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Version 1.5.4, December 2017
Version 1.5.3, October 2017
Version 1.5.2, September 2017
Version 1.5.1, August 2017
Version 1.5, June 2017
Version 1.4.1, May 2017
Version 1.4, March 2017
Version 1.3.1, October 2016
Version 1.3, August 2016
Version 1.2.3, June 2016
Version 1.2.2, March 2016
Version 1.2, November 2015
Version 1.1.1, February 2015
Version 1.1, December 2014
Version 1.0, July 2014
Version 0.9 and earlier

Version 1.5.4, December 2017

New Features:

  • New reports under the Statistics tab in Shared Shelf Administrative Tools
    • Institution Overview – Displays an overview of all projects for your institution that can also be downloaded to Excel. This report includes:
      • Item Records in Projects – The number of items with media, without media, total items and deleted items per project.
      • Published Items per Project – The publishing targets setup per project and the number of published, suppressed, and deleted items per target.
      • Work Records – The number of linked, unlinked and total overall local work records.
      • Name Records – The number of linked, unlinked and total overall local name records, Shared Shelf Names (including ULAN), and community shared name records.
      • List Terms – The number of linked, unlinked, and total overall Shared Shelf list terms and local list terms.
      • Place Records – The number of linked, unlinked, and total overall local place records and Shared Shelf Places (including TGN).
      • Concept Records – The number of linked, unlinked, and total overall Shared Shelf Concepts (including AAT).
    • Cataloger Activity – For each cataloger at your institution, this report provides the total number of items created, modified, published, suppressed, deleted, promoted, and items without media per project. This report can be filtered to a custom date range and downloaded to Excel.
    • No Media Report – A list of items without media including the project name, SSID, creator, creator status, updater, updater status, creation date, updated on date, and whether the item record is linked to a work. This report can be downloaded to Excel.
  • Downloaded Reports – Also under the Statistics tab you can see all reports generated in the the past seven days and download them to Excel. This saves you the time in regenerating a report that might require longer processing time because of the amount of data.

Please see the Statistics and Reports article for more information about these reports.

Version 1.5.3, October 2017

New Features:

  • View multi-page PDFs within Shared Shelf – With a new universal viewer, you can now view multi-page PDFs within your browser tab. Previously, you may have needed to download the PDF to view the multiple pages. Now when you double click on a PDF when editing the Shared Shelf item, it will open the viewer in a new browser tab and you will be able to navigate through the multiple pages.

Resolved Issues:

  • Upgraded Kaltura version – We upgraded the Kaltura version serving audio and video in Shared Shelf. This corrects an issue some users were experiencing with videos missing sound.

Version 1.5.2, September 2017

New Features:

  • Filter for items that are linked or not linked to a term – For linked fields, you can now filter for items that are linked or not linked to an integrated or external authority term such as Shared Shelf Names, Getty’s Art and Architecture Thesaurus, or Library of Congress. For example, if your Creator field is connected to Shared Shelf Names, you can filter on this field for items that do not contain a linked term so you can quickly find these items to link them to a creator. Currently, this feature is only available to new projects created after the 1.5.2 release and existing projects that have been reindexed. We will be reindexing all projects over the next week to make this feature available for every project. If you would like to use this feature immediately after the release, please reach out to
  • Propagation Monitor – There is a new monitor available alongside the Publishing Monitor that displays the propagation status when updating works, names, or list terms that are linked to items. The Propagation Monitor displays the username that performed the update, date of update, propagation status, updated term ID, term type, and a batch ID. This monitor will allow catalogers to update a Shared Shelf Name then monitor the propagation status of this term to all linked items and check for errors to report to For more information, see Propagation Monitor on
  • Relate up to 1,000 images to a compound object – You can now relate up to 1,000 images to a compound object. Prior to this release, you could relate up to 50 images. For more information about compound objects, please see Compound Objects for Flat Projects.
  • Backend framework for expanded reports – We are expanding the reports available through the Shared Shelf Administrative Tools in upcoming releases. As part of this, we added the backend framework for these expanded reports. Currently, users will not see this change, but this is required for the future reporting enhancements.

Resolved Issues:

  • Updated on timestamp error – When batch editing records and saving records, the Updated on timestamp was adding 4 hours to the time updated. This has been corrected and the updated timestamp will display correctly.

Version 1.5.1, August 2017

See a video demonstrating the new features included in version 1.5.1 in the Training Videos section. 

New Features:

Cataloging and Admin Enhancements:

  • Full cataloging screen is automatically added when creating a new project using template – When creating a new project using the Shared Shelf Standard, Dublin Core, or Archivision templates, a cataloging screen with all of the project fields will automatically be added. The new cataloging screen is called Full and can be edited or deleted like any other cataloging screen.
  • New base filter – Custom base filter and records created by this user – To build upon the custom base filter option released with version 1.5, we are also adding another custom base filter option that includes items created by the user. Using List fields you can create custom base filters based on values from your list. For example, if you have a list of student cataloger names, you can create a custom base filter for a student cataloger so they can only access items that include their name in the list field and items they created. For more information about this feature, see Manage User Access.
  • Select multiple terms for Custom base filters – You can also now select multiple terms for a custom base filter.
  • Compound object support for all projects – We now support compound objects for all projects. Previously, this feature was only available for works enabled projects. In this first phase, images will only be supported for this feature, but we plan to support additional media types in future releases. One example of using compound objects would be a postcard with a front and a back image. Using compound objects, you could connect both images of the postcard to the same descriptive metadata record. To learn more about this feature, see Compound Objects for Flat Projects.
  • Clear an individual media element – For an individual item, you now have a Clear Media option that will remove the media element, but keep the metadata. This option can be found under the Replace button dropdown. This is helpful if you need to quickly replace a JPG with a TIF.
  • Suggested sources automatically connected to Linked field types for new projects – Now when creating new projects using either the Shared Shelf Standard, Dublin Core, or Archivision templates, linked field types will automatically be connected to a suggested Getty or other external resource. Previously, linked fields would not be connected to any resource upon creating a new project. The suggested sources that are automatically connected and can be changed by editing the field.

