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Interplay® | MAM Thesaurus Administrator

User’s GuideVersion 5

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Avid Interplay | MAM Thesaurus Administrator User’s Guide • December 2014 • This document is distributed by Avid in online (electronic) form only, and is not available for purchase in printed form.

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Contents

Using This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Symbols and Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

If You Need Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Avid Training Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Chapter 1 Getting Started with Interplay | MAM Thesaurus Administrator . . . . . . 12

About Interplay | MAM Thesaurus Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Basic Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Prerequisites for Using Thesaurus Administrator. . . . . . . . . . . . . . . . . . . . . . . . 14

Thesaurus Administrator Operation Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Starting Thesaurus Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Understanding the Application Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Menu Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Navigation Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Work Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Quitting Thesaurus Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Chapter 2 Working With Thesauri . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Locking and Unlocking Thesauri . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Fixing Thesauri for the Platform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Creating a New Thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Localizing Thesaurus Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Exporting a Thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Importing a Thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Reloading Thesauri . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Deleting a Thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Chapter 3 Working With Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Using the Integrated Search Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Basic Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Searching for Terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

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Understanding the Work Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Locking and Unlocking Terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Creating a New Term . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Editing the Term Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Switching Between Tenant-Specific Term Properties . . . . . . . . . . . . . . . . . . . . 41

Localizing Term Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Entering Description and Synonyms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Defining Relations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Entering Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Moving a Term . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Approving and Rejecting Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Deleting a Term. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Chapter 4 Working With Languages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Creating a New Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Switching Between Languages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Applying Language-Dependent Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Exporting Localizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Importing Localizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Deleting a Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Chapter 5 Working With Tenants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Reloading Tenants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Assigning and Unassigning Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Displaying Tenant-Specific Term Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Defining Default Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Copying Thesaurus Labels Between Tenants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Removing Tenants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Using This Guide

Congratulations on your purchase of Avid® Interplay® | Media Asset Manager, a powerful system for archiving and managing media in a shared storage environment. This guide describes how to use Avid Interplay MAM Thesaurus Administrator, the central tool for creating and maintaining thesaurus terms.

This guide contains all the task-oriented instructions and conceptual information you need to work with Interplay MAM Thesaurus Administrator.

Symbols and Conventions

Avid documentation uses the following symbols and conventions:

Symbol or Convention Meaning or Action

n A note provides important related information, reminders, recommendations, and strong suggestions.

c A caution means that a specific action you take could cause harm to your computer or cause you to lose data.

w A warning describes an action that could cause you physical harm. Follow the guidelines in this document or on the unit itself when handling electrical equipment.

> This symbol indicates menu commands (and subcommands) in the order you select them. For example, File > Import means to open the File menu and then select the Import command.

This symbol indicates a single-step procedure. Multiple arrows in a list indicate that you perform one of the actions listed.

Bold font Bold font is primarily used in task instructions to identify user interface items and keyboard sequences.

Italic font Italic font is used to emphasize certain words and to indicate variables.

Courier Bold font Courier Bold font identifies text that you type.

Ctrl+key or mouse action Press and hold the first key while you press the last key or perform the mouse action. For example, Command+Option+C or Ctrl+drag.

If You Need Help

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If You Need HelpIf you are having trouble using your Avid product:

1. Retry the action, carefully following the instructions given for that task in this guide. It is especially important to check each step of your workflow.

2. Check the latest information that might have become available after the documentation was published:

You should always check online for the most up-to-date documentation because the online version is updated whenever new information becomes available. To view these online versions, visit the Knowledge Base at www.avid.com/support.

3. Check the documentation that came with your Avid application or your hardware for maintenance or hardware-related issues.

4. Visit the online Knowledge Base at www.avid.com/support. Online services are available 24 hours per day, 7 days per week. Search this online Knowledge Base to find answers, to view error messages, to access troubleshooting tips, to download updates, and to read or join online message-board discussions.

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http://www.avid.com/support



1 Getting Started with Interplay | MAM Thesaurus Administrator

The following topics provide basic information to help you get started using Avid Interplay MAM Thesaurus Administrator:

• About Interplay | MAM Thesaurus Administrator

• Starting Thesaurus Administrator

• Understanding the Application Layout

• Quitting Thesaurus Administrator

About Interplay | MAM Thesaurus AdministratorThis quick start guide is designed to familiarize you with the most important functions of Avid Interplay® Media Asset Manager Thesaurus Administrator, the thesaurus maintenance tool of Interplay® Media Asset Manager.

Basic Features

Thesaurus Administrator is an administration tool that is used to create, maintain and edit thesauri and terms. The thesauri and terms are used for searching in Interplay MAM Desktop’s Retrieval, and for annotation in Interplay MAM Cataloger and Desktop’s Web Cataloging. In these applications the terms of the thesauri can be entered via Thesauri pick tools. Additionally the Thesaurus Administrator is used to approve or reject thesaurus terms created by users in the Thesaurus pick tools of the mentioned MAM applications.

Thesauri

The following features are available:

• Locking and unlocking thesauri

• Fixing thesauri for the entire platform

• Creating thesauri manually

• Importing thesauri

• Creating localized labels for thesauri

About Interplay | MAM Thesaurus Administrator

13

• Exporting thesauri

• Copying the language-dependent properties of all terms of a thesaurus at the same time

• Reloading thesauri

• Deleting thesauri

For additional information, see “Working With Thesauri” on page 26.

Terms

The following features are available:

• Create new terms and sub-terms

• Edit terms (rename, localize, and add descriptions, synonyms, relations, and links)

• Approve or reject terms created by users in a Thesaurus pick tool

• Move terms within a thesaurus

• Delete terms

For additional information, see “Working With Terms” on page 35.

Languages

You can create new languages, thesauri and terms, and translate existing thesauri and terms into the languages. You can also export and import localizable elements of thesauri. For additional information, see “Working With Languages” on page 52.

Tenants

All features of the Thesaurus Administrator are bound to certain roles: Platform Administrator and Tenant Administrator. The Platform Administrator has complete access to and editing rights for all thesauri, while a Tenant Administrator only has editing rights for their designated thesauri. For additional information, see “Working With Tenants” on page 59.


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Prerequisites for Using Thesaurus Administrator

To use the Thesaurus Administrator, you need to be a member of an administrator group that has specific group rights. The rights required depend on your user role. As an administrator you can review and assign these group rights in the User Manager of Interplay MAM Administrator.

Platform Administrator

To use Thesaurus Administrator as a Platform Administrator, you need the following group rights:

• Administration/Use_ThesaurusAdministrator: grants the right to use the Thesaurus Administrator

• Administration/Platform_Administration: grants the right to create, edit, delete, and approve terms for any tenant

Tenant Administrator

To use Thesaurus Administrator as a Tenant Administrator, you need the following group rights:

• Administration/Query_UserConfiguration: grants the right to retrieve configuration information from User Management

• Administration/Use_ThesaurusAdministrator: grants the right to use the Thesaurus Administrator

• Administration/Tenant_Administration_<Tenant-Id>: grants access to the thesauri of the specified tenant

• Thesaurus/Modify: grants the right to modify terms

OR

Thesaurus/Modify_<Thesaurus-Id>: grants the right to modify the terms of the specified thesaurus

• Thesaurus/Delete: grants the right to delete terms


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Thesaurus Administrator Operation Modes

You can use the Thesaurus Administrator in the following operation modes:

Mode Function

Platform Administrator Has full access to and editing options for all thesauri of the MAM installation. In detail, a Platform Administrator can do the following:

• Sets and resets the “Fix for Platform” flag and locks and releases thesauri for Tenant Administrators.

• Creates, imports, exports, and deletes thesauri.

• Adds, edits, moves, and deletes terms for any thesaurus and tenant.

• Approves or rejects terms of all thesauri that are created by users in MAM Cataloger’s or MAM Desktop’s thesaurus pick tools.

• Selects tenants and displays tenant-specific and tenant-independent properties.

• Assigns terms to tenants and removes assignments.

• Adds and removes languages.

Tenant Administrator Has editing capabilities for the assigned terms only. In detail, a Tenant Administrator can do the following:

• Displays thesauri marked as “Fix for Platform” in read-only mode.

• Adds, edits, moves, and deletes terms for the assigned tenant.

• Approves or rejects terms that are created by users in MAM Cataloger’s or MAM Desktop’s thesauri pick tools for the assigned tenant.

• Displays tenant-specific thesaurus and term properties.

