Importing Data whilst Adding/updating Files - I

I would like to acknowledge the work done by L M Galbraith in testing and description of much of the material in this series of articles.

This series of articles assumes you are familiar with the various Cataloging Options and Advanced Cataloging Options settings for data import. If not, use the links above and that on v6's mappings before reading further. Those with experience of v5.x should note the significant changes in this area as of v6.0.

There are 4 ways in which you can add files to a Portfolio Catalogue which result in data being added to Records:

• Catalog menu -> Add Items...
• Drag & Drop onto a open Catalogue window.
• OS Context menu -> Add to Portfolio...
• FolderSync

Using these methods of adding files, data can be imported by 2 methods of control:

• Extracted in accordance with the Advanced Cataloging Options dialog's Properties and Mappings tab settings.
• Assigned via the Cataloging Options dialog settings.

Extracting or assigning metadata, what's the difference?

• Firstly, what's metadata? This term describes all the various forms of data (normally text strings) that can be embedded in some image file formats using the TIFF, IPTC or EXIF data tag structure (see examples).
• Extracting metadata is taking metadata already embedded in original files and writing this into Catalogue Records. For Keywords and Description metadata. Note: Portfolio already provides built-in mappings for these two subjects - they are not shown on the Mappings dialog listing nor can you edit them.) Other metadata is extracted by creating a mapping and ensuring the mapping on/off state is set to 'on'.
• Assigning metadata is pre-setting data values in the Cataloging Options dialog's Description, Keywords and Fields tabs.

In general, where both Extraction and Assignment occur, Assignment always proceeds Extraction. Assignment appears to be only related to Adding files rather than Updating them. However, as this series of articles shows, the reality is not quite so clear.

By now, you will have realised that it is possible to have a situation where data imported from 2 different sources when a file is added. There may be data embedded in the file and data may be assigned in the Cataloging Options. So, what priorities are used where possible conflict arises?

• Adding Files - Catalog menu, Drag & Drop, adding from the OS Context menu.
• Adding Files - FolderSync.
• Updating Files - Item menu, FolderSync.

Read Part II of the article...

Question: Importing Data whilst Adding/updating Files - I [FAQ00307.htm]
Last Update:- 31 May 2006

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