Managing Catalogs

Managing Catalogs
This section describes how to set the catalog settings to suit your needs and offers some suggestions for effective cataloging strategies­, also it covers some catalog maintenance issues.
Catalog Settings
Fundamental changes can be made to each catalog by modifying its settings. These settings have no effect on catalogs other than on the one for which they are set. It’s important to consider a catalog’s settings when the catalog is new, before you add records to it.
PRECONDITIONS 
To modify a catalog’s settings, you must have the appropriate Administrator permissions (Permissions > Administrator Permissions > Modify Catalog Settings.) To view a catalog’s settings, you must have the appropriate Administrator permissions (Permissions > Administrator Permissions > View Catalog Settings.)
To access the settings of a catalog:
 
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Select  Cumulus /  Edit > Preferences.
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Click Catalog Settings.
The Catalog Settings window controls several important factors that come into play while managing assets. The options are divided into the following sections:
General – Catalog location and name, sharing options and options on a central location for the assets.
Record Fields – Displays the record fields that the catalog contains. You can add or delete fields and customize selected fields. This allows you to organize the information that can be stored on an asset in its record. Remember, metadata retrieved from assets while cataloging can only be stored if the corresponding record fields are included in the catalog.
Category Fields – Displays the category fields that the catalog contains. You can add or delete fields and customize the fields.
Mirroring – Displays the current mirroring settings for the catalog. You can activate mirroring and define the database that serves as the mirror. (For more information on mirroring, see “Database Mirroring".)
Permissions Summary – Shows what permissions each user or role has for the catalog. You can only view the information, for editing you have to employ the User Manager of the Server Console.
See “Overview: Catalog Settings”, below, for an overview of the options available from this window.
 
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Catalog name. Defaults to file name, can be changed. (See “Renaming Catalogs”, for details. Note that catalogs cannot be renamed while set to use the Cumulus Vault in Always and Exclusive mode.)
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If activated, the catalog is available to Cumulus Clients.
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If activated, the catalog is available via the Web.
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Opens a menu for selecting how asset are copied to the Central Asset Location.
As Set in Asset Handling Set – the Asset Handling Set employed for cataloging decides whether assets are copied to the selected Central Asset Location, or not.
Always – Assets are always copied to the selected CentralAsset Location, regardless of the Asset Handling Set settings.
Always and Exclusive – Assets are always copied to Vault and their asset storage location is Vault exclusively. (This option is available only if Vault is selected as Central Asset Location.)
NOTE: Duplicates control with Central Asset Location!
For controlling duplicates with Central Asset Location activated, the record fields Original Asset Identifier, Original Asset Name and Original Asset Reference are required. You have to add these fields to catalogs with Central Asset Location activated if you also want duplicates control.
Employing a Central Asset Location
A Central Asset Location is a single storage location used to store specific digital assets. Employing a Central Asset Location ensures your assets remain accessible to all, and can more easily be accounted for. Cumulus lets you choose between different types of Central Asset Locations:
File System – Any standard file system location can be used as a Central Asset Location. The most common example is a network file server. This type is supported by the Asset Storage Modules for the operating systems.
Internet (FTP) Servers – If you need to keep files accessible from an Internet FTP server, you can choose an FTP server as Central Asset Location. This option is less popular for works-in-progress because of performance and other limitations associated with this type of server access; but when archiving assets, this option can be ideal. This type is supported by the URL AssetStore.
Cumulus Vault – This type provides asset check in/out and version control services not available with the other two types. The file system on the Vault Server machine physically stores the assets kept in the Vault, but Cumulus Vault controls access to the files, which enables it to offer these advanced services not available when using the file system directly. This type is supported by the Vault AssetStore.
A Central Asset Location is chosen as a catalog property setting. Each catalog can have its own Central Asset Location. What the best choice is depends on how the catalog is used. For more best practice information on Central Asset Locations, see the tutorial “Understanding Central Asset Locations in Cumulus” from Canto's “Exploring Series.”
PRECONDITIONS: To set up a Central Asset Location for a catalog, you must have the appropriate Administrator permissions (Permissions > Administrator Permissions > Modify Central Asset Location (option for the Modify Catalog Settings permission.)
To configure a catalog to employ a Central Asset Location:
 
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Select  Cumulus /  Edit > Preferences.
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Click Catalog Settings.
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Click General.
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Click Browse. The Choose an Asset Storage Module dialog opens.
 
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Select the desired module and click OK. The next steps depend on the selected module:
Selecting the URL AssetStore opens a dialog for entering a URL.
Enter a valid URL of an existing FTP directory and click OK.
Selecting a File System AssetStore opens a dialog to select a folder. Browse for the folder you want the asset to be stored in and then click OK. A further dialog appears offering options for the automatic creation of subfolders:
None: All cataloged assets are stored in the same folder
By Date: Subfolders are created on a daily basis. Assets cataloged on the same day are stored in the same folder. If two or more assets have identical file names, a unique identifier will be added to the file name.
By Unique Identifier: Every cataloged Asset gets it’s own folder and unique path where it is stored within the Central Asset Location.
Select the desired option and click OK.
Selecting the Vault AssetStore opens the Select Remote Module dialog.
Select the computer running the file system or the Vault Server from the Computer field. Your next step is to decide whether you want the assets to be stored directly in the folder of the Vault Server or in a subfolder nested in the Vault Server folder. Such a subfolder is called a Vault Folder.
Select the desired option. If you decided on Use Vault Server Directly, your next step is to click OK.
If you decided on Use Vault Folder, the list for selecting this folder is activated. Then your next step is to select the Vault Folder you want the asset to be stored in and click OK.
NOTE: If a catalog is set as exclusive for a Vault Folder this folder cannot be used as a central asset storage location for any other catalog. If you want a catalog to be set as exclusive, you have to create a new Vault Folder for it.
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As Set in Asset Handling Set – the Asset Handling Set employed for cataloging decides if assets are copied to the selected Central Location.
Always – Assets are always copied to the selected Central Location, regardless of the Asset Handling Set used.
Always and Exclusive (available with Vault AssetStore only) – Assets are always copied to Vault and their asset storage location is exclusively Vault.
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Click Apply to save your changes and select the next catalog you want to set up for a Central Asset Location.
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Click OK to save your changes and close the Preferences window.
When users catalog assets to this catalog from now on, the asset can be copied or will be copied to the selected Central Asset Location.
NOTE: Central Asset Locations and Asset Handling Sets
Every Asset Handling Set that is to be used with a Central Asset Location (for cataloging or access), must be configured with the Central Asset Location’s corresponding asset storage module activated. So, activate the Mac OS and Windows AssetStore modules for file system locations, the URL AssetStore for FTP locations and the Vault AssetStore for Vault locations.
Customizing Field Properties
The properties of a catalog field can be extensively customized. You can define:
To access the properties of a record field:
 
