iBase 7 System Manager's Guide

For General Users

Getting Started

Log In

If you don't have log in details you will need to register.

To log in, click on the Log In button on the top banner. In the resulting pop-up, enter your email address and password, noting any terms and conditions acknowledgement that might be required.


To register, move the mouse over the Log In button and click on the Register option in the drop-down menu. In the resulting pop-up, complete the user details on the registration form, then click the Register button.

If you need to register, but there isn't a Register option, please contact your system manager.

Manage Account Details and Change Password

To manage your account details or change your password, log in and move your mouse over the "person" icon on the top banner.

Clicking Account Details will open a pop-up where you'll be able to edit your details and preferences - a red asterisk means that an entry must be made.

Clicking Change Password will open a pop-up where you'll be able to enter a new password. Note the requirements for your new password detailed at the bottom of the pop-up.


All of the search options available to you will appear on the menu bar on the left-hand side of the window.

Note: Searches always operate only on those items available to you with your permissions.

Thumb Galleries

All searches are returned as thumb galleries.

Clicking a thumb opens its item page.

The thumb gallery shows at the top left how many items have been returned by the search, and there is page by page navigation available at the bottom of the page.

Options available on a thumb gallery page include:

  • Sort items according to a variety of criteria, including date of upload or item title.
  • Show less or more detail.
  • Set the number of items per page.

Note that these options will persist for your session regardless of what type of search you do.

Quick Search

The Quick Search can be found at the right of the top banner.

Note: Search terms entered are shown here as italicised.

Type in the word or phrase you are searching for ‐ as you type, suggestions from the data will appear. You can click any of the suggestions or use the keyboard return key to carry out a search.

Use of a wildcard character

The wildcard (*) can be used in place of characters to widen the search. For example air* will find air, aircraft, airport, etc. Similarly silver* will find silver, Silverstone, silverfish, etc.

Narrowing quick searches (Boolean operators)

When searching for more than one word, or to omit words from a search, AND, NOT and OR can be used.

Here are some examples:

  • A search for duck AND mallard will find only items that contain both duck and mallard.
  • A search for duck OR mallard will find items that contain either duck or mallard.
  • A search for duck NOT mallard will find items that contain duck, but will exclude items that also have mallard.
Phrase Searching

A phrase can be found by placing quotes around it. For example, a search for north Yorkshire will return items which contain either north or Yorkshire, whereas searching for "north Yorkshire" will return only items with the exact phrase north Yorkshire.


Click on "Folders" to expand the folder structure:

  • A folder can contain subfolders and files.
  • Click on a folder to access the files and sub-folders within it.


Where collections are available 'Collections' will be on the menu.

Clicking one of the collection opens it and displays the items that it contains.

Explore All

This displays all of the items available to you.

Subject Search

Where a subject hierarchy is available, 'Subject Search' will appear on the menu.

Subjects with lower levels are indicated by +. Click the + to open the next level down.

Select subjects for searching by clicking in the box beside the term. As many as are required can be selected.

You can clear any currently-selected subjects by clicking Clear Selected Terms.

Select how you would like the subjects to be searched from the pick list. Options are:

  • Find items with any of the selected subjects including children (This is the default).
  • Find items with any of the selected subjects.
  • Find items with all of the selected subjects.

Field Search (Advanced Search)

Metadata fields can be searched individually or in combination.

In combination the options available in the dropdown near the top of the page are:

  • Items must satisfy all of the search criteria.
  • Items must satisfy at least one of the search criteria.

Various search criteria can be selected for each field, for example 'Matches', 'Contains', 'Starts with', 'Ends with' etc.

The search boxes can be reset to empty with the Reset button.

Click the Search button to run the search.

Location (Map) Search

Where map search is available the geographic locations of a search are displayed. The map pins show how many items are at the location they are marking, and clicking an item opens its item page.

Refine a Search

After any search is carried out the 'Refine Search' option is available at the top left of the thumb gallery.

Refining a search uses the same page as field search, but searches only on the items returned by the previous search, which is detailed at the top of the page.

Search History

The search history maintains a record of all searches carried out by you during your current session. Click any search in the list to re-run it.

When you close your browser the search history is cleared.


