Knowledge Base

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remove_resource_from_collection

The article provides a brief description of the "remove_resource_from_collection" function, which is used to remove a resource from a collection. The function requires two parameters: the ID of the resource and the ID of the collection from which the resource needs to be removed.

Excluding terms from your search

The article explains how to exclude specific terms from a search. It suggests using the simple search bar and entering the search term followed by a space, a minus symbol, and the term to be excluded. For example, entering 'Marketing -advertising' will return all resources tagged with 'marketing' but not tagged with 'advertising'.

Removing resources from collections

The article provides three methods to remove resources from a collection. The first method involves clicking and dragging the resource to be removed from the collection and dropping it onto the trash icon that appears at the top of the screen.

How do I delete resources from the system permanently?

To permanently delete resources from ResourceSpace, follow these steps: 1. Add the resources you want to remove to your collection. 2. From the "Actions" menu, choose "Delete all resources". 3. This action will move the resources to the "Deleted" workflow state.

Managing files with Microsoft SharePoint? You could do more with DAM

Is your organisation still using Microsoft SharePoint for digital asset management? You could do so much more with a dedicated DAM system.

The Digital Asset Management Buyer's Guide

In this guide we look at what DAM software actually is, the problems it solves and some questions to ask a vendor before making a buying decision.

What is Digital Asset Management?

A Digital Asset Management system is critical component of your organisation's tech stack. Explore the benefits of DAM, its use cases, and how it streamlines asset management.

Wordpress integration

A new WordPress plugin has been developed that allows users to embed resource files from ResourceSpace in their posts. The plugin was funded by ADRA International and developed by Codecide. To install the plugin, users should download the WordPress plugin zip file, navigate to Plugins->Add plugins from the WordPress Admin menu and click 'Upload plugin', or manually upload the zip file to the wp-content/plugins directory of the WordPress installation.

Welcome to ResourceSpace

The ResourceSpace Knowledge Base provides a library of guides and information to help individuals and businesses with their Digital Asset Management System.

New to ResourceSpace?

Find out from the Knowledge Base how to get started with the ResourceSpace Digital Asset Management System.

Open source

ResourceSpace Digital Asset Management System: Open Source, Open Culture, Free Software, Free Forever

Resources and structure

Article to explain the concept of Resources and how they are structured with ResourceSpace Digital Asset Manager

Collections, public collections and featured collections

ResourceSpace allows resources to be tagged with various metadata, eliminating the need for a traditional hierarchical folder structure. This means that a resource can exist in multiple collections and can be found through metadata searches.

Fixed list metadata

Article in the ResourceSpace Knowledge Base explaining Concepts about Fixed List Metadata.

Accounts & access

A ResourceSpace Knowledge Base article explaining user accounts and access within ResourceSpace for users.

Language options

ResourceSpace is a platform that supports multiple languages and allows users to change their language preferences. The platform can detect and suggest the default language based on the user's browser.

Uploading

Uploading files into ResourceSpace is a very simple process, however it is at this stage that you will be adding the metadata that ensures your resources can found and used effectively. It is key that you put as much relevant metadata into the resource fields as possible now to make your contributions as valuable as they can be.

Pending review and submission

ResourceSpace allows users to upload assets to the library with restricted permissions. Members of the General Users group first upload their assets in the 'Pending Submission' state, where they can check and verify the necessary metadata.

ExifTool

Exiftool is a third-party tool that allows for the extraction of embedded data within a file and automatically adds it to the resource metadata upon upload. Administrators can configure the fields where the extracted data is placed, allowing for the inclusion of any metadata stored within the file.

Simple search

The article discusses the simple search panel in ResourceSpace, a system that allows for easy searching within the platform. The basic panel includes a general search box for quick text searching across all indexed fields, as well as options to search by resource type and date.

Featured & public collections

Featured Collections are a way to showcase the best and most in-demand content. They can contain a select number of resources and encourage users to browse content by directing them to relevant tags or ideas.

Searching in ResourceSpace

The ResourceSpace search feature is a powerful tool that allows users to quickly find the resources they need. Users can start with a broad search and then refine the results to find the most relevant content.

Resource tools

The article discusses the various resource tools available in the resource downloads area of the resource view page. These tools allow users to download, view, and request resource files, as well as perform actions such as adding to a collection or sharing.

Alternative files

Alternative files are a feature in ResourceSpace that allows users to store multiple versions of a resource together with a single set of metadata. This is useful when there are different variations of a resource that need to be easily accessible from a single point.

Editing resources

The article discusses the importance of adding and maintaining metadata for uploaded resources. It emphasizes the need to monitor and update metadata to ensure that resources are easily found and useful.

Editing multiple resources

The article explains how to edit multiple resources in ResourceSpace using batch editing. Batch editing allows users to apply the same change to multiple resources at once, ensuring continuity. To perform a batch edit, users need to add the selected resources to a collection and then choose "Edit all resources" from the collection actions list.

Editing resource previews

Resource previews are an important aspect of ResourceSpace as they are the first contact users have with resources and help them decide which assets to use. If previews are missing, they should be remedied after upload.

Resource status & access

Resource status and access are important factors in controlling how users interact with resources in ResourceSpace. The status of a resource determines whether it can be found or edited by users, while the access controls which users can download the resource.

Sharing resources

Resources and Resource Collections each offer a 'Share' option which allows them to be shared with other users, as well as with non-users of the system, to allow greater flexibility of use.

Deleting resources

The article provides instructions on how to delete resources in ResourceSpace, a digital asset management system. There are two methods described: deleting resources individually and batch deleting resources.

Related resources

The article explains how resources can be related to each other in order to group similar or mutually relevant resources. There are three ways to relate resources: relating all resources in a collection, manually relating resources by editing each resource individually, and relating resources on upload.

Creating collections

The article explains how to create collections in ResourceSpace, a digital asset management system. Collections can be created in three ways: when uploading resources, from the collection bar, or from the "manage my collections" section.

Deleting collections

This article explains how to delete collections in a simple and straightforward manner. Users are unable to delete their default "My Collection", but any other collection can be deleted by going to the "Manage My Collections Page", clicking "Delete" against the collection to be deleted, and confirming the deletion.

Collection options

There is a list of options available to you from the collection actions dropdown menu. This menu is present in the collection bar and from the "Manage My Collections" page, as well as on the search page when viewing resources in a collection.

Editing a collection

This article explains how to edit a collection in a resource management system. The edit screen provides several options, including customising the name of the collection, adding a description, and attaching tags to help find the collection of resources.

Creating featured collections

This article explains how to create a featured collection in ResourceSpace, which is a collection of resources that is highlighted on the platform's homepage. The process is similar to creating a public collection, but with an additional step to turn it into a featured collection.

Keyboard controls

ResourceSpace offers keyboard controls to help advanced users speed up their use of the platform. These controls can be customised system-wide but are not currently available for per-user customisation.

Special search terms

Special search terms help users to find content in a much more specific and controlled manner, either through giving them extra tools or using a prebuilt search.

Embed slideshow

This article provides instructions on how to generate HTML for embeddable collection slideshows on remote sites using a function. The process involves creating a dynamic collection, selecting 'Share' from the collection options, choosing the size, preview duration, and maximise option, and then generating the HTML.

License manager

Adds the capability to manage resource licensing via the resource view page.

News

The article provides instructions on how to add a news segment to a website's structure. This feature allows updates to be posted on the website, providing further advertising or information to users. The process involves browsing to the "Manage News Items" section in the admin panel, creating news items by providing a date, headline, and body content, and then editing or deleting them as needed.

PDF split

This article describes a tool that allows users to split PDF files into multiple pages. The tool can be used to create separate resources or alternatives to the original PDF resource. To use the tool, users must browse to a PDF resource and click on "PDF Split" in Resource Tools.

Video splice

The video splice plugin allows users to trim and merge videos within ResourceSpace to create new, separate files. The trim tool allows users to select portions of a video to be recreated as a new video file, which can then be added as a new resource or attached as an alternative to the original.

Youtube publish

The YouTube Publish plugin allows users to publish video resources to a configured YouTube account. The plugin uploads data and has configurable mapped fields to automatically add descriptions, titles, and tags.

Creating dash tiles

Dash tiles are a great way of creating shortcuts to your favourite things in ResourceSpace.

Managing dash tiles

This article explains how to manage dash tiles in ResourceSpace. Dash Administrators can create tiles for all users or selected user groups, and reorder the tiles for those users who cannot manage their own dash.