Resolved Issues:

Image Dimensions:

  • Image dimensions will be taken from image directly instead of the embedded metadata that might indicate differing legacy dimensions.


  • Case sensitive passwords used for logging into Artstor will be recognized when logging into Shared Shelf.

Version 1.5, June 2017

New Features:

Admin Enhancements:

  • Assign custom base filters for Shared Shelf users – Using List fields you can create custom base filters based on values from your list. For example, if you have a list of student cataloger names, you can create a custom base filter for a student cataloger so they can only access items that include their name in the list field.
  • Enlarged Manage Mappings window – The window for Manage Mappings will now be the size of your browser window to make mapping your project fields to end user environments easier.

Media Enhancements:

  • Updated support for viewing QTVR panoramic files within Shared Shelf – You can now double click on QTVR panoramic files in Shared Shelf to view these files in a new viewer that allows you to pan around the image.

Resolved Issues:

Batch Cataloging:

  • When batch cataloging a linked field and multiple values exist across the items, the Link Only and Link & Append options will be unavailable. You will only be able to Link & Overwrite to fields that contain multiple values when batch cataloging.

Version 1.4.1, May 2017

New Features:

Admin Enhancements:

  • Under the Fields tab when using the Administrative Tools, users can now double click on a field to edit the configuration.

Getty Vocabularies

  • Updated and refreshed Getty vocabularies (AAT, TGN, ULAN) to reflect the 2016 additions

Multimedia Support:

  • Upgraded multimedia Kaltura server to improve scalability.


  • Improved OAI harvesting, allowing for more than one institution to be harvested by an IP address, enabling web-scale discovery services to harvest content from multiple institutions

Resolved Issues:

Create Projects:

  • Users can now create new projects with the same name as a previously deleted project.

Batch Media Export:

  • Batch media export of file names containing Chinese, Japanese, or Korean characters will successfully send an email with a zip file to download.

Sets and Saved Filters:

  • The name of a Set or Saved Filter will no longer be duplicated in the list of Sets or Saved Filters available to a user.
  • Saved Filters using metadata containing Chinese, Japanese, or Korean characters will no longer trigger an error and will display filtered results correctly.

Version 1.4, March 2017

New Features:

Admin Enhancements:

  • Generate Storage Reports – In the Shared Shelf Administrative Tools, you can now quickly see your current and historic Shared Shelf storage usage. Under the Statistics tab, you will now see an overview of the number of items and the amount of storage user per project. You can also filter on a date range and/or by project for specific data to generate your own reports and optionally download them to Excel.
  • Rename Artstor Workspace and Shared Shelf Commons Publishing Targets – Admin user can now rename existing Artstor Workspace and Shared Shelf Commons publishing targets. For more information on this, see Manage Publishing Targets on


  • Configure List Field to Allow for a Single Value Only – List fields can now be configured to only allow for a single value. If catalogers try to select multiple values for a field with this configuration, they will be prompted to select only one value. For more information on this, please see Manage Lists.
  • Partial Search for List Terms – A three-character partial search of a list will now return results.

Media Enhancements:

  • Select Video Qualities – From the Kaltura player, you can now select different video qualities to play your video files.
  • New Supported File Types – PSD, AI, BMP, EPS, NEF, SVG, MV4, animated GIFs, and multi-page TIFFs are now supported in Shared Shelf. At this time, these are supported for storage and cataloging in Shared Shelf only; the ability to publish to the Artstor Workspace and Shared Shelf Commons will come in a future Artstor Workspace release.


  • Updates to Works, Names, and List Terms Will Propagate to Linked Items – Changes made to a work, name, or list term will now propagate to the linked item records. For example, if you update a local name record in Shared Shelf Names, this change will propagate to any linked items using this name. The display value and link bubble will update.


  • Delete Works – You can now delete a single work, making it easier to clean up your data and prevent cataloging errors. When viewing your institution’s list of works, you can right-click on an individual work and delete it. Deleting a work will remove the link to this work for all items linked to it. For more information on how to delete works, please see Delete Works article.
  • Batch Editing Works – You can now edit data in multiple work records at the same time using our Batch Edit Tool for works. For more information about how to batch edit works, please see the Batch Edit Works article.
  • Organize Your Works in Sets – You can now use sets to organize your works. Just like for items, you can now manually select works and save them to a new or existing set by right clicking on a work from the list of works. For more information on how to save works to sets, please see the Save Works to a Set article.
  • Search Works from Gear Menu – From the Gear Menu, you can now search works. This builds upon the feature released in 1.3.1 that allows you to create a new work from the Gear Menu.

Resolved Issues:


  • Users are now able to replace video files larger than 2GB when editing an item and using the Replace Media option. Previously, there was a time out issue preventing users from replacing video files larger than 2GB when editing an individual item.

Shared Shelf Names:

  • Names records with a period will now be returned in search results. Previously, some name records containing a period would not be returned in search results when the search phrase included a period.


Known Issues:


  • If an Artstor Workspace or Shared Shelf Commons publishing target is renamed, the updated collection name will not show when viewing the Publishing Activity Monitor. The original collection name will show instead.
  • If a Shared Shelf Commons publishing target is renamed, this change will take about an hour to propagate when viewing this collection in Artstor.
  • If an Artstor Workspace or Shared Shelf Commons publishing target is renamed, the updated collection name will not show when creating a new publishing target and viewing the existing collection drop-down list.
  • You will not be able to rename an Artstor Workspace or Shared Shelf Commons publishing target using a new name with Chinese, Japanese, and Korean characters.

Version 1.3.1, October 2016

New Features:

Admin Enhancements:

  • Rename and Delete Projects – You can now rename or delete your Shared Shared Shelf projects. Deleting a project will delete all items within the project.
  • Rename and Delete Lists – In addition to renaming and deleting projects, you can also rename or delete lists that are no longer needed. It is important to note that before you can rename or delete a list, you must remove it from being used in any of your projects.
  • Remove Targets – You can now remove publishing targets from any project. This will not remove the collection or any published items from the end user environments such as the Artstor Workspace or Shared Shelf Commons. If you need to remove a collection from the Artstor Workspace or Shared Shelf Commons entirely, please contact
  • Alphanumeric Field Type – The new Alphanumeric field supports alphabetic and numeric characters, such as accession numbers. Filtering in this field will disregard special characters and spaces.

