pastperfect-online tech tips

This User Guide is for the previous version of PastPerfect Online.

Use this if your PastPerfect-Online URL contains a hyphen.

If you purchased PastPerfect Online in 2015 or later, and your URL does

not contain a hyphen, please download the User Guide PDF.

Please note, the PDF version may not contain the latest information. For

the most recent revision, use the interactive User Guide.

http://museumsoftware.com/download/PastPerfect_Online_User's_Guide2.pdf

http://museumsoftware.com/ppohelp/index.htm#t=Welcome.htm

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PASTPERFECT-ONLINE TECH TIPS

This section of the User’s Guide provides you with additional technical tips on how to have additional, more complex features on your site. You can also check out the Frequently Asked Questions (FAQs) on our website (www.museumsoftware.com) for other Tech Tips that may be created later.

If you have any difficulty, please contact the Support Office for more help, by phone 1-800-562-6080 or by email at [email protected].

PastPerfect-Online Tech Tips 2

EMBEDDING DOCUMENTS IN YOUR PPO RECORDS

Many organizations wish to provide the web visitor with access to related Word and PDF documents. By design, PastPerfect-Online exports just your data and web quality images to your website. However, there is an easy way to make many types of documents accessible through your PastPerfect-Online site. **Important** While this is technically possible, you’ll want to be absolutely certain that the content contained in these files is appropriate and secure before you upload your documents.

The process starts by uploading the document that you want to share on your website, then continues by placing the HTML code in your PastPerfect record. Here are the steps I used to add a PDF file (hanley_documents-campbird_letter.pdf) to a PastPerfect-Online Archive catalog record:

1. To upload the document to a website or web server, I chose to use www.scribd.com. I chose this document hosting service provider because they have a document viewer that I can embed into my PastPerfect-Online records. It’s free and easy, I just had to set up a new account. Please note, before you upload documents to this site or a similar site, be sure that you agree with their privacy statement and make sure their copyright policies match those of your institution.

2. In the next step, scribd.com asked me to describe my documents. I clicked “Save Changes.”

3. Once the file was uploaded, scribd.com provided me with two HTML code options. One was the code for the “Document URL,” which would appear as a hyperlink on your record where a user can go to see the document on scribd.com. The other option is the “Embed Code” option, which inserts a document viewer directly into your PastPerfect-Online record page. I chose the “Embed Code” option for this example. Look under the “Share this Document” section as in the figure below for the option to “Embed Code.” Click on the “Copy” button or manually copy the “Embed Code” HTML.


4. The next step is to insert the copied HTML into a field for the PastPerfect record. I opened PastPerfect and navigated to the appropriate record for the uploaded document. For this example, I decided to use my user defined field 21 which I renamed “Multimedia Files for Web”.

5. In the PastPerfect record I clicked the “Custom” button under Screen Views, then the “Edit” button, and then clicked to place my cursor into field 21. I entered the text “To view this document in PDF form, please click on the player below:” in field 21.

6. I pasted the HTML code that I copied in step 3 by clicking “Edit” then “Paste” at the very top-left corner of the screen. Please note, the HTML code will be different for each document you upload and the code will be several lines long. Make sure you have copied all of it.

7. When finished, I clicked the “Save” button to see the screen below.

Be sure the field where you pasted the HTML code is included in the Web Export Wizard for your next upload. Once uploaded and processed, the link or viewer will appear on your PPO website for the appropriate records.


Below is a sample web page with the embedded document viewer.


EMBEDDING AUDIO FILES IN YOUR PPO RECORDS

Many organizations wish to provide the web visitor with access to audio files, including oral history interviews. By design, PastPerfect-Online exports just your data and web quality images to your website. However, there is an easy way to make audio files accessible through your PastPerfect-Online site. **Important** While this is technically possible, you’ll want to be absolutely certain that the content contained in these files is appropriate and secure before you upload your documents.

The process starts by uploading the files that you want to share, then continues by placing the HTML code in your PastPerfect record. Here are the steps I used to add an audio file (Herbert_Hoover_Letter.mp3) to a PastPerfect-Online Archive catalog record. (Please note: at the time this article was written, SoundCloud.com only allows for 120 minutes of storage space per free account and they may have a file deletion period if the file is not accessed within a certain time frame).

