Uploading

Summary
Uploading files in ResourceSpace is incredibly easy but it is at this uploading stage that you will be ensuring that your Resources get found and used. It is key that you put as much relevant metadata into the resource fields as possible in order to make your resources useful and easy to find. See Common Mistakes to make sure you are doing it right.

1. Navigate To Upload
Uploads will be accessed differently depending on your user rights and configuration, if you don't have one of the below options it is highly likely that you are unable to upload to ResourceSpace. Check with your administrator if you are unable to access Upload via one of the below methods.

  1. If you have an "Upload" link in the top navigation bar - you just need to click on this to start uploading
  2. If You have a "My Contributions" link in the top navigation bar - Click "My Contributions", then click "Upload Resources" to get to the upload page.
This will then take you to the Metadata entry page.


2. Add Metadata to Uploads
Before you upload any files you will supply metadata to describe these resources. You may find that you have to upload resources in small batches or as individuals in order to get the right level of detail. Filling in as many of these fields as possible will help make your resources more valuable.

Before inserting any Metadata, ensure you select the correct resource type for what you plan to upload. There are Resource Type Specific fields available which won't display unless you select the correct resource type from the drop down box at the top of the upload form.

You may get further information on a field in order to help you fill it in:

  • Required * - The * denotes a required field.
  • Help Text - Clicking on the entry field might open a hint box which can give you some quick information on the field

The Upload Options section gives you a couple of system specific data. This may not appear depending on your configuration but is important to ensure that your upload works as you are expecting.

  1. Choose whether to use Exiftool when importing your assets, this is a third party tool which is explained Here.
  2. You may need to select a Status and Access permission for your resource. See Resource Status & Access for more information.


3. Uploading Files
Having given your resources some metadata and clicked "Next" you will be taken to the upload page. ResourceSpace primarily uses a web based upload agent to manage the upload process but there are also a number of Alternative Upload Methods. The web upload agent is easy to use:

  1. drag your files onto the upload list from your folders or browse for them using the "Add Files Button"
  2. When you have selected your relevant resource, click "Start Upload".
  3. Wait whilst the upload occurs. You can see a counter and a progress bar against each resource as it is uploaded.
  4. When they are all complete, the upload list will be empty.ResourceSpace may also be configured to do something once the upload has completed to help you use those resource.


Common Mistakes

  • Uploading Too Many Resources at a Time - This often results in metadata being vague or generalised, which isn't helpful when searching as it will mean searching general terms which too many resources have and being unable to be more specific.
  • Forgetting to clear the Upload Form - This means that data from the last upload will begin to crop up. If you are uploading similar resources it is useful to reuse data you have filled in and add further information but ensure that all the upload form data matches the resources you are uploading.
  • Not Using the Correct Resource Types - Uploading to the wrong resource type can cause havoc as there are resource type specific fields that might be required by the system which will then be blank and will muddy your system, making searching more difficult and resources to be harder to hide.
  • Exiftool Option Not Considered - If you haven't considered the Exiftool option, you may find that information from the form has been overwritten. If data is appearing that you didn't enter into the form on upload, you may be allowing Exiftool to run during upload.
  • Intending to Add Metadata After Upload - Although the intention is still there, in most cases, attempting to fill out metadata once resources have been uploaded will result in either a complete lack of metadata or missing metadata which will make your resources harder to find and less useful to other users on the system.