Page tree

Versions Compared


  • This line was added.
  • This line was removed.
  • Formatting was changed.

Table of Contents


Logging In

  1. On the Avalon home page, click on Sign In>>

  2. At the Login page, enter your username and password, click Login/Sign In Button.


Browsing Media


Browsing and searching is powered by Blacklight and Solr indexing. Flexible search features include Unicode support; Advanced Full-Text Search Capabilities; faceted searching to help end users and collection managers refine their search results.  Avalon also auto-generates search suggestions.  Avalon provides multiple sorting options for search results, including relevancy sorting or sorting by specific.  Once items are added to Avalon, Near Real-time indexing occurs.  No additional steps are needed to index newly added or changed objects.  


Boolean Commands and Truncation are not supported by Avalon at this time.    

Two workflow facets are available viewable only to Collection Managers:  

  • Published:  Allows you to navigate to all published or unpublished items

  • Created by:  Allows you to see items you created and/or items created by users in the Collections Managers group

File Management

  • Definitions:

    • Avalon object - A single item (media object) accessible through one Avalon page; consists of one or more content files and metadata describing the content file(s)

    • content file - A single media file (i.e., sound recording, moving image) that is part of an Avalon object; one or more content files could make up the media for a single Avalon object (for example, 3 .mp4 files combined to form an entire movie, 6 .wav files together make up the recording of an entire orchestra concert, or a sound file and a moving image file together represent a video with accompanying lecture commentary)

  • Types of files, size of files, etc

    • For a list of source file formats and codecs that are supported in Avalon, see the Avalon Media System Supported Source Formats and Codecs documentation on our wiki

    • There is a file size limit of 250MB when uploading files manually through the Avalon Web interface.

    • There is no practical limit on the maximum file size of a source file uploaded to the system through the Avalon Dropbox or through the Batch Upload feature.

    • File names should not include the following characters - [ ] < > | &

  • Via Web - Web ingest is used for manual upload of one or more media objects.  

    • There is a file size limit of 250MB each when uploading a file manually through the Avalon Web interface.

    • The Avalon Web interface allow for labels to be added to individual sections of a multipart Avalon object.  

    • Avalon Objects can be created without associating media.  Metadata and access control information can be created first which allows for collection managers to come back to that Avalon Object and associate the correct media at a later time.  

    • Deleting files -

      • Deleting a Single Avalon Object deletes the record from the database and the derivatives created for each media file.  

      • Deleting a content file of an Avalon object does not automatically delete that content file and its derivatives.  If you would like those items deleted, follow the prompt “Several clean up jobs have been sent out. Their statuses can be viewed by your sysadmin at /var/www/avalon/shared/log/matterhorn_cleanup.log”  

    • Known issues/Troubleshooting

      • An Avalon object is created every time you choose the Create menu even if you do not associate any media or metadata with the object.  Avalon object will only be viewable by Collection Managers.  Avalon object can be deleted individually.  

      • Save and Save & Continue to do not save Labels added to individual sections.  The Upload button must be clicked before proceeding to Save or Save & Continue.  

      • Items can be published without adding any media to them.  On the Preview page, click Unpublish at the top of the object.  

  • Dropbox - Avalon’s dropbox is used to import large files, any individual file over 250MB.  

    • Uploading files - Large media files are placed in a dedicated Avalon dropbox (a file server usually connected via SFTP or a mapped network drive).  Contact your system administrator for dropbox location and connection information.

    • Once files are mounted into the dropbox, Collection Managers can go to the Create menu to open the dropbox and attach selected files to an Avalon Object.  File processing begins once media is attached from the Dropbox.  

    • Deleting files

  • Batch - Avalon's Batch Ingest feature provides a method of building one or more media objects at a time from uploaded content and metadata outside the user interface. A batch ingest is started by uploading an Ingest Package (the combination of content and metadata) consisting of one Manifest File and zero or more Content Files to the Avalon dropbox.

    • Formatting the xls - See Batch Ingest Package Format for a batch spreadsheet template and instructions on the metadata fields that can be included in a batch ingest.

    • Formatting the batch - All content and metadata files are placed in a dedicated Avalon dropbox (a file server usually connected via SFTP or a mapped network drive).  Contact your system administrator for dropbox location and connection information.

    • Known issues/Troubleshooting

      • How to handle errors for Avalon objects within a batch

      • Sometimes a batch ingest will result in an exception, with one or more content files failing to ingest.  You will receive this information through an email message after your batch ingest processes.  If a content file failure occurs, the following steps can be tried to ingest the content again:

        • Avalon form: To re-ingest a single Avalon object (one row of the batch ingest spreadsheet), place all content files for that object in the top level of the dropbox directory.  Once processed, the content files will be available from the Manage file(s) > Import from a dropbox feature in Avalon and the object can be created using Avalon’s form.

        • Reload spreadsheet: Another option to re-ingest a single Avalon object or set of objects is to reduce the batch spreadsheet to only those failed objects and reload the spreadsheet to the same location as before.  This will run the batch again but only for the failed content files.  

        • If a single Avalon object with multiple content files has one or some of those files fail (but not all), either delete that object from Avalon and use the Reload spreadsheet method to load the entire object again or use the Avalon form method to add those failed content files to the dropbox and append them to the appropriate object in Avalon.

