In this tutorial, you will be introduced to Extensis Portfolio, a powerful asset manager and organizer. You will learn to
- Connect to the file server.
- Connect to the Portfolio server.
- Find items in the database.
- Make screen shots of websites and add them to the catalog.
- Annotate and reference items.
Estimated completion time: 1/2 hour, although finding good quality websites and annotating them properly may vary.
6. Inside the folder, you will see additional folders, one for each type of media. Other folders will be added as necessary.
Note: Always ask your guide or instructor if you are confused about where to place your media.
7. Launch Portfolio from the dock.Select File...Connect to Servers. Alternatively, when the application opens, it may ask you to connect to server immediately. It looks like this:
10. Check out the catalog. Double click on an item. A preview will appear on the screen. Close the preview by clicking on the red dot in the left corner.
There are various views available, thumbnail and record are the most useful. Change the view by clicking on the icons as below.
11. Folder view provides quick access to the media, organized by the actual folders on the server. For example, double click on the Websites folder to see just the websites in the database.
12. Go to the Internet and find a site that is not in the database and that will help you or your team members with the project. Copy the web URL (command-C) from the address bar.
To make a screen shot, type command-shift-4 all at the same time. A small crosshair will appear. Drag your mouse from one corner diagonally across the screen to select the are you wish to capture and release. You will hear a camera 'click' sound. On the desktop, a file will appear, most likely called Picture 1.
13. Rename this item by clicking once on the name. Paste the URL into the highlighted area.
NOTE: You MUST replace ALL of the special characters with dashes and add the correct suffix. See the example on the right.
14. On the server, find the appropriate folder and drag your item into it to copy. Alternatively, you can select the item, press command-c to copy it, then select the folder and press command-p to paste.
Make sure it is placed in the correct folder!
15. Anytime an item is changed on the server that is watched by Portfolio, the folder sync will highlight in bold with a ! on the icon. Select the folder icon in Portfolio and press Sync.
17. To annotate your item, you need to be able to edit the fields. You can do this easily in Portfolio directly in the record view.
Make sure you are in Record view (see step 10 above) and then find VIew...Customize or press Command-K. This will bring up the View customization dialog.
18. Click the Edit checkbox to be able to edit information in Record view. Select any fields you wish to see by clicking to the left and adding a check mark next to it. The numbers indicate how many lines multi-line fields will show. Click on the number to change it.
When you are satisfied, click OK.
Note: You can find out more about these options under Portfolio help, located in the Help menu.
19. Under Source_URL, type the name of the site. In the second space below, paste the website address. You must add both a title and the address or Portfolio will not recognize the change.
Add a URL description and be sure to put your name in the Contributor field box.
When you are finished, repeat step 18 and unclick the Edit checkbox to turn off editing.
