Content:

1 Content:
2 Introduction:
3 Purpose:
4 Website:
4.1 Overview of the projects:
4.2 Let's create a new project:
4.2.1 Create a new project.
4.2.2 Set up the webpage:
4.3 Activate your new project:
4.4 Test your project:
4.5 Extra options:
4.5.1 Active projects page:
4.5.2 Inactive projects page:
4.6 Management module:
5 Conclusion:

Introduction:

With this module it is possible for (external) users to upload media objects to the MediaHaven platform. Zeticon has achieved this by using the rest API.
Users have the ability to browse to a public website where they can upload media files. An administrator can determine what metadata the users can select or add. It is also possible to create extra user information like first name, last name, e-mail, …
These websites work on mobile devices and pc.

Purpose:

This is a great module if you want to have the opportunity to create a publicly available website for specific projects where files can be uploaded by external users*. These import websites can be used for a wide variety of purposes. An example could be a competition where visitors can upload their best pictures which they took at an event. This module can also be used for heritage groups that occasionally have to upload photos or other projects and where it is not necessary to posses the knowledge to work with the more advanced features of MediaHaven.

One of the main benefits is that uploaders will supply metadata correctly for each project, without room for error. This saves a lot of time for administrators.

*External users: Users that are not a part of general MediaHaven users. These could be users that are only using the platform during one specific project.

Website:

Overview of the projects:

You need to log in with a MediaHaven account to use this module.
To gain rights to use the administrative side of the import website, a user must have access to at least one ingest space and have the 'Access import module' user function.
More information about rights can be found in the main manual. This manual can be consulted in the management module by navigating to Help > Manual or  by pressing the F1-key on your keyboard.

An administrator can then access the project settings by navigating to the import-module portal.
The url to this portal is the url to the MediaHaven website + '/import'. Ex. organisation.mediahaven.com/import
The user then needs to authorize access to the import module through OAuth2.0 verification.
See the steps below:

Step 1: Click through to the MediaHaven Authorization Portal

Step 2: Choose 'Log in with MediaHaven' option

Step 3: Log in

Step 4: Authorize import module

Found below is a manual that describes how to create a new project using the default template. If you need any additional help after reading everything and trying it for yourself, you can always contact our support department.

Hint: You can find question marks that give you more detailed information about that specific option

Once logged in you can see an overview of the existing projects.

Let's create a new project:

Create a new project.

We use the blue "New" button to create a new project.

We need to add a name for our project and choose an ingest space. The ingest space is the place where the files where they will be uploaded in the MediaHaven system. In this ingest space you will find the file with the metadata that has been added by the Project module user. Here you or another person can review these files. Here you can decide to keep them, add metadata and eventually publish them so they become visible for other users. This depending on the rights you will give these files. (same like a normal upload in MediaHaven). The major gain here is that these files will contain metadata like you have set up here in the project module.

Set up the webpage:

Once your new project has been created you will see something like:

The Admin url is where we build the webpages. The url is the url we will give to the user. Let's choose Admin url.

Step one: Welcome page:

Here we enter a title and default text. On every page there is a more button. Under this more button it is possible to enter a larger text.
Relative Url for the logo image:Here we enter a url of the logo that will be used on your project page. The image needs to have public access. You can use the embed link from an image in your MediaHaven or use an image from another website or system. Remember if the url becomes invalid your project page will loose it's logo.
Url (including http://) for the hyperlink when the user clicks on the logo image: Here we enter a website url. This url is used whenever the user clicks on the logo.
Relative Url for the background image:We enter a valid url that links to an image that is publically available. This image will be used as a background in your project. Be sure to use an image with at least 2000 pixels. (use images from MediaHaven if you can. Just use the embed code once again)

Hit save.