(No multi-tenancy support)

If your installation does not provide multi-tenancy support, a DEFAULT tenant is automatically created in MAM. This default tenant has Platform Administrator rights and grants you full access to all editing options for thesauri and terms.

Starting Thesaurus Administrator

16

Starting Thesaurus AdministratorStart Thesaurus Administrator from the Windows Start menu.

To start Thesaurus Administrator:

1. Do one of the following:

t Select Start > All Programs > Avid > Interplay MAM > ThesaurusAdminClient.

t Double-click the Thesaurus Administrator desktop shortcut, if available.

The Thesaurus Administrator Login dialog box opens.


t To log in for the first time, adapt the <localhost> entry of the preset URL http://localhost:9910/ControlCenter/ConfigurationService by entering the real host name.

t For subsequent logins, select the appropriate URL from the URL of Configuration Service drop-down list (if there are several entered).

3. Type your login name and password.

4. Click Login.

The Thesaurus Administrator Login dialog is closed. While the Thesaurus Administrator is starting a Please wait window is displayed.

Understanding the Application Layout

17

The Thesaurus Administrator opens and displays the thesaurus that was open when the Thesaurus Administrator was last closed.

Understanding the Application LayoutA layout is a set of panes and controls that is installed with of the Thesaurus Administrator application. The following illustration and table describe the main panes of the Thesaurus Administrator.


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Menu Bar

The following options are provided by the Thesaurus Administrator Menu bar.

File Menu

Item Description

1 Menu bar Provides the File, Thesaurus, Term, Tenant, Localization, and Help menus, and all the options required for the creation and maintenance of thesauri and terms. For additional information, see “Menu Bar” on page 18.

2 Toolbar Provides the Thesaurus, Show, and Language selection lists, and the icons to lock and create thesauri, and create, modify, delete, and approve terms. For additional information, see “Toolbar” on page 21.

3 Navigation pane Displays all thesauri or one thesaurus with its terms in a tree structure, depending on your selection in the Thesaurus selection list. Provides navigation and editing options for thesauri and terms via context menus. Additionally, it indicates the lock and editing status of thesauri and terms using colors and symbols. For additional information, see “Navigation Pane” on page 23.

4 Work pane Allows you to display and edit the labels for a selected thesaurus, and to display, enter, and edit information for a term selected in the Navigation pane. The Work pane is organized in tabs. The details and options displayed therein vary for thesauri and terms, and are also influenced by your usage rights. For additional information, see “Work Pane” on page 24 and “Understanding the Work Pane” on page 38.

Option Alternative Description

Search Ctrl+F Opens the Search dialog to search for terms in the Navigation pane. For additional information, see “Using the Integrated Search Feature” on page 35.

Import Thesaurus - Opens the Open File dialog to import thesauri. This option is available for Platform Administrators only. For additional information, see “Importing a Thesaurus” on page 32.

Export Thesaurus - Opens the Export Thesaurus dialog to export thesauri. This option is available for Platform Administrators only. For additional information, see “Exporting a Thesaurus” on page 31.

Reload Ctrl+Shift+L Reloads all thesauri without closing the Thesaurus Administrator. For additional information, see “Reloading Thesauri” on page 33.


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Localization Menu

Thesaurus Menu

Close Alt+F4 Closes the Thesaurus Administrator. For additional information, see “Quitting Thesaurus Administrator” on page 24.


Menu Alternative Description

New language Alt+N Opens the Add new language dialog to create a new language. This option is available for Platform Administrators only. For additional information, see “Creating a New Language” on page 52.

Delete language - Opens the Delete language dialog which you can use to delete a language. This option is available for Platform Administrators only. For additional information, see “Deleting a Language” on page 57.

Export - Exports the localizable elements of selected thesauri and saves them in an XML file. For additional information, see “Exporting Localizations” on page 55.

Import - Import previously exported thesaurus localizations. For additional information, see “Importing Localizations” on page 57.


Lock Thesaurus Ctrl+L Locks the thesaurus selected in the Navigation pane and enables its terms for editing. For additional information, see “Locking and Unlocking Thesauri” on page 26.

Unlock Thesaurus Ctrl+U Removes the lock from a thesaurus and sets all terms back to read-only mode.

New Thesaurus Ctrl+N Opens the New Thesaurus dialog to create a new thesaurus. This option is available for Platform Administrators only. For additional information, see “Creating a New Thesaurus” on page 28.

Delete Thesaurus - Deletes the selected thesaurus. This option is available for Platform Administrators only. For additional information, see “Deleting a Thesaurus” on page 34.


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Term Menu

Copy Thesaurus Entries

- Opens the Copy Language to Tenant dialog to copy the labels of a thesaurus’s terms and paste them to the thesaurus of another tenant. This option is available for Platform Administrators only. For additional information, see “Copying Thesaurus Labels Between Tenants” on page 64.



New Term Ctrl+Shift+N Inserts a new term in the selected thesaurus. For additional information, see “Creating a New Term” on page 40.

Delete Term - Deletes the selected term. For additional information, see “Deleting a Term” on page 50.

Cut Term Ctrl+Shift+X Cuts the term selected in the Navigation pane from its current position. For additional information, see “Moving a Term” on page 46.

Paste Term Ctrl+Shift+V Pastes a cut term at the current position (into a thesaurus if a thesaurus is selected in the Navigation pane, or as a sub-term if a term is selected in the Navigation pane).

Previous Term Ctrl+Shift+ArrowUp Highlights the previous term that needs approval in the tree structure of the Navigation pane.

Next Term Ctrl+Shift+ArrowDown Highlights the next term that needs approval in the tree structure of the Navigation pane.

Approve Term Ctrl+Shift+A Removes the “unapproved” flag from the term and makes it an approved term that can be used by all users. For additional information, see “Approving and Rejecting Terms” on page 48.

Reject Term Ctrl+Shift+R Removes the term from the thesaurus.

Show Approval Info

Shows and hides approval information (creation and approval dates, creator’s and approver’s names) as header of the Work pane.


21

Tenant Menu

Help Menu

Toolbar

The following options are provided by the Thesaurus Administrator toolbar.


Remove Tenant - Removes the tenant and all related information from all terms of all thesauri. This option does not remove the tenant from User Management. This option is available for Platform Administrators only. For additional information, see “Removing Tenants” on page 66.

Reload Tenants - Reloads the tenant configuration from User Management and updates the list of available tenants. This option is available for Platform Administrators only. For additional information, see “Reloading Tenants” on page 59.


Contents F1 Opens Interplay MAM Thesaurus Administrator help.

About Ctrl+I Provides the application release number and license information.

Control Description

Applies a thesaurus-dependent filter on the Navigation pane. The selection list offers all available thesauri. When you select a thesaurus from the selection list, the thesaurus opens in the Navigation pane and shows the terms for the tenant selected in the Show selection list, and shows the language selected in the Language selection list.

Applies a tenant-dependent filter on the Navigation pane.

For Platform Administrators: Displays the names of all tenants with an "All Tenants" option. When you select "(all)," the Navigation pane displays the labels (default labels) for all terms specified in the Thesaurus selection list, in the language chosen from the Language selection list. If a term has no default label its TermID is displayed.

For Tenant Administrators: Only shows the tenant for which you are administrator. The list is read-only and does not provide a list from which to select a different tenant.


22

Applies a language-dependent filter on the Navigation pane. The selection list offers all available languages. When you select a language from the selection list the localized labels of the terms opened in the Navigation pane are shown. For additional information, see “Switching Between Languages” on page 54.

Lock Thesaurus: Locks the thesaurus selected in the Navigation pane and enables its terms for editing.

Unlock Thesaurus: Removes the lock from a thesaurus and sets all terms back to read-only mode.

For additional information, see “Locking and Unlocking Thesauri” on page 26.

New Thesaurus: Opens the New thesaurus dialog to create a new thesaurus. For additional information, see “Creating a New Thesaurus” on page 28.

New term: Adds a new term to the selected thesaurus. For additional information, see “Creating a New Term” on page 40.

Cut term: Cuts the term selected in the Navigation pane from its current position. For additional information, see “Moving a Term” on page 46.

Paste term: Pastes a cut term at the current position (into a thesaurus if a thesaurus is selected in the Navigation pane, or as a sub-term if a term is selected in the Navigation pane).

Navigate to Previous: Highlights the previous term that needs approval in the tree structure of the Navigation pane.

