User Guide (English)

Login (demo)

To open Asta 7 go to the web address provided by your system administrator or use our demo to explore the system at the address demo2.stiftelsen-asta.no/gui. You can log in using your credentials.

Open

Main Menu

• Open

  

  The logo, clicking this will focus the Home tab

• Search icon, clicking this will open the Search tab, has a context menu with the option to open another search tab

• Folder icon, clicking this will show/hide the Project and Content tree

• Menu icon, clicking this will show a submenu containing links to the Admin client and the User Guide

• Gear icon, clicking this will open the Preference tab

• Logout icon, clicking this will log out and take you to the login page

Home

Tabs that were open in the last session are reopened when a user logs in to Asta 7. This is how you can continue working where you left off. If no tabs were open or this is your first time logging in, you will be taken to Home. This tab will always be available and is accessible by pressing the Asta symbol in the menu on the left or by pressing the first tab.

Home shows projects you have recently worked on, as well as a button for creating a new project. Efforts are being made to make Home a good starting point for further work when you open Asta 7.

Project and Content Tree

Once logged in, you can see the main menu on the left. The folder symbol takes you to the project and content tree.

The tree on the left shows all the initialized projects in the system as roots. Pressing the name of a project opens the Project Landing tab with information about the project. Click the arrow to the left of the project name to see the underlying archive units.

Search

You can search for the archives or top-level archive units in the tree. Type your query in the search box on top of the tree and press Return/Enter or click the search icon button. It will search within all the projects and show the matched archive units. The search uses the fields chosen in Title Field preference. You can clear the query and press Return/Enter or click the search icon button again to clear the search.

Open project and archive units

When you have found a project or archive unit in the tree that you want to open, you can click on it to open. In the case of projects the Project Landing tab and in the case of archive units the Content Detail tab opens in the current tab. It is possible to select Open in new tab from the context menu to keep the tabs already open.

Pin/Unpin projects

You can pin projects that we work with frequently so that you can find them easily. Pinned projects will appear on top of the tree with a bold title. Select Pin archive from the context menu for pinning.

Pinned projects will have the option to unpin them.

Edit project and archive units

You can select the Edit option from the context menu to open the Edit Dialog for a project or the Content Edit tab for an archive unit.

Delete project

Project/root nodes in the tree will have a Delete option in the context menu.

Clicking this will open the delete confirmation dialog.

Export separator sheets

You can export the separator sheet PDF from the context menu as well. There are three option for exporting

1. This item: exports only the current archive unit

2. Including all siblings: export the current archive unit and all its siblings

3. Including ENTITY_NAME siblings: exports the current archive unit and the siblings of the same entity

Create archive units

In the context menu of a node in the tree, you have the option to create archive units for all possible entity types. Clicking them will open the Content Create tab.

Project Landing tab

On the landing page for a project, you get a quick overview of the project. Currently, the following information is available

• A short description of the project

• Statistics on how many registrations you have per entity type

• List of the digital files with the option to Download or Delete them. It is also possible to Upload new files from here

• List of changelogs if enabled

In the longer term, the page will display the desired information about the project for necessary reporting. 

Export

Admin users will get the button to export a project. Clicking the button will open a dialog where you can choose the things you want to export. The following things are available for export

• System table: an XML file containing the project metadata

• Content: XML files containing all the archive units

• Template: an XML file containing the template and entities

• Preferences: JSON files containing the preferences

Import preference

Admin users will also get the button to import preference. Clicking this button will open the import preference dialog. You can choose to import the preference from a previously exported file or from a template.

Search

To open the search tab, press the search button from the main menu. It is possible to open multiple search tabs by selecting Open in new tab from the search button context menu.

Enter the query text in the search box and press Return/Enter or click the search icon button. The search result comes directly below the search field and you can now tap on a match to open it in the Content Detail tab.

You will also get some filtering options on the left side of the search result. Currently, it is possible to filter using projects and entities. 

Create Project tab

Clicking the Add new project button from the Home tab will open this tab. This tab contains a form for creating new projects. You need to provide a name and identifier for the project. Then choose the template and the organization. Optionally you can also provide a description. Clicking the Create button will create and initialize the project. The project then should appear on the Project and Content tree.

Content Detail tab

This tab shows the details of an archive unit. There are several ways to open this tab. Like

• From the Project and Content tree

• From the Search result tab

• From the Content Detail tab itself (using breadcrumb, parent, and sibling navigation)

• From the children list in the Content Detail tab

Breadcrumb

On top, the tab shows the breadcrumb which contains the links of all of its parents leading up to the project.

Header

The header shows the icon (if any), the archive unit title, and the entity name on left. On right, you will get the buttons to quickly create siblings and children

• Add new sibling: will open the Content Create tab for creating a new sibling

• Copy new sibling: same as above but will prefill the form wi current units information

• Add new child: will open the Content Create tab for adding a new child

• Batch create child: will add a row in the corresponding children list for adding a new child

And at last, there is the menu with the following options

• Parent: will open the Content Detail tab for the immediate parent

• Previous/Next sibling: will open the Content Detail tab for previous/next sibling

• Export: will open the export dialog with the option export the archive unit with its children in PDF or Excel format

• In the case of an Asta5 archive, there will be an additional export option for exporting the archive with all its descendants in PDF format

• In the case of eligible Asta5 units, there will be also the option to export Labels in Docx format

• Delete: will open the delete confirmation dialog

• Copy object URL: will copy the URL for the current archive unit tab. You can share this URL with other users

Details

This section contains the unit details shown as label and value. It is possible to edit the values in place. Just click on the value and it will show the input with the option to save and cancel.

Member/Children lists

For all the member entities (can be changed using preference) of the archive unit, there will be a section showing the list of children for that entity type. This list will be shown as a table with the field names as table headers. It is possible to sort the list using these table headers. Clicking these headers will reload the list from the server sorted with the field in the header.

Every row in the list will have the following options

• Edit: will change the row into a form for editing with the option to save and cancel

• Copy: will add a new row add the bottom with a form prefilled with the current rows information for creating a new sibling

• Open: will open the Content Detail tab for the particular archive unit in the current tab

• Open in new tab: will open the Content Detail tab for the particular archive unit in a new tab

• Delete: will open the delete confirmation dialog

Besides these row-level options, there are some action buttons at the bottom of the list

Customize

Clicking this button will open the dialog for changing the field preference for the corresponding entity.

Reload

This will reload the list from the server.

Regenerate field value

In case there are field-value preferences for this entity this button will load all the units in the list and will make it possible to use drag-drop to rearrange units in the list. After rearranging you can click the corresponding Regenerate button, which will open the dialog for providing the start value. Then clicking generate will change the particular field value for all the units.

Select to move

Clicking this button will add checkboxes to the list for selecting rows. After selecting rows you can click the Move items button which will open the dialog for selecting the destination from a tree similar to the Project and Content tree.

Show more

Initially, the list loads the first 10 items. Clicking this button will load the next 10 items.

Show all

Clicking this button will load all the items from the server to the list.

Add

This button will add a row add the bottom of the list with a form for creating a new item.

Content Create tab

Selecting any create option from the Project and Content tree will open this tab. On top, this tab shows the breadcrumb containing the links of all the parents leading up to the project. Then the inputs are shown. After filling in the inputs you can click the Create button at the bottom to create the archive unit. If the parent node is expanded the archive unit should appear in the Project and Content tree. You also have the option to select Create and add sibling/child button. Depending on what you choose this will create the archive unit and open a new form for creating a new sibling or children.

Content Edit tab

This tab shows the complete form for editing an archive unit. You can open this tab from the context menu in the Archive and Content tree. This tab is kind of similar to the Content Create tab, with the exception that you get a Save button instead of a Create button.

Preference

In this tab, you can view, change, export, and import all the preferences.

Preference level

If you are an admin you will get this option at the top to select the preference level. Normal users only get the project-level preferences but admin users can also view and change the template-level; preferences.

Export

Clicking the button will open a drop-down menu showing all the projects/templates. Choosing one will export a ZIP file containing preference for all the entities in separate JSON files.

Import

Clicking this button will open the import preference dialog. You can choose to import the preference from a previously exported file or from a template.

Language preference

You can choose the language for the application in this preference. Currently available languages are

• English

• Norwegian

• Spanish

Entity title preference

You can choose the title fields for an entity in this preference. It is possible to use drag-drop to rearrange the fields. If you are an admin you can also set the Global preference. Other users will get the Global preference by default.

Entity fields preference

This preference is for selecting the fields to show for an entity. Same as above it is possible to use drag-drop to rearrange the fields. If you are an admin you can also set the Global preference. Other users will get the Global preference by default.

Entity icon preference

Choose the icons for entities in this preference.

Member entities preference

You can choose the member entities you want to show for an entity in this preference. Same as above it is possible to use drag-drop to rearrange the members. If you are an admin you can also set the Global preference. Other users will get the Global preference by default.

Field value sequence / pattern preference

This preference will prefill the fields when registering archive units. Provide the necessary values. There is one thing to note, that the Field length will is including the prefix and suffix. It is also possible to prepend some value from any of the immediate parents.