Resources

In Aviary, Resources can be created manually or via the Bulk Import function. Create Resources Manually To create resources manually, go to the "Resources" page and click the “Add Resource” button. On the next page: Select the parent Collection Enter a resource display title (this field is required). The display title is what will be displayed in searches or anywhere your resource is visible. Indicate if the resource should be featured. Featured content shows in the Organization’s and Aviary’s “Featured Content” lane on the homepages (if the Resource is Public). Select the visibility of the resource Public: visible to all users on the organization and Aviary site, whether they are logged in or not. Restricted: a user must be logged in to see that the resource exists, but will have to request access from the organization to view the Resource Detail page. Private: only organization users will be able to see that the resource exists, as well as any users who are provided access using Aviary's /_sukM5. Click "Save". At this point, your Resource has been created in Aviary. On the next page, you can associate a media file(s) with that Resource. Add Media to a Resource First, select your media attachment method. Aviary allows three methods to attach media to a Resource: File Upload: select the file from you local environment. Multiple media files can be uploaded at once. Link Upload: provide URLs to point Aviary to medial files that are stored at a publicly accessible URL for download. Embed Code: use an HTML media embed code (Avalon, SoundCloud, Vimeo, YouTube), or provide a direct link to a media file that is streamable from a publicly accessible URL (note: m3u8 streams are also supported). Selecting File Upload or Link Upload will upload a copy of the media file to Aviary, and the file will be stored by Aviary in Wasabi storage. Selecting the Embed Code method will stream the media from the embed code location and Aviary will not store any files. After you have uploaded your media, you will see a list of the Resource’s associated media below the “Upload and Continue” button: In the "Uploaded Media Files" section you can: Remove the current media files Use drag and drop to reorder media files into your desired sequence. Media files will display in the player in this order. Use the "Manage Media button" to: Replace the existing media file with another media file Add or replace a thumbnail Restrict the visibility of media files (set "Public?" option to "Yes" or "No") Enable the ability for end users to Download the media file (only for media files that Aviary is storing and managing in Wasabi) Next, you can either click on the “Edit Description” to add or edit descriptive metadata for the Resource, or click on "Save". In both cases, you will be directed to the Resource Detail page where you can Add Indexes and Transcripts to your Resource.

Resource metadata can be edited in three different ways: One-at-a-time editing of resource metadata from the Resource Detail Edit page (see below) Bulk editing of multiple resources simultaneously using the Import Bulk Metadata Edit CSV Edit resource metadata using the API One-at-a-time editing of resource metadata An Aviary staff user must go to two different locations to edit resource metadata one-at-a-time from the resource detail page. Edit the Collection, Resource Display Title, Featured, Status, and Custom Unique Identifier fields on the Resource General Settings page. Browse to the General Settings page from the breadcrumb trails visible at the top of the resource display. Editing all other resource descriptive metadata (both default and custom) is accessed from the Resource Detail page. Click on the pencil icon at the top right of the Description tab. This will open the metadata editing window. a. This will open the metadata Edit Form. Make your changes and click Save to submit. Only visible fields can be edited here. If you wish to change the metadata fields available, go to Edit a Collection to update the Resource Description tab. b. See this video demonstration of editing resource metadata: https://weareavp.aviaryplatform.com/embed/media/114204