Admin overview

Accessible from the top navigation bar, the Admin menu provides a whole range of tools to help manage ResourceSpace and its contents.

Reports

ResourceSpace offers a reporting section that allows users to access information about downloads, uploads, and views. The reporting section provides a detailed table structure that can be downloaded as a CSV file for spreadsheet software or viewed directly in the browser.

Useful user permissions

The article provides an overview of user group permissions and how they affect user actions when accessing and interacting with resources. The permissions are divided into different categories, including searching/access, metadata fields, resource types, resource creation/management, collections, and administration.

User resource requests

ResourceSpace allows users to request access to restricted resources. The request mode setting on the user group determines what happens with the request. If the request mode is set to email only, an email is sent to the administration notification address containing the request details.

Homepage slideshow

ResourceSpace, a digital asset management software, has highlighted the importance of updating the homepage slideshow regularly to keep users engaged and the system looking appealing. The "big slideshow" provides a full-screen background image or slideshow for the homepage, while the "small slideshow" moves the slideshow window to the upper left side of the screen, leaving white space on the homepage for displaying dash tiles.

User contributions

ResourceSpace allows for user contributions to be managed through user group upload permissions. Trusted uploaders, such as administrators, can add resources without review, while new users must upload their resources in a pending state for review by resource administrators.

Archives

Archiving is a way of keeping useful or popular resources within a system, but removing them from the main body of resources to encourage users to look at new material. This is particularly useful if resources have been used extensively for a project or campaign and need to be rested, or where an updated version has been made available but the original should be retained.

Batch replace

ResourceSpace has a batch replace functionality that allows users to update multiple resources at once. This feature is useful for replacing original files and regenerating previews of any number of resources.

Deleted resources

The article provides information on how to manage deleted resources in a system. The directory for deleted resources can be found in the Admin section of the system, and it contains all the deleted resources.

Resource types

Resource types are a key way to organise metadata in ResourceSpace, allowing users to record different metadata for different types of assets. Resource types can be created as needed, and separating resources into types allows users to apply certain media-specific fields only where they will be useful, saving time and effort.

Creating a resource type

This article provides instructions on how to create a new resource type in MODX. To create a new resource type, users need to browse to "Admin > System > Resource types", enter the name of the new resource type, click "Create", fill in the rest of the form as required, and click "Save".

Understanding resource metadata

Metadata is essential for describing resources and forms the basis of search. When a resource is uploaded into ResourceSpace, it is tagged with words or phrases that best describe the asset. These tags form the resource metadata and are how users search for the resources they need.

Creating and deleting metadata fields

The article provides guidance on creating and deleting metadata fields in ResourceSpace. Metadata fields should be clear and descriptive, and the right data should be stored in the right field type to achieve this.

Metadata field types

This article provides a list of metadata field types that can be used to capture data in an appropriate form for communicating to users what it represents. The list includes text boxes for single-line, multi-line, large multi-line, and formatted text, as well as check box lists, drop-down lists, radio buttons, and date fields.

Configuring category trees

The category tree field type is useful for selecting metadata tags from a nested tree, particularly where resource subjects follow a hierarchical classification, such as product taxonomy or projects within campaigns.

Modifying field options

The article explains how to modify field options in fixed list metadata fields in ResourceSpace. Users can add, remove or edit options by editing the field and selecting the "manage options" link. To add a new option, users can enter the name of the tag and click "Add".

Ordering metadata fields

Metadata fields can be ordered to determine where they appear on search, edit and upload pages. Global fields are placed first, followed by resource type-specific fields in a collapsible section below.

Advanced metadata field configuration

This page covers the advanced options for metadata field configuration including display templates, smart featured collections, display conditions, autocomplete options and additional settings for ExifTool and IPTC metadata.

Indexing metadata

ResourceSpace has announced that from version 10.1, indexing of text fields will be limited to the first 500 characters of text. This change is being made to enable ResourceSpace to quickly search resource metadata, rather than the full file contents.

Edit & upload tabs

This article provides guidance on how to set up and manage tabs in ResourceSpace, a digital asset management system. Tabs can be used to group related metadata fields together, making it easier for users to navigate and edit metadata.

Creating user groups

This article provides information on how to create user groups in ResourceSpace. The default user groups in ResourceSpace are Administrators, Archivist, General users, Restricted user, and Super Admin.

Creating users

This article provides a step-by-step guide on how to create a user account in a system. It explains that user accounts require user groups to be created first, as user permissions and configuration settings are managed in the groups.

User account requests

ResourceSpace offers the option for users to request accounts, which can be enabled or disabled in the system config file. There are four ways in which account requests can work, depending on how the installation is configured.

Useful user tools

ResourceSpace provides several user management tools to help with the user configuration process. The first tool is resetting passwords, which can be done by browsing to Admin > Users, editing the user, entering a password into the password field or clicking "Suggest" to generate one, and clicking Save.

Advanced user group options

The article explains the advanced user group options available in ResourceSpace. These options are hidden by default to make the user group page easier to use, but they can be accessed by clicking on the "Advanced options" header above the save button.

Search filters

Each user group can have a 'search filter' set (via the user group options in System Setup), which allows for resource visibility restrictions.

Derestrict filters

The article discusses the use of derestrict filters in ResourceSpace, which allows users to access resources that would normally be restricted to them. This feature is useful when some users need to access only a few resources within the system while being completely restricted from all others.

Writing your own plugins

A plugin in ResourceSpace is a collection of PHP code, language files, graphics, CSS files and other related files that are structured to conform to the ResourceSpace plugin architecture. For deployment, the files that constitute a plugin are packaged together into a self-contained file called a ResourceSpace Plugin (.

Adding resources to a collection

This article explains the different ways to add resources to a collection in a learning management system. Resources can be added to multiple collections at any given time. The first way to add resources is during upload, where the resources can be added to an existing or new collection.

CSV upload

The CSV upload plugin for ResourceSpace allows users to edit existing resource metadata and create new resources by uploading a CSV file. The plugin is recommended for administrators and users with elevated permissions due to the risk of inserting incorrect data into ResourceSpace.

Advanced workflow

workflow, process, publish, embargo, archive, review,state, status

Watched searches

The 'rse_search_notifications' plugin enables the functionality of watched searches, which allows users to subscribe to any search result or set of resources, such as a collection. The system will then notify the user when resources are added or edited to match the result set.

Video tracks

The Video Tracks plugin for ResourceSpace enables users to create custom video files in alternative formats/codecs, including subtitle and audio track files that have been uploaded as alternative files for a video resource.

Analytics

The analytics function allows detailed reporting on a variety of system actions which can be broken down by user group and filtered by a number of options.

Version control

The article explains how to use version control functions from the resource log. Users can click on a log entry to bring up a page showing the full log entry, and a revert link will be displayed where it is relevant.

KE EMu database integration

KE EMu is a multi-user and object-oriented database management system that uses a Texpress database engine. The Texpress kernel has features that allow for easy creation and use of applications, accessed via a range of applications.

API

ResourceSpace implements a RESTful API that returns JSON. All requests must be signed using a shared private key specific to each user. This can be performed via GET or POST.

do_search

The article provides a description of the do_search function, which is used to perform a search and return matching resources. The function takes several variables, including the search string, resource type IDs, results order, archive status, maximum number of rows to return, sort order, and offset.

create_resource

The article provides a function called "create_resource" that creates a new resource. The function requires the ID of the resource type for the new resource, which is an integer value. The archival state of the new resource is optional, and the default value is 999.

copy_resource

The article provides information on the "copy_resource" function, which is used to copy a resource. The function only copies metadata and property, not the attached files. The function requires the ID of the resource to be copied and the ID of the resource type for the new resource.

get_resource_path

The get_resource_path function returns a URL or file path for a resource file. It takes several parameters, including the ID of the resource or an array of resource IDs, a flag indicating whether a file path should be returned instead of a URL, the size of the requested file, and whether the path should be generated if it does not yet exist on disk.

get_resource_types

The "get_resource_types" function returns all the configured resource types available to the user. The function does not require any parameters and returns a list of resource types. The list includes the reference number, name, allowed extensions, order by, configuration options, tab name, and push metadata for each resource type.

upload_file_by_url

The "upload_file_by_url" function allows users to upload a new remote file to an existing resource, replacing any file that is already attached. The function requires the ID of the resource, which must already exist, and the URL of the file to upload.

search_public_collections

This article provides information on how to search for public and featured collections using the provided variables. The $search variable is used to input search terms, and leaving it blank will return all collections.

