stress that its aim is to facilitate the sharing of assets, not to store private collections. Collage is currently a two tier web application. The application sever host is an Ubuntu Linux virtual machine. The ResourceSpace application is a PHP application running under Apache. The database server host is also an Ubuntu Linux virtual machine. The database server software is MySQL. 3

5 Getting started 4

6 Searching for Images in Collage Basic search 1. Go to Collage: collage.syr.edu 2. For a general search, use the general search box to type in the name of the image you are looking for: The results will be displayed in this way: At the top you will be able to choose between several ways your results can appear: 5

7 a) Display: large, small or list. b) Sort order: relevance, popularity, color or date taken. c) Results display: 24, 48, 72, 120 or 240. You may also save your search query or the search result items to your collection. More information on managing collections can be found in the next section of this manual. Advanced search 1. Go to Collage: collage.syr.edu 2. Click on Advanced Search. 3. Fill in the corresponding boxes with the criteria you wish to search by. It is important to note that any section you leave blank will include all those terms in the search. For example, if you leave all sections blank, the search will return results from all images currently on Collage that you have permission to view. 4. Click View matching resources, at the top or bottom of the Advanced Search screen: 6

8 Collections 7

9 Accessing a Public Collection 1. Go to Collage: collage.syr.edu From the Home Page 2. Click on Public Collections. From My Collections 2. In the upper right corner, click Log In 3. Log in using your Net ID and password. 4. At the bottom of your home screen you will have a section with your collections. This will continue to appear as you navigate through Collage as long as you re signed in. 5. Click Manage My Collections 6. At the botom of the page, click Find a Public Collection. 8

10 Once you find the Public Collections You will see the list of all Public Collections. To view the assets in a collection, click View. To add the collection to your favorites, click Add to my collections. 9

11 Creating a Collection 1. Click Manage My Collections 2. Under Create New Collection, enter a Collection Name and click Create: 3. Enter the information about your collection including the Access. Note that: If you would like to be the only user able to see your collection, the Access should be Private. If you would like other specific users to see your collection, select the Private acess option and find Attached Users. Enter the Net ID or address (for outside SU) for each user. If you would like everyone in the SU community to have access for view your collection, the access should be Public. You can choose whether to allow other users (public or users you have added to your private collection) to add and remove resources or simply view them for reference. 4. Click Save. 5. Your new collection will now be visible in your list of favorite collections, when you click Manage My Collections : 10

12 Adding Assets into Collections Adding single assets To add a single picture or video (assets) to your collection, click on the button Add to current collection. This will add the asset to the collection currently visible as your favorite collection. Adding multiple assets You may add all the results from your search to your favorite collection at once by clicking Save search items to collection, at the bottom of the search screen. 11

13 Editing a Collection 1. At the bottom of the screen select the collection you wish to edit. 2. Click Edit. If you have the status of Content Manager or higher, you will be able to edit all assets within a collection by clicking Edit all. 12

14 Generating a Contact Sheet To generate a contact sheet in the form of a.pdf file, 1. Add all the assets for the contact sheet into a single collection. 2. Select Manage My Collections. 3. Click on Contact Sheet. 4. You may configure the display, size, columns and orientation. 5. Finally, click Create. 13

15 Removing an Asset from a Collection There are two ways to remove assets form a collection. From any page, you may select the collection you wish to remove an item from, and click remove: Otherwise: 1. Go to Manage My Collections 2. Besides the corresponding collection, select View 3. Select Remove from current collection. 14

16 Sharing Resources 15

17 Sharing Resources All members of the Syracuse University community will automatically have rights to access all assets marked as Public by using their standard SU NetID and password to log in to collage. You may further refine how you share assets by following the steps outlined in this section. To share an individual asset 1. Search for the photo (following the basic or advanced search steps). 2. Click the icon on the photo: 3. Complete the body of the message. 4. Type the (s) or user names of the people with whom you'd like to share the photo. Note that If you select someone's username from the auto-complete dropdown, users will have to login to view the asset. If the asset is in a group that the user does not have access to, he will not be able to view the asset. If you type the full address of each user you would like to share an asset with, the user will not have to login to view the asset. The asset will be accessible even if it is otherwise outside the user's group. 5. Change the level of access and expiration date if necessary. 6. Click . 16