1. First, you will need to upload the audio file to a website that will host it for you. I used www.SoundCloud.com as they have a player that can be embedded in the PastPerfect-Online record. It was easy to set up a free account with them. Uploading the file is fairly straightforward. Then I entered a description and tags about the audio file, allowing other users to find the files, gaining even more exposure for your museum!

2. Once the file has been uploaded, I choose “Share” which is where SoundCloud.com provides the HTML code for embedding the player in the record page of your website. This will allow website visitors to play the audio file without leaving the collection. I highlighted the “Embed Code.” Then I copied the text by holding down the “CTRL” key and the “C” key at the same time.

3. The next step is to insert the HTML code into a field in the appropriate PastPerfect record. For this example, I decided to use Custom Field 21 which I renamed “Audio Files”.

4. In the PastPerfect record, I clicked the “Custom” button under Screen Views, then the “Edit” button, and then clicked to place my cursor into Field 21. I then typed: To listen to a reading of this letter, please click the play button on the player below:


5. Then I pressed the “Enter” key on my keyboard and I pasted the HTML code that I copied in step 2 by clicking “Edit” then “Paste” at the very top-left corner of the screen. Please note, the HTML code will be different for each document you upload and the code will be several lines long. Make sure you have copied all of it. Here is a sample: <object height="81" width="100%"> <param name="movie" value="http://player.soundcloud.com/player.swf?url=http%3A%2F%2Fapi.soundcloud.com%2Ftracks%2F19095765"></param> <param name="allowscriptaccess" value="always"></param> <embed allowscriptaccess="always" height="81" src="http://player.soundcloud.com/player.swf?url=http%3A%2F%2Fapi.soundcloud.com%2Ftracks%2F19095765" type="application/x-shockwave-flash" width="100%"></embed> </object> <span><a href="http://soundcloud.com/pastperfectjm/herbert-hoover-letter">Herbert Hoover Letter</a> by <a href="http://soundcloud.com/pastperfectjm">PastPerfectJM</a></span>

When you are finished inserting the code into the PastPerfect catalog record, just click the “Save” button to save these changes.

Be sure you have the field where you pasted the HTML code selected to display on your website in the Web Publishing Wizard in PastPerfect. The player will


appear on your PPO website the next time you create the files and upload/publish your data. When an Internet user visits this record through my PastPerfect-Online site, it will look like this:


EMBEDDING VIDEO FILES IN YOUR PPO RECORDS

Many organizations wish to provide the web visitor with access to related video files. By design, PastPerfect-Online exports just your data and web quality images to your website. However, there is an easy way to make many video files accessible through your PastPerfect-Online site. **Important** While this is technically possible, you’ll want to be absolutely certain that the content contained in these files is appropriate and secure before you upload your documents.

To get started, you will need to upload the video file that you want people to see to a website or server that will host it for you, and then in the PastPerfect record you will need to create an HTML link to that multimedia file. Here are the steps I used to add a video to an Object catalog record set to be included in my PastPerfect-Online site.

1. First, you will need to upload the video file to a website that will host it for you. I chose to use www.youtube.com because they have a video player that can be embedded into my PastPerfect-Online records. I started by setting up a free account. Uploading a video file is fairly straightforward: you will need to enter a description and tags about the video file (I chose the Education tag), and choose the options that you want relating to this video. Please note that if you want to embed this video into your PastPerfect-Online site then you’ll want to be sure to choose to allow embedding on external sites.

2. Once the file has been uploaded, youtube.com will provide the HTML code to embed the video player in your record. Copy that HTML code (by highlighting the code text with your mouse, then holding down the “CTRL” key and the “C” key on your keyboard at the same time).

3. The next step is to enter the HTML code for that file into the PastPerfect record. To do this you need to paste the HTML code into a field that is being uploaded to the web in the PastPerfect record. For this example, I decided to use my user defined field 21.

