HAL user manual - Habitat for Humanity
Contents
1. shows all the resources from the collection in the main work area o Select changes the collection panel to show that particular collection o Email click to bring up a form allowing you to email the whole collection to another user Delete remove the collection Edit edit the main set up parameters of the collection Log view list of activities Contact sheet produces a sheet of thumbnails of the items in the collection 0O 0 0 0 Creating and editing a collection 10 You can create a new collection by typing a name under Create New Collection and filling out the subsequent form It is possible to edit these fields at any time so you can manage the collection to suit your need e Name a name for the collection e ID aunique number generated by HAL e Access choose from Private or Public to control access to your collection Private stops others seeing your collection without your approval while Public opens up the collection to everyone e Theme Category admin only link the collection with one of the theme categories to showcase some of the best available resources to other users e Allow other users to add remove resources by default only you can add and remove resources from your collection even if you have shared it with other users Tick this option to allow those users to add and remove resources You can block access at any time by deselecting this option e Attached users add other users t2. for Humanity affilates for Humanity our If you are a user with restricted permissions to accessing resources you may need to select Request resource instead of download When your request has been approved you will receive an email from HAL with a hyperlink to your resource Related resources panel The panel directly under the Resource Details panel shows thumbnails of all the resources related to the current one These resources may be linked for a variety of reasons Often there may be many resources linked to a particular story or project including photos videos and documents An option allows all the related resources to be opened up in the thumbnail view as if they are the results of a search PEZ at ante ie Search for similar resources panel This panel shows keywords used by the current resource By ticking the various words the search button dynamically changes to show you how many other resources also match Click the button to show all those resources This tool can allow you to refine your current search Downloading resources Download the most suitable file type using the Resource Tools panel as described above Copyright If the copyright of a resource belongs to anyone other than HFHGB a pop up warning box will appear when you download the resource You need to follow the instructions in the pop up box in these cases When downloading the resource you should complete the intended use
3. 4H Habitat for Humanity HAL user manual Habitat for Humanity Asset Library Version 1 31 March 2011 HAL at a glance e Intuitive interface a visually rich user focused interface to support you in accessing and organising resources e Simple and advanced search the main search panel is available on every page allowing quick access to the resources while the comprehensive advanced search lets you focus your search and find the exact resource you are looking for Use the search for similar panel to find other resources based on those you have already found e Resources detailed resource information thumbnails stories detailed visual previews and streaming video help you find the best and most relevant resources e Direct access to resources resources can be downloaded to your computer in a variety of sizes from high quality print files to screen resolution files e Themes groups of our very best resources selected by the HAL team which focus on the latest themes or showcase projects and ideas e Organisation collaboration and distribution tools to organise your resources share with colleagues on group projects and distribute to others e Archiving access the archives Quick guide 1 Log in Navigate to hal habitatforhumanity org uk and enter your username and password both are case sensitive 2 Search for resources using the Search Panel to the right of the work space or select advanced search from
4. being used and space available Edit wording Go to Team Centre gt Manage Content to edit text fields such as the welcome message the content of automatically generated emails contact details or the Help and Advice page Export data This feature in Team Centre gives you the option to perform a mysqldump in either SQL or XMP This is an optional backup programme in addition to the regular automatic backups Installation check Go to Team Centre gt Installation Check to view the version details and statuses of the various components of HAL ResourceSpace Manage plugins There are a number of plugins available which can extend the functionality of HAL ResourceSpace These are listed under Team Centre gt Manage plugins 15 Reports There are reports available under Team Centre View Reports You can then choose to view a variety of different reports showing how people are using the resources in HAL Send bulk email Use this option in Team Centre to send emails to one or more HAL users or to particular user groups System set up super admin only This option in Team Centre allows you to manage user groups and permissions manage resource types and fields create and edit reports using SQL set sizes for download and preview View statistics Use this option in Team Centre to view numerical data on how HAL is being used There is also an option to print the statistics Appendix 1 HAL is powered by Resourc