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Select  Cumulus /  Edit > Preferences.
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Click Catalog Settings.
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Click Record Fields or Category Fields. This displays a list of the current record or category fields included in the catalog.
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Check the Sorting, Contain Search and User Editable options for the field and activate the desired options. (See “Record and Category Fields Section”, for all available options.)
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Click the Properties button. This brings up a dialog in which you can set the properties for the field. The properties depend on the field type. (See “Overview: Field Properties”, for all available options.)
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Click OK to close the Field Properties window. This brings you back to the fields list.
TIP: Editing Field Properties of Multiple Record Fields At Once
Certain field properties can be activated or deactivated for multiple fields at once. On the record fields list, select the fields and use the alternate (right) mouse button to open a context menu. The menu options match the field properties you can (de)activate for multiple fields at once.
Selecting a menu item opens a submenu that offers
Enable and Disable options. Select the desired option and the field property will be enabled/disabled for your selection of fields. If your selection of fields includes a field type that does not have the selected property, this field will just be ignored.
Editing Language-Specific Field Names
The names of fields as they are shown in the user interface (also known as display names) may be translated to different languages, in order to have them displayed in the language of the application or the preferred language, respectively. The names of the fields provided by Canto are already translated in several languages.
To edit language-specific names of a field
 
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Open the Properties window of the field which display names you want to edit.
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The Field Name Editor window appears.
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Click Yes to apply your changes to all languages.
Example: The following table shows the display names of the multilingual field Headline as used in the user interfaces (UIs) of different languages. In addition to the field in the base language, multi language fields comprehend one extra field for each language enabled. To view or edit the content of these field, they must be added to View Sets, either individually or in any desired combination.
The base language of the field in this example is English; it is set to support two additional languages (German, French).
 
Click the appropriate button (Add User or Add Role. Note that the Add User button is available only if you have the Browse for Users permission.) These buttons open a corresponding dialog. For adding users, you can search for available users. The possible search criteria depend on the authentication method (see above).
NOTE: Field visibility can not be restricted for users or roles with the “Modify Catalog Settings” permission. Such users/roles always can see all fields.
NOTE: Activating the Use segmented index option only takes effect with fields containing large amounts of text (e.g., Document Text), and with a Cumulus Server running on a machine with several CPUs.
For example searching for copy will find records containing the words copy as well as copyright­, copyhold, copyfree and so on. Searching for ‘copy’ will find records containing the word copy only
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Drop-down list to toggle the Field Value Mode between User generated field values and Formula based field values .
The Allow User to Edit property is enhanced by the option to restrict editing to specified users and roles only. If the Restrict Edit option is activated, you must add those users to the list you want to permit editing the field. Click the appropriate button (Add User or Add Role. Note that the Add User button is available only if you have the Browse for Users permission.) These buttons open a corresponding dialog. For adding users, you can search for available users.
The possible search criteria depend on the authentication method (see above). Default search criteria is the login name. Enter the search value (a string) and click the Find button. The result of this search is listed below. Select the user(s) you want and click OK. The users are added. When adding roles, Cumulus will list the available roles. Select the role(s) you want and click OK. The roles are added.
If multiple languages are enabled, Cumulus can be configured to display the field contents in the application language of the user interface (as defined via File > Administration > Switch Application Language), or in a specific language. If no language field corresponding to the specified language can be found, the base language of the field is used instead.
TIP: You may easily check which fields are configured for multiple language support. Just have the Multilingual column displayed on the Record Fields tab or the Category Fields tab (see “Record and Category Fields Section"). Multilingual fields show an activated checkbox.
Defining Field Values
The values of fields can either be defined by the user or be based on formulas. If defined by the user, a field can have an initial value and you can allow users to edit it or even force them to edit it (mandatory fields).
Initial Value for Fields
To add a default text to a field (e.g. the Notes field) of all newly cataloged assets in a certain catalog, you must enable the option Initial Value for the field and enter the desired default. If the asset’s metadata already contain a value for this field, the initial value will be ignored.
With a string list field, select an initial value from the list of predefined terms that is displayed when you click the button next to the field.
The default value of a boolean field is “no value”. Activating the Use initial value option sets the initial value to “not activated”, additionally activating the Active option sets the initial value to “activated”.
NOTE: Changing the settings for the initial value only takes effect on records created after the change. Existing records are remain unchanged!.
Mandatory Fields
If the Mandatory Field option is activated for a field, the field must be filled with metadata when the metadata are edited. If windows or views which allow the editing of metadata contain empty mandatory fields, these fields are marked with a special icon and a validator pane is displayed at the bottom of the Information Window or Information View. Changes to the metadata can only be saved if all required fields are filled in.
The Mandatory Field option is available for the following field types: Data Size, Date, Date Only, Integer, Label, Length, Long, Rating, Real, Resolution, String, String List, Time Only.
NOTE: With automatic cataloging the mandatory option attribute is not considered valid but as soon as a user edits any metadata of a record that includes an empty mandatory field and is going to save the changes, a message reminds him/her when the record is saved.
Table Fields
Table fields are special field type that can include other metadata fields. The properties of Table fields differ from other field types.
This field type serves as the basis for the statistics and commenting available in Cumulus, and can serve as the foundation for new capabilities. For more information on Table fields, contact Canto.
Field Formulas
Cumulus field values can be determined by formulas that are authored as part of a field’s properties. A formula can be as simple as the concatenation of two field values into a single string, or as complex as if-then decision making.
Formulas can be assigned to record and category fields. Values for existing records and categories are calculated (or recalculated) when the record or category’s metadata is saved after an edit. Formulas are executed during cataloging operations for newly created asset records and categories.
Field formulas offer many significant benefits:
Metadata display versatility   Used in conjunction with “display only” metadata fields you add to your catalogs, field formulas enable you to provide users with data displays formatted in more meaningful ways.
Example: A video’s Duration field might contain the value “25.566.” Even when displayed using the field’s label, the user sees “Duration: 25.566,” which could be more clear. A simple field formula can round that value and display it with adjacent strings that tell a more complete story: “Length: 26 seconds.”
This also permits you to do away with including field name labels in thumbnail views by adding labels only to the fields that need them. In the image shown, neither the asset record name (top) nor the format field (bottom) require field name labels because their values make clear what the field is used for. By using a formula to make the Duration field’s value more clear, three lines of vertical space are saved that would ordinarily be required for field names.
Another usage example would be to combine the values of the fields Horizontal Pixels, Vertical Pixels and the appropriate resolution field to provide a single line of commonly used information:
“2400 x 1200 @ 300 DPI”
This single formula, applied to the properties of a string field you add to your catalog, saves you a full 5 lines of vertical space in your thumbnail display. The added string field ensures that each field’s original value remains intact.
Calculations   Field values can be calculated to provide useful, searchable metadata values that would not otherwise exist in your catalogs without manual data entry. Example: say you have a field for Cost Per Use. Another field, Times Used, tracks how many times you’ve used the particular asset. A third field, Total Cost of Use, uses a simple multiplication formula to offer a sum of the total costs associated with the asset.
Workflow monitoring and guidance   Field formulas can combine the values of several status fields into one resulting field that can be used for Live Filtering, or as a trigger for Scheduler actions, or by the person in charge to decide on further actions.
Metadata Write-back Flexibility   The flexibility of the Cumulus architecture makes it possible (and easy) to use metadata taxonomies and field types that cannot be written back to assets because of the “string only” limitation of most metadata standards. You can circumvent this limitation in many cases by using formulas in conjunction with Cumulus’s Field Linking. By adding special “metadata write back” fields to your catalogs, you can add formulas that concatenate the contents of several fields (or fields with data types incompatible with write-back operations, such as string lists) and “field link” them for write-back to your assets.
Generate printer-friendly reports   Setting up formula-filled fields that you use on print templates offers you a great way to output metadata in formats suitable for review by others. Formulas enable you to combine metadata fields that would otherwise be “report hostile,” such as string lists, Booleans, and labels and ratings, into strings that fit nicely onto printed pages. Formulas also enable you to manipulate metadata that you intend to export from Cumulus for use in other systems.
Syntax Overview
A field formula is an expression that returns a single value, which can be of type number, real, boolean, string, date, date only or time only. The constant value null can also be returned to represent an empty field value.
When applying operators on two values of different types, one or both values are converted into a compatible type. Example: (“Cumulus ” + 7.5) results in the string “Cumulus 7.5” because 7.5 is converted to a string before the + operator is applied.
If an error occurs, the field’s value is set according to settings you determine while authoring the formula. (See “Multiplying the Values of Two Catalog Fields” for details.) If no error occurs, the resulting value is automatically converted to match the field’s type.
The arithmetic operators available are a subset of those available in programming languages such as C, Java, or JavaScript.
Function Reference
The Cumulus formula editor includes an in-line help reference that describes each function and how it can be used (see “In-line Help").
Additionally, a field formula syntax overview is provided as HTML page. This document assembles the most recent information on all functions, including the formal syntax. For a detailed description see “Field Formula Syntax”.
Formula Examples
The following formula examples rely on specific catalog fields. If using these formulas in your catalogs, make sure you substitute the same field names with fields from your own catalogs.
Adding Text Labels, Formatting Output and Rounding Numeric Values
Catalog field: disp_Duration (String)
"Length: " + String(fieldValue("Duration") , "%.1f")+ " seconds"
Duration field value: 3.467
Output: “Length: 3.5 seconds”
This formula takes the real value in the catalog’s Duration field, rounds it to a single decimal place, and surrounds the resulting value with text strings.
The "%.1f" portion of this formula will be familiar to those who have worked with the printf function available in many programming languages. Cumulus supports the following printf formatting options:
In addition, you may use the new line escape character "\n" within a string to force a line break where needed:
"Vertical: " + fieldvalue("Vertical Pixels") + "\n" +
"Horizontal: " + fieldvalue("Horizontal Pixels")
Multiplying the Values of Two Catalog Fields
Catalog field: disp_Megapixels (String)
fieldvalue("Horizontal Pixels") * fieldvalue("Vertical Pixels") / (1024*1024) + “ megapixels”
Horizontal Pixels field value: 3456
Vertical Pixels field value: 2304
Output: “7 megapixels”
This formula multiples the values of the Horizontal Pixel and Vertical Pixel fields, divides that value by 1,048,576 in order to get the number of megapixels in an image, and appends that value with a text string that describes the result.
If-then Decision Making
Catalog field: disp_Orientation (String)
(fieldvalue("Horizontal Pixel") == null || fieldvalue("Vertical Pixel") == null) ? "N/A" : ((fieldvalue("Horizontal Pixel") > fieldvalue("Vertical Pixel")) ? "Landscape" : (fieldvalue("Horizontal Pixel") < fieldvalue­("Vertical Pixel") ? "Portrait" : "Square"))
Horizontal Pixels field value: 2400
Vertical Pixels field value: 1200
Output: “Landscape”
This formula compares values found in the Horizontal Pixel and Vertical Pixel fields. If the Horizontal Pixel value is larger, the image is determined to be “Landscape.” If smaller, it’s “Portrait.” If the two values are the same, the image is “Square.”
The Field Formula Editor
The field formula editor can be found on the Field Values tab of the Field Properties windows for record fields as well as for category fields. To open the field formula editor, select Use Formula based field values from the Field Value Mode drop-down list.
NOTE: Fields using formula based field values cannot be edited by users.!
The Formula area is where you define your formulas.
Take advantage of the drop-down lists provided by the Fields and Functions buttons to save time and help you avoid syntax errors due to simple typos.
By default, the value of a formula field is newly calculated every time the record has changed, i.e. every time any field value has been changed. This not only can be very time consuming, but is completely unnecessary in may cases. Therefore, you can restrict the re-calculation of a formula field in such a way that it is only performed if specific fields or sub-table entries of a field have changed.
Use the Add button to select the field(s) on which you want the update of the formula field to depend. The Auto Detect button supports you by searching for all fields containedin the formula itself and adding them to the list.
NOTE: For technical reasons, the auto detect function can not be perfectly reliable. Make sure to check the results of the auto detection and correct them manually, if necessary.
Such dependencies of formula fields not only can speed up your system. Moreover, It makes it easy to determine the order in which fields are calculated. This is helpful e.g. if work flows are to be defined within Cumulus
Finally, choose your preferred option for error handling. An error occurs when for whatever reason your formula cannot be executed. Errors can include syntax issues in the formula itself, or problems evaluating field data used in the formula.
When you click OK the Field Properties window is closed, and your formula is saved and activated.
In-line Help
An in-line function and syntax reference is built into the formula editor. This feature provides a handy reference that will save you time and help you avoid syntax errors.
Three types of in-line help are available:
To activate in-line help:
 
