iBase 7 System Manager's Guide

For Upload and Edit Users

Uploading Files

The Upload Files Page

First log in, then if you can't see the Upload Files button on the top banner, contact your system manager for the necessary permissions to be added to your account.

Click the Upload Files button to open the Import Files pop-up.

The upload procedure is the same whether uploading single or multiple items, and for all file types.

Select a Folder to Upload to

Either select an existing folder from the Import Files Into drop-down, or click on Make New Folder and create a new one by following the on-screen instructions.

Drag and Drop

Files can be dragged and dropped on to the Import Files pop-up, or selected using the Select Local Files button. As files are dragged in they'll start to be uploaded straightaway - don't worry, you can keep on selecting files for upload.

Once uploading is complete, click the Finished button and you'll be taken to the folder that they've been uploaded to.

Hot Folders

If the system has a hot folder, you can copy files to it - iBase will automatically upload them from there.

Embedded Metadata

If configured by a system manager, any metadata embedded within assets will be automatically copied to the relevant metadata fields in the system during upload.

Editing / Updating Items

Editing a Single Item

On an item page, click the Edit button and edit the fields as required.

Note: For all editing operations, when you have finished editing you can either Update with the changes or Discard the changes. If you have made changes and attempt to leave the page before clicking Update or Discard, a warning will be displayed.

Assigning Subjects to Items

On an item page click the Edit button.

The item can be assigned to any number of subjects.

Use the Assign Subject button to select the subject(s) for the item.

Use the Remove All Subjects button on the item page to clear all subjects for the item.

Replacing an Asset with a New Version

From More Options on the item page, select Upload New Version. Upload the files in the usual manner.

Archiving Items

From More Options on the item page, select Move to Archive.

Archiving an item is useful for assets which have no immediate value, but which you do not wish to delete.

Moving an item to the archive deletes its surrogates and activity history.

Archived items will not be found or returned by a search.

Items that are in the archive can be viewed with the Items In Archive option of the tools menu (Cog icon).

Items in the archive can be restored, at which point a new activity history will be started.

Moving Items to Trash

From More Options on the item page, select Move to Trash.

Trash in iBase works in the same way as - for example - Trash on a Mac or Recycle Bin on a PC.

When items are moved to trash, everything about them is stored there, including their activity history.

Items in trash will not be found or returned by a search.

Items in trash can be viewed with the Items In Trash menu option.

Items in trash can be restored, complete with their activity history, by clicking on the Put Back button on the item page.

Deleting Items

To permanently delete an item - the digital asset, all of its metadata and its audit history - use Empty Trash in the Trash folder.


Batch Editing

Batch editing is very useful where you want to carry out the same operation on multiple items, for example appending or overwriting a field value with a new value.

Batch editing is accessed via the Selections page and opens a pop-up where you can specify which fields and what operations you want to carry out.

Each field has a number of operations that can be carried out, including overwriting, appending, search and replace, etc.

Multiple fields can be changed in a single batch operation.


Collections in iBase are a way of grouping together digital assets that are related in some way, for example they might be grouped together for an exhibition or marketing campaign, etc.

Single-click searching is available on a collection and, if required, some can be displayed on the home page in the form of a carousel or gallery.

Collections - like folders - are hierarchical, so each collection can contain further collections, as well as assets.

Creating a new collection

This creates the collection to which assets can be added.

From the left-hand menu, click Collections, then select New Collection or New Collection From Selection from the New Collection button drop-down.

Adding items to collections

Any item can be added to one or more collections.

Select the item, and on the Selections page use the Add to Collection button to add the currently-selected items to the required collection.

Removing items from collections

On the Collection's page, select the items for removal, then click Remove Selected from the Selection button's drop-down.