Works and Names records:

  • Batch Create Works – You can now batch create work records with the same information across all of the new works, then further edit the individual works with unique information.
  • Create New Works and Shared Shelf Names from the Asset Panel – You can now create new work and name records directly from the gear menu.

Uploading Media:

  • Improved Media Uploading – New servers have been added to improve media upload processing.

Publishing Target:

  • Omeka API (beta) Publishing Target – There is a new way to publish to your sites that allows publishing images, video, audio, and documents types. You are also no longer limited to using Dublin Core metadata schema and can take advantage of publishing metadata to any Item Types you have established in This new beta Omeka option relies heavily on configuration on the Omeka side so you are able to customize your end user experience with Omeka’s extensive plugin options.

Known Issues:

Delete Targets:

  • If an OAI target is removed from the Shared Shelf Admin site, then a query to OAI with “ListSets” will show the deleted project in the OAI output.

Alphanumeric Field:

  • If you change a field with existing data to an alphanumeric field type, you will get an error message. Existing data must be removed from the field before converting it to an alphanumeric field.


  • If you unlink a Work from an Item and link a term to the Item, then later update the term, the updated term will fail to propagate to the Item.


  • If you update a list term that has been linked to existing Name Records, then the change will not propagate to those linked Names.

Version 1.3, August 2016

Enhancements and improvements:

  • Infrastructure upgrades
  • Improved display of usernames in the Administrative Tools
  • Resolved issues (including fixing the erasure of text when searching in Shared Shelf Names)

Version 1.2.3, June 2016

New Features:

  • Getty vocabulary updates
  • Ability to add an accompanying image to an audio file
  • Expanded support for additional file types ( WAV, GIF, PNG (with alpha transparency), .BWF)
  • Files downloaded from Shared Shelf will have their original filename
  • Improved works: better searching and browsing for works, new copy and paste functionality, and a shorter form option
  • New Shared Shelf home page
  • Improvements to the admin tools: ability to add default values to a field
  • Enhancements to the Kaltura server

Known Issues:


  • If a list contains 7,000 or more terms, a search will not return the full list and the page numbers will be incorrect.

Shared Shelf Admin Tools:

  • This issue only applies to users who have access to one project in Shared Shelf.  If a user’s role changes from cataloger to admin for this one project, the user will lose access to previously assigned lists. The workaround is to remove the user’s access to all assigned lists first; then change the role for the user from cataloger to admin.  The user will now be automatically assigned access to all local and Shared Shelf lists.

Multimedia Support:

  • If the video thumbnail of a published record is changed in Shared Shelf and re-published, the thumbnail still shows the original thumbnail in both the browse page and image viewer in the Artstor Workspace and in Shared Shelf Commons.  The correct thumbnail will display in the video player.
  • Video/audio thumbnail images will be adjusted to fit the size ratio of the thumbnail scrubber, which is 16:9. As a result, it’s best to use landscape images when adding an image to an audio file or a video thumbnail.
  • When playing an audio file with an associated image, if you hover over the player you’ll see a star icon and “Take Snapshot.” Nothing will happen upon clicking this as this functionality isn’t enabled for audio.
  • Animated GIF files are supported but they will not be playable in Shared Shelf or in Artstor Workspace/Shared Shelf Commons.

Default Value:

  • In a list field with a default value, you should avoid creating duplicate terms. If a duplicated term is added, the default value will not convert to receive a term ID and new records will default to the duplicated term instead. If a duplicate term is imported through Excel, the new records will also default to the duplicated term.

New Work Form:

  • Advanced searching in the work record site using BCE dates in the Date Earliest Date or the Title Earliest Date fields will not yield any search results.
  • When using facets to search on source information in the Bibliography field group, the main field is incorrectly set to be Source Detail.  The main field should be Source Name.
  • After editing a linked term in the Agent field that is also linked in the Notes field, that edited term will be removed from the Notes entry drop down list.
  • When clicking on the ‘x’ icon in a work field row, the row will be automatically removed.  There will not be a message informing the cataloger on the action.  Once the row is removed, it cannot be restored.
  • The keyboard shortcut to close open work records is ALT+W, not ESC+W.
  • When viewing the description field in a work record, the preferred entry is not differentiated between the other description entries.
  • When linking an AAT authority from the View Concept page, the qualifying terms for the linked authority are not included in the work field or in the display text in the project’s item records.  As a workaround, link AAT authorities from the work’s editing tab.

Browser Support:

  • Safari version 5.1.X will no longer be supported.
  • Safari on the Windows operating system will no longer be supported.

Resolved Issues:


  • A set’s item records will not be removed if a list term that is inputted in any of the fields is edited.

Shared Shelf Admin Tools:

  • Project administrators will be able to name a new project using diacritics, CJK when creating a new project or copy an existing project.

Multimedia Support:

  • Media files will now download from Shared Shelf with original filename.
  • JPX image files will download with the correct extension.
  • For uploaded video files, users will be able to delete the default video thumbnail as well as open the downloaded thumbnail and caption without any error.
  • Upload will not fail for video files that contain the wrong extension.
  • For uploaded PNG files, the transparent background displays correctly.

Works and Name Records:

  • Within the Date field group in the works site, users can now enter data in either the Start Date or End Date fields.  There is no longer a constraint to add data to both fields.
  • Both the name and work forms follow the same auto-generation behavior for date fields.
  • When editing completed or provisional name records, a message will no longer generate that notifies users that the record is missing data in either the Birth/Start date, Death/End date or Gender fields when in fact data was inputted into these fields.
  • Birth and death dates data will no longer display in a name record view form.

Shibboleth, Single Sign On:

  • Institutions will now be able to access Shibboleth Single Sign On from the Shared Shelf home page.

Browser Support:

  • Video files will download from Shared Shelf with the correct extension from Firefox, Chrome and Safari.
  • In Firefox, 3GP, and QT media files playback without issue.
  • In Safari, J2C, DNG, and CRW media files can now be downloaded without issue.
  • In Chrome and Firefox, uploaded TIFF files that do not use the sRBG color profile will now display correctly in both the thumbnail and the image viewer.


