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FrontCover Image Library Software HELP!!!! Welcome to the Image library Software Help guide.
This is a "point and learn" tool that should serve to smooth out the bumpy bits as everybody learns how to make best use of the system.
To use it, find the screen that is troubling you, point at the bit that most annoys you and, with luck, an explanation should arrive to set you back on course.
For instance, point at the NQDT logo (with the mouse, not your finger, Pete)...
... and when you point, HELP will arrive.

Of course, this isn't much help, but you get the drift.
Use the tabs on the left to find the screen you want (click and drag to scroll up or down), then poke away to find the answers.

And, as always, when you're stuck, holler for help from COMMS.
Login It's our company logo. Feel free to belt out a stanza or two of the company song if it so moves you.

Other than that, it's purely decorative.
Logging in with our Google IDs is an aspiration at this stage.

There are difficulties, which, hopefully, will be overcome, but until then, we need to use the traditional Username/Password method (below).
G-Suite login Login Logging in is straight-forward - Username and Password.

You must be registered first, and an Admin can do that for you.

Use the Forgot Password link if you've... forgotten.
This works really well, provided your email has been registered.

Try it if you're not sure... it will complain if you're not.
Forgot?
Navigation The three little dots - the ellipsis - is a toggle switch that slides the Navigation Menu in and out.

Click it and the Nav Menu reverts to icons, another click and the icons get a description as well.
Ellipsis toggle Navigation The Cog takes you to your profile where you can update your email and even your name. (It's the same link as the Settings Cog in the Navigation Menu.

Logout, surprisingly, will log you out. It's something you should remember to do, but the world won't end if you sometimes forget.
The Navigation Menu is not particularly extensive - you can Search for, or Submit imagery.

The Settings cog (like the one in the top corner) takes you to your profile.
Cog/Logout
Profile The three little dots - the ellipsis - is a toggle switch that slides the Navigation Menu in and out.

Click it and the Nav Menu reverts to icons, another click and the icons get a description as well.
Ellipsis toggle Navigation The Cog takes you to your profile where you can update your email and even your name. (It's the same link as the Settings Cog in the Navigation Menu.

Logout, surprisingly, will log you out. It's something you should remember to do, but the world won't end if you sometimes forget.
The Navigation Menu is not particularly extensive - you can Search for, or Submit imagery.

The Settings cog (like the one in the top corner) takes you to your profile.
Cog/Logout Profile information Use this screen to update your profile. Change - or correct - the spelling of your name, or change the email you want to use.

Password changes need to be facilitated by an Admin, something we hope to change in future versions.
Submit (top) The three little dots - the ellipsis - is a toggle switch that slides the Navigation Menu in and out.

Click it and the Nav Menu reverts to icons, another click and the icons get a description as well.
The basic parameters The Cog takes you to your profile where you can update your email and even your name. (It's the same link as the Settings Cog in the Navigation Menu.

Logout, surprisingly, will log you out. It's something you should remember to do, but the world won't end if you sometimes forget.
The Navigation Menu is not particularly extensive - you can Search for, or Submit imagery.

The Settings cog (like the one in the top corner) takes you to your profile.
Cog/Logout Ellipsis toggle CHOOSE FOLDER:

This is where to choose the folder where you have stored the image files you want to upload.

There are some caveats, most importantly, ALL of the image files in that folder will be uploaded - i.e. there is no opportunity to pick and choose which pics to upload.

This iteration of the program can cope with a maximum of 500Mb at a time, so if the files total more than that, they need to be broken into folders. This doesn't cause problems in the Library and you can replace the original structure on your device when you've finished uploading. (Explore folders more by clicking on the button above).

THE BASIC PARAMETERS:

Information about our imagery which describes it, and who and what is in it, will be added by the ILS in layers. This dialogue box provides the fodder for the first layer.

Event name: Try to give this a descriptive name "Darryl Hill Erosion Control Workshop "for example.

Event type: Is it a Site Visit, Site Inspection, Workshop, Forum, Social Event, or just a Photograph?

Location: Name the property, town or locale... it will help when somebody is looking for a photo at a particular place.

Select project: Use the project code - COMMS or CORP if it's a photograph not specific to one or more projects. Multiple codes are allowed. Be sure to choose project codes from the drop-down. If the project code is not listed, use the + sign to add it, including historical codes no longer in use.
Navigation Who took this? The question as to who took the photograph or video and who owns the copyright is very important and the information entered here can determine whether or not the imagery can be used in public documents.

If an NQDT staffer took the pic, TRY first to tick the checkbox which will release the dropdown list. Problem is that the staffer may no longer be on staff, or, may not yet be registered to use the ILS. In each instance, the program won't know about them. If that happens use "Other".

"Associates" includes professional photographers or videographers employed for the purpose of capturing imagery.

If you use "Other" to list an NQDT staffer, note that... in 20yrs time, nobody will remember Joe Bloggs worked here for a while.
Click for More on folders
Submit (bottom) When submitting files, this is the place to select the file(s) to which you want to add a keyword, or name.

Shortcuts are to Include, or Exclude all.
Select files for keywords Select files for keywords The first layer of keywords will include, at the very least, the information collected in the Basic Parameters dialogue box.

You can add to these either by selecting from a drop-down list of keywords that the program recognises as being part of your project, or area of work, or by adding them here. No commas, please (it won't accept them anyway), and hit RETURN (or ENTER) as you enter each keyword.

Keywords can be multiple words together to form a key: "drip irrigation" for instance, or "indian couch".

When you want to add subsequent more targeted layers (ie information that will be attached to selected images within the group being submitted), the Current Selection box will be ticked automatically as soon as you select less than the entire assemblage.
Naming the people in our imagery is, perhaps, one of the most important - and laborious - tasks associated with cataloguing imagery.