Navigate to Next: Highlights the next term that needs approval in the tree structure of the Navigation pane.

Approve Term: Removes the “unapproved” flag from the term and makes it an approved term that can be used by all users. For additional information, see “Approving and Rejecting Terms” on page 48.

Reject Term: Removes the term from the thesaurus.

Indicates how many terms need to be approved.

Control Description


23

Navigation Pane

The Navigation pane displays thesauri, terms and sub-terms in a tree structure. The display in the Navigation pane is subject to a threefold filter mechanism: it is influenced by the options you select from the toolbar’s Thesaurus, Show, and Languages selection lists.

The Navigation pane’s tree is modelled on the standard Windows Explorer tree structure.

To edit thesauri and terms, select them in the Navigation pane. The font color indicates whether they can be edited or not.

Icons in the Navigation pane indicate if a thesauri or term requires action.

Toggle Approval Info Display: Shows and hides approval information (creation and approval dates, and creator’s and approver’s names) as header of the Work pane. If the Approval Info Display cannot be displayed, the Approval Tracking is disabled in the Thesaurus services configuration profile.

Control Description

Item Description

Clicking the plus symbol expands the thesaurus or term in the Navigation pane to show all terms or sub-terms.

Clicking the minus symbol collapses an opened thesaurus or term.

Clicking a thesaurus or term name opens the thesaurus or term in the Work pane. Clicking the name does not expand the thesaurus or term in the Navigation pane, so the terms or sub-terms are not displayed.

Double-clicking a thesaurus or term name expands the thesaurus or term in the Navigation pane and Work pane.

Color Description

Black font indicates the thesaurus is not locked and cannot be edited until you lock it.

Green font indicates the thesaurus is locked by you and can be edited by you exclusively.

Red font indicates the thesaurus is locked by another user and cannot be edited by you.

Quitting Thesaurus Administrator

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Work Pane

You can display and edit the labels and translations for a selected thesaurus and display, enter, and edit information for the term or sub-term selected in the Navigation pane. The work area is organized in tabs as described in the following table.

Quitting Thesaurus AdministratorWhen you are finished using Thesaurus Administrator, quit the application.

To quit Thesaurus Administrator:


t Select File > Exit.

t Press Alt+F4.

Icon Description

Indicates the thesaurus contains at least one term that was created by a pick tool of MAM Cataloger or MAM Desktop, and it requires approval. Within the thesaurus, the question mark indicates the specific terms that require approval. For additional information, see “Approving and Rejecting Terms” on page 48.

Platform Administrators only: Indicates the thesaurus contains at least one term that is not assigned to a tenant. Within the thesaurus, the warning symbol indicates the specific term that requires tenant assignment. Warning symbols are only displayed when you select the "all" option from the toolbar’s Show selection list. For additional information, see “Assigning and Unassigning Terms” on page 60.

Tab Description

A tab is displayed for each thesaurus. It contains an overview table with the name of the thesaurus in all possible languages. The Fix for Platform check box is displayed, which allows Platform Administrators to set or remove the platform flag. For additional information, see “Fixing Thesauri for the Platform” on page 27 and “Localizing Thesaurus Names” on page 30.

Terms are displayed with a separate tab for each language. All tabs for terms show the same structure. If a thesaurus and its terms are not locked for editing, the boxes inside the tabs are displayed in read-only mode. As soon as a thesaurus is locked, the boxes in the tabs are activated for editing. For additional information, see “Localizing Term Name” on page 42, “Entering Description and Synonyms” on page 43 and “Entering Links” on page 45.

Quitting Thesaurus Administrator

25

t Click the X symbol in the title bar.

The Close prompt opens.


t Click Yes if you want to quit Thesaurus Administrator.

t Click No if you want to continue working with Thesaurus Administrator.

n Locks that you have set on thesauri are automatically removed when you quit Thesaurus Administrator.

2 Working With Thesauri

Interplay MAM provides a set of thesauri that are available after initial system setup. All thesauri can be adapted to your needs except “State Machine.”

c The thesaurus “State Machine” is required to run Interplay | MAM business process features. Avid strongly recommends that you do not edit or delete this thesaurus. If you do, you will not be able to create or run processes.

This documentation uses a sample thesaurus “ISO3166-1 Country Codes” for all illustrations. The following topics provide information about the basic options you have when working with thesauri:

• Locking and Unlocking Thesauri

• Fixing Thesauri for the Platform

• Creating a New Thesaurus

• Localizing Thesaurus Names

• Importing a Thesaurus

• Exporting a Thesaurus

• Reloading Thesauri

• Deleting a Thesaurus

Locking and Unlocking ThesauriChanges to thesauri directly impact the database, so only one user can edit a thesaurus at a time. To prevent simultaneous access to a thesaurus by several users, a thesaurus is locked before it can be edited. You receive a corresponding message if you try to edit a thesaurus before locking it. For security reasons, you can only edit or unlock a thesaurus that was locked by you, not a thesaurus that was locked by another user.

To lock a thesaurus:

1. (Option, Platform Administrator only) From the Show selection list, select the tenant from which you want to display terms in the Navigation pane.


Fixing Thesauri for the Platform

27

t From the toolbar’s Thesaurus selection list, select “(all)” to display all thesauri in the Navigation pane.

t From the toolbar’s Thesaurus selection list, select the thesaurus to be displayed in the Navigation pane.

3. Click the thesaurus name in the Navigation pane.

The thesaurus is highlighted in the Navigation pane. A Thesaurus tab with an overview of the thesaurus in all available languages opens in the Work pane.


t Click the Lock thesaurus icon in the toolbar.

t Select Thesaurus > Lock thesaurus.

t Press Ctrl+L.

t Open the context menu for the thesaurus and select the Lock thesaurus option.

The thesaurus is locked. The thesaurus, terms, and sub-terms are displayed in green font in the Navigation pane. All input fields are set to edit mode in the Work pane.

To unlock a thesaurus:

1. In the Navigation pane, click a thesaurus or term that is displayed in green font.


t Click the Unlock thesaurus icon in the toolbar.

t Select Thesaurus > Unlock thesaurus.

t Open the context menu for the thesaurus and select the Unlock thesaurus option.

The thesaurus is unlocked. The thesaurus, terms and sub-terms are displayed in black font in the Navigation pane. All input fields are grayed out in the Work pane, indicating the thesaurus is in read-only mode.

n Locks that you have set on thesauri are automatically removed when you quit Thesaurus Administrator.

Fixing Thesauri for the PlatformPlatform Administrators can apply a Fix for Platform flag to a thesaurus. This prevents the thesaurus from being edited by any Tenant Administrator in Thesaurus Administrator or any privileged user in Interplay MAM Desktop’s Thesaurus pick tool. As long as the flag is set, the thesaurus can only be accessed in read-only mode. Tenant Administrators cannot apply or remove the Fix for Platform flag from any thesaurus.

Creating a New Thesaurus

28

To fix a thesaurus for the platform:

1. Select the thesaurus in the Navigation pane.

2. Lock the thesaurus.

3. Check the Fix for Platform check box in the Work pane.

4. Unlock the thesaurus.

The thesaurus is fixed and cannot be edited until a Platform Administrator removes the Fix for Platform flag. All Tenant Administrators have read-only access to the fixed thesaurus.

To release the Fix for Platform flag:



3. Uncheck the Fix for Platform check box in the Work pane.

4. Unlock the thesaurus.

The Fix for Platform flag is removed and the thesaurus can be edited by Tenant Administrators with the appropriate access rights.

Creating a New ThesaurusPlatform Administrators can create new thesauri from scratch. This feature is not available for Tenant Administrators.

To create a thesaurus:


t Click the New Thesaurus icon on the toolbar.

t Select Thesaurus > New Thesaurus.

t Press Ctrl+N.

The Create Thesaurus dialog opens.

Creating a New Thesaurus

29

2. Type a unique thesaurus ID in the Thesaurus ID field. Blank spaces are not allowed.

3. (Option) To prevent the thesaurus from being edited by Tenant Administrators, check the Fix for Platform check box.

4. Click OK.

The “Thesaurus succesfully created” message opens.

5. Click OK.

The message and the Create Thesaurus dialog are closed. The Loading Tree progress indicator is shown as the new thesaurus is loaded. After that, the thesaurus is displayed in the Navigation and Work panes.

6. Enter the labels for the thesaurus in all required languages. For additional information, see “Localizing Thesaurus Names” on page 30.

