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Resource Libraries

Last Updated: Mar 21, 2017 11:33AM EDT

The Resource Library (library) product is a core element of Higher Logic's community platform.  Through libraries, users can share files, including multimedia, in a socially-enriched environment.  Multimedia library content can be viewed through Library Entry pages and embedded as content in other web pages.  Additionally, Creative Commons licensing notices can be added to Library Entries.  All Discussions maintain a library for containing the attachments to Discussions Posts.

Highlights of Library Functionality

The Higher Logic Resource Library supports the following:

  • Robust multimedia hosting with enhanced video/image display options
  • Webinar functionality to allow real time and legacy access to online presentations
  • Multimedia library content can be displayed in all web pages
  • Upload paths “purpose driven” through content-type dedicated wizards
  • Unique URLs allow upload of library entries to a specific library
  • Multiple Customization Points
  • Community Admins enjoy robust authority over Library Entries

Instructions on accessing and installing this functionality is integrated into this documentation.

Library Structure and Terminology

Libraries have three clear strata, which can be easily understood in comparison to a filing cabinet filled with folders and paper documents. 

 

Library – the top-level container

Think of it as an entire filing cabinet.  Admin functions and access protections happen on the library level and are mingled with Community access settings.  There are two options for displaying library content, List View and Folder View – both of these display the library entries within the library.  

 

Library Entries – the holders of files

Think of each Library Entry as a folder within the file cabinet.  Library entries can contain multiple files of different file types.  All the data on such things as downloads/views/ratings/comments gets recorded at the Entry level.  Each Library Entry has its own distinct page, called a "View Document page".  Much of the indexing for search happens at the entry level. 

 

The Library Entry name/title is limited to 300 characters. Attempts to provide a Library Entry name of over 300 characters will result in an error message stating "String or binary data would be truncated".

 

Files - the PDF, DOC, MPG and other actual files

Think of the files as the paper in the folders of the filing cabinet.  Multiple files of different types can be posted to a single Library Entry.  File text, if text-readable, is also indexed for search.

The file name/title is limited to 100 characters. Attempts to upload files with names longer than 100 characters will result in an error message stating "String or binary data would be truncated".

Library Security

Where he Library is attributed to a community permissions to access the library's content follow the discussion access permissions.  See the Discussions Settings and Permissions page for more information about setting community discussion and library permissions.

Stand-alone library access permissions are determined on the Admin site.  To navigate to the page where library access settings are determined go to Communities>Libraries>List of Libraries.  There, select the library from the selection input at top left.  When the page refreshes, determine Security Groups allowed access to the library's content via inputs in the checkbox array labeled "Security Groups: Allowed to View Content".

 

File Types and Sizes Supported

Over 70 file types can be uploaded to Library Entries of type Standard File Upload or Copyright Licensed File.  

The following file types are supported with a maximum file size of 1GB:

3G2       Mobile Video
3GP       Mobile Video
AI           Illustrator Vector Graphic
AVI         Video File
BMP       Bitmap Image
CRTX     MS Excel Chart Template
CSS       Cascading Style Sheet
DOC       MS Word Document
DOCX     MS Word Document
DOT        MS Word Document
DOTX     MS Word Document
EOT        Embedded OpenType
EPS        Encapsulated Postscript
EPUB     Electronic Publications
F4V        Flash Video File
FLV        Flash Video File
FON       Font File
FNT        Font File
GIF        GIF Image
GZ         GNU Zip Archive
HTM       HTML Page
HTML     HTML Page
ICO        Icon Image
JPE       JPEG Image
JPEG    JPEG Image
JPG      JPEG Image
M4A      Flash Audio File
M4V      M4V Video
MOV     QuickTime Movie
MP3      MP3 Audio
MP4      MPEG Video File
MP4V    MPEG Video File
MPE      MPEG Movie
MPEG    MPEG Movie
MPG      MPEG Movie
MPP      MS Project Plan
MPT      MS Project Template
MPV      MS Project View
MPX      MS Project Exchange
MSG      MS Outlook Message
OFT       MS Outlook File Template
OTF      OpenType
PDF       Adobe PDF File
PJPEG  JPEG Image
PNG       PNG Image
POTX     MS PowerPoint
PPS        MS PowerPoint
PPSX     MS PowerPoint
PPT        MS PowerPoint
PPTX      MS PowerPoint
PSD        Photoshop Format
RA          Real Audio
RAM       Real Audio
RTF        Rich Text Format File
STL        STereoLithography
SVG       Scalable Vector Graphics
SWF       Flash Movie
TEX        Enriched Typeset
TIF         TIFF Image
TIFF       TIFF Image
TTF        TrueType
TXT        Text File
WAV      WAV Audio File
WMA     Windows Media Audio
WMV     Windows Media Video
WOFF    Web Open Font Format
WOFF2  Web Open Font Format
WPD      Word Perfect Document
WRI       Windows Write Document
XLS        MS Excel Spreadsheet
XLSB     MS Excel Binary
XLSM    MS Excel Macro-Enabled
XLSX     MS Excel Spreadsheet
XLT       MS Excel Template
XLTX     MS Excel Template
XML      Extensible Markup Language
X-PNG  PNG Image
ZIP        WINZIP Archive

