Search results


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.

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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.

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 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.

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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.

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Metadata

ResourceSpace Digital Asset Management System uses embedded and user inserted metadata to describe and track your resources

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Fixed list metadata

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

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Managing metadata

The article discusses the importance of managing metadata in a system to make searching for resources faster, easier and more intuitive. The article suggests that metadata should be descriptive, clear and complete to ensure that users can search effectively and get the best out of using the system.

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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.

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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.

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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.

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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.

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Lockable metadata

The article discusses the use of lockable metadata fields to speed up the process of refining metadata after uploading new resources. The feature is intended for use when the default upload sequence is set to 'Upload first, then set metadata'.

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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.

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 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.

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The Complete Guide to Metadata

Metadata is data that provides information about other data, without describing the content of that data. It is crucial for digital assets and is used to categorize and describe various types of files, such as documents, videos, and audio files.

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collection_download_process_csv_metadata_file()

Developer reference for function collection_download_process_csv_metadata_file()

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generateResourcesMetadataCSV()

Developer reference for function generateResourcesMetadataCSV()

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getFitsMetadataFieldValue()

Developer reference for function getFitsMetadataFieldValue()

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extractFitsMetadata()

Developer reference for function extractFitsMetadata()

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stripMetadata()

Developer reference for function stripMetadata()

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write_metadata()

Developer reference for function write_metadata()

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get_metadata_templates()

Developer reference for function get_metadata_templates()

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metadata_field_edit_access()

Developer reference for function metadata_field_edit_access()

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metadata_field_view_access()

Developer reference for function metadata_field_view_access()

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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.

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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.

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 OpenAI GPT

OpenAI's GPT language model has been integrated into ResourceSpace, a digital asset management system, to automate metadata processing tasks. The plugin allows users to use GPT to populate metadata fields based on data stored in another field.

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 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.

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Data only resource types

Data only resources are metadata-only resources that do not have an associated file. They can be used to store a record or set of data that does not directly relate to a specific asset. Data only resources can be configured to provide a PDF of metadata based on templates that must be set up by the system administrator and placed in the filestore under system/pdf_templates as an HTML file.

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Resources and structure

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

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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.

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 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.

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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.

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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.

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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.

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Advanced search

The advanced search page in ResourceSpace allows users to access a wider selection of metadata fields, enabling them to create more refined searches. The fields are grouped by resource type, with global fields at the top and resource-specific fields further down.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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 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.

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PDF contact sheet

The article explains how to create a PDF contact sheet for a collection in ResourceSpace. A contact sheet is a quick reference overview of what is in a collection, which can be printed or downloaded. To create a contact sheet, users need to choose the "Contact Sheet" option in the collection Actions list.

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 Annotate

The article discusses the Annotate feature that allows users to add annotations to a resource and connect them to a part of the resource preview. The annotations could include names or features of note within an image.

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Flickr publishing

The Flickr publishing plugin allows users to publish selected resources from selected collections to a Flickr account. To use the plugin, users must create a featured collection or collection that contains resources they wish to publish.

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 Propose changes

The article explains how users who cannot edit a resource can propose changes to its metadata to administrators. The administrators can then approve or reject these changes. To submit a change, the user must navigate to a resource page and click "Propose Changes" in Resource Tools.

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Admin overview

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

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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.

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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.

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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.

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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.

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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.

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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.

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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".

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 Related keywords

The article explains how to manage related keywords in a website's admin panel. This feature allows creating relationships between search terms so that a search for one will also return resources that have the other keyword present in their metadata.

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 Smart featured collections

Smart featured collections are an automated way of collating resources with a common theme.

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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.

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 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.

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 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.

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Edit filters

Edit filters are used to determine if users in a group can edit resources based on the metadata in the resource. The existing 'e0' (or e1, e2 etc.) permissions must be used first to open up edit access.

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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.

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 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.

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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.

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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.

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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.