7. Add terms to the thesaurus. For additional information, see “Creating a New Term” on page 40.

n Before you can use the new thesaurus it is required that you define it in the data model. Use the MAM Datamodel Administrator’s “import thesauri” feature to register your new thesaurus in the data model and assign the thesaurus to an attribute from type thesaurus.

Localizing Thesaurus Names

30

Localizing Thesaurus NamesIf you have not entered localized labels for a thesaurus in the selected language, the Thesaurus ID is displayed in the Navigation pane.

To localize a thesaurus name in the Work pane:

1. Display the thesaurus in the Navigation pane.


The Work pane shows the Thesaurus tab with an overview table that provides options to enter labels in different languages.


4. Click in the row of the desired language in the overview table.

5. Click in the Name field of the selected language.

The Name field is activated for text input.

6. Type the thesaurus name.


t Press Enter.

t Press the Tab key.

The thesaurus name is saved and the next language is automatically selected in the overview table.

8. Repeat steps 5 through 7 for all languages.

To localize a thesaurus name in the Navigation pane:

1. Display the thesaurus in the Navigation pane.


3. Select the desired language from the toolbar’s Language selection list.

Exporting a Thesaurus

31

4. Click slowly on the thesaurus name in the Navigation pane.


5. Type the thesaurus name.


t Press Enter.

t Click in the background of the Navigation or Work pane.

The thesaurus name is saved.

7. Repeat steps 3 through 6 for all languages.

Exporting a ThesaurusYou can export thesauri to create a backup, for example, or to edit a thesaurus externally.

To export a thesaurus:

1. Select File > Export Thesaurus.

The Export Thesaurus dialog opens.

2. Select the thesaurus from the Choose a thesaurus selection list.

3. Click Export.

The File Save As dialog opens.

4. Select the save directory, type a new name for the thesaurus in the File name text box (option), and click Save.

The File Save As dialog box closes. An Export successful message is displayed when the export is complete.

5. Click OK.

The message closes. The exported thesaurus is saved to the selected save directory as an *.xml file.

Importing a Thesaurus

32

Importing a ThesaurusAs an alternative to creating a thesaurus manually you can also import a thesaurus. Prerequisite: The import thesaurus file must have the correct file format (*.xml) and internal structure. The Import Thesaurus option is available for Platform Administrators only.

To import a thesaurus:

1. Select File > Import Thesaurus.

The File Open dialog opens.

2. Select the thesaurus to be imported (*.xml) and click OK in the File Open dialog.

The File Open dialog is closed and the import starts. The Thesaurus Administrator shows a white Navigation pane and the Please wait progress indicator while the thesaurus is imported.

When the import is finished the tree structure is shown in the Navigation pane and the Import successful message opens.

3. Click OK.

Reloading Thesauri

33

The message closes. The thesaurus and all its terms are available.

4. (Option) If all tenant- and owner-related information has been deleted from the thesaurus during an external edit, the thesaurus will appear empty after import. To fix this, do the following:

a. Select “(all)” from the toolbar’s Show selection list.

The terms of the thesaurus are displayed in the Navigation pane, and all show a warning icon.

b. Assign the terms to tenants. For additional information, see “Assigning and Unassigning Terms” on page 60.

Reloading ThesauriYou see your changes immediately when you work with a thesaurus or its terms. Changes made by other users in the thesaurus database are only visible after you restart Thesaurus Administrator. Alternatively, you can reload the thesauri to update the display.

You can recognize when a thesaurus is being edited by another user when the thesaurus’s name has the suffix “locked by <Windows user name>” and is displayed in red font in the Navigation pane.

To reload thesauri do one of the following:

t Select File > Reload.

t Press Ctrl+Shift+L.

Deleting a Thesaurus

34

The Thesaurus Administrator shows a white Navigation pane and the Please wait - Loading Tree progress indicator while the thesauri are reloaded. After reloading you can see the changes made by other users, even if they have not updated the display.

Deleting a Thesaurus

n Before you delete a thesaurus, make sure it is not used in the data model (not assigned to an attribute from type thesaurus). Since work is performed directly in the database, Thesaurus Administrator does not offer an undo or restore function. If you delete a thesaurus by mistake you will have to create a completely new thesaurus or import a backup (if you've created one).

To delete a thesaurus:




t Select Thesaurus > Delete Thesaurus.

t Open the context menu of the thesaurus and select Delete Thesaurus.

The Delete thesaurus security prompt opens.


t Click No if you want to cancel the delete process.

t Click Yes if you want to irrevocably delete the thesaurus and all terms from the database.

3 Working With Terms

The following topics provide information about the basic options you have when working with terms:

• Using the Integrated Search Feature

• Understanding the Work Pane

• Locking and Unlocking Terms

• Creating a New Term

• Editing the Term Properties

• Moving a Term

• Approving and Rejecting Terms

• Deleting a Term

Using the Integrated Search FeatureThe Thesaurus Administrator provides an integrated search option that enables you to search for terms in the Navigation pane. This search can be used in the same way as searches in the Thesaurus pick tools of MAM Cataloger and MAM Desktop. This means:

• The search is only executed on the terms displayed in the Navigation pane. The search is language- and tenant-dependent: The terms that are shown in the Navigation pane depend on the language selected in the toolbar’s Language selection list, and the tenant selected in the Show selection list.

• The search begins with the selected item and progresses downward in the Navigation pane. Searching in an upward direction is not possible.

• If the search has reach the end of the Navigation pane, it will automatically start again at the beginning.

Using the Integrated Search Feature

36

Basic Concepts

The Thesaurus Administrator search is straight forward. There are only a few guidelines.

• The search is not case-sensitive.

• Wildcards and operators are not supported.

• If you use a single search string it is implicitly enhanced by an asterisk at the beginning and end.

• If you use a bipartite search string the first word must be written completely, and at least the first letter of the second word must be typed. The second word is enhanced by an asterisk at the end.

• Punctuation marks like a dot or hyphen are ignored and do not need to be typed when using a single search term. When using a bipartite search term the punctuation marks must be used at the correct position.

The following table gives examples for the basic search concepts in Thesaurus Administrator.

Input Result

Full search term

republic versus republik

If English is the selected language the search only finds the search string republic but not the German republik, even when the German label for the term exists.

Part of a search term

eri

The search finds all words that contain eri at any position; for example, Eritrea, Algeria, Nigeria, Overijsel, United States of America, and others, because eri is interpreted as *eri*

Two search terms separated by a space

central a

The search finds all terms that start with central and continue with a. An asterisk is only implicitly added to the end of the second term, a, so that central a is interpreted as central a*. This means that central america, central africa, central african republic, and central asia are classified as hits, but central eritrea is not.

Punctuation marks in single and bipartite search terms

st versus st.

st. hel

When you use a single search term you can ignore punctuation marks. For st the search finds St. Helena, St. Christopher, and St. Pierre, but also Costa Rica, Eastern Africa, Ivory Coast, Western Sahara, and others.

Type st. if you only want to find St. Helena, St. Christopher, or St. Pierre.

Use punctuation marks for a bipartite search term. For st hel the search does not find a hit. For st. hel the term St. Helena is found.

Using the Integrated Search Feature

37

Searching for Terms

When you execute a search, the first item that matches your query is highlighted in the tree structure of the Navigation pane. In this context, searching in the Thesaurus Administrator means stepping from item to item in the Navigation pane.

To search for terms:

1. (Option, Platform Administrators only) Select all thesauri or a specific thesaurus in which to search from the toolbar’s Thesaurus selection list.

2. (Option, Platform Administrators only) From the Show selection list, select the tenant from which you want to display terms in the Navigation pane. If you select “(all),” the default labels will be displayed.

3. Select the language from the toolbar’s Language selection list.


t Select File > Search.

t Press Ctrl+F.

The Search dialog opens.

5. Type your search string in the text field of the Search dialog.

6. Click Search.

The search begins with the item selected in the Navigation pane. If you have not selected an item the search begins with the first thesaurus in the Navigation pane, as it is the default selection upon opening the Thesaurus Administrator or switching between thesauri.

When a term matching your search is found it is highlighted in the corresponding thesaurus. The hierarchical folder structure is expanded to display the found term if it is a multi-level thesaurus (with terms and sub-terms).

7. (Option) If you have not found the desired term, click Search in the Search dialog, until you find the desired term.

