Managing Views

Introduction

It is common for an Archive Item to have multiple Archive Views. A document, like a multi-paged letter for example, would have an Archive Item record and multiple Archive View records for each of the pages of the letter.

An Archive View record has a one-to-one relationship to a Media record. An Archive View cannot exist without a direct relationship with an image, audio or movie file, and is only created when a media file is ingested into the archive.

In practice, Archive Views can be thought of as pages of a Document, tracks of a Sound item, clips of a Movie or viewpoints of an Object. Photos can have multiple Views too, but this is less common.

The archive provides functionality to append, reorder and remove Views associated with an Archive Item. The is no limit to the number of Views an Archive Item can have, except that it must have at least one Archive View record.

Your User account must have Administration access, Add records, Edit records and Manage Views permissions enabled to access the Manage Views page and functionality.

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

View sequential ordering

Views are sequentially numbered from one to the total number of Views. The View number is used in the View record’s archive number and in naming the media file associated with the View.

The actions of removing or reordering Views can cause this numbering to fall out of sequence. The archive will warn you when this has happened and prompt you to correct it by automatically reassigning View numbers.

Furthermore, you will need to refresh your browser cache to ensure fresh copies of the renamed media files are downloaded and displayed correctly in your browser. See Browser cache behaviour.

Append new Archive Views

1. Conduct a search that will retrieve the Archive Item (Photo, Document, Movie, Sound or Object) that you wish to append new Views.
2. In the Search Results page, select either the Results or Items button in the top-left of the page. Locate the ‘cog’ button menu next to the Archive Item you wish to change. Select Manage Views from the menu.

3. The Archive Item’s current Views will be listed. Select Append Views for the Actions button menu.
4. In the Insert Views wizard, click Choose files.
5. In the Choose files window, do one of the following:
   • If the files have been uploaded to the archive’s FTP folder, select the Archive files tab, navigate to, and select the media files to use for the new Views. Click Select.
   • Select the Upload files tab, choose your media files for the new Views or drag-and-drop them onto the browser window. Once the files appear in the Files to upload list, click Upload.
6. (Optional) Select the View fields tab, then in the displayed attribute fields enter any common metadata that should be applied to the new Views.
7. (Optional) Select the Restrictions tab, then enter any content restrictions that should be applied to the new Views.
8. Click Continue and review your selection and settings from the previous wizard step. If you are happy to proceed, click Continue again.
9. The creation of the new Views will begin. Once complete, step three of the wizard will be displaying the outcome of the process. Click Done.
10. The Manage Views page should include the new Views at the end of the list.

Reorder Archive Views

1. Conduct a search that will retrieve the Archive Item (Photo, Document, Movie, Sound or Object) that you wish to reorder the Views.
2. Enable either the Results or Items button in the top-left of the Search Results page. Locate the ‘cog’ button menu next to the Archive Item you wish to change. Select Manage Views from the menu.
3. The Archive Item’s Views will be listed. Use the up and down arrow buttons in the ‘Order’ column to reorder the Views.
4. Once you have finished reordering the Views, and if the ‘Naming correction required’ alert is at the top of the page, click Correct name ordering. Click Correct on the Correct naming page.

5. Refresh your browser cache to load the renamed media files into your browser. See Browser cache behaviour.

Removing Archive Views

1. Conduct a search in the archive that will retrieve the Archive Item (Photo, Document, Movie, Sound or Object) that you wish to append new Views.
2. In the Search Results page, select either the Results or Items button in the top-left of the page. Locate the ‘cog’ button menu next to the Archive Item you wish to change. Select Manage Views from the menu.
3. The Archive Item’s Views will be listed, do one of the following:
   • If you’re removing one View, select the Remove View record hyperlink beneath the View archive number that you wish to remove.
   • If you’re removing multiple Views, enable the checkboxes for the corresponding Views you wish to remove. Then select Remove Views from the Actions button menu.
4. On the Remove Views page, click Remove permanently.
5. Once you have finished removing the Views, and if the ‘Naming correction required’ alert is at the top of the page, click Correct name ordering.
6. On the Correct naming page, click Correct.
7. Refresh your browser cache to load the renamed media files into your browser. See Browser cache behaviour.