Step two: Personal information:

Like in step one fill in a title and your default + more text.
Next you will see metadata fields. The default fields are usually sufficient. For every field you can in the simple mode change if the field is Active or not and is Mandatory or not. The column Default is used to enter a default value (use tooltip for more information). If you wish to give the user a list with possible entries you can add these in the Values column. Use "," for more than one possible entry. You can use the Advanced button to change the field name or add more fields. When creating new fields that are non existing in the MediaHaven system support needs to intervene to link these fields. This is not standard support but normally this isn't necessary.

Step 3: Upload files:

Like in all steps enter a title and default + more text.
Here you enter a maximum number of files and limit the allowed file formats.
The allowed formats should be separated by a comma. Example: jpg, png, gif
This is useful when creating a contest.
Leaving the 'Allowed file formats' value empty will allow all files.

Step 4: Annotate your files:

Like in all steps enter a title and default + more text.
In this step we add metadata to all files the user has uploaded. We reuse the metadata fields that are already present in the MediaHaven system. Like in step two we have option to have fields that are active and mandatory. Important: In some project you can use the field "Extra keywords" to add a keyword that is hidden for the user. For example you have photo contest each year. Why not add the keywords like photo contest, name of the photo contest automatically. To do so enter defaults in the default column and set the field to non active. The keywords will be added but this won't be shown to the user.
When you want to add extra fields or change the name of the fields you can use the advanced button. When adding new fields you can reuse the fields that you have created in MediaHaven. (see general manual). Be sure to use the correct "Key". This key is the internal name that is specified in the MediaHaven settings (Metadata profile). You can always ask support to help you with this.

Step 5: Annotate individually:

In step 4 we created a metadata profile that user can use to metadata all his files. In this step the user can add metadata for each file individually. Only a title and text is required by the administrator here. All the metadata fields are populated automatically based on step 4.

Step 6: Submit:

The user will see an overview of the files he is going to upload. This step is mostly use to enter a disclaimer or GDPR acceptance form. For example:
Your files will be used in our organization. By uploading these files you give us the rights on these files. Your name will be added as the author of these files. By going to the next steps you have agreed to these terms.

Step 7: Thank you:

This step is used to thank the user for his participation. You can explain how the process continuous. For example:
Thank you for adding new files. We will first review all uploads in the coming 14 days. All accepted entries will be published and can be viewed on www.mediahaven.com. If you have won a prize we will contact you personally. Again thank you cooperation!
You can customize each step that your user will see. (See the crumble path.)
After saving the last step you can go to active projects or inactive projects. Choose inactive project to go back to the project overview.

Activate your new project:

Before activating you need to set a starting date and finish date. With this option you can ready a project and choose when it will become available. If you set a data in the future and you project is active (see next step) the user will see a date when the project become active:

Activating a project is done by using the activate button on the inactive projects page:

Test your project:

Use the url to test your project. Since the url isn't know yet to the users you can safely test this.

Extra options:

Active projects page:

For every project you can change the start and finish time even when your project is running. Other actions are listed by these icons:

• Save your changes
• Clone your project (this will create a copy of the current project)
• Deactivate your project. The user url will become unavailable
• Delete the current project. This is IRREVERSIBLE

Inactive projects page:

For every project you can change the start and finish time even when your project is running. Other actions are listed by these icons:

• Save your changes
• Clone your project (this will create a copy of the current project)
• Activate your project. The user url will become available.
• Delete the current project. This is IRREVERSIBLE

Management module:

In the Management module the files will be gathered in the ingest space you have chosen during the creation of your project. In this ingestspace an internal user can check the metadata entered and decide to publish the files or not. When the import module is available on your MediaHaven installation there is a new metadata profile added called Project module. This metadata profile lists the basic personal information used in step 2 personal information. For more information about metadata profiles check the MediaHaven manual. If you don't have this metadata profile in your MediaHaven setup please contact support.

Conclusion:

The project module has been created with a maximum user friendliness and support for mobile devices. This manual has been created for the first use of the module but every step should guide you and explain how to use all functionalities. If you have any question or suggestions please contact MediaHaven support at support@mediahaven.freshdesk.com