SD 4.1 Portfolio Guide

Portfolio

SirsiDynix

Training Guide

October 2011

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Publication Name: Portfolio

Updated: October 2011

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P o r t f o l i o T r a i n i n g G u i d e | i

Table of Contents

Introduction ............................................................................................... 1

Using This Training Guide ............................................................................................................................. 1

Help Files ...................................................................................................................................................... 2

Managing Assets ...................................................................................... 4

Logging In to the Portfolio Admin Tool ................................................................................... 5

Manage Assets Overview ............................................................................................................................. 6

Adding a Folder ............................................................................................................................................. 7

Moving a Folder .......................................................................................................................................... 10

Adding an Asset .......................................................................................................................................... 11

Viewing Assets ............................................................................................................................................ 16

Working with Metadata Templates .............................................................................................................. 17

Adding an Asset by Referencing a URL ..................................................................................................... 20

Publishing Assets ........................................................................................................................................ 23

Indexing Asset Metadata ............................................................................................................................. 24

Searching Assets ........................................................................................................................................ 27

More Asset Options ................................................................................ 31

Uploading a File with Text ........................................................................................................................... 31

Exporting a Collection ................................................................................................................................. 35

Understanding the Exported Collection ...................................................................................................... 38

Importing an Asset Collection ..................................................................................................................... 42

Deleting a Folder ......................................................................................................................................... 44

Deleting an Asset ........................................................................................................................................ 45

Restoring a Deleted Asset .......................................................................................................................... 47

Removing Assets Permanently ................................................................................................................... 48

Harvesting Assets from an OAI-PMH Source ............................................................................................. 49

Managing Media Types ............................................................................................................................... 51

Managing Rooms .................................................................................... 55

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Enabling Rooms Functionality..................................................................................................................... 55

Adding a Room ........................................................................................................................................... 57

Assigning Assets to a Room ....................................................................................................................... 59

Browsing through Rooms ............................................................................................................................ 61

Adding Content to your Rooms ................................................................................................................... 62

Indexing Rooms Content ............................................................................................................................. 67

Assigning a Search Target .......................................................................................................................... 70

Searching Rooms Content .......................................................................................................................... 72

Managing Security .................................................................................. 74

Creating Custom Roles .......................................................................................................... 74

Assigning Users to a Role ...................................................................................................... 77

Optional: Securing Assets through Symphony Accountability .................................................................... 77

Assigning Security to Assets (optional) ....................................................................................................... 89

L o g g i n g i n t o v i e w s e c u r e a s s e t s ...................................................................... 91

S e c u r e d A s s e t s a n d R e q u i r e d A u t h e n t i c a t i o n ........................................... 93

Other Administrative Tasks ................................................................... 96

Managing Search Result Displays .............................................................................................................. 96

Managing Detail Displays .......................................................................................................................... 100

Applying Facets ......................................................................................................................................... 104

Choosing Search Targets ......................................................................................................................... 108

Adding a Search Limit ............................................................................................................................... 111

Re-indexing Target Data ........................................................................................................................... 115

Assigning Search Limits ............................................................................................................................ 116

I n d e x i n g P o r t f o l i o A s s e t s ........................................................................................................ 118

P o r t f o l i o T r a i n i n g G u i d e | 1

Introduction SirsiDynix Portfolio is a Digital Asset Management program that works with your Integrated Library System (ILS) and Online Public Access Catalog (OPAC) to provide a single search of the contents of your catalog. Search results in Portfolio will come from your library catalog, federated databases, digital asset database, and your own custom content.

By using this guide, you are on your way to becoming an expert user and administrator of this exciting digital asset management product. The SirsiDynix Portfolio guide will teach you to add and organize digital assets, index asset content and display assets within one or more search profiles.

This guide assumes that you have taken the Enterprise End-User, Administration, and Rooms Content Management classes. Since Portfolio is essentially Enterprise with additional features for digital assets, this course should be viewed as a supplement to cover Portfolios additions to Enterprise. This guide will emphasize:

Administration topics that are unique to Portfolio (e.g., Asset Management)

Topics that may have been covered in Enterprise, but can benefit from additional examples involving digital assets (e.g., limits, facets, targets, and rooms)

Using This Training Guide

This guide has been designed for use during a SirsiDynix instructor-led training. It also has been designed to be used as a reference work for the class. Icons are used throughout the manual for different purposes. The purpose of each icon is described below.

This icon denotes additional helpful information.

This icon is a warning. Pay special attention to this information!

This icon indicates reference information available in another manual or to another chapter within this manual.

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This icon directs you to the SirsiDynix Portfolio online Help file where you can find additional or related information.

Help Files

SirsiDynix Portfolio comes with an extensive set of online Help files. Every navigation pane option in your Portfolio admin console has a Help icon (a green circle with a white question mark on it). There are also online helps available for library users using Portfolio search profiles. Help files are organized context sensitive to the screen presently displaying, or topically through a table of contents:

Below are parts of the Portfolio admin console helps, as called out in the above screenshot:

Table of contents. Provides a list of help topics broken down by subject.

Keyword searching. Allows you to keyword search the online help files. Results are ranked according to relevance of keyword terms to words found in the help topic.

Show in Contents, Previous, Next options. Allows you to see where in the table of contents a specific help topic is located. Previous and next options allow you to navigate within the table of contents.


Print, Bookmark options. These buttons allow you to print help topics or bookmark them to a web browser.

When you need help with a task, consult the online Help files first. Your online Help files are a comprehensive information set for SirsiDynix Portfolio.


Managing Assets Portfolio is an extension of the SirsiDynix Enterprise product. It has all of the features of Enterprise, but also includes functionality to catalog and manage digital assets. The term digital asset refers to a wide range of resources such as pictures, audio files, video files, text files, and PDFs. In this section, we will discuss important topics such as cataloging and uploading your assets.

To work with assets, you will need to use the Manage Assets menu. This menu allows you to add metadata, upload digital files and optionally add security levels to your assets.

In this section you will learn how to:

Log in to Portfolio.

Add a folder.

Add an asset.

Upload and reference digital files.