Installation overview

The article provides an overview of the installation process for ResourceSpace, a standard PHP/MySQL application. The installation process is similar to other PHP/MySQL applications, and most issues encountered relate to the default php.

Installing on Ubuntu Linux

The article provides a step-by-step guide to install ResourceSpace on Ubuntu Linux. The installation process involves installing programs and dependencies, configuring PHP, creating a database, checking out ResourceSpace, finishing installation via a web browser, setting up the cron job for relevance matching and periodic emails, setting the file and folder permissions, and setting up Apache correctly.

Installing on CentOS Linux

The article provides a guide for installing ResourceSpace on CentOS Linux. The installation process involves updating the system, installing MySQL Community Repo, and then installing mysql-server. Other packages that need to be installed include httpd, php, php-dev, php-gd, php-mysql, php-mbstring, subversion, vim, nano, ghostscript, ImageMagick, poppler, ExifTool, and FFmpeg.

Installing on SuSE

The article provides a guide for installing ResourceSpace on SuSE. It directs users to a guide for setting up a LAMP stack with a virtual host for ResourceSpace. The article then lists the packages required for installation and provides a command for installing them.

Installing on macOS

The article provides a step-by-step guide to install ResourceSpace on macOS. The installation process involves installing Homebrew, programs, and dependencies, PHP extensions using pecl, enabling PHP in Apache, configuring PHP, creating a database, checking out ResourceSpace, and finishing the installation via a web browser.

Upgrading

The article provides instructions for upgrading ResourceSpace, a digital asset management system, using Subversion (SVN). Before upgrading, users should ensure that their system meets the general installation requirements.

Customising the top level navigation

This article provides instructions on how to customise the top-level navigation in ResourceSpace. To add additional top navigation links, users can enter the code in the config.php file or in "Config Override" if setting this on a per-group basis.

Managing plugins

ResourceSpace is a digital asset management system that can be extended or modified using plugins. Plugins have a managed structure that makes it easy for third parties to write and for site administrators to maintain, even as function and bug fixes are applied to the base code.

Creating custom reports

ResourceSpace allows users to create custom reports by writing SQL queries. Reports can be created in Admin > System > Reports, and existing reports can be viewed and edited from the same location. Users can create reports that show resources pending submission, and reports that allow date range selection.

LibreOffice integration for Microsoft Office previews

The article provides instructions on how to install and use Unoconv, a utility that allows conversion between different document formats in Open Office. The article explains that in order to preview files in common office document formats such as .

Configuring for multi-client use

The article provides a method for setting up ResourceSpace as an environment where multiple users can use the system, but their resources remain private from each other. The method involves creating a new global field called 'client' that can be attached to all types of resources.

StaticSync - keep your files in situ

StaticSync is a tool that allows users to keep their files in situ, meaning that they can remain in their existing folder structure. It is not intended to be used as a way to store resources externally to increase storage capability.

Watermarks

ResourceSpace allows users to enable watermarks on preview images generated for each resource. To enable watermark preview generation, users need to add the following to their config.php: $watermark = "gfx/watermark.

Translations

The article provides a guide on how to create an official standard translation and a custom translation for a system. Before starting an official translation, it is important to verify that no other translator is already working with the language.

Simple LDAP

The Simple LDAP plugin enables consistent sign-on (CSO) for ResourceSpace users, allowing them to log in using the same credentials they use to log in to their organisation's network. The plugin has been tested with Microsoft Active Directory and Oracle Directory servers.

Google Vision

The Google Vision API plugin sends images to Google's Cloud Vision API on upload and sets appropriate metadata in pre-configured fields based on what has been recognised in the image. The plugin can be found under the 'Asset processing' category.

search_get_previews

The article describes the search_get_previews function, which is used to perform a search and return matching resources including URLs for the requested preview sizes. The function takes several variables, including the search string, resource type IDs, results order, archive status, maximum number of rows to return, sort order, recent search day limit, preview sizes, and preview file extension.

Simple SAML

This plugin allows users to log on to ResourceSpace using a SAML compliant single sign-on (SSO) Identity Provider (IdP)

Metadata read/write mapping

ResourceSpace can map between embedded metadata stored in original files and the metadata fields in ResourceSpace itself. This synchronisation can be two-way, so that imported metadata can be automatically extracted into a configured field, but also that metadata added to the resource after import is written back to the file at download.

Action dates

The 'action_dates' plugin will automatically perform certain actions based on resource metadata, for example, archiving a resource when an expiry date is reached.

CSV user import

The CSV user import plugin allows administrators to create user accounts in bulk based on information stored in a CSV file. The CSV file must be encoded in UTF-8 format and without BOM, and should have text cells quoted in case they contain commas or other special characters.

Installing on Windows Server

The article provides a step-by-step guide to installing ResourceSpace on Windows Server. The instructions include setting up the IIS Web Server role, installing Web Platform Installer to help with PHP and MySQL install, configuring php.

Video bookend

ResourceSpace has introduced a new feature called Video Bookend, which allows users to add opening and closing image slides to a video stored in ResourceSpace. To use this feature, users need to upload their slides as alternative files for the video resource.

Falcon link

The Falcon Link plugin allows users to publish resources as templates in Falcon.io. However, users must have an account with Falcon.io to use this plugin. The plugin creates a share link with no expiration date instead of copying the file itself when a resource is published to Falcon.

Basic metadata field configuration

This article provides an overview of the basic options for metadata field configuration in ResourceSpace. The article covers the following options: Enabled, Required, Index, Display full width on view page, Display field, Enable advanced search, Enable simple search, May contain personal data, Hide when uploading, and Hide when restricted.

IIIF

IIIF is an API specification that aims to improve interoperability between digital image repositories. ResourceSpace provides basic support for the IIIF presentation API, which was originally created to link with the TMS plugin to enable publishing of resources related to a specified TMS object as a IIIF manifest.

Geolocation

This article provides instructions on how to add location data to a resource on a website. Users can add a location to a resource by clicking on the 'Add location' button on the resource view page and setting the marker for the location on the map that appears.

Migrating free text data to fixed list field options

The article explains how to migrate free text data to fixed list field options when changing a metadata field type from a free text field to a fixed option field type. The fixed option field types include checkbox, radio button, dropdown, and dynamic tag list.

resource_log_last_rows

adding information on the log codes recorded in the type field

Customising the interface colours, logo and favicon

This article explains how to customise the interface colours, logo and favicon in a system. To do this, navigate to Admin -> System -> System configuration and open the User interface section. From there, you can change the colours for various areas of the system by ticking the check box next to each description and choosing a colour from the colour picker that appears.

Image banks

The Image Banks plugin allows users to search external image banks for photos without having to navigate manually to the external system. Users can run searches in the external image bank using the simple search box and the dropdown selector called "Search external image banks".

General installation requirements

ResourceSpace requires a MySQL compliant database, a web server, and PHP to operate on the LAMP stack. The supported versions of PHP are 7.4, 8.0, and 8.1, and the following PHP extensions are required: php-mysqli, php-curl, php-dom, php-gd, php-intl, php-mbstring, php-xml, php-zip, php-ldap, php-imap, php-json, php-apcu, and php-cli.

Smart collections

Smart collections are a new feature that can be enabled in a system by using the config option $allow_smart_collections. Once enabled, a new option will appear in the Actions drop-down menu on the Search page, allowing users to save a search as a smart collection.

ResourceSpace messages

ResourceSpace uses messages to ensure that notifications are prominently displayed so that important messages are not overlooked. A counter next to the user's profile will increase to indicate the activity as new messages are received.

Emails

ResourceSpace uses emails to notify users of relevant activity such as resource submissions, user account requests, or resource download requests. However, most email notifications have been replaced by system messages, but users can still opt to receive emails by modifying their user preferences.

Configuring email and messaging

This article provides guidance on how to configure email and messaging settings in ResourceSpace. To change the email address that system emails are sent from, users should navigate to Admin > System > System configuration and change the 'Email from address'.

All user permissions

ResourceSpace is a digital asset management system that allows users to control which resources other users can see and how they can interact with them. The system offers a range of permission options, including search, metadata fields, resource types, resource creation, featured collections, restrictive permissions, and administration.

The config file

The article provides an overview of the configuration file for ResourceSpace, which can be found in the 'include' folder. The file contains various PHP variables that can be changed to configure the system.

TMS link

Help for setting up the tms_link plugin.

Manage image sizes

ResourceSpace allows users to upload files in their original form, but also creates derivative files in other resolutions that are stored alongside the resource. The default sizes of these derivative files are appropriate for most uses, but users may require a specific size to be available.

