CIS • Portfolio ABC’s

Finding and Looking at Images

Once you have opened a catalog, you should see a window with thumbnails of pictures in the middle and a list of “galleries” on the left. We’ll talk more about galleries in a moment. You can simply browse through the catalog by scrolling up and down.

You can change order in which the images are displayed by using the “sort” order list near the upper right of the window. Choose the field you’d like to use to sort the images alphabetically/numerically. Click the little arrow to switch between ascending (A-Z) or descending (Z-A) order.

WARNING: while you can drag images into any order you like, as soon as you close the window they will revert to their default order.

There are three basic ways to look at the catalog:

  • thumbnail view (the one that typically appears when you first open a catalog),
  • item view
  • list view

Each view presents images and data a little differently. Experiment by looking at each view to see which suits you best.

You can switch between view styles by clicking the buttons near the top of the window. You can also customize what metadata will appear with each view. You can save all of your tweaks in a custom view that will get added to the view list. There’s more on this topic below, in Section C “Viewing Metadata.”

Browsing is fine for getting a feel for a collection, but usually you will want to find specific images related to a particular period, theme, culture, etc. There are several ways to search for images using Portfolio:

1. Using a pre-made Gallery

On the left hand side of the main window you probably noticed a list of terms, concepts and faculty names (e.g. “FacMillenderS05” or “Goddess & Polis”). These represent galleries—sub-sets of the whole catalog—that other faculty have created for a lecture or paper topic. To view the images in a gallery, just click on its name and wait a moment. The thumbnails for that gallery’s images will load in a few seconds. Please do not alter other people’s galleries in any way. With an access level higher than “reader” you can create your own galleries, which is a simple matter of drag and drop. Contact Fred Lifton if you need a password for a higher access level and for instructions on creating your own galleries.

2. Using “QuickFind”

Quickfind is an abbreviated search tool designed for fast, not thorough, results. Terms typed into the QuickFind box at the upper right of the main window will be compared against the text in a select number of fields. Other fields are ignored. For example, you can tell Quickfind to only check in the title and description fields. Now, if you type “Ulyssses” into the Quickfind box, only those records where the word “Ulysses” appears in the title or description will be found and displayed. If you want Quickfind to search for more fields you need to log on at least as high as “Publisher” and go to Portfolio’s preferences to add or delete the fields it looks in.

3. Using full “Find”

Accessed from the “edit” menu by choosing “search” or by clicking on the “find” button at the top of the page, this method of searching is similar to searching in Word, Spotlight or other desktop applications. You can select the fields you want to search in and how you want them searched (starts with, contains, etc.). Clicking the “+” lets you add additional search criteria.  For example you can combine fields to find all records where the “culture” is “Roman” that also contain the keyword “legionary” but not the keyword “Asterix”.

You can use the “Saved Finds” drop-down to save your search criteria in case you want to use them again.

Note:like custom views, saved finds are saved onto your local computer, not the server. So if you switch to another computer they won’t be available.

There are two ways to present images during a class or lecture: Previews and Slideshows.

1.Viewing a Preview

Double click on any image or click the preview button to open a “preview” window where you can view a jpeg (compressed) version of the image and zoom in or out. If you select multiple thumbnails to view (e.g. by holding down the shift key), they will all open up in the preview window and you can move from image to image using the left and right arrow keys at the bottom of the window.

If trying to preview an image results in an error message asking you to locate the image file, you forgot to mount the Catalog server onto your computer’s desktop. See “Connecting to a Database” above.

Hint: You can select multiple, non-contiguous  images by holding down the “command” key (aka, Apple key) and clicking on the desired images. You can select multiple contiguous images by holding down the “shift” key and clicking the first and last image in the series.

Hint: You can open more than one preview window at a time for side-by-side comparison of images. Double-click each image you want individually instead of selecting multiple images.

2.Viewing a Slideshow

Portfolio can present the images you select in a slide-show style format. First select the images you want to present, then choose “Slideshow” from the “View” menu. The command below that, “Slideshow options,” lets you control things like whether or not the show runs automatically, etc.

WARNING: Slideshows do not work well on two-monitor systems that aren’t mirroring since the program hides the second screen automatically.