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How to Create Catalogs

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JenniferG
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Within the Portfolio Admin, the Administrator can create and manage catalogs.  Before creating a catalog, you must first select a Catalog template and determine the type of storage for your Catalog.

 

Catalog Templates

Out of the box, Portfolio provides four Catalog templates. Each template can be customized. Additionally, users can create and customize a template. For more information on Catalog templates can be found here.

  1. General Use: Default template.
  2. Simple: This template does not contain any custom fields, and is not configured to extract metadata from files.
  3. Spectrum: Spectrum is the UK standard for collections management.
  4. VRA Core:The VRA Core is a data standard for works of visual culture and fine arts.
  5. Custom Catalog Templates: You can create your own custom templates.

Catalog Storage Types

It’s important to consider organizational goals when selecting a storage type.

The Vault: 

Vault catalogs are stored in Portfolio’s vault and managed by Portfolio.  The vault is a secure custom database that is not accessible for casual browsing. The Portfolio Administrator or Catalog Administrator can control who has access to Vault assets.    A Vault catalog is ideal for assets where extra security is a must. 

Vault Catalog Benefits Vault Catalog Considerations
  • Asset Versioning (not available in Watch Folders).
  • Asset check-in/check-out.
  • Elimination of unauthorized access to assets.
  • Fast, secure storage of assets.
  • Most users can’t modify or delete an asset.
  • Storage needs can be considerably higher than Watch Folder catalogs, especially with Asset Versioning enabled.  (!)

Watch Folders: 

Watch Folder Catalog Benefits

 Watch Folder Catalog Considerations
  • Assets can be located anywhere on your network.
  • Doesn’t require dedicated server space for your assets.
  • When assets are added or removed from an AutoSync folder, Portfolio sees the changes and will automatically update.
  • All locations where assets are stored need read/write accessibility to Portfolio
  • Backing up individual assets can be tedious if there is more than one location involved. (!)
  • Non-Portfolio users with network access can remove assets. (!)
  • Versioning is not available with Watch Folder Catalogs (!)

Note:  If one chooses Watch Folder Catalogs, it’s important to have all users agree on a workflow.  Not having an established and enforced workflow can lead to mismanaged or deleted assets.

Once you’ve decided on your catalog template and storage type, now it’s time to create a catalog.

 

Next Steps: Create a Catalog

  1. In the Portfolio Admin, click Catalogs
  2. Click the Add New Catalog
  3. Select a catalog template
  4. Enter a catalog name.
  5. Choose a Collation(language)method from the drop-down menu.
  6. Choose a Storage Type.
    • Vault Catalog
    • Watch Folders
  7. Click the Create Button.

 

 

See Also:  Adding users to catalogs

 

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