CSV export

ResourceSpace allows users to extract metadata from its database as a CSV file, which can be opened in most standard spreadsheet or database programs. The metadata fields included in the CSV file can be customised by editing metadata fields and enabling the "Include in CSV export" option.

Logs

ResourceSpace has a log that records the actions of each user, which is accessible in the Users section of the Admin area. The logs record the date and time of user logins, resources they have created, deleted and downloaded, and edits they have made to resources, showing both the previous and new values.

Upload here

ResourceSpace has introduced a new feature called "Upload here" that helps users create new resources based on a recent advanced search. The feature directs users to the upload page where the options will have been automatically selected, meaning they can easily add more resources that this metadata set describes.

Offline job queues

ResourceSpace has developed an offline jobs function to delegate slow processes, such as creating a preview for a video file, to another script/process to be run asynchronously. The upload process focuses on getting files into the filestore, later working from a queue for further processing.

Browse bar

ResourceSpace has introduced a browse bar to help users find resources more easily. The bar is a collapsible side tab available from all pages, offering the options to search by resource type, tag, collection or workflow state.

Google Analytics

ResourceSpace has added support for Google Analytics in its version 10.1, allowing users to track website activity such as session duration, pages visited per session, bounce rate, exit rate, and the source of traffic.

MuseumPlus

MuseumPlus is a web-based museum management system that provides real-time museum management and fully documents any type of collection and all related workflow. The system can be integrated with ResourceSpace, a digital asset management system, through its API.

Version control

The rse_version plugin is a version control tool that can be activated by default via config.php. It enables the functionality to revert both individual and batch edits from the resource log page. The plugin can also revert collection states for adding or removing resources, which is useful when a user accidentally removes all resources from a collection.

Resource usage

The Resource Usage plugin enables users to keep a log of how a resource has been used, along with the usage medium, such as print or TV. Once enabled, a new section is added to the bottom of the resource view page, where users can click "New usage" to create a new record of where the resource was used.

Coding standards v2.1

The article provides coding standards for developers working on the ResourceSpace project. The standards cover various aspects of coding, including security, documentation, functionality, PHP version, MySQL strict mode, backward compatibility, file format, coding style, indentation, line length, control structures, function calls, function definitions, MySQL statements, readability of code blocks, returning early, and avoiding cross-site scripting vulnerabilities.

1. Finding your way around

An overview of the ResourceSpace user interface.

2. Uploading and editing

We can simply drag and drop the files or an entire folder directly from our computer on to the upload queue.

3. File sizes and formats

When we click on a resource we are shown all the available metadata for that resource, and also a list of available versions.

4. Sharing and collections

Sharing single resources is very straightforward. We can send the resource to other users of the system, but we can also enter e-mail addresses and share with people that are not users of the system. They receive a special link that allows them to access only the resource you've shared with them.

5. Working with collections

There are various actions that can be performed that will affect the items in the collection, available from an actions menu on the collection bar.

6. Dash tiles

Collections can be published as dash tiles. The dash is an area on the home page to which users can add their own custom tiles.

File integrity checking

ResourceSpace has a tool to verify the file integrity of primary resource files, which notifies users of any corruption and allows them to take remedial action. To configure the system to check file integrity, users need to have full file checksums configured, the ResourceSpace cron script configured to run frequently as a cron task or scheduled task, and the file integrity verify window enabled to set the hours between which the script will run.

Site content

All text strings in ResourceSpace can be customised from the Manage content area.

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replace_resource_file

The article describes the function 'replace_resource_file' which replaces the primary resource file for a given resource. The function requires the ID of the resource to replace the file for and the file path or URL of the file to use as the replacement.

Debugging ResourceSpace

The article provides three methods for debugging ResourceSpace, an open-source digital asset management system. The first method is to use the internal function called debug(), which writes debug text to a file specified in the config file.

Checksums

Checksums are a sequence of numbers and letters that are produced by running a file through an algorithm that uses a cryptographic hash to create a unique identifier. Even the slightest change in the original file will produce a different checksum, making them useful for ensuring file integrity and preventing resource duplication.

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Exporting data

ResourceSpace allows users to export data and configuration files for testing purposes. This feature requires offline jobs to be configured and the config option $system_download_config to be enabled. Users can navigate to Admin > System > Export data to choose the options for the exported data.

Injection

Injection attacks are a type of attack vector that occur when an attacker can send hostile data to an interpreter as part of a command or query, which alters the execution of that program. The most common injection flaws are cross-site scripting (XSS), SQL injections (SQLi), command injections which can lead to remote code execution (RCE) vulnerabilities, and LDAP injections.

ResourceSpace Plugins

Explore the range of plugins that are available to expand ResourceSpace's base functionality, including integrations with third party software and systems.

Vimeo publish

The Vimeo Publish plugin allows users to publish video resources to a configured Vimeo account. The plugin uploads data and has configurable mapped fields to automatically add descriptions, titles, and tags.

Creating and editing filters

Creating and editing filters. Filters can be set to control access to resources

Usage history

ResourceSpace, the open source digital asset management software, is logging every time a user downloads a resource from the system, even one of its available sizes. By default, this is not shown on the view page of a resource, but there are configuration options which can change this behaviour.

How to restore your ResourceSpace installation

This article provides guidance on how to restore a ResourceSpace installation to a replacement server in the event of server failure or migration. The steps described in the article restore the existing ResourceSpace configuration, but do not cover custom ResourceSpace code, external directories used by ResourceSpace, DNS changes, or web or proxy server configuration.

Resource locking

Resource locking is a feature that allows users with edit access to lock resources to prevent other users from editing them and causing metadata conflicts. Once a resource is locked, metadata cannot be changed, and alternative files cannot be managed.

Query caching

Query caching is a technique that can be used to cache the results of selected queries to disk. This is useful where the same query is likely to be called a large number of times, for example, queries that are common across several pages and the same for large groups of users.

Database schema

Database schema for ResourceSpace.

Intellectual property

ResourceSpace, an open source digital asset management software, has issued guidelines for the use of intellectual property in its platform. The company has stated that all code, images, libraries and other digital content included in ResourceSpace must meet certain criteria.

Project structure

A breakdown of the folders used within ResourceSpace, and their typical contents and function.

Fixed list fields

ResourceSpace has various metadata field types, including text boxes, check box lists, dropdown lists, date fields, category trees, and radio button lists. Some of these fields can have their options defined by an administrator of the system, and these fields are called fixed list fields.

Downloading multiple resources

Users can download multiple resources in one go by adding the resources to a collection or selecting a number of resources from the search results page and clicking on 'Download' from the 'Actions' dropdown box.

Sensitive image blurring

The sensitive image blurring plugin can blur selected images from users both in the results and on the resource view page. The plugin can be configured by enabling it and choosing a desired field for the "sensitive message" in the plugin's options page.

ResourceSpace software design principles

ResourceSpace, an open-source digital asset management software, has outlined its design principles for developers. The principles include the KISS (Keep It Simple Stupid) principle, which advises against implementing complex solutions when a simple one will suffice, and avoiding introducing new technology when existing technology will suffice.

Managing offline jobs

The My Jobs page is a tool used to check the status of jobs, such as collection downloads and preview creation. Administrators can also use this page to check on the status of jobs systemwide. The page displays information about jobs in the queue, including job priority, job reference, job type, user that created the job (admins only), job status, and the earliest job start date.

Metadata templates

Metadata templates are a useful tool for saving time and ensuring consistency when uploading resources with common metadata sets. A metadata template is a data-only resource that inherits all global fields and resource type-specific fields, meaning that each template may contain a complete set of values for every field within ResourceSpace.

Sharing upload links

ResourceSpace has introduced a new feature that allows users to share upload links externally. This feature enables external media creators to upload files into ResourceSpace without requiring an account.

Managing external shares

The article provides guidance on managing external shares in ResourceSpace. Users can manage their external shares by clicking on the user menu and selecting 'My shares'. Administrators can manage all existing shares via the 'External shares' link under the admin menu.

Client side API calls

The article discusses the use of the new api() JavaScript function to make calls to the ResourceSpace API using native browser authentication. Instead of creating new AJAX calls to custom endpoints, the api() function is recommended.

RSS Feed

The RSS Feed plugin generates RSS URLs for a resource search in ResourceSpace using the API. After enabling the plugin, a new link appears at the bottom of the Simple Search area, which takes the user to the RSS feed for the 50 most recently uploaded resources.

