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 License manager

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

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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.

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 Site content

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

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Consent manager

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

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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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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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Do you need a Digital Asset Management system? Find out here.

A Digital Asset Management (DAM) system can help organizations overcome various challenges related to managing digital assets. These challenges may include difficulties in finding specific files, using outdated assets, licensing and copyright issues, and sharing large files with external contacts.

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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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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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get_managed_dash()

Developer reference for function get_managed_dash()

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getFolderContents()

Developer reference for function getFolderContents()

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managed_collection_request()

Developer reference for function managed_collection_request()

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checkPermission_dashmanage()

Developer reference for function checkPermission_dashmanage()

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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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acl_can_manage_tabs()

The article provides information about the function `acl_can_manage_tabs()` which is located in the `tab_functions.php` file. This function does not accept any parameters and returns the result of the `checkperm()` function with the parameter `'a'`.

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assert_content_type()

Description Assert API sent the expected content type. Parameters Column Type Default Description $expected string MIME type $received_raw: string $received_raw string MIME type Return array Returns JSend data back {@see ajax_functions.

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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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 Creating dash tiles

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

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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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 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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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 (.

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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.

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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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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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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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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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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 change the welcome message?

The article discusses how to change the welcome message on a website or application. It explains that the welcome message is the first thing users see when they visit a website or open an app, and it sets the tone for their experience.

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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.

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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.

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Integrating ResourceSpace with BrandStencil

Instantly create marketing materials from templates using your DAM images thanks to ResourceSpace's integration with BrandStencil.

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Integrating ResourceSpace with RightMarket

Create branded marketing materials, including posters, social graphics or point of sale materials, with ResourceSpace's RightMarket integration.

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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.

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User guides

Introduction to the user guides section of the ResourceSpace Knowledge Base

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Knowledge Base structure

Article to explain how the ResourceSpace Knowledge Base is structured to assist with finding content specific for the reader

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Background information

ResourceSpace is a fully featured Digital Asset Management Solution released under an Open Source License

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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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System Administrators

ResourceSpace Knowledge Base article to introduce the System Administrators role within ResourceSpace

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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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 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.

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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.

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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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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.

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 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.

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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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 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.

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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.

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 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.

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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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Collection and resource promotion

The article discusses ways to promote resources and collections using ResourceSpace. The homepage slideshow is a great way to showcase new and useful content, and careful management of it will keep the system looking fresh and encourage users to check regularly for new content.

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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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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.

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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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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".

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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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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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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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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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 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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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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 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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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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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.

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 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.

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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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Advanced workflow

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

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 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.

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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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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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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.

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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, antiword, ExifTool, and FFmpeg.

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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.

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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.

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Configuring php.ini

This article provides guidance on how to configure the php.ini file to handle larger files. The php.ini file location can be found on the PHP Info page in the row "Loaded Configuration File", available by running the function phpinfo() on an empty PHP page.

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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.

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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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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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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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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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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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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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 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.

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Winauth

Enables users to login to ResourceSpace using Windows Integrated Authentication

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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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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.

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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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Resources not showing for a given user group

The article discusses the possible reasons why a resource may not be visible to some users, while it is visible to others. The reasons could be related to permissions, such as whether the user has access to the workflow state the resource is in or whether the user can see the resource type.

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User opt-in consent

The article discusses the configuration option for user opt-in consent, which is enabled by default in certain data protection regulations such as the General Data Protection Regulation (GDPR). The configuration option requires users to give consent for their personal data to be processed before they can submit an account request.

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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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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.

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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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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'.

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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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 Adobe link

This plugin allows you to import files from ResourceSpace directly into Adobe InDesign and Photoshop.

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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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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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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.

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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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 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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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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Wordpress_SSO

The Wordpress_SSO plugin enables users to log in to ResourceSpace using Wordpress single sign-on (SSO) Identity Provider (IdP). However, the plugin should only be enabled and configured by system administrators as it affects how users log in to ResourceSpace.

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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.

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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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The Complete Guide to Developing Your Brand Guidelines Download

Thank you for downloading the PDF version of our Guide to Developing Your Brand Guidelines.

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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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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.

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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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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.

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Project structure

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

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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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ResourceSpace plugin for WordPress

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.

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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.

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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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 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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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.

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save_collection

The "save_collection" API binding allows users to save collection data. The API requires a POST request to avoid URL limits being reached. The API requires two variables: "$ref" and "$coldata". "$ref" is the ID of the collection, and "$coldata" is the JSON encoded collection data.

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Geographic search

The geographic search function allows users to search for resources that have embedded location data. To use the function, users can drag the map and zoom to an area of interest or search for a location using the search button.

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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.

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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.