Understanding the Work Pane

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Understanding the Work PaneYou can display, enter, and edit information for terms in the Work pane. A separate tab is displayed for each available language. All tabs show the same structure. If a thesaurus and its terms are not locked for editing, the boxes inside the tabs are displayed in read-only mode. As soon as a thesaurus is locked, the boxes in the tabs are activated for editing.

The following illustration and tables describe the areas of the Work pane.

Item Description

1 Approval Information

Shows approval information (creation and approval dates, and creator’s and approver’s names) as header of the Work pane. Approval Information can be shown or hidden by using the Approval Info Display toggle controls. For additional information, see “Approving and Rejecting Terms” on page 48.

Locking and Unlocking Terms

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Locking and Unlocking TermsAs an alternative to locking and unlocking thesauri for editing, you can also lock and unlock terms. For additional information, see “Locking and Unlocking Thesauri” on page 26.

To lock a term and its thesaurus:

1. In the Navigation pane, select a term displayed in black font.


t Open the term’s context menu and select the Lock thesaurus option.

t Click the Lock thesaurus icon on the toolbar.

t Select Thesaurus > Lock Thesaurus.

t Press Ctrl+L.

The term and its thesaurus are locked. The thesaurus, terms, and sub-terms are displayed in green font in the Navigation pane. All input fields are set to edit mode in the Work pane.

To unlock a term and its thesaurus:

1. In the Navigation pane, select a term displayed in green font.


t Open the context menu for the term and select the Unlock thesaurus option.

t Click the Unlock thesaurus icon in the toolbar.

t Select Thesaurus > Unlock thesaurus.

t Press Ctrl+U.

The term and its thesaurus are unlocked. The thesaurus, terms and sub-terms are displayed in black font in the Navigation pane. All input fields are grayed out in the Work pane, indicating the thesaurus is in read-only mode.

2 Term Properties Defines the term properties (term name, scope note, synonyms, and relations) in different languages and for different tenants (Platform Administrators only). For additional information, see “Editing the Term Properties” on page 41.

3 Links Sets links (URLs) for the term. For additional information, see “Entering Links” on page 45.

4 Tenants Manages the assignment of terms to different tenants. For additional information, see “Displaying Tenant-Specific Term Properties” on page 62 and “Assigning and Unassigning Terms” on page 60.

Item Description

Creating a New Term

40

Creating a New TermWhen you add a new term to a thesaurus you create a top-level term, when you add a new term to a term you create a sub-term. They are created in the same way.

To create a term:

1. (Option, Platform Administrator only) From the Show selection list, select the tenant from which you want to display terms in the Navigation pane.

2. From the toolbar's Thesaurus selection list, select the thesaurus to be displayed in the Navigation pane.

3. Select the language of the term to be added from the toolbar's Languages selection list.

The thesaurus is reloaded with the selected language.


5. (Option) Select the term for which you want to create a sub-term in the Navigation pane.


t Click the New Term icon on the toolbar.

t Select Term > New Term.

t Press Ctrl+Shift+N.

t Open the context menu of the thesaurus or term and select the New Term option.

In the Navigation pane a New Term text box is added underneath the thesaurus or term name.

7. Enter the term name in the New Term text box and press Enter.

The term is created in the thesaurus and is immediately available in the system for documentation and retrieval purposes.

Language-dependent tabs for entering term properties are displayed in the Work pane. The tab of the currently selected language is opened automatically.

Editing the Term Properties

41

When a Platform Administrator creates a new term it is assigned to all tenants automatically. When a Tenant Administrator creates a new term it is only assigned to the tenant of the Tenant Administrator.

8. Enter the term’s properties. For additional information, see “Editing the Term Properties” on page 41.

Editing the Term PropertiesMost term properties are edited in the Work pane, where for each language a separate tab with input fields is displayed. All tabs for terms show the same structure. As long as a thesaurus and its terms are not locked for editing, the fields insides the tabs are displayed in read-only mode. As soon as a thesaurus is locked, the fields in the tabs are activated for editing. Most term properties are language-dependent, but all are tenant-specific. This means a Platform Administrator can edit term properties for different tenants individually.

Switching Between Tenant-Specific Term Properties

Platform Administrators have access to a Tenant selection list for each term in the Work pane. The list contains the names of the tenants to whom the terms are assigned (the names that are displayed in the Assigned Tenants group field). You can switch between tenants for each term, and edit term properties for the individual tenants independently. Additionally, a “No Tenant” option allows you to define default labels -- tenant-independent labels that can be used as a fallback when tenant-specific labels are not defined. This reduces administration effort.

n While the Show selection list on the toolbar only applies a tenant-specific filter on the Navigation pane, the Tenant selection list in the Work pane only affects the tenant-specific display in the Work pane. The selection lists are not synchronized.

To switch between tenant-specific term properties:

1. Open a term in the Work pane.

The term properties for the selected tenant are displayed. By default this is the tenant that was last used in the Work pane.

2. Select another tenant from the Tenant selection list.

The Work pane displays the term properties for the selected tenant. When you select the No Tenant option the default labels are displayed (labels that are not assigned to any tenant).


42

Localizing Term Name

If you have not entered localized labels for a term in the selected language, the Term ID is displayed in the Navigation and Work panes. The term name is the only term property that can be edited in the Navigation and Work panes.

To localize a term name in the Work pane:

1. (Option, Platform Administrator only) From the toolbar’s Show selection list, select the tenant whose terms are to be displayed.

2. Display the thesaurus and its terms in the Navigation pane.


4. Select the term in the Navigation pane.

The term properties are displayed in the Work pane.

5. (Option, Platform Administrator only) Check and select the correct tenant from the Work pane’s Tenant selection list.

6. Select the language by clicking the language tab in the Work pane.

7. Click in the Term Name field and type the term name.


t Press the Tab key.

t Click in another field of the Work pane or in the Navigation pane.

The term name is saved.

9. Repeat steps 5 through 7 for all other languages.

10. (Option, Platform Administrator only) Repeat steps 5 through 8 for other tenants and the default label.


43

To localize a term name in the Navigation pane:







t Press F2.

t Click on the term name.


7. Type the term name.


t Press Enter.

t Click the background of the Navigation or Work pane.

The term name is saved.



Entering Description and Synonyms

You can enter additional information for a term (such as a description, or synonyms) that is displayed in the Thesaurus pick tools of MAM Desktop and Cataloger. Like the term name, descriptions and synonyms are language-specific, so they are entered individually for each language. If you enter a description and a synonym in English, for example, theses properties are not copied to other languages, and have to be entered again for German, for example.

To enter descriptions and synonyms:




44






7. Click in the Description field and enter a description for the term.

8. Click in the Synonyms field and type synonyms for the term. If you enter several synonyms, use a comma as a separator between the synonyms. (The separator can be configured in MAM System Administrator).

9. Click outside the Synonyms field.

The properties are applied to the term.



Defining Relations

You can define relations between terms within the same thesaurus. This allows users to access related terms directly in the Thesaurus pick tools. Unlike other term properties, you do not have to define relations for different languages. Once a relation is set, the related term is displayed for each language in the Work pane and with the corresponding localized name.

To define relations:







6. Click on another term of the same thesaurus in the Navigation pane, and press and hold the mouse key while dragging the term to the Relations field on the Work pane.


45

The relation is set, and the ID and name of the related term are displayed in the Relations group field. At the same time the corresponding reverse relation is set in the referenced term. In the example shown below, a relation to Adan is set for Sanaa; at the same time, a relation to Sanaa is established for Adan.

7. (Option) To delete a relation, select the desired row in the Relations group field and press Del.

The relation is removed from both terms automatically.


Entering Links

You can enter links (normally URLs) in the Work pane's Links group field. The entries are language-independent, so the same links will be displayed in every language tab. The links entered in Thesaurus Administrator allow the users in MAM Desktop to access additional information for a term via hyperlink.

To enter links:




4. Check and select the correct tenant from the Work pane’s Tenant selection list.

Moving a Term

46



6. Go to the Links group field and type or copy a link in the URL field.

7. Press Enter.

The link is saved to the database. A new, empty row for entering an additional link is added underneath the row with the link.


Moving a TermYou can move terms within a thesaurus. In doing so you also move all sub-terms of the moved term. It is not possible to move terms between different thesauri.

n Although the moving term feature is available for Platform Administrators and Tenant Administrators, Avid recommends that Tenant Administrators avoid moving terms because of side effects of the move operation.