Creation of Library Entries via EmailA small number of webinar codecs are supported for Library Entries of type Webinar. Some codecs are not supported for some file types.  In particular, a codec commonly utilized by Microsoft's GoToMeeting product is not supported. Users should upload files utilizing an unsupported codec to YouTube or otherwise reformat prior to uploading to a Higher Logic website.  Details on unsupported codecs are available at http://www.encoding.com/help/sub_category/category/complete_supported_input_formats 

Using the baseline configuration, Discussion posts can be made via email.  Files attached to the email will be used as the basis for a library entry that will be an attachment to the discussion post created.  There are limitations to this creation path.

Email Providers
There are literally hundreds of email providers, and not all of them encode their email in ways that allow Higher Logic to discern the files.  AppleMail, for example, can encode attached files such that the files gets wrapped into an unusable .MSG attachment.  Other providers may present similar limitations.

File Types
Not all file types supported by the Resource Library product can be included in a library entry via the email path. Video and .TXT files are not supported, for example.

Supported File Types via Email
The following file types are supported and will result in inclusion in Library Entries via the email attachment path.
BMP, CSV, DOC, DOCX, DOT, DOTX, DWG, EML, GIF, GZ, HTM, HTML, ICS, JPE, JPEG, JPG, M4A, MP3, MPP, MPT, MPV, MPX, MSG, PDF, PJPEG, PNG, PPS, PPSX, PPT, PPTX, RA, RAM, RTF, TIF, TIFF, VCF, VCS, WAV, WMA, WPD, WRI, XLS, XLSX, XLT, XLTX, XML, X-PNG, ZIP

Community Admin Roles

Community Admins are empowered to perform the core library management roles.  Community Admins can perform management functions outside the CCAdmin site to which they do not have access. 

  • Library Editing and Deletion
    Upload, Edit and Delete links are now accessible to Community Admins on the View Document pages for Library Entries. 
  • Approving Moderated Library Entries
    Library Entries include Content Items allowing Community Admins and HL Admins to approve or reject proposed Library Entries directly.  Community Admins will receive moderation notifications when their email addresses are added to the  Manage eGroup page (see complete instructions).
  • Reassigning Library Entries
    Community Admins can transfer ownership of all Library Entries by inputting an email address while editing.
  • Organizing the Library Folder View
    Community Admins can name, move, create and delete the folders seen by users in Folder View.
  • Creating a New Library
    Most libraries serve Communities, but stand-alone libraries can be created as well.  Generally, it is recommended that new libraries be created with a new Community.  The Discussion and Microsite for a Community can be disabled until needed.  Adding an stand-alone library to a community can only be done through a support ticket.

Instructions: Creating a Library with a New Community

To Establish a Library with a new Community, take the following steps:

 

  1. Consider the Community Type before creating the Community.  In the CCAdmin page, access the Manage Community Types page under Communities.  The initial access settings will be impacted by your Community Type selection.  Choose a Community Type that meets the needs of the Community/library you are creating.
  2. From any page of your website, click the "Communities" link in the Welcome Box.  This will bring you to the My Communities page.
  3. Click the "Create a New Community" link below and to the right of the tabs.
  4. Complete the fields as desired.  Take care when making the three inputs regarding access – these determine such things as whether different kinds of users will see the library and its contents in search, and which/how members can post to the library. 

The new library will appear in the libraries lists and Communities lists consistent with the view permissions selected. 

Instructions: Creating a Library with No Community

Stand-alone libraries are not recommended to be used where complex access/posting permissions, available to Communities, are needed.  To Establish a Stand-alone Library, take the following steps

  1. Access the Manage Libraries page of the CCAdmin site.  This page is under "Libraries"
  2. Select "Add New"
  3. Complete the fields as desired and click "Submit" Note – moderation can be established for a stand-alone library at the time of its creation

The new library will appear in the libraries lists consistent with the view permissions selected.  It will not be accessible through the Communities lists.

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