Difference between revisions of "Help:Uploading files"

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[[Help:Main|Help index]]
 
[[Help:Main|Help index]]
 
-------------------
 
-------------------
 +
 +
== Using the repository==
 +
The repository is the place where we keep all documents used in Canonbase. Once they are stored in the repository, they can be used in every item of the database and in the wikipages.
 +
The documents are enriched with metadata. These are structured elements of extra information about the files.
 +
* '''Media ID''': the unique number of this file that is used to reference in Canonbase (automatically generated)
 +
* '''Media item''': based on the File type (automatically generated)
 +
* '''Date''': the month the file is entered in the repository (automatically generated)
 +
* '''Project''': to keep a large group of files together, we can assign them to a project. For example, “lighting design” or a magazine.
 +
* '''Source type''': is related to the source types in Canonbase and is mainly used as a help to find a specific type of document
 +
* '''Language(s)''': the language(s) of a document
 +
* '''Creator''': the original creator of the item
 +
* '''Access type''': is the document public, or only available to those logged in to the database? (for example, documents under copyright but allowed to use for research)
 +
* '''Copyright''': the type of copyright licence
 +
* '''Copyright Holder''': the current holder of the copyright
 +
* '''Contributor''': the person that uploaded the file (automatically generated)
 +
Other metadata:
 +
* '''Attached to''': refers to Qid in the Canonbase, not necessary, but useful.
 +
* '''Date taken''': this information is read from exif data in the image itself.
 +
In the future, we will add also:
 +
* '''AltTxt''': a description used for the visually impaired (Image only)
 +
* '''Caption''': a caption that can be used under the image (Image only)
 +
 +
===Logging in===
 +
The repository is a separate application from the database, with a separate login. To login, go to https://repository.canon-project.eu/login and fill in your credentials.
 +
 +
===Browsing the media===
 +
Click on the media library.
 +
 +
You will see a list of files that are available with their Metadata. You can filter and search the media based on the Metadata.
 +
 +
You can select the Metadata you want to see and define how many items you want to see on each page in the screen options.
 +
 +
Hovering over the image or name of the file provides different actions that can be performed:
 +
* '''Edit''': opens the page to edit the Metadata of a single file
 +
* '''Delete permanently''': removes the file and its metadata permanently
 +
* '''View''': shows the original file
 +
* '''Copy URL''': copies a URL to refer to the picture outside the database.
 +
* '''Download''': downloads the file
 +
 +
===Editing the Metadata (single file)===
 +
You can edit the Metadata of a single file by clicking on the file. A new page will open where you can adapt the Metadata. To save the information, click the '''Update button'''.
 +
 +
FIXME – need to add this capability to the WordPress.
 +
 +
Each item in the repository can have a Q number associating it with an item in Canonbase. Add the Canonbase Q number to the repository metadata value Attached To. Over time, these will be connected to Canonbase automatically, or you can do it manually – see Using files in Canonbase below.
 +
 +
===Editing the Metadata (series of files)===
 +
To edit a batch of files, you first need to select the files by ticking the checkboxes to the left of each file you want. You can use the “select all” checkbox (top left of the list) to select all the files shown on the current page.
 +
 +
Next put the metadata to be added in the Add Metadata in Bulk frame at the top of the page, and click apply. All files will be updated.
 +
 +
