Omeka‐S (Test) - mgenuardi/TAEP_documentation GitHub Wiki
http://edisondigital.rutgers.edu/
e.g. Digital Humanities Specialist e.g. Metadata Manager
What tasks does the manager do? What prior knowledge should they have?
10/1/21 Looking for prior emails with Joan’s job description
Omeka-S is a free, open source digital library platform that allows users to browse and search digital collections. It also facilitates the creation of digital exhibits. You can read more about it at https://omeka.org/, and read the user manual at https://omeka.org/s/docs/user-manual/.
The Edison Papers uses Omeka-S to create a centralized digital library of all items associated with the project, currently ~154,000 documents that have been indexed over the past 30 years by project staff. The Omeka-S site is referred to as the “digital edition”. In comparison, the original technology used to create the collection was microfilm, so there is a “microfilm edition” which is now available in PDF format on Archive.org, and is being integrated into the Omeka-S site. There is also a “book edition” in which a small subset of documents from each time period are selected and described in book format.
Within Omeka-S, an item is a record that contains metadata as well as associated media, most commonly JPG and PDF files. Item sets at their core are the same as an item - a metadata record. In this case however, the metadata record describes the “set” or “collection”, and you associate one or multiple items with the item set.
| Omeka-S term | TAEP term | Format / note |
|---|---|---|
| Items | Documents and “books” of various types | JPG |
| Item sets | Folders, targets, collections | A group of Omeka-S items |
The basic pattern of a digital library is a group of items organized into collections (aka item sets). When this pattern gets translated to archives, the use of item sets becomes more fluid and less clear. And though it is possible to build structured hierarchies using item sets, that is not the default behavior of item sets, so it requires extra thought and configuration to use in this way.
| Item record | Public/private setting | Can be part of multiple item sets | Can be part of multiple sites | Assigned site resources |
|---|---|---|---|---|
| Item | Item Set | Resource | Site |
In order for a particular item to show up on a particular site, the record must be public, and must be classified in a way that matches the search filter that is set for a particular site in Omeka-S. For example, the filter might be “all items that have Resource Class = Text”, as in the screenshot above.For more information about sites, see Managing Sites.
Navigate to[ http://edisondigital.rutgers.edu/admin](http://edisondigital.rutgers.edu/admin%5D(http://edisondigital.rutgers.edu/admin)) to log in. You will use an email address and password that is assigned to you by a DH specialist or IT staff.
This is the admin screen which is loaded once a user logs in. On the left is a navigation pane, and on the right is your Admin Dashboard. The navigation pane includes a way to search all items and configure each of the components of Omeka-S including sites, items, item sets, users, modules, and site settings.
The descriptions below correspond to the primary sections on the navigation pane that you will be using.
Sites - Clicking on this will open a page that lists the “sites” associated with the collection. Sites are the public facing parts of the collection. From here, you can access and edit existing sites and create new sites. See Managing Sites.
Resources > Items - Here you will find all metadata records that exist within the Omeka-S site. These records may have been imported from the legacy system, or manually created by TAEP staff. The record can simply be a metadata record, without any attached images or other media. However, in the digital edition the majority of records are built around an image which is described by the metadata.
Resources > Items > Media - Here you can find all media (JPGs, PDFs, etc.) that have been loaded to the system. It is not possible to upload a file without a record, and TAEP does not maintain image-level metadata. Therefore, the primary screen to manage records is Items.
Resources > Item Sets - Item sets are collections of items, which in the TAEP collection corresponds to a “folder”. All item sets should have at least one item in them. Item sets have their own metadata record, separate from the metadata associated with each individual item.
Resources > Resource Templates - A resource template is a set of pre-defined Properties to guide Item creation and the interpretation of Properties.
Admin > Users - This area lets you see all user accounts, create new accounts, and reset passwords. Depending on circumstances, you may not have access to this area.
Use the left navigation pane to select Admin > Users to see the list of users who are able to log in to the site.
You can add a new user to the site by choosing the “Add user” button in the top right. Required fields include the users email address, their name (“Display name”), and their role.
After creating the user, you can use the pencil icon next to the account name to reset the password to “Edison1”. Once you click on the pencil (edit icon), choose the Password tab to enter the password and then choose Save.
Once you have created the account and set the password, send the user an email letting them know their login information.
Go to Resources > Items to view all items in the system. Currently, at the time of completing the legacy edition migration into Omeka-S, all items represent documents. However in the future there are many other possibilities for use of items such as notebooks, audio/visual material, or imported Archive.org records.
To see what media is attached to an item, choose the pencil icon next to an item when in Resources > Items, and then navigate to the Media tab.
The associated media (typically, JPGs or PDFs) will show on the left, and their display order can be adjusted by using click-and-drag on the hamburger menu icon at the beginning of each row. Each individual media attachment can also have its own metadata record. On the right, additional media can be attached via direct upload, via URL import (for instance, to a JPG file), and HTML can also be attached (e.g. notes, transcriptions, or other document content that is not in a separate file). Other formats become available depending on which modules are installed on the Omeka-S system.
To edit the metadata for an item, choose the pencil icon next to an item when in Resources > Items, and use the Values tab.
Omeka-S uses the Dublin Core metadata standard to organize information. Refer to the appendix section of this document to review how the Dublin Core fields are utilized to describe different components of an Edison Papers document.
To add or replace media in an item, choose the pencil icon next to an item when in Resources > Items, and then navigate to the Media tab. Use the Add Media pane on the right to choose “Upload” (this is the most common way).