5. d as much data as you can click Next Clear Form clears any data from the fields Do not import embedded metadata for this upload many resources will already have electronic data attached to them such as technical data and even captions and credits Click this box if you do not wish to use this data If you do not tick this box HAL will transfer any data already attached to the resource and place it in the relevant fields Sometimes this means it will overwrite data you have already put in that field in the form or clear other fields so please check after upload If you don t think that what you re uploading has any data attached to it then it s best to click this box Resource type choose from Photo Document Video or Audio Make sure you pick the correct type of resource otherwise what you upload will be hard to find This also will give you different fields to fill in Add to collection you can choose to add the resource to an existing collection create a new collection to put the resource in or add it to no collection If you don t give the new collection a name HAL will automatically generate a random number Title required give the resource a title which will appear on the Resource Details page Keywords required select as many keywords as are relevant to the resource Caption enter a short description of who what is in the photograph what is in the video what the document is about or what the audio fil
6. e Clear Search Welcome to HAL Welcome to the Habitat Ass The Resource Search panel p sssg E The Resource Search panel appears to the right of every Screen and gives access to the HAL search engine This is Pa the main way that you will find the resources you need You can enter text to quickly search by keywords names codes or Document ID numbers as well as selecting other options such as Video resource type country and date Audio You can access the Advanced Search page from this panel The resources in HAL have been comprehensively categorised and the search engine will search through all data attached to each resource If you type more than one word in the search engine will find all the resources that match all of these resources For example if you type in Homepartner garden into the search engine it will only resources that contain both these words You can choose other options to further refine your search Clear Search and return more accurate results If HAL is unable to find any resources it will suggest another word to help you Every single resource has a unique ID If you know a particular resource ID you can go straight to it by typing that ID in the text box and clicking search You can use one or more of any of the fields to begin your search with e Text box typing in this box will find the word wherever it appears and will give you the broadest search e Resource type select
7. e indicating its significance e g The first time Fred works from home 14 System Admin There is more information on the ResourceSpace Wiki http wiki resourcespace org Add more options to fixed lists Go to Team Centre Manage Resources Manage field options and you can edit or add options to the fixed lists including project codes keywords copyright options and story codes Approve pending resources weekly task Go to Team Centre Manage Resources View User Contributed Resources Pending Submission OR View User Contributed Resources Pending Review This gives you a list of all the pending resources To approve these one by one click on the resource to bring up the Resource View click edit and then change the status to Active Alternatively to change the status of more than one resource at the same time create a new collection add the resources pending to this new collection and then use edit all to change the status to Active Archive resources Go to Resource View gt Edit gt Change status to Archived Whole collections can be archived by going to edit all and changing the status to Archived Backup Every evening the contents of HAL will be backed up onto the 1 amp 1 server space provided In the event of a system failure HAL can be restored from this backup Check amount of space available Go to Team Centre gt Disk Usage to view the amount of space currently
8. e is Also include any background information such as the project or GV objectives See the guidelines to caption writing below Area required select the correct HFH area for the country from the list AME Countries include Angola Botswana Burundi Cameroon Central Africa and African Republic Cote d lvoire Democratic Republic of Congo Egypt Middle Ethiopia Ghana Jordan Kenya Lebanon Lesotho Liberia East Madagascar Malawi Mozambique Nigeria Rwanda Senegal Sierra Leone South Africa Tanzania Uganda Zambia Zimbabwe AP Asia Countries include Afghanistan Australia Bangladesh Cambodia Pacific China East Timor Fiji Islands Guam India Indonesia Japan Laos Malaysia Mongolia Myanmar Nepal New Zealand Papua New Guinea Pakistan Philippines Singapore South Korea Sri Lanka Thailand Vietnam ECA Countries include Armenia Bulgaria France Germany Great Britain Europe Hungary Kyrgyzstan Macedonia Netherlands Northern Ireland and Central Poland Portugal Republic of Ireland Romania Russia Slovakia Asia Switzerland Tajikistan Turkey Ukraine LAC Latin Countries include Argentina Bermuda Bolivia Brazil Chile Colombia America Costa Rica Dominican Republic Ecuador El Salvador Guatemala and Guyana Haiti Honduras Mexico Nicaragua Paraguay Trinidad amp Caribbean Tobago USA amp Canada Country required use the dropdown
