Managing Cards

It is recommended that you read The anatomy of a Card section prior to following the instructions set out in this article. It describes the properties, characteristics, and behaviour of Cards, which is information not included on this page.

The Cards list page provides all the functionality needed to administer Cards in the system. Specifically, the page allows administrators to:

• Add, edit, and remove Cards.
• Run the Card Health Check process that identifies issues that exist in Cards.
• Conduct keyword searches for Cards.
• Order listed Cards by most recent, popular, or alphabetically.
• Filter the list by Card Category and/or Tag.
• Filter the list for displayed Cards, published Cards and by Featured Cards.

Restricted Cards will not be shown to users that do not have permission to view the restrictions applied to the Card.

To manage Cards, navigate to:

1. Main Menu
2. Administration tab
3. Cards hyperlink

Your User account must have Administration access and Administer Cards permissions enabled to manage Cards.

If the hyperlinks, pages and resources for Cards are not available on the archive, try logging in with an account with higher administrative privileges or as a Super Administrator.

Creating a Card

To create a Card, you must have previously conducted a search in the archive that retrieves the records for the Card. The system will warn you when a search has not been conducted or is deemed unsuitable for a Card.

Furthermore, you should review your Content Restriction settings when undertaking a search that will be used for a Card. To make a Card available to the greatest number of users, consider setting all Content Restrictions to ‘Hide’.

The Card will receive the Content Restrictions that were available to the user at the time the search was conducted.

1. Navigate to the Cards page by going to: Main Menu → Administration tab → Cards hyperlink.
2. On the Cards page, select New card from the Actions button menu.
3. On the New card form, provide information for the following:
   1. Select an image for the Card by clicking Set card image button in the Preview panel.
      In the Card Image Editor window, select an image either from the thumbnail ribbon if shown, or by entering an archive number of a Photo, Document or Object record. Scale and position the image within the crop rectangle.
      Click Save.
   2. Enter a Card name in the Title field and short description in the Description textbox.
   3. Choose the page to display the Card search in the Redirect to page control.
   4. Apply any Categories and Tags for the Card. These fields may not appear if there are no categories or tags in the system.
   5. Choose whether the Card is to be published and provide a From and Until value.
   6. If the Card is to be displayed in the featured carousel on the Archive Start page, set Make ‘Featured’ Cards? to Yes.
   7. Review the Viewing restrictions for the Card.
      The View restrictions control is un-editable when creating a new Card, but are editable when editing a Card. If the list shows content restrictions enabled for the Card that are not needed, you will need to edit the Card and make any changes to the View restrictions once the new Card has been saved.
4. Once you’ve finished creating the Card, click Save.

Note: Card Categories and Tags must exist before they can be assigned to a Card. You should create any new categories and tags for the Card prior to creating your new Card.

Shortcut from the Search Results
When a user has permission to Administer Cards, the Actions button menu on the Search Results page has a Create new Card item that navigates the user directly to the New card form.

Edit a Card

1. Navigate to the Cards page by going to: Main Menu → Administration tab → Cards hyperlink.
2. In the Cards list, find the Card you wish to edit and click on the Card’s title.
3. Make any changes to the Card’s properties, then click Save. See The anatomy of a Card section for a description of Card properties.

Note: Card Categories and Tags must exist before they can be assigned to a Card. You should create any new categories and tags for the Card prior to editing the Card.

Removing Cards

1. Navigate to the Cards page by going to: Main Menu → Administration tab → Cards hyperlink.
2. To remove one Card, select Remove card hyperlink for the Card you wish to remove. Alternatively, enable the checkboxes of the Cards you wish to remove and select Remove card from the Actions button menu.
3. In the Remove Card(s) page, click Remove.

Card Health Check

Over time the archive content evolves as records are created, merged, or deleted and content restrictions are placed on records, Attributes and classes. These changes affect the outcome of a search; they may return more records, or worse, return no records.

As there is very little benefit in displaying Cards that don’t yield any records, a Card Health Check tool has been developed to identify and address issues over all Cards in the system.

Specifically, the check will carry out the following on each Card:

• Correct any missing required content restrictions.
• Test search validity and update record counts.
• Test if the Card has any missing media files.
• Test if the Card has a missing media record reference.
• Evaluate the publish until date to identify if a Card has expired.
• Test if the Card’s search yields no records or is invalid.

The Card Health Check tool allows administrators to determine the action to take on each Cards issue. However, the following is the recommended approach:

• If a Card is published and an issue has been identified, the Card should be unpublished.
• If a Card is unpublished and an issue has been identified, the Card should be removed.

The frequency in which the Card Health Check tool should be run will depend on the type and number of changes that are occurring in the archive. A regularly modified archive might require the Card Health Check tool to be run monthly.

Each Card has a Last tested property that displays the date and time the Card was last evaluated. A Card’s search is also evaluated when the Card is edited.

The Card Health Check tool will not process Cards that the user does not have permission to view. It is recommended that the check is undertaken with a User Account with access to all content restrictions, like Super Administrator.

To run a Card Health Check:

1. Navigate to the Cards page by going to: Main Menu → Administration tab → Cards hyperlink.
2. On the Cards page, select Card health check from the Actions button menu.
3. The Card health check wizard will be displayed once it has finished gathering statistics on the Cards in the system. The statistics are used to make action recommendations in the next step.
4. Choose the appropriate actions you would like performed on all Cards, those Cards that are published and those that are unpublished.
   The initial enabled action, for each of the tasks, is the recommended action to take.
   Click Continue once you’ve reviewed the actions.
5. Each of the Cards will be evaluated and corrected. Once the process has finished, the wizard reports on the actions that have been taken and lists the Cards that have been unpublished or removed.
   Click Done.