Version 1.2.2, March 2016

New Features:

  • Publishing to private collections in the Artstor Workspace.
  • For work-enabled projects, new option to publish multiple, related images in a cluster.
  • Download published data as embedded metadata in the Artstor Workspace and Shared Shelf Commons.
  • Create an Artstor Workspace or Shared Shelf Commons target collection description and display image (splash page).

Known Issues:

Admin tools:

  • Collection display images that are not JPEGs or PNGs of exactly 240×240 pixels will display as blank in the Artstor Workspace or Shared Shelf Commons.
  • Cluster publishing is not supported when setting up a publishing target to a private collection.

Embedded metadata:

  • Embedded metadata with the characters & < > will display in HTML entity name format.
  • For records existing prior to this release, embedded metadata that includes non-Latin characters will need to be republished to display correctly.


  • Filter parameters for Boolean checkbox fields show the non-blank parameter as “NON-BLANK-BOOL” and the blank parameter as “BLANK-BOOL”. Saved filters with Boolean checkbox field parameter saved as “none” will show “undefined” unless the filter is edited and saved again manually by the user.

Private Collections:

  • Because you can create targets with the same name in the same project, it is possible to create multiple Private Collections with the same name, but for different users. There is no indication to see which user is associated with the Private Collection.

Publishing and suppressing records:

  • If a record is published to two collections on the same environment, such as the Artstor Workspace, the record will only appear in the one it was published last.
  • If a record is published to two collections simultaneously in the same environment, such as the Artstor Workspace, the record may not display in either collection.
  • If one record in a cluster is republished with updated metadata and a new sequence order, the order will be adjusted for all published records in the sequence but the metadata will only be updated for that one record.
  • In Shared Shelf, there is no indication in the project’s Publishing Info tab or assets panel that a target has been set up to support cluster publishing.
  • When publishing a record that has been re-linked to a different work record, that published record will still display in the previous published cluster/sequence with the other related display records.  All published sequenced display records will yield in the search results when searching either the previous or the new work record in the collection.
  • Suppressing or deleting records is not supported by Omeka, and the target can be removed from Shared Shelf but the records may still be found on the Omeka site.
  • Suppressing or deleting records from an OAI target still shows the records in the OAI output.

Resolved Issues:

Shared Shelf Resolved Issues:

  • Filtering for blank and non-blank fields is now available for all field types except system-generated fields, including SSID, Created By, Created On, Updated By, Updated On, and Published By.
  • List fields now support pasting from Master Record using Control + D (or Command + D for Macs), in which the cursor must be placed in the blank area by the book icon to select the field.
  • Publishing button becomes inactive temporarily after it is pressed, reducing accidental duplicate publishing
  • Records with diacritics as plain text and CJK characters are now searchable on the Artstor Workspace and Shared Shelf Commons.
  • Suppressing records from one collection and publishing to a new collection on the same environment has been corrected to show the published records in the new collection.
  • Removing publishing targets with previously published records is supported for the Artstor Workspace and Shared Shelf Commons.

Admin Tools:

  • “Export unmapped fields as key/value pairs?” checkbox removed from target creation dialog box
  • “Photographer” field removed from target mappings and no longer listed as a publishable field.
  • For copied projects, the published KVP field label showing as “x-imata-pass-thru” has been corrected to now show the field label.

Version 1.2, November 2015

New Features:

Shibboleth login support for Shared Shelf

Local authorities/controlled lists New Features:

  • All controlled lists will be available for use across all projects at your institution. So, for example, you can set up one local Subjects list and use it across several projects.
  • Controlled lists provided by Shared Shelf that are currently used when cataloging work records will be accessible for Administrators to add to any project.
  • Users can add local terms to locally created controlled lists  as well as the controlled lists provided by the system within a project. Administrators can also restrict users from adding terms to controlled lists.
  • List terms can be batch-imported via Excel, making the creation of lists faster and easier.
  • Lists can be set up with multiple fields, so you can, for example, set up a Subjects list with a Subject term field, a field for reference or “See also” terms, and a field for the term source.
  • Controlled list terms can be edited; changes will be reflected in the display records and, if applicable, the corresponding linked work records.
  • Changes to how controlled list data is expressed on our OAI server.

Known Issues:

  • If you import new records with invalid data in the list field, the notice will show an Excel import error instead of giving the downloadable error report for the invalid data.
  • When filtering the list terms by Institution, if the filtered list is exported, none of the terms will appear on the Excel sheet.
    When importing a single number value to a list field in which the main term field is set to a text field, you must add an apostrophe before the number value, like ‘1000, to import successfully.
  • When you export more than 65,534 list terms, only 65,534 terms will be exported to Excel with the latest SSIDs.
    You cannot update the main term field for existing list terms using Excel.
  • If a term is linked to itself (e.g. as a related term or source term), updating the term does not successfully update the link bubble in the Edit Term tab for the related or source field.

Shared Shelf Admin Tools Known Issues:

  • Only Text and Number field types may be designated as the main term in a controlled list.
  • When changing the designated main term from one field to another, list terms are no longer searchable. As a workaround, we suggest that users avoid changing the designated main term field.
  • If a new list is created with a duplicate list name, the following error message will display: “Error creating project, administrator notified.”
  • If an existing user’s role is changed from cataloger to admin in the project, they will not automatically be added with permissions to all controlled lists. In order to add them as an admin with permissions to all lists, the workaround is to delete the user and re-add them as a project administrator.
  • If list fields are created with the same field labels as the following system fields, list terms will not be searchable in the project: Created On, Updated On, Created by, Updated by. If the data is cleared in these fields, the list terms will be searchable. As a workaround, it’s best to avoid creating list fields that duplicate the system fields.

Work Form Known Issues:

  • If a user links a term in the Work Record that propagates to the Display Record, but the Display Record field is not linked to the source list, the link bubble in the Display record will not display the local or shared list icon. A work-around is adding the source list to the field in the Display Record.
  • When a term is linked in the Work Record and the user enters a custom value in the Display field, if the term is updated, then the update will not change the custom value in the Display field. If the user wants to change the custom value, the user should edit the work and click “Reset” in the Display field and save the work to propagate the updated term.

