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View Media Files
Upload Media Files
Add Media File to Existing Record
Replace Single Media File
Batch Replace Media Files
Clear Single Media Files

This article details how to view, add, and replace media files individually or in batches. Currently, it is not possible to delete a media file without deleting the entire record. You can however, delete a media file by replacing it with another file or suppressing a published record.

View Media Files

To view image or PDF files:

From the item panel, double click on an item to open the edit tab. You can zoom and pan within the media viewer or double click the media or select Open Viewer to view the media in a new browser tab.

To listen to audio files and watch video files:

From the item panel, double click an item to open the edit tab. To play an audio or video file, click anywhere in the media viewer and the file will play within the Cataloging Tools interface. To stop or pause the file, click anywhere in the media viewer. You can also use the controls at the bottom of the media viewer to play, pause, move to different sections of your audio or video file, adjust the volume, select caption options, and switch to full-screen viewing.

To view media files in end user environment:

For end users in Artstor, media files will appear with a thumbnail and for non-image files, also include a small icon beneath the thumbnail indicating the file type and how to view or listen to the file. See the Thumbnail Icon Glossary on the Artstor support site for more information.


Upload Media Files

To create records by uploading media files:

  1. Select a project and then click Upload.
  2. Browse to select a file from your computer directory. Use Control + click (Command + click for Mac) or Shift + click to select multiple files. If an unsupported file was added to the upload, you will receive a notice indicating that unsupported files were detected and will not be included in the batch.
  3. Select Upload. When the upload is finished, a message will be displayed with upload details. Select Close. Your new items will now appear in the item panel.Upload media to create new records.

Add Media File to Existing Record

To add a media file to an existing record:

  1. Double click on the item that has no associated media file to open it in the edit tab.
  2. Under the media viewer, select Media then Upload Media.
  3. Select a file from your computer directory then click Upload. When the upload is finished, a message will be displayed with upload details. Select Close. The uploaded media will now display in the media viewer of the edit tab.Add individual media file to blank record.

Replace Single Media File

To replace a single media file:

  1. Double click on the item to open it in the edit tab.
  2. Under the media viewer, select Media then Replace Media.
  3. Select a file from your computer directory then select Upload. When the upload is finished, a message will be displayed with upload details. Select Close. The uploaded media will now display in the media viewer of the edit tab.Replace an individual media file.

Batch Replace Media Files

Batch replace allows you to replace media files in bulk, without modifying your data records. Along with this process, you will use an Excel spreadsheet to replace the existing media filenames with the new filenames. This allows Forum to match the new media files with their existing data records.

To batch replace media files:

  1. In the item panel, select the items that you want to replace, then right-click or use the Options menu to select Export Selected Records.
  2. In the Excel spreadsheet, type CLEAR in all caps in the filename column for each record to be replaced with a new media file. Leave all the other cell data as is.Batch Replace Media Files
  3. Use the “Save as” option to save the edited spreadsheet with a new name so your original exported spreadsheet is not overwritten. This maintains a copy of the original Excel spreadsheet so you have a record of the filenames and matching SSIDs for safekeeping.
  4. From the item panel, use the Options menu and select Import Records, then locate the edited Excel spreadsheet containing CLEAR in the filename column. Uploading this will clear the existing filename from the data record and remove the media file, but the rest of the data will remain the same.
  5. To batch upload replacement media files, you’ll need to import another new spreadsheet with the replacement filenames. If you plan to use the same filenames for your new media files you can use the original spreadsheet that you initially saved. Otherwise, edit the Excel spreadsheet by entering a new filename for each matching SSID. Again, use the “Save as” option if you want to preserve a list of the original media files you’re replacing.
  6. Return to the item panel and use the Options menu and select Import Records to import the Excel spreadsheet with the new/replacement filenames.
  7. Last, upload the replacement media files using Upload. The media files will automatically match to their data record as long as the filename in the uploaded spreadsheet matches to the media filename.

Clear Single Media Files

To clear a single media file:

  1. Double click on an item to open it in the edit tab.
  2. Under the media viewer, select Media then Clear Media.
  3. Select Clear again to confirm this action. The media will be removed.Clear individual media from a record.