Arts Digital Collections (ADC)

1. In the address bar of your browser, type your website address
2. Add /wp-admin to the end of the address (example: yoursite.adc.arts.ubc.ca/wp-admin)
3. Click Enter or Return on your keyboard
4. Log in with your CWL credentials

The instructions for adding or removing users will depend on how access is managed for your site. To find out, complete the following:

1. Go to Dashboard > Settings > Reading
2. Confirm whether or not the “Use EAD groups for access” checkbox is checked under Shibboleth filters
3. If yes, it means that access is handled separately and you will need to contact our Help Desk at arts.helpdesk@ubc.ca to add or remove users. If no, proceed to the next step
4. Go to Dashboard > Users
5. If adding a new user:
   • Click on Add user
   • Enter the user’s CWL, associated email address, role
   • Click Add new user
6. If removing users:
   • Go to All users
   • Select the Remove option located below the individual’s username

 Add a collection item

1. Go to Dashboard > Collection Items
2. Click on the Add collection item button that appears at the top of the page
3. Enter in the relevant metadata for the new collection item and upload your media file
4. Select the relevant collections, keywords, or any other categorizations that apply to the collection item
5. Click Update located in the top right-hand corner

Alternatively, you can upload multiple items by using the “Bulk Import” function (see instructions under “Bulk import collection items ”; note: bulk import can only be used for metadata and visual materials, such as images or PDFs. For all other media types, the files will need to be uploaded after the items have been created through the bulk import function.)

Edit a collection item

1. Go to Dashboard > Collection Items
2. To edit a single collection item:
   1. Hover over the title of the item
   2. Click the Edit link
   3. Edit any relevant metafields, upload a new version of the associated media file, and/or update the collection, keyword, or any other categorization that applies to your site
   4. Click Update located in the top right-hand corner
3. To edit multiple collection items:
   1. (Optional) You can  make use of the filtering, sorting, and search functions to locate specific items for editing
   2. Select items by checking the box beside the item titles
   3. Click on the Bulk actions drop-down located at the top of the screen
   4. Select Edit (note: options for bulk edits are limited, so for more options, edit each item individually)

Duplicate a collection item with similar metafields

1. Go to Dashboard > Collection Items
2. Hover the title of the item
3. Click the Duplicate Collection Item link
4. Edit any relevant metafields, upload an alternative version of the associated media file, and/or update the collection, keyword, or any other categorization that applies to your site
5. Click Update located in the top right-hand corner

Delete a collection item

1. Go to Dashboard > Collection Items 
2. Deleting a single item:
   • Hover over the title of the item
   • Click the Trash link. This will move the item to the trash section.
   • Click on Trash(#) located above the list of items
   • Hover over the title of the item
   • Click the Delete Permanently link
3. Bulk deleting:
   • Go to Dashboard > Collection Items
   • Select the checkboxes located on the left-hand side of each item
   • Click on the Bulk Actions drop-down menu
   • Select Move to Trash (This will move the item to the trash section.)
   • Click on Trash(#) located above the list of items
   • Select the checkboxes located on the left-hand side of each item
   • Click on the Bulk Actions drop-down menu
   • Select Delete Permanently
4. You can also make use of the filtering, sorting, and search functions to locate specific items for deletion

Set a collection item to "Pending Review"

1. Go to Dashboard > Collection Items
2. Hover over the title of an item
3. Click the Quick Edit link
4. Click on the Status drop-down
5. Select Pending Review
6. Click Update in the bottom right

Site administrators can bulk import large numbers of collections (up to 700 MB at a time) using the Collection Import option. In order to make use of this feature, you will need to:

