Including Creator Records

Concept

Sharing Creator records (Artist/Photographer/Creator/Author) online can help your web visitors further explore your collection. Accessible from Advanced Search or as links on catalog record pages, Creator records will display any fields from the Creator database you have selected to share online. There will also be a list of Associated Records for this creator.

Including Creator records online is optional and you may choose to exclude all or certain Creator records from displaying online. Similar to the catalog records, each Creator record in PastPerfect has an Include in Web Export checkbox that can be selected or deselected.

Our recommendation is that you include all Creator records associated with the catalog records you have online. Be sure to select fields to include for your Creator records or else they will not display online. Including at least the Name field will allow your web visitors to easily view other records created by this same person. This article provides the steps for our recommendations.

Task

To include all Creator records associated with online catalog records, follow these steps:

1. Click the PastPerfect Online button from the Main Menu.
2. Click the Next button.
3. On the Select Data Fields to Include screen, click the Objects tab.
4. Double click on Artist, Artist 2, and/or Artist 3 in the Available Objects Fields list. This will move the field(s) to the Fields to Include in Web list.
   
   
   
5. Repeat steps 3 and 4 for each of the catalogs.
   • For Photos, add the Photographer field.
   • For Archives, add the Creator field.
   • For Library, add the Author field.
6. Click the Creators tab and select which fields of data from the Creator database you wish to share online. We recommend having at least the Name field selected.
   
   
   
   
7. Click the Browse Files Before Publishing button on the left.
8. Click the Creators tab.
9. Click the Include All Creator in Web Publishing button.
   
   
   
   
10. Click the Yes button, and then click the Next button.
11. On the Create Web Publishing Files screen, click the checkbox for Export Only Affiliated Creators under section 7. This will deselect any Creator records that are not connected with catalog records selected for the web.
    
    
    
    
12. Click the Create Files Now button.
13. Click the Next button.
14. Click the Upload Data and Images to Website button.

References

• Web Publishing Wizard - Selecting Data Fields
• Web Publishing Wizard - Customizing Field Names
• Web Publishing Wizard - Browsing Files Before Publishing
• Web Publishing Wizard - Setting Up Advanced Search Categories