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Field Linking
Some asset formats (e.g., JPEG) can store metadata. Cumulus can read, store and manage this metadata by linking it to record fields. The record fields are provided by the Cumulus application, the Asset Storage modules, Metadata modules, and the filters.
You can decide when the linking should happen (when cataloging assets and/or updating records), and whether changes to the metadata should be written back to the asset. Changed metadata can only be written back if this function is supported by the file format, the filter and Asset Storage module used for accessing the asset.
If the record field’s type is String, you can also decide whether the linking applies to all or only the first matching asset field. If the Read All option is activated, the values of the linked fields are read consecutively. Under Link Matching Fields, all fields which “feed” the field are listed – fields that have the same GUID (Globally Unique Identifier) or name and type. If the Read All option is activated, Cumulus will fill the record field with the data from all activated modules. If a module is deactivated, its data are “ignored” by Cumulus.
NOTE: Field Linking Checks for Field Types
In addition to its own type, a field may be linked to certain other field types only.
– Integer fields accept: String, Boolean, Real
– Real fields accept: String, Boolean, Integer
– Boolean fields accept: String, Integer, Real
– Date fields accept: String
– String List fields accept: String
– String fields accept: Boolean (true, false), Integer, Real, Date, String List (exact string matching)
– Binary fields accept: Audio, Picture
Automatic Creation of Folder Categories
The fields linked to the Categories record field are responsible for the automatic creation of folder categories in a catalog. The master category below which such a folder category is created is defined in the Category Target column. You can change the default target by clicking into the field and selecting another master category.
If you don’t want automatically created folder categories in a catalog, you have to deactivate the corresponding modules.
To avoid the automatic creation of folder categories you have to change the default linking of the Categories field:
 
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Select  Cumulus /  Edit > Preferences.
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Click Catalog Settings.
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Click Record Fields.
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Select the field named Categories and click the Properties button.
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Click Field Linking.
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Click Deactivate.
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Click OK. This brings you back to the fields list.
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Click Apply to save your changes. If you now catalog assets employing this module, no directory categories will be automatically created and assigned to the record.
Adding Fields
To store information in addition to or different from the default settings, you can add fields to the catalog either by activating them from the list of fields that Cumulus supports or by defining a custom field.
To add a record or category field:
 