Modals

Calling and using modals

get_users

The article provides information on the get_users function, which is used to retrieve a list of users. The function honours permissions, so users from other groups to which the user does not have access will be omitted.

Configuring Leaflet Maps

This article provides a guide to configuring Leaflet maps in ResourceSpace. The article lists several configuration options that can be used to add tile sources and customize how geolocation data is displayed.

Further videos

The article provides a list of videos that cover various topics related to using the ResourceSpace digital asset management system. The videos cover topics such as creating users, customizing the homepage slideshow, search filters, sharing resources, and more.

Image tools

The Image Tools plugin enables users to edit images by rotating, cropping or scaling them. The plugin also allows users to modify the home slideshow image using resources that have previously been uploaded to ResourceSpace.

User preferences

The article provides instructions on how to access user preferences on a website. Users can click on the user profile icon at the top right of the screen and select "Preferences" to make changes to the functionality and interface available to them.

Messaging

The article provides instructions on how to view and send messages on a website. To view messages, users need to click on the user profile icon and select "Messages". Messages are listed in date order, newest first, and users can mark them as read, delete them, or reply to them.

Consent manager

Adds the capability to manage resource consents via the resource view page.

User IP restriction

ResourceSpace allows users to limit the locations from which their users access the platform by applying an IP restriction to user accounts. This is done on a per-user basis, allowing tighter controls on certain accounts where necessary.

Mobile responsive mode

ResourceSpace, the open source digital asset management software, is now available on mobile devices. The software's interface automatically adjusts to account for the smaller screen, but the functionality remains the same.

Offline archive

The Offline Archive plugin allows users to relocate archived files to an offline location. Once enabled, users can configure the plugin to specify how the relocation will occur. There are four configuration options available: selecting the metadata field that will hold the archive reference code, entering the location that the archives will be created in, specifying a subfolder of the StaticSync folder that restored files will be placed in, and determining whether to carry across the timestamp of the original file.

get_system_status

The get_system_status API provides system status information, which is configuration-dependent, such as mysql_log_transactions. The API does not require any parameters. The API returns a JSON object that contains the system status information.

Automatic alternative video files

ResourceSpace can be configured to automatically generate a video file in a different size or format from the uploaded original. This can be useful where a smaller size is required for uploading to the web.

System reset

The article describes the use of the System Reset plugin in ResourceSpace, which allows users to completely reset their installation by deleting all files and data. To activate the plugin, users must select System then Plugins from the top right menu, and then select the System Reset option from the System menu.

show_hide_collection

The show_hide_collection function allows users to show or hide a collection from their drop-down list. The function requires three variables: the ID of the collection, a bit value of 1 to show or 0 to hide, and the user reference.

User actions

User actions are now enabled for all users by default, unless disabled by a system administrator. Actions alert users to resources or activities that require their attention, and the actions visible to a user will vary depending on system configuration and user permissions.

Subtitles for Video Preview

ResourceSpace has added a new feature that allows subtitles to be included when previewing video resources. Once configured, users can select the subtitle track from the player controls when playing a video resource preview.

get_nodes

The get_nodes function retrieves all nodes from a database for a specific metadata field or parent. The function takes several parameters, including the ID of the metadata field, the ID of the parent node, a boolean flag to indicate whether to retrieve children nodes, an offset value to specify the first row to return, a maximum number of rows to return, a filter by name of node, a flag to show how many resources use a particular node in the node properties, and a flag to order by translated names rather than the order_by column.

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Signing all database PHP code

From version 10.0, any PHP code stored in the database and manipulated via the user interface must be signed using a command line utility. This is to prevent system compromise by a user that has gained administrator access.

Sending user notifications

The article provides guidance on sending user notifications in ResourceSpace. Before version 10, developers had to make several checks before calling send_mail() or message_add() whenever required, resulting in duplicated code and inconsistency.

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Configuring Apache

The article provides instructions on how to configure Apache to ensure that the filestore is not browseable by disabling indexing. This can be done by either disabling the autoindex module or by setting the directory's options directive.

Prepared statements

ResourceSpace, an open-source digital asset management software, has announced that all new code must use prepared statements for any SQL execution. The new functions ps_query(), ps_array() and ps_value() replace functions sql_query(), sql_array() and sql_value() respectively.

Customising the font

The article provides instructions on how to customise the font in the user interface of a system. Users can navigate to Admin > System > Configuration and expand the User interface section to choose a preset font from the Font drop-down or upload a custom font file (extension woff2, woff, ttf or otf) with the Custom font file option.

Managing resource requests notifications

Resource requests notifications in ResourceSpace v10+ can now be managed using a metadata field value. The metadata field is designated to hold information that the system can use to determine the user group responsible for a resource.

Upgrading PHP versions

ResourceSpace has updated its PHP requirement to version 7.4 for its version 10.0 to maintain compatibility with the third-party file uploader library (Uppy) and to maintain security. The company has warned that PHP 7.

get_users_by_permission

The article describes a function called "get_users_by_permission" that retrieves information on all users with the given permissions. The function is available in version 10.1 or later and requires an array of permission strings as input.

API Webhooks

API Webhooks is a plugin that allows developers to synchronise data between ResourceSpace and third-party systems. The plugin enables remote scripts to be called from within ResourceSpace, allowing users to drive the timing of the synchronisation between the two systems.

Push metadata

The article explains how to display related resources alongside resource metadata on the resource view page. By default, related resources appear as thumbnails in a panel located below the resource metadata.

Full text searching

ResourceSpace has changed the way it handles long text stored in metadata fields. From version 10.1, keywords (tags) will only be processed for the first 500 characters of any text. To search the full text, there is a new option on the advanced search page that will utilise native database full-text indexing.

Integrating with Uppy Companion

Uppy Companion is an open-source server application that can be linked to the Uppy uploader used by ResourceSpace. It allows users to select files directly from sources such as Google Drive, Dropbox and OneDrive without having to download the files locally first.

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upload_multipart

The "upload_multipart" function allows users to upload files using HTTP multipart to an existing resource. This function is available from version 10.2+ of the software. The function requires several variables to be provided, including the ID of the resource, a boolean value to indicate whether to process embedded metadata, a boolean value to indicate whether to re-process the existing file, and the file to be uploaded.

User rating of resources

ResourceSpace has a star rating feature that allows each user to give resources a rating of between one and five stars. User rating of resources can be enabled by super admins in the configuration area via admin, system, configuration, user accounts and enabling "user rating of resources".

get_resource_type_fields

The "get_resource_type_fields" function allows users to retrieve metadata field information for all matching fields. This function is available from version 10.3+ and requires permission "a". Users can filter the results by resource type, fuzzy searching, and field type.

create_resource_type_field

The article provides information about the "create_resource_type_field" function. This function allows users to retrieve metadata field information for all matching fields. It is available from version 10.

Configuring the download filename format

ResourceSpace version 10.3 introduces a new system-wide configuration that allows administrators to format the final download filename. This configuration applies to resources and their alternatives, including preview sizes.

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How do I add a new user?

The article explains how to add a new user to a system. Admins with the necessary permissions can manually create new user accounts by accessing the Admin section and selecting the Users tab. From there, they can choose the option to create a new user.

How do I delete a user?

To delete a user, go to the Admin section and click on the username of the user you want to remove. Scroll down and change the status to "Disabled" if you want to prevent the user from accessing their account but retain all data.

Why am I not receiving email notifications?

If you are not receiving email notifications, there are a few things you can check. First, make sure your email preferences are configured correctly. You can do this by going to the personal menu in the top right corner of the screen, selecting "Preferences," and scrolling down to "Email.

How do I publish resources that have been uploaded in bulk?

To publish resources that have been uploaded in bulk, you can go to the "Actions" area in your profile. There are three options available: managing your preferences, adding the resources to a collection, or viewing them as a result set.

get_featured_collections

The "get_featured_collections" function in ResourceSpace allows users to retrieve featured collections (categories) from version 10.3 onwards. The function requires the "parent" parameter, which is the reference of the featured collection's parent.

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How do I change my font/colours/logo?

The article provides instructions on how to change the font, colors, and logo in a system. To change the system font, the user needs to navigate to the Admin > System > Configuration section and select a preset font from the Font dropdown or upload a custom font file.

Is it the same process to make a batch upload as it is to add a single resource?

The article explains that the process for uploading resources in batches is the same as uploading them individually. Users can click on the "Upload" button to start uploading resources. Additionally, users have the option to upload one or more resources directly into a collection by selecting the collection in the lightbox area and choosing "Upload to this collection" from the Actions menu.

get_daily_stat_summary

The "get_daily_stat_summary" function returns a summary of daily statistics by activity type. The function takes one parameter, "$days", which specifies the number of days to include in the summary. The default value for "$days" is 30, but it can be set to a maximum of 365 days.

