Neither the 01_dc_Identifer_Filename nor the 02_dc_Identifier_Legacy fields can be automatically populated through Portfolio alone. If done manually, each Identifier field has to be populated on the individual level. This is especially frustrating for the Indentifier_Legacy field since the legacy names, if they were saved, are in the default Portfolio keywords. Switching between the Fields and Keywords tab for each asset is inefficient. In many cases, however, Microsoft Excel can make this process simpler.
Populating the 02_dc_Identifier_Legacy field for multiple assets
It should be noted that this method of populating the Legacy field might be hard to do for multiple projects at once. Since legacy names depend on a lot of different factors -- what camera the photo was taken on, if the photographer gave each photo a specific name, etc. -- they typically change when going from folder to folder. This will become clearer in Step 2.
Step 1: Export
Legacy names are found in the Portfolio Keywords (not to be confused with the Dublin Core keywords). These are automatically generated when assets are added to the catalog. In order to export them, sort the catalog by Filename, select a group of assets, and navigate to "File --> Export Field Values." De-select every field except for "Keywords."
Step 2: Isolate the legacy name
When the exported list of keywords is exported, it will look like this in TextEditor
In this folder, the files are JPGs and their legacy names start with 'IMG'. These names must be isolated in order to load them into Excel as a separate column. Use the Find and Replace function in TextEditor to place commas at the beginning and end of the legacy names.
This is where preparing data from multiple projects could get tricky. Since legacy names depend on many factors (photographer, camera model, etc.), there is a wide range of naming patterns. Be mindful of the changes in naming if importing legacy names for more than one project.
Step 3: Prepare Excel Spreadsheet
Start Microsoft Excel and navigate to File --> Open and find your .TXT file of exported keywords. A dialog box should appear that asks you how to import this data into Excel. Choose "Delimited" and click Next.
On the next screen, select "Comma" as your delimiter then click Next. If the Preview on the next screen looks correct, click "Finish"
Once the data is loaded into Excel, clear all of the content except the legacy names. In the cell above the legacy names type 02_dc_Identifier_Legacy. Now, Copy/Paste these files' current filenames into the spreadsheet. You may have already exported these [when populating the 01_dc_Identifier_Legacy field with Excel]. If not, repeat Step 1 and deselect all the fields except Filename. Once these steps are completed, save the file and open Portfolio.
|
|
Step 4: Import Legacy names into Portfolio
Select the same files from earlier, and navigate to File --> Import Field Values. When importing metadata to Portfolio, users are required to designate a key (which is marked by an equal sign). This key should always be Filename, which is why you included them in your spreadsheet. The fields from the file that correspond to fields in Portfolio are marked with a right arrow.
Now the Legacy names should be listed in the 02_dc_Identifier_Legacy field. Be sure to do some quality control in order be certain the names imported correctly.