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get_resource_field_data

The article provides information about the function "get_resource_field_data" which returns all field data for a given resource. The function requires the ID of the resource as input and returns a JSON containing the resource metadata.

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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.

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update_field

The article provides information on the update_field function, which is used to set the value of a metadata field. The function requires the ID of the resource, the numeric ID or shortname of the field, and the value to set the field to.

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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.

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get_resource_data

The article provides information about the function get_resource_data() which returns the top-level property data for a resource. The function includes truncated summary metadata, and for full, non-truncated metadata, the function get_resource_field_data() should be used.

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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.

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upload_file

The "upload_file" function allows users to upload a new local file to an existing resource, replacing any file that is already attached. The function takes in several variables, including the ID of the resource, a flag to process embedded metadata, a flag to re-process an existing file, a flag to automatically rotate images, and the path on disk of the file to upload.

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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.

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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.

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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.

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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.

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 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.

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Google Vision API

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.

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Simple SAML

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

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Google VR View

Google VR View is a plugin that displays previews of 360-degree images and videos using the Google VR View browser API. The plugin is supported on modern versions of Chrome, Opera, Safari, Firefox, IE 11 and Edge on Windows, macOS, Linux, Android and iOS.

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How to back up your ResourceSpace installation

Ensure that your ResourceSpace open source Digital Asset Management system has appropriate backups in place.

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 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.

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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.

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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.

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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.

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set_node

The article provides information on the set_node function, which is used to create a new node in ResourceSpace. The function requires the ID of the node to be updated, the ID of the related metadata field, and the name of the node.

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resource_log_last_rows

adding information on the log codes recorded in the type field

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 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".

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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.

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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.

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TMS link

Help for setting up the tms_link plugin.

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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.

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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.

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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.

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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.

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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.

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Resource commenting

Resource commenting can be enabled in ResourceSpace by using the config option $comments_resource_enable. This feature adds a new area below the resource metadata, allowing users to add and respond to comments about the resource.

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 Image text

The Image Text plugin enables metadata fields to be included as captions when a resource is downloaded. The plugin can be configured to apply captions to specific resource types and file extensions, and to extract text from a chosen field, such as the title.

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 Grant edit

The Grant Edit plugin allows administrators to grant edit access to a user or user group for the metadata of a resource they would not normally have permission to edit. Plugin settings determine which user group has the ability to grant edit access to the resource and to remove access previously granted.

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Checkmail

The Checkmail plugin has been developed to expand ResourceSpace's capabilities by enabling the ingestion of resources using email. The plugin allows devices to contribute digital assets to the system, and provides advanced configuration options and the ability to handle a wide range of email types.

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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.

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 Conditional terms

Montala has launched a plugin that enables users to make acceptance of terms and conditions necessary prior to downloading certain resources based on their metadata. The plugin configuration allows users to select a metadata field value which, when met, will require the terms to be accepted.

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 Auto assign

The autoassign_mrequests plugin enables managed resource requests to be automatically assigned to a specific user for approval, based on a metadata field value mapping. The user to which the request is assigned must be in a user group able to access the admin area and with the permissions to manage requests and to be assigned resource requests.

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 1. Finding your way around

An overview of the ResourceSpace user interface.

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 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.

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 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.

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 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.

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 7. Reporting

ResourceSpace include comprehensive reporting and analytics capabilities.

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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.

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The Complete Guide to Developing Your Brand Guidelines

Your brand characterises your business. Without it, your products and services become indistinguishable from those offered by competitors.

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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.

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get_node_id

The get_node_id function is used to find a node ID in a fixed tag field by providing the name of the node and the ID of the related metadata field. The function returns the ID of the existing node or boolean FALSE if no matching node was found for the specified field.

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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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 Track field history

The track field history plugin is a tool that allows users to easily view the history of metadata for a resource by breaking it down by field. Users can select which fields to track and a History link will be placed next to those fields on the resource details panel of the resource view page.

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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.

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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.

