Site Administration

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A-I. FL-Islandora Glossary
A-II. Field Inventory

Every Islandora site will have one or two individuals with the role “Site Administrator”. The Site Administrator has all the permissions of the Collection Manager role, plus the ability to add new users, change user accounts, and set up IP embargo parameters.

After FLVC performs initial site setup it is the responsibility of the local Site Administrator to maintain users on your FL-Islandora site. Please be sure to remove any users who are no longer employed by your institution.

Site administrators are the only users who see a black administrative menu bar at the very top of the screen:

AdminToolbar.png

Contents

User management

Create a new user

Only users with the site administrator role can create new users.

To create a new user:

1) From the Admin menu bar, click "People"

2) In the pop up box, click "+ Add user". The new user form will appear.

3) Fill out the new user form:

  • Username should be entered in the form “FirstName LastName”. For example, “John Doe”.
  • Email addresses must be unique. Multiple users can not share the same email address.
  • Each site can set up conventions for initial passwords and whether or not to send and email confirmation to the new user.
  • At the bottom of the form there is a checklist of roles that can be assigned to the new user. Check the role(s) the new user should have. See Permissions and Users for a description of roles.

Edit user accounts

Site administrators can edit any user account.

To edit a user account:

1) From the Admin menu bar, click "People". A list of users will appear by default.

2) Click the "edit" link to the far right of the username.

3) The edit user form includes all the information on the add user form, as well as options to upload a picture of the user, and to set the user’s time zone. Make changes and save.

Block, Unblock and Cancel user accounts

Site administrators can block, unblock and cancel user accounts individually or in groups.

A blocked account exists but the user can not log onto the system An attempt to log on with a blocked account results in the message:

The username [name] has not been activated or is blocked.

Blocking allows accounts to be pre-established before activation. For example, accounts can be set up for a group of people registered for a training session, and only activated after completion of training.

To block an account

1) On the administrative menu bar, click "People". The list view will appear.

2) Check the user(s) whose accounts should be blocked. Under the heading for Update Options, select “Block the selected users” from the pull-down menu. Click "Update".

(An individual account can also be blocked from that account’s edit view.)

To unblock an account

1) On the administrative menu bar, click "People". The list view will appear.

2) Check the user(s) whose accounts should be unblocked. Under Update Options, select “Unblock the selected users” from the pull-down menu. Click "Update".

(An individual account can also be unblocked from that account’s edit view.)

To cancel an account

There are four options for canceling an account:

  • Disable the account and keep its content.
  • Disable the account and unpublish its content.
The two above options retain the account in the List view with blocked status. The account can be reactivated by unblocking.  
The content referred to is Drupal pages and other Drupal nodes and does not apply to most Islandora operators.
  • Delete the account and make its content belong to the Anonymous user.
  • Delete the account and its content.
The two above options will delete the account from the system.  
The content referred to is Drupal pages and other Drupal nodes and does not apply to most Islandora operators.

To cancel an account:

1) From the administration menu bar, click "People".

2) From the List view, check boxes next to the account(s) to be cancelled. Under Update Options, select “Cancel the selected user accounts” from the pull-down menu. Click "Update".

3) On the “Are you sure you want to cancel accounts?” screen, select an option to disable or delete the account(s). Click “Cancel accounts”. (To leave the screen without canceling accounts, click “cancel”.)

Embargo Setup

Overview of Embargos

The general procedure to embargo objects is to first set up an embargo, then apply that embargo to items. Site administrators can set up IP embargo lists and parameters that will affect IP embargoes site-wide.

Embargo Lists

Named lists of IP ranges can be created and changed through the Embargo Lists interface. An embargo list consists of the set of IP addresses that will be allowed to view an object when an embargo is set using that list. This is to say, the IPs you list are INCLUDED not EXCLUDED addresses.

Create a new IP list for embargos

1) Look along the top of your screen just under your institution's banner, and look for the menu bar with an option for “Embargoed Objects”. Click that link. The default tab will be Embargo Lists.

EmbargoLists.png

2) To create a new list, click to the "Network address lists" tab, then click the “Add network list” link at the bottom of the screen. A form will appear prompting you to enter the name of the list.

AddEmbargoList.png

3) The list name you create should be descriptive, like “FSU campus” for a list including all IP addresses on the FSU campus, or “FSU Law building” for a list including IP addresses for a single building.

