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workflow, process, publish, embargo, archive, review,state, status
ResourceSpace Plugins
Explore the range of plugins that are available to expand ResourceSpace's base functionality, including integrations with third party software and systems.
Writing your own plugins
A plugin in ResourceSpace is a collection of PHP code, language files, graphics, CSS files and other related files that are structured to conform to the ResourceSpace plugin architecture. For deployment, the files that constitute a plugin are packaged together into a self-contained file called a ResourceSpace Plugin (.
Managing plugins
ResourceSpace is a digital asset management system that can be extended or modified using plugins. Plugins have a managed structure that makes it easy for third parties to write and for site administrators to maintain, even as function and bug fixes are applied to the base code.
Table: plugins
The article provides a table named "plugins" that lists all active plugins on the system and stores their configuration. The table has several columns, including name, descrip, author, update_url, info_url, inst_version, config, config_json, config_url, enabled_groups, priority, disable_group_select, title, and icon.
get_workflow_states()
Developer reference for function get_workflow_states()
render_workflow_state_question()
Description Renders a dropdown for selecting the workflow state of a resource. This function generates a dropdown menu with various workflow states, allowing the user to select the current state of the resource.
get_active_plugins()
Description Get active plugins Parameters This function accepts no parameters. Return array Location include/plugin_functions.php lines 388 to 391 Definition function get_active_plugins () { return ps_query ( 'SELECT name, enabled_groups, config, config_json FROM plugins WHERE inst_version >= 0 ORDER BY priority' , array(), 'plugins' ); } This article was last updated 19th March 2025 20:35 Europe/London time based on the source file dated 19th March 2025 15:30 Europe/London time.
register_group_access_plugins()
Description Load group specific plugins and reorder plugins list Parameters Column Type Default Description $usergroup int -1 Usergroup reference $plugins array Enabled Plugins enabled_groups config config_json FROM disable_group_select 0 ORDER BY priority" array "plugins"; Return array Location include/plugin_functions.
register_all_group_access_plugins()
Description Load ALL group specific plugins and reorder plugins list This will bypass any group access controls for use with CLI scripts Parameters Column Type Default Description $plugins: array ps_query"SELECT name enabled_groups config config_json FROM disable_group_select 0 ORDER BY priority" array "plugins"; $plugins array Enabled Plugins Return array Location include/plugin_functions.
Admin overview
Accessible from the top navigation bar, the Admin menu provides a whole range of tools to help manage ResourceSpace and its contents.
Translations
The article provides a guide on how to create an official standard translation and a custom translation for a system. Before starting an official translation, it is important to verify that no other translator is already working with the language.
MuseumPlus
MuseumPlus is a web-based museum management system that provides real-time museum management and fully documents any type of collection and all related workflow. The system can be integrated with ResourceSpace, a digital asset management system, through its API.
Database schema
Database schema for ResourceSpace.
User preferences
The article provides instructions on how to access user preferences on a website. Users can click on the user profile icon at the top right of the screen and select "Preferences" to make changes to the functionality and interface available to them.
get_system_status
The get_system_status API provides system status information, which is configuration-dependent, such as mysql_log_transactions. The API does not require any parameters. The API returns a JSON object that contains the system status information.
User actions
User actions are now enabled for all users by default, unless disabled by a system administrator. Actions alert users to resources or activities that require their attention, and the actions visible to a user will vary depending on system configuration and user permissions.
The Complete Guide to Metadata
Metadata is data that provides information about other data, without describing the content of that data. It is crucial for digital assets and is used to categorize and describe various types of files, such as documents, videos, and audio files.
Navigating Consent and Digital Asset Management
Discover how your organisation can navigate consent and Digital Asset Management (DAM), including ensuring legal compliance and protecting user privacy.
Pending review and submission
ResourceSpace allows users to upload assets to the library with restricted permissions. Members of the General Users group first upload their assets in the 'Pending Submission' state, where they can check and verify the necessary metadata.
How do I publish resources that have been uploaded in bulk?
To publish resources that have been uploaded in bulk, you can go to the "Actions" area in your profile. There are three options available: managing your preferences, adding the resources to a collection, or viewing them as a result set.
New to ResourceSpace?
Find out from the Knowledge Base how to get started with the ResourceSpace Digital Asset Management System.