To remove Metadata, select the files, select the values to be removed and click Remove. For example, if I want to remove the language Dutch in a series of files, I select the files, I select Dutch in the language drop down language and then click Remove.
 +
 +
===Naming of files===
 +
Once a file is uploaded, the name in the url can’t be changed, so before uploading files, check the clarity and consistency of the filenames. Ideally the names represent the content of the file and are understandable for other users.
 +
 +
Avoid using special characters with accents in the file names, as they can cause issues later in the process.
 +
The other fields such as title, caption etc. are all changeable.
 +
 +
(See also naming of files in Canonbase Help files)
 +
 +
===Filetypes and upload size===
 +
Preferred file types:
 +
Allowed file types: (limitations of Canonbase)
 +
The maximum file size is 256 MB.
 +
 +
===Uploading files===
 +
Click Add Media File in the left-hand menu bar.
 +
 +
Fill '''before uploading''' the metadata that are common for all files you upload in this batch. These metadata will be added only to this specific batch.
 +
 +
Drag the files into the upload window or select a series of files.
 +
 +
The files will be added to the repository, including their Metadata.
 +
 +
Check the files you uploaded in the library and adapt or add Metadata that is unique for individual files.
 +
 +
===Adding new Metadata values to the lists===
 +
You can add languages, source types, and projects by clicking the appropriate link and add a value.
 +
 +
Avoid adding too many values to ensure clarity. Please think if it is really necessary to add a new value, or if a combination of metadata will be sufficient to find the files.
 +
 +
===Using files in Canonbase===
 +
To use a file in Canonbase, copy the Media ID and put it in the correct property of the item in Canonbase:
 +
* '''[[Property:P369|Canon documents public ID (P71)]]''' Documents (PDF etc.) for public access
 +
* ''Canon documents private ID (P369)'' Documents for only for private access use – these will not be accessible at all to the public and should be set to Private Access in the repository.
 +
* Canon Image ID (P74) for public images
 +
 +
 +
 +
==OLD==
 +
 +
Files are pictures, documents, videos, 3D objects, ... that are used to illustrate the information in the items. We only use files when they are not available on other sustainable sources or when needed for the functioning of the database.
 +
 +
 +
== Used Properties  ==
 +
1. Repository
 +
Documents are stored at https://repository.canon-project.eu/, CanonBase interact with their id from there,
 +
 +
P71  for documents (PDF etc.) for public public access
 +
P369 for copyrighted documents
 +
P74 for public images
 +
 +
2.
 +
External images with full source url can be used with property P361
 +
 +
3. Other media
 +
P116 Youtube
 +
P351 Vimeo
 +
 +
4. CanonBase site itself
 +
 +
 +
== Uploading files for P24  ==
 +
 +
Images can be uploaded to Canonbase as well with property P24.
 +
Video with P76
 +
 +
To upload a file, go to the "Upload files" page.
 +
* search the file on your computer
 +
* check the destination filename (the name that will be used in the database) and correct if necesery.
 +
* add additional information and provide a summary
 +
* click upload file
 +
* once the file is uploaded, you can copy the filename and use it in the items.
 +
 +
=== Maximum file size ===
 +
 +
* The maximum file size for all document types is 160 MB
 +
 +
=== Updating files ===
 +
If you have a new version of a file, you can upload this, it will be replaced in all items where it is used.
 +
Older versions are kept in the history files.
 +
 +
=== Bulk uploads ===
 +
 +
== copyright issues ==
 +
 +
== metadata and structured data ==
 +
* add creator
 +
* add licence
 +
* add provenance of the document or source
 +
* add creation date and place
 +
 +
== Prefered and allowed document types ==
 +
Some document types are '''prefered''' over others. The reasons for the choice for a specific type are