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ResourceSpace Plugins

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

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Creating and editing filters

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

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Digital object identifier

The Digital Object Identifier (DOI) is a unique alphanumeric string that is used to permanently identify an object and link it to its metadata and digital location. The DOI plugin enables users to create DOIs for their resources individually or in bulk as a collection action.

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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.

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put_resource_data

The put_resource_data API endpoint allows users with edit access to update the properties of a resource. The endpoint requires the ID of the resource and an associative array of columns and values in JSON format.

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Project structure

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

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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.

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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.

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Extracted text

ResourceSpace, a digital asset management software, can extract text from document files and use it to populate metadata fields. This feature enables users to search for resource contents within the system and by applied metadata tags.

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Anonymous access

ResourceSpace has introduced anonymous access, which allows non-registered users to access the system without requiring a login. The feature is useful for those who frequently work with third-party agencies and do not want to create new user accounts, or for those who want to make selected resources available to the public.

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 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.

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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.

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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.

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 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.

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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.

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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.

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Speed tagging

Speed tagging is a feature that can be enabled by system administrators to help users add metadata to resources without requiring edit access. It places a link in the top navigation bar that directs users to all resources that do not have an entry in a nominated metadata field.

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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.

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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.

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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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 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.

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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.

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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.

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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.

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 Video timestamp links

The article discusses a plugin that enables the use of timestamp links on videos in ResourceSpace. The plugin allows users to bookmark specific points in a video and add them to an appropriate metadata field, such as a caption or long description field.

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What is Digital Asset Management?

Explore the world of Digital Asset Management (DAM) and its pivotal role in organising and securing digital assets. Dive into its benefits, practical applications, and how it streamlines the asset management process.

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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.

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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.

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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.

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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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A Comprehensive Guide to Digital Curation: Tools and Techniques

Explore the world of digital curation. Learn about the concepts, tools, and techniques used to curate and preserve historical and culturally significant assets.

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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.

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Navigating Consent and Digital Asset Management

Consent is not just limited to personal contact information or medical records; it also applies to artwork, photos, and videos where a person is identifiable. Digital asset managers need to have robust consent policies and procedures in place to comply with regulations and protect the privacy of individuals.

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Can I change which fields are shown in List view?

The article explains that most metadata fields can be added as column headings in list view on the search results page. This can be done through configuration in the back end of the system. If the user has a support contract, they can ask their account manager to set it up for them.

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get_edit_access

The "get_edit_access" function is used to check if the current user has edit access to a resource. It checks both the edit permissions and the group edit filter. The function takes a resource ID as a parameter and returns TRUE if the user has edit access to the resource, and FALSE otherwise.

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consentmanager_get_consents

The "consentmanager_get_consents" function is used to retrieve all consent data for a given resource. The function takes a variable called "$resource" which represents the ID of the resource. The data type for this variable is an integer.

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licensemanager_get_licenses

The article provides information about the "licensemanager_get_licenses" function, which is used to return all licenses held for a given resource. The function takes a variable called "$resource" as input, which represents the ID of the resource.

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Table: keyword

Array ( [error] => Array ( [message] => This model's maximum context length is 4097 tokens. However, your messages resulted in 13661 tokens. Please reduce the length of the messages.

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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.

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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).

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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).

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Table: node

Array ( [error] => Array ( [message] => This model's maximum context length is 4097 tokens. However, your messages resulted in 10911 tokens. Please reduce the length of the messages.

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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.

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Table: resource_data

The resource_data table is a database table in ResourceSpace that stores free text metadata for a resource. It has three columns: resource, resource_type_field, and value. The resource column is a foreign key that references the resource table, while the resource_type_field column is a foreign key that references the resource_type_field table.

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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.

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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.

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Table: resource_type_field

Array ( [error] => Array ( [message] => This model's maximum context length is 4097 tokens. However, your messages resulted in 10794 tokens. Please reduce the length of the messages.

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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.

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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.

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set_node()

Developer reference for function set_node()

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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.

