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Sets
Filters

A Set is a subset of records grouped together that you manage manually. Think of a set as a folder, into which you can add or remove records. Use a set to quickly view records that you need to apply cataloging changes to, view publishing status of, load new media for, or any other action that can be performed on a record. Filters, by contrast, are dynamic. New records that fit within the filter’s criteria will appear when you click to view the saved filter. A set is static, and while you may use a filter to find and locate a group of records, once these are added to a set, the set becomes static and any new records must be added manually.

You can use Filters in a project’s asset panel to search for text within column headers and perform fielded searches, search date ranges, or controlled lists. Multiple filters may be applied on multiple fields, and filters can be saved for accessing later through the Saved Filters panel. New records added to your project that fit within the filter criteria will be dynamically added to your saved filter.

The Sets and Filters panels are available on the left, in an accordion-fold beneath the Projects panel. Click the plus + or minus – icon to open or close the panel, respectively. The gear menu offers such menu options as Create Set, Edit Set, Delete Set, OR Edit Saved Filter Information, Delete Saved Filter. You can search for set or filter names in the search box, or narrow the list of results down by the permissions applied using the person icons according to their level of restrictions (Private, Restricted, or Shared). To return to the project and all its records, click the Project panel and select the project’s title.

Sets

Creating a set

Create a Set:

  1. Select records from the asset panel, control-click or shift-click to select multiple records; click Add to New Set in the Selection Options menu. OR select records then right-click and choose Add to New Set.
  2. A new window will open where you can enter a name for the set and a description of the set.
  3. Choose to make the set either Private‎, Restricted, or Shared.
  4. When you have made your selection, click Create.

Set Permissions:

Set permissions dictate who may view and/or edit a set. All sets can be accessed by administrators, regardless of restriction. Catalogers and administrators may narrow a list of sets down via the sets panel by selecting and deselecting the permission icons.

Private- viewable and editable only by you.

Restricted- viewable and editable by you and those you assign to it, selectable by a drop down menu of user accounts.

Shared- viewable by anyone with access to the project. Shared sets can be edited by both the set creator and users with administrator privileges.

Delete a Set:

  1. Select the set you wish to delete then right-click on it.  OR click the gear menu above the sets panel.
  2. In the options menu, select Delete.
    1. Because sets act like folders, deleting a set will not delete any records from the project. Only the grouping of those records will be deleted.

Edit the Set:

  1. Select the set you wish to edit, then right-click on it in the left panel. OR click on the gear menu above the sets panel. OR click on the Set Options button to the right above the asset panel.
  2. In the options menu, select Edit Set.
  3. A new dialog window will open where you can edit the set name, description, and permissions.

Add records to a Set:

Select records from the asset panel and then add them to a set using one of the following four methods.

  1. Click Add to Existing Set in the Options banner above your asset panel. In the window dialog box, choose a set name, and then click Assign Assets.
  2. OR drag and drop selected records from the asset panel into the set name in the left panel.
  3. OR right-click on the selected records and choose Add to Existing Set. In the window dialog box, choose a set name, and then click Assign Assets.
  4. OR upload files directly to a set by selecting the project and then selecting the set in the panel on the left, and then click the Upload button above the asset panel.

Make cataloging changes to an entire Set:

  1. Select the set you wish to edit all the records within by clicking once on the set name.
  2. In the options banner above the asset panel, click Edit all.
  3. After confirming your bulk edit, the set of records will open in a bulk edit tab. The SSID banner will list how many records you are editing.
  4. Make cataloging changes, then click Save or Save & Close above the media window. Edits to the data will be reflected in the entire set of records.

Customize your view of a Set:

Similar to customizing your workspace for a project, you can also customize your workspace for a particular set by selecting and rearranging the viewable columns. Your customized set view will only be visible to you; other users with access to a shared set can customize their own views.

To select viewable columns:

  1. Select the set you wish to customize from the left panel.
  2. Click the Viewable Columns button at the top right to see the list of available column headers.
  3. Check or uncheck the boxes to select which columns to display for that set in your workspace, or click Select all or Select none, and save.

To rearrange columns:

  1. Select the set you wish to customize from the left panel.
  2. Click on the column headers and then drag and drop to rearrange the display order.

To resize columns:

  1. Hover your mouse over the line between two column headers.
  2. Click and drag to expand or contract the column width.