To move a term:





Moving a Term

47

5. Drag the term to the new target in the Navigation pane or continue with step 6.


t Click the Cut Term icon on the toolbar.

t Select Term > Cut Term.

t Press Ctrl+Shift+X.

t Open the context menu of the term and select the Cut Term option.

The Paste Term controls are activated.

7. Select the target (term or the thesaurus name) in the Navigation pane.


t Click the Paste Term icon on the toolbar.

t Select Term > Paste Term.

t Press Ctrl+Shift+V.

t Open the context menu of the term or thesaurus and select the Paste Term option.

If the term was moved by a Platform Administrator, the term and all its sub-terms are moved to the new position and subordinated to the target in the tree. In the database only a new Parent ID is set, so the Term IDs do not change and references do not need to be updated.

Approving and Rejecting Terms

48

n When a Tenant Administrator moves a term, a copy of this term and its sub-terms is created within the thesaurus. New Term IDs are set for the copied terms. If users of this tenant use a moved term for annotation in MAM Desktop or Cataloger, a broken link in the form ##TermID## remains in the affected Thesaurus attribute field. The user has to manually remove the broken link and replace it with the new term.

Approving and Rejecting TermsYou can approve or reject terms created by users in the Thesaurus pick tools of MAM Desktop and Cataloger. As a Platform Administrator you can approve or reject terms for all tenants; as a Tenant Administrator you can approve or reject terms only for your tenant.

If activated in your MAM system, information about the approval process can be tracked. Information about the term creator, approver, and the creation and approval time can be written to the database. The Approval Tracking feature can be activated using the Interplay MAM System Administrator (profile: ThesaurusWS, section: Config, key: TrackApproval).

To approve or reject a term:


2. Display the thesauri in the Navigation pane.

Question marks in the Navigation pane indicate thesauri that contain at least one term that requires approval. The number of terms that need approval is indicated on the toolbar. This number is influenced by the selection in the Show and Thesaurus selection lists (the thesauri that are displayed for each tenant in the Navigation pane).



t Click the Navigate to Next icon on the toolbar.

t Select Term > Next Term.

t Press Ctrl+Shift+ArrowUp.

Approving and Rejecting Terms

49

The tree expands in the Navigation pane and selects the next term that needs to be approved. The Approval controls on the toolbar are activated.

5. (Option) Do one of the following:

t Click the Show Approval Info icon on the toolbar.

t Select Term > Show Approval Info.

The Approval Info field is displayed as header of the Work pane.

6. To approve a term, do one of the following:

t Click the Approve Term icon on the toolbar.

t Select Term > Approve Term.

t Press Ctrl+Shift+A.

The question mark is removed from the term in the Navigation pane. The “terms remaining” count on the toolbar is adapted. If Approval Tracking is enabled in the system, the Approval Info is updated for the approved term (the name of the Approver and the Approval date are shown). The next term that needs approval is automatically selected in the Navigation pane.

Deleting a Term

50

7. To reject a term, do one of the following:

t Click the Reject Term icon on the toolbar.

t Select Term > Reject Term.

t Press Ctrl+Shift+R.

If a Platform Administrator rejects the term, it and its sub-terms are deleted from the database. If a Tenant Administrator rejects the term, it and its sub-terms are only removed for the specific tenant.

In both cases the “terms remainig” count on the toolbar is adapted and the next term that needs approval is automatically selected.

n When you reject a term that has already been used for annotation in MAM Desktop or Cataloger, a broken link in the form ##TermID## remains in the affected Thesaurus attribute field. Since deleted terms cannot be removed using MAM Desktop’s Search and Replace feature, the user has to manually remove the broken link and replace it with a valid term.

Deleting a TermTerms can be deleted by Platform Administrators and Tenant Administrators. The effect of the delete operation depends on the role of the user that deletes a term.

To delete a term:







t Select Term > Delete Term.

Deleting a Term

51

t Open the context menu of the term and select the Delete Term option.

A security prompt opens.

6. Click Yes.

If a Platform Administrator deletes the term, the term and its sub-terms are deleted from the database. It doesn’t matter if the term is still assigned to other tenants or not.

If a Tenant Administrator deletes the term, the following happens:

- If the term is assigned to other tenants, it and its sub-terms are only removed for the tenant whose Administrator deletes the term. For all other tenants the term is still visible.

- If the term is not assigned to any other tenant, the term and its sub-terms are deleted from the database.

n When you delete a term that has already been used for annotation in MAM Desktop or Cataloger, a broken link in the form ##TermID## remains in the affected Thesaurus attribute field. Since deleted terms cannot be removed using the MAM Desktop’s Search and Replace feature, the user has to remove the broken link manually and replace it with a valid term.

4 Working With Languages

The following topics provide information about the basic options you have when working with languages:

• Creating a New Language

• Switching Between Languages

• Applying Language-Dependent Labels

• Deleting a Language

Creating a New LanguagePlatform Administrators can create new languages for localizing purposes.

n The new language must already be defined in the data model, or you must create it in the data model using Interplay MAM Datamodel Administrator. Creating a new language in Thesaurus Administrator does not automatically create the language in the data model, and vice versa.

To create a new language:


t Select Localization > New Language.

t Press Alt+N.

The Add new language dialog opens.

2. Select the language to be created from the New Language selection list.

Creating a New Language

53

3. (Option) To copy term labels and properties from an existing language to the new one, check the Copy from check box and select the language to be copied from the selection list.

To create the new language with this option requires that no thesaurus is locked by another user; otherwise, the creation process will be aborted during the next step.

4. Click Add.

The Language created message opens.

(If you chose the “Copy from” option and a thesaurus is locked by another user, the new language cannot be created. Instead the “Language can’t be created” message opens and shows the thesauri that are locked by other users. Click OK to cancel the creation process.)

5. Click OK.

The message is closed and the Please wait - Loading Tree progress indicator is shown while the tree in the Navigation pane is reloaded. The new language is not opened automatically, the language selected before you created the new language is still active.

- If you chose the “Copy from” option while creating the new language, the terms and their properties are copied from the chosen language to the new language.

- If you did not copy an existing language, and instead created one from scratch, the terms are copied, but the labels are created in English (fallback language).

6. Localize the thesauri and terms for the new language. For additional information, see “Applying Language-Dependent Labels” on page 55.

Switching Between Languages

54

Switching Between LanguagesThe Thesaurus Administrator offers two controls to switch between languages: the toolbar’s Language selection list (to apply a language filter on the Navigation pane) and the Work pane’s language tabs. The two language controls are not synchronized; switching between the Work pane’s language tabs does not apply the same language filter on the Navigation pane, and vice versa.

To switch between languages in the Navigation pane:

t Select the language from the toolbar’s Language selection list.

The labels for the thesauri and terms are displayed in the selected language in the Navigation pane. If neither a localized label in the selected language nor a default label is defined for a term, the Term ID is displayed.

To switch between languages in the Work pane:

t Click the language tab.

The Work pane shows the label and properties of the term selected in the Navigation pane in the chosen language.

Control Description

Applies a language-dependent filter on the Navigation pane. The selection list offers all available languages. When you select a language from the selection list the localized labels of the terms of the thesaurus opened in the Navigation pane are shown.

A tab is displayed for each thesaurus. It contains an overview table with the name of the thesaurus in all possible languages.

Terms are displayed with a separate tab for each language. The tabs contain the input fields for localizing the terms.

Applying Language-Dependent Labels

55

Applying Language-Dependent LabelsLocalizing in Thesaurus Administrator involves entering different languages for labels for thesauri, terms, and term properties.

To apply language-dependent labels:





5. For a thesaurus, enter a language-dependent name in the Navigation or Work pane.

For additional information, see “Localizing Thesaurus Names” on page 30.

6. For a term, do the following:

t Enter a language-dependent label in the Navigation or Work pane.

t Enter a language-dependent description in the Work pane.

t Enter language-dependent synonyms in the Work pane.

For additional information, see “Localizing Term Name” on page 42 and “Entering Description and Synonyms” on page 43.

Exporting LocalizationsThesaurus Administrator allows you to export the localizable elements — labels, synonyms, and scope notes — of thesauri. The main purpose of the export is to localize the elements outside Thesaurus Administrator and later re-import the localized elements.

To export localizations:

1. Select Localization > Export.

The Export of labels dialog opens.

Exporting Localizations

56

2. Define the thesauri whose localizations are to be exported by checking the corresponding check boxes in the Select thesauri field.

