Quick Start Guide

A PDF version of the Shared Shelf Quick Start Guide will soon be available for download. Visit Promote Shared Shelf to find more downloadable materials.

1 Getting Started

Familiarize yourself with Shared Shelf’s training options and make sure you have access to Shared Shelf’s cataloging tools.

Get Trained

Sign up for comprehensive webinar training on Shared Shelf Cataloging Tools, Shared Shelf Admin Tools and Shared Shelf Controlled Lists available to subscribers only. If you are unable to attend the webinars, please contact your institution’s implementation manager at support@sharedshelf.org or (212) 500-2402 / 877-771-4908 to schedule private training sessions.

Get Access

To gain or confirm access please contact Shared Shelf Support at support@sharedshelf.org or call (212) 500-2402 / 877-771-4908.

2 Cataloging Tools

Shared Shelf is a media management software application that enables you to upload, catalog and share your institutional and faculty media collections within your institution or publicly on the Web.

Upload Media

Catalog

Find & Organize

  • Use sets to organize your records into a folder-like structure
  • User filters to perform fielded searches and save your results
  • Perform searches and sort your records

Import & Export Data

  • Use MS Excel to import and export data
Test and Review
Familiarize yourself with the sample projects in Shared Shelf as you learn how to use the cataloging tools.
Login Information
Username:  Your Artstor-registered institutional email
PasswordYour Artstor login password
Link: http://catalog.sharedshelf.artstor.org

3 Project Setup

Shared Shelf Administrative (Admin) Tools is a software application used by subscribers to create projects in Shared Shelf, manage user permissions and set up publishing targets to a front-end discovery environment.

Create a Project

First you are going to create a project in Shared Shelf. Note that you will need to copy an existing project or use one of the project templates to get started; you can then modify the fields. Copying from an existing project copies the Artstor Country controlled list and Artstor Classification controlled list, both of which need to conform to a strict set of values in order to function properly within your project and determine searching and filtering in Artstor and Shared Shelf Commons.

Watch a video to review the process.

Configure Fields

Add, edit or delete fields; change field labels; determine field types and lay out the fields as they will appear in the project’s asset panel.

Create Cataloging Screens

To be able to catalog records in Shared Shelf, you will need to build cataloging screens for each of your projects by using the configured fields so that catalogers will be able to describe and manage record data.

  • Watch a video to review the process

Set Up a Publishing Target

Publish content from a single project to multiple collections in the end user environments: Artstor, Shared Shelf Commons, and/or Omeka.  Note that the Shared Shelf project’s fields need to be mapped to the display fields in the end user environments.

Create Publishing Targets
Edit Publishing Targets
  • Edit the target to add a collection description, representative image, establish publishing parameters, and finalize the target configuration.
Map Fields for Publishing

 

Test and Review

Familiarize yourself with the sample projects in Shared Shelf as you learn how to use the admin tools.
Login Information
Username:  Your Artstor-registered institutional email
PasswordYour Artstor login password
Link: http://catalog.sharedshelf.artstor.org/admin.html

4 Permissions and Access

Shared Shelf project administrators can manage user access to Shared Shelf projects in Shared Shelf Admin Tools by either registering new users without accounts, add registered users to a project as catalogers or project administrators, edit the permissions of existing users, and delete users no longer involved in the project.

Administrators (admins) are not restricted in the project. They can review all records in a project, see all cataloging screens created for a project, and can publish to all targets.

Cataloger permissions can be granular. For example, project administrators can restrict the records a cataloger can access and/or edit by applying base filters. Catalogers can be limited to what project fields they can see as well as what they can edit by assigning specific cataloging screens in which all or just a selection of the fields are editable. Project administrators can also determine if a cataloger can publish to any or all of the publishing targets that have been created for the project.

Assign Permissions

Test and Review Artstor Workspace Admin Tools
Once you have built your project, you will want to grant access to the catalogers who will be working in your Shared Shelf project.. For this, you will need to contact your implementation manager to gain access to the Artstor Administrative Tools. This is the environment to assign access to Artstor. The process for assigning new users to Shared Shelf begins here, as well.
Login Information
Username: Your Artstor-registered institutional email
PasswordYour Artstor login password
Linkhttp://admin.artstor.org/satools/admin.html


5 Site URLs & FAQs

Login Information

Use the following sites to assign permissions, create and manage projects, catalog content and publish digital collections.

Shared Shelf Cataloging Environment
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Artstor Admin Tools
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Shared Shelf Admin Tools
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Use this site to manage, catalog and share your digital media collections within your institution or publicly on the Web. Use this site to add new users for Artstor Digital Library and Shared Shelf. Use this site to create and maintain Shared Shelf projects, add users and assign privileges, and set up publishing targets.
UsernameYour Artstor-registered institutional email Username:  Your Artstor-registered institutional email Username: Your Artstor-registered institutional email
PasswordYour Artstor login password PasswordYour Artstor login password PasswordYour Artstor login password
http://catalog.sharedshelf.artstor.org/login.html http://admin.artstor.org/satools/admin.html http://catalog.sharedshelf.artstor.org/admin.html

FAQ

  • How can I learn more?
    • Visit the Shared Shelf Support site! Here you can find video tutorials, online trainings, as well as help documentation.
  • Who can attend training?
    • Each of the Shared Shelf trainings are offered monthly and available to subscribers. There are no fees.

6 Contact

+1 212 500 2402 / 877-771-4908

support@sharedshelf.org

http://support.sharedshelf.org

 

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