How to add, edit and save multimedia resources in the Multimedia module

Note: A multimedia file (image, audio, video, documents, etc.) or URL may be dragged from the Windows environment and dropped on any control displaying multimedia. A new Multimedia record is created for the dropped item with the resulting record attached automatically to the control. Allowing multimedia to be added via drag and drop may streamline the data entry process, however the Multimedia record created will only contain minimal data (default values, extracted metadata, generated resolutions, etc.). If extra data exists, the Multimedia record may need to be updated manually.

To add an image, audio, video, document file, etc. to the Multimedia module:

1. Add a new record in the Multimedia module:

   

2. On the Multimedia tab, click Add Resource in the Multimedia Tool bar

   -OR-

   Select Multimedia>Add>File from the Menu bar.

   The Open box displays.

3. Locate and select the file:

   

   Note: To preview the file, ensure that the Preview checkbox is ticked.

4. Double-click the file name

   -OR-

   Click Add.

   Note: It is also possible to add a file simply by dragging and dropping it from Windows Explorer onto the Image pane in the Multimedia module.

   The resource is added to the Multimedia repository and displays in the Image pane of the Multimedia record. Information (including metadata) is extracted from the file and many fields and tabs are automatically completed:

   

5. Complete the Resource Information details, add a description if required, etc.
6. Save the record.

   Note: Occasionally the image of the multimedia resource on your computer may be unclear or corrupted. To reload a copy from the server, click the Reload button from the Multimedia Tool bar.

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To add a non-file resource (URL and reference) to the Multimedia module:

1. Add a new record in the Multimedia module:

   

2. On the Multimedia tab, click the arrow beside the Add Resource button in the Multimedia Tool bar and select URL or Reference from the drop list:

   

   -OR-

   Select Multimedia>Add>URL from the Menu bar to add a URL

   -OR-

   Select Multimedia>Add>Reference from the Menu bar to add a Reference.

   The Add URL or Add Reference box displays:

   

   

3. Enter details in the text box and click OK.

   Note: It is possible to add a URL simply by dragging and dropping it from a web browser onto the Image pane in the Multimedia module.

   The detail displays in the read-only Identifier: (Resource Information) field. Complete any other details and save the record:

   

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The multimedia repository in which multimedia resources are saved can be divided into partitions. Access to the multimedia resources stored in each partition can then be limited to specific users or groups. An institution may want to restrict access to sensitive or confidential information by limiting access to a specific partition to only a few users.

To specify in which partition of a repository that a resource is to be stored:

1. In the Multimedia module, add or search for a resource.
2. On the Characteristics tab, select a repository from the Repository: (Characteristics) Lookup List:

   

3. Save the record.

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Each multimedia record that contains a document / file (that is non URL or Reference records) has an associated Resolutions tab (in the case of images) or Documents tab (for all other media). The tab contains a list of all the formats and sizes registered for the original document. It is possible to add new media to the list.

Note: Permission to add new formats is controlled by the Multimedia|Operations Registry entry.

Note: It is assumed that the new media only differs in terms of format not content. The System cannot check that an added document / file contains the same content as the original.

To add a new format:

1. Locate the record to be altered in the Multimedia module and select the Resolutions (for image based media) or Documents (for other media) tab.
2. Click the Add Resolution... or Add Document... button beside the Resolutions or Documents table

   -OR-

   Select Multimedia>Add>File from the Menu bar:

   

   The Open box displays.

3. Locate and select the file:
   • If an image, it will be appended to the Resolutions table. The System will determine the properties and provide initial values.
   • If a document, it will be appended to the Documents table.

Whenever a new file type / resolution for a document or image is added to an existing multimedia record the record is placed in Edit mode. The edit can be saved or cancelled.

Detail about multi-resolution support is available here.

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The Edit Resource functionality available in the Multimedia module enables authorised users to open the master multimedia resource in an external editor, edit it and save it back to EMu.

Note: Only the master version of a resource can be edited (the first item in the Resolutions / Documents table).

To edit a multimedia resource:

1. Select Multimedia>Edit Resource from the Menu bar

   -OR-

   Click the Edit Resource button in the Multimedia Tool bar:

   

   The multimedia resource will display in the application that is associated with its media type (jpeg, gif, Word doc etc.), e.g. a Word document will open in Microsoft Word, a graphic may open in Photoshop or Paint, etc.):

   

   Note: The association between media types and applications is managed locally on each computer (Control Panel>Folder Options>File Types).

2. Edit the resource.
3. Save the file.

   The modified file will be saved back to EMu.

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It is possible to save a multimedia resource in EMu to a location outside of EMu (your PC for instance). If the multimedia resource has several resolutions, it is possible to select which resolution to save.

To save a multimedia resource to your local PC:

1. Locate the multimedia resource (in any module).
2. Select Multimedia>Save from the Menu bar and then select a resolution from the list that displays:

   

   The Save Multimedia box displays.

3. Browse to the folder in which you want to save the resource and click Save.

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