3. Define the tenants whose localizations are to be exported by checking the corresponding check boxes in the Select tenants field.

4. Select the languages of the localizations by checking the corresponding check boxes in the Select languages field.

5. Click Browse, select the export directory in the Browse For Folder dialog and click OK.

6. Click Export.

The labels, synonyms, and scope notes are exported to the selected directory and saved in different XML files, one file per thesaurus, language and tenant. The file names show the structure <thesaurusID>_<language>_<tenant>_<date>_<time stamp>.xml (for example Rights_de_DEPARTMENT_1_2014-08-25_20-37-49.xml).

7. Confirm the export succeeded message with OK.

Importing Localizations

57

Importing LocalizationsAs an alternative to localizing labels manually you can also import localized elements. Prerequisite: The import localization file must have the correct file format (*.xml) and internal structure. This is the case when you import localized elements that have been previously exported from MAM Thesaurus Administrator using the export localizations feature.

To import localizations:

1. Select Localization > Import.

The Import of labels dialog opens.

2. Click Browse, select the label files to be imported (for example Rights_de_DEPARTMENT1_2014-08-25_20-27-26.xml) and click OK in the File Open dialog.

3. (Option) To exclude a label file from import uncheck its check box.

4. Define the effects of the label import:

t Uncheck the “overwrite existing labels” check mark if existing labels are not be overwritten by the import labels: Only not existing labels and scopenotes are added; if synonyms for a term already exist, new values are not added.

t Check the “overwrite existing labels” check mark if existing labels are to be overwritten by the import labels: Existing labels and scopenotes are updated with new values, not existing labels and scopenotes are added. If the import file contains information about synonyms for a term, all existing synonyms for that term are replaced.

5. Click Import.

The Import Report dialog opens. It shows information for each imported label file.

6. Click Close.

The Navigation pane is reloaded.

Deleting a LanguageLanguages can only be deleted by Platform Administrators.

n Before you delete a language in Thesaurus Administrator make sure that the language is not referenced in the data model. If you delete a language that is still in use, the users in MAM Desktop or Cataloger will see term labels in the fallback language or the Term ID, instead of the deleted language.

Deleting a Language

58

To delete a language:

1. Select Localization > Delete Language.

The Delete dialog opens.

2. Select the language to be deleted from the Language selection list.

3. Click Delete.


4. Click Yes.

The language is deleted, and the Language successfully deleted message opens.

(If the thesaurus is locked by another user the language cannot be deleted. Instead, the “Language can’t be deleted” message opens and shows the thesauri that are locked by other users. Click OK to cancel the deletion process.)

5. Click OK.

The Navigation pane is reloaded and the Please wait - Loading tree progress indicator is displayed. When it is closed the deleted language is no longer accessible via the Language selection list. In the Work pane the language is removed from the thesaurus’s language table, and the tab of the deleted language is no longer displayed.

All text entered in the deleted language is removed from the database.

5 Working With Tenants

Working with tenants is a task that is reserved for Platform Administrators. Therefore, the features described in this section are not available for Tenant Administrators.

The following topics provide information about the basic options for working with tenants:

• Reloading Tenants

• Assigning and Unassigning Terms

• Displaying Tenant-Specific Term Properties

• Defining Default Labels

• Copying Thesaurus Labels Between Tenants

• Removing Tenants

Reloading TenantsTenants for the Interplay MAM system are defined in Interplay MAM User Management. To provide greater portability of thesauri through multiple MAM instances, tenant information for thesauri is managed independently from User Management, and stored in a separate table of the Thesaurus Service.

n Avid suggests that you regularly import the tenants created in User Management into Thesaurus Administrator using the Reload Tenant feature.

To reload tenant information from User Management:

t Select Tenant > Reload Tenants.

The tenant information is retrieved from User Management. During this time the Loading Tree progress indicator is shown and the thesauri in the Navigation pane are reloaded. After that, updated tenant information is available in Thesaurus Administrator.

Assigning and Unassigning Terms

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Assigning and Unassigning TermsAssigning terms to tenants is the most basic aspect of working with terms. Tenants can only view terms that are explicitly assigned to them. Conversely, removing a term's assignment from a tenant removes the tenant's ability to see the term.

To edit the term assignment:

1. Open and lock the thesaurus containing the desired term.

2. Open the term in the Work pane.

3. To assign the term to tenants, go to the Tenant Assignment group fields and do one of the following:

t To assign the term to all unassigned tenants, click the Add All (>>) button.

t To assign the term to an individual tenant, select the tenant in the Available Tenants group field and click the Add (>) button.

The tenants are removed from the Available Tenants list and are displayed in the Assigned Tenants list. The Apply and Revert buttons are activated.

Assigning and Unassigning Terms

61

4. To cancel an assignment, do one of the following:

t To unassign the term from all tenants at the same time, click the Remove All (<<) button.

t To unassign the term from an individual tenant, select the tenant in the Assigned Tenants group field and click the Remove (<) button.

The tenants are removed from the Assigned Tenants list and are displayed in the Available Tenants list.


t Click Apply to apply your changes.

t Click Revert to discard your changes.


6. Click Yes.

Your changes are applied or discarded. The Apply and Revert buttons are deactivated.

- If you assigned a tenant, it is directly available in the Workpane’s Tenant selection list and can be used to enter the tenant-specific term label and term properties.

- If you unassigned a tenant, the term is not visible for the tenant any longer.

Displaying Tenant-Specific Term Properties

62

If you unassigned the term from all tenants, you can only make the term visible again if you select "(all)" from the toolbar’s Show selection list. The term is shown again but marked with a warning icon that indicates there is no assigned tenant. The warning icon is also shown for the thesaurus, indicating that at least one of its terms has no assigned tenant.

Displaying Tenant-Specific Term PropertiesA Tenant selection list is displayed for each term in the Work pane. The list contains the names of the tenants to whom the terms are assigned (the names that are displayed in the Assigned Tenants group field). You can switch between tenants for each term, and edit term properties for the individual tenants independently. Additionally, a “No Tenant” option allows you to define default labels — tenant-independent labels that can be used as a fallback when tenant-specific labels are not defined.

n While the Show selection list on the toolbar only applies a tenant-specific filter on the Navigation pane, the Tenants selection list in the Work pane only affects the tenant-specific display in the Work pane. The selection lists are not synchronized.

Defining Default Labels

63

To switch between tenant-specific term properties:

1. Open a term in the Work pane.

The term properties for the tenant selected in the Work pane’s Tenant selection list are displayed. By default this is the tenant that was last used in the Work pane.

2. Select another tenant from the Tenant selection list.

The Work pane displays the term properties for the selected tenant. When you select the No Tenant option the default labels are displayed (the labels that are not assigned to any tenant).

Defining Default LabelsAs a Platform Administrator you can define default labels. These are tenant-independent labels that can be used as a fallback when tenant-specific labels are not defined. It is recommended to enter the default label directly when creating a new term, but you can also add them later.

As long as you have not entered a default label for a term, its Term ID will be displayed in the Navigation pane when you select “(all)” from the toolbar’s Show selection list, and in the Work pane when you select No Tenant from the Work pane’s Tenant selection list, as shown in the following illustration.

To define default labels:


2. Select “(all)” from the toolbar’s Show selection list.

The default labels are shown in the Navigation pane. For each term without a default label the Term ID is shown.


Copying Thesaurus Labels Between Tenants

64



6. (Option) To check the term label entered for another tenant, select the tenant from the Work pane’s Tenant selection list.

7. Select No Tenant from the Work pane’s Tenant selection list.

8. Click in the Term Name field and type the default label.

9. (Option) Enter default labels for Scopenote, Synonyms, and Relations.

10. Repeat steps 5 through 9 to enter the term’s default labels in other languages.

11. Repeat steps 5 through 10 to enter default labels for other terms of the thesaurus.

Copying Thesaurus Labels Between TenantsThe Thesaurus Administrator offers you the possibility to copy the term labels and properties of a thesaurus and insert them into the same thesaurus for another tenant. To prevent you from overwriting existing labels, you can only insert the labels into a thesaurus where the new tenant is not yet assigned to any term.

To copy term labels between tenants:

1. Open the thesaurus in the Navigation pane.

2. From the toolbar’s Show selection list, select the tenant whose terms are to be displayed.


4. Select Thesaurus > Copy Thesaurus Entries.

The Copy Thesaurus Entries dialog box opens. It shows the name of the selected tenant (Source Tenant) and thesaurus.

