Publish Items

About publishing and target types

Publishing your digital collections content allows it to be accessed by users on several different platforms. How the media can be used and how the data is viewable varies across publishing environments and their associated platform:

• JSTOR Shared Collections: Institutional and Public
• Omeka
• OAI

Manage Publishing Targets includes information about these environments and how to set up publishing to them.

Publishing Items

Item records can be published one of two ways in Forum: from the item(s) editing screen or from the project screen.

Note: Please limit publishing to 10,000 records at a time.

To publish one or more items from the editing screen:

1. Select one or more items in your project and click Edit on the Actions Bar to open the item record(s).
2. Click the Publish button.
3. Check the targets to which you want to publish your content. If default targets are established, these targets will already be checked.
4. From the Publication Summary window, you have the option to view the status in the Publishing Monitor or you can select the hyperlinked collection name which will take you to your target collection.

To publish one or more items from the project screen:

1. Select one or more items from your project and click Publish on the Actions Bar.
2. Click the Publish button.
3. Check the targets to which you want to publish your content. If default targets are established, these targets will already be checked.
4. From the Publication Summary window, you have the option to view the status in the Publishing Monitor or you can select the hyperlinked collection name which will take you to your target collection.

Publishing to multiple targets

Forum allows you to publish the same content to multiple publishing targets. For example, you might publish your content to a collection on JSTOR as well as to an OAI server.

However, while it's possible to set up multiple JSTOR targets within a single project in Forum, it's important to note that while support is planned, it's not currently possible to publish the same item(s) to more than one collection on JSTOR.

For example, if you publish an item to JSTOR Target A, and then subsequently publish the same item to JSTOR Target B, the item will be suppressed from the collection corresponding to Target A and re-published to the collection corresponding to Target B. The item is "moved" from one collection to another.

To prevent this, if you select a JSTOR target when publishing, any additional JSTOR targets within the same project will be grayed out in the publishing menu.

Until support for publishing items to multiple JSTOR targets is implemented, we recommend having only a single JSTOR target within your project to avoid confusion.

Viewing an item's publishing history

When editing an individual item, you can view the publishing and suppression history for all the project’s targets by viewing the publishing information located below the item preview on the right side of the record. This displays a status of unpublished, published, or suppressed as well as the last publishing activity date and who completed the most recent publishing activity.

Publishing monitor and publishing errors

The Publishing Monitor displays the status of your published items. To view the Publishing Monitor, select Activity Monitor underneath the item panel.

When you publish items that are missing data from required fields, you will see an error message listing which SSIDs will not be published. If an item fails to publish or looks incorrect after you have changed it, double-check the item's metadata and publish it again. 

Suppressing and deleting items

Suppressing an item will remove it from collection(s), but the item will remain in Forum to edit or re-publish at any time. Users with Cataloger permissions can only suppress items they have uploaded and they must have publishing privileges for all targets to which the item has been published.

See Suppress and Delete Items for more information.

Filter based on publishing activity

For each publishing target, you can filter on the status, publication date, and user who published.

• Status displays Published, Not Published, or Suppressed depending on the status of your item.
• Published On displays the most recent published or suppressed date of an item.
• Published By displays the username of the user who most recently published or suppressed an item.

You can filter your items on these columns and save your filtered results as a Saved Filter for future reference.