Adding & Managing Items

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 only allows you to edit exhibit tags or custom metadata fields, not the imported metadata. 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 red button on the top right that says Add Items. You should see the display shown below. Your exhibit will initially have nothing listed in the box under Item submission.

Adding items from the Stanford Digital Repository

There are many benefits to populating your exhibit with items that come from the Stanford Digital Repository. SDR items are added to an exhibit with their SDR-stored metadata and are displayed in the SUL-Embed viewer. To add items to your exhibit from the Stanford Digital Repository (SDR), be sure that the SDR button is red (and not the BibTeX button), then add item or collection druids, one per line, in the box under Item submission. When you are finished adding DRUIDs, click on Add Items in the red box at the bottom right of the page.

Be very careful about adding DRUIDs to your exhibit, as it is not currently possible to delete them later. If you have added DRUIDs by mistake or if you change your mind later about including DRUIDs that you have added, see the instructions below on Hiding items from public view.

If you would like to add more items to your exhibit at a later date, add the new items to the bottom of the list, one per line, and then Reindex the items as described near the bottom of this page. Do not delete previously added druids from the list.

Adding items from outside the Stanford Digital Repository

There are many benefits to populating your exhibit with items that come from the Stanford Digital Repository, as described in the previous section. When you add non-SDR items to an exhibit, you must manually provide your own metadata for each item, and items are displayed in a less sophisticated viewer.

However, there can be very good reasons for adding non-SDR items to an exhibit. There might be legal or policy concerns that prevent items from being ingested into the SDR but that you still want to showcase in an exhibit, for example. There are several ways to add non-SDR items to your exhibit, as described below. Regardless of the method, after non-SDR items are added to an exhibit they are indexed and searchable in the same way as SDR items, and they can be used in most page widgets.

Adding a single non-SDR item

If you have a relatively small number of non-SDR 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 two custom metadata fields (the last two, which would be named more descriptively in a real exhibit) to our exhibit and we can use them to describe our uploaded item.

Add multiple non-SDR items

If you have more than a small number of non-SDR 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 non-SDR items, and then add them to the exhibit all at one time. To upload multiple items using a spreadsheet follow these steps:

  1. From the Upload multiple items tab, right-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 non-SDR 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 non-SDR 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). 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 non-SDR 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.

Example of a completed upload multiple items spreadsheet file

After you submit the uploaded item file, you should see a confirmation message at the top of the page, indicating that your file has been uploaded. You should also receive an email when the uploaded items have completed indexing. To verify that the uploaded items have indeed been added to the exhibit, navigate to the Curation > Items page and check the list of files.

Important tips

  • All files selected to upload must be jpg, jpeg or png file format
  • Individual files selected for upload may not exceed 10 MB
  • Images that are captured with a cell phone or tablet will likely have an invisible display orientation flag embedded in the file. This can cause the image to be rendered sideways or upside down in exhibits. Recommend for these types of images, have the content owner open each image in Photoshop, and save them, before uploading to a file sharing service. This will correct the orientation flag problem.
  • Metadata should be prepared by the content owner and double-checked for accuracy by the content owner (It is not currently possible to edit metadata uploaded using the multiple non-SDR items tab).
  • Stray/hidden encoding from MS Excel can remain in a csv file, causing problems for exhibit upload. Therefore, it is recommended to open the csv in a text editor like Atom (or your preferred text editor), and re-save the csv. This will remove any hidden encoding.
  • Here is an easy way to export a list of links from a Drive folder. Please note this relies upon third-party apps and could easily change in the future.

Adding non-SDR raw documents

This option is currently restricted to high-level administrators and is not available to administrators or curators of individual exhibits.

Adding non-SDR items through a IIIF URL

Spotlight includes the ability to add well-formed IIIF manifests from other institutional repositories to your exhibit. The display of IIIF images in the viewers used by Spotlight is not yet fully reliable, but this is a known issue we hope to make progress on soon. Please contact us if you have questions or need assistance with adding IIIF manifests to your exhibit.

Reindexing items

It may occasionally be necessary to reindex the items in your exhibit. Reindexing happens automatically when new items are added, but not for updates to exhibit items. If the metadata for any of your items changes, you should likely reindex your exhibit items manually to make sure that the metadata updates are reflected in your exhibit. To do this, click on the Reindex items button on the Items page. This will run as a background job, and you can walk away, close your browser or shut down your computer, and the job will continue running until it is complete. The amount of time that reindexing takes will depend on the number of items in your exhibit. A blue box will display at the top of the page indicating that reindexing is underway. A second blue box indicates the reindexing status, including when it was started and how many items have finished reindexing.

Hiding items from public view

It is possible to hide items in your exhibit from public view. You may wish to do this if you have added items to your exhibit and then decided that you don't wish to include them, or if you have added a collection and want to hide the actual collection object. To hide items individually, uncheck the box next to the item under the header Public. Once you do this, the text Private in a yellow box will appear next to the item title and your item will no longer be visible to the public. To hide items in bulk, use the bulk actions or bulk updates feature.

Private items will still be visible to you as the site administrator; just check the facet called Item Visibility wherever you have Facets displayed on your exhibit. The private items shown within this facet are visible only to you and not to public users of the exhibit.