Copying Thesaurus Labels Between Tenants

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5. Select the tenant to which you want to copy the labels from the destination Tenant selection list. The selection list only offers those tenants that are not assigned to any term of the thesaurus to be copied.

6. (Option) If you want to copy more than the term properties label, scope note, and synonyms, do one of the following:

t To also copy the relations of the terms, check the Relations check box.

t To also copy the links defined for the terms, check the Links check box.

7. To define the languages, do one of the following:

t To copy the term information only for individual languages, check the check box of the language in the Cultures group box.

t To copy the term information in all languages, check the All cultures check box.

8. Click OK.

The dialog box closes, and the terms are copied. During this time the Loading Tree progress indicator is shown and the thesauri in the Navigation pane are reloaded. After that, all copied terms are assigned to the new tenant and all term information is made available.

Removing Tenants

66

Removing TenantsThe Thesaurus Administrator offers you the option to remove tenants. Even though you do not delete tenants from User Management with this option, Avid recommends you use the Remove Tenant feature with extreme care.

n Before you remove a tenant in Thesaurus Administrator make sure that the tenant is not referenced in the data model and User Management. When you remove a tenant that is still in use, users in MAM Desktop or Cataloger will see a broken link in the form ##TermID## in the affected Thesaurus attribute field. You cannot restore a removed tenant or its term assignment in Thesaurus Administrator. Even if you reload the tenant from User Management, you have to reassign all terms to the tenant completely.

To remove a tenant:

1. Select Tenant > Remove Tenant.

The Remove Tenant dialog box opens.

2. Select the tenant to be deleted from the Select Tenant you want to remove selection list.

3. Click Remove.

a. If at least one thesaurus is locked the tenant cannot be removed, and a message opens. Click OK and the remove process is canceled.

b. If no thesaurus is locked a security prompt opens.

4. Click Yes.

The tenant is removed and the Tenant successfully removed message opens.

5. Click OK to close the message.

The Loading Tree progress indicator is shown and the thesauri in the Navigation pane are reloaded. The tenant is removed from the thesaurus’s tenants table, and all references that had linked the term to the tenant are removed.

AApplying

language-dependent labels 55language-specific filter 54tenant-specific filter 41, 62

Approval tracking 48Approving term 48Assigned Tenants 60Assigning terms to tenants 60Available Tenants 60Avid

online support 11training services 11

BBasic features 12Broken link 50, 66Button

Export 55

CClosing 24Copy from 52Copy Thesaurus Entries 64Copying

labels between tenants 64labels during language creation 52

Creatinglanguage 52term 40thesaurus 28

Cut Term 46

DData model 34, 52, 57, 66Default labels 41, 54, 62Defining

default labels 63links 45relations 44

Delete Language 57Delete Term 50Delete Thesaurus 34Deleting

language 57term 50thesaurus 34

Descriptionentering 43localizing 43

DialogExport of labels 55Import of labels 57

Displaying tenant-specific term properties 62

EEditing

term properties 41, 42, 43, 44, 45term-tenant assignment 60

Export Thesaurus 31Exporting

localization 55thesaurus 31

FFallback language 52, 57Fix for platform 27

Index

Index

68

Fixing thesaurus 27Font color 23, 33, 39

GGroup rights 14

IIcon

Approval Info Display 21Approve Term 21Cut Term 21Lock Thesaurus 21Navigate to Next 21Navigate to Previous 21New Term 21New Thesaurus 21Paste Term 21Reject Term 21Unlock Thesaurus 21

Import Thesaurus 32Importing

localization 57thesaurus 32

Integrated search 35Interplay MAM Cataloger 46, 48, 50, 57Interplay MAM Datamodel Administrator 28, 52Interplay MAM Desktop 46, 48, 50, 57Interplay MAM System Administrator 48Interplay MAM User Management 14, 59, 66

LLabels

copying between tenants 64copying during language creation 52exporting 55importing 57

Languageapplying filter 54applying localized labels 55copying labels 52creating 52deleting 57selection list 21, 54, 55working with 52

LayoutMenu bar 18Navigation pane 23Thesaurus Administrator 17Toolbar 21Work pane 24

Links, defining 45Loading Tree 28, 32, 33, 52, 57, 59, 64, 66Localization

exporting 55Localizations

importing 57Localizing

description and synonyms 43term name 42thesaurus name 30

Lockingterms 39thesaurus 26

MMenu bar 18Moving term 46

NNavigate to Next 48Navigate to Previous 48Navigation pane 23

displaying localized labels 54entering localized labels 55font color 23, 33imported thesaurus 32new term 40question mark 23searching 37term name 42thesaurus name 30tree structure 23updating display in 33warning icon 23

New Language 52New Term 40New Thesaurus 28No Tenant 41, 62, 63

Index

69

OOnline support 11Operation modes 15Overview Thesaurus Administrator features 12

PParent ID 46Paste Term 46Platform Administrator

applying localized labels 55approving and rejecting terms 48assigning terms to tenants 60copying labels between tenants 64creating language 52creating term 40creating thesaurus 28defining default labels 63defining links 45defining relations 44deleting language 57deleting term 50deleting thesaurus 34exporting thesaurus 31features 15fixing thesaurus for platform 27importing thesaurus 32localizing description and synonyms 43localizing term name 42localizing thesaurus name 30locking terms 39locking thesaurus 26moving terms 46reloading tenants 59reloading thesaurus 33removing tenant 66required rights 14searching for terms 37switching between languages 54switching between tenants 41, 62working with tenants 59

Prerequisites 14

QQuestion mark 23, 48

RRejecting term 48Relations, defining 44Reload 33Reload Tenants 59Reloading

tenants from User Management 59thesaurus 33

Remaining terms 48Remove Tenant 66Removing

locks 26, 27tenants 66

SSearching for terms 35, 37Select languages 55Select tenant 55Selection list

Language 21, 54, 55Show 21, 41, 60, 62, 63Tenant 41, 60, 62, 63Thesaurus 21

Show Approval Info 48Show, selection list 21Starting Thesaurus Administrator 16Switching

between languages 54, 55between tenant-specific term properties 41, 62

Synonymsentering 43localizing 43

TTabs 24Tenant Administrator

applying localized labels 55approving and rejecting terms 48creating term 40defining links 45defining relations 44deleting term 50features 15localizing description and synonyms 43

Index

70

localizing term name 42localizing thesaurus name 30locking terms 39locking thesaurus 26reloading thesaurus 33required rights 14searching for terms 37switching between languages 54

Tenant Assignment 60Tenant, selection list 63Tenants

applying filter 41, 62assigning terms 60copying labels between 64reloading 59removing 66working with 59

Term ID 46, 57, 63, 66Term properties

description 43editing 42, 43, 44, 45links 45name 42relations 44synonyms 43tenant-specific 41, 62

Termsapproving and rejecting 48assigning tenants 60creating 40defining default labels 63defining links 45defining relations 44deleting 50displaying localized labels 54editing properties 41entering localized labels 55localizing description and synonyms 43localizing name 42locking 39moving 46question mark 48searching for 37switching between tenant-specific properties 41,

62unlocking 39working with 35

Thesauruscopying labels between tenants 64creating 28deleting 34exporting 31exporting localization 55fixing for platform 27importing 32importing localization 57localizing name 30locking 26moving terms within 46question mark 48reloading 33removing locks 26selection list 21unlocking 26working with 26

Thesaurus Administratorbasic features 12closing 24layout 17Menu bar 18Navigation pane 23operation modes 15overview 12prerequisites for usage 14starting 16Toolbar 21Work pane 24

Thesaurus ID 28, 30, 42Toolbar 21Training services 11Tree structure 23Troubleshooting 11

UUnderstanding

application layout 17Work pane 38

Unlockingterms 39thesaurus 26

Updatingdisplay in Navigation pane 33tenant information 59

Index

71

Using Search Feature 35, 37

WWarning icon 23, 32, 60Work pane 24

approval information 38defining default labels 63editing term properties 41entering localized labels 55Fix for Platform check box 27links 38new term 40tabs 24, 54tenant assignment 38term properties 38thesaurus tab 30, 42understanding 38

Working withlanguages 52tenants 59terms 35thesauri 26

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Documents

Interplay | MAM Thesaurus Administrator User's Guideresources.avid.com/.../InterplayMAM_50_ThesaurusAdministrator.pdf · executable, regardless of the license terms of these independent