      • In release 1, items created via batch will by default inherit the access control status of “Collection Managers Only”.  To make items visible to the public, to all authenticated users or to specific users or groups, you must edit each item individually.  

  • About thumbnails

    • Thumbnails are captured by Matterhorn at the 2 second mark of the video.  This setting is customizable by your system administrator (insert sys admin customization link). If the item audio, the thumbnail is an illustration of headphones. If the item contains audio and video, the thumbnail is headphones and a screen.  

  • Encoding profiles

  • Troubleshooting

    • To correct errors with one or more content files within an Avalon object:

      • Place corrected content files for that object in the top level of the dropbox directory (contact your system administrator for dropbox location and connection information). Once processed, the corrected content files will be available in Edit mode for the Avalon object from the Manage file(s) > Import from a dropbox feature. Delete the incorrect content files from the object in the Manage file(s) step of the Avalon object Edit mode, add the corrected files, click Update in the Associated fiel(s) section, then Save at the bottom of the Manage file(s) form.  

    • To correct errors with the information about an Avalon object:

      • From the Edit mode for the Avalon object, use the Resource Description form to correct metadata about the object.  Click Save at the bottom of the form to save your changes.

Resource Description

  • Metadata/MODS

    • When creating a new Avalon object in Avalon Media System, the Resource Description form is used to gather basic metadata about the object.  Each form field contains contextual help.  Clicking on the question mark image next to the form field name will expand with instructions.  In some cases, those instructions will recommend controlled vocabularies to use (see help for Genre and Subject for examples).  Other times, the instructions contain formatting recommendations (such as Publication Date and Creation Date).  Please be sure to verify that metadata is being entered properly so that Avalon Media System can make the best use of the information you provide about your objects for search and discovery.

  • Batch vs item?

    • At this time, batch ingests can take in more metadata than can be input through the Resource Description form for an Avalon object.  See Batch Ingest Package Format for a full list of supported field names for batch processing.  Future releases will expand the information that can be entered through the Resource Description form and will enable use of more descriptive metadata for search and discovery within Avalon Media System.  If you have information for most of the fields supported through batch, you can choose to load that information now and it will become more usable with later releases.

  • Items with multiple tracks

    • labeling, ordering, how metadata works

      • If a single Avalon object is made up of multiple content files, those content files can be uploaded separately to the object, labeled individually, and reordered at any time. If there is more than one content file, each content file will be listed on the Avalon object’s page and can be selected for individual playback. Labels specific to these content files can be helpful for users to better understand the content of the object.  If no label is provided for a content file, the filename will be listed.  You must click Update in the labeling section for labels to persist.  

  • Suggestions for controlled vocabulary use

    • Some fields in Avalon have recommended controlled vocabularies.  Genre, all types of Subjects (Location, Time Period) and, if possible, names of creators and contributors.  The contextual help accompanying the fields in the Resource Description form contains links to the recommended vocabularies.  Additionally, the Batch Ingest Package Format specifies controlled vocabularies for those same fields.

Access control options

  • Available to general public:  Anyone can view items with this setting without being logged in.

  • Authenticated users only:  Only users that can log in to Avalon can view these items.

  • Collection managers only:  Only collection managers can view these items

  • Limit access to:  works for sharing resources specific individuals with Avalon logins or existing Avalon groups.  Note: users in the Collection Managers group can always see these items.     


  • Hide from search results:  This option exists for items you wish to keep available via URL only.  Items with this setting can not be discovered via search or browse.  

  • Published vs Unpublished:  Unpublished items are only viewable to Collection Managers. To make Avalon items viewable to other users, you must publish the item.    

Group Management

  • System groups roles and policies

    • Collection Managers can view, edit and delete all aspects Avalon objects and files.  

    • Group Managers can add or remove members to existing groups, create or remove group.  Collections Managers can not edit policies and permissions for groups - a system administration must do that (link to dev doc).  To add users to a group, enter their Avalon username as displayed in the upper right corner upon logging in. This is usually an email address.  

  • Creating new groups

    • Group Managers can create new groups for the purpose of sharing specific resources with groups of users.  These groups will have view access only.  No ability exist in the interface to edit policies for groups.  


Stream level protection

  • Avalon provides stream-level protection for desktop and mobile streams through session token validation.  Tokens are passed between Avalon and the streaming server (Adobe Media Server or Red5) when a valid Avalon session exists.  These tokens last for 20 minutes.  


Item Management

  • Published vs Unpublished

  • Item creation, deletion

  • Items you created

User navigation


  • Full screen button


Deleting Items

  • Deleting a Single Avalon Object deletes the record from the database and the derivatives created for each media file.  

  • Deleting a Specific Media File/Section - To replace a specific file in any Avalon object, navigate to the Manage File(s) step for that object.  Delete the specific file or files and replace the file with a new one.  Processing for that file will begin again.  

  • Deleting File(s)/Batch(es) from Dropbox.  A delete from dropbox function exists in the dropbox interface so that collection managers can make space in the dropbox or keep it organized.  Avalon does not keep the original files nor does it keep references to where that original file is located.  Files and metadata for batch operations do not display in the dropbox view via the interface, so deleting batches needs to happen directly in the dropbox directory.