User guides
Introduction to the user guides section of the ResourceSpace Knowledge Base
Knowledge Base structure
Article to explain how the ResourceSpace Knowledge Base is structured to assist with finding content specific for the reader
Advanced search
The advanced search page in ResourceSpace allows users to access a wider selection of metadata fields, enabling them to create more refined searches. The fields are grouped by resource type, with global fields at the top and resource-specific fields further down.
Searching in ResourceSpace
The ResourceSpace search feature is a powerful tool that allows users to quickly find the resources they need. Users can start with a broad search and then refine the results to find the most relevant content.
Deleting resources
The article provides instructions on how to delete resources in ResourceSpace, a digital asset management system. There are two methods described: deleting resources individually and batch deleting resources.
Creating dash tiles
Dash tiles are a great way of creating shortcuts to your favourite things in ResourceSpace.
Useful user permissions
The article provides an overview of user group permissions and how they affect user actions when accessing and interacting with resources. The permissions are divided into different categories, including searching/access, metadata fields, resource types, resource creation/management, collections, and administration.
User contributions
ResourceSpace allows for user contributions to be managed through user group upload permissions. Trusted uploaders, such as administrators, can add resources without review, while new users must upload their resources in a pending state for review by resource administrators.
Batch replace
ResourceSpace has a batch replace functionality that allows users to update multiple resources at once. This feature is useful for replacing original files and regenerating previews of any number of resources.
Creating and deleting metadata fields
The article provides guidance on creating and deleting metadata fields in ResourceSpace. Metadata fields should be clear and descriptive, and the right data should be stored in the right field type to achieve this.
Modifying field options
The article explains how to modify field options in fixed list metadata fields in ResourceSpace. Users can add, remove or edit options by editing the field and selecting the "manage options" link. To add a new option, users can enter the name of the tag and click "Add".
CSV upload
The CSV upload plugin for ResourceSpace allows users to edit existing resource metadata and create new resources by uploading a CSV file. The plugin is recommended for administrators and users with elevated permissions due to the risk of inserting incorrect data into ResourceSpace.
Video tracks
The Video Tracks plugin for ResourceSpace enables users to create custom video files in alternative formats/codecs, including subtitle and audio track files that have been uploaded as alternative files for a video resource.
KE EMu database integration
KE EMu is a multi-user and object-oriented database management system that uses a Texpress database engine. The Texpress kernel has features that allow for easy creation and use of applications, accessed via a range of applications.
create_resource
The article provides a function called "create_resource" that creates a new resource. The function requires the ID of the resource type for the new resource, which is an integer value. The archival state of the new resource is optional, and the default value is 999.
Configuring php.ini
This article provides guidance on how to configure the php.ini file to handle larger files. The php.ini file location can be found on the PHP Info page in the row "Loaded Configuration File", available by running the function phpinfo() on an empty PHP page.
Configuring for multi-client use
The article provides a method for setting up ResourceSpace as an environment where multiple users can use the system, but their resources remain private from each other. The method involves creating a new global field called 'client' that can be attached to all types of resources.
StaticSync - keep your files in situ
StaticSync is a tool that allows users to keep their files in situ, meaning that they can remain in their existing folder structure. It is not intended to be used as a way to store resources externally to increase storage capability.
Google Vision API
The Google Vision API plugin sends images to Google's Cloud Vision API on upload and sets appropriate metadata in pre-configured fields based on what has been recognised in the image. The plugin can be found under the 'Asset processing' category.
Simple SAML
This plugin allows users to log on to ResourceSpace using a SAML compliant single sign-on (SSO) Identity Provider (IdP)
Metadata read/write mapping
ResourceSpace can map between embedded metadata stored in original files and the metadata fields in ResourceSpace itself. This synchronisation can be two-way, so that imported metadata can be automatically extracted into a configured field, but also that metadata added to the resource after import is written back to the file at download.
Action dates
The 'action_dates' plugin will automatically perform certain actions based on resource metadata, for example, archiving a resource when an expiry date is reached.
Resources not showing for a given user group
The article discusses the possible reasons why a resource may not be visible to some users, while it is visible to others. The reasons could be related to permissions, such as whether the user has access to the workflow state the resource is in or whether the user can see the resource type.
Cookies notification
The cookies_notification plugin is a tool that can be activated under Plugins via the System menu. It creates a header on the login page to notify users that their activity will be tracked via cookies.
All user permissions
ResourceSpace is a digital asset management system that allows users to control which resources other users can see and how they can interact with them. The system offers a range of permission options, including search, metadata fields, resource types, resource creation, featured collections, restrictive permissions, and administration.