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Select  Cumulus /  Edit > Preferences.
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Click Catalog Settings.
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Click Record Fields or Category Fields. This displays a list of the current record or category fields included in the catalog.
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Click the Add Field button. This opens the dialog Add Field.
The Modules tab, displaying: Catalogs, Catalog Templates, Modules and Languages.
Catalogs expands to a list of all catalogs open in the active collection. Clicking the plus sign in front of a catalog’s name displays all fields of that catalog that are not included in the catalog you want to edit. Either select the name of a catalog to add all contained fields, or select the individual fields you want to add.
NOTE: If the catalog that you are editing is listed itself, this catalog contains table fields (e.g. Asset Usage History). Table fields introduce a second level into the catalog, as they themselves contain fields. The fields contained in a table field can also be contained in the top level of the catalog, or in any other table field. At any level of the catalog – top level or table field level – all fields are listed which are contained in this catalog, but not in the current level.
Catalog Templates expands to a list of all available catalog templates. Clicking the plus sign in front of a catalog’s name displays all fields of that catalog template that are not included in the catalog you want to edit. Either select the name of a catalog template to add all contained fields, or select the individual fields you want to add.
Modules expands to a list of all Cumulus modules that provide fields. Clicking the plus sign in front of a module’s name displays the fields supported by the respective module that are not included in the catalog you want to edit. Either select the name of a module to add all fields supported by that module, or select the individual fields you want to add.
Languages expands to a list of all languages configured for string field values. Clicking the plus sign in front of a language name displays the fields that support values in the respective language that are not included in the catalog you want to edit. Either select the name of a language’s to add all respective fields, or select individual fields to be added.
Additionally, all language independent fields that are not included in the catalog are listed and can be added.
The Fields tab displays a list of all the fields that are not yet included in the catalog.
The third tab, the Custom Field tab, enables you to define your own custom fields so you can store information in addition to fields that Cumulus supports. See “Creating a Custom Field” for details.
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Click OK. This brings you back to the fields list.
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Click Apply to save your changes.
NOTE: If you want this field to be shown in a view, you have to customize the corresponding view set and add this field. (See “Adding a Field to a Record View”, for details.)
Creating a Custom Field
To set up a catalog to store information in addition to fields that Cumulus supports, you can define your own custom fields.
NOTE: Same Custom Field for Multiple Catalogs
If you have created a custom field for one catalog, you can easily copy this field to another catalog. If multiple catalogs are opened in the same window, Cumulus will display the custom record fields of all these open catalogs in the list of the Fields tab. You can select a custom field of another catalog and add it to the current catalog. We recommend using this way of adding the same custom field to several catalogs, as only then will the field have the same GUID (Globally Unique Identifier) in different catalogs. And only when the GUID is the same, a custom field can be used for searching in different catalogs. Another advantage is that fields of the type String List already include the entries that have been made.
With a standard Workgroup Edition you can create custom record fields only. An Enterprise Edition or an corresponding add-on product enables you to create custom category fields, too.
To add a custom field:
 
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Select  Cumulus /  Edit > Preferences.
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Click Catalog Settings.
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Click Record Fields or Category Fields. This displays a list of the current record or category fields included in the catalog.
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Click the Add Field button. This brings up a dialog in which you can add a new field.
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Click the Custom Field tab.
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Click OK. The new field is added to the list of fields included in the catalog.
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In the Field Properties dialog you can define more options for the field. Select the field’s entry in the list and click the Properties button. The options available from the Field Properties dialog depend on the field type. For details, see “Overview: Field Properties".
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Click OK to close the Field Properties window. This brings you back to the fields list.
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Click Apply to save your changes.
If you want this field to be shown in a view, you have to customize the corresponding view set and add this field. (See “Adding a Field to a Record View”, for details.)
Editing a String List Field
To edit the entries of a String List field, the Field Properties dialog for the field must be displayed. The String List Editor tab lets you view and edit the terms of the selected String List.
Each term has an ID and can be stored in multiple languages. This is only important when working in a multilingual environment. If you want users who open the catalog with another language version of Cumulus to see the term in this language, you have to store the translation of this term. Depending on the language version of Cumulus, the term in the corresponding column will be displayed.
The String List Editor tab lets you edit an existing entry, add a new term or delete an existing term by using the cor­responding buttons. Save any changes you make with the OK button of Field Properties window. They are valid as soon as you click the Apply button to save your Catalog Settings.
To edit a term of a String List field, just select its entry in the list and double-click the term you want to edit.
To create a new term for a String List field:
 
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Click Add.
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If you are working in a multilingual environment, you can now double-click the field for a language and enter the translation for the term. A user will only have the terms of one language displayed. The language a user gets displayed initially depends on the language defined during the installation, but can be changed by the user anytime (see “Switch Application Language", for details).
You can edit a term of a String List field at any time:
 
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You can define the sorting of the terms of a String List field. You can select different sorting modes for a String List field:
Alphabetical (default sorting mode)
The terms of the String List field will be displayed sorted alphabetically according to the rules of the language of the application (e.g the Cumulus Client). This sorting mode is useful for e.g. keywords.
Content
The terms of the String List field will be displayed as sorted in this list – independent from the language defined for the user. This sorting mode is useful for e.g. status descriptions. Use the arrow buttons to the right of the list to change the order of the entries.
Language Specific
This mode allows you to define different sort orders for different languages. This sorting mode is useful for e.g. country selection where depending on language, different countries should appear on top of the list.
The sorting mode displayed for the String List field in the Select Mode field is the active mode, once you click OK for the Field Properties dialog.
If you want to define a sorting mode other than alphabetical:
 
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You can delete an entry that you no longer need and replace it with another entry.
To delete an entry:
 
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Click Remove.
3.
Select a replacement entry from the list and click OK. The new entry is assigned to all records previously associated with the deleted entry. This may take a while, depending on the number of records that require reassignment.
Preparing Catalogs for Special Purposes­
Cumulus catalogs can serve various purposes. For some special purposes catalogs require special preparations.
Optimizing Standard Metadata Format Support
Cumulus supports the standard metadata formats IPTC, EXIF and XMP. To prepare a catalog to support these standards Cumulus offers wizards. .See “Prepare Catalog”, for details.
Configuring Web Links
The Cumulus Client offers a function that enables users to get Web link URLs for selected records, their assets, thumbnails or previews (Asset > Configure Web Link URL.) The links will work only if your Cumulus installation includes Cumulus Sites and the catalogs containing the records are set to be accessible via the Web (Catalog Settings > General). The catalogs must:
Also following prerequisites must be met:
Securing Catalogs
To prevent an unforeseen technical mishap from damaging or destroying your catalogs you should have a strategy. Cumulus offers the following mechanisms to preserve catalog data in case of a failure:
Canto recommends you to backup your catalogs regularly and in addition, to avoid losing changes made to a catalog after the most recent backup, employ either catalog journaling or mirroring as a second mechanism. Which mechanism is best depends on your needs.
The advantage of journaling is that you can immediately continue working after a failure.
Use mirroring for a catalog that is intended to serve as a ‘caching engine’ which for example saves data into an external SQL-compatible database Or with a second Cumulus Server, you can use mirroring for failover functionality and load balancing. The disadvantage of mirroring is that rebuilding a catalog from its mirror database might be very time consuming. (For a description on how to rebuild catalogs from mirrors, see “Repairing Catalogs".)
IMPORTANT! Do not employ journaling and mirroring for the same catalog! Use one of the mechanisms depending on how the catalog is used.
For backing up your catalogs regularly, Canto recommends you to use the Cumulus Backup Manager and in addition, to have rotating backups, you should include the catalog files in your regular system backup provided by your server platform. (For a description on how to use the Backup Manager, see “Backup Manager".)
TIP: Avoiding Improper Shutdowns of the Cumulus Server
To avoid improper shutdowns of the Cumulus Server always stop the Cumulus Server before you make any changes to the operating system that might cause a shut down of the system (e.g. updates). Shutting down the Cumulus Server might take a while depending on the number and size of catalogs managed by the Cumulus Server. Do not interrupt the shutdown process!
 