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Configuring Expiry date field

The article explains how to configure an expiry date field in a system to help users know when a particular resource has expired and should no longer be used. The expiry date field type can be set by selecting "Expiry date" in the field type option.

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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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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.

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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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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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 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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 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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The Beginner's Guide to Managing Consent for Charities & Non-Profits

The article provides a beginner's guide to managing consent for charities and non-profits. It covers different types of consent and how they can be obtained, as well as looking at the intricacies of specific use cases and best practices when consent is in place.

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The Beginner's Guide to Managing Consent for Charities & non-profits Download

Thank you for downloading the PDF version of The Beginner's Guide to Managing Consent.

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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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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".

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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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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.

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How do I create a new user group?

The article provides instructions on how to create a new user group. To do this, the user needs to go to the Admin section, then navigate to System and User groups. In the "Create user group called..." field, the user can enter the name of the new group and click "Create".

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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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How do I check for duplicates?

The article discusses how to check for duplicates in ResourceSpace, a digital asset management system. It explains that ResourceSpace uses checksums, which are unique "fingerprint" ID sequences, to identify duplicates.

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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.

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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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How do I change the background image?

The article explains how to set background images on a website using the ResourceSpace platform. Users with the necessary permissions can set one or multiple background images as a slideshow by accessing the Admin section and navigating to System > Slideshow.

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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.

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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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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.

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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.

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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: 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: node_keyword

Array ( [error] => Array ( [message] => This model's maximum context length is 4097 tokens. However, your messages resulted in 12343 tokens. Please reduce the length of the messages.

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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.

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Table: report

Array ( [error] => Array ( [message] => This model's maximum context length is 4097 tokens. However, your messages resulted in 4846 tokens. Please reduce the length of the messages.

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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.

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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: 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.

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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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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.

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iiif_get_canvases()

Developer reference for function iiif_get_canvases()

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add_resource_to_collection()

Developer reference for function add_resource_to_collection()

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collection_writeable()

Developer reference for function collection_writeable()

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copy_collection()

Developer reference for function copy_collection()

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compile_collection_actions()

Developer reference for function compile_collection_actions()

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new_featured_collection_form()

Developer reference for function new_featured_collection_form()

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collection_download_process_archive_command()

Developer reference for function collection_download_process_archive_command()

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config_html()

Developer reference for function config_html()

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config_add_html()

Developer reference for function config_add_html()

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generateResourcesMetadataCSV()

Developer reference for function generateResourcesMetadataCSV()

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generateNodesExport()

Developer reference for function generateNodesExport()

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cleanup_dash_tiles()

Developer reference for function cleanup_dash_tiles()

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get_default_dash()

Developer reference for function get_default_dash()

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delete_user_dash_tile()

Developer reference for function delete_user_dash_tile()

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empty_user_dash()

Developer reference for function empty_user_dash()

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get_user_dash()

Developer reference for function get_user_dash()

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render_delete_dialog_JS()

Developer reference for function render_delete_dialog_JS()

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render_upgrade_available_tile()

Developer reference for function render_upgrade_available_tile()

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generate_dash_tile_toolbar()

Developer reference for function generate_dash_tile_toolbar()

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get_checksum()

Developer reference for function get_checksum()

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unescape()

Developer reference for function unescape()

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get_all_site_text()

Developer reference for function get_all_site_text()

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send_mail()

Developer reference for function send_mail()

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tail()

Developer reference for function tail()

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text()

Developer reference for function text()

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message_get()

Developer reference for function message_get()

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system_notification()

Developer reference for function system_notification()

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draw_tree_node_table()

Developer reference for function draw_tree_node_table()

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get_nodes_from_keywords()

Developer reference for function get_nodes_from_keywords()

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generate_pdf()

Developer reference for function generate_pdf()

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process_template()

Developer reference for function process_template()

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activate_plugin()

Developer reference for function activate_plugin()

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handle_rsc_upload()

Developer reference for function handle_rsc_upload()

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config_gen_setup_html()

Developer reference for function config_gen_setup_html()

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register_plugin_language()

Developer reference for function register_plugin_language()

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render_actions()

Developer reference for function render_actions()

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renderCallToActionTile()

Developer reference for function renderCallToActionTile()

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render_browse_bar()

Developer reference for function render_browse_bar()

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render_question_div()

Developer reference for function render_question_div()

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do_report()

Developer reference for function do_report()

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save_request()

Developer reference for function save_request()

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email_collection_request()

Developer reference for function email_collection_request()

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email_resource_request()

Developer reference for function email_resource_request()

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get_field_options_with_stats()

Developer reference for function get_field_options_with_stats()

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get_resource_access()

Developer reference for function get_resource_access()