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 YT2RS (Youtube embed)

The Youtube to ResourceSpace plugin allows users to embed a YouTube video into the Resource view page. Users can enter the ID of a metadata field that stores the URL of the Youtube video on the options page for the plugin.

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VM2RS (Vimeo embed)

The VM2RS plugin is a Vimeo to ResourceSpace plugin that allows users to embed Vimeo videos on the Resource view page. Users can enter the ID of a metadata field that stores the URL of the Vimeo video on the options page for the plugin.

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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.

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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.

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update_resource_type_field_order()

Developer reference for function update_resource_type_field_order()

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annotationEditable()

Developer reference for function annotationEditable()

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prepareTags()

Developer reference for function prepareTags()

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iiif_get_canvases()

Developer reference for function iiif_get_canvases()

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iiif_get_image()

Developer reference for function iiif_get_image()

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get_smart_themes_nodes()

Developer reference for function get_smart_themes_nodes()

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compile_collection_actions()

Developer reference for function compile_collection_actions()

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collection_download_process_data_only_types()

Developer reference for function collection_download_process_data_only_types()

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collection_download_clean_temp_files()

Developer reference for function collection_download_clean_temp_files()

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generateNodesExport()

Developer reference for function generateNodesExport()

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sql_query_prepared()

Developer reference for function sql_query_prepared()

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rsDecrypt()

Developer reference for function rsDecrypt()

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format_display_field()

Developer reference for function format_display_field()

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job_queue_run_job()

Developer reference for function job_queue_run_job()

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i18n_get_indexable()

Developer reference for function i18n_get_indexable()

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resource_log_last_rows()

Developer reference for function resource_log_last_rows()

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runFitsForFile()

Developer reference for function runFitsForFile()

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check_date_format()

Developer reference for function check_date_format()

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check_date_parts()

Developer reference for function check_date_parts()

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check_view_display_condition()

Developer reference for function check_view_display_condition()

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populate_resource_nodes()

Developer reference for function populate_resource_nodes()

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get_export_tables()

Developer reference for function get_export_tables()

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delete_node()

Developer reference for function delete_node()

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get_nodes()

Developer reference for function get_nodes()

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get_node_order_by()

Developer reference for function get_node_order_by()

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draw_tree_node_table()

Developer reference for function draw_tree_node_table()

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node_field_options_override()

Developer reference for function node_field_options_override()

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add_node_keyword()

Developer reference for function add_node_keyword()

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remove_node_keyword()

Developer reference for function remove_node_keyword()

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check_node_indexed()

Developer reference for function check_node_indexed()

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copy_resource_nodes()

Developer reference for function copy_resource_nodes()

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copy_resource_type_field_nodes()

Developer reference for function copy_resource_type_field_nodes()

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get_nodes_count()

Developer reference for function get_nodes_count()

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display_field()

Developer reference for function display_field()

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render_date_range_field()

Developer reference for function render_date_range_field()

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renderLockButton()

Developer reference for function renderLockButton()

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render_field_selector_question()

Developer reference for function render_field_selector_question()

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render_custom_fields()

Developer reference for function render_custom_fields()

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render_selected_collection_actions()

Developer reference for function render_selected_collection_actions()

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check_display_condition()

Developer reference for function check_display_condition()

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display_upload_options()

Developer reference for function display_upload_options()

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display_field_data()

Developer reference for function display_field_data()

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get_valid_custom_fields()

Developer reference for function get_valid_custom_fields()

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get_resource_data()

Developer reference for function get_resource_data()

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put_resource_data()

Developer reference for function put_resource_data()

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save_resource_data()

Developer reference for function save_resource_data()

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add_keyword_to_resource()

Developer reference for function add_keyword_to_resource()

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get_resource_field_data()

Developer reference for function get_resource_field_data()

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get_resource_field_data_batch()

Developer reference for function get_resource_field_data_batch()

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get_resource_top_keywords()

Developer reference for function get_resource_top_keywords()

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copy_resource()

Developer reference for function copy_resource()

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update_resource()

