Artstor Help > Manage Personal Collections

From Artstor Help

First steps...

1. Log in to your ARTstor account.
2. Go to the ARTstor navigation menu and click Upload > Manage personal collection.
3. The new window that opens will display a list of the files in your Personal Collection, as well as the browsing categories that you have created to organize them.

Please note: If the Upload navigation bar option does not appear, there are two possible reasons:

• You need to upgrade your ARTstor account with Instructor-Level Privileges in order to create a Personal Collection; or
• The Personal Collections feature may not have been enabled for your institution. You will need to get in touch with your local ARTstor administrator to request it. A link to their contact information will appear in the lower right corner of the front page of the Digital Library, under "Questions?"

Use the lists and the tools provided in the "Manage personal collection" window to manage your collection in the following ways:

Contents 1 Organize files 1.1 Move files 2 Delete or restore files 3 Set access levels for files 4 Upload replacement files 5 Assign a lead image

Organize files

You can organize your Personal Collection into categories and sub-categories.

4. The "Manage personal collection" window will display your current categories.
5. You can create new categories to organize your images.
   To create a category:
   1. Click the "New category" button at the bottom of the window.

      You may also right- (or Control-) click with your mouse and select the "Create new category" option from the resulting shortcut menu.

   2. A new category will appear in the list, labeled as "New Category."
   3. Rename the category by double-clicking the "New Category" text and keying in the new name.
6. You can create sub-categories for any category, to further refine your browsing structure.
   To create a sub-category:
   1. Click the title of the parent category in the left-hand panel.
   2. Click the "New Category" button at the bottom of the window.

      You may also right- (or Control-) click with your mouse and select the "Create new category" option from the resulting shortcut menu.

   3. A new sub-category, labeled "New Category," will appear below the parent category in the list above. The parent category will be preceded by a minus sign (-) to indicate that it has been expanded to display the new sub-category.
   4. You may rename the sub-category by double-clicking the "New Category" text and typing in the new name.
7. Once you've created categories or sub-categories, you can rename them.
   To rename a category (or sub-category):
   1. Click the category or (sub-category) in the left-hand panel.

      You may need to expand categories to find a sub-category. Simply click the plus sign (+) to the left of any category to expand it. Once expanded, collapse the category (or sub-category) by clicking the minus sign (-) that appears to the left of the title.

   2. Double-click the existing title and type in a new name.

      You may also right- (or Control-) click with your mouse and select the "Rename category" option from the resulting shortcut menu.

8. If you delete a category, you will not delete the files in that category from your Personal Collection. You will just remove that category from your browse structure.
   To delete a category:
   1. Click the category in the left-hand panel.
   2. Then, click the "Remove" button at the bottom window.

      You may also right- (or Control-) click with your mouse and select the "Delete category" option from the resulting shortcut menu.

   If you do want to delete images from your collection, please see: Delete or restore files.

Move files

Once you have created categories for browsing, you can begin to copy and move files into them.

4. The complete list of files uploaded to your Personal Collection will appear in the right panel of the "Manage personal collection" window. The list of categories and sub-categories that you have created will appear in the left panel.
5. Once you have created categories, you can begin organizing your files by moving them from the main Personal Collection into a browsing category.
   To move a file from the main Personal Collection to a category:
   1. Select the "My Personal Collection" item in the left panel.
   2. Find the desired file in the right panel and select it with your mouse.

      To move multiple files, click a file name, hold down the "Shift" key, and then click a second item. All of the files between the two selected titles will be highlighted for selection. You can also hold the Ctrl (or ) key down while clicking with your mouse to select multiple (non-contiguous) files to move.

   3. Use your mouse to drag the file on top of the destination category in the left-hand panel, so the category title is highlighted.
   4. Drop the file into its new category. You will see the file name listed in the right panel when the category is selected.
6. You may also move files from one category to another.
   To move a file between categories:
   1. Click the first category in the left-hand panel.
   2. Find the desired file in the right-hand panel and select it with your mouse.