Name Form Known Issues:

  • When a term is linked in the Name Record, if the term is updated, then the update will not propagate to the Display Record. If you wants the update to propagate, you can edit the Name record and click the pencil icon in the Display Biography field, then save the changes.
  • If the preferred name in the Name Record is updated, the propagation does not update the Display Record text, but it does update the linked term. If you want to update the Display Record text, re-link the Name Record to the Display Record to overwrite with the new changes.

Controlled Lists Known Issues:

  • When a user saves a list term and the total count of affected records is 1000 or more, it will show the message “The number of records to update exceeds the maximum limit.” Users can still click “Continue” to save the term, but the changes will not propagate to all affected records.
  • When creating a new list term, the Created By and Updated By fields will read “Unknown User” until you refresh your browser.
  • You cannot add duplicate terms to a list.
  • You cannot bulk edit or delete list terms. Currently, if you select multiple terms to edit or delete, only one term will be edited/deleted.
  • When you create a new list term and save it, the delete option will be disabled and appear grayed out. In order to delete the term, you will need to delete it from the main terms panel or reopen the edit term page.
  • When searching in the List Search box, searching with some special characters [ ] ^ ( ) : { } / \ ~ ? * ! will generate no results, even if those characters appear in your term.
  • If you have a Numeric field in one of your lists and you leave it blank for a term, it will appear as a 0. – this one might be too detailed.]
  • When you select view term from within the Display Record, if there are any list fields that do not have data in them, they will appear with the text [object Object]  in them in the dialog box.
  • In the view term dialog box, if there are multiple terms in one list field they will display with a pipe (Term1|Term2|Term3) instead of with a comma.
  • If a local list term is updated, the record will display the updated local term in the asset panel and on the edit tab after refreshing the browser.
  • For shared lists, you cannot select shared terms to open for editing, but the selected terms can be exported to Excel.

Resolved Issues:
Shared Shelf Resolved Issues:

  • When creating new records with Excel, if an invalid TGN ID is included in the data, the import will fail and the user will receive a validation error that reads “ID [######] not found. Please remove, then retry import.” Previously, the record would link to an undefined TGN term.
  • The filter parameter of a saved filter can now be removed by clicking the “X” in the filter bar.
  • When editing all records in a saved filter, fields with the same value will show the value and not “Multiple values” as in the previous behavior.
  • A new SSC target can now be created with the download size set to 0. Previously, the download size would have to be set to 1024 in order to create the target. The download size could then be changed to 0 when editing the target.
  • The Elevation field can now be seen when viewing a work record.
    Users will now see all display records being linked to a work record. Previously, the Opened Display Records view that appears after selecting Link &
  • Overwrite would only show up to 99 records being linked.

Name and Work Form Resolved Issues:

  • When viewing a work or a name record, terms appear as hyperlinks to the term record. Previously, some terms appeared as text only. The Source Name, which displays in the Name Note section, is an exception and does not appear as a hyperlink.
  • When editing a work record or a name record, a new term cannot be added to the following Shared Shelf provided lists: Artstor Classification,  Artstor Country, Shared Shelf Gender.

Version 1.1.1, February 2015

New features:

  • Single-value controlled list fields: Admins can now restrict entries in a controlled list field to a single value, such as Yes or No. These can be set up in the Admin tools Fields tab. Edit the controlled list field you’d like to restrict to a single value and check the “Single value selection only” check box and then save your changes.
  • Required fields for publishing: Admins can now designate fields that must contain data in order to publish a record. These can be set up in Admin tools Publishing Targets > Manage Mappings. Select the Required checkbox and then save your changes.

Known issues:

  • Deleting a cataloging screen that a cataloger has been assigned to prevents user provisioning in a project. Admins should not delete cataloging screens that users have been assigned to. This will be fixed in an upcoming release.
  • Shared Shelf Admin Tools: When creating a new user in the Artstor Administrative Tools and enabling them as a Shared Shelf user, it can take up to 15 minutes to display the new user in the Shared Shelf Administrative Tools. We’re working on a fix to hopefully have this resolved soon.
  • Shared Shelf Admin Tools: When creating a new user in the Artstor Administrative Tools, enabling them as a Shared Shelf user, and adding them to a project, it may take several hours for the newly added use to be able to consult Shared Shelf Names, AAT or TGN. They may receive a “Cannot Get Authentication Token” error message. We’re working on a fix to hopefully have this resolved soon.
  • When publishing over 120 items with data missing from required fields, the error message displayed will not be scrollable. This UI issue will be fixed in the following release.

Resolved issues:
Shared Shelf

  • The project view will no longer be changed to the viewable columns and column order of a set or saved filter. Previously, when clicking on a set or saved filter with a different column view and order, the project would then display the set’s view upon returning to the project view. Now, the project view will keep the column order and views configured for the project.
  • Clicking the target link in the Publishing info tab will now open up the target in a new browser tab.
  • Pasting blank fields from a Master Record into a field with multiple values (when bulk editing) will now correctly overwrite the multiple values with the blank field.
  • When bulking editing records with the same linked Shared Shelf Name value in the creator field, it will no longer incorrectly display “Multiple values”. The linked name will correctly display.

Admin Tools

  • After removing a user from a project, it will no longer display “Unknown user” in the Created by, Updated by, and Published by information in the asset panel. The user’s username will now remain displayed in the system information.
  • The permissions list when adding a new user is now sorted correctly Aa-Zz.

Shared Shelf Names

  • Advanced search in the Role or Nationality fields in Shared Shelf Names now returns the expected results.
  • BCE dates now display correctly when only one date is entered for a name.
  • Advanced searching for Role = “book illustrator” will return the correct results instead of searching for two roles, “book artist(s)” and “illustrator”.
  • Linked names in the Relationship field will no longer display duplicates in the Name details page.
  • If a user links a name in the Relationship field and then adds a Relationship Type, the linked relationship type will no longer display incorrectly in place of the linked name in the Name details page.


  • Updated values in Shared Shelf Names are now updated in the OAI data and can be harvested correctly. Previously, updated Name data wasn’t being updated in the OAI output.