 +
* sustainability of the type, in other words if the document will still be readable over a long period of time.
 +
* Usability in the wikibase, in other words if the software can handle and show it.
 +
 +
Not all document types are '''allowed'''. This can be because of a high risk, it could damage the system, or it is not usable within the software.
 +
 +
=== Text files ===
 +
'''Perfered file type'''
 +
.pdf
 +
'''Allowed  file type'''
 +
.odt (Open Document Text)
 +
.doc (Microsoft word)
 +
.docx (Microsoft word)
 +
.ps (Adobe Post script)
 +
 +
=== Images ===
 +
'''Perfered file type'''
 +
.tiff
 +
.jpg
 +
.jpeg,
 +
'''Allowed  file type'''
 +
.png
 +
.gif
 +
.bmp
 +
.svg
 +
 +
=== Video ===
 +
'''Perfered file type'''
 +
.mp4
 +
'''Allowed  file type'''
 +
.mkv (container files that support unlimited picture, audio, and subtitle tracks)
 +
.avi
 +
 +
=== 3D ===
 +
'''Perfered file type'''
 +
At the moment, there is not a sustainable file format for 3D objects
 +
'''Allowed  file type'''
 +
.gltf (standard file format for three-dimensional scenes and models)
 +
.glb a standardized file format used to share 3D data
 +
.skp het eigen bestandstype van het gebruiksvriendelijke ontwerpprogramma SketchUp
 +
 +
=== Tables ===
 +
'''Perfered file type'''
 +
None, tables should only be added as table if the information needs to be interactive, filtered, ...
 +
'''Allowed  file type'''
 +
.xls
 +
.xlsx
 +
.ods (OpenDocument Spreadsheet)
 +
 +
=== Presentations ===
 +
'''Perfered file type'''
 +
None, presentations should only be added as presentation if the information needs to be interactive, Otherwise they should be stored as pdf-A
 +
'''Allowed  file type'''
 +
.ppt
 +
.pptx
 +
 +
=== Other ===
 +
* some sector specific files are not usable in the software, for exaple 3D images, showfiles or visualisation software files.
 +
* when these files are not transferable to a prefered document type, they can be added in a zip file
 +
'''Perfered file type'''
 +
none
 +
'''Allowed  file type'''
 +
.zip
 +
 +
== Naming conventions documents ==
 +
All documents are placed in a repositery that so they can be used in multiple places. Therefore we need to give a unique name that makes it possible to find them back.
 +
 +
* name has to be a title without spaces, therefore we use underscores to fill the spaces.
 +
* the name can be given in the upload process, but it is easier to rename them in advance.
 +
 +
=== Images ===
 +
The principle idea is that pictures should have a human recognisable file name that differentiates it from other files.
 +
* '''IMG1234''' is hard to read or understand
 +
* '''John_Doe_portret''' is recognisable
 +
 +
==== Logo's ====
 +
* naming: brand_name_logo
 +
* additional a time span can be added
 +
Example
 +
* ADB_Logo_till_1950s
 +
 +
==== Collection pieces ====
 +
* naming: Collection_collection_number
 +
* when there are multiple pictures, a reference to the exact content can be added
 +
** _top, _back, _front, _detail, _logo, _type_plate, …
 +
 +
Example
 +
* TEAD_0123_front
 +
* KSB_0386
 +
 +
==== Persons ====
 +
For persons, we follow the naming conventions in the items.
 +
* naming: Last_name_Fist_name
 +
* when there are multiple pictures, a reference to the exact content or a number can be added
 +
 +
Example
 +
* John_Doe
 +
* Jane_Doe_early 1960s
 +
* Louis_Inconue_1
 +
 +
==== Buildings ====
 +
For pictures of buildings we follow the conventions of the item
 +
* naming: Country code_city_building
 +
** to find the country code, look up ISO code in the country item
 +
** Use the Enlish name of the city as staed in the item
 +
* when there are multiple pictures, a reference to the exact content or a number can be added
 +
 +
Example
 +
* BE_Antwerp_Bourla_theatre
 +
* BE_Antwerp_Bourla_theatre_House
 +
 +
== Bulk renaming of documents ==
 +
If you need to rename a large amount of documents, you can use specialised software
 +
 +
> example with Excel files