How do I edit multiple resources at the same time?

To edit multiple resources at the same time in ResourceSpace, you can add the selected resources to a collection and then choose "Edit all resources" from the collection actions menu. Alternatively, you can edit resources directly from the search results page by selecting the checkbox next to each resource or using Shift + click to select multiple resources before clicking on the "Edit selected" button.

Configuring image alternatives

The article discusses configuring image alternatives using the "$image_alternatives" configuration option, similar to video file alternatives. This setting controls the options for ImageMagick utility to create alternative image formats/sizes.

Minimal preview creation

From version 10.4 onwards, core preview sizes ('col', 'thm', and 'pre') will always be generated, regardless of certain enabled options like $offline_job_queue or $enable_thumbnail_creation_on_upload. Other previews such as image tiles, image alternatives, ffmpeg alternatives, and unoconv derivatives will be created later by relevant offline scripts.

toggle_active_state_for_nodes

The article discusses the function "toggle_active_state_for_nodes," available from version 10.4+ and requiring permission "k." It involves toggling nodes' active state, with a list of node IDs as input.

How do I delete resources? Is there a batch delete option?

To delete resources, single resources can be deleted by selecting 'Delete' from the resource preview. For multiple resources, add them to a collection and choose 'Delete all resources' from the collection menu.

SAML

Security Assertion Markup Language (SAML) is an open standard for exchanging authentication and authorisation data between parties, specifically between an identity provider and a service provider. In the context of Digital Asset Management (DAM) systems like ResourceSpace, SAML is often used to facilitate Single Sign-On (SSO) capabilities.

OpenAI Image Editing

The OpenAI image editing plugin is integrated with DALL-E 2 to enable AI image editing within ResourceSpace. Users can access the editing option in the resource tools on the resource view page. The plugin requires the OpenAI GPT plugin to be enabled with a valid key.

resource_file_readonly

The article discusses checking if a resource file is read-only due to being part of the filestore template threshold. This check is available from version 10.5 onwards. The process involves submitting a resource ID, and the response will be a 200 HTTP status for success or a 400 status for failure.

Metadata report

The article discusses the importance of metadata in ResourceSpace for efficient resource management. It highlights the use of the metadata report to review embedded metadata in resources and map them into ResourceSpace metadata templates.

Supported file formats

Supported file formats

Mounting Amazon S3 for external storage

The article provides a guide on mounting an Amazon S3 bucket for external storage on Ubuntu/Debian systems. It outlines steps including installing s3fs, setting up S3 credentials, mounting the bucket, configuring automatic mounting, updating ResourceSpace to use the S3 bucket, verifying permissions, and testing the configuration.

Drupal integration

Selected resources in ResourceSpace can be synchronised automatically with the media library in Drupal 11.

Creating controlled vocabularies in ResourceSpace

Controlled vocabularies in ResourceSpace standardize terminology for improved searchability. They are predefined lists of terms for metadata fields like Dublin Core elements. Benefits include consistency, search accuracy, error reduction, and interoperability.

Joomla integration

The article discusses the integration of ResourceSpace with Joomla 5.x to synchronize selected resources automatically. To set up the integration, users need to create a Joomla user in ResourceSpace with limited access, ensuring that only desired resources are synchronized.

delete_resources_in_collection

The article discusses the function "delete_resources_in_collection" available from version 10.6. This function allows users to delete all resources within a collection, provided they have edit access to the resources, permission to delete resources, and the collection is writable.

consentmanager_batch_link_unlink

The "consentmanager_batch_link_unlink" function allows for linking or unlinking all resources in a collection with a consent record. It requires the ID of the consent record ($consent), the ID of the collection containing the resources to process ($collection), and a parameter ($unlink) to specify whether to unlink or link the resources.

consentmanager_unlink_consent

The article describes the function `consentmanager_unlink_consent`, which is used to unlink a consent record from a specific resource. The function requires two parameters: `$consent` (the ID of the consent record to unlink) and `$resource` (the ID of the resource from which to unlink the consent).

CLIP AI Smart Search

The CLIP Visual Search plugin integrates OpenAI's CLIP model into ResourceSpace, enabling powerful visual similarity and natural language image searches based on image content rather than metadata. Features include natural language description searches, finding visually similar images by uploading examples, and detecting duplicates based on visual similarity scores.

Annotating resources

The article discusses the importance of annotating resources to enhance learning and research. It highlights how annotations can help in better understanding, organizing, and retaining information. The process involves adding notes, comments, and highlights to texts, documents, or other resources.

Whisper

Whisper is an open-source automatic speech recognition (ASR) system by OpenAI that transcribes audio and video files into text using deep learning models, all locally on your server for privacy. It ensures data security, compliance with regulations like GDPR, and can be used offline.

Integrating with MONA

The integration between ResourceSpace and MONA, CultureTech's rights management software, allows for seamless management of IP licensing and related data. By connecting the two platforms, users can import assets and metadata from ResourceSpace into MONA, automating the licensing process and ensuring data accuracy.

Tesseract OCR

Tesseract OCR is an open-source utility for extracting text from images and scanned documents. It runs locally on servers, ensuring data privacy and compliance with data protection policies. Installation on Ubuntu/Debian involves updating packages and verifying installation.

OpenAPI documentation

The article discusses OpenAPI documentation, specifically focusing on the endpoint /api/openapi.php. OpenAPI is a specification for building APIs, and /api/openapi.php is likely a specific endpoint for accessing OpenAPI documentation.

get_resource_comments

The article discusses the function "get_resource_comments" which retrieves comments for a specified resource reference. It requires a resource ID as an integer input and can return comments in either tree view or flat view, with the default being tree view.

delete_comment

The "delete_comment" function allows for the removal of resource comments by specifying the comment reference. If the comment is part of a hierarchical structure with comments below it, it will be hidden and marked as "Deleted" until lower level items are removed.

get_reports

The "get_reports" function allows users to retrieve a list of available reports excluding those based on search results. The returned values consist of an array of reports sorted alphabetically by name, along with their reference IDs.

do_report

The article explains how to run a report and retrieve data using an API. It outlines the variables required for the report, such as $report_ref, $from_date, and $to_date, along with their descriptions and data types.

collection_remove_resources

The article discusses the "collection_remove_resources" function, which is used to remove resources from a collection. This function is only accessible through the native API auth mode. It requires the collection ID, resource ID/s to be removed (which can be a single ID, a list of IDs, or an array of IDs), and additional parameters like removing all resources from the collection or removing selected resources from the search results page.

delete_access_keys

The "delete_access_keys" function allows for the deletion of share access keys for external shares of resources and collections. This function is only accessible through the native API authentication mode.

faces_set_node

The "faces_set_node" function updates the named person tag for a specific face by assigning a metadata node to a face record in the 'resource_face' table. This function is typically triggered when selecting a name from a dropdown menu.

Typesense Search

The Typesense Search plugin integrates ResourceSpace with a local Typesense server to enhance keyword searching on large datasets. It supports standard keyword searches, resource type filtering, and archive state filtering.

Canva

ResourceSpace’s Canva integration allows you to search your ResourceSpace system and browse collections within Canva. Files can be selected and placed into your Canva project and the project saved back into ResourceSpace when it’s complete.

Table: activity_log

The article describes the structure of the "activity_log" table, which is used to log all user activity across the system. The table contains several columns, including "ref", which is an auto-incrementing index, "logged", which records the date and time of the activity, "user", which refers to the user who performed the activity, and "log_code", which is a single character code defining the type of activity.

Table: annotation

This article provides a table called "annotation" that is used for resource annotations. The table contains columns such as "ref", "resource", "resource_type_field", "user", "x", "y", "width", "height", and "page".

Table: annotation_node

The article provides information about the "annotation_node" table, which is a join table that connects resource annotations to keyword nodes for annotating resources with fixed list metadata. The table has two columns: "annotation" and "node," both of which are of type "int(11).

Table: collection

This article provides a table that outlines the structure of a collection in ResourceSpace, which is a group of resources. The table includes columns such as ref, name, user, created, public, theme, theme2, theme3, allow_changes, cant_delete, keywords, savedsearch, home_page_publish, home_page_text, home_page_image, session_id, description, type, parent, thumbnail_selection_method, bg_img_resource_ref, and order_by.