1. Go to Dashboard > Collection Items > Collection Import
2. Create a pure-comma delimited file (.csv) containing all of the metadata for each of the collection items you wish to import (see this GoogleSheet template as an example: https://docs.google.com/spreadsheets/d/1KKzot5P1AVSSN1F68zIDPX6JCvFUQMYenWpIS3Mb9gk/edit?usp=sharing)
   • Note: only the content under the "Template" tab is applicable. The other tabs are there as guides, do not include these.
   • You would only need to have column headings for the required fields in your collection
3. Make sure the csv file follows the rules:
   1. For the 1st column File, no empty cell is allowed
   2. Only the files names for visual materials (i.e., images, PDFs) can be included (audio, video, or other media need to be uploaded directly to the collection item after it's been created).
4. Create a folder on your computer and include your .csv file and all of the associated files (i.e. jpeg, png, pdf)
5. Compress the folder into a .zip file; ensure that the .zip file is less than 700MB, otherwise, split up into multiple files
6. Drag and drop your .zip file from your desktop to the csv importer
7. Click Import
8. Wait for prompt showing all the items are imported
9. Bulk edit all items to Publish:
   1. Go to Dashboard > Collection Items
   2. Select all collection items by checking the boxes beside the item titles
   3. Bulk Edit > Select Edit > Apply
   4. Status > Published
   5. Click Update

Add, edit or delete a collection set

1. Go to Dashboard > Collection Items > Collection Sets
2. To edit a Collection Set:
   1. Click on a title of a Collection Set
   2. You can edit the following:
      • title and title in the body
      • add or remove collections from the set by accessing the setting Collections
   3. Click Update
3. To add a Collection Set:
   1. Click on Add New located at the top
   2. Enter the following information:
      • Title into both the Title and body fields
      • Click on the setting Collections and select any collection this set is associated with
   3. Click Publish
4. To delete a Collection Set:
   1. Hover over a title to delete
   2. Click on the Trash link (this will move the set to the Trash section)
   3. Click on the Trash(#) link located above the list of sets
   4. Hover over the title
   5. Click on the Delete Permanently link
5. To bulk delete Collection Sets:
   1. Check the box beside each title
   2. Click on the Bulk actions drop-down at the top of the list
   3. Select Move to Trash (this will move the sets to the Trash section)
   4. Click on the Trash(#) link located above the list of sets
   5. Check the box beside each title
   6. Click on the Bulk actions drop-down at the top of the list
   7. Select Delete permanently

Add, edit or delete a collection

1. Go to Dashboard > Collection Items > Collections 
2. To edit a Collection:
   1. Click on the title
   2. You can edit the title and slug
   3. Click Update
3. To add a Collection:
   1. Enter a title in the Name field
   2. Click Add New Collection
4. To delete a Collection:
   1. Hover over the title
   2. Click on the Delete link
5. To bulk delete Collections:
   1. Check the box beside each title
   2. Click on the Bulk Actions drop-down menu
   3. Click Delete

Note: The “Parent Collection” checkbox that appears when editing collections will not assign them to a collection set. Any additions to Collection Sets must be done via Dashboard > Collection Items > Collection Sets.

1. In the website view, go to the home page
2. Click on Edit Page from the WordPress menu at the top
3. Edit the content
4. Click Update

If you would like to update the information located in the header or footer, or make changes to the site colours or homepage banner, please complete our contact form.

When completing the form, please select the Other option and provide us with details about your request. Helpful information includes a detailed description of what you would like changed, as well as the reasoning.

Upon submission, someone from our team will follow-up with you shortly. In most cases, making these changes will not be an issue, however, we will want to review the request to ensure there are no issues with site accessibility or image rights.

ADC is built using a template, which allows numerous sites across the Faculty to be supported more easily. As such, major changes to the design, layout, or functionality cannot be accommodated immediately and will need to be requested for review.

If you would like to request a new feature or customization for your site, please complete our contact form. When completing the form, please select the Other option and provide us with details about your request. Helpful information includes a detailed description of what you would like implemented, the reasoning for the request and the potential benefits (or risks, if not implemented), as well as examples from other sites.

Upon submission, someone from our team will follow-up with you shortly. Each request will be reviewed with priority given to those that are the most heavily requested with the largest user impact. New features or customizations will be acted upon only when resources are available.