Move an asset or folder within the directory.

Add a metadata template.

Publish and index assets.


Logging In to the Portfolio Admin Tool

Lets begin by logging in to Portfolio. SirsiDynix or your system administrator will provide you with a login.

Refer to the Managing Security section regarding the creation of Portfolio logins.

T o l o g i n t o S i r s i D y n i x P o r t f o l i o :

1. Open a web browser.

2. Enter the supplied URL into the address bar. The syntax of the URL will be http://ipaddress/client/login.

3. Enter the Username and Password.


4. Select Log In.

Manage Assets Overview

From the navigation pane on the left, select the Manage Assets menu to work with digital assets. Within this menu, you will see several options as called out in the following screenshot:


Adding a Folder

To organize your assets within the Portfolio admin console, you will need to create one or more folders. These folders will house your assets.

When adding folders to your asset tree, you should consider whether or not you will let your users browse assets using rooms. Any folder you add can later be assigned to a room, where you can then decide if:

The room shows only the assets in that folder

The room shows all assets in that folder, as well as those in any subdirectories within that folder.

So if asset browsing by your library users will be important to you, try to map out the asset hierarchy that you would want users to navigate, and create the directories accordingly (folder/asset structure can be adjusted later if needed).

If you dont plan on allowing browsing of assets, then your sense of

organization for staff members(?) will be the main factor in determining your folder structure.

T o a d d a n e w f o l d e r :

1. From the Directory, select the Root folder. This will allow for your new folder to be just underneath the root folder.

2. Select Add Folder.


3. Enter the Folder Name. In this example, Local History is used.

4. For the Status, choose Staged. This means that this particular asset will not be searchable for your library users.

5. Do not change security settings.

6. Select OK.

Refer to the sections Enabling Patron Authentication, Applying Authentication to a Profile and Adding a New Account regarding the use of security settings.


At this point lets add another folder to represent other assets.

1. Select Add Folder.

2. Enter the Name of the folder. In this example, well use Photographs for the Name.

3. Use Staged for the status.

4. Select OK.

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Moving a Folder

You can move folders from one level to another using drag and drop functionality. For example, you might want the Photographs folder to be a child folder of Local History.

T o m o v e a f o l d e r w i t h i n a n o t h e r f o l d e r :

1. Select and hold the desired folder from the Directory Contents area.

2. Drag the folder to the desired parent folder then release the mouse button. In this example, we want to make Photographs a subfolder of the Local

History folder.

3. For the Confirmation window that appears, select Move.

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4. To see your new subfolder, select Local History from the Directory.

Adding an Asset

Once your folder directory structure is set up, you can then proceed with adding assets. The files that make up your assets could be anything from photos and PDFs, to MP3s and .wav files.

T o a d d a n a s s e t :

1 . Select the folder in which you would like to add an asset. In this example, select the Photographs folder.

2 . Select Add Asset.


3 . Enter the Name of the asset. In this example, we will enter Courthouse Square.

4. Keep the Status set to Staged. This means that the asset metadata wont be searchable until you are ready to publish your new collection.

5. In the Keywords field, type some words that will help library users find this asset.

The Name and Keywords are seen when browsing your assets in a Portfolio room. More information on managing rooms is found in the next section.

6. Keep the Upload File radio button selected.


7. Click the Browse button.

8. Navigate to the digital file you would like to attach to this asset.

9. Select Open.

10. Leave the Override Internet Media Type field empty. This field is used to render a digital file in a specific way for the library user.


11. Leave the Include OCR text for searching box empty. This box is used to index OCR files such as scanned book pages.

12. To add metadata, such as dates, authorship or other additional information about the asset, select the Add Row button.

The metadata fields adhere to the Dublin Core standard for digital archiving. Please refer to http://dublincore.org for more information.

13. Select Title for the row and add a title for the asset (e.g., Huntsville Courthouse Square 1864)

14. Select Add Row.

15. Choose Creator for the row name and add the name of the photographer (e.g., Unknown).


16. Select Add Row.

17. Choose Description for the row name and add a description of the asset.

18. Select Add Row.

19. Choose Date for the row name and enter the date of the resource (e.g., 1864).

20. Select OK to save the asset.

The Dublin Core metadata fields will appear in a results list when searching within a Portfolio search profile.


Viewing Assets

Keyword search of assets is possible only in a Portfolio search profile. More information on keyword searching is found later in the chapter.

Using the Portfolio admin console, you can browse and view your assets. Lets look at some different ways of examining your assets.

T h r e e w a y s t o v i e w a n a s s e t f r o m t h e a d m i n i s t r a t i v e i n t e r f a c e :

1 . Hover over the asset name. A thumbnail will appear if you uploaded a digital file as part of the asset.

2 . Select the View button to the right of the asset.

3 . Close out of the pop-up window.


4 . Click on the asset name.

5 . Select View Asset. This last option allows you to see the metadata as well.

Working with Metadata Templates

You can set up a metadata template so that you dont have to add metadata fields one by one. You may decide just to have a default metadata template, or you might create separate metadata templates for specific assets (e.g., a separate Photographs metadata template for .jpg, .gif or other photo files).

T o a d d / e d i t a m e t a d a t a t e m p l a t e :

1 . From the Manage Assets menu, select Configure Asset Management.


2 . Select Manage Metadata Templates.

3 . To edit the DEFAULT metadata template, select Edit.

4 . In the Optional Metadata field, select Add Row.

5 . Choose Title then select Add Row.


6 . Repeat steps 4 & 5 to add the Creator, Description and Date fields.

7 . In the Required Metadata field, select Add Row.

8 . Choose Rights for the field name. This will require staff to input a copyright statement when adding an asset.

9 . Select OK.


To add a new metadata template or copy an existing template, use the Add Metadata Template and Copy features:

Adding an Asset by Referencing a URL

Your digital files do not have to be uploaded to the Portfolio server. You can instead use a URL to reference an asset at its existing location on the Internet.. For example, you might keep photograph and other digital files on another server.

T o a d d a n a s s e t w i t h a r e f e r e n c e d U R L :

1 . From the Manage Assets menu, select the Photographs folder.


