Editing and merging records using multiple copies of a Catalogue
Manual: v5 - Page 74
Scenario:
- You wish to share the editing & updating of a Catalogue with 2 colleagues.
- You are not networked together and/or are using the Desktop version of the client.
- The catalogue has 3000 records and your each intend to edit 1000 records (the number of records and editors involved don't really matter).
- During the edit process you each need access to the full set of records for reference purposes.
- Original images will not be distributed with the Catalogues during the editing process.
- Editing will be confined to data about the images - there is no image editing required
- Records may be deleted during editing, resulting in a smaller set of records in the final Catalogue
So, you now have to ensure that each person's edited sub-set of the original records end up as part of the final Catalogue and that the original files no longer required are also deleted or archived elsewhere. Two methods will be described, the first being the preferred one.
Preparations:
- Add a string field "EditorName" with a pre-defined list of project members; e.g. "Karl", "Amy", "Bob", etc.
- Allocate all records to a member of the above list.
- Add a string field "EditStatus" with a pre-defined list of records status; e.g. "Original", "Edited", "Delete", "Merged".
- Add any other new custom fields required.
- Update the Master Keyword List with any new keywords you may use.
- Set the Catalogue to "Allow only Keywords from Master Keyword List" ("Catalog Administration" dialog, "Keywording" tab).
- Create a copy of the original Catalogue for each named editor and archive the original (in case of mistakes!).
You should nominate a lead editor (if this is not self-evident) and that person will be responsible for all Catalogue level changes - saved Galleries, thumbnail frames, etc. Other editor wishing such changes should communicate any ideas/requests for such features and only implement them locally when/if approved as the lead editor's Catalogue will become the final Catalogue and reflect all such changes. Editors can make changes to their copies during the process, e.g. for ease of editing, but such changes will not be persisted when the data is merged. The lead editor also notes the number of records allocated to each editor.
Method 1 - Text export/import (recommended)
- Distribute the Catalogue copies.
- Each editor edits the records allocated to him/her via the "EditorName" field.
- When finished, the editors should check that all 'their' records have their "EditStatus" field set to either "Edited" or "Delete".
- Editing complete, each editor selects all their records.
- Using this selection, they do a text export of Filename, Keywords, Description and all custom Fields.
- Each editor passes the data file back to the Lead Editor.
- Lead editor, imports each editor's data file.
- Lead editor selects all records with the "EditStatus" value set as "Delete" and deletes them, plus does administration (archive/delete) of associated original image files.
- Optionally, lead editor deletes the "EditorName" and "EditStatus" fields when happy all data is correct.
Method 2 - Drag/drop merge
- Distribute the Catalogue copies.
- Each editor edits the records allocated to him/her via the "EditorName" field.
- When finished, the editors should check that all 'their' records have their "EditStatus" field set to either "Edited" or "Delete".
- Editing complete, each editor selects all their records with "EditStatus" of "Delete" and all records allocated to other editors in "EditorName" and deletes these. Their Catalogues now only contains records with their name in the "EditorName" field and with an EditStatus" of "Edited".
- Each editor passes their edited catalogues back to the Lead Editor.
- Lead editor deletes records allocated to other editors in "EditorName".
- Lead editor, drags/drops each editor's records into their master Catalogue.
- Lead editor selects all records with the "EditStatus" value set as "Delete" and deletes them, plus does administration (archive/delete) of associated original image files.
- Optionally, lead editor deletes the "EditorName" and "EditStatus" fields when happy all data is correct.
Note the second method is more error prone and is thus deprecated in favour of the first one. Ideally, Catalogues should not be edited this way but circumstance is not always kind, especially to smaller teams or collaborating individuals.
Question: Editing and merging records using multiple copies of a Catalogue [FAQ00162.htm]
Last Update:- 01 June 2006
