Quick Start Guide

Download a PDF version of the Shared Shelf Quick Start Guide or 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 and Shared Shelf Admin Tools for subscribers only. If you are unable to attend the weekly webinars, please contact support@sharedshelf.org or call (212) 500-2402 to schedule a private training.

Get Access

Please contact support@sharedshelf.org or call (212) 500-2402 to get access.

DEMO ENVIRONMENT

2 Cataloging Tools

Shared Shelf is a media management software application that enables you to manage, store, use, and publish your institutional and faculty media collections within your institution or publicly on the Web.
Upload Media

Catalog

Find and Organize

Import and Export Data

  • Use MS Excel to import and export data
Test and Review
Familiarize yourself with the DEMO Shared Shelf environment.
Think of it as a sandbox where you can learn how to catalog in a contained, safe space.
Login Information
Username: email address, all lowercase
Password: artstor1
Link: http://catalog.sharedshelf.demo.artstor.org

3 Project Setup

Shared Shelf 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 our default projects 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, which need to conform to a strict set of values in order to function properly within your project. These fields also support searching and filtering in Artstor Workspace and Shared Shelf Commons.
  • Watch a video to review the process. The first few minutes address building a project and the rest of the video details configuring your fields, which you’ll need to do once you’ve created a project.

Configure Fields

Add, edit or delete fields; change field labels; determine field types and layout the fields as they will appear in the project panel.

Create Cataloging Screens

In order to be able to catalog your records in Shared Shelf, you’ll need to build cataloging screens

  • Watch a video to review this process

Set Up a Publishing Target

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

  • Create your publishing target
  • Edit your publishing target
  • Map your project fields to the published environment
  • Watch a video to review the process
Test and Review
Familiarize yourself with the DEMO Shared Shelf Admin Tools environment.
Think of it as a sandbox where you can learn how to build and manage projects in a contained, safe space.
Login Information
Username: email address, all lowercase
Password: artstor1
Link: http://catalog.sharedshelf.demo.artstor.org/admin.html

4 Permissions and Access

Shared Shelf project administrators can manage user access to Shared Shelf projects in Admin Tools by either assigning a new user as an administrator or as a cataloger.
Administrators or users with administrative access 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 ex- ample, 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 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 DEMO Artstor Workspace Admin Tools
Once you have built your project, you will want to grant access to any catalogers you want to work in your project on DEMO. For this, you will need to contact support@sharedshelf.org to gain access to the Artstor Administrative tools for the DEMO environment. 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: Use your regular Artstor/Shared Shelf login
Password: artstor1
Linkhttp://admin.library.demo.artstor.org/satools/admin.html
LIVE ENVIRONMENT

5 Going Live

Once you feel comfortable working in both Shared Shelf and Admin Tools in your institution’s DEMO Shared Shelf environment, contact support@sharedshelf.org to schedule a meeting to finalize the configuration of the first project to be built on the live Shared Shelf environment.

Your Implementation Manager will complete the following:

  • Enable your institution’s Live Shared Shelf environment.
  • Assist in readying your DEMO project for your institution’s LIVE Shared Shelf environment.
  • Give you access to the live Artstor Administrative Tools (your Implementation Manager will contact your institution’s Artstor Administrator about your access to Artstor Administrative Tools).

FAQ

→ Will the DEMO environment continue to be available to me after I go live?

Yes, it will continue to be available for the duration of your subscription at no additional expense. Feel free to use it for testing and training at your convenience.

→ How can I learn about new features?

You can join the Shared Shelf community listserv by sending a subscribe email to the list. This is where we update our users about upcoming releases and scheduled maintenance.

→ How can I connect with other Shared Shelf users?

You can connect with other Shared Shelf users in a number of ways! You can join our Shared Shelf user group or talk to each other on the Shared Shelf community listserv by writing to the list.

→ How can I learn more?

Search around our Support Site! Here you can find video tutorials, online training, and help documentation for all Shared Shelf features and tools.

→ Who can attend training?

Shared Shelf training is offered weekly and available to anyone. There are no fees.

 

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, store, use, and publish 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.
Username: Your remote Artstor login username Username: Your remote Artstor login username Username: Your remote Artstor login username
Password: Your remote Artstor login password Password: Your remote Artstor login password Password: Your remote Artstor login password
http://catalog.sharedshelf.artstor.org/login.html http://admin.artstor.org/satools/admin.html http://catalog.sharedshelf.artstor.org/admin.html
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