Media import

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Media, which is often an important component of a record, can be tedious to upload file by file. Fortunately, CollectiveAccess offers a Batch Import tool to simplify the upload of large sets of files. In this section, we will look at each element on the Media Batch Import screen. To use this tool, click on "Import" in the Global Navigation Bar (see below):

Global nav import.png

Before you begin importing media, you must carefully define your settings. Begin by choosing a directory to import from the top field on the screen. Click on the grey arrow to the right of each directory name to display a list of the folder's contents. If the folder includes subdirectories containing media you wish to import, be sure to check "Include all sub-directories" at the bottom of the field. This option will remain checked the next time you perform an import unless you choose to uncheck it. Directory to import.png

Next, you must choose an Import Mode. In the second field on the screen, you will see a drop-down list with three options: "Import all media, matching with existing records where possible," "Import only media that can be matched with existing records," or "Import all media, creating new records for each." Let's take a look at each of these options.

1.) Import all media, matching with existing records where possible: Choose this option if you know that you already have some records in your system with object identifiers that correspond with the filenames of media in your import. CollectiveAccess will search for these matches and thereby avoid information duplication. Any files that do not match an existing record will be turned into new records, and you will be responsible for fleshing out their contents.

2.) Import only media that can be matched with existing records: Choose this option if you do not wish to create any records beyond those already in place. CollectiveAccess will import files that match existing object identifiers, and no others.

3.) Import all media, creating new records for each: Choose this option if you have no pre-existing records in the database, or if you know that none of the pre-existing records match the media you're importing. You will then have barebones records for each file in your import, and you will need to complete those records by hand. Import mode.png

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