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Core Tasks

Written help for everyday iBase tasks: sign in, upload, create, search, select, download and share.

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Core Tasks

Sign in and Check Your Account

Use the iBase management site to upload, organise, search, select, edit and download digital content. After signing in, the header shows the shopping cart, account menu, Quick Search and the main navigation sidebar.

  1. Open the iBase management site.
  2. Choose Log In if the login screen is not already shown.
  3. Select the sign-in method configured for your organisation.
  4. After login, check that the header shows Account and your user details.
  5. Use Account for Your Account Details, Your Address Book, Change Your Password, Your Orders and Log Out where those options are available.
  6. Use Add Address from the address book when delivery or billing details need to be stored.
  7. Use Recent orders, All orders and Cancelled orders to review order history where commerce workflows are enabled.
  8. Use Locale Preferences and Cookie Preferences from the page footer or preference controls when display language, region or cookie choices need review.

Understand the Workspace

Most work starts from the header Quick Search, the navigation sidebar or a search result page. Result pages show a title and item count, page controls, Search Within, selection controls, Share, More, Display Options, Save Search and item links.

  • Quick Search is the main Google-style search across indexed item data.
  • Upload includes Upload Files, Upload Consent, Import Data and Create Items.
  • Search includes Field Search, Subject Search, Label Search, Location Search, Explore All, Locked Items, Recent Uploads, Your Searches, Selections, Lightboxes, Items in Trash and Comment Moderation where those areas are enabled.
  • Search Within can refine the current result set by field, subject, label, location, folder/collection or saved search.
  • Include PDF text can appear when PDF content is available to search or refine.
  • Show / Hide Toolbar controls whether the result-list action toolbar is visible.
  • Shopping Cart and Your Orders appear only where ordering or commerce workflows are enabled.
  • Folders, Collections and Lightboxes are separate grouping areas where configured, with different roles in organisation, curation and personal working sets.
  • The public site link opens the public-facing side of the same iBase system where configured, including public navigation such as Advanced Search, Our Collections and public Explore All pages.

Core Task Guides

Use these focused pages for detailed step-by-step guidance.

  • Upload Files: add files to iBase, choose a destination folder and manage upload batches.
  • Import Data: import spreadsheet metadata, choose policies, map columns and match existing records.
  • Create Items: create planned or metadata-first digital item records.
  • Search and Results: use Quick Search, run targeted searches, refine results and open item records.
  • Selections and Batch Operations: build selected sets and use result-level actions safely.
  • Download and Share: download files, share links and check access before delivery.