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How to Create Catalogs

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JenniferG
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Within the Portfolio Admin Web interface, the Administrator can create and manage catalogs. During the initial Catalog creation process, a Catalog Template and as well as Storage Type must be selected.

 

Catalog Templates

Portfolio provides four default Catalog Templates. Custom Catalog Templates can be saved for existing Catalogs in order to mirror settings for any Catalog that may be created in the future. Additional information on Custom Catalog Templates can be found here 

  1. General Use: This is the default ( recommended ) template that includes the majority of the primary metadata fields aligned with Adobe Creative Cloud workflows.
  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 museum collections management.
  4. VRA Core: VRA Core is a metadata standard for works of visual culture and fine arts.
  5. Custom Catalog Templates: Any previously saved Custom Catalog Templates may also be listed beneath the default template choices.

Catalog Storage Types

It’s very important to consider your infrastructure storage and disaster recovery requirements as well as organizational goals when selecting a Catalog Storage Type.

The Vault: 

Assets for Vault catalogs are stored exclusively within Portfolio’s Vault and are managed by Portfolio.  The Vault is a customized ( MongoDB ) database that "containerizes" the assets which are not accessible for casual browsing ( outside of the Portfolio Client interfaces ). The Portfolio Administrator or Catalog Administrator can control who has access to Vault assets. A Vault catalog is ideal for smaller asset libraries where disaster recovery is not critical but extra security is a must. 

Vault Catalog Benefits Vault Catalog Considerations
  • Asset Versioning  
  • Asset check-in/check-out.
  • Asset locking
  • Elimination of casual browsing/asset access outside of the Portfolio Client interfaces.
  • Users with nonelevated Catalog access, can't modify of delete assets.
  • Backup/disaster recovery handled via corporate backup strategies. (!)
  • Single file recovery can be complex/challenging. (!)
  • Contiguous storage requirements limited to internal ( direct-attached ) storage (!)
  • No access to files via Macintosh Finder / Windows File Explorer. (!)
  • 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 on internal ( direct attached ) storage or elsewhere on existing network fileservers ( via SMB / AFP shares ).
  • Backup/disaster recovery easily handled via existing corporate strategies.
  • Single file recovery easily handled via existing file recovery procedures.
  • Assets added, modified, or removed from folders residing within Portfolio Watched Folders are automatically updated within Portfolio Catalogs.
  • Portfolio typically requires full read/write access to all target Watched Folder structures. (!)
  • Users with direct access to target folder structures have the ability to add, modify, and/or remove assets outside of Portfolio Client interfaces. (!)
  • Asset versioning not available. (!)
  • Asset check-in/check-out not available. (!)
  • Asset check-in/check-out not available. (!)

Note: Once a Catalog has been created, it's not possible to simply change to a different Catalog Storage Type and note that Catalog migration can be a complex, time consuming process.

Once you’ve decided on your Catalog Template and Storage Type, now it’s time to create a catalog.

How_to_Create_Catalogs.png 

Next Steps: Create a Catalog

  1. Within the Portfolio Admin Web interface, select Catalogs
  2. Click the [+] symbol directly above the Catalogs listing pane.
  3. Enter a Catalog Name ( spaces are acceptable ).
  4. Select a Catalog Template from the Save Catalog Template list.
  5. Select a language collation method from the Catalog Collation list.
  6. Choose a Storage Type.
    1. Vault: 
      1. For Vault Catalog types ,  ensure that Use Asset Versioning has been enabled to enable versioning.
    2. Watch Folders
      1. For Watched Folder Catalog types , Create an AutoSync folder should only be enabled if target folder structures do not already exist and AutoSync settings have been properly configured within Global Settings.
      2. For Watched Folder Catalog types that will be configured to monitor existing folder structures ( e.g. residing on a fileserver via SMB ) , note that these are specified by Catalog Administrators ( post Catalog creation ) within the Portfolio Client interface.
  7. Click the Create Button.

 

 

See Also:  Adding users to catalogs

 

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