3 . Enter a Name for the asset (e.g., Courthouse map).

4 . Keep the Status as Staged.

5 . Enter keywords describing this document. These keywords are seen when browsing assets within a room.

6 . Within the Asset Source area, select the URL radio button.


7 . Enter the URL of the asset. In this example, we are referencing an asset that resides on the Wikipedia website.

8 . Now scroll down to the Metadata area. Notice how you are using your Default Template:

9 . For the Rights field, type public domain.


1 0 . For the Title field, type 1840 Map of Huntsville, Alabama.

1 1 . For the Creator field, type John LaTourrette.

1 2 . Enter a description into the Description field.

1 3 . Enter the Date (e.g., 1837).

1 4 . Now select OK.

When you hover over an asset with a linked URL, a thumbnail will not appear.


Publishing Assets

When you are ready to make assets searchable for your public users, you first will need to publish your assets.

T o p u b l i s h a s s e t s t o y o u r p u b l i c ( f o r s e a r c h i n g p u r p o s e s ) :

1 . From the Manage Assets menu, edit your Local History folder.

2 . Change the Status to Published.

3 . Select the Cascade Status to Child Assets and Folders checkbox.


4 . Select OK. You will now see the folder and asset names in bold. This signifies that the assets are published.

Indexing Asset Metadata

Published assets are marked for indexing. To index asset metadataincluding the body of files like PDFsyou will need to setup the SD_ASSET_EXTRACTOR task.

T o i n d e x a s s e t m e t a d a t a :

1 . From the navigation pane, select Manage Scheduled Tasks.


2 . Select Manage System Tasks.

3 . For the SD_ASSET_EXTRACTOR task, select Run Task.

4 . Select OK.


To see if a task has completed, just sort the tasks by Name or Status. This will refresh the screen.

To learn more about what asset data is harvested and indexed, please refer to the Portfolio help topic, Understanding system tasks.


Searching Assets

To keyword search your assets, you will need to be in a search profile. A search profile is akin to a website where your library users can search and view your institutions Portfolio assets. This example demonstrates how to access the default Portfolio profile and search for an asset.

T o S e a r c h f o r A s s e t s W i t h i n a S e a r c h P r o f i l e :

1 . Log out of the Portfolio admin console.

2 . From the web browsers address bar, change the end of the URL from /client/login to /client/default.


3 . Press Enter.

4 . Change the search target to Asset Search. Note that you could leave the search index set to Everything, which would search both assets and your librarys bibliographic material.

5 . Enter a search term (e.g., courthouse).

6 . Press Search.


7. To view an assets details, select a title from the list (e.g., Huntsville Courthouse Square 1864). The details screen will display as a pop-up in the current browser window:

8. To view the image itself, click on the URL for File field:

9. To close the asset, close the browser tab in which it opened.


10. To return to your search results, close the details screen pop-up by clicking the X in the upper right-hand corner:

To browse collections in a Portfolio search profile, you will need to create rooms that correlate to specific asset folders. This will be covered in a later chapter.


More Asset Options Within the Portfolio admin console, you can import a collection of local assets as well as data from another institution. Its also possible to export a collection of assets you have created.

In this section you will learn to:

Upload PDF and other digital files.

Import metadata from another server via OAI-PMH.

Export a Portfolio collection.

Import a collection of metadata and assets.

Recover deleted assets.

Remove assets permanently.

Manage Media Types.

Uploading a File with Text

SirsiDynix Portfolio will index the text of .pdf, .txt, .rtf, doc., docx., .xls and .xlsx files. You can also add metadata manually in order to help aid library users searching these assets.

T o u p l o a d a P D F f i l e :

1 . From the Portfolio admin console, select Manage Assets.

2 . Select the folder in which you will place the asset.


3 . If necessary, create a folder then select it in order to organize a different set of assets (e.g., Documents).


5 . Type the Name of the Asset.

6 . To mark the asset for searching, select the Published status.

7 . Enter any relevant keywords.


8. Use the Browse button to find a PDF, then select Open.

9. In the Required Metadata field, enter any required values (e.g., Rights).

10. Fill in any desired metadata fields.


11. Select OK.

12. To view the asset metadata, click on the name of the asset. For PDFs, some of the metadata fields may be filled in automatically.


13. To view the asset from the admin console, select View Asset.

For optical character recognition scanning (.jpg, .gif, .tiff, .png or .bmp files), be sure to select the Include OCR text for searching box. For the best OCR scan results, text in images should be straight, clear and not include graphics or background images.

Exporting a Collection

Portfolio also allows you to export a collection of assets. The exported folder will contain the metadata and folder/asset structure in xml format as well as the digital files that reside on the Portfolio server.

T o e x p o r t a c o l l e c t i o n :

1 . From the Manage Assets menu, select Import/Export Assets.


2 . Select Export Assets.

3 . Type an Export Name (e.g., Local History).

4 . If you have designated some of the files for OCR scanning, select the Export OCR settings checkbox.

5 . If your assets contain security settings, select which security settings to include in the export.

Security settings for SirsiDynix Symphony customers will be covered in the Managing Security section.


6 . Choose the folder you wish to export.

7 . To export the subfolders of your selected folder, leave the Depth of Subfolders (Blank for All) field as is.

8 . Select OK.

To refresh the Export History screen (if your Download Report icon isnt enabled), select the Task Name sort option.

9. To download the exported collection, select the Download Report button.


10. Select Save.

11. Select Save again.

12. Select Close.

Understanding the Exported Collection

Your exported collection will be a tar.gz file. To examine the contents, you will need to use a utility such as ZipGenius or other program that unzips files.

While examining the exported files is not necessary, doing so can provide useful insights into the XML structure that Portfolio uses to encode metadata.

T o e x a m i n e y o u r e x p o r t e d c o l l e c t i o n :

1 . Navigate on your PC to the place where the exported data residesyour desktop, for example.

2 . Right-click on the .gz file.


3 . Choose a program to unzip your file, and then select Extract here, to filename.tar.

4 . Double-click on the folder that gets created.