Table: collection_keyword

The collection_keyword table is a join table that connects collections with keywords to enable rapid collection searching. It contains two columns: collection and keyword, both of which are of type int(11).

Table: collection_log

The collection_log table is a log of all activity related to a collection. It contains an auto-incrementing index, date, user, collection, type, resource, and notes. The user and collection columns reference the user and collection tables, respectively, while the resource column references the resource table.

Table: collection_resource

The article provides a table called "collection_resource" that defines the contents of a collection. The table consists of 11 columns, including "collection," "resource," "date_added," "comment," "rating," "use_as_theme_thumbnail" and "sortorder.

Table: collection_savedsearch

The article provides information about the "collection_savedsearch" table, which is a list of saved searches that can exist within collections. The table has several columns, including "ref," which is an auto-incrementing index, "collection," which refers to the collection table, "search," which is the search string, "restypes," which is the resource types used when searching, "starsearch," which is an integer value, "archive," which is a comma-separated list of workflow states, "created," which is the date created, and "result_limit," which is the maximum number of results to return.

Table: comment

This article provides a table schema for the ResourceSpace software's comment feature. The table is called "comment" and contains columns such as "ref" (an auto-incrementing index), "ref_parent" (the reference of the parent comment), "created" (the timestamp of when the comment was created), "hide" (a boolean value indicating whether the comment should be hidden), "collection_ref" (the reference of the collection the comment is associated with), "resource_ref" (the reference of the resource the comment is associated with), "user_ref" (the reference of the user who created the comment), "fullname" (the full name of an external commenter), "email" (the email of an external commenter), "website_url" (the website URL of an external commenter), and "body" (the text of the comment).

Table: daily_stat

The article describes the structure of the "daily_stat" table, which is used to store daily statistics grouped by day, user group, and activity type. The table has columns for the year, month, and day when the activity took place, the user group that carried out the activity, the activity type code, the ID of the table in question, the count of how many times the activity was carried out on the object in the day in question by any user, and whether the activity happened via an external share.

Table: dash_tile

The article provides a table schema for the "dash_tile" table, which is used to display dash tiles on the home page. The table contains columns such as "ref" for an auto-incrementing index, "title" for the title text, "txt" for the tile text, "all_users" to indicate if the tile is published to all users, "default_order_by" for the default order, "url" for the anchor link href URL, "link" for the link text, "reload_interval_secs" for the reload interval in seconds, "resource_count" to indicate the number of resources if the tile is a search/collection tile, and "allow_delete" to indicate if the tile can be deleted.

Table: dynamic_tree_node

The dynamic_tree_node table is a list of nodes used for category trees. It has four columns: ref, resource_type_field, parent, and name. The ref column is an auto-incrementing index, while the resource_type_field column refers to the resource_type_field table.

Table: external_access_keys

The article provides a table called "external_access_keys" that is used for externally sharing resources. The table contains several columns, including "resource," which refers to the resource being shared, "access_key," which is the external access key, "user," which refers to the user who created the share, "usergroup," which refers to the user group that the share belongs to, "collection," which refers to the collection that the share belongs to, "request_feedback," which is a boolean value that determines whether external contacts can provide feedback when accessing the share, "email," which is the email address that the share was created for, "date," which is the date the share was created, "lastused," which is the date the share was last accessed, "access," which is the access level (0 for open, 1 for restricted), "expires," which is the share expiration date, "password_hash," which is the hash of the share password (NULL if not set), and "upload," which is set to 0 for standard external view access share and 1 for an external upload share for a collection.

Table: filter

This article provides a table definition for the "filter" table, which is used for search, edit, and derestrict filters on user groups. The table has three columns: "ref," which is an auto-incrementing index; "name," which is the name of the filter; and "filter_condition," which defines which rules must be met to satisfy the filter.

Table: filter_rule

The "filter_rule" table is a part of the ResourceSpace database schema and defines the rules that make up a filter. It has two columns: "ref" and "filter". The "ref" column is an auto-incrementing index, while the "filter" column is a reference to the "filter" table.

Table: filter_rule_node

The article provides a table called "filter_rule_node" that defines the nodes and conditions that make up a filter rule. The table has three columns: "filter_rule," "node_condition," and "node." The "filter_rule" column is an integer that refers to the "filter_rule" table, while the "node_condition" column is a boolean that indicates whether the given node is required to be present or absent to satisfy the rule.

Table: ip_lockout

The article provides information about the "ip_lockout" table, which is used for denying access after a certain number of invalid login attempts. The table has three columns: "ip" for storing the client IP address, "tries" for storing the number of login attempts, and "last_try" for storing the time and date of the last attempt.

Table: job_queue

The job_queue table is a list of active offline jobs such as preview processing. It contains several columns, including ref, which is an auto-incrementing index, type, which is the job type, job_data, which is the JSON-encoded job data, start_date, which is the earliest time to start the job, user, which is the user ID, status, which is the job status code, success_text, which is the text to include in the message if the job completes successfully, failure_text, which is the text to include in the message if the job fails, job_code, which is a unique hash used to prevent duplicate jobs, and priority, which is the job priority.

Table: keyword

Table: keyword

Table: keyword_related

The "keyword_related" table defines related keywords in ResourceSpace. When a keyword is searched for, related keywords are also searched for. The table has two columns: "keyword" and "related". The "keyword" column is of type int(11) and refers to the "keyword" table.

Table: mail_log

The mail_log table is a log that stores all emails sent, mainly for diagnosis purposes. It has six columns: ref, date, mail_to, mail_from, subject, and sender_email. The ref column is an auto-incrementing index, while the date column stores the date and time the email was sent.

Table: message

The "message" table is a database table used for user messages, which can be used for system and user-to-user messaging. The table has several columns, including "ref," which is an auto-incrementing index, "created," which is a datetime column, and "owner," which is a reference to the user who owns the message.

Table: node

Table: node

Table: node_keyword

Table: node_keyword

Table: plugins

The article provides a table named "plugins" that lists all active plugins on the system and stores their configuration. The table has several columns, including name, descrip, author, update_url, info_url, inst_version, config, config_json, config_url, enabled_groups, priority, disable_group_select, title, and icon.

Table: preview_size

The article provides a table called "preview_size" that defines the preview sizes used for resource preview and thumbnail generation. The table has ten columns, including an auto-incrementing index, a short code, width and height in pixels, a boolean value to add padding to make the image the required size, a friendly name, a boolean value for system use to prevent deletion, and two boolean values to show a link to preview this size on the resource view page and allow users with restricted access to see this preview size.

Table: report

Table: report

Table: report_periodic_emails

The report_periodic_emails table is a database table in ResourceSpace that stores information about users who have subscribed to receive a report regularly. The table has several columns, including ref, user, send_all_users, user_groups, report, period, email_days, last_sent, and search_params.

Table: report_periodic_emails_unsubscribe

The article provides a table report_periodic_emails_unsubscribe, which lists the users who have unsubscribed from a periodic email. The table has three columns: id, user_id, and periodic_email_id. The id column is an integer type, while the user_id and periodic_email_id columns are both of integer type and refer to the user and periodic email tables, respectively.

Table: request

The "request" table is a database table in ResourceSpace that tracks resource requests made by users with restricted access and fulfilled by admin users. The table has several columns, including "ref," which is an auto-incrementing index, "user," which refers to the user who made the request, and "collection," which refers to the collection the requested resource belongs to.

Table: research_request

The article provides information about the "research_request" table, which is used in ResourceSpace, a digital asset management system. The table stores information related to research requests, which are requests for appropriate resources for a project.

Table: resource

The article provides a table of the resource, which is the central record within ResourceSpace mapping to a single asset/file. The table includes various columns such as ref, title, resource_type, has_image, is_transcoding, hit_count, new_hit_count, creation_date, rating, user_rating, user_rating_count, user_rating_total, country, file_extension, preview_extension, image_red, image_green, image_blue, thumb_width, thumb_height, archive, access, colour_key, created_by, file_path, file_modified, file_checksum, request_count, expiry_notification_sent, preview_tweaks, geo_lat, geo_long, mapzoom, disk_usage, disk_usage_last_updated, file_size, preview_attempts, modified, last_verified, integrity_fail, and lock_user.

Table: resource_alt_files

The article provides information about the "resource_alt_files" table in ResourceSpace, which is used to store alternative files for a resource. The table contains columns such as "ref" (an auto-incrementing index), "resource" (a reference to the main resource), "name" (the name of the alternative file), "description" (a description of the alternative file), "file_name" (the name of the file), "file_extension" (the file extension), "file_size" (the size of the file), "creation_date" (the date the file was created), "unoconv" (a flag indicating whether the file has been processed by ResourceSpace's unoconv extension), "alt_type" (the type of alternative file), and "page_count" (the total number of pages in a multi-page document).