Video captions

  • It is now possible to change the default language for captions, it will no longer default to English if another language is selected.
  • SRT caption files are now supported, in addition to DXFP caption files.

Work Form

  • After adding a related work record, it will no longer automatically save the entire record (as users may still be making edits or they may want to cancel their changes).
  • The title of the work record is now visible within the linked value in the display record.
  • Users can now include private owners and repositories in advanced searches for works.
  • Users can now enter text strings in all “type” fields when searching for work records.
  • BCE dates now display correctly when only one date is entered for a work.
  • It is now possible to perform an advanced search for work records by notes fields.
  • Data from linked work records now displays properly when linked in bulk edit mode.
  • Total number of search results now displays correctly when advanced search is performed after a simple search for work records.
  • Related information now displays correctly when opening a work record from the related works information tab.

Version 1.1, December 2014

New features:

  • Batch media export capability: export up to 100 media files in a zip file
  • Ability for you to run a Google image search on images while cataloging
  • Ability to select a thumbnail from a video file or upload a thumbnail file
  • Ability to upload caption files for videos
  • Enhanced publishing status display: each publishing target status now displays in a column in the asset panel so you view multiple target statuses at the same time
  • Admin Tools: Copying a project now copies cataloging screens and publishing target mapping in addition to fields field types and controlled list values. User permissions and linked sources still need to be added after a project is copied.
  • Admin Tools: Users can now have their view of a project restricted by base filters, so they only see the content that they’ve uploaded.
  • Admin Tools: New field type column added in the Fields tab, so it is easier to see the filed types without clicking the field to edit it
  • Back-end improvements to our STOR image servers

Known issues:

  • Publishing replaced media files will sometimes not display in Artstor or Shared Shelf Commons. We are working to resolve this in a patch release. In the meantime, please contact for assistance should you encounter this issue.
  • Admin Tools: All registered Artstor users now appear in the list of users to add to Shared Shelf projects. You must still enable a user with Shared Shelf permissions in the Artstor admin tools, however.
  • Admin Tools: When copying a project with < or > in field name or field description will display “&;lt;” and “&;gt;” after copying
  • When searching an image in Google, it will display as a JPEG file in Google and the image file may be a smaller size. This is because Google has limitations on file sizes (20MB) to circumvent these, Shared Shelf will pass a JPEG derivative to search.
  • Video caption files: Currently only DFXP caption files are supported for video captions. SRT files will be supported in the next release.
  • Video caption files: It takes approximately 10 minutes for a caption file to show up for selection in the dropdown list for selection, and it may also take up to 10 minutes for a caption file to be deleted.
  • Video caption files: If the language is set in the caption file, Kaltura will still select English as the default, so the language must be selected in Shared Shelf.
  • Video thumbnail replacement: It may take up to 10 minutes for a new thumbnail file to display in Shared Shelf
  • Video thumbnail replacement: New thumbnails are not displaying in Artstor / Shared Shelf Commons after republishing, this issue will be fixed in the next release

Version 1.0, July 2014

New features:
Batch media replace functionality
Add Media URLs added to Excel exports
Work record functionality

Resolved issues:

  • Filenames will no longer be removed when importing a spreadsheet with a blank filename column
  • Searching in a set is no longer case-sensitive
  • Searching in a set will now search both the set name and the set description text
  • Text area fields will display as four lines instead of one
  • TGN terms will not include qualifying terms in the display text
  • HTML tags can be used in field description hover text

Behavior changes:

To prevent performance issues, files will upload sequentially instead of the past behavior of files uploading concurrently.

Known issues:

  • After republishing records that have had either edited data and/or replaced media, the updates may take up to 24 hours to display in previously created Artstor Workspace image groups.
  • When batch editing empty linked fields (fields that do not contain data) the “Multiple values” indicator will display in the field even though the field is empty.
  • If a user chooses Mark as master before saving a record, any changes made to the record will be cleared.  The recommendation is to save the record first before marking the record as master.
  • If a record is first published to both the institution’s Artstor Workspace and to Shared Shelf Commons and then subsequently deleted from both environments, the deleted record may only be removed from one of the publishing targets.
  • After creating a new user in Artstor Administrative Tools, the new user does not appear for an extended period of time, in the project permission list for the institution in Shared Shelf Administrative Tools.
  • While working with filters in a project, the asset panel may go blank when a user changes the number of records to display per page.
  • Users using Firefox as the internet browser may generate an “Unresponsive script” error message while ”’bulk editing”’ between 34 and 99 records at one time.
  • Videos may randomly display as either a blank or a corrupt thumbnail in both the institution’s Artstor Workspace and Shared Shelf Commons when a user bulk publishes 28 multimedia types to both environments.
  • When a user begins to publish records within 20 minutes of setting up a new publishing target to the institution’s Artstor Workspace, the user will generate a ‘500 Internal Server Error’.
  • After an Excel import with an AAT authority that contains a qualifying term in parentheses, the imported authority displayed in the field label is missing a space between the main term and the qualifying term (parenthetical term).
  • A user may generate a ‘500 Internal Server Error’ when trying to save a controlled list value that contains a pipe (|).  Similarly if a user includes a pipe (|) in a controlled list value and tries to import the data from Excel, the Excel import will generate a validation error for the pipe value.
  • When a record in Shared Shelf contains a filename, but does not have any associated media attached to the record, the Medial URL will display as ‘ss_noimage-0.png’ in an exported Excel spreadsheet.
  • A user will generate an error message after attempting to open outside of Shared Shelf, the Media URL to a record from a project that the user does not have permission to access in the institution’s Shared Shelf.
  • A linked name from Shared Shelf Names, is not retrievable using a variant name, when searching Shared Shelf, the institution’s Artstor workspace or Shared Shelf Commons.
  • A user may experience a failed attempt at saving a name record after adding a large amount of data to either a new name record or to an existing name record in Shared Shelf Names.  This is apparent when the loading icon keeps loading for an indefinite amount of time.
  • When searching with an ID number in Shared Shelf Names, the search results consist of name records that may be missing diacritical characters.