TMS link
Help for setting up the tms_link plugin.
Upload here
ResourceSpace has introduced a new feature called "Upload here" that helps users create new resources based on a recent advanced search. The feature directs users to the upload page where the options will have been automatically selected, meaning they can easily add more resources that this metadata set describes.
Offline job queues
ResourceSpace has developed an offline jobs function to delegate slow processes, such as creating a preview for a video file, to another script/process to be run asynchronously. The upload process focuses on getting files into the filestore, later working from a queue for further processing.
Browse bar
ResourceSpace has introduced a browse bar to help users find resources more easily. The bar is a collapsible side tab available from all pages, offering the options to search by resource type, tag, collection or workflow state.
Complete Guide to Crafting Effective Brand Guidelines
Discover the importance of brand guidelines to differentiate your business and ensure your products stand out from competitors.
Wordpress_SSO
The Wordpress_SSO plugin enables users to log in to ResourceSpace using Wordpress single sign-on (SSO) Identity Provider (IdP). However, the plugin should only be enabled and configured by system administrators as it affects how users log in to ResourceSpace.
Vimeo publish
The Vimeo Publish plugin allows users to publish video resources to a configured Vimeo account. The plugin uploads data and has configurable mapped fields to automatically add descriptions, titles, and tags.
Project structure
A breakdown of the folders used within ResourceSpace, and their typical contents and function.
Fixed list fields
ResourceSpace has various metadata field types, including text boxes, check box lists, dropdown lists, date fields, category trees, and radio button lists. Some of these fields can have their options defined by an administrator of the system, and these fields are called fixed list fields.
Wordpress integration
A new WordPress plugin has been developed that allows users to embed resource files from ResourceSpace in their posts. The plugin was funded by ADRA International and developed by Codecide. To install the plugin, users should download the WordPress plugin zip file, navigate to Plugins->Add plugins from the WordPress Admin menu and click 'Upload plugin', or manually upload the zip file to the wp-content/plugins directory of the WordPress installation.
Sensitive image blurring
The sensitive image blurring plugin can blur selected images from users both in the results and on the resource view page. The plugin can be configured by enabling it and choosing a desired field for the "sensitive message" in the plugin's options page.
ResourceSpace software design principles
ResourceSpace, an open-source digital asset management software, has outlined its design principles for developers. The principles include the KISS (Keep It Simple Stupid) principle, which advises against implementing complex solutions when a simple one will suffice, and avoiding introducing new technology when existing technology will suffice.
Configuring Leaflet Maps
This article provides a guide to configuring Leaflet maps in ResourceSpace. The article lists several configuration options that can be used to add tile sources and customize how geolocation data is displayed.
Further videos
The article provides a list of videos that cover various topics related to using the ResourceSpace digital asset management system. The videos cover topics such as creating users, customizing the homepage slideshow, search filters, sharing resources, and more.
Offline archive
The Offline Archive plugin allows users to relocate archived files to an offline location. Once enabled, users can configure the plugin to specify how the relocation will occur. There are four configuration options available: selecting the metadata field that will hold the archive reference code, entering the location that the archives will be created in, specifying a subfolder of the StaticSync folder that restored files will be placed in, and determining whether to carry across the timestamp of the original file.
System reset
The article describes the use of the System Reset plugin in ResourceSpace, which allows users to completely reset their installation by deleting all files and data. To activate the plugin, users must select System then Plugins from the top right menu, and then select the System Reset option from the System menu.
The Digital Asset Management Buyer's Guide
In this guide we look at what DAM software actually is, the problems it solves and some questions to ask a vendor before making a buying decision.
Integrating with Uppy Companion
Uppy Companion is an open-source server application that can be linked to the Uppy uploader used by ResourceSpace. It allows users to select files directly from sources such as Google Drive, Dropbox and OneDrive without having to download the files locally first.
OpenAI GPT
OpenAI's GPT language model has been integrated into ResourceSpace, a digital asset management system, to automate metadata processing tasks. The plugin allows users to use GPT to populate metadata fields based on data stored in another field.
What is Digital Asset Management?
A Digital Asset Management system is critical component of your organisation's tech stack. Explore the benefits of DAM, its use cases, and how it streamlines asset management.
User rating of resources
ResourceSpace has a star rating feature that allows each user to give resources a rating of between one and five stars. User rating of resources can be enabