Guide to using Cumulus software (a.k.a., the Cumulus "client")

Guide to using Cumulus software (a.k.a., the Cumulus "client") January 2012 Stanford Law School s images database is in Cumulus a digital asset manager made by Canto Software http://www.canto.com. Stanford University s campus-wide images database, of which SLS s is a part, is also in Cumulus, it is named SALLIE. Administrators for SLS: Sarah Wilson (Library/Archives) & Linda Wilson (Communications). For help with Cumulus, email: images@law.stanford.edu. Table of Contents: 1. How to open & connect to Cumulus Page 2 2. How to customize what you see on the screen Page 3 3. How to add assets and catalog (i.e., enter data about) them Page 4 5 (plus inserted spreadsheets) 4. How to enter the same data in the same field for multiple assets Page 6 5. Creating Metadata Templates Page 7-8 6. Applying Metadata Templates to existing assets Page 9 7. About categories Page 10 8. How to search for assets Page 11 9. How to use filters Page 12 10. How to download assets (for use elsewhere) Page 13 11. How to delete assets Page 13 1

1. How to open & connect to Cumulus Open Cumulus. In the upper left, click on the far left Connect to Server icon. (File > Connect to Server) Connect to Server icon. In the Connect to Server window, Server should be sallie.stanford.edu Type in: Name (your SUNet ID) and Password (your SUNet password). You can checkmark Remember Password if you want. Click OK. In the Catalog Access window, highlight the catalog you want and click Open. There is one catalog, Law_School. The Record View Set you should be in is named Law-Record View Set 2

2. How to customize what you see on the screen You can customize your workspace many different ways. View > Workspace > [choose which panes you want to show]. The workspace below is showing the Category Pane and Thumbnail Pane (on the left-hand side). To get the right-hand side to show the way you see below, click the Open Sub-Pane icon on the far right. Within each subpane, you can choose to view any one of the five types of views: Thumbnail, Details, Report, Information, or Preview. (View > [choose which view you want] or use the five toolbar buttons, circled below in red). Sub-Pane icon. Click it to either open or close a sub-pane. To move panes up and down, click on the Configure Panes icon ( ) located in the lower left region of your Cumulus client. A window will appear, as seen below. This window will allow you to move panes up and down. Once you have your workspace set-up the way you prefer, you can save it several ways. (View > Workspace > Save Current [choose how you want to save].) 3

3. How to add assets and catalog (i.e., enter data about) them Click on the Catalog Assets icon. (File > Catalog Assets) You can add individual assets or one folder of assets at a time. Catalog Assets icon. If you re adding one individual asset, in the Catalog Assets window, find the asset on your server or workstation. Highlight it so it shows in the File Name field. Then click Open. Here, one asset is being added. If you re adding one folder full of assets, first look in the folder and make sure it only contains what you want to add to Cumulus (if not, make changes). In the Catalog Assets window, find the folder on your server or workstation. Then the name of the folder you want to add should show in the Look in: field. It (actually the whole path leading to it) should also show at the bottom of the Catalog Assets window where it says Current Folder. Then, click Select Folder. Here, one folder full of assets is being added. 4

Once you begin to upload assets, the Metadata Editor, seen below, will pop up automatically. Using the Metadata Editor, you can catalog assets while those assets are being uploaded concurrently in the background. Many fields are automatically filled in because Cumulus reads/shows data that is embedded in the asset. You cannot alter the data in those fields. In the SLS-Photos_Staff_Use catalog, most fields will already have a dash (-). If you enter data in a field, just replace the dash with your data. If you don t enter data in a field, leave the dash there. Long story behind that has to do with an import of data from a Filemaker Pro database that we did in July 2007. The Save button at the bottom of the Metadata Editor will remain grayed out until you fill in all the required fields. Required fields have a yellow warning sign next to them. Currently, the two required fields are the Description and the Photographer. After you enter a value into each of these required fields, Cumulus will permit you to click the Save button to save the asset and its associated metadata to the catalog. If you click the Skip button at the bottom of the Metadata Editor, the current asset will not be added to the catalog and the Metadata Editor will move on to the next asset being uploaded. If you are uploading multiple assets and would like to add the same metadata to all of the assets, click on the Bulk Editor button at the bottom of the Metadata Editor, and then follow the instructions in the next section (Section 4). If you want to cancel your upload, click on the Cancel Process button at the bottom of the Metadata Editor. If you do not see a (data entry) field that you need, request it via images@law.stanford.edu. Note that if you have preconfigured Metadata Templates (see Section 6), you can use them here. They are located in the pop-up menu under the rubber stamp icon ( ) in the bottom left corner of the Metadata Editor. 5