Windows only: When stopping a Cumulus Server under Windows check that the Cumulus Server service has stopped. You can check this either via the Services Control Panel using the Refresh function (F5) or via the Task Manager (no Cumulus Server.exe in the processes list.)
UNIX only: When you are stopping a Cumulus Server under UNIX and stop-cumulus­.sh runs into a time-out, use status.sh to check that the Cumulus Server has stopped.
The next sections give more details on the journaling and mirroring mechanisms and describe how to activate them.
Journaling Catalogs
Journaling Cumulus catalogs improves data security. A journaling catalog logs changes to a journal (special circular log files) before actually writing them to the catalog. Such a journal is used to repair any inconsistencies that occur as a result of an improper shutdown of the Cumulus Server or the computer running the Cumulus Server. In the event of an improper shutdown, a given set of changes may have either been fully committed to the catalog (i.e., written to the hard disk), in which case there is no problem, or the changes will have been marked as not yet fully committed, in which case the system will read the journal, which can be rolled up to the most recent point of data consistency. Every time a Cumulus Server opens a catalog the journals will be read and executed.
SPECIAL TECH INFORMATION: Cumulus Catalog Journal
A Cumulus catalog journal consists of 5 circular log files named as the catalog file with the extension .redo. These log files are saved along with the catalog file in the same folder. Each of these files has an initial size of 20 MB and the files can become quite large. The required space differs; as rule of thumb: twice the size of the catalog file is recommended.
IMPORTANT! Copying or Moving Journaling Catalogs
When copying, moving or backing up a catalog externally, the journal of the catalog (all 5 *.redo log files) must be included, e.g. copied or moved along with the catalog file.
IMPORTANT! Using Backup Files Created by Cumulus
If you want to replace a damaged catalog file of a journaling catalog with a backup file created by Cumulus, you must delete the journal of the catalog (all 5 *.redo log files) before you copy and/or rename the backup file.
You activate journaling for a catalog in the Catalog Settings ( Cumulus /  Edit > Preferences > Catalog Settings > General.)
Database Mirroring
Mirroring enables you to use the Cumulus database as a ‘caching engine’ that for example saves data into an external SQL-compatible database. In this role, a Cumulus catalog serves as a permanent cache.
Saving the data in an SQL database offers the advantage that any SQL analyses are possible. However, changes made to the catalog data from within the SQL database are not copied back to Cumulus and therefore should not be made. When a mirrored catalog is rebuilt, the SQL database serves as master. Each catalog requires its own SQL database.
Canto provides a plug-in that includes support for different SQL database systems. (The support for Oracle is available with Cumulus Enterprise only.) If you require support for another database system, contact Canto. Each database system requires it own JDBC driver. The JDBC drivers for most systems are pre-installed; except one: The official JDBC driver for MySQL must be downloaded from the MySQL website (www.mysql.com). Currently the driver is available under:
http://dev­.mysql.com/downloads/­. The driver must be copied to the appropriate subfolder of the esp folder in your Cumulus Server installation folder. The subfolder dbmirror contains a folder named lib. Copy the downloaded driver into this lib folder (e.g to ..esp/dbmirror/lib).
Cumulus catalogs of a second Cumulus Server installation can also serve as mirroring target databases. For more information, see “Using Cumulus Catalogs as Mirroring Target Databases".
A catalog is set up for mirroring on the Mirroring tab of a catalog’s settings ( Cumulus /  Edit > Preferences > Catalog Settings.)
PRECONDITIONS: To set up a catalog for mirroring, you must have the appropriate Administrator permissions (Permissions > Administrator Permissions > Manage Mirroring (option for the Modify Catalog Settings permission.)
If you want to use mirroring, you should activate it directly after you have installed Cumulus, or after new catalogs are created. Note that once you activate the mirroring option for a catalog, the initialization can take some time, depending on the size of the catalog. (And the process cannot be paused – if interrupted, it must be started from the beginning.)
NOTE: Never set up multiple catalogs for mirroring at once!
Start the process for a subsequent catalog only after the previous catalog has been completely processed.
If mirroring is activated, the events to be saved in the SQL database are written in a task queue. For safety reasons, each task is saved in a temporary internal file. This file is deleted after the task is successfully processed. Storage locations for the queues and safety files are defined in the server.xml file found in the conf folder in the Cumulus Server installation folder. You define the basic or “root” folder for the files. This folder will house the subfolders for the queues—one subfolder for each queue (named as the unique identifier given for the queue). The default storage location is the Cumulus Server installation folder. If you want to use mirroring, you should define the storage location directly after you install Cumulus. The collection of these files can become quite large, requiring ample storage space. The required space depends on the SQL database system and the amount of data stored in each asset. There is a difference between the initial process and normal operation. As rule of thumb: twice the size of the mirrored catalog file is recommended.
Note that if you have a catalog mirrored to a SQL database, you should back up the target database and not the original Cumulus catalog. For information on how to repair a mirrored catalog using the target database, see “Repairing Catalogs".
Error Management
Basic mirroring errors are written to the system log of the Cumulus Server (e.g. when mirroring could not be started.) Errors that occur while mirroring is running are logged as configured in the log4j.xml file, which is found in the conf folder in the Cumulus Server installation folder. Canto recommends you have one log file for all mirroring events and set up email notification for all errors that occur while mirroring.
If the SQL database addressed by mirroring is not available, an error will be logged and the Cumulus Server will try to process the current task again and again. As soon as SQL database is available again, the process is resumed automatically. However, if it cannot be resumed, the size of the task queue will grow with any change performed on the catalog.
TIP: Finding the Short ID of a field.
To find out the IDs of a field you can have them displayed in the list of fields in the Record Fields tab or the Category Fields tab of the Catalog Settings (Edit > Preferences > Catalog Settings).
BACKGROUND INFORMATION: Performance
The performance depends on the SQL database system in use. During normal runtime­ testing, Canto did not experience performance delays or differences between different SQL database systems. The time needed for the initial process, however, depends on the SQL database in use. The time needed for the initial process is also influenced by the cache size available for the Cumulus Server (can be configured in the Server Console: Remote Admin > Settings > Optimization.)
Using Cumulus Catalogs as Mirroring Target Databases
Cumulus catalogs can also serve as mirroring target databases. This requires a second Cumulus Server installation. Then one Cumulus catalog can be mirrored to another Cumulus catalog of the other Cumulus Server installation. This offers failover functionality and load balancing. A target Cumulus catalog at the secondary Cumulus Server is set to read only. With read-only applications (e.g. Web Publisher Pro) it can be used as a read-only replica and take load from the primary Cumulus Server. Note that Cumulus Triggers only work in the original catalog.
NOTE: Mirroring Cumulus 6 Catalogs
If you mirror a Cumulus 6 catalog, the target catalog will always be a Cumulus 7 catalog.
When using Cumulus as target database system, the following data are required to define the database serving as mirror:
NOTE: You can either enter the path of an existing catalog or have a new one created by entering its path.
Setting up a Catalog for Mirroring
Before you activate mirroring for any catalog, the location for queues and the task safety files should be configured. The location is defined in server.xml file, which is found in the conf folder in the Cumulus Server installation folder.
The initial process setting up a catalog for mirroring takes some time, depending on the size of the catalog file and the SQL database system in use. During this time, other users are blocked from accessing the catalog. For this reason, Canto recommends you deactivate the sharing option for this catalog before you start the initial process.
To set up a catalog for mirroring:
 
