Core Tasks
What Upload Files is for
Use Upload Files when you need to add one or more digital files to iBase. The upload screen lets you choose the destination folder, confirm the workflow state and select files from your computer or a configured upload source.
Look For In Sprint
- Upload files into for the destination folder.
- Workflow for the initial item state.
- Select files, Select folder, Select hot folder and Start new batch for the upload controls.
Before you start
- Check that you have permission to upload into the chosen folder.
- Confirm the correct workflow state for the content, especially if it should be active, incomplete or restricted.
- Use clear filenames where possible, because filenames may be used in later review or metadata work.
- Prepare related metadata before upload if your local process requires immediate cataloguing.
- Remember that some systems may extract embedded metadata, detect duplicate files or create configured preview/download versions during upload.
Note: accepted file types, workflow choices and hot folder access can vary between iBase systems.
Upload files
- Open the navigation menu and choose Upload Files.
- Use Upload files into to choose the destination folder.
- Review the Workflow value shown on the page.
- Choose Select files to add individual files, or Select folder to add a folder from your computer.
- Use Select hot folder only where your organisation has configured hot folder upload.
- Drag files into the upload area if drag-and-drop upload is enabled in your browser and local policy allows it.
- Review the listed files before starting or continuing the batch.
- Remove anything that should not be uploaded before you proceed.
Note: the older Quick Start Guide also describes uploading from a folder gallery. In iBase 7.2.60, the current verified route is Upload Files; folder pages link to Upload Files with the folder context already set where available.
Use batch controls
Upload batches help you keep a group of uploaded files together while they are being added to iBase.
- Use Start new batch before beginning a fresh upload group.
- Use Select all, Toggle selected and Clear selected to manage files listed in the batch.
- Use Add files if you need to add more files to the current batch.
- Use Open Batch to review the batch after upload.
- Use Open Folder to go to the destination folder.
Check the uploaded items
- Open the batch or destination folder.
- Check that the expected number of items has been created.
- Review thumbnails or previews where they are generated.
- Check whether automatically imported metadata, suggested keywords, watermarks or generated versions need review according to local policy.
- Open a sample item and confirm that the file preview, filename and workflow state look correct.
- Add or edit metadata if your upload process requires immediate cataloguing.
- Escalate failed uploads, unexpected workflow states or missing files to a System Manager.