Version 0.9, May 2014

New Features:

  • Expanded Name form: the ability to add variant names, add a new name source, and add life events, etc. to a creator name
  • Shared Shelf Administrative Tools: administrators will be able to create projects and manage user permissions
  • Getty authority updates: AAT, ULAN, and TGN vocabularies will be updated
  • TGN search improvements: hierarchy searching to narrow results (e.g. you can search “Boston, MA” or “Turkey, Asia”), as well as updated relevancy and alphabetical ordering
  • New Shared Shelf login page, which will include real time status updates on Shared Shelf’s functionality
  • The ability to import new records from Excel into a set
  • Performance improvements (Excel import/export and publishing should be faster)
  • Bug fixes

Known issues:

  • The qualifying terms for TGN authorities are displaying in the text upon linking, e.g. “United States (inhabited place)”. As a workaround, please delete the additional text from your fields.
  • Text area fields are displaying as a single line with scroll bars (when no data is in the field).
  • There is a limit of 65,500 rows for any Excel export of data. As a workaround, please create filtered sets to export in batches no larger than 65,500 records.
  • Promoting an local name record (created before this release) will produce an error message, but the name will still be successfully promoted (exposed to all Shared Shelf users for searching and linking).
  • Bulk publishing video files to both an Artstor Workspace collection and a Shared Shelf Commons collection at the same time may produce occasional blank thumbnails. As a workaround, please publish video to one end user environment at a time.
  • Bulk editing over 150 records in Firefox will produce an unresponsive script error message. Please use Chrome or Safari for bulk editing over 150 records.

Version 0.8.1 [Patch], February 2014

Resolved issues:

  • Linked and controlled list fields pasted from the master record with Ctrl+D can now be saved.
  • The system reverts to the cataloging screen last used by the user, instead of always displaying the first cataloging screen.

Version 0.8.1, January 2014

Resolved issues:

  • Sorting in the asset panel no longer prevents opening the edit tab to add data to a record.

Version 0.8, January 2014

Known issues:

  • Data pasted using Ctrl/Cmd + D to paste a field from a master record will not save. As a workaround you can use Ctrl/Cmd + E to paste all fields from master.


  • Cataloging screen is now an edit tab: Multiple assets and assets from separate projects can be opened for editing simultaneously
  • Cataloging screen layouts may be assigned to individual users
  • Field labels may be customized for cataloging forms
  • Fields may be set up as read-only. Read-only fields restrict a catalogers ability to enter data. This setting can be made per cataloging form. When a cataloger is uploading Excel spreadsheets, any fields that are read-only in their cataloging forms will not accept new/modified data. Administrators can always modify data read-only fields.
  • Administrators can configure default text to auto-populate certain fields when new records are created. These values may be overwritten or modified with new data in Excel spreadsheet uploads, unless the field is read-only in a cataloging form. If the field is left blank in the Excel spreadsheet, the default value will populate it upon upload.
  • Data entered into the edit tab fields is auto-saved when switching to another edit tab
  • Publishing info tab: provides more information about the publishing target status as well as view/download specifications for associated media
  • Larger media window appears on the right side of the edit tab with record information below


  • Users can be assigned filtered views of a project to restrict the records they are able to affect
  • Catalogers can now promote names to Shared Shelf Names as well as edit names they have promoted.
  • Catalogers can delete, publish, and suppress assets from targets to which they have access
  • Publishing target permissions can be assigned to individual Shared Shelf users. e.g. a student cataloger can be enabled to publish in an ARTstor Workspace collection, but restricted from publishing to a Shared Shelf Commons collection


  • Improved upload speed; files are simultaneously loaded
  • New upload shortcut; files can be dragged and dropped directly from a computer directory or desktop into the Shared Shelf asset panel to begin a media upload

Version 0.7, September 2013

New features:

  • Support for OAI — Shared Shelf data and images can be made available on an OAI server for harvesting and integration within other environments such as institutional repositories or discovery systems. If this is something you’re interested in configuring, please contact so we can work with you on the details
  • Backend support for upcoming work record functionality (under development)

Bug fixes:

  • New links to Shared Shelf Commons and the ARTstor Digital Library in the footer of Shared Shelf
  • “Preview master record” link now shows the full master record on hover
  • The date type field displays data in bulk editing mode (either “multiple values” or a single value if it is the same across records)

Version 0.6.3, April 2013

New features:

  • Collections can be configured to allow end-users to download native-size images from the ARTstor Workspace or Shared Shelf Commons. Collections can also be configured to disable downloading from the end-user environment. (Please contact if you would like to make changes to your project.)
  • PDFs uploaded to Shared Shelf will now display with the first page of the document as the thumbnail.

Bug fixes:

  • Calendar date field data can now be imported through Excel; Shared Shelf will no longer produce a validation error when importing ‘mm/dd/yyyy’ data in date fields.
  • Shared Shelf Names: Creators with no death date will no longer display a death date of the birth year + 100 years.
  • Shared Shelf Names: The display biography will appear correctly when linking to a shared name from the search results page.
  • Users will no longer occasionally remain in the edit screen after clicking Save/Close, during cataloging sessions where they’ve linked to several vocabulary terms.

Version 0.6.2, February 2013

New back-end system upgrades.

Version 0.6.1, January 2013

New features:

  • Support for Mp3 files
  • Support for wildcard searching within the Shared Shelf asset panel, e.g. users can search for *.jpg in the filename filter to return all Jpeg files
  • Improved filtering in the Shared Shelf asset panel

Bug fixes:

  • Users are no longer unexpectedly logged out of Shared Shelf after searching in vocabularies (Shared Shelf Names, TGN, or AAT)
  • Filtered views in the project panel are retained after editing a record in the cataloging screen
  • Thumbnails for video files are scaled (instead of cropped) from the original size on the Shared Shelf cataloging screen and assets panel, and in the published environment.
  • When bulk editing, “Save/Close” no longer needs to be clicked twice to save and close a record.
  • When creating new records via excel import, the assets panel now refreshes to display new created records.