Developer reference for function update_resource()

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get_edit_access()

Developer reference for function get_edit_access()

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log_diff()

Developer reference for function log_diff()

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autocomplete_blank_fields()

Developer reference for function autocomplete_blank_fields()

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reindex_resource()

Developer reference for function reindex_resource()

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copyAllDataToResource()

Developer reference for function copyAllDataToResource()

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copyResourceDataValues()

Developer reference for function copyResourceDataValues()

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copy_locked_fields()

Developer reference for function copy_locked_fields()

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get_field_options()

Developer reference for function get_field_options()

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get_data_by_field()

Developer reference for function get_data_by_field()

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get_fields()

Developer reference for function get_fields()

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get_hidden_indexed_fields()

Developer reference for function get_hidden_indexed_fields()

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get_nopreview_icon()

Developer reference for function get_nopreview_icon()

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get_resource_type_fields()

Developer reference for function get_resource_type_fields()

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get_download_filename()

Developer reference for function get_download_filename()

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delete_resource_type_field()

Developer reference for function delete_resource_type_field()

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tab_names()

Developer reference for function tab_names()

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get_resource_table_joins()

Developer reference for function get_resource_table_joins()

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get_advanced_search_fields()

Developer reference for function get_advanced_search_fields()

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compile_search_actions()

Developer reference for function compile_search_actions()

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search_special()

Developer reference for function search_special()

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split_keywords()

Developer reference for function split_keywords()

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cleanse_string()

Developer reference for function cleanse_string()

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resolve_keyword()

Developer reference for function resolve_keyword()

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add_partial_index()

Developer reference for function add_partial_index()

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highlightkeywords()

Developer reference for function highlightkeywords()

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get_simple_search_fields()

Developer reference for function get_simple_search_fields()

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get_fields_for_search_display()

Developer reference for function get_fields_for_search_display()

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get_resource_data_batch()

Developer reference for function get_resource_data_batch()

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update_fieldx()

Description updates the value of fieldx field further to a metadata field value update Parameters Column Type Default Description $metadata_field_ref: int get_resource_table_joins $metadata_field_ref integer - metadata field ref Location include/metadata_functions.

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Frequently Asked Questions (FAQs)

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

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config_register_core_field_refs()

Description Used to block deletion of 'core' fields. Parameters Column Type Default Description $source string What part (e.

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leaflet_markers_legend()

Parameters This function accepts no parameters. Location include/map_functions.php lines 518 to 548 Definition   function  leaflet_markers_legend ()     {     global  $lang ,  $marker_metadata_field ,  $marker_metadata_array ,  $MARKER_COLORS ;     if (!isset( $marker_metadata_field ) ||  $lang [ 'custom_metadata_markers' ] ==  '' )         {  ?>         <b>    echo  $lang [ 'legend_text' ] ?> &nbsp;</b>                  $restypes  =  get_resource_types ();         foreach( $restypes  as  $restype )             {              $markercolour  = (isset( $restype [ "colour" ]) &&  $restype [ "colour" ] >  0 ) ? (int) $restype [ "colour" ] : ( $restype [ 'ref' ] %  count ( $MARKER_COLORS ));             echo  "<img src='.

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get_job_type_priority()

Description Get the default priority for a given job type Parameters Column Type Default Description $type string "" Name of job type e.

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exiftool_resolution_calc()

Description Set resource dimensions using data from exiftool. Parameters Column Type Default Description $file_path string Path to the original file.

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check_filestore_browseability()

Description Check filestore folder browseability. For security reasons (e.g data breach) the filestore location shouldn't be indexed by the web server (in Apache2 - disable autoindex module) - status: An end user status of OK/FAIL - info: Any extra relevant information (aimed at end users) - filestore_url: ResourceSpace URL to the filestore location - index_disabled: PHP bool (used by code).

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 Manage (system) tabs

The article provides guidance on managing system tabs in version 10+ of the system. Tabs can be used by metadata fields and resource types, and to manage them, users should go to Admin > System > Tabs.