9. eSpace Open source digital asset management ResourceSpace was developed for Oxfam GB by Neale Hall and Dan Huby This guide is based on the ResourceSpace User Guide written by Neale Hall 2007 Appendix 2 HAL in action 1 Preparing an appeal amp working together with an agency The DM manager is working together with an external agency to produce the next appeal The DM manager needs to share a selection of images for the agency to use in the appeal without having to spend a lot of time uploading files to FTP or emailing large files He she can create a new Collection of suggested photos for the appeal and share this with the agency The agency can then search through the suggestions and download any that are suitable 2 Supporter request with minutes to go A supporter telephones on Friday late afternoon asking for photos to accompany a presentation they re doing on Sunday morning They need images of a particular project taken last year which include the homepartner A member of staff can go straight to the Search Panel and enter the details they need From the Resources Details page the staff member can choose a selection of images create a collection and share this with the supporter without needing to email large files 16
10. ew streams a low resolution version of the video directly to your computer for viewing without downloading o download download the file e Document o Original file download the original file o Screen download a low resolution file suitable for screen display such as web or PowerPoint o Preview if the document is a PDF read it online without downloading Additionally this panel has aad to collection and email resource options similar to those found on the main thumbnails screen e Email resource click to bring up a form allowing you to email the resource to another user If you email an external user i e someone who doesn t work directly for HFHGB you must select Restricted access and set the expiry date to a week ahead of the day you are sending it e Add to collection click to add this resource to the current collection shown in the My Collections panel e Log view the log of the resource to see when and where it was last used Resource Log er Actior Created 29 March 11 09 18 Eleanor Perkins resource 29 March 11 09 18 Eleanor Perkins irii Edited 29 March 11 09 20 Eleanor Perkins resource field Keywords Edited 29 March 11 09 20 Eleanor Perkins resource Caption My Collections Home Search Results Themes Recent construction Finance Happy Home Homepartner Horizontal Men Smiling Solution r Any year affilaites or
11. form We need to keep a record in HAL of where and when each resource is used Doing this when you download the resource will save a lot of time later Things to check when you re downloading e Has the subject given permission If not this resource may not be used Consult admin for advice e Copyright you will be warned if the copyright for the resource belongs to anyone other than Habitat for Humanity e Do you need to download If you just want to save the resource for later reference then add it to one of your Collections Using resources In general all of the resources available to you on HAL should have been approved for use However you do need to be vigilant In general you should not use for public distribution any images or videos that show e naked children or inappropriately dressed people e unsafe construction practices and children on obviously active construction sites Remember that it s our duty to respect the dignity of our homepartners and volunteers whatever the situation Working with collections Collections are a way to manage the resources you find By adding resources to a collection you can build up your own personal selection of images stories videos and saved searches HAL manages and remembers your collections so they are available whenever you return and from any computer you access HAL from Collections act in a similar way to the shopping basket found on many e commerce websites You are not rest
12. gained permission Copyright if the resource has been taken from an external source e g AlertNet select the relevant copyright Otherwise the default copyright is HFHGB Date the date the photo video document audio file was created Credit name the photographer videographer composer author of the resource Once you have entered all the data you have click next You will be redirected to a page where you can browse for the files to upload When each file has been uploaded a new resource will have been created By clicking on recent in the main menu you can see the resources you have most recently uploaded Writing a caption Captions should read clearly and be laden with information about the asset The following approach by M Wells gives a sensible framework GV volunteers and GB Hope Challenge participants give their permission through agreeing to the terms and conditions of the trip event 13 NDNA Name any people in the asset and state their roles include the age group and gender of the subjects but don t guess sensitive information about ethnicity or age Describe the subject and its attributes or layout e g Large oak tree against a sunny sky Location context Team from NHBC laying foundations in Malawi Colours and visual attributes Jenny s new latrine painted yellow Timing information e g Jones family at home in winter The meaning or purpose of the imag
13. ifferent sizes Access the Resource Details page by selecting a resource from a search theme collection or email sent from HAL The workspace expands to fit the full width of your browser If you have a smaller screen the Hesource Tools panel will appear under the preview image Download Lv Audio Download Kevaorde Screen Download Country By Date Open Habitat home AP Resource Details panel For an image resource the main panel shows a larger preview of the resource its title and all the associated information including country date caption and other information For a video resource the preview shows a still representing the video while a document resource shows the content of the story Resource tools panel The Resource tools panel shows information regarding the different file versions of the resource Depending on each resource there may be one or more options to select along with exact technical details of the file including pixel dimensions image measurements resolution and file size Select the option most appropriate for your use e Photo o Highest quality print original file download the best resolution picture available suitable for professional printing o Low resolution print suitable for most everyday needs o Screen download a low resolution file suitable for screen display such as web or PowerPoint o Preview generates a full screen preview without downloading the file o online previ