1.
2.
Select  Cumulus /  Edit > Preferences.
3.
Click Catalog Settings.
4.
Click Mirroring. This displays the current settings for the selected catalog.
5.
Activate the Use Database Mirroring option.
6.
7.
NOTE: If the target database is another Cumulus catalog, you can either enter the path of an existing catalog or have a new one created by entering its path.
8.
Click OK to start the mirroring. The field below the definition fields informs you on the status of the mirroring.
NOTE: If you want to set up multiple catalogs for mirroring, don’t start the process for the next catalog before the current catalog has been completely processed.
To stop the mirroring for a catalog, deactivate the Use Database Mirroring option and confirm the action by clicking Apply or OK. Before you stop the mirroring you should consider that starting it again, will start the mirroring for the entire catalog from the beginning again.
New Catalogs
New catalogs can be created by the Cumulus Administrator only. The Cumulus Administrator is also responsible for providing catalogs to Client users.
Creating Catalogs
To create a new catalog you can log on to the Cumulus Server from any Cumulus Client and tell the Server where the catalog is to be stored and what you want to call it.
To create new catalogs:
 
1.
2.
The Create New Catalog window and, on top of it, the Browse window appear.
3.
From the Look In drop-down list, select the location where the new catalog shall be stored. (Only locations approved by the Cumulus Administrator are accessible).
4.
In the File Name field enter a name for the new catalog, then click OK.
The Browse window is closed. In the Location field of the Create New Catalog window, the location and the name of the new catalog are displayed. The file extension .ccf is added automatically.
5.
From the Select a Template drop-down list, select a template.
6.
Click OK.
The new catalog now appears in the catalog list of the Catalog Access window.
Catalog Templates
You can define templates that you can use to create new catalogs, prepare existing catalogs for specific usage or even update older catalogs. There’s no faster way to get new catalogs up and running, or to consistently replicate updates made to one catalog on another catalog. Create new, pre-configured image databases, video catalogs, PDF archives and more, from a single menu item – no more redundant catalog tweaking necessary!
PRECONDITIONS: To create and edit Catalog Templates, you must have the appropriate permissions (Server Permissions > Catalog Template Permissions.)
Creating and Editing a Catalog Template
To create a new Catalog Template you can save the settings of an existing catalog as Catalog Template or duplicate a template.
To create a new Catalog Template by duplicating an existing one and adapting its settings:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Catalog Templates.
3.
Under Template, select the Catalog Template to be used as a basis for the new one.
4.
Click the Duplicate button. The Name and Settings dialog opens.
5.
Activate the Allow Sharing option, if you want this view set to be available to other users.
Activate Copy display names only, if you also want to take over the language-specific display names from the original (not recommended for new catalog templates).
Activate Copy description only, if you also want to take over the descriptions specified for other languages from the original (not recommended for new catalog templates).
6.
Click OK. The Catalog Template window is displayed.
7.
8.
Click Apply to save your changes.
To create a new Catalog Template by saving the settings of an existing catalog as Catalog Template:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Catalog Settings.
3.
Under Catalog, select the Catalog to be used as a basis for the new Catalog Template.
4.
Click the Save as Catalog Template button. The Name and Settings dialog opens.
5.
Activate the Allow Sharing option, if you want this view set to be available to other users.
Leave Copy display names activated, if want to take over the display names specified for other languages from the original.
Leave Copy description activated, if you want to take over the descriptions specified for other languages from the original
6.
Click OK.
To change an existing Catalog Template:
 
1.
Select  Cumulus /  Edit > Preferences.
2.
Click Catalog Templates.
3.
Under Template, select the template you want to edit. The settings for the selected template are displayed in the Catalog Template window.
4.
5.
Click Apply to save your changes.
The Catalog Template Window
The Catalog Template window controls several important factors that come into play while managing assets. The options are divided into the following sections:
General – Options for Catalog Templates
Keep Category Names Unique – Prevents the creation of new categories that share names with existing categories.
Use Journaling – Activates journaling for the catalog. (See “Journaling Catalogs”)
Use Template for Catalog Creation – Makes the template appear in the Get Catalog Template dialog when creating a new catalog. So do not activate this option, if you want to use a Catalog Template for preparing other catalogs only.
Record Fields – Displays the record fields that a new catalog will contain. You can add or delete fields and customize selected fields. This allows you to organize the information that can be stored on an asset in its record. Remember, metadata retrieved from assets while cataloging can only be stored if the corresponding record fields are included in the catalog. For details on how to add and configure record fields, see the corresponding descriptions in the chapter “Catalog Settings”.
Category Fields – Displays the category fields that a new catalog will contain. You can add or delete fields and customize the fields. For details on how to add and configure category fields, see the corresponding descriptions in the chapter “Catalog Settings”.
TIP: Using Catalog Templates to Update Older Catalogs
You can use Catalog Templates to provide specific catalog fields for other catalogs. When adding fields to a catalog, click on Modules and you are also offered the fields of Catalog Templates.
Catalog Maintenance
Taking regular care of your catalogs ensures not only the best performance, but also your data security.
Catalog Size and Performance
The biggest factor affecting catalog size is the number of records in the catalog. There is no hard limit on the number of records that a catalog can hold, but catalog files cannot be larger than one terabyte in size.
As multiple catalogs can be opened in one window, an advantage of this is that it makes it easier to search for an asset. Workgroups with large catalogs can now split them into multiple catalogs and be able to open and search them in one Window. The beauty of smaller catalogs is that, the time required to repair, restructure or reorganize a catalog is reduced tremendously. Furthermore, if a particular catalog is being repaired or restructured, the assets in the other catalogs will be unaffected and can still be accessed.
Search times, however, are not affected by catalog size.
Record Size
The actual number of records you can fit into the catalog size limit depends on the individual records’ sizes. Factors that determine a record’s size include:
The type of asset the record represents. Different asset types have different information that needs to be stored to identify them, so their records use varying amounts of catalog space. For example, a video clip uses space for frame rate and total frame number fields that a simple image doesn’t require.
The amount of text in the record’s Notes field. All those characters in the Notes field have to be stored somewhere! If you add 1k worth of text, you add 1k to the record size. Multiply that times a thousand or so records and you have added an entire megabyte to your catalog’s size.
The record’s thumbnail size and quality. Larger and higher quality thumbnail images take up more space. (See “User Settings”, and “Catalog Settings”, for information on thumbnail settings.)
Typically, your catalogs will never reach the maximum size. If they do, you’ll need to divide them. (See “Dividing Catalogs”.)
Speeding Up Cataloging
As a catalog grows, the time required to catalog new assets increases. There are a few tricks for Asset Handling Sets that you can do to increase performance when cataloging large amounts of assets at once:
Choose Catalog Duplicates on the Cataloging tab. This option prevents Cumulus from having to “think” too much about what it is cataloging. (See “Overview: Asset Handling Sets”, for details.) (See Client User Guide “Overview: Asset Handling Sets” for details.)
Deactivate any asset formats that you don’t need. (See “Asset Format Support”, for details.) (See Client User Guide “Asset Format Support” for details.)
Compressing Catalogs
Compressing a catalog when it comes close to its maximum size. You can check the actual and maximum catalog size in the Catalogs Settings.
NOTE: Deleted Records in Cumulus versions prior to 8
When records are deleted from catalogs, with Cumulus versions prior to 8 they could optionally remain a part of the catalog in case you need to retrieve them. These not-quite deleted records take up space. You can delete them permanently by compressing the catalog.
To compress a catalog:
 