4. I typed the following in field 21: To view a video of this item in action, please click the Play button on the player below:

5. Then I hit the “Enter” key on my keyboard and then I pasted the HTML code from Step 2 into that field (to paste the text, hold down the “CTRL”


key and the “V” key on the keyboard at the same time). Please note that this HTML code will be different for each video file you upload. My HTML code for this example looks like this: <object width="425" height="350"> <param name="movie" value="http://www.youtube.com/v/zNTIYcp3eMI&autoplay=1&loop=1"> </param> <embed src="http://www.youtube.com/v/zNTIYcp3eMI&autoplay=1&loop=1" type="application/x-shockwave-flash" width="425" height="350"> </embed> </object>

In the PastPerfect catalog record, that looks like this:

When you are finished inserting the code, just click the “Save” button to save these changes. The link or player will appear on your PPO website the next time you create the files and upload/publish your data.


Here is a sample of how an embedded player will show on the site:


INCLUDING ARCHIVE CONTAINER LISTS

The ability to include Container Lists on PastPerfect-Online sites is a new feature with the 5.0B8 update. Container Lists have the same inclusion/exclusion process for the web as images attached to your PastPerfect records. If you select a catalog record to be included on the web (individually or through a query or catalog list), all images associated with that record are automatically selected to be published. The same is true for Container Lists in Archives. If you select an Archive record to be included on the web, all items in the Container List for that record are selected to be included online as well. You can also select Container List records for the web individually. Locate the Archive record and then view the Container List. Double click on the Container List item you want to include. Click the “Edit” button, put a check next to “Include in Web Export,” and then click “Save.” Repeat for any Container List items you want to publish.

Check or uncheck this box to include or exclude this Container List record online.


To deselect particular Container List records individually, you can remove the check next to “Include in Web Export” when viewing the Container List item. If you do not want to include any Container List records online, you can deselect all Container Lists records with a single button in the Web Publishing Wizard. On the Browse Files Before Publishing screen, select the Container List tab and then click the “Remove All Container List from Web Publishing” button.

Click “Remove All Container List from Web Publishing” to deselect all Container list records.


Once you have selected your Container List records, you can make additional selections in the Web Publishing Wizard on the Select Data Fields to Include screen using the Container List tab. Be sure to select the fields you want to display for the Container List items, decide the field order, and customize your field names.

Double click on the fields on the right that you want to include online – they will move to the left column.

Select the tab for Container List.

Set the field display order by clicking and dragging the fields.

***Keep in mind: the first field listed will be the hyperlink showing on the Archive record, so you may want to select a field that is unique to each Container List item.***


If you want items in the Container List to be searchable, you’ll need to map the Container List fields on the Advanced Search Categories step in the Web Publishing Wizard. To map a field, change the category number to the corresponding advanced search category number.

Once you have made your selections for the Container List records in the Web Publishing Wizard, you will need to create the web publishing files, publish the files to the web, and run the preprocessor to update your site.

Link fields to the advanced search categories by changing the category number.


When the site is updated, the Container List links will display:

Container Record as it displays online:

Links to Container List records


INCLUDING PARENT/CHILD RELATIONSHIPS FROM ARCHIVES MULTILEVEL LINKING The ability to show relationships from the Multilevel Linking feature on PastPerfect-Online sites is a new feature with the 5.0B8 update. To include Parent/Child relationships online, you will need to select the “Parent ObjectID” field from the list of Available Fields in the Web Publishing Wizard and then update your site. Here are the steps to accomplish this:

1. Click the “PastPerfect-Online” button on the Main Menu 2. Click the “Next” button 3. On the Select Data Fields to Include screen, select the Archives tab 4. Double click the “Parent ObjectID” field under the Available Fields

column (on the left). This will move the Parent ObjectID field to the right column “Fields to Include in Web.”

5. After making your selection, you will need to create the web publishing

files, publish the files, and then run the preprocessor to update your site

Select the Archives tab.

Double click the “Parent ObjectID” field on the left. It will move over to the right column.


When your site has been updated, there will be a button for “Parent Record” and/or “Child Records” at the bottom of the archive record screen if those relationships exist:


INCLUDING LINKS TO RELATED RECORDS

The ability to show relationships (Related Records) on PastPerfect-Online sites is a new feature with the 5.0B8 update. To include Related Records, you will need to select the “Relation” field from the list of Available Fields in the Web Publishing Wizard and then update your site. Here are the steps to accomplish this:

1. Click the “PastPerfect-Online” button on the Main Menu 2. Click the “Next” button 3. On the Select Data Fields to Include screen, select the tab for the catalog

for which you want show relations 4. Double click the “Relation” field under the Available Fields column (on

the left). This will move the Relation field to the right column “Fields to Include in Web.”