The resources.xml file will contain your metadata. The metadata is in a DaXML (Digital Archiving) format. Here is an example of the Local History folder itself:

-

-

124


-

LOCAL

-

PUBLISHED

-

Local History

-

ROOT

This is the xml data for our Courthouse Square asset:

126

-

LOCAL

-

PUBLISHED

-

Huntsville, courthouse, 19th century

-

Courthouse Square


-

125

-

public domain

-

Courthouse Square, Huntsville, Alabama, 1864. Federal troops occupy the Courthouse Square in 1864. The soldiers reportedly tore down the North Alabama College to construct their winter quarters using brick from the college. The Old Northern Bank of Alabama is visible in the left of the photograph.

-

1864

-

Unknown

-

Huntsville Courthouse Square 1864

-

Huntsville_Courthouse_Square_1864.jpg

-

9e39505c-f642-40aa-ae39-061abb15940f


-

jpg

Notice how the IMAGE tag contains the name of the digital file. If you wanted to import a collection of assets, your xml data would need IMAGE tags to reference the digital files.

-

9e39505c-f642-40aa-ae39-061abb15940f

Assets whose digital files were not uploaded to the Portfolio server will be referenced in URI tags:

http://upload.wikimedia.org/wikipedia/commons/f/fc/1840_Map_of_Huntsville%2C_Alabama.jpeg

Importing an Asset Collection

To import an asset collection, you will need a resources.xml file containing the metadata and file structure as well as references to the digital files themselves. The resources.xml file and digital files will also need to reside in a .tar.gz folder in order to be imported successfully.

T o i m p o r t a n a s s e t c o l l e c t i o n :


2 . Select Import Assets.


3 . Select Browse to choose a file to process. Your file must include the xml metadata and digital files and be compressed into a tar.gz format.

4 . Select Open.

5 . Select the Root folder to place the Local History folder underneath the Root folder.


6 . Keep the Import All Records Automatically radio button selected.

7 . Optionally, you could choose to Review Each Record to verify that the metadata loaded.

8 . Select Next.

9 . Confirm that the import was successful.

Currently, the import functionality cannot overwrite existing folders and assets.

Deleting a Folder

You may need to delete folders occasionally. For example, when importing a collection existing folders and assets are not overwritten. In this case, you would need to delete a duplicate folder.

Deleting a folder will also delete any subfolders and assets within that folder.


T o d e l e t e a f o l d e r :

1 . From the Manage Assets menu, select the asset you wish to delete. This could include a folder.

2 . Select the Delete button.

3 . Select Delete.

Deleting an Asset

You can also delete unnecessary assets. To delete an asset, follow the same general steps as deleting a folder.

T o d e l e t e a n a s s e t :

1 . Drill down within a folder to the asset you wish to delete.


2 . For the asset in question, select Delete.

3 . Select Delete when asked to confirm.


Restoring a Deleted Asset

When assets are deleted they are moved to a recycle bin. You can restore assets and folders to their original directory location if necessary.

T o r e s t o r e a d e l e t e d a s s e t :

1 . From the Manage Assets menu, select Manage Deleted Assets.

2 . Select the asset or folder you wish to restore.

3 . Select Restore.

4 . Select Restore again.


5 . To return to the assets, select Manage Assets.

Removing Assets Permanently

Occasionally you will need to clear out your deleted assets permanently from the Portfolio system. This will save disc space, which can be reserved for other assets.

T o r e m o v e a s s e t s p e r m a n e n t l y :

1 . From the Manage Assets menu, select Manage Deleted Assets.

2 . Select the asset or folder you wish to delete permanently. In this case it is a collection for which we have a duplicate.

3 . Select Delete Permanently.

4 . Select Delete when the Confirmation window appears.

5 . To return to your assets, select Manage Assets.


Harvesting Assets from an OAI-PMH Source

You can also harvest metadata from another institution, including updates to another institutions collections. You can then search this metadata in Portfolio.

This ability to share metadata is possible through a standardized mechanism called OAI-PMH (Open Archives Initiative Protocol for Metadata Harvesting). Portofolio can harvest metadata from sources that adhere to this standard.

The OAI-PMH harvesting process described here does not import the asset file itself to your Portfolio server. Only the metadata is imported. However, if the harvested metadata has a valid URL to the asset, your users should be able to search and view the asset as if it were your own.

For more information on the Open Archives Initiative, please refer to http://www.openarchives.org.

T o h a r v e s t a n O A I - P M H s i t e :


2 . Select Manage OAI-PMH Harvest Sites.

3 . Select Add Site.


4 . Type the name of the institution whose data you wish to mine (e.g., British History Online).

5 . Supply the URL for harvesting data from this site (e.g., http://www.british-history.ac.uk/oai/oai.aspx).

6 . Make sure the Root folder is selected.

7 . Select OK.

8 . To harvest all site data, select the Harvest All Assets button.

9 . Select OK.

1 0 . To refresh the screen, select Name.

1 1 . To see your new assets, select Manage Assets.

1 2 . Click on the new folder that appears, drilling down between folders to find your assets.


To search for OAI-PMH harvest data, you will need to run the SD_ASSET_EXTRACTOR task. You can also assign this new folder to a room so that library users can browse this collection.

Managing Media Types

When you catalog an asset in Portfolio, the system examines the file extension of the asset to determine its media type. The media type of an asset determines:

the media type icon displayed next to the asset in the search result screens.

how the file is to be opened (viewed, downloaded, or streamed).

Portfolio is delivered with media types for most types of digital media. However, if you decide to catalog assets with a file suffix not yet recognized by Portfolios delivered media types, you should create a new

media type for that asset.

For example, say you upload some PowerPoint presentations into Portfolio (which typically have either a .ppt or .pptx file extension). Unless a media type has been configured for PowerPoint documents, the results may look like this:


In these cases, you should create a new media type to accommodate the file extension. This will allow you to assign an icon, and also determine how the file is handled when the view asset link is clicked.

Each media type is also assigned an opening action for the file. The

appropriate action largely depends on the type of file.

View is often used for files where web browsers commonly have a built-in viewer (such as PDFs and image files).