In the Resource management page you can perform a series of bulk actions. To do so, select the Resources you wish to edit by clicking on the checkbox on the left. You can also use the Search box to narrow the number of Resources displayed and then select the resources. Next, click on the "Table Options" dropdown and select "Bulk Edit Options". The Bulk Edit options are: Change Status: you can change Resources status' to/from public, restricted, private. Change Featured: select "yes" or "no". Assign to Collection: changes the Collection the Resource(s) belongs to. Resources can only belong to one collection at a time. Assign to Playlist: add the selected Resource(s) to an existing Playlist. Resources can belong to multiple Playlists and they can be listed in a Playlist more than once. Change Media File Status: change to/from private or public. This will update all Media Files that belong to the selected Resources. Change Index Status: change to/from private or public. This will update all Indexes that belong to the selected Resources. Change Transcript Status: change to/from private or public. This will update all Transcripts that belong to the selected Resources. Bulk Delete: deletes all selected Resources as well as their associated Media, Indexes, and Transcripts. Bulk Metadata Edit By selecting the "Import Bulk Metadata Edit CSV" option, you can bulk edit metadata for one or more resources. If you first choose "Export Resources to CSV" (note: you can export all resources to CSV or you can select just the ones you want to edit), then you will get a CSV with resource IDs (and existing metadata) for each resource. This export option is based on the columns you have selected to be present in the Resource table at the time of export. To manage columns, select "Table Options" → "Manage Table" (see image at top of page above) and select the columns you would like to be present in the table. If you supply an export.csv file with valid resource identifiers in the first column (column header = aviary ID), then Aviary will update the metadata for the resource identifiers that are present in the CSV. For fields that are repeatable, we support using double colons "::" or double semi-colons ";;" as the label/value separator, and we use the pipe character "|" as the values separator. If new data is present in a column, then existing data will be updated for that field (column header must match the name of an existing metadata field in Aviary). If a new column is present, then a new metadata field will be created (i.e., if a column header does not match the name of an existing metadata field in Aviary, a new field will be created). If no column is present in the csv that matches the names of existing fields, then those existing fields will not be deleted or edited. If a field is null for a row in a column whose header matches the name of an existing metadata field in Aviary, then metadata will not be affected for that row if it is already present for the matching resource in Aviary. If a field contains [TRUNCATE], then metadata for that field will be deleted for the resource if it is present in the system. Some columns that are present in the export.csv will not be editable and will be ignored: Aviary Resource ID, PURL,URL Embed, Media Embed ,Collection, Resource File Count, Transcripts Count, Indexes Count, Public, Updated At, Duration. Notes about CSV formatting and common errors with importing: We see common errors when CSVs have an extra three hidden bytes at the beginning of the file (see screenshot below showing a hex editor view). A couple of points about the issue: 1. When you save a file in excel as "UTF-8" CSV, excel adds these three byte marks to the start of the file. It's normal. Aviary should handle these bytes better during import, but we're not actually handling them properly at this point and they get added into the first column label and then Aviary doesn't recognize that label and so the import fails. We are going to be adding improved support for ignoring these bytes when they are present in the future but it may be a few weeks before we get it into the pipeline and into production. 2. Unless you have to, don't save the file as UTF-8 CSV, just save as regular CSV files for the time being. If you have to save as UTF-8, then you can easily open the CSV in a hex editor and delete the first three bytes (as seen in the screenshot) and save the file and then Aviary will not have issues with it. Let us know (aviary@weareavp.com) if you have issues with CSV metadata imports.

A. Resource Custom Unique Identifiers for Aviary Organizations For each Aviary Resource, an organization can provide a single value to be used as a Custom Unique Identifier (see screen shot below). This Custom Unique Identifier will then be available to be used in order to construct a direct URL to the resource in Aviary. This is useful when an organization wants to be able to use URLs that don't require remembering an Aviary ID or Persistent URL. For example, if your resource has a unique identifier, such as "1234", you could use that value to direct users to the resource. The URL is constructed as follows: https://[yourSubdomain].aviaryplatform.com/c/[custom-unique-identifier] For example: https://weareavp.aviaryplatform.com/c/AviaryIntro Because this value becomes part of a URL, Aviary does not support the use of the following special characters: \ " ! * ' ( ) ; : @ & = + $ , / ? % # [ ]. Aviary does not support duplicate custom unique identifiers within a single organization; they must be unique inside the organization. B. Resource Custom Unique Identifiers for Aviary Flocks Aviary enterprise/sustaining partner subscribers with flocks have the ability to create custom unique identifier URLs that span multiple Aviary organizations, including all organizations in a flock. This feature requires special custom development to implement. The steps required to configure this functionality include: Request Aviary flock resource custom identifiers to be implemented by contacting aviary@weareavp.com. Provide the desired subdomain URL text and note if unique identifier scheme includes any special characters normally not allowed. AVP will create an Aviary flock and make set its special subdomain URL. As an example, “harvard“. AVP will add applicable organizations into that flock. For each resource, assign a unique identifier to the resource. That identifier must be unique in the entire flock. Construct URLs using the custom unique identifier with the following pattern: https://[yourflocksubdomain].aviaryplatform.com/c/[custom-unique-identifier]

An organization can define and control resource metadata fields at the organizational level: Create custom resource metadata fields Edit existing resource metadata fields Choose which resource metadata fields display or are set as inactive Choose whether resource metadata fields are set as internal only Assign resource metadata fields to collections Create custom resource metadata fields Edit existing resource metadata fields Choose which resource metadata fields display or are set as inactive Organizations can control the status of resource metadata fields at the organizational-level. This controls the display of the metadata field in the resource detail metadata display as well as the resource detail metadata edit screens. To change this setting, on the Resource Field Settings page, change the “Status” slider to set each filed as active or inactive. When set to inactive, the field will not be displayed on the resource detail metadata display as well as the resource detail metadata edit screens. Changes apply to all collections across the organization. This setting has no impact on data entry in this field. Choose whether resource metadata fields are set as internal only “Internal Only” resource metadata fields are custom resource metadata fields that an organization has set to display only for internal Aviary organizational users (Org Owners, Org Admins, Org Users). To change this setting, on the Resource Field Settings page, change the “Internal Only” slider to activate the internal only status. When set to internal only, the field will not be displayed to external users, no matter whether there is data in the field. Default fields cannot be set as internal only and the slider button is deactivated. Changes apply to all collections across the organization. This setting has no impact on data entry into this field. Assign resource metadata fields to collections