4) Click “Create list”. The new list will appear on the Embargo Lists screen.

5) Populate the list following the instructions in the “Edit an existing list” section below.

Edit an existing list

1) From the Embargo Lists screen, click on the name of the list you want to modify. You will get a screen showing existing IP ranges in the list (if any).

EditEmbargoList.png

2) To add a new range, click “Add range” at the bottom of the screen. A form will prompt you for the low end and high end of the range.

AddEmbargoRange.png

3) Enter addresses in IP format (nnn.nnn.nnn.nnn), e.g.: 128.186.0.0

4) If it is a single IP address, enter the same IP address for the Low end and the High end.

5) Click “Create range”.

Delete or change an IP range

To delete an IP range:

1) go to the IP range list

2) check the range to delete

3) click “Delete ranges


To change an IP range:

1) go to the IP range list

2) delete the existing range

3) add a new range

Manage Embargo Settings

The site administrator can establish settings that control embargo behavior site-wide. From the menu bar near the top of the screen, select “Embargoed Objects”. Click the tab labeled “Islandora IP Embargo Settings”.

ManageEmbargoSettings.png

Object embargoed redirect

If this field is left blank, when a user who is not authorized to view an embargoed object (i.e., is not within the named IP range of the embargo) clicks the object thumbnail or icon, that user sees an Islandora screen with the message “You are not authorized to access this page”.

If a valid URL is provided in the field, the user will be redirected to the page at that URL. For example, a library could create a customized page of information about IP embargoed objects on its own website and redirect the user to it.

Note that only public/anonymous users will see the redirect. Logged-in users will not be redirected to this URL.

Days before embargo alert

If this field is blank, staff will not be alerted before expired embargoes are removed automatically by the system. If a number n is entered, an email will be sent to a designated email address n days before the embargo is removed from any given object. (Note that if 100 objects expire on the same day, 100 emails will be sent.) The email contains the title and PID of the object and a URL to the object. See example email, as viewed in Outlook, below.

EmbargoAlertEmail.png

Setting an Email address to Receive Embargo Alerts

To configure the email address to which the email notification should be sent:

1. Log in as admin to the Islandora site.

2. Click "Configuration" along the top of the page.

3. Look under "Workflow" and click "Rules".

4. Under "Active Rules" you can see rules that already exist and that you can "edit". Click to "edit" an existing rule, or if you don't already have one, click to "+ Add new rule". Feel free to write help@flvc.org to ask for help, and FLVC can set up an embargo for you using the IP range you provide.

Binary Object Content Model Thumbnail Association

The Binary Object Content Model is designed to enable users to load and display “download only” files of any type. The Binary Object Content Model does not render the content file object itself, but enables users to view the object’s metadata and download the object. File MIME types (Multipurpose Internet Mail Extensions) can be associated with default thumbnail images so that a default thumbnail will display for each type of file.

An example of a Binary Object display:

BinaryObjectDisplay.png

Note that there is no “Summary” tab to view the object (in this case a PowerPoint file) and that the display includes the following text and a link to download the object:  
“This is a downloadable object of filetype ppt and size 536 KB. -> Download”

Module setup and configuration of default thumbnails

Default thumbnails for the Binary Object Content Model can be configured by individual FL-Islandora site, and these permissions have been granted to the Islandora Site Administrator role.

Before configuring default thumbnails you must create thumbnail files/images. The requirements for these files are:

  • They must be .jpg or .png files
  • Size? May not matter, will always be rendered as xxx
  • Use a naming convention that will make it easy for you to identify the file. We recommend TN for thumbnail: TN_[file format], for example: TN_audio.jpg.

To upload default thumbnails and associate them with file MIMETYPEs:

1. Log in as a user associated with the Islandora Site Administrator role.

2. Click on the “Binary Object” link in the toolbar:

BinaryObjectTNupload.png

You’ll be presented with a screen that enables you to begin uploading thumbnails and then associating them with MIME types.

1. Click on the “Upload” link to upload your first thumbnail, browse for your file, then click “Submit” to save it. (Note that the uploaded file won’t be saved until you click “Submit”.) You can continue to upload thumbnails at this point, or you can associate uploaded thumbnails with MIME types.

