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Accessing and Editing Collection Configuration

You can access Collection Configuration through the Collections tab in CONTENTdm Administration. This link is active only if you have rights to configure settings and field properties. To learn about adding and deleting collections, see Working with Collections.

Within Collection Configuration, you can view and edit various collection settings. Included in editing collection configuration is determining whether the collection is published or unpublished, assigning collection-level permissions, adding or editing collection information, and editing optional collection settings.

Learn about:

  1. Accessing and Viewing Collection Configuration
  2. Editing Collection Configuration

Accessing and Viewing Collection Configuration

Viewing the configuration of an existing collection is helpful before adding a collection to ensure consistency in naming and descriptions. When you view Collection Configuration, you view:

Collection profile and permissions information:

  • Collection name. The collection name is the title of the collection. The name is limited to 80 characters.

  • Collection alias. The alias is the unique identifier for the collection. The alias is limited to 12 characters.

  • Directory name. Directory name is the full path of where your items will be stored.

  • Collection status. The collection status determines whether the collection is published, meaning that it is visible to the end user through the Web interface. If a collection is not published, the collection name will not appear as a search option in public Web interface. The collection will still be available to catalogers and CONTENTdm Administrators for development work.

  • Collection permissions. Editing collection permissions allows you to assign which users and/or IP addresses can access the collection. If you want to limit access to a specific item using the Web interface, see Editing Items.

  • Collection information. Collection information is the description or other information about the collection. Many CONTENTdm users provide location, audience, and primary media type information in this field. Some use it as the descriptive basis of the catalog record. Collection information is limited to 10,000 characters.

Optional collection settings:

  • PDF conversion. Indicates whether PDF files are converted to compound objects, and enables you to set the page-naming convention. For more information, see PDF Conversion and About Working with PDF Files. Note that if you enable PDF conversion, you must set one metadata field to the data type Full Text Search. This field holds the PDF text extraction.

  • Display image settings. Indicates whether to automatically generate display-quality versions of images when full resolution images are imported. For more information, see Display Image Settings.

  • Archival file manager. Indicates whether collection files are saved to an archive volume location when added using the Project Client. For more information, see Archival File Manager.

  • Image rights. Indicates whether to apply image rights options (banding, branding, watermarks) to images added using Web-based import methods. For more information, see Image Rights.

To access and view collection configuration:

  1. Open CONTENTdm Administration.

  2. Click the Collections tab.

  3. Click Profile.

    At this point, you can view the collection profile and settings and make edits.

Editing Collection Configuration

Editing the profile and settings of a collection means changing the values listed when viewing Collection Configuration.

Click the Profile & Permissions section Edit link on the Collection Configuration page to make changes to the profile and publishing status, as well as permissions.

Editing Collection Permissions

Collection permissions specify who can view the collection. To view items in the collection, you must have permission to view the collection. You can set permissions for all items (including metadata) or set permissions so that metadata is available to all users but permissions are required to view the item.

You can set collection-level permissions based on operating system user names or IP addresses or both. You must know the user name(s) that you wish to grant permissions to and/or the IP addresses before you can change permissions.

To edit collection-level permissions from the Edit collection configuration page:

  1. Determine how you would like to restrict the collection.

    To restrict the collection based on user name:

    Note: For this functionality to be successfully implemented, you must enable a login link to display in the CONTENTdm Website header navigation. See Website Configuration Tool.

    To restrict the collection based on IP addresses:

    • Enter the IP address from where you want to grant access. Use wild cards (*) to allow access to a domain. Separate multiple entries with semicolon. For example 192.168.0.*; 192.168.1.*.

      Specify an IP address range by using a hyphen in any one of the IP address range segments, either alone or in conjunction with a wild card. You can use more than one address range per IP address. Below are some examples of ranges:


  2. Select whether you want the permissions to apply to just the item in the collection (allowing the metadata to be viewable) by clicking the check box next to Permissions are required for items only. Metadata is viewable by all users. To restrict all images on a collection-level, check the box

  3. Click Save Changes.

Once you have created collection-level permissions, you can further restrict individual items by applying item-level permissions. Item-level permissions can only be assigned to those IP addresses and user names that have access to the collection.

Creating Collection Information

The content and format of the collection information depends on the cataloging policies of your institution. Collection information is helpful for Project Client users who work with multiple projects and collections. When information about the collection is added here, it can be viewed on the Project Client Home tab for the selected project's collection.

The maximum number of characters allowed in the collection information text box is 10,000. When entering text, you can use
tags to add extra lines to enhance readability.

Editing Optional Collection Settings

To edit Optional Collection Settings, click the Edit links in that section of the Collection Configuration page to make changes to the PDF Conversion, Display Image, Archival File Manager, and Image Rights settings.