14. is is a search you may need again you can save the criteria to your collection panel Each resource is shown in an individual resource box in the thumbnails display The box shows a preview image title location rating for the best resources email resource icon and add to collection icon View resource details and download options click on the preview image or title Email resource click on the envelope icon to bring up a form allowing you to email the resource link to another user This is useful for quickly sharing resources with colleagues If you email an external user you must select Restricted access and set the expiry date to a week ahead of the day you are sending it e Add to current collection click on the add to current collection icon to add this resource to the collection shown in the My Collections panel You can use this to bookmark particular resources for later use vf Habitat HAL Rri vancr Poguiorty Colas Date 24 48 1921 120128 Simple Search Photo Document Video Audio Keywords v Country By Date Search Mal D tnternet Baina Working with resources The Resource Details page has everything you need to know about a particular resource such as title date caption credits copyright recorded uses of the resource and all associated information It also includes the Resource Tools panel with options on viewing previews logs streaming videos and downloading files in d
15. menu to select the country which is featured in the resource i e you may have received a photo of a family in Russia but via the office in Slovakia The country would be Russia Location enter the name of the village district or province if you know it Named persons list the names of any recognisable people in the resource and give their job title e g Andrew Mace British Ambassador to Cambodia Project code if the resource is related to a PBF project or GV trip select the relevant code If the code you need isn t there contact admin 12 Story code if the resource is related to one of the focus project homepartner stories select the relevant story code from the dropdown list If the code you need isn t there contact admin Theme select the HFHGB theme s which best describes the resource For GV or events choose Community leadership and public mobilisation developing active citizens for the cause Try to avoid using other A resource can fit into more than one theme For example a GV trip Community leadership and public mobilisation developing active citizens for the cause could also be serving OVC families Subsidised shelter programmes for targeted marginalised and vulnerable groups Accessible and affordable housing finance Includes microfinance save and build Advocating sustainable secured housing tenure property rights and improved affordable housing supply systems Advocacy p
16. ne tne tn stre tenens ens tns etate inne nne nn etna tn eterna 6 Working with collections eeeseseseesesee A esee ennt nennen tne tn etn tns tenete R nne trennen tnnt 9 Uploading resours seeno eiaei eerie eie ee te ie eee ee rede ehe eee eee ded 11 System AQGmil ceci ceci icc et bate a ain ttt tst ette tot eol eet tete dede D c bte ecce 15 Appendbcil aote ta RO DURO ne dio eam ed aa dit ted ce ere Toe 16 Appendix 2 HAL in actioni ze et tte t i ti LL LE tn ta c c a S 16 How to access HAL HAL is a web based system available from any computer with internet access Just go to hal habitatforhumanity org uk Log in First you must log in to HAL Every user has a unique username and password This keeps the system secure and gives you access to your previously saved resource collections shared projects and any research work you may have requested from the team Passwords and usernames are case sensitive Password reminder If you can t remember your password you can ask for a reminder to be sent by email from this same screen You will be instructed to enter your email address Apply for an account If you haven t been registered and haven t got a username and password you can request an account from the login screen Home when you log in to HAL you will see the home page from where you can start searching or access other tools Change password after logging in click on your name in the main men
17. o your collection and it will appear in their own collection panel when they access HAL e Relate all resources in collection click on this to indicate that all resources in the collection are related This is useful if the collection includes resources about a specific homepartner story or project If someone looks at one of these resources then all of the other related resources will be listed below it Shared and collaborative working using collections You can quickly share your collection by selecting Share in the Manage my collections page This is a way for teams to work together on a project using the same collection of resources HAL brings all the resources into a single shared collection that the attached users can access You may choose to restrict collections so the users can only view and download the resources or you may choose full access for the team so they can add and remove them You should restrict access if you are sharing the collection with an external agency i e someone who does not work directly for HFHGB By making a collection public you share your collection with anyone who has access to HAL This is useful if you have a collection you feel other users may benefit from It is possible to search all of the public collections from the Manage my collections page Recent Clicking on the heading Recent in the main menu will bring up all of the recently added resources You can browse these like you w