BinaryObjectTNmimetype.png

1. To associate an uploaded thumbnail with one or more MIME types, type in the MIME type in the space provided and click “Add”.

2. Repeat this for as many MIME types you wish to associate with a thumbnail and click the “Submit” button to save. (Your associations will not be saved until you click “Submit”!)

3. It’s best to test the new associations by uploading a test object. If you find that it’s not displaying the desired thumbnail, check the object’s MIME type in the Manage -> datastreams tab to determine if it matches the associations for that thumbnail. Note that MIME types of files produced by the same method or application should be consistent, so it may be helpful to upload one object from each expected source into Islandora to test your associations.

Note that the “Remove Selected” button allows you to check any MIME types already associated with a thumbnail and remove them.  
The “Delete Association” button removes the selected thumbnail and all of its MIME type associations.

How to identify MIME types

While it’s easy to upload default thumbnails and associate them with file MIME types, determining the correct MIME type for a specific file can be challenging, because several MIME types may apply to files with the same extension. The following tips may help:

  • Use a site such as http://mime.ritey.com/ to upload your file and determine its MIME type.
  • When all else fails, load the object into Islandora and check its MIME type in the datastreams tab.

Creating a Flexslider Slideshow

These are instructions for an image carousel or slideshow at the top of an Islandora homepage. You can see an example of this on the PALMM Islandora page at http://palmm.digital.flvc.org and along the top of the FAU Islandora page at http://fau.digital.flvc.org/ .

To build a slideshow for your islandora site you must first put in a request to FLVC staff help@flvc.org. They will enable and configure this feature for you.

Creating Slides

The flexslider feature does not create the slide images. Each institution is responsible for creating the content of their slideshow.

There are no standard dimensions set for the slideshow; HOWEVER, it is highly recommended that you make all of your slides the same size. Each slide will stretch proportionately to the width of your largest slide. This could create vertical white space on your slides that did not stretch.

The maximum width of your slides is approximately 1100 px, equal to the width of the main column of the body of your islandora homepage. Images with widths larger than this will shrink proportionately to fit. You have the option to have slides of smaller width stretch to fit this width exactly. See the slideshow at http://fsu.digital.flvc.org for an example of an exact fit. It is currently the default. Please let FLVC know if you would prefer your slideshow to be smaller than the width of the main column.

Currently, the slideshow is fitted into the “Highlighted” region of your islandora site. This replaces the “About Us” text and the “Featured Collection” image. If you’d like to keep this content on your homepage let us know and we’ll work with you. Alternatively, you may create a separate “About Us” page for your site. Again see: http://fsu.digital.flvc.org for an example.

Adding Slides

In order to add slides to your slideshow you must be logged in as a site administrator. Each institution should have 1-2 staff members with this role. Once you are logged in, and the flexslider configuration is complete, you will see options for "Content", "Add content" and "Find content" on the administrative toolbar located at the top of your site.

AddContent.png

Select "Add content" or select "Content" followed by "+Add Content" from the following page. You should now be viewing a page titled "Create Slideshow Image". Be sure to add an "Alternate text" value for slides. This will be used to add an alt tag to the image and will make the site easier to use.

CreateSlideshowImage.png

The order that you upload the slides will be the order the slides are presented in the slideshow. Enter a title (the title is just an identifier and will not appear to the public), upload your slide image, and enter the URL you would like users to visit upon clicking the slide (if the link is local to your islandora site, such as a collection or single object, you do not need to enter the full url. Alternatively, you may enter “/islandora/object/your-islandora-namespace:pid-of-the-object”).

NOTE: The initial slides you have added may not be visible. To minimize the appearance that the site is under constructions and impact on users FLVC will wait until you have added at least one slide before replacing your current highlighted content with the slideshow. Contact FLVC if you do not see your slides.

Editing & Removing Slides

Select the Content or Find content link from the administrative toolbar. You will see a list of all drupal content objects on your islandora site. You may not be able to edit every type listed. Use the filter option to show only content with the type “Slideshow Image”. You will be presented with a list of your slides. Use the options under the Operations column to either edit or delete your slides. If you’d like to replace the slide image select the edit option and use the Remove button to delete the image and upload a replacement.

FindContentSlide.png

OperationsSlideEditDelete.png

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