Uploading Personal Collections Files and Data

NOTICE REGARDING PERSONAL COLLECTIONS:

Between June 1st and early September upload and data entry for Personal Collections will be paused. During this time you will be able to share, download, and save your existing images to groups as usual. Uploading of OIV presentations into personal collections will also be disabled. If you need to share OIV presentations with students, please convert them to PDFs. Please see this page to learn about using Shared Shelf to upload and edit content in your personal collection while these features are paused this summer.


 

On this page…
Upload Files to Personal Collections
Add Data to Personal Collection Files
Set Access Levels for Personal Collection Files
Upload Replacement Files for Personal Collections

Recommended Browsers for Personal Collections

Before you begin: You must have Flash installed to use Personal Collections. An easy way to test that it’s installed for your browser, is to open an image in the Image Viewer. If Flash is not installed, you will see a prompt to install it, instead of the full image view.

Windows machines: IE

Mac computers: Firefox

 

Upload Files to Personal Collections

  1. Log in to your Artstor account. Go to the Artstor navigation menu and click Upload > Upload to personal collection > Image and audio files. Note: we do not recommend using Chrome to upload to your Personal Collection
    Please note: If the “Upload” toolbar button does not appear, there are two possible reasons:

  2. In the new window that opens, click Click here to select file(s)… to open your computer’s directory to find the files that you would like to upload.
  3. Click a file name to select it, then click Open.
    Please note: Supported file types include JPG/JPEG, GIF, TIFF, BMP, PNG, or any MP3 audio file.
  4. Click Upload. A bar will appear along the bottom of the window that will track the progress of the download. Depending on the size of the file(s) and the speed of your network connection, this may take a few seconds or a couple of minutes. You will see a confirmation message once the upload is complete.
  5. You can continue to upload an additional batch of images, or click X in the upper right hand corner to close the window. Once uploaded to to Personal Collections, your files will be available to view, download, and export to PowerPoint or OIV in approximately one hour.
    Next you can:

Quick Tips

While you may select as many images to upload at a time as you would like, we strongly encourage you to upload a maximum of 20-30 images at a time or 200 MB at a time, whichever constraint is met first. The Personal Collection uploader will not do these calculations for you. You will need to keep this in mind for optimal performance and reduced wait times on upload.

Please note: Users logging in through a Proxy or whose Flash Player is not up to date will only be able to select one image at a time to upload.

If you have personal images you have uploaded to the Offline Image Viewer (OIV), you can also Upload local images from the OIV to Personal Collections.

Add Data to Personal Collections Files

  1. From the “My personal collection” area on the right side of the search page within the Digital Library, click Manage personal collection. In the new window that opens, select a Personal Collection category from the column on the left, and then select a file from the column on the right. Click Edit Data. The image data window will open.
    OR
    From the “My personal collection” area on the right side of the search page within the Digital Library, click Browse personal collection. Double-click a Personal Collection category and choose an image to edit. Then click the text beneath the thumbnail to open the data window.
  2. Enter information about the file in the data fields. If you wish to view more fields click Show all. Click Save when you are finished.
    Please note: For a more detailed discussion of these VRA Core 3.0 fields, as well as examples of data records, please see:http://www.vraweb.org/vracore3.htm.

Set Access Levels for Personal Collections Files

There are two access levels for files in your Personal Collection: Limited Access and Institutional Access.

  • Limited Access: Uploaded files are private, viewable only to you when you log onto your account. By default, any files uploaded to your Personal Collection are initially set to Limited Access.
    • You want to keep the files private and only viewable to you when you log onto your own account.
    • You want to prevent others from using your files, whether printing, downloading, saving into Image Groups, or importing into OIV.
    • You want to share files in a limited fashion with a select number of users, e.g. by saving the file into a Shared Folder.

    Please note: Even if shared in a public folder, Limited Access files cannot be saved by other users to their Image Groups, nor can they be imported into the OIV. However, if they are shared in a public folder, Limited Access files can still be downloaded and printed individually. They will also be included if the image group is exported to PowerPoint.

  • Institutional Access: Files are public and shareable with others at your institution.
    • Users at your institution may search, browse, and view your uploaded files alongside other Digital Library images.
    • They may Print and download copies of these files for their own use.
    • They may also save your personal files into their own Image Groups, for reference or presentation.
  1. If an image is set to Limited Access, a “locked” icon will appear in front of the file name in the “Manage personal collection” window. Initially, all uploaded files are “locked” and set to Limited Access.
  2. If you want to share an image, you can “unlock” it.
    1. Click on the “My Personal Collection” item in the left-hand panel.
    2. Find the desired file name in the right-hand panel and select it with your mouse.
    3. Then, right- (or Control-) click with your mouse and select the “Set file to institutional access” option from the resulting shortcut menu.
    4. An icon will appear in front of the file name, indicating that it is now “unlocked.”

    Remember, files set to Institutional Access are public, and will function just like any other image in the Digital Library. Users at your institution may search, browse, and view these files, as well as print and download copies for their own use. They may also save your personal files into their own Image Groups, and download them into OIV for presentation.

  3. At any time, you can change the access level back to the default.
    1. Click on the “My Personal Collection” item in the left-hand panel.
    2. Find the desired file name in the right-hand panel and select it with your mouse.
    3. Then, right- (or “Control”-) click with your mouse and select the “Set file to limited access” option from the resulting shortcut menu.
    4. An icon will appear in front of the file name, indicating that it is now “locked.”
  4. Rather than setting access levels for individual files, you may want to set an entire category to Limited to Institutional Access:
    1. Click on the desired category (or sub-category) in the left-hand panel.
      You may need to expand categories to find a desired sub-category. Simply click on the plus sign (+) to the left of any category to expand it. Once expanded, collapse the category by clicking on the minus sign (-) that appears to the left of the title.
    2. Then, right- (or Control-) click with your mouse and select the “Set category files to limited access” or “Set category files to institutional access” option from the resulting shortcut menu.
    3. Depending on the option that you choose, icons will appear in front of the files with the category (or sub-category), indicating that they are now “locked” or “unlocked.”
    4. To change the access setting, simply right- (or Control-) click on the category title again and choose the other option.

Upload Replacement Files

You may replace any file currently in your Personal Collection by uploading a replacement file. This will preserve any descriptive information that you have added to the original file.

  1. Click on the “My Personal Collection” item in the left-hand panel.
  2. Find the desired file name in the right-hand panel and select it with your mouse.
  3. Then, right- (or Control-) click with your mouse and select the “Upload replacement image” option from the resulting shortcut menu.
  4. In the new window that opens, click on the “Choose file” button.
  5. This will launch your computer’s directory. Use it to browse to the location where your local files can be found, whether your local hard drive, institutional network drives, or any portable media (e.g. disks, CDs, flash drives, etc.).
  6. Click on a local file to select it, then click on the “Open” button. You may choose any image file in the currently supported formats (JPG/JPEG, GIF, TIFF, BMP, or PNG), or any MP3 audio file.
  7. When you return to the “Replace file” window, you will see that your chosen file name has populated the previously empty file name field.
  8. Click on the “Upload” button at the bottom of the window.
  9. A new dialog will open, which will track the progress of the upload. Once the upload is complete, you will see a confirmation message in the same window. The updated files will be available to view, download, and export to PowerPoint or OIV in approximately one hour.
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