View, Upload, and Replace Media Files

View Media Files

From the item panel, double click on an item to open the edit tab, or select the item and choose Edit from the Actions Bar. You can zoom and pan within the media viewer or double click the media or select Open Viewer to view the media in a new browser tab.

To listen to audio files, click anywhere in the media viewer and the file will play within Forum. To stop or pause the file, click anywhere in the media viewer. You can also use the controls at the bottom of the media viewer to play, pause, move to different sections of your audio file or adjust the volume.

Media files published to the Artstor Digital Library will appear with a thumbnail. Non-image files will also include a small icon beneath the thumbnail indicating the file type and how to view or listen to the file.

Upload Media Files

1. Select a project and then select Upload Media from the Add menu.
2. Drag and drop media files or browse to select a file from your computer directory. Use Control + click (Command + click for Mac) or Shift + click to select multiple files. If an unsupported file was added to the upload, you will receive a notice indicating that unsupported files were detected and will not be included in the batch.
3. Select Upload. When the upload is finished, a message will be displayed with details about the batch.
4. Select Close. Your media will now appear in the item panel.

Add Media File to Existing Record

1. Double click on the item that has no associated media file to open it in the edit tab.
2. Under the media viewer, select Media and then Upload Media.
3. Select a file from your computer directory then select Upload. When the upload is finished, a message will be displayed with upload details.
4. Select Close. The uploaded media will now display in the media viewer of the edit tab.

Replace Single Media File

1. Double click on the item to open it in the edit tab, or select the item and choose Edit from the Actions bar.
2. Under the media viewer, select Media and then Replace Media.
3. Select a file from your computer directory then select Upload. When the upload is finished, a message will be displayed with upload details.
4. Select Close. The uploaded media will now display in the media viewer of the edit tab.

Batch Replace Media Files

Batch replace allows you to replace media files in batch, without modifying your data records. Along with this process, you will use an Excel spreadsheet to replace the existing media filenames with the new filenames. This allows Forum to match the new media files with their existing data records.

To batch replace media files:

1. In the item panel, select the items that you want to replace, then select Export Records from the Actions Bar.
2. In the Excel spreadsheet, type CLEAR in all caps in the filename column for each record to be replaced with a new media file. Leave all other cell data as is.
   
3. Use the “Save as” option to save the edited spreadsheet with a new name so your original exported spreadsheet is not overwritten. This maintains a copy of the original Excel spreadsheet so you have a record of the filenames and matching SSIDs for safekeeping.
4. From the item panel, use the Add menu and select Import Metadata, then locate the edited Excel spreadsheet containing CLEAR in the filename column. Uploading this will clear the existing filename from the data record and remove the media file, but the rest of the data will remain the same.
5. To batch upload replacement media files, you’ll need to import another new spreadsheet with the replacement filenames. If you plan to use the same filenames for your new media files you can use the original spreadsheet that you initially saved. Otherwise, edit the Excel spreadsheet by entering a new filename for each matching SSID. Again, use the “Save as” option if you want to preserve a list of the original media files you are replacing.
6. Return to the item panel and select Import Metadata from the Add menu to import the Excel spreadsheet with the new/replacement filenames.
7. Lastly, upload the replacement media files using Upload Media. The media files will automatically match to their data record as long as the filename in the uploaded spreadsheet matches to the media filename.

Clear Single Media Files

1. Double click on an item to open it in the edit tab, or select Edit from the Actions Bar
2. Under the media viewer, select Media then Clear Media.
3. Select Clear again to confirm this action. The media will be removed.