18. ould browse the results of a search Uploading resources Uploading quality resources with good quality information attached is the key to the success of a system like HAL The more information that is stored with each resource the easier it is to find resources that fit your needs If you save no information other than the title of the photo the resource will be of little use and no user will be able to find it For example this picture is of widow Ineli Banda and her son Gift They are homepartners in a programme in Zambia and the photo was taken in 2009 If a user uploads this photo and then does not include this information it will not appear in any searches If the user enters saves the country name but no other information it will only appear in a search on Zambia but not in searches for family homepartner widow or any other words Access the Upload page from the Main Menu From this page you can upload just one or multiple resources of the 11 same type photos documents video or audio For example when you have many photos of the same subject in the same situation you can upload them in a batch For uploading a batch of resources you only need to fill in the Upload page once The Upload page displays the fields available to complete Many of these fields are required indicated with an asterisk and you will not be able to proceed until they have been completed Once you have entere
19. photo document video audio to refine your search e Keywords select a keyword from the fixed list which the resources have been tagged with 4 e Country choose the country from the list e By date you can use this to find photos from a particular date Example If you want to find a photograph of a child there are a number of ways you can do this If you type child into the top box this will find all occurrences of the word child in every single resource in HAL This includes captions of photographs which do not necessarily have a child in them If you select the keyword children from the list of keywords you will find only the resources which have children in their list of keywords Advanced Search Access advanced search from the bottom of the Resource Search panel Advanced Search allows you to search all the specific categories and data attached to every resource individually By using this form it is possible to carry out very detailed searches targeting the specific data of each resource For example you can search for construction area AME country Ethiopia keywords smile includes homepartner yes and find just a few targeted resources Any section of the form that you leave blank or unticked will include all those terms in the search For example if you leave all the country tick boxes empty the search engine assumes you don t wish to target any pa
20. ricted to a single collection It is possible to create as many collections as you need For example you could set up a collection for each appeal or brochure you are working on or make a collection of your favourite resources Also one resource can be in many different collections Collections also work as a tool for sharing resources and working collaboratively with others You can make particular collections available to particular users or groups of users The My collections panel At the bottom of every screen is the My Collections panel You can select show thumbs or hide thumbs to expand or hide the thumbnails in your active collection By default you will have a collection called My Collection to get you started This cannot be deleted You can add any resource to this by clicking the icon in the resource panels returned from a search or from within 9 the Resource Details screen You can also save the search parameters to your collection by clicking the option at the bottom of the work area after a search My Collecti olar oven in SriL MESS The Collections panel consists of Current collection a dropdown menu allows you to switch between your collections if you have more than one Manage My Collections click to access the Collection management screen where you can create edit and delete your collections Share click to bring up a form allowing you to email the whole collection to another user This i
21. rojects community training Disaster Risk Reduction Shelter reconstruction and reducing the impact of climate change Includes disaster response projects and disaster mitigation Innovative local shelter construction technology and sustainable development Includes projects using local building techniques like chika bamboo or mulberry twigs or energy efficient technology e g solar ovens Community leadership and public mobilisation developing active citizens for the cause Includes GV trips and GB fundraising events Liveable cities and urbanisation Includes urban regeneration and renovation projects Driving the house construction economy construction enterprise and construction education Includes construction training courses Subsidised shelter programmes for targeted marginalised and vulnerable groups Most of the photos fit into this category Other Includes homepartner tick yes if the resource includes a homepartner Includes volunteer tick yes if the resource includes a homepartner H amp S approved check that the practices displayed in the resource are in accordance with HFHGB s health and safety guidelines particularly with regard to volunteers Permission to use tick no if the subject of the resource has removed their permission for us to use photos videos quotes of them Generally if we have a photo story or video of someone then we will already have