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get_edit_access()

Developer reference for function get_edit_access()

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get_original_imagesize()

Developer reference for function get_original_imagesize()

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refine_searchstring()

Developer reference for function refine_searchstring()

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compile_search_actions()

Developer reference for function compile_search_actions()

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auto_create_user_account()

Developer reference for function auto_create_user_account()

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checkPermission_dashuser()

Developer reference for function checkPermission_dashuser()

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checkPermission_dashcreate()

Developer reference for function checkPermission_dashcreate()

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allow_collection_share()

Developer reference for function allow_collection_share()

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render_new_featured_collection_cta()

Developer reference for function render_new_featured_collection_cta()

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render_featured_collections()

Developer reference for function render_featured_collections()

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render_featured_collection()

Developer reference for function render_featured_collection()

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DrawOption()

Developer reference for function DrawOption()

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render_featured_collections_category_permissions()

Developer reference for function render_featured_collections_category_permissions()

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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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render_message()

Parameters Column Type Default Description $message "" Location include/render_functions.

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render_antispam_question()

Description Render the antispam Question form section Parameters This function accepts no parameters. Location include/render_functions.php lines 5787 to 5843 Definition   function  render_antispam_question ()     {     global  $scramble_key ,  $lang ;      $rndword  =  array_merge ( range ( '0' ,  '9' ),  range ( 'A' ,  'Z' ));      shuffle ( $rndword );      $timestamp = time ();      $rndwordarray =   array_slice  ( $rndword  ,  0 , 6 );      $rndcode =  hash ( "SHA256" , implode ( "" , $rndwordarray ) .

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ps_query()

Description Execute a prepared statement and return the results as an array. Parameters Column Type Default Description $sql string The SQL to execute $parameters string array An array of parameters used in the SQL in the order: type, value, type, value.

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temp_local_download_remote_file()

Description Download remote file to the temp filestore location. Parameters Column Type Default Description $url string Source URL $key string "" Optional key to use - to prevent conflicts when simultaneous calls use same file name Return string|bool Returns the new temp filestore location or false otherwise.

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allow_in_browser()

Description Check if file can be rendered in browser via download.php Parameters Column Type Default Description $path string Path to file Return bool Location include/resource_functions.

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rrmdir()

Description Recursively remove a folder and its contents. Paths to ignore can be specified. Parameters Column Type Default Description $dir string The folder to delete.

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lang_load_site_text()

Description Load all site text for the given page and language into the global $lang array Parameters Column Type Default Description &$lang $pagename string Pagename $language string "" Language $lang array Passed by reference Return void Location include/language_functions.

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render_fa_icon_selector()

Array ( [error] => Array ( [message] => This model's maximum context length is 4097 tokens. However, your messages resulted in 4732 tokens. Please reduce the length of the messages.

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create_tab()

The create_tab() function is used to create a new system tab record. The function takes an array as a parameter, which contains the name of the new tab. The function first checks if the user has permission to manage tabs and then inserts the new tab into the database.

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delete_tabs()

The delete_tabs() function is a system function that deletes tabs in ResourceSpace. The function takes an array of tab IDs as input and returns a boolean value indicating whether the query was executed successfully or not.

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save_tab()

The `save_tab()` function is used to update an existing tab in ResourceSpace. It takes an array of tab records as input and returns a boolean value indicating whether the query was executed successfully or not.

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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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get_cattree_nodes_ordered()

Array ( [error] => Array ( [message] => This model's maximum context length is 4097 tokens. However, your messages resulted in 4684 tokens. Please reduce the length of the messages.

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get_cattree_node_strings()

Array ( [error] => Array ( [message] => This model's maximum context length is 4097 tokens. However, you requested 5040 tokens (4016 in the messages, 1024 in the completion). Please reduce the length of the messages or completion.

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update_smart_collection()

Array ( [error] => Array ( [message] => This model's maximum context length is 4097 tokens. However, your messages resulted in 7957 tokens. Please reduce the length of the messages.

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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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create_random_image()

Description Generate a random image which can be used during testing (e.g to upload, or create previews for) - text -> Image content text - filename (default: random) - width (default: 150) - height (default: 50) - bg[red|green|blue] -> Background colour (RGB), e.

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create_random_video()

Description Generate a random video which can be used during testing (e.g to upload, or create previews for) - duration (default: 5 seconds) - width (default: 300) - height (default: 300) - filename (default: random) - extension (default: mp4) - text -> Video content text (optional) Parameters Column Type Default Description $info: array $GLOBALS['ffmpeg_supported_extensions'] $info array Set video parameters: Return array Returns an "error" key if something went wrong, otherwise provides some useful info (e.

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