Stream is a good choice for audio/video files.

Download will simply trigger the browsers file download process. It is then up to the user to find a program to open the file.

The example below will illustrate this process by creating a PowerPoint media type that handles both .ppt and .pptx extensions. The media type will apply a download action when the file is viewed.

T o c r e a t e a n e w m e d i a t y p e :

1. From the navigation pane, select Manage Assets.

2. Click on Configure Asset Management.

3. Select Manage Media Types.


4. Click Add Media Type.

5. In the Code field, enter a short code for the media type (such as POWERPOINT.

6. Fill in a name. The name will be visible in the search results if your display shows the medai type field.

7. Using the File Uploading group at the bottom of the screen, browse to your icon for the media type, and then click the Upload button. The URL to the uploaded file should display as follows:

8. Copy the URL to the uploaded icon, and paste it into the Icon URL box.

9. In the Extensions box, type ppt (do NOT put a . before the letters), and click Add.

10. In the Extensions box, type pptx (do NOT put a . before the letters), and click Add.

11. In the Action box, select Download.


12. The Internet Media Type is only filled in when you are using the Stream or View actions. In those cases, you supply the official internet MIME type value (such as application/pdf, or image/tiff), which tells the system

how to open the file. In this case, we selected a Download action, and will skip this field.

13. Click OK to finish. You must re-index your assets (the SD_ASSET_EXTRACTOR task) before the new media type can affect the display/action of existing assets.


Managing Rooms Rooms allow library users to browse through one or more asset collections. In addition to assets, you can also add text and graphics within rooms.


Enable rooms functionality for a search profile.

Create rooms to replicate the asset directory.

Add assets to a room.

Browse through rooms to find assets.

Add text to rooms describing your collections.

Index rooms text.

Enabling Rooms Functionality

Rooms functionality is enabled per search profile. If you turn on rooms for a specific profile, you can also define a specific layout for the rooms columns.

T o e n a b l e r o o m s f u n c t i o n a l i t y f o r a s e a r c h p r o f i l e :

1 . From the Portfolio admin console, select Manage Rooms.


2 . Select a search profile (e.g, DEFAULT).

3 . For the Home Room, select the Edit Room button.

4. Select a Layout for the Home Room (e.g., Three Columns).


5. Select OK.

Adding a Room

To mimic the directory structure of your asset folders, you will need to create one or more rooms.

T o c r e a t e a r o o m :

1 . Click on the Home Room (this is the initial search screen for Portfolio).


2 . Select Add Room.

3 . Type Local History for the Title.

4 . Select OK.

5 . For the new Local History room, select the Visible checkbox. This means the room will now appear when accessing the DEFAULT search profile.

6 . Now select the Local History room, since we want to add another room underneath the Local History room.

7 . Select Add Room.


8 . Type Photographs for the Title.

9 . Select OK.

1 0 . Repeat steps 7-9 for the Documents folder.

1 1 . Select the Visible checkbox for both rooms you have created.

Assigning Assets to a Room

You will also need to assign an asset folder to a room. This will allow specific assets to appear when a user clicks on a room.

T o a s s i g n a s s e t s t o a r o o m :

1 . For the Photographs room, select the Assign Assets button.


2 . Drill-down from the Root folder until you can click on the Photographs folder.

3 . Select OK.


4 . Repeat the previous steps for the Documents room, making sure to select the Documents folder.

Browsing through Rooms

When library users access the search profile, they can now browse though the assets using the newly created rooms.

T o b r o w s e t h r o u g h y o u r r o o m s :


2 . From your web browsers address bar, connect to the search profile in question.


After you connect to the search profile, you may need to use your browsers Refresh button in order to see the new rooms layout.

3 . Select the new Local History room.

4 . Select the Photographs room. Your assets will then display at the bottom.

Any new assets you add to the Photographs folder will be seen immediately in the Photographs room.

Adding Content to your Rooms

You may also want to add text and links to your rooms. For example, you might populate a rooms column to explain more about navigating through the librarys assets.

In this example, well add some text to the home room.

T o a d d t e x t t o y o u r r o o m s :

1 . From the admin console, select Manage Rooms.

2 . Select the DEFAULT or other search profile.


3 . Click on the Home Room.


4 . For the Local History room, select the View and Edit Content button.

5 . For the column in which you wish to place text, select Edit.

6 . Add your text to the column. The WYSIWYG editor allows you to choose font and size, add bulleted lists, create hyperlinks, and more.

7 . Select Save.

8 . Continue to add text to other columns as necessary. For example, you might create a More Resources column on the right.


9 . To create a hyperlink, hover over the desired text then select the Insert/Edit Link button.


1 0 . Insert the URL into the Link URL field and select the Target Open in new window (_blank).

1 1 . Select Insert.

1 2 . Select Save.

1 3 . To close out of the Room Viewer, select the Close button.


1 4 . Select OK.

1 5 . To preview your changes as a library user would, log out of the admin console and go to the search profile in question.

Indexing Rooms Content

Similar to indexing asset metadata, you will need to run the SD_CONTENT_EXTRACTOR indexing task to search the text of a room.

T o m a k e r o o m s t e x t s e a r c h a b l e :

1 . From the admin console, click on Manage Scheduled Tasks.



3 . For the SD_CONTENT_EXTRACTOR task, select Run Now.

4 . Select OK.

5 . Click on the Name column to refresh the screen and update the status, trigger, and last run information.

The SD_CONTENT_EXTRACTOR task will automatically trigger the SD_CONTENT_IMPORT and SD_CONTENT_INDEX tasks. For more information, refer to the help topic, Understanding system tasks.


Assigning a Search Target

To make the text of a room searchable for a specific profile, you must also assign the Rooms Content Search target to your profile.

T o a s s i g n a r o o m s t a r g e t t o a p r o f i l e :

1 . From the admin console, select Manage Profiles.

2 . For the search profile in question (e.g., DEFAULT), select the Enable Search Targets button.


3 . Choose Rooms Content Search from the Available column.

4 . Select the right-facing arrow.

5 . Select OK.

6 . From the navigation pane, select Refresh Cache.