5. Repeat selecting that “Relation” field for any additional catalogs using

the tabs at the top 6. When you have finished making those selections, you will need to update

your site as usual (Create Web Publishing Files, Publish Files to Web, and then run the preprocessor to update your site)

Use the tabs to display fields for each database.

Double click the “Relation” field on the left. It will move over to the right column.


When your site has been updated, a “Related Records” button will appear at the bottom of the catalog record page if there are other catalog records online related to that record.

When you click the “Related Records” button, a list of the related catalog records will appear.


INCLUDING RECORDS FROM SITES & LOCALITIES The ability to share data from Sites & Localities on PastPerfect-Online sites is a new feature with the 5.0B8 update. The first step to including Sites & Localities is to select the records. You can select them individually from the Sites & Localities screen by clicking “Edit,” checking the “Include in Web Export” checkbox, and then clicking “Save.”

Place a check in this box to select the record for publication.


You can also select to publish all records in Sites & Localities by clicking the “Include All Sites in Web Publishing” button on the Browse Files screen in the Web Publishing Wizard.

Once you have selected your records for Sites & Localities, you can make additional selections in the Web Publishing Wizard on the Select Data Fields to Include screen using the Sites tab. Be sure to select the fields you want to display for the Site records, decide the field order, and customize your field names.

Click “Include All Sites in Web Publishing” to select all records in Sites & Localities for publishing.

Select the tab for Sites.

Double click on the fields on the right that you want to include online – they will move to the left column.

Set the field display order by clicking and dragging the fields.


If you want a link between your Catalog records and your Site records online, be sure to also select the “Site Name” field on the catalog tabs.

If you want your Sites & Localities to be searchable online, you’ll need to make changes on the Advanced Search Categories step in the Web Publishing Wizard. Be sure to map your Site fields to an advanced search category by changing the category number for each field.

Double click the “Site Name” field on the left if you want the Site records linked to your Object records online.

Select the catalog tab to display the available fields.


Once you have made your selections for the Site records in the Web Publishing Wizard, you will need to create the web publishing files, publish the files to the web, and run the preprocessor to update your site. When the site is updated, the Site Name will display as a hyperlink:

Link fields to the advanced search categories by changing the category number.


Site Record as it displays online:


CHANGING TEXT FOR NAVIGATIONAL BUTTONS To change the text on any of the navigational buttons (Home, Click & Search, Keyword Search, Advanced Search, Random Images, Search Results, Help) on your PastPerfect-Online site, please follow these steps:

1. Open an Internet browser window to display one of your records from your PastPerfect-Online site

2. Open a second Internet browser window or a second tab and type in the “IMS SITE ADDRESS” from your PPO Welcome Letter

3. Log in with your “IMS USER ID” and “IMS PASSWORD” 4. Click the “Change Messages” link 5. Click the “Add New Message to Your Site” button 6. In the “Name” field, type the “Message name” from the table below that

you want to change. For example, to change the text on the Home button, you would start by typing MM_HOME in the “Name” field.

7. Then, in the “Text” field, type the button name you wish to display. Using our example, you could type in “Museum Website” in the “Text” field so that it will display “Museum Website” on the button. • If you want to have spaces in the new button name, please use the

following HTML code between word instead of a space: 8. Once you are finished, click the “Save” button 9. Next, go back to the Internet browser window that has your PastPerfect-

Online showing (from Step 1). Then click the “Refresh” button at the top of your Internet browser window. You should see “Home” change to “Museum Website.” (If you see the HTML code, step 7 is incorrect.)

10. You can repeat steps 5-9 to change other messages 11. If you want to go back to the Default text, you can just delete the message

using the Delete hyperlink for that particular message 12. When you are finished, please close the IMS Internet browser window

Table: Main Menu Messages

Message name Default Text Notes MM_HOME Home Use between words MM_CS Click & Search Use between words MM_KS Keyword Search Use between words MM_AS Advanced Search Use between words MM_RAI Random Images Use between words MM_SR Search Results Use between words MM_HELP Help Use between words

pastperfect-online tech tips

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