18 To share an entire collection 1. Put all of the assets you wish to share (logos and graphics, photos, videos, etc.) in a single collection. 2. Click Manage My Collections. 3. For the collection you would like to share, click Share. 4. Click Collection or Generate URL. 17

19 5. If you the collection, note that if you select someone's username from the auto-complete dropdown, users will have to login to view the asset. If the asset is in a group that the user does not have access to, he will not be able to view the asset. If you type the full address of each user you would like to share an asset with, the user will not have to login to view the asset. The asset will be accessible even if it is otherwise outside the user's group. If you generate a URL, you may create one that works for existing users, or you may create one that works for external users, where you can specify the access and expiration date. 18

20 Managing Content (Content Manager and Higher) 19

21 Uploading Assets 1. In the upper right corner, click Upload. 2. Specify the default content and keywords for the resources you wish to upload. 3. Notice that the Who Can View These field is extremely important. You will control who is able to find your resources by checking and unchecking groups. The Public group is visible to all Syracuse University users of collage. You may grant access to other groups by checking the appropriate boxes. Because this isn t aimed at private storage, if you upload it to a group that you aren t a part of, or if you don t check any of the boxes, you will not be able to edit or delete your image. 4. Click Next. 5. Click Browse and navigate to the resources you would like to upload. Use the SHIFT and CONTROL (COMMAND on a mac) keys to select multiple assets. 6. Click Choose. 7. Click Upload and wait until the status bar indicates that your assets are finished being uploaded. 20

22 8. To view your uploads, click My Uploads on the upper right corner of the screen. 9. Click View My Uploads Live. 21

23 Editing Assets Single Asset Changes 1. Find the asset and click Edit. 2. Make all necessary changes. 3. Click Save. Groups of Assets 1. Put all of the assets into a collection. 2. In the My Collections area, select the collection you would like to edit. 3. Click Edit all. 4. Make all necessary changes. 5. Click Save. 22

24 Deleting Assets Note that removing an asset from a collection does not delete the asset from Collage as a whole. Deleting a Single Asset 1. Find the asset you would like to remove and click on it. 2. Click Delete. 3. Enter your password (the same password you use to login) and click Delete Resource. Notice that, unless you are a Content Manager or higher, you can only delete an asset if you have uploaded it to a group you are a part of. For more information on this, please see Uploading Assets. 23

25 Deleting a Group of Assets 1. Add all the assets you would like to delete into a single collection. 2. Click Manage My Collections. 3. Click Edit Collection. 4. Check the box for Delete all resources in this collection : 24

26 5. Read the warning prompt and click OK if you agree that you want to delete all resources from Collage. 6. Click Save. Retrieving Deleted Items (Administrators) 1. Click Team Center. 2. Click Manage Resources. 3. Click View Deleted Resources and find the resource you would like to rescue. 25

27 4. Click Edit. 5. At the bottom of the page, change the Status of the resource from Deleted to Active. 6. Click Save. 26

28 Managing User Groups (Content & User Admin) 27

29 Editing Groups Note that only Collage Administrators can create groups. If you wish to have a group created, to request this. 1. Click on Team Center. 2. Select Manage Users. 3. Find the user you are looking for. To do this you can use the Search Users box, at the end of the list. 4. Click on the name of the user you wish to edit, and select the corresponding group. 28

30 5. Click Save. 29

31 Links 30

32 Useful links Collage website: collage.syr.edu Answers pages: answers.syr.edu/display/itsservapp011/how+to+use+collage ResourceSpace website: resourcespace.org 31

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