For any child rooms in which you are adding text, make sure the Available checkbox is selected. This is configured in the Manage Rooms menu. By default, the Available checkbox is selected for the home room.


Searching Rooms Content

When the Rooms Content Search target is assigned to a profile, you can search the text of a rooms column. If you do an Everything search, then you would be searching both rooms text as well as the assigned assets (i.e., Asset Search target).

T o s e a r c h r o o m s c o n t e n t :


2 . Access the DEFAULT or other Portfolio search profile.

3 . For the search target, select Rooms Content Search. Alternatively, you could use the Everything search.

4. Enter a search term and select Search. In this example, we found a result based on the table of contents we typed within the right-hand column of the Local History room.


5. To access the room, select the title from the results list.


Managing Security Like Enterprise, Portfolio has a security model for the Administration tool that is based on privileges, roles and accounts. This chapter will discuss two aspects of security unique to Portfolio:

Privileges that are specific to asset management.

Applying security to assets (for systems with Accountability enabled on the SirsiDynix Symphony ILS).


Create roles with proper privileges.

Assign accounts to your roles.

Use authentication servers to assign security to assets.

Creating Custom Roles

A role is a bundle of privileges that define what a staff members account in the Administration tool can do. By default, Portfolio is delivered with System Administrator and Profile Administrator roles that you can

assign to your accounts. These roles are also present in Enterprise, and are discussed in the Enterprise Administration guide.

In addition to these two roles, you can add roles of your own that are tailored to actual jobs in your library. While this is also possible in Enterprise, be aware that there are privileges unique to Portfolio you should consider.

For example, what if you have a co-worker who should be able to catalog assets in Portfolio, but have very little access to other administrative functions? In that case, you should start by defining such a role.


T o c r e a t e a c a t a l o g i n g r o l e :

1. In the Admin tool, access the Manage Security menu:

2. Select Manage Roles:

3. Select Add Role:

4. In the Code field, add a short code for the role.


5. In the Name field, provide a descriptive name for the role.

6. Assign privileges to the role by moving them from the Available list to the Selected list. In this example, the following privileges were selected:

7. Click OK to save the role.

For detailed explanations of the various privileges, see the help topic Fields: Add/Edit Role.


Assigning Users to a Role

Just as in Enterprise, once your roles are defined, you can create accounts and assign them to a role. The assigned role will determine what the staff member can access when they log into the Portfolio Administration console.

The simple version of this procedure mirrors that of Enterprise: you

assign the role during either the creation or editing of a user account (under Manage Security -> Manage Accounts):

There is one optional additional issue with Portfolio: asset security, which is discussed next.

Optional: Securing Assets through Symphony Accountability

An additional consideration in Portfolio is an option to assign security to assets. Asset security is possible if all three of these conditions are met:

The Symphony ILS has the Accountability module enabled.

You have a Web Services Authentication Server pointed at your Symphony ILS.

Your Portfolio user account is linked to an external Symphony user record.


Some commentary on each of these points:

Accountability

Accountability is a separate module option in Symphony. The activation and setup if this module is beyond the scope of this guide. However, the enabling of this module is a key ingredient to securing assets via User Access and/or Accountability policies. You will see these security options while cataloging assets. You can also create additional Clearance, Restriction and other Accountability policies within the WorkFlows staff client.

For more information on configuring Symphony Accountability, see the Java Workflows topic Getting Started in Accountability.


Web Services Authentication

Because asset security is based on Symphony policies (User Access and Accountability-related policies), the Portfolio system must be able to communicate with the Symphony ILS. This is done by configuring a Symphony Web Services Authentication Server (Symphony Web Services is required in order to do this).

The Web Services Authentication Server setup can be done in Portfolios

Manage Security -> Manage Authentication Servers menu:

Note that the Administrative Symphony Account ID field is referring to

a Symphony user record. In the screenshot seen above, the user entered is ADMIN. Within Symphony/WorkFlows, this users User Access

policy must have the Accountability Operator checkbox selected, so that Portfolio accounts in general can access Access Level and Accountability-related policies.


While SIP and LDAP are two other authentication options, only Symphony Web Services Authentication will allow for the securing of assets through the Symphony Accountability module.

Linkage to an External Symphony Account

Once the first two conditions are metthe Accountability module is enabled in Symphony and Web Services is pointing to the Symphony ILS--then the Portfolio admin console account must be linked to a Symphony user record.

This linkage determines to what extent the Portfolio user working with the admin console can assign security. For example, if your Portfolio user account is linked to a Symphony user record tied to a staff User Access policy, the account would be able to assign assets to the staff, public, and extended public levels, but not to the supervisor or

administrator levels. If this STAFF user also was linked to particular Accountability policiesspecifically Clearance and Restriction policiesthe corresponding Portfolio account would be able to add those same policies to an asset.


The linking of a Portfolio account to a Symphony account is done in the last section of the create/edit account screen under Manage Security -> Manage Accounts:

Another example seen in this particular screenshot is of a Portfolio account being tied to the ADMIN user record in Symphony. Since this admin user in Symphony is tied to a System Administrator User Access policy, the Portfolio user account could assign any User Access level to an asset during cataloging.

Symphony:


P o r t f o l i o :

Because this ADMIN Symphony user is also tied to specific Accountabiity policies, then the corresponding Portfolio account would also be able to add those same policies to an asset:

Symphony:


P o r t f o l i o :

In the example below, well create a Portfolio account called cataloger, and link the account to our Asset Cataloger role created earlier. Also, well assume that this system is configured for asset security, and set the

users external account to the TECH user record on the Symphony ILS.


T o c r e a t e a n d a s s i g n a u s e r a c c o u n t t o t h e C a t a l o g i n g r o l e :

1. In the Navigation pane, select Manage Security:

2. Select Manage Accounts:

3. Select Add account:


4. In the Add Account screen, fill in the fields similar to the following:

5. In the Role drop-down, select the Asset Cataloger role created previously:

6. In the External Account Settings section, we will link this Portfolio user to a Symphony user record. In this example, lets assume our Symphony system has a user record with a user_id and PIN of TECH. Fill in the username and password / confirm password fields accordingly:

7. In the External Authentication Server drop-down, select an authentication server that is based on Symphony Web Services.