The ILS system is different to most, but once you have grasped it, the task is simple.

Basically, the method is to add people to the list of keywords using the "Name the people" dialogue box to generate the compound keyword. In the Add person field, type the correct name and title of the person: "NQ Dry Tropics Project Officer Jade Fraser" for instance.
In the Description field, include details that differentiate the person from others IN THAT GROUP OF PHOTOS. So: "blue NQDT polo shirt - blue baseball cap" for instance.

The two pieces of information will be combined when you click on the green "Add" button, and the combined keyword will be slotted into the Add keywords field.

Use "Save Keyword" when you have finished adding names or keywords to a particular selection of photos.

When you have photographs that include a person in more than one group, the easiest way to tackle it is to select all the pics in which that person appears, add their name and description, save keyword, then select the pics in which the next person appears, and so on. The information will be added in layers.

Naming people in photos After submitting a few batches of images, the ILS will store a Keyword Cloud associated with your project and your imagery.

As that cloud develops, it will become easier and easier for you to submit photographs with a comprehensive and accurate collection of keywords attached to them because all you will need to do is click to include them.

These shortcuts - Exclude all and Include all - will make it even faster as you choose one or the other, then click to include or exclude a few keywords from the list. They will be added to the photographs selected (including ALL if they're selected), when the Add Keyword button is pressed.

Using the Keyword Cloud
Wrestling with folders Navigation The Cog takes you to your profile where you can update your email and even your name. (It's the same link as the Settings Cog in the Navigation Menu.

Logout, surprisingly, will log you out. It's something you should remember to do, but the world won't end if you sometimes forget.
The Navigation Menu is not particularly extensive - you can Search for, or Submit imagery.

The Settings cog (like the one in the top corner) takes you to your profile.
Cog-Logout Winning the folder wrestle The folder wrestle is a bit annoying in the ILS... there are plans to streamline it in future iterations, but, for the moment, there are a couple of tricks.

1. Be aware that once a folder is selected, all of the image files in that folder will be uploaded indisriminately. There is no provision for selecting which photographs to upload and which to ignore.

2. There is a capacity limit (500Mb). If, a collection of photographs or videos or both, totals more than 500Mb, it must be done in stages. Best bet is to prepare "upload folders" with no more than 500Mb in each. This is most easily done in the standard Windows Explorer window, hold down SHIFT and keep selecting until the TOTAL size is near, but not more than 500Mb, then move those selected files into the first upload folder.

Since the photographs are not sorted within the library but are found via the metadata, they will be retrieved together if a common keyword is used in the search (a person's name, for instance).

3. Folders within the selected folder are ignored.

REMEMBER: When you select a folder containing image files (either photograph, graphic, or video files), you get the folder, the whole folder and nothing but the folder.
OK to upload? The three little dots - the ellipsis - is a toggle switch that slides the Navigation Menu in and out.

Click it and the Nav Menu reverts to icons, another click and the icons get a description as well.
Work the layers for best effect Navigation The Cog takes you to your profile where you can update your email and even your name. (It's the same link as the Settings Cog in the Navigation Menu.

Logout, surprisingly, will log you out. It's something you should remember to do, but the world won't end if you sometimes forget.
The Navigation Menu is not particularly extensive - you can Search for, or Submit imagery.

The Settings cog (like the one in the top corner) takes you to your profile.
Cog/Logout No, it's not bad... unless you are not organised and there are files in that folder you do not wish to send to the Image Library.
Hit Cancel if you want to stop to reorganise files, then start again, no harm done, otherwise, press UPLOAD.
Is this warning bad? It's important to have a basic understanding of the way the keywords in the Image Library use layers as they are applied to images.
The first layer is where keywords pertaining to EVERY pic in a particular are added. So, every pic should have a keyword with the Event Name, the Location, the Project Code etc.
Most of the Layer One information is gathered when you fill out the Basic Parameters dialog.
You can add more Layer One keywords by adding keywords while ALL the images are selected. As easy as that.
Information specific to particular images or groups of images can be added in subsequent layers.
Select the images to which you want to attach some keywords (perhaps the common and scientific name of some flora or fauna appearing in some images), add the keywords and save the keywords.
Add all the keywords you want to include by selecting the images to which they apply and saving those keywords.
Each time you do that, another layer is added.
Ellipsis toggle
Pics submitted Include All and Exclude All are pretty self-explanatory, but they're also useful as a shortcut to selecting or excluding a few files when you're adding keywords for later layers.
If you have lots of images to select, choose Include All, then click on the selection boxes for individual images to exclude them, retaining the rest.
Include or exclude images Who took this? The question as to who took the photograph or video and who owns the copyright is very important and the information entered here can determine whether or not the imagery can be used in public documents.

If an NQDT staffer took the pic, TRY first to tick the checkbox which will release the dropdown list. Problem is that the staffer may no longer be on staff, or, may not yet be registered to use the ILS. In each instance, the program won't know about them. If that happens use "Other".

"Associates" includes professional photographers or videographers employed for the purpose of capturing imagery.

If you use "Other" to list an NQDT staffer, note that... in 20yrs time, nobody will remember Joe Bloggs worked here for a while.
Keywords_submitted The message tells it as it is - the keywords have been submitted.
But the IMAGES have not.
The keywords are saved in "layers", some encompassing all the pics in the folder, others selected images only.
None of it is saved until the SUBMIT AND UPLOAD button has been pushed.
Keywords saved, no pics yet This is the "save" button Once you've completed the task of adding keywords, this is the button to push to send the images to the library for safekeeping.
It's important to understand that once you've submitted the pics, there is no opportunity to edit the information attached to them.