      To move multiple files, click a file name, hold down the "Shift" key, and then click a second item. All of the files between the two selected titles will be highlighted for selection. You can also hold the Ctrl (or ) key down while clicking with your mouse to select multiple (non-contiguous) files to move.

      You may need to expand categories (or sub-categories) to find your file. Simply click the plus sign (+) to the left of any category (or sub-category) to expand it. Once expanded, collapse the category (or sub-category) by clicking the minus sign (-) that appears to the left of the title.

   3. Once you have located your file, use your mouse to drag the item on top of the destination category in the left-hand panel, so that the category title is highlighted.
   4. Next, drop the file into its new category. You will see the file name listed in the right panel when the category is selected.

Delete or restore files

To permanently delete files from your Personal Collection, you must remove them from the Recycle Bin.

4. Deleted files from your Personal Collection are moved to the Recycle Bin. You can also remove file categories.
• To remove files from a category:
  1. Select the category (or sub-category) from the list in the panel on the left.
  2. Find the file name in the panel on the right and select it by clicking once.

     You may need to expand categories (or sub-categories) to find your file. Simply click the plus sign (+) to the left of any category (or sub-category) to expand it. Once expanded, collapse the category (or sub-category) by clicking the minus sign (-) that appears to the left of the title.

  3. Click on the "Remove" button at the bottom of the window.

     You may also right- (or Control-) click with your mouse and select the "Remove file from category" option from the shortcut menu that appears.

• To delete files from your Personal Collection:
  1. Select the "My Personal Collection" item from the list in the panel on the left.
  2. Find the file name in the panel on the right and select it by clicking once.
  3. Click the "Remove" button at the bottom of the window.

     You may also right- (or Control-) click with your mouse and select the "Move to recycle bin" option from the shortcut menu that appears.

5. Files stored in the Recycle Bin may be restored to your collection. But, once you remove from the Recycle Bin, they are permanently deleted from your Personal Collection.
• To restore files from the Recycle Bin:
  1. Select the "Recycle bin" item from the list in the panel on the left.
  2. Find the file in the panel on the right and select it by clicking once.
  3. Click the "Restore" button at the bottom of the window.

     You may also right- (or Control-) click with your mouse and select the "Restore file to personal collection" option from the shortcut menu that appears.

  4. The restored file will re-appear in the list for your main Personal Collection.
  Please note: If you want to restore all the files stored in the Recycle Bin, you can click the "Restore All" button in the bottom of the window.
• To remove files from the Recycle Bin:
  1. Select the "Recycle bin" from the list in the left side of the panel.
  2. Find the file in the right side of the panel and select it by clicking once.
  3. Click the "Delete" button at the bottom of the window.

     You may also right- (or Control-) click with your mouse and select the "Delete file from recycle bin" option from the shortcut menu that appears.

  Remember, once a file has been deleted from the Recycle Bin, the file, its data, and any associated annotations will be permanently deleted from ARTstor. You cannot restore it.
• To empty the entire Recycle Bin:
  1. Select the "Recycle bin" item from the list in the left-hand panel.
  2. Then, click the "Empty bin" button at the bottom of the window.

     You may also right- (or Control-) click with your mouse and select the "Delete all files in recycle bin" option from the resulting shortcut menu.

  Remember, once the Recycle Bin has been emptied, all the files, their data, and any associated annotations will be permanently deleted from ARTstor. They cannot be restored.

Set access levels for files

There are two access levels for files in your Personal Collection: Limited Access and Institutional Access.

• Limited Access: Uploaded files are private, viewable only to you when you log onto your account. By default, any files uploaded to your Personal Collection are initially set to Limited Access. Leave them at this access level if you...
  • You want to keep the files private and only viewable to you when you log onto your own account.
  • You want to prevent others from using your files, whether printing, downloading, saving into Image Groups, or importing into OIV.
  • You want to share files in a limited fashion with a select number of users, e.g. by saving the file into a Shared Folder. Even if shared, Limited Access files cannot be saved by any other user into their own Image Groups.
• Insitutional Access: Files are public and shareable with others at your institution. If you set your images to Institutional Access...
  • Users at your institution may search, browse, and view your uploaded files alongside other ARTstor images.
  • They may Print and download copies of these files for their own use.
  • They may also save your personal files into their own Image Groups, for reference or presentation.

