1. Adding, editing, and deleting items using CONTENTdm Administration

2. Log on to the CONTENTdm Administration site and click on the purple “Items” tab at the top of the page.

3. Click on the “Add” button in the purple bar at the top, or below “Item administration.”

4. First, browse to the item you wish to add.

5. Select the item and click “Open.”

6. Next, fill out metadata fields for your item record. Remember that the fields with red asterisks are required. All other fields are optional, and if you do not fill them out, they will not appear in the published record.

7. To search for a controlled vocabulary term, click on the “shared controlled vocabulary” link to the right of the subject field. A box will open with the list of acceptable controlled vocabulary terms. Unlike the Project Client, however, you cannot click on terms in this list to populate the subject field; you will have to type them in manually.

8. You can do the same for the DLA category field.

9. Type the file name into the identifier field.

10. When you have finished your item record, scroll to the bottom of the page and click “Add.” (If you wanted to create a custom thumbnail, you could browse for it here under the “Select thumbnail” section; otherwise, CONTENTdm will automatically create one for you.)

11. CONTENTdm should tell you that “the items has been added to the pending queue.” You can now click on the “Approve” link in the purple toolbar at the top of the page.

12. The top box on the Approve items page gives you the option to approve all items (without indexing, or publishing to the website) or to approve and index all at once (which would publish the items to the website). You can also delete all items if needed.

13. The second box is called “Detailed approval queue actions”. This is where any terms outside of the approved controlled vocabulary will appear. As collection administrator, you have the option to add these items to the controlled vocabulary, or to edit them to fit the existing vocabulary list.

14. The third box reads “Reviewing 10 of 10 pending item(s).” As noted, items with asterisks contain subject terms outside of the approved controlled vocabulary list. Here you can edit these items one final time before approving and publishing on the website.

15. If you do edit one of the items in the approval list, you will only have the option to approve (not to index and approve at once), so you will then have to click on the “Index” link in the purple toolbar and index to publish the item.

16. Otherwise, when you click “Approve and index all” you will then see a yellow box that reads “Approving: you cannot approve more items until completion.” This step should only take a few minutes. You cannot stop the approval once it has begun.

17. When the approval process has completed, the yellow box will turn gray and read, “There are no pending items in the approval queue.” If you selected “Approve and index,” the items should now be visible on your DLA collection. If you only selected “Approve,” or if you had to edit an item before approving, you will now need to click on “Index” in the purple toolbar at the top of the page.

18. On the Index page, you see a green box stating the date of the last successful index. Below that box is listed any pending indexes and index history.

19. The boxes in the right column give you the option to index immediately or to schedule for another time (which you might want to do if you were going to be uploading a large number of files – you could schedule for a time when your library’s server would not be very busy).

20. If you click on “Index now,” the green box in the left column will turn yellow and will read “Indexing… you cannot start another index until completion.” Again, this step should only take a few minutes.

21. The box will turn green again once the index has completed. You should now be able to view the items in your DLA collection. Click “View collection” in the purple toolbar to open your collection in a separate tab or window.

22. Take a look at your published items. If you need to make any changes, you can go back into CONTENTdm Administration and click on the “Edit” button in the purple toolbar.

23. On the Edit page, you will have the option to search directly for the item, either by keyword or through a specific field, or to browse the collection using the button at the upper right of the blue box.

24. The results of your search will appear in the box labeled “Selected operations.” To delete every item that appears, you can click on “Select all” and then “Delete.” To delete individual records, click on “Delete” at the far right of the row. To edit an item, click on “Metadata” at the far right of the row.

25. If you click on “Metadata” to edit the item, you will go to the same page you may have seen if you edited items during the initial approval process. After editing, you will need to click “Save changes” and then click on “Index” in the purple toolbar to index and publish the item.

26. After clicking on “Save changes,” this box will remind you to go to the Index page to complete the publishing process.

27. Again, if you wish to delete a single item, go back to “Edit” and browse or search the collection. Check the box to the left of the item’s thumbnail, then click “Delete” on the right end of the item row.

28. You will be prompted to confirm that you actually want to delete the item.

29. Once again, you will be prompted to index the collection once you have deleted your item (it will not actually disappear from the published collection until you index again). Once you’ve indexed, congratulations! You’re done!

30. Questions? Please ask! carao@acaweb.org carao@acaweb.org