4. How to enter the same data in the same field for multiple assets Depending on what you do in Cumulus, this may or may not apply. So, when would this apply? For example, let s say you are uploading 35 assets (photos) that were taken of George Fisher teaching a class. You don t want to have to, 35 times, enter George Fisher teaching an Evidence class in the Description field, the date in the date field, the photographer s name in the Photographer field, etc. In order to enter data that will apply to all 35 assets, click the Bulk Editor button at the bottom of the Metadata Editor to bring up the Bulk Editor, seen below. To edit a field in the Bulk Editor, click on the icon to the right of the field s name. A menu will drop down, as seen below: Select your desired menu option and then fill the accompanying field with your desired information. Repeat this process for each of the fields you would like to edit in the Bulk Editor. Once you are finished, click on the Save button. The information you provided in the Bulk Editor will be immediately applied to the rest of the assets being uploaded. Note that if you have preconfigured Metadata Templates (see Section 5), you can use them here. Your Metadata Templates are located in the pop-up menu under the rubber stamp icon ( ) in the bottom left corner of the Bulk Editor. 6

5. Creating Metadata Templates What if you have a set of metadata values that you want to save for future use? You can create a Metadata Template. Once you have created a Metadata Template, you can use the template in the Metadata Editor (Section 3) or the Bulk Editor (Section 4). Alternatively, you can apply your saved Metadata Template to (a) preexisting asset(s) in the catalog (explained in Section 6). To create a Metadata Template, follow these steps: 1. Metadata > Assign Metadata From Template. You see this: Make sure SLS Master Template is highlighted. SLS Master Template is created/controlled by images@law.stanford.edu. It contains the fields that we think could receive the same data for multiple assets at once. 2. Click Customize. 3. A Preferences window opens. Click Metadata Templates. You see this: 4. Click Duplicate. A Set Name window opens. Type in whatever your want to name this Metadata Template (example, George Fisher teaching. You cannot checkmark the Share Set box; that means only you will be able to use it. 7

5. Create your metadata template working off of the SLS Master Template. o o o o Use column: You may not be entering the same data in the same field for multiple assets in all 14 fields available. If not, uncheck the box. Another way to do this is to highlight then remove (click Remove button) the whole field s row. Field Name column: The field name. Value column: For the appropriate field, type the data you want to apply to all the assets you re working with. Fill Mode column: To be on the safe side, keep it set to Insert Before (rather than Replace. Don t use Insert After. ) That way, if you make a mistake, any valuable data that might be already in the fields will not be replaced. The example below is what it might look like given the George Fisher example described in Section 4. Once you ve created the metadata template for the assets you re working on, 6. Click Apply. This is a very important and easily overlooked step! If you don t click Apply, everything you just created will not, you guessed it, apply. It doesn t hurt to click Apply early & often. 7. Click OK to close the Preferences window. Your newly created Metadata Template will now be available in the Metadata Editor (Section 3), Bulk Editor (Section 4), and under Metadata > Assign Metadata From Template Note: Categories are not assignable using metadata templates. 8