4. If an image is set to Limited Access, a "locked" icon will appear in front of the file name in the "Manage personal collection" window. Initially, all uploaded files are "locked" and set to Limited Access.
5. If you want to share an image, you can "unlock" it. To set a Limited Access file to Institutional Access...
   1. Click on the "My Personal Collection" item in the left-hand panel.
   2. Find the desired file name in the right-hand panel and select it with your mouse.
   3. Then, right- (or Control-) click with your mouse and select the "Set file to institutional access" option from the resulting shortcut menu.
   4. An icon will appear in front of the file name, indicating that it is now "unlocked."

   Remember, files set to Institutional Access are public, and will function just like any other image in the ARTstor Digital Library. Users at your institution may search, browse, and view these files, as well as print and download copies for their own use. They may also save your personal files into their own Image Groups, and download them into OIV for presentation.

6. At any time, you can change the access level back to the default. To set an Institutional Access file back to Limited Access...
   1. Click on the "My Personal Collection" item in the left-hand panel.
   2. Find the desired file name in the right-hand panel and select it with your mouse.
   3. Then, right- (or "Control"-) click with your mouse and select the "Set file to limited access" option from the resulting shortcut menu.
   4. An icon will appear in front of the file name, indicating that it is now "locked."
7. Rather than setting access levels for individual files, you may want to set an entire category to Limited or Institutional Access...
   1. Click on the desired category (or sub-category) in the left-hand panel.

      You may need to expand categories to find a desired sub-category. Simply click on the plus sign (+) to the left of any category to expand it. Once expanded, collapse the category by clicking on the minus sign (-) that appears to the left of the title.

   2. Then, right- (or Control-) click with your mouse and select the "Set category files to limited access" or "Set category files to institutional access" option from the resulting shortcut menu.
   3. Depending on the option that you choose, icons will appear in front of the files with the category (or sub-category), indicating that they are now "locked" or "unlocked."
   4. To change the access setting, simply right- (or Control-) click on the category title again and choose the other option.

Upload replacement files

You may replace any file currently in your Personal Collection by uploading a replacement file. This will preserve any descriptive information that you have added to the original file.

4. Click on the "My Personal Collection" item in the left-hand panel.
5. Find the desired file name in the right-hand panel and select it with your mouse.
6. Then, right- (or Control-) click with your mouse and select the "Upload replacement image" option from the resulting shortcut menu.
7. In the new window that opens, click on the "Choose file" button.
8. This will launch your computer's directory. Use it to browse to the location where your local files can be found, whether your local hard drive, institutional network drives, or any portable media (e.g. disks, CDs, flash drives, etc.).
9. Click on a local file to select it, then click on the "Open" button. You may choose any image file in the currently supported formats (JPG/JPEG, GIF, TIFF, BMP, or PNG), or any MP3 audio file.
10. When you return to the "Replace file" window, you will see that your chosen file name has populated the previously empty file name field.
11. Click on the "Upload" button at the bottom of the window.
12. A new dialog will open, which will track the progress of the upload. Once the upload is complete, you will see a confirmation message in the same window.

Assign a lead image

When you browse your Personal Collection, a "lead image" will display in upper right corner. By default, ARTstor will display the first image listed in your collection. You may assign a different image as the "lead image."

4. Click "My Personal Collection" in the left panel.
5. Find the file name in the right panel and select it with your mouse.
6. Then, right- (or Control-) click with your mouse and select the "Assign as lead image" option from the shortcut menu that appears.
7. A star symbol will now appear to the right of the newly designated "lead image." You may change this image at any time by repeating these steps.

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