8. Click OK to save the user.


9. Click Log Out.

10. Log in as your new user:

11. Your administration options should reflect those of your users assigned role:


The corresponding user record in SymphonyTECHmight have Accountability settings similar to ones in the screenshot seen below. These would be the settings the corresponding Portfolio account could add to assets:

S y m p h o n y :


P o r t f o l i o :


Assigning Security to Assets (optional)

If your Portfolio and Symphony ILS have been properly configured to allow for asset security (see earlier in this chapter), and you have set up a Portfolio account properly linked to a Symphony user record (see the preceding section), you will be able to secure assets while logged in as that user.

T o a p p l y s e c u r i t y t o i n d i v i d u a l a s s e t s ( i f a p p l i c a b l e ) :

1 . Select Manage Assets.


3 . Fill in the required fields and upload a digital file if necessary.

4 . Scroll down to the Security Settings area.

5 . Choose an Access Level. A library users card will have to meet security level in order for the user to view the asset. Note that if you are planning to assign an Accountability Clearance, you must select a minimum level of Public (Patrons) for this field.

6 . If available, choose a Minimum Clearance value. A library users card will have to meet or exceed this clearance in order to view the asset, and the


Portfolio account will only see Clearance policies at their assigned permission level (e.g., SECRET) and below.

In order to assign a Clearance value, you must have selected an Access Level of at least Public (Patrons).

7 . If available, choose one or more Need-To-Know, Restriction and/or Citizenship policies. These are additional security layers the library user must meet in order to view the asset. Note that the Portfolio account will only see the Restrictions specifically assigned to that accounts corresponding user record.


8 . Select OK.

L o g g i n g i n t o v i e w s e c u r e a s s e t s

In order for the end user to view assets with either Accountability or User Access settings, the user must be logged in to Portfolio with a Symphony user record:


The user records User Access and Accountability levels must also meet or exceed the same levels as the asset.

Example Symphony user record:

If the user record doesnt meet all the Restrictions tied to an asset, or if the user records User Access or Clearance do not meet or exceed the asset, or

if the user record doesnt include at least one of the Need-to-Know or Citizenship policies tied to the asset, the user will see this message:

The same is true if the user isnt logged on to Portfolio using her user

record.

For assets within a Room, the same concepts apply for seeing secure assets. You wont see an asset within a room if your user records Access Level and Clearance do not meet or exceed the Access Level and Clearance of the asset. The user record must also meet at least one of the


Citizenship and Need-to-Know values in the asset in order to see the asset within a room.

If the user is not logged in, or if the user record doesnt meet any of the

security conditions of assets within a room, the room will be empty:

For more information on assigning assets to a room, refer to the Assigning Assets to a Room section.

S e c u r e d A s s e t s a n d R e q u i r e d A u t h e n t i c a t i o n

Assets that are secured via Accountability cannot be searched or browsed until the user has logged in with Symphony credentials that are authorized for those assets. Prior to logging in, the user would not have a realistic idea of what the available assets are, as they could only see those that have not been secured.

Since logging in is required for users to view secured assets, many sites may opt for required authentication, where logging in is mandatory before any searching or browsing can be done on the system.

In a profile set up for required authentication, a user will see the following message if they attempt to use the system prior to logging in:


T o S e t U p R e q u i r e d A u t h e n t i c a t i o n f o r a P r o f i l e

1. In the Navigation Pane, select Manage Profiles.

2. Select the Edit button:


3. In the Security Options group, make sure the Authentication Required box is checked:

4. Make sure the Username Field Label is populated with an appropriate label for each language your profile is using.

5. If your system uses a PIN/Password for secondary authentication, make sure the Show Password Field box is checked, and the Password Field Label is populated with an appropriate label for each language your profile is using.

6. Click OK to save your changes.


Other Administrative Tasks

Outside of asset management, nearly all admistrative tasks in Portfolio are identical to those learned in the Enterprise Administration class. Rather than re-teach all of the concepts in the Enterprise Administration class, this chapter will focus on concepts where digital assets allow for some new applications of familiar ideas.


Configure the Search Result and Detail displays for assets.

Apply facets.

Make digital assets available as a search target

Create and apply search limits for assets.

Index digital assets.

Managing Search Result Displays

As a Portfolio administrator, you can determine which fields appear in search results and detailed displays. Display configuration is target-based and all search profiles using a modified target will be affected.

T o c h a n g e t h e s e a r c h r e s u l t d i s p l a y f o r t h e S D _ A S S E T t a r g e t :

1 . From the navigation pane, select Manage Displays.


2 . Select Manage Search Result Displays.

3 . For the Asset Search target, select Edit.

4 . Select Next.

5 . From the Available column, choose a Search field to display (e.g., File Size) then select the right-facing arrow.

6 . If necessary, use the Up or Down arrows to move your new display field.


7 . Select Finish.

8 . Repeat the previous steps for other search targets whose search results you wish to modify (e.g., Library Search).

9 . To add or change the labels of your search results, select the Configure Fields button.

1 0 . Select a search field (e.g., Author).

1 1 . Enter a Name for the search field. This will be the label.


12. Uncheck the Adjacent to Previous Field checkbox. This will make the Author field go on its own separate line.

13. If configuring labels for another language, choose the language then enter the label again.

14. Select Finish.

15. Repeat steps 9-14 for any other Asset Search labels you wish to create/edit.

16. Repeat steps 9-14 for any other targets labels you wish to edit (e.g., Library Search).

17. To put you changes into effect, select Refresh Cache from the navigation pane.

18. To see your changes, select Manage Profiles then preview a particular profile.

19. Enter a search term and press Search.

1 0 0 S i r s i D y n i x T r a i n i n g

Managing Detail Displays

To configure the fields seen when selecting a title, you follow the same basic steps as with search result displays.

T o c o n f i g u r e t h e o r d e r i n g a n d l a b e l i n g o f d e t a i l d i s p l a y s :

1 . From the Manage Displays menu, select Manage Detail Displays.

