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Exhibits Documentation A guide to building exhibits using Spotlight

Adding & Managing Items

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When you navigate to the Items page in the Curation sub-menu, you will initially see an empty list. Once you have added items, you'll see a list of all the items you've added to your exhibit, including the dates they were added and whether the items are public or not. From this list, you can also click on the links to view or edit the individual items. Clicking the link title or clicking View will both take you to the Item Details page. The edit functionality allows you to edit exhibit tags or metadata fields. You can sort this list using several different criteria and set the number of items that you view per page.

To add items to your exhibit, click the blue button on the top right that says Add Items. You should see the display shown below. There are not currently any external resources available, so you will need to upload items individually or in a batch.

It is strongly recommended that you add any custom metadata fields you will need to your exhibit before adding any items.

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Adding a single item

If you have a relatively small number of items you want to add to your exhibit, you can use the Upload item tab to add them one at a time. The form on the Upload item tab enables you to first upload the file that represents the item, and then add metadata for the item. By default, there are only a few defined metadata fields available for uploaded items, all of which are optional (though a title is strongly recommended). However, if you have added any custom metadata fields to your exhibit, those will also be available here. For example, in the screenshot at right, we've added a custom metadata field (the last one, called source) to our exhibit and we can use it to describe our uploaded item.

Adding multiple items

If you have more than a small number of items you want to add to your exhibit, you can add them more efficiently by using a CSV (spreadsheet) file. This feature enables you to use a spreadsheet to enter all of the file locations and metadata values for your items, and then add them to the exhibit all at one time. It is strongly recommended that you add any custom metadata fields you will need to your exhibit before adding any items.

Project Surfliner Starlight sites support batch uploads for files that are accessible via a publicly-accessible url (e.g., Box or Google Drive).

Adding multiple items via URL

To upload multiple items using a spreadsheet follow these steps:

  1. From the Upload multiple items tab, click the Download template link to save the template CSV file to your computer. This is an important step because the template includes any custom metadata fields you might have added to your exhibit, in addition to the core set of fields included for items in every exhibit.

  2. On your computer, open the downloaded template file in a spreadsheet application, such as Excel. You should see a spreadsheet with several columns of entries in row 1. These represent the file location and metadata fields for the items you are going to add to the exhibit. (The names of the fields are not very human-friendly, so it may help to match the fields in the spreadsheet to those shown on the form on the Upload item tab: URL of the file representing the item, title of the item, description, attribution, date, and optionally, any custom fields you have added.)

  3. For each item you want to upload, fill out one row of the spreadsheet. For the URL field, this should be a publicly-accessible link to the file; that is, it can't be a file that exists only on your computer. You must also upload the file to a publicly-accessible location, such as Box or Google Drive, and ensure the link you enter in the spreadsheet is accessible to anyone. (A simple way to test this is to open a private or incognito window in your browser and paste the file link in the browser window location bar; if the file loads in the browser window, that link should work as the file location in the spreadsheet). See the instructions below about how to select the correct URL to include. Continue by adding values for any other metadata fields for the item. See the screenshot below for an example of a spreadsheet with two uploaded items defined.

  4. When you have entered data for all of the items you want to add to the exhibit, save the spreadsheet as a CSV file (the filename can be anything you want).

  5. From the CSV File field on the Upload multiple items tab, select Choose file.

  6. From the file prompt window, select the CSV file with your item data, and select Open.

  7. From the Add items page, select the Add item button.

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Example of a completed upload multiple items spreadsheet file using URL upload method
Selecting the correct Google URL

We do not currently recommend using Google URLs for Project Surfliner Starlight sites.

Selecting the correct Box URL

Follow the instructions below to identify and select the correct URL for images added to Box:

  1. Upload the image to Box and then right-click and select Share.

  2. Ensure that Shared link is enabled is turned on and that People with the link --> Can view and download is selected. It should say "This content is publicly available to anyone with the link0." at the bottom of the window. Do not copy the link. Close the window.

  3. Double click the file to open the image in the Box Viewer and open the full-screen view. Once in full-screen view, right-click the image and select Copy image address from the menu.

  4. Add the copied URL to the batch spreadsheet. (Note that this will be a super long URL.)

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Select "Copy image address" from the context menu after right clicking the image in Box