1.
2.
Select File > Administration > Compress Catalog. (Only active if the catalog is not yet compressed as much as possible.) You are warned that compressing the catalog will permanently remove the deleted records.
3.
Click OK to compress the catalog.
Backing Up Catalogs
The value and usefulness of a Cumulus catalog increases exponentially as the catalog grows. To prevent an unforeseen technical mishap from damaging or destroying your catalogs (and your work schedule), consider regular and frequent backups.
It’s important to remember that backing up a Cumulus catalog does not back up the catalog records’ associated asset files. Make sure that all your important files are included in your regular backups.
There are different ways of backing up a catalog:
The first way may be the quickest and most convenient, particularly if you already use a backup software program. A Cumulus catalog, being just another file on your computer, can be copied to other volumes, or included in a network or automated backup. Catalogs should be closed before they are copied to other volumes to ensure that all changes are safely saved. However, you can back up an open catalog, if you employ the Cumulus Backup feature. The Cumulus Backup Manager is included in the Cumulus Server Console.
To back up a catalog using the Backup feature:
 
1.
2.
Select File > Administration > Backup Catalog. The Backup window opens.
3.
In the Backup File Name field, either
– enter the name and path for the backup catalog (using the path and file naming conventions of the operating system your Cumulus Server is installed on)
OR
– click Browse to select a location for the backup catalog and then enter the name for the backup catalog. (The area you are allowed to browse is defined in the Cumulus Server Settings).
NOTE: The name for the backup catalog file can be the same name as the original catalog file with the file name extension .bak. You may also choose the file name extension .ccf. There is no difference in format, but then you may need to choose a different name or a special backup location to avoid confusion with the original catalog.
4.
Click OK. The catalog is saved in the format selected.
Preparing Catalogs for Special Metadata
If you want to capture IPTC, XMP or EXIF data from assets (and to write back such data to assets), the catalog(s) managing these assets and the Asset Handling Set(s) to be used must be prepared. Cumulus provides special functions for this.
File > Administration > Prepare Catalog opens a submenu with options for preparing catalogs to manage different standard metadata formats.For more details, see “Prepare Catalog".
Copying Catalogs
The Backup function described above is Cumulus’ mechanism for copying catalogs in their ready-to-use state. You can also use the conventional ways of copying files on your computing platform to make copies of Cumulus catalogs. Remember, copying catalogs does not copy the associated asset files.
Repairing Catalogs
If a catalog becomes damaged, Cumulus may be able to rebuild it. When you try to open a damaged catalog, Cumulus asks to repair it. You can also initiate the repair process for local catalogs from within the program by selecting File > Administration > Rebuild Catalog. For repairing remote or mirrored catalogs, use the Rebuild button in the Catalog Access window when logged in as administrator (File > Connect To.)
Catalogs are most commonly damaged by an abnormal termination of the Cumulus Server that, for example was caused by an improper shutdown or a system crash.
After choosing the rebuild function, a dialog opens that asks whether you really want to do this. If you used the Rebuild button in the Catalog Access window, you are offered two options.
If you choose Rebuild Locally, the catalog is rebuilt locally on the information found.
If you choose Rebuild from Mirror, a window is displayed that contains all relevant information, if the catalog can provide it. If this is not the case, you must enter the information required to identify the mirror manually.
Enter the required information, if necessary, and click OK. Then Cumulus will rebuild the catalog with the data from the mirror and – if there is one – from the queue.
The rebuilt catalog becomes the master of the catalog from which it was rebuilt (the slave catalog), i.e., all further changes to the rebuilt catalog are automatically mirrored to this slave catalog.
NOTE: Catalog rebuilding is performed in the background. However, this process can affect the performance of the Cumulus system.
Where to Get the Queue ID?
Each mirrored catalog has an XML file (*.ccm) that contains the mirroring information. This file is stored in the same folder as the Cumulus catalog. It provides the information on the queue ID under CUID. In the following example the queue ID is {FF9E643F-11BB-4E95-9B62-6BAFE841A5F8}.
<?xml version="1.0" encoding="UTF-8"?>
<ns:record xmlns:ns="http://www.canto.com/XML/ns/Package/1.0">
<ns:guid
ns:key="MMod">{FAB9CC52-C721-4720-A2D4-3450EABA88F2}</ns:guid>
<ns:int32 ns:key="UseM">1</ns:int32>
<ns:guid
ns:key="CUID">{FF9E643F-11BB-4E95-9B62-6BAFE841A5F8}</ns:guid>
<ns:record ns:key="MCnf">
<ns:string ns:key="Serv">dell470</ns:string>
<ns:string ns:key="DBas">test</ns:string>
<ns:string ns:key="User">thomas</ns:string>
<ns:binary
ns:key="Pass">8106DF418C242DD52F0D31C1E9012969BE05FF0C</ns:binary>
</ns:record>
</ns:record>
Renaming Catalogs
Cumulus catalogs actually have two names:
When a catalog is first created, the catalog name defaults to the same name as the catalog file. Newly created catalogs are named the same as their file names by default, but the catalog name can be changed at any time.
Before you rename a catalog, be aware that a catalog’s name is an internal reference within Cumulus. The catalog name is the name users will see when connecting to catalogs, and it also appears at the top of catalog windows. It’s important to remember after renaming a catalog, that you must update the permissions of any users (or roles) that have restricted catalog access that includes access to the renamed catalog. This is because restricted catalog access permission is based on the names of catalog, so users will not be able to access renamed catalogs until those newly renamed catalogs are added back into the list of accessible catalogs for that user (or role).
Note that catalogs cannot be renamed while set to use the Cumulus Vault in Always and Exclusive mode.
To change a catalog name (what you see in the catalog window):
 
1.
2.
Select  Cumulus /  Edit > Preferences.
3.
Click Catalog Settings.
4.
Click General. You’ll see a field labeled Name.
5.
Enter a new name for the catalog in the Name field and click OK. The change is saved and the window closes.
You change a catalog’s file name as you would any other file.
Deleting Catalogs
Unlike deleting records, deleting catalogs is not undoable. (Unless you have a disk utility program that makes recovering deleted files possible.) Cumulus has no built-in mechanism for deleting catalogs. Delete catalogs as you would any other file on your computer. Remember that assets are not deleted with catalogs. Catalogs must be closed to be deleted.
Dividing Catalogs
At some point you may wish to divide the contents of one catalog into smaller catalogs. Reasons for doing so include:
Like many operations in Cumulus, there is more than one way to divide a catalog. The first way is best suited to smaller numbers of records.
To divide a catalog using drag and drop:
 