22. rticular country and leaves it out of the targeted search The results will then come from all countries If you select just Ethiopia then the results will only contain resources linked with Ethiopia Themes Themes are handpicked groups of resources sharing similar topics They highlight some of the best resources that HAL has to offer They can be a good way to browse new resources although they only represent a tiny percentage of the resources available Working with search results Search results are displayed as thumbnails or a list in the main work area sorted in order of relevance Information about this search sorting and resource browsing are shown across the top of the work area They include e You found how many resources have been found matching your request e Display click to change the way resources are displayed either as large or small thumbnails or a list e Sort order click to change the order of resources based on relevance popularity date or colour o Relevance HAL ranks resources against keywords o Popularity based on how many times the resource has been viewed o Date date the resource was created o Colour sorts the resources by hue e Browse results navigate through the pages of results This also shows which page you are currently viewing e Archives if any of the archives match your search you can access them from a link under the results e Save search query to collection if th
23. s useful for quickly sending resources to colleagues Edit edit the details of your collection View all Click to show all the resources in the main work area Hide thumbs click to hide the thumbnail previews and reduce the size of the collections panel You will still have full access to all the functions of the collections panel Edit all Click to edit particular details of all the individual resources in your collection at once Use with caution as this overwrites the existing details of the resources Download all downloads a zip file of the whole collection to your computer together with a text file of the resource details Individual thumbnails and tiles Click to view the resource in detail x Remove Click to remove the resource from the collection This does not delete the resource from the whole of HAL Managing collections My Collections screen Click on My Collections in the home page or Manage My collections in the Collections panel to access the management screen The screen shows a list of all your collections Collection name this is also shown in the Collection panel dropdown menu Owner the user who set up the collection ID unique number for the collection Created the date the collection was initially created Items the number of resources in the collection Access whether it is a public or a private collection Tools different options to manage your collections o View
24. the panel 3 View resources you find using the search engine themes or browsing recent and click on a thumbnail to see the resource details and download options Upload a resource by going to upload in the main menu at the top of the screen View edit or create new collections by using the panel at the bottom of every screen or the option on the home page 6 Download a resource you have found through searching and enter how you intend to use the resource into the empty boxes 7 Log out using the log out option in the main menu What s in HAL e Photographs from projects homepartner stories GV trips GB fundraising events etc e Videos footage sent in from the field from GV trips homepartner stories and GB fundraising events etc e Documents stories and interviews with homepartners and volunteers etc e Audio coming soon sound tracks interviews etc HAL ata glance cec edad inier dedero o De eere de de e oe e E e 1 QUICK QUID Giese E 1 What sin HAL PE 1 How to access HAL ccs Lace cie ete dee er ee epe spe ata aus 3 HAL WOKS pac E ite nnd attese etie neg rp ricette Pe ee EO TU Cu Celer bb n et eti t ied 3 How Rear aro a reSOUrCe E 4 Working with search results esesessssseseseeeeeeeeen eene A nne tenentes 5 Working with reSOUICeS ussessesseseeeeeeeeseeene enne enne nnne nne n
25. u and follow the instructions Log out when you have finished using the system remember to log out in the top right hand corner especially if others have access to your computer Wir Habitat HAL Welcome to HAL Habitat for Humanity GB s Asset Library Please log in Username Password Lanquage British English Keep me logged in at this a workstation ion HAL Workspace The HAL workspace is laid out to give access to all the tools and features of the system It expands to fit the full width of your browser so make sure you expand the window to fit your full Screen in order to ensure you get the best out of HAL The workspace consists of The main menu access all the areas of resource space i e Home Search Results Themes Recent Help amp Advice Upload in the top right hand corner The work area this is the main area of the screen and changes depending on what you are doing The Resource Search panel quickly find resources or access the advanced search The Search panel is always displayed along the right hand side The My Collections panel at the bottom of the screen and contains resources that you have bookmarked Out Contact arty Habitat HAL Home Search Results Themes Recent Help amp Advice Upload Themes Simple Search Photo pe Document My Collections Video Tye Sys ee Audio eywords Country Help amp Advice elp and advice to get the By Dat
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