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The Shared Shelf Administrative Tools are the building tools for creating projects and managing the structures of existing projects. In Shared Shelf Admin, institutional administrators may define the metadata schemas by using available templates or building fields from scratch. Cataloging screens are required to view the fields and manage data within Shared Shelf, while permissions must be established to access the project and define cataloging workflows. Administrators can also establish the publishing targets, with a selection of target types available to meet your collection’s accessibility and sharing needs.

Some administrative tasks may require the assistance of the Shared Shelf support team. Please see the list below to verify which features require implementation assistance:


A method of relational cataloging, Works must be enabled by the Shared Shelf support team. Please contact to learn more about Works.

Shared Shelf:

Shared Shelf Admin:

Artstor Admin:

Project Usage and Reporting

Shared Shelf Administrators have the ability to generate local reports of their Shared Shelf projects through the new Statistics tab in Shared Shelf Admin Tools. There are two subtabs under the Statistics tab – Project and Storage. The Project subtab indicates the total item count and the total media files count per project. The Storage subtab provides an overview of total media storage in megabytes (MB) used per project and detailed information for each project. The details report is organized by months, and tracks the following information:

  • Data-only items
  • Items with Media
  • Storage (MB)
  • Total Items

You can filter on a date range and by project in the Details tab.  You can also download the reports to Excel.

To generate the storage report:

  1. Log into Shared Shelf Admin.
  2. Click on the Statistics Tab.
  3. Choose the Storage subtab.
  4. In the Details tab you can filter on a date range and/or by project.  
  5. Click on the Show button to view the report and the Download button to export the report into Excel.

Artstor Workspace Collection Report

If you would like a report on monthly total accesses per collection, please contact Access definitions include:

  • downloads
  • views
  • saves to an image group
  • metadata views

We can also generate a report showing which collection images have been added to user image groups. Contact to learn more.