1.
2.
3.
4.
Click on or near a thumbnail in the original catalog and select Edit > Select All to select the records. (At this point you could cut and paste the records between the catalogs as one way of moving them, which would save you the step of deleting the old records in the old catalog.)
5.
NOTE: Cumulus doesn’t consider copying records from one catalog to another as “cataloging assets.” Therefore, the Asset Handling Sets have no effect on this action.
6.
To divide a catalog containing a very large number of records, it may be easier to export the records from the old catalog and import them into the new catalog. (See “Importing and Exporting”.)
After the export/import process is over, you can delete the records from the old catalog, as described above.
NOTE: Only with the drag & drop method you can decide on the handling of category assignments, The copy & paste and the export & import methods always preserve the category assignments of the copied records.
Merging Catalogs
Merging catalogs requires some forethought in order to be done properly. If both catalogs contain identical category structures, the process is easy and can be done in different ways:
“Dividing Catalogs,” above, describes each process.
But if the category structures of the two catalogs differ, there are a few extra steps to take. (See “Importing and Exporting”.)
Migrating Catalogs
Cumulus catalogs must be migrated in the following cases:
OR
Catalogs from previous Cumulus versions must be treated as follows
BACKGROUND INFORMATION:  
Opening a Cumulus 7 or 8 catalog with Cumulus 9 adds new fields to the catalog database. With the explicit migration of a catalog, the structure of the database is enhanced for better performance. Additionally, values are inserted into certain fields. For example, the Container Type category field is added during the preparation, but has no value by default. After the explicit migration, categories belonging to $Categories and the respective subcategories will have the value “Category” in the Container Type field, while categories belonging to $Keywords and $Sources an their subcategories have “no value” for Container Type.
Explicit catalog migration can be performed in different ways:
Catalogs created with Cumulus 8 that are already opened at the Cumulus Server can be migrated to Cumulus 9 format via the Migrate button provided in the Catalog Access window. The catalog will be migrated in place.
Cumulus 6, 7 or 8 catalog files which are disconnected from the Cumulus Server can be migrated
– via the
Migrate Catalog function of the Cumulus Client.
OR
– on the Cumulus Server machine with the Cumulus Tool.
A catalog’s type and size can be viewed in its Catalog Settings window ( Cumulus /  Edit > Preferences > Catalog Settings > General tab.)
IMPORTANT! Once a catalog has been explicitly migrated to Cumulus 9, it can no longer be opened with a previous version of Cumulus! Canto recommends you to backup the catalog before you start the migration process!
Migrating a Catalog while opened at the Cumulus Server
If you need to migrate a Cumulus 8 catalog whileit is opened at the Cumulus Server:
 
1.
On the Cumulus Client, select File > Open Catalog.
The CatalogAccess window is displayed.
2.
Select the catalog you want to migrate and click Migrate.
The migration process is started. A progress bar is displayed.
The catalog will be migrated in place. The time needed for the migration depends on the size of the catalog file: the larger the catalog file, the more time is required.
Migrating a Cumulus Catalog File
To migrate a catalog created with Cumulus 6, 7 or 8 that is currently not opened at the Cumulus Server :
 
1.
On the Cumulus Client, select File > Administration > Migrate Catalog. A window for selecting a catalog file is displayed.
2.
3.
Select a name and location for the migrated Cumulus catalog file and click Save. A progress bar appears to indicate the status of the conversion.
Catalogs that are disconnected from the Cumulus Server can also be migrated to Cumulus 9 on the Cumulus Server machine, using the Cumulus Tool.
To migrate a catalog with the Cumulus Tool:
 
1.
On the Cumulus Server machine, open an shell and type
CumulusTool -migrate <catalog source file> <catalog target file>
In order to be used in Cumulus 9, the resulting new catalog file must be added to the Cumulus Server using the Catalog Access window..
NOTE: If problems occur during a catalog migration, try repairing the catalog using your former Cumulus version. Choose the Repair option under the Administration menu and then try the migration again.
Using Server Console Modules
The Server Console combines administration tools for Cumulus Workgroup and Enterprise. Some of the Server Console modules are specially designed for catalog management. You need the appropriate Administrator permissions to use these modules.
Logging of Catalog Activities
The Log Manager module presents a number of options from which you can enable a log file for a catalog and define its content.
PRECONDITIONS: To manage a log file for a catalog, you must have the appropriate Administrator permissions (Permissions > Administrator Permissions > Manage Log Files.)
To enable and define the logging of a catalog:
 
1.
Select File > Administration > Server Console, or connect to the Web Server Console via a Web browser.
2.
3.
Select Log Manager. The Log Manager Properties window opens.
In the field Default Log Folder you may enter another folder to serve as the default folder for log files.
4.
In the field Catalog, select the catalog you want to have logged. You can only set the logging properties for catalogs for which you have the appropriate Administrator permissions: Manage Log Files.
5.
Click Enable Logging if you want the logging to be active.
In the field Log Folder you may enter another folder other than the default folder to serve as the folder for the log file(s) of the current catalog.
If you want a separate log file for each day, enable Daily Log File. Daily log files have the advantage that you can delete those you no longer need.
6.
Click Save Changes. The catalog’s activities will be logged in a file named after the catalog. If you enabled Daily Log File the date is added to the name (year-month-day).
The Activity Monitor
You can monitor catalog activity from the Activity Monitor window. This window shows:
Additionally, you may
PRECONDITIONS: To monitor a catalog’s activity, you must have the appropriate Administrator permissions (Permissions > Administrator Permissions > Monitor activity.)
To access the Activity Monitor:
 
1.
Select File > Administration > Server Console, or connect to the Web Server Console via a Web browser.
2.
3.
Select Activity Monitor. The Activity Monitor window opens.
The activity bar at the top of the window indicates the activity on the Cumulus Server. The list below displays which users are connected to which catalogs. You can only monitor catalogs for which you have the appropriate Administrator permissions: Monitor Activity.
The list of connected users consists of multiple columns. The one for names of the users currently connected to the catalog, the one for the names/IP addresses of the computers from which they’re connecting, the names of the catalogs they are connected to and when the connection was started are displayed by default. You can also use the Activity Monitor to disconnect users from the current catalog.
Disconnecting Users from a Catalog
Before you configure catalog properties or perform catalog maintenance tasks, you should disconnect all users currently working with the catalog.
To disconnect users from a catalog:
 
1.
Sending a Message to Selected Users
You may send messages to a single user or to multiple users at once. To send a message:
 
2.
3.
The message is displayed in an information window on the desktop of the selected user(s). The user must click OK to close the information window.
Archiving Information
Many organizations maintain several catalogs: one catalog for production assets and a second catalog to manage archives. With Cumulus you can also take your assets off-line, update the file references, and still be able to search and retrieve them.
In general, archiving assets involves the following steps:
 
1.
2.
3.
4.
The Importance of Updating Asset References­
Cumulus tracks the location of media assets through asset references. Whenever you move an asset, you must update the asset reference to reflect the new location.