Edit a Set’s Permissions:

  1. Select the set you wish to edit, then right-click on it in the left panel. OR click on the gear menu above the sets panel. OR click on the Set Options button to the right above the asset panel.
  2. A new window will open where you may choose to make the set Personal, Shared, or Restricted.

Click Save once you have made your selection.

Filters

Filtering by date

Create a Filter:

  1. In the project’s asset panel, click the drop-down arrow next to a column heading and select Filters. Depending on the fields’ content, different filtering options will appear.
    • For text, text area, linked, list, and linked Work fields, you will see an empty text box to perform a keyword search. The search box accepts a wildcard using an asterisk* or Boolean text (AND, OR, NOT). Wildcard searching is not case-sensitive.
    • For any filename, text area, text, linked, list field, or linked Work fields, you will have the option to search for or filter out blank or non-blank fields. Checking one of these options will filter your records and display only those with either no data in the field, or those that contain non-specific data.
    • For numeric fields, you will see greater than (>), less than (<), and equal to (=) text boxes.
    • For fields containing user information, you will see the option to select a specific user.
    • For fields containing date information, you will see a calendar pop-up. You may select a date range by using the ‘Before’ and ‘After’ options, or a single date by using the ‘On’ option.
    • For linked fields, you have an option to filter for whether there is a linked term or not from an integrated or external authority such as the Getty’s Art and Architecture Thesaurus or Library of Congress.
  2. Column headings with filters applied will be bolded and italicized. Their headings will appear in the Applied Filters box at the bottom of the asset panel.

Save a Filter:

  1. Create your filter as outlined in how to create a filter above.
  2. In the Applied Filters box, click Save as Filter
  3. A new window will open where you can enter a name for the filter and a description of the filter.
  4. Choose to make the filter either Private‎, Restricted, or Shared.
  5. In the Parameters box, the filter criteria that you have established will display.
  6. Click Create to save your filter.

Filter Permissions:

Much like Set permissions, Filter permissions dictate who may view and/or edit a set. All filters can be accessed by administrators, regardless of restriction.

Private- viewable and editable only by you.

Restricted- viewable and editable by you and those you assign to it, selectable by a drop down menu of user accounts.

Shared- viewable by anyone with access to the project. Shared filters can be edited by both the filter creator and users with administrator privileges.

Apply a saved Filter:

  1. Locate your saved filter in the left panel. If you are unsure the filter’s criteria, you can hover over the title to see the filter parameters. Apply the filter by clicking on its title.
  2. Once the filter is applied, its criteria will appear in the Applied Filter box at the bottom of the asset panel.

Remove an applied Filter:

When a filter is being applied to assets, the Applied Filter box will appear at the bottom of the asset panel. Click Clear to remove the current filter.

Delete a saved Filter:

  1. You may delete a Saved Filter by first applying it.
  2. Click the gear menu at the top of the saved filters panel and select Delete Saved Filter.

Edit a saved Filter:

  1. You may edit the name, description, and permissions of a saved filter by first applying it.
  2. Click the gear menu and select Edit Saved Filter Information. OR right-click the name of the filter and select Edit Saved Filter Information.
  3. A new dialog window will open where you can edit the set name, description, and permissions. Save your changes.

Edit Filter criteria:

  1. You may edit the criteria of a saved filter by first applying it.
  2. The Applied Filters window will appear at the bottom of the asset panel.
    • To remove a single filtering criterion, click the X next to the field name. OR find the column heading of the field in the asset panel, click on the dropdown arrow, and uncheck the selection.
    • To add a new filter criterion, find the column header of the field in the asset panel and click on the dropdown arrow. Enter the parameters for filtering the records further and the Applied Filters window will update with the new criterion.
  3. Save the edited filter by clicking Update Saved Filter, which will overwrite the original filter, or choose Save as New Filter to create a new filter that will coexist with the original filter.

Filter by publishing status:

Users can filter a project by which images have been published to specific collections. This is helpful towards managing workflows, reviewing published content, or making readied content available to end-users.

  1. In the asset panel, find the column header for “[Target Type], [Target Name]: Status”, for example, “Institutional Collection in Artstor, Special Collections Images: Published”.
  2. Click the dropdown arrow to open the filter menu.
    • For viewing a filter of records that had been published, check the box for Published.
    • For viewing a filter of records that had not yet been published, check the box for Not Published.
    • For viewing a filter of records that had been suppressed from that particular target, check the box for Suppressed.
  3. Save the filter or use the filtered records as you choose.
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