Selecting Items

In a thumb gallery, items can be selected by:

  • Clicking the box at the top left corner of a thumb.
  • Using the Selection options at the top of the gallery. Note that Select All selects only the items on the current page in view, it doesn't include items from other pages that might have been returned by the search.
  • TIP: If you have, say, 80 items returned by a search, you can get them on to a single page by changing 'Items / Page' to 100 at the top right.

Clear Selected on the Selections button clears all currently selected items on the page in view.

Toggle Selected selects any unselected items on the page, and unselects any selected items on the page in view.

On an item page there is a Select button at the top of the page to select the item.

Viewing Selections

As items are selected, the Selections button on the top banner shows the total number of items selected.

The selected items are displayed as micro thumbs at the bottom of the page. To view them as a standard thumb gallery, click Open Full Page.

Items can be unselected by clicking the tick at the top left of each thumb.

When logged in, there are a range of options for selections at the top of the selections bar (or at the top of the page in Full Page view):

  • Clear
  • Print
  • Download
  • Move to Folder
  • Add to Collection
  • Batch Edit
  • Archive Items
  • Trash Items
  • Map Metadata to Fields

Clear Selection

Clicking the Clear Selection button will deselect all the items and close the selections bar.

Print Selection

Clicking the Print Selection button will open a pop-up where you can select from the available print templates. Clicking the HTML or PDF buttons will print all the currently selected items using the required template.

Download Selection

Clicking Download Selection will bring up the Download pop-up, where you can select the export policy that you wish to use. Note that not all export policies are available to all users. Files downloaded from your selection will be zipped-up before download.

Move to Folder

Clicking Move to Folder will open a pop-up which will allow you to search for or create a new folder to move your selected items into.

Add to Collection

Clicking the Add to Collection button will open a pop-up which will allow you to add your selected items to a new or existing collection. Note that each item can be a member of multiple collections.

Batch Edit

Clicking the Batch Edit button will open the Batch Edit dialog. See Batch Editing for more details.

Archive Items

Clicking on Archive Items will move all of the currently selected items into the archive. See Archiving Items for more details.

Trash Items

Clicking on Trash Items will move all of the currently selected items into the trash. See Moving Items to Trash for more details.

Map Metadata

Clicking on the Map Metadata to Fields button will open a pop-up which will enable you to import descriptive and technical metadata from the files. See Metadata Mapping for more details.

Downloading Assets

Clicking the Download button at the top of the item page will download the current item. After clicking it, select the required file size using the export policy drop down list.

Clicking the Download button on the Selections bar or Selections page will download all the currently selected items.

Providing Feedback

Being logged in is necessary to be able to provide feedback.

On an item page use the Feedback button to send feedback by email. The details of the item are automatically included in the email.

Sharing / providing access to assets

Individual items, collections and folders can all be shared independently and in several different ways, for example via social media, email, and web links.

Sharing individual items

To share an asset, click on the Share button on the item details page and select 'Share via Email' or the Social Media platform that you wish to share the the asset to. Fill in the required fields, logging-in if necessary.

Sharing collections and folders

The principles of providing access / sharing for both collections and folders are the same for each -

  • * By default permissions are inherited from any folder or collection above it in the hierarchy.
  • * Default or inherited permissions can be overwritten.

From within a collection or a folder click the Share (Collection or Folder) button and a window appears with the sharing / access options shown as follows - .

  • * Email - complete the fields and Send Email.
  • * Social media - click a logo and log in as required in the usual way.
  • * Create a link which can be copied then used or given out as required - click Show Shareable Link
  • * Grant access to - click in the box and select 'Anyone with the link', or any of the roles listed, or type a user's email address.
  • * For each of the roles listed the small drop list arrow under Access can be used to select what the role has permissions to do, such as upload, download, view etc... This overrides any existing or default inherited permissions for the role.

Purchasing Items

Where an item is available for sale, a Purchase button is on the item page.

Click Purchase and complete the details requested. The cost of the purchase is displayed as the details are entered.

Click Add To Shopping Cart or click Quick Checkout if you have finished selecting items for purchase.

More items can be added to the shopping cart as above.

At the checkout page, edit details as required then click Go To Payment.

On the payment page, select a payment method then click Place Order.

Purchase History

A history of your purchases is available by clicking on the Purchase History menu option.