Latest revision as of 12:58, 18 February 2026

Help index

Using the repository

The repository is the place where we keep all documents used in Canonbase. Once they are stored in the repository, they can be used in every item of the database and in the wikipages. The documents are enriched with metadata. These are structured elements of extra information about the files.

  • Media ID: the unique number of this file that is used to reference in Canonbase (automatically generated)
  • Media item: based on the File type (automatically generated)
  • Date: the month the file is entered in the repository (automatically generated)
  • Project: to keep a large group of files together, we can assign them to a project. For example, “lighting design” or a magazine.
  • Source type: is related to the source types in Canonbase and is mainly used as a help to find a specific type of document
  • Language(s): the language(s) of a document
  • Creator: the original creator of the item
  • Access type: is the document public, or only available to those logged in to the database? (for example, documents under copyright but allowed to use for research)
  • Copyright: the type of copyright licence
  • Copyright Holder: the current holder of the copyright
  • Contributor: the person that uploaded the file (automatically generated)

Other metadata:

  • Attached to: refers to Qid in the Canonbase, not necessary, but useful.
  • Date taken: this information is read from exif data in the image itself.

In the future, we will add also:

  • AltTxt: a description used for the visually impaired (Image only)
  • Caption: a caption that can be used under the image (Image only)

Logging in

The repository is a separate application from the database, with a separate login. To login, go to https://repository.canon-project.eu/login and fill in your credentials.

Browsing the media

Click on the media library.

You will see a list of files that are available with their Metadata. You can filter and search the media based on the Metadata.

You can select the Metadata you want to see and define how many items you want to see on each page in the screen options.

Hovering over the image or name of the file provides different actions that can be performed:

  • Edit: opens the page to edit the Metadata of a single file
  • Delete permanently: removes the file and its metadata permanently
  • View: shows the original file
  • Copy URL: copies a URL to refer to the picture outside the database.
  • Download: downloads the file

Editing the Metadata (single file)

You can edit the Metadata of a single file by clicking on the file. A new page will open where you can adapt the Metadata. To save the information, click the Update button.

FIXME – need to add this capability to the WordPress.

Each item in the repository can have a Q number associating it with an item in Canonbase. Add the Canonbase Q number to the repository metadata value Attached To. Over time, these will be connected to Canonbase automatically, or you can do it manually – see Using files in Canonbase below.

Editing the Metadata (series of files)

To edit a batch of files, you first need to select the files by ticking the checkboxes to the left of each file you want. You can use the “select all” checkbox (top left of the list) to select all the files shown on the current page.

Next put the metadata to be added in the Add Metadata in Bulk frame at the top of the page, and click apply. All files will be updated.

To remove Metadata, select the files, select the values to be removed and click Remove. For example, if I want to remove the language Dutch in a series of files, I select the files, I select Dutch in the language drop down language and then click Remove.

Naming of files

Once a file is uploaded, the name in the url can’t be changed, so before uploading files, check the clarity and consistency of the filenames. Ideally the names represent the content of the file and are understandable for other users.

Avoid using special characters with accents in the file names, as they can cause issues later in the process. The other fields such as title, caption etc. are all changeable.

(See also naming of files in Canonbase Help files)

Filetypes and upload size

Preferred file types: Allowed file types: (limitations of Canonbase) The maximum file size is 256 MB.

Uploading files

Click Add Media File in the left-hand menu bar.

Fill before uploading the metadata that are common for all files you upload in this batch. These metadata will be added only to this specific batch.

Drag the files into the upload window or select a series of files.

The files will be added to the repository, including their Metadata.

Check the files you uploaded in the library and adapt or add Metadata that is unique for individual files.

Adding new Metadata values to the lists

You can add languages, source types, and projects by clicking the appropriate link and add a value.

Avoid adding too many values to ensure clarity. Please think if it is really necessary to add a new value, or if a combination of metadata will be sufficient to find the files.

Using files in Canonbase

To use a file in Canonbase, copy the Media ID and put it in the correct property of the item in Canonbase:

  • Canon documents public ID (P71) Documents (PDF etc.) for public access
  • Canon documents private ID (P369) Documents for only for private access use – these will not be accessible at all to the public and should be set to Private Access in the repository.
  • Canon Image ID (P74) for public images


OLD

Files are pictures, documents, videos, 3D objects, ... that are used to illustrate the information in the items. We only use files when they are not available on other sustainable sources or when needed for the functioning of the database.


Used Properties

1. Repository Documents are stored at https://repository.canon-project.eu/, CanonBase interact with their id from there,

P71 for documents (PDF etc.) for public public access P369 for copyrighted documents P74 for public images

2. External images with full source url can be used with property P361

3. Other media P116 Youtube P351 Vimeo

4. CanonBase site itself


Uploading files for P24

Images can be uploaded to Canonbase as well with property P24. Video with P76

To upload a file, go to the "Upload files" page.

