Add media and associate it with records throughout Collections

Word docs and URLs (and other digital references) are linked to a record using a field with an Application data type such as Reference (digital_reference (RF)) on the Numbers | Digital references panel. In versions of Collections older than version 1.16, PDFs are also most usefully linked to the digital_reference (RF) field. A field with an Application data type is associated with an application, such as a PDF reader; when, for instance, a .pdf file is linked to such a field it can be opened in a browser tab by clicking the underlined data (typically a file name) in the field:

From Collections version 1.16 onwards it is also possible to link a PDF to a media field (with an image data type) such as Reference (media.reference (FN)) on the Media panel:

Linked this way the PDF can be viewed in the Media viewer:

Note: While it is also possible to link a PDF to a media field like Reference (media.reference (FN)) in versions of Collections older than version 1.16, clicking the underlined file name does not display the document.

In the direct method we create a record in the Multimedia documentation data source and select Upload beside the Reproduction reference (reference_number (FN)) field:

The File Upload box displays allowing you to locate a media file on your device or network and add it to Collections. Complete as much detail as you can about the media (adding a descriptive title (title (TF)) can be useful when linking to the record) and save the record to add the media to Collections:

Note: Details about what happens when you upload media files to Collections (including potential renaming of the file) are covered below.

Any time we want to associate the media with a record in another data source, Persons and institutions for instance, we use the Link option beside a Reference field on the Media (or Reproductions) panel in Record details View:

The Find data for the field box opens in which you locate and select a record in the Multimedia documentation data source to link it to the current record (full details about using the Find data for the field box can be found here):

Now when we view the record in Persons and institutions with the Media viewer, the media displays:

In the indirect method we upload a media file to Collections using the Upload option in a record in another data source, not in Multimedia documentation itself. In this example, the current record The record currently displayed in Record details View or highlighted (with a solid grey background) in Result set View or Gallery View for instance. is in Persons and institutions:

When a media file is uploaded and the current record is saved, a basic record is automatically created for the media in the Multimedia documentation data source, and it is linked to the current record's Reference field:

To demonstrate, we add an image to a record in Persons and institutions:

1. Search for a record and edit it by clicking in the Record details View toolbar (or use the keyboard shortcut, F11)

   -OR-

   Add a new record.

2. Open the Media panel in Record details View:

   

3. Click Upload beside the Reference field to locate a media file on your device or network and add it to Collections.

   The File Upload box will display.

   1. Locate and select a media file.

      Collections 1.11.1 onwards: upload multiple media files simultaneously

      It is possible to upload and link multiple media files to an image or application field at once as long as the media field is repeatable (there can be more than one occurrence If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name (au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once. of the field).

      To select consecutive media files in the File Upload box:

      1. Click the first file.

      2. Press the SHIFT keyboard key and click the last file:

         

      To select multiple non-consecutive media file:

      1. Click a media file.
      2. Press the CTRL keyboard key and click each of the required files:

         

      Important!

      When you click Open in the File Upload box, each uploaded file will end up in its own field occurrence If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name (au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once., but note that it matters which media field occurrence has focus (the cursor is in the field) when you selected the Upload button:

      • If the active field occurrence already contains data, that data will be overwritten with a new link!
      • Subsequent existing media field occurrences will not be overwritten but will move down to accommodate the new links.

        For example, if you have three image field occurrences:

        A

        B

        C

        with the cursor in B and you upload image files G and M, what remains is four occurrences:

        A

        G

        M

        C

   2. Click Open to upload the files:

      

      When a media file is added to Collections a copy of the file is saved to your Collections system (typically to the \images sub folder of your Collections installation, or to a DAMS if your institution is using a DAMS), leaving the original file where it was.

      What happens next depends on your version of Collections:

      Collections versions older than 1.7

      The file name is immediately converted to a Globally Unique Identifier (GUID):

      

      The greyed out text <<New>> displays in the Reference field:

      

      Until the current record is saved (step 4 below) the media file is stored in a temporary holding area.

      If you decide to empty the field or want to link to another Multimedia documentation record instead, you can do so by selecting Occurrence>Remove row from the Record details View toolbar:

      

4. Save the record.

   Saving the record moves the file to your system's storage location (which may be a DAMS).

   Collections 1.7

   At this point a Globally Unique Identifier (GUID) is generated for the media file:

   • If you are not using a DAMS, the GUID file name will display in the Reference field.

   • If you are using a DAMS, the DAMS may generate its own GUID and return it to Collections, and this DAMS GUID will display in the Reference field.

   Collections 1.7.1 onwards

   Rather than converting file names to a Globally Unique Identifier (GUID), it is possible to register the original file name in the media record (it may contain useful details about the media and/or you might want to be able to search on the file name). If this option has been set for your system, Collections will store the file under its original name, either in the file system or in a DAMS (if the DAMS is configured to return a GUID file name however, that file name will display in the Reference field).

   Note: If you are not using a DAMS and the file name already exists in the storage location, a warning will display indicating that A media item with the id ... already exists; the record will not be saved but will remain in Edit mode. In this case you will have to rename the file in Windows Explorer before trying to upload it again (it may be necessary to empty the field first if it still contains <<New>>).

   A new record is created in the Multimedia documentation data source for each uploaded media file, and linked to the current record. Once you save the record, the image will be visible in Media viewer.