6. Applying Metadata Templates to existing assets To apply your Metadata Template to existing asset(s) in the catalog, follow these steps: 1. Highlight the asset(s) to which you want to apply your Metadata Template. To highlight multiple assets in a row, click on the first asset you want, then hold down the Shift key and highlight the last asset you want, all assets in between will be highlighted too. To highlight multiple assets not in a row, click on the first asset you want, then hold down the Ctrl key (or Apple key for a Mac) and highlight each additional asset you want. 2. Metadata> Assign Metadata From Template... Your metadata templates should be listed: 3. Highlight the template you want to use, the Fill button is enabled. 4. VERY IMPORTANT: Double check what you did in step 1 that only the assets for which you want to enter the same data in certain fields (the fields defined in your Metadata Template) are highlighted. Otherwise, the data could go into all several thousand of our records. If this happens, notify images@law.stanford.edu immediately! 5. Click Fill. 6. Check your records to make sure what happened is what you wanted to have happen. If so, you re done with that part! 9

7. About categories The categories (that we customized for Stanford Law School) are available from the category tree in the Category Pane on the left-hand side. In order to assign categories to one asset, drag and drop the thumbnail of the asset into the appropriate category in the Category Pane. (You cannot type in the Categories field.) To see all available categories and sub-categories at once: Category > Expand All. Or to see only the top categories: Category > Collapse All. If a category has a blue arrow, it has sub-categories. Click the blue arrow to see them. If a category has a gray arrow, it does not have sub-categories. One asset can be assigned (dragged & dropped) into as many categories as are relevant. Ideally, one asset would go into at least three: o the appropriate subcategory within People o the appropriate subcategory within Places o the appropriate subcategory within Things (events, depts., programs, etc) Many assets already in Cumulus do not have categories assigned. Eventually (ideally) all assets will have all relevant categories assigned to them. Feel free to assign categories to assets when you know which ones are appropriate! Our aim is to keep to category tree from getting too granular; too many sub-categories would just get confusing. If you have any suggestions for new or different categories, please email images@law.stanford.edu. 10

8. How to search for assets To search across all fields, type your search term(s) in the Quicksearch field and push Enter. For additional search options, click the downward arrow on the right side of the Quicksearch box. A menu will drop down, as seen below. Quicksearch Modes Quicksearch History Saved queries Find Window To only search in certain field(s), click the Find Records icon to open this window: Use the options in the drop-down menus to construct your search. Then click Find. 11

9. How to use filters Filters allow you to hide assets that you don t want to see in your current collection. You can apply a filter before you conduct a search as well as after you conduct a search. To show the filter pane, click on the Show/Activate Filter button ( ) in the top left corner of the asset pane. To add a filter, click on the Add Filter button ( ) under the Show/Activate Filter button. You can then select from a list of filters, as seen below. To save your current filters, click on the Manage Filters button ( below, and then select Save Filter ) at the top right corner of the asset pane, as seen 12

10. How to download assets (for use elsewhere) Note: Downloading assets creates a copy of the asset, local to your computer. Any changes you make to this copy will not affect the asset in the Vault. (The vault is Cumulus word for the permanent server home of all assets.) There are several ways to download assets. First, highlight the asset(s) you are going to use. Then, either: 1. Drag & drop them into whichever location on your computer you choose. You have to have the Cumulus application minimized enough so you can see it and your destination location together on your monitor. 2. Asset > Copy To or, right-click the highlighted asset(s) and click Copy To 3. Asset > Action > Original Files or, right-click the highlighted asset(s) and click Action > Original Files 4. Asset > Action > Convert to or, right-click the highlighted asset(s) and click Action > Convert to This allows you to convert the asset to a different size/file type in the process of downloading. DO NOT use Move To since this moves (i.e., deletes) the asset from the Vault. In Windows, click Windows File System AssetStore. Click OK to bring up this window want to save the asset(s) to. to browse for whichever location on your computer you 11. How to delete assets Regular users cannot delete assets. To have assets deleted, please email images@law.stanford.edu. 13