modes collections management

understanding collections

Top Tips for Image Paths in records

Share with:

Why are my Image Paths showing in the record?

This question that arose during the Knowledge Café session at the Modes Annual Meeting and Workshop…

 

When using drag and drop to attach images and mulitmedia to a Modes record, if the process inserts the full path into your records, maybe you are doing it wrong.

Drag and drop allows people to attach images from just about anywhere, and it ‘works’. That’s great, but it means that people can be very undisciplined about where those images are located. Keeping images on your personal Desktop can work but that’s a very bad choice because other users on your network can’t see those files. 

Why has the full path been inserted as part of the filename? Because the source image is not located in a defined resource folder.

C:\Users\Nick Pearce-Smith\Desktop\ModesPictures\NPS_73_213.JPG

When you drag an image from one of the defined resource folders, it will not insert the file path, only the filename.

NPS_73_213.JPG

 

Three Rules:

1.     Images should be stored in a folder which is shared with all other users on the system, and which is not going to be deleted or renamed if a particular staff member leaves.The same applies even to properly shared folders such as '\\apollo\modesresources’. What happens if the server gets replaced, and all the images are moved to '\\aphrodite\modesresources’ ? You have all those paths in the records which need to be updated.  It’s good for the museum to declare a system for how and where images will be stored. This ensures that these resources are properly curated and do not get lost through staff turnover etc.

2.     Records should not include filepaths at all.

3.     If drag and drop is inserting the full path into your records, you are doing it wrong. Either save the image to one of the defined resource folders, or change the media settings to include the folder you want to use.

So, if you’re ‘doing it wrong’, what should you be doing about it?

The way Modes Complete handles media settings is made complicated by there being two levels of settings:

  1. The ModesComplete.INI file on the client machine,  which can be different for each installed copy of Modes. For Modes Compact users this is ModesCompact.INI.  The multimedia-path line records the ‘root level’ of the path (‘\\apollo\modesresources\multimedia’ or ‘C:\Users\Public\Pictures’).
  2. The Media control, which can be edited in Modes Admin (Modes Complete users only) and which is common for all users of the system. This records the specific folder name (such as ‘Pictures’).

This allows you to split the root level of the path (‘\\apollo\modesresources\multimedia’) from the more specific folder names (‘Pictures’) and so more easily update one without changing the other.  It also allows different computers to reference the same folder using a different drive mapping.

This allows you to split the root level of the path (‘\\apollo\modesresources\multimedia’) from the more specific folder names (‘Pictures’) and so more easily update one without changing the other.  It also allows different computers to reference the same folder using a different drive mapping.

 

Most people rely on the standard Media control ‘object media’:

 Top Tips screen showing image links

but we’d recommend you not to add your own settings here - keep it for the ‘default’ or ‘standard’ settings. ‘object media’ is liable to be replaced during an upgrade, and all your local settings will be lost. So, don’t change anything here.

 

Note that it lists only the specific folders ‘Pictures’, ‘Documents’ etc, not the root of the paths. The root is supplied by the ModesComplete.INI file on each client machine:

multimedia-path=\\apollo\modesresources\multimedia

 

By adding one to the other you get

\\apollo\modesresources\multimedia\Pictures

\\apollo\modesresources\multimedia\Pictures\Object

etc.

 

So, we’d recommend creating a new ‘local media’ control and this will not be replaced by any update. You can stick with the INI+media control approach, if that is useful, or enter the full paths into the Media control:

Top Tips screen showing image links

You need a new + directory box for each path which hitherto has been inserted into your records. (That’s a box for each different folder path NOT for each image file).

How do we deal with this retrospectively?

You would need to sort out the Media controls as described above. Then we can provide an xupdate which will, quickly and painlessly, strip the paths from the image filenames.

More help needed connecting images and multimedia files to your Modes records – please contact Modes Support.

Other posts