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delete_unused_non_fixed_list_nodes()

Description Delete unused non-fixed list field nodes with a 1:1 resource association Parameters Column Type Default Description $resource_type_field integer Resource type field (metadata field) ID Location include/node_functions.

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update_resource_field_column()

The update_resource_field_column() function is used to update the value of a specific metadata field on a resource table. It takes three parameters: the resource ID, the metadata field ID, and the new value.

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get_notification_users_by_owner_field()

The get_notification_users_by_owner_field() function is used to retrieve users to notify for requested resources owned by particular groups. The function takes two parameters: an array of notification users and an array of resource IDs.

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setup_search_chunks()

The function `setup_search_chunks()` allows `$fetchrows` to support an integer or array. If an integer is supplied, the search will receive the number of rows with no offset. If an array is supplied, the search will receive the number of rows to return and an offset, allowing for chunking of results.

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canSeeAnnotationsFields()

The canSeeAnnotationsFields() function is a helper function that determines whether annotations are to be displayed. It takes an array of annotation fields as a parameter and returns an array of annotation fields that can be viewed.

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display_related_resources()

Description Render all related resources on view page Parameters Column Type Default Description $context array Array with all required info from the view page Return void * Location include/render_functions.

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save_resource_type()

Description Save updated resource_type data Parameters Column Type Default Description $ref int Ref of resource type $savedata array Array of column values Return bool * Location include/config_functions.

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admin_resource_type_field_constraint()

Description Display appropriate field constraint for use on admin_resource_type_field_edit.php e.g. single select/Number Parameters Column Type Default Description $ref int $currentvalue: int array"i" 0 "schema"; Metadata int field ID Current int field type Return void * Location include/render_functions.

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admin_resource_type_field_option()

Description Render metadata field option input on admin_resource_type_field_edit.php Parameters Column Type Default Description $propertyname string Field property/column name $propertytitle string Title $helptext string Help text $type mixed Input type (0=text,1=boolean,2=text area) $currentvalue mixed Current field setting $fieldtype int Field type.

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get_resource_type_field_columns()

Parameters This function accepts no parameters. Location include/config_functions.php lines 1775 to 1827 Definition   function  get_resource_type_field_columns ()     {     global  $lang ;      $resource_type_field_column_definitions  =  execution_lockout_remove_resource_type_field_props ([          'active'                    => [ $lang [ 'property-field_active' ], '' , 1 , 1 ],          'global'                    => [ $lang [ 'property-resource_type' ], '' , 1 , 0 ],          'title'                     => [ $lang [ 'property-title' ], '' , 0 , 1 ],          'type'                      => [ $lang [ 'property-field_type' ], '' , 0 , 1 ],          'linked_data_field'         => [ $lang [ 'property-field_raw_edtf' ], '' , 0 , 1 ],          'name'                      => [ $lang [ 'property-shorthand_name' ], $lang [ 'information-shorthand_name' ], 0 , 1 ],          'required'                  => [ $lang [ 'property-required' ], '' , 1 , 1 ],          'order_by'                  => [ $lang [ 'property-order_by' ], '' , 0 , 0 ],          'keywords_index'            => [ $lang [ 'property-index_this_field' ], $lang [ "information_index_warning" ] .

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execution_lockout_remove_resource_type_field_props()

Description Remove metadata field properties during execution lockout Parameters Column Type Default Description $rtf: array [ 'autocomplete_macro' 'value_filter' 'exiftool_filter' 'onchange_macro' ]; : array_flip$props $rtf array Resource type field data structure Return array Returns without the relevant properties if execution lockout is enabled This article was last updated 23rd February 2024 11:05 Europe/London time based on the source file dated 23rd February 2024 10:45 Europe/London time.

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set_search_order_by()

Description Validate and set the order_by for the current search from the requested values passed to search_do() Parameters Column Type Default Description $search string $order_by string $sort string Return string * Location include/search_functions.

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