  • search the file on your computer
  • check the destination filename (the name that will be used in the database) and correct if necesery.
  • add additional information and provide a summary
  • click upload file
  • once the file is uploaded, you can copy the filename and use it in the items.

Maximum file size

  • The maximum file size for all document types is 160 MB

Updating files

If you have a new version of a file, you can upload this, it will be replaced in all items where it is used. Older versions are kept in the history files.

Bulk uploads

copyright issues

metadata and structured data

  • add creator
  • add licence
  • add provenance of the document or source
  • add creation date and place

Prefered and allowed document types

Some document types are prefered over others. The reasons for the choice for a specific type are

  • sustainability of the type, in other words if the document will still be readable over a long period of time.
  • Usability in the wikibase, in other words if the software can handle and show it.

Not all document types are allowed. This can be because of a high risk, it could damage the system, or it is not usable within the software.

Text files

Perfered file type
.pdf
Allowed  file type
.odt (Open Document Text)
.doc (Microsoft word)
.docx (Microsoft word) 
.ps (Adobe Post script)

Images

Perfered file type 
.tiff
.jpg
.jpeg, 
Allowed  file type
.png
.gif
.bmp
.svg

Video

Perfered file type
.mp4
Allowed  file type
.mkv (container files that support unlimited picture, audio, and subtitle tracks)
.avi

3D

Perfered file type
At the moment, there is not a sustainable file format for 3D objects
Allowed  file type
.gltf (standard file format for three-dimensional scenes and models)
.glb a standardized file format used to share 3D data
.skp het eigen bestandstype van het gebruiksvriendelijke ontwerpprogramma SketchUp

Tables

Perfered file type 
None, tables should only be added as table if the information needs to be interactive, filtered, ...
Allowed  file type
.xls
.xlsx
.ods (OpenDocument Spreadsheet)

Presentations

Perfered file type
None, presentations should only be added as presentation if the information needs to be interactive, Otherwise they should be stored as pdf-A
Allowed  file type
.ppt
.pptx

Other

  • some sector specific files are not usable in the software, for exaple 3D images, showfiles or visualisation software files.
  • when these files are not transferable to a prefered document type, they can be added in a zip file
Perfered file type
none
Allowed  file type 
.zip

Naming conventions documents

All documents are placed in a repositery that so they can be used in multiple places. Therefore we need to give a unique name that makes it possible to find them back.

  • name has to be a title without spaces, therefore we use underscores to fill the spaces.
  • the name can be given in the upload process, but it is easier to rename them in advance.

Images

The principle idea is that pictures should have a human recognisable file name that differentiates it from other files. 

* IMG1234 is hard to read or understand
* John_Doe_portret is recognisable

Logo's

  • naming: brand_name_logo
  • additional a time span can be added
Example
* ADB_Logo_till_1950s

Collection pieces

  • naming: Collection_collection_number
  • when there are multiple pictures, a reference to the exact content can be added
    • _top, _back, _front, _detail, _logo, _type_plate, …
Example
* TEAD_0123_front
* KSB_0386

Persons

For persons, we follow the naming conventions in the items.

  • naming: Last_name_Fist_name
  • when there are multiple pictures, a reference to the exact content or a number can be added
Example
* John_Doe
* Jane_Doe_early 1960s
* Louis_Inconue_1

Buildings

For pictures of buildings we follow the conventions of the item

  • naming: Country code_city_building
    • to find the country code, look up ISO code in the country item
    • Use the Enlish name of the city as staed in the item
  • when there are multiple pictures, a reference to the exact content or a number can be added
Example
* BE_Antwerp_Bourla_theatre
* BE_Antwerp_Bourla_theatre_House

Bulk renaming of documents

If you need to rename a large amount of documents, you can use specialised software

> example with Excel files

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