Table: resource_custom_access

The article provides information about the resource_custom_access table in ResourceSpace, which defines custom access for a resource. This table contains four columns, including resource, usergroup, user, access, and user_expires.

Table: resource_dimensions

The article provides information about the "resource_dimensions" table, which is a part of the ResourceSpace database schema. This table contains additional metrics for a resource, including width, height, file size, resolution, unit information, and total page count for multi-page previews.

Table: resource_keyword

The article provides information about the "resource_keyword" table, which is used to store indexed keywords for free text metadata. The table has six columns, including "resource," which is a foreign key referencing the "resource" table, and "keyword," which is a foreign key referencing the "keyword" table.

Table: resource_log

The resource_log table is used to log all activity related to a resource in ResourceSpace. It contains an auto-incrementing index, the date the log was recorded, the user who performed the action, the resource that was affected, the type of log, and any notes related to the log.

Table: resource_node

The resource_node table in ResourceSpace links fixed metadata nodes with resources to store metadata for fixed metadata types such as dropdowns. The table has three columns: resource, node, and hit_count.

Table: resource_related

The "resource_related" table defines related resources in ResourceSpace. It has two columns: "resource" and "related". The "resource" column is an integer that refers to the ID of the resource in the "resource" table.

Table: resource_type

This article provides a table of the resource_type database schema used in ResourceSpace, a digital asset management system. The resource_type table contains information about the types of resources, such as photo, video, or case study, and determines the metadata fields that a resource has.

Table: resource_type_field

Table: resource_type_field

Table: site_text

The site_text table is used to store any custom site text that the user has entered, replacing that stored in the language folder. The table has six columns: page, name, text, ref, language, and specific_to_group.

Table: slideshow

The Table: slideshow is a database table that stores the images used in the home page slideshow of a website. The table has four columns: ref, resource_ref, homepage_show, and featured_collections_show.

Table: sysvars

The article provides information about the sysvars table, which is used by upgrade scripts and other non-user functions. The table has two columns: name and value. The name column is of type varchar(50) and represents the variable name, while the value column is of type text and represents the value of the variable.

Table: user

The "user" table in ResourceSpace stores all user information, including their username, password, full name, email address, user group, and last activity date. It also includes information on whether the user is currently logged in, their browser user agent string, and their IP address.

Table: user_collection

The article provides information about the user_collection table, which is used to determine which internal users a collection has been shared with. The table has three columns: user, collection, and request_feedback.

Table: user_dash_tile

The article provides a table schema for the user_dash_tile table in ResourceSpace. This table defines which dash tiles are available to a user and allows for the customization of the order in which they appear.

Table: user_message

The article provides information about the user_message table, which is used to define which users will see a message and which have seen it. The table has three columns: ref, user, and message. The ref column is an auto-incrementing index, while the user column refers to the user table, and the message column refers to the message table.

Table: user_preferences

The user_preferences table stores all user preferences and system configurations. It has three columns: ref, user, parameter, and value. The ref column is an auto-incrementing index, while the user column refers to the user table.

Table: user_rating

The article provides information about the user_rating table in ResourceSpace's database schema. This table stores user ratings for a given resource, with columns for the user ID, rating (out of 5), and resource ID.

Table: user_report

The article provides a table schema for the user_report table, which is used to store user-specific report parameters. The table has four columns: ref, name, user, and params. The ref column is an auto-incrementing index, while the name column stores the name of the report.

Table: user_userlist

The article provides information about the user_userlist table, which is used for creating custom lists of users if $sharing_userlists is enabled. The table has four columns, including ref, user, userlist_name, and userlist_string.

Table: usergroup

The article provides a table called "usergroup" that defines user groups. The table contains several columns, including "ref," which is an auto-incrementing index, "name," which is the name of the user group, and "permissions," which is a list of permissions that the user group has.

Table: usergroup_collection

The usergroup_collection table is a database table in ResourceSpace that stores collections shared with user groups. It has three columns: usergroup, collection, and request_feedback. The usergroup column is an integer that references the usergroup table, which contains information about user groups.

Table: usergroup_dash_tile

The usergroup_dash_tile table is a configuration table in ResourceSpace that stores dash tiles for user groups. It has five columns, including an auto-incrementing index, usergroup, dash_tile, default_order_by, and order_by.

Table: search_log

Search log. Log every search made by the system. Column Type Note ref int(11) Auto incrementing index search_string mediumtext Actual search string resource_types mediumtext Resource types filter archive_states mediumtext Archive states filter logged datetime Date and time of search user int(11) User executing the search result_count int(11) Result count This table is empty by default.

Table: tab

This article provides information about the "tab" table, which is used for organising metadata fields on the edit and view pages. The table has three columns: "ref", which is an auto-incrementing index; "name", which is a varchar(255) type; and "order_by", which is an integer type.

Table: resource_type_field_resource_type

Links resource_type_field records to resource_type. Used when the global column in resource_type_field is set to 0; Column Type Note resource_type_field int(11) See table resource_type_field resource_type int(11) See table resource_type Default contents are as follows.

OpenCV (facial recognition) - deprecated

OpenCV is a library used by ResourceSpace for facial recognition capability. The article provides instructions on how to install OpenCV on Ubuntu and how to check the Python and OpenCV versions. The facial recognition feature in ResourceSpace can be configured by setting the path to Python, the field used to store the name of the person suggested/detected, the location for the face recognizer model state(s) and data, and enabling facial recognition.

Configuring Cross-Site Request Forgery (CSRF)

The article explains how to configure Cross-Site Request Forgery (CSRF) and Cross-Origin Resource Sharing (CORS) to protect web applications from attacks. CSRF is an attack that forces an end user to execute unwanted actions on a web application in which they are currently authenticated.

ResourceSpace file storage (filestore)

ResourceSpace stores resource files in obfuscated folder paths on the server and not in the database. The folders are not meaningful to an administrator browsing the folders on the server because they are derived from the unique resource ID and are not related in any way to metadata or collections that the resources belong to.

Custom fields ("user" defined)

ResourceSpace, a digital asset management system, allows users to configure custom fields. These fields can be used to add additional metadata to assets, such as images or documents, and can be used to filter and search for specific assets.

Frequently Asked Questions (FAQs)

The most frequently asked questions about ResourceSpace, the free and open source Digital Asset Management system.

I've missed out an important keyword. Can I add this to my resource(s) after I've published them?

The article explains that it is possible to add keywords to resources after they have been published. Users can make metadata edits at any time by choosing the "Edit metadata" option from the individual resource preview.

Adobe Creative Cloud integration (LinkrUI)

LinkrUI for Adobe is a Connector plugin that integrates ResourceSpace with Adobe software such as Photoshop, Illustrator, InDesign, Premiere Pro, and After Effects. This integration allows users to easily search, open, and place assets stored in ResourceSpace directly into their Adobe applications.

Brand Guidelines (v10.5+)

The article outlines the brand guidelines for version 10.5 and above. It covers essential information such as logo usage, color palette, typography, and design elements to maintain brand consistency. The guidelines emphasize the correct application of the logo in various formats and backgrounds, specifying clear space requirements and prohibited alterations.

File management (uploads)

The article emphasizes the importance of following OWASP best practices for file management, particularly during uploads. It introduces functions in ResourceSpace that aid in handling file processing, such as process_file_upload for moving files to desired destinations, parse_filename_extension for extracting file extensions, and functions like is_banned_extension and check_valid_file_extension to control the types of files that can be uploaded.

AI Faces (InsightFace)

The AI Faces plugin allows ResourceSpace to automatically detect and recognise people featured in images. This allows for quick and efficient automated tagging on upload.

TOTP (MFA via Google Authenticator)

The article introduces TOTP (Time-Based One-Time Password) as a plugin for enabling two-factor authentication (2FA) for selected user groups, adding an extra layer of security by requiring a temporary code along with the user's password.

Managing (PHP) code dependencies

The article discusses the management of code dependencies in ResourceSpace, starting from version 10.7, using Composer for PHP dependencies. It emphasizes the importance of regular development tasks like running automated tests and static code analysis.

Managing (JS) code dependencies

ResourceSpace has officially switched to managing its JavaScript dependencies using pnpm starting from version 11. To install pnpm, users are directed to follow the instructions provided on the pnpm website, ensuring compatibility with their setup.

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