Version 0.6.0, November 2012

New features:

  • Support for the following multimedia video and document formats:
    • Image types: .png, .jpg, .jpeg, .tif, .tiff, .mov(qtvr), .jp2
    • Video types: .asf, .qt, .mov, .mpg, .avi, .wmv, .mp4, .m4v, .3gp
    • Document types: .doc, .ppt, .xls, .pdf, .docx, .pptx, .xlsx
  • Support for Google Chrome browser

Resolved bugs:

  • The cursor no longer moves to controlled list fields when paging through records in the editing window
  • Thumbnails are now updating when replacing an image and republishing
  • When adding a new name to Shared Shelf Names the source field is no longer required.

Version 0.5.1, July 2012

New features:

  • Launch of Shared Shelf Plugin for Omeka — assets can be published from a Shared Shelf project to a target in Omeka
  • Integrated vocabularies (Shared Shelf Names, AAT, TGN) can now be linked when creating NEW records from Excel ingest.
  • Shared Shelf will now allow Excel ingestion of .xlsx files.

Resolved bugs:

  • Entering “CLEAR” as a value will clear the data from the field when ingesting through Excel and when bulk editing multiple records in the cataloging screen (using CLEAR will not clear the values when editing a single record in the cataloging screen).
  • When importing a numeric value in a text field through Excel, the system will no longer append “.0” at the end of the value in the cataloging screen display.
  • It is now possible to export 10,000+ records from Shared Shelf to Excel.

Shared Shelf Names:

  • In the editing window, users will no longer receive a system error message when clicking on the dropdown menu in the Nationality or Role fields.
  • Users will no longer receive a system error message when using quotation marks to search in the Source field.
  • Multiple terms entered in the Source field search will be searched with an AND connector.
  • Search results in the Source field will display up to 3,000 terms.

Version 0.5.0, June 2012

Shared Shelf Names (SSN) vocabulary changes:

  • Consult SSN via a lookup icon in the field (similar to AAT/TGN), as opposed to the current predictive text search
  • Search by keyword or build a fielded query in advanced search to find name records
  • Sort search results alphabetically or by relevance
  • Link values directly from search results or view full record before linking
  • Name and biographical information automatically copied to field; text may be further modified
  • Linked name records appear below the SSN field
  • Shared Shelf Names can now be linked along with other vocabularies in a single field (i.e. SSN, AAT, TGN and an external vocabulary could all be linked to the subject field)
  • Institutional name records will no longer be created automatically when importing data from Excel; data will be imported from Excel as free text

Thesaurus of Geographic Names (TGN) and Art and Architecture Thesaurus (AAT) changes:

  • Link values directly from search results or view full record before linking
  • Sort search results alphabetically or by relevance
  • Qualifying text (e.g. galleries (furniture components) ) will accompany AAT terms

Workflow enhancements:

  • Cataloging screen display improvements: Field labels above the fields, color contrast between fields and background, more spacing between fields
  • Saved filter capabilities: Filters applied to any field may be saved as dynamic sets; new assets meeting the criteria specified in the saved filter will be added automatically

Version 0.4.3, February 2012

New features:

  • Set Permissions: Users may make a set restricted so that it is visible only to selected users assigned to the set
  • Set Description: Users can add a description to a set

Resolved Bugs:

  • Terms from external vocabulary sources can be unlinked from records in Shared Shelf
  • External vocabulary source links may be edited in the admin tools
  • Fields that link to terms from external vocabulary sources no longer display values such as b6427911-7a9e-516e-99fd-f77ee7c2d601 when published
  • TGN/AAT variant terms and ID information are no longer appearing in the published record
  • Links to TGN, AAT, and external vocabulary terms may now be saved when bulk editing
  • Diacritics, such as ō ~`!@#$%^&*()_+-={}:”<>?[];’,./\ are no longer display incorrectly upon publication
  • Excel ingest error reporting has been improved to flag errors in multiple columns in a spreadsheet
  • Excel ingest of decimals in text fields no longer automatically rounds
  • Excel exporting no longer causes an error if linked vocabulary fields are empty
  • Original TIFF and JPEG 2000 source files may now be downloaded from the cataloging screen menu
  • Issues with records disappearing when sorting on certain fields have been resolved
  • When paging through records, the first record on subsequent pages is no longer skipped
  • Improved project indexing for better search performance

Version 0.4.2, December 2011

Patch release

Version 0.4.1, November 2011

Patch release

Version 0.4, November 2011

New features:

  • Integration of Getty’s Art and Architecture Thesaurus® (AAT) and Getty’s Thesaurus of Geographic Names® (TGN)
  • Ability to link fields to external authorities to capture term, source, and reference ID information
  • Launch of Shared Shelf Commons (, an open-access library of images
  • Multi-target publishing capability to support publishing assets to both Shared Shelf Commons and an ARTstor workspace collection
  • Enhanced publishing status information
  • Ability to suppress multiple images from the end-user environment
  • Additional options for displaying project fields in the ARTstor workspace and/or Shared Shelf Commons
  • Hidden but searchable fields, and non-searchable but visible fields will be enabled
  • Name policy changes: New names may added to Shared Shelf by all levels of Shared Shelf users and will be searchable and available to catalogers within an institution

Version 0.3, April 2011

New features:

  • Ability to enlarge and zoom into images while cataloging
  • New workflow support: create metadata records first and then upload images matched by filename
  • Enhanced support for Excel import
  • Project based access (ability to restrict access for users to only certain projects)
  • Keyboard short cuts (Ctrl-S to save records, Ctrl-E and Ctrl-D to paste data into specific or all fields)
  • Bug fixes based upon user feedback
  • Infrastructure changes to enhance Shared Shelf performance

Version 0.2, January 2011

New features:

  • Additional user roles
  • Additional data captured: Filename, SSID, Created By, Updated By
  • Viewable columns button
  • Screen configuration saved per user
  • Menu hyperlinks and gear button
  • Right-click menu option
  • Ability to publish one or multiple assets
  • Delete one or multiple records
  • Sets for organizing images
  • Ability to add a new creator name to Shared Shelf Names vocabulary
  • Improved system messaging

Version 0.1, July 2010

Beta launch features:

  • Bulk upload and catalog images
  • Integration of Shared Shelf Names vocabulary
  • Copy and paste data using a master record
  • Sort, filter, and search for assets in Shared Shelf
  • Customizable screen configuration
  • Publish images to a hosted collection in the ARTstor Workspace
  • Excel data export and import capability