Then, an upload dialog box will appear at the bottom of the media list in the center of the screen and you can select the file to upload by clicking Browse. You do not need to set a title. Choose Save to complete the upload. Note that you can upload multiple files at once.
Once the files are uploaded, if needed, you can re-order them by clicking-and-dragging the hamburger icon to the left of each image. This would most likely happen if you need to remove an existing image and replace it with a new one.
coming soon...
coming soon...
Go to Resources > Items > Media to view all media associated with all items in the system.
Once you have 1000s of files loaded into the system, the only meaningful way to locate a particular file (for instance, to replace or update it) is through Advanced Search.
Go to Resources > Item Sets to view all item sets in the system. Currently, at the time of completing the legacy edition migration into Omeka-S, all item sets represent group locations (GLOCs) from the legacy system - however in the future there are other possibilities for use of item sets to logically group items together.
Choose the triple-dot icon next to a particular item set to expand a listing which provides a hyperlink to the associated items. The items show in the right-hand information pane as a red hyperlink with the number of items.
Note that the hyperlink brings you to a filtered view within the Items area, with a filter to only display the items associated with the particular item set. The filter/search query is shown directly beneath the Items header. Use the browser Back button if you want to return to the prior screen.
Resource Templates allow users to create custom sets of metadata properties that are given a name. Indicating a particular template will automatically include the relevant metadata properties.
Go to Resources > Resource Templates to browse existing Resource Templates.
The Base Resource Template for the Edison papers includes the metadata fields used for all items in the collection. The Base Resource template is included in all Omeka-S installations and includes the metadata fields required by the Digital Public Library of America (DPLA). Additional metadata fields can be added.
Clicking on the three dots next to the name of the field will give details about that field.
In the example above, clicking on the three dots next to the Title label brings up a drawer on the right that gives information about the field, including how many items include the field in its metadata.
Clicking on the “Edit resource template” box opens up a page where the Base Resource items can be edited. Clicking on the arrow by the Dublin Core option brings up a list of properties or metadata fields that can be added to the template.
To edit a property, click on the pencil icon. This will bring up a drawer on the right with options for editing the field.
For the Edison Papers, Dublin Core fields such as “Author” have Alternate labels which can be edited in this window. These are the labels that appear on the website.
Under “Other options” clicking on “Data types” will bring up a pull down menu with an “html” option. Use this for enabling html editing of a metadata field.
This screencast gives further information on using and creating Resource Templates.
coming soon...
coming soon...
coming soon...
coming soon...
Omeka-S is built as a “multi-site system”. Think of Omeka-S as having two distinct and separate areas - the internal system which is used by staff, and the public system which is viewed on the web by users. Internally, there is just one site and one collection of all items and item sets. Externally, you must configure Omeka-S to display a certain set of resources on a particular site. The Edison Papers has one main site acting as the search and discovery interface for the entire collection of documents and folders within the archive. Beyond that, there are plans to use additional sites as exhibits. In the future, it is also possible to build new collections independently from the main document collection, for example Outside Repositories might become its own site, or Motion Picture Catalogs, or Patents.
Choose Sites from the left navigation area to view a listing of all sites. Use the pencil icon to “open” a particular site.
The “main site” is titled “Thomas A. Edison Papers Digital Edition” and is the site that appears when loading https://edisondigital.rutgers.edu/. All other sites would be in a sub-directory, e.g. edisondigital.rutgers.edu/exhibit1.
On the left pane, once you have selected a site via the pencil icon, a new menu appears with options:
| Menu | Available tabs | Description |
|---|---|---|
| Site admin | Info, Settings | Control the site’s URL and site-specific settings, both the Omeka-S built-in settings as well as specific module settings |
| Pages | Create new information pages on the site that augment the search and discovery functions | |
| Navigation | Control the menu which appears on the site | |
| Resources | Items, Item sets | Set the filter which auto-selects the items associated with the site, as well as any particular item sets that are included outside of the item filter |
| User permissions | Choose the user’s role for this particular site, separately from the role set for the internal system | |
| Theme | Edit theme settings | Choose the site’s theme and control any available theme settings |
| Metadata Browse | Choose which metadata fields are clickable in the item metadata |
coming soon...
coming soon...
There are several modules installed which add new functionality or capabilities to the Omeka-S system. The majority of them are “behind the scenes” and should only be modified by a digital architect or information technology staff.
Several of the modules provide useful functionality that is both “visible” and might need to be modified per project requirements.
| Bulk Export | Extensible bulk export and formatter module for admin and public sides |
|---|---|
| Clean URLtroubleshooting | Displays clean, seo and readable URLs like https://example.org/first_collection/dc:identifier, with or without site slug, for resources, sites and pages |
| Hide Propertiesmanaging fields | An Omeka S module allowing administrators to choose properties to hide from public view |
| Metadata Browsemanaging fields | The Metadata Browse module makes it possible to browse all resources that share a value for a particular metadata property. It does this by adding a link below selected properties that reads "See all items with this value". |
| Referencecreating indexes | Add glossary pages and blocks with the alphabetical indexes of specified classes and properties. |
| Universal Viewertroubleshooting | Integrates the Universal Viewer in order to create carousels of virtual books from image files and to display any media file (pdf, audio, video, 3D…) in a unified player. |
coming soon...
coming soon...
NOTE: Relevant for Part 4, Part 5, Part 6, maybe Villard Papers?
coming soon...
coming soon...
coming soon...
coming soon...
coming soon...