Importing multiple assets

Portfolio allows you to import multiple assets and metadata files at one time. Asset metadata can be imported by using Dublin Core XML, MARC 21 XML, UNIMARC record files, MARC 21 record files, DaXML (the default Portfolio export format), or tar.gz Portfolio export files.

Portfolio exports assets and metadata into a *.tar.gz compressed file. The importer can import these export files, including the metadata and asset files. Only a *.tar.gz file that Portfolio has exported can be imported by Portfolio

Uploading large files can overload the memory buffer and result in instability in the system. Upload limits depend on upload speed and file size. The current upload size limit is around 70 MB per file and the upload for uploading multiple files is 60 minutes. If a single file in the import exceeds the memory limit in Portfolio the subsequent files will not load and the system will become unstable. Best practice is to upload smaller files together but separate from the larger files. Upload larger files separately and one at a time.

To import assets

  1. Log in to the Admin console.

  2. Choose Assets from the navigation pane.

    The Assets page displays. The digital asset hierarchy appears under Directory.

  3. Use the Directory hierarchy to locate the directory node into which you want the assets uploaded. Refer to Navigating the digital asset hierarchy for information about navigating to a particular directory node.

    Important: For best performance, select a folder somewhere below the Root folder. Choosing the Root folder as the import directory can cause the Root folder to open slowly if there is a large number of imported assets.

  4. Choose Import/Export Assets.

    The Import/Export Assets page displays.

  5. Choose Import Assets from the options.

    The Import Assets page displays.

  6. Select the options you want for the data import. (See Fields: Import Assets for descriptions of each setting.)

  7. Choose Next.

    • If you selected Import All Records Automatically on the Import Assets page, the Import Status page displays the details of the import process.
    • If you selected Review Each Record on the Import Assets page, the Review Records for Import page displays the metadata associated with the first record. You can edit any metadata field as needed. When you have finished reviewing the record, you can select the action for the current record and how to continue importing records. (See Fields: Review Records for Import for information.)

    Important: If you attempt to navigate away from the Review Records for Import page without finishing the import, Portfolio will prompt you to either complete the import without review or return to the review page. If you choose to navigate away from the page, any changes you made to the current record will NOT be saved.

    Note: If the file being imported contains custom metadata fields that do not exist in the system you are importing into, those fields will be created upon import. If any assets in the export file are skipped during the import, custom metadata fields associated with those skipped assets will not be added to the system.

    The metadata fields that are created during the import process will not be mapped to search fields automatically. For more information on mapping metadata fields to search fields, see Managing metadata fields

    When you have finished importing all of the records, the Import Status page displays the details of the import process.

    Note: The length of the import depends on the number and average size of the assets you import.

  8. Choose Assets from the navigation pane to return to the Assets page.

Related topics 

Digital Assets

Fields: Import/Export Assets

Fields: Import Assets

Fields: Review Records for Import