P o r t f o l i o T r a i n i n g G u i d e | 1 0 1

2 . For the ASSET_DEFAULT display, select Edit.

3 . Select Next.


4 . Select from the Available column the fields you want to display when a person views Portfolio data in detail. (For example, choose Format.)

5 . Reorder the fields in the Selected column as desired.

6 . Select Finish.

7 . Repeat the previous steps for any other detail displays (e.g., ILS_DEFAULT for library catalog data).

8 . To create/edit the labels in a detailed display, choose the Configure Fields button.

9 . Select a search field (e.g., Asset Name) then select Next.


1 0 . Create or edit the name as desired.

1 1 . If configuring labels in another language, select the language then enter the label in that language.

1 2 . Select Finish.

1 3 . Repeat the previous steps for other search targets as necessary (e.g., ILS_DEFAULT).

1 4 . From the navigation pane, select Refresh Cache. Your detail displays will now contain any new fields and labels:


Applying Facets

You can add pre-defined facets for your new profile. A facet is a way to limit your search results and will appear on the left side of the search profile once you have performed a search.

In Portfolio, there are delivered facets based on the Dublin Core metadata fields you may consider adding to your profiles.


T o d e f i n e t h e f a c e t s f o r y o u r s e a r c h p r o f i l e :

1 . From the Manage Profiles menu, choose Configure Facet Display from the Select drop-down:

2 . Select the Media Type facet, then use the right arrow to move the facet into the Selected column. This will limit search results by an assets media type.


3 . Using the Move Up and Move Down arrows, reorder the facets as desired. This will be the order of the facets within the search profile.

4 . Select OK.

5 . From the Navigation Pane, choose Refresh Cache.


This is how the facets will now look when using your search profile (note that External refers to URL-referenced assets):


Choosing Search Targets

Recall that search targets are what you search against in Portfolio. This could include ILS data, Rooms content, and Library Favorites websites. With Portfolio, you also have the Asset Search target you can assign to

your profiles target lists.

First, the system administrator may want to determine which targets a profile administrator should be able to choose from. For example, say that you, the system administrator, know you will not be using the PDF Search and DiXML targets. Rather than simply hoping your profile administrators will be mindful not to display those targets, you can actually make those targets unavailable to a profile administrator, so

that selecting them is not possible without logging in as a system administrator.

Once the availability has been determined, the next step is to select the targets to display for each profile. When profile administrators log into the admin tool, they will be able to select/deselect only those targets that have been marked as available to them.

The example below will demonstrate setting both the availability and selection of search targets. Be aware only system administrators will be able to perform steps 1 and 2 in the following procedure.


T o s e l e c t s e a r c h t a r g e t s f o r y o u r s e a r c h p r o f i l e :

1 . From the Manage Profiles menu, choose Select Search Targets from the Select... drop-down:

2 . Move to the Selected column those search targets you wish to make available to a profile administrator for this search profile. This does not yet turn on the targets for the library userit only makes them available as selections for individual profile administrators.

3 . Select OK.


4 . To enable search targets for the library user, select the Enable Search Targets button.

5 . Select any targets you wish to enable or disable. For example, well remove the Library Favorites Search for this profile:

6 . Select OK.

7 . From the navigation pane, select Refresh Cache.


Now when you return to your search profile and select the target drop-down arrow, you will see new available search target.

Adding a Search Limit

Search limits allow your users to apply qualifiers before searching. For example, you might set up a Photograph search so that users are

searching just the photograph related assets but not all assets as a whole.

T o s e t u p a s e a r c h l i m i t b a s e d o n a s s e t d a t a :

1 . From the navigation pane, select Manage Search Limits.


2 . Select Add Search Limit.

3 . Choose a search field related to asset data. In this example, we will choose Media Type.

4 . Select contains for the Operator field.


5 . Type jpeg for the Value.

6 . Select Build Operand.

For information on what values to enter for Media Type, refer to Manage Assets >> Configure Asset Management >> Manage Media Types. This menu will be covered later in this section.

7 . Type tiff in the Value field.

8 . Select Build Operand.


9 . Within the Expression Builder, select the OR operator.

1 0 . For the second Operand, choose MEDIA_TYPE contains tiff.

1 1 . Select Build Expression.

1 2 . Within the Search Limit area, type PHOTOS for the Entry Code.

1 3 . Type Photograph asset search for the Name.


1 4 . Select the OR expression you just built.

1 5 . Select OK.

To learn about search limits for ILS data, please refer to the manual, Enterprise 4.1 Administration.

Re-indexing Target Data

When you create a search limit, you must re-index its target data. In the case of the MEDIA_TYPE search field, that target would be SD_ASSET.

T o r e - i n d e x a s s e t d a t a :



3 . For the SD_ASSET_EXTRACTOR task, select Run Now.


Assigning Search Limits

Much like assigning facets or search targets, you will need to assign search limits to one or more search profiles.

T o a s s i g n a s e a r c h l i m i t t o a p r o f i l e :

1 . From the navigation pane, select Manage Profiles.

2 . For the profile in question, choose Configure Search Limits from the Select menu:

3 . Select the new search limit and move it to the right.


4 . Select Next.

5 . Select Next again.

6 . Select Finish.

7 . Since you have made changes to a search profile, select Refresh Cache from the navigation pane.

8. Your new limit will now be available in the search profile:


I nd e x i ng P o r t f o l i o As s e t s

You can set up a schedule for indexing Portfolio assets using the Manage Search Configuration menu. You can also set up a schedule from the Manage Scheduled Tasks menu.

T o s e t u p a n i n d e x i n g s c h e d u l e f o r P o r t f o l i o a s s e t s :



3 . For the SD_ASSET_EXTRACTOR task, select the Reschedule Task Trigger button.


4 . Select Daily for the Frequency and enter time in which the indexing of assets will take place.

5 . Select OK. The next run will show on screen. You can also view completed indexing tasks by running the View History button.

If you are using asset security through Symphony Accountability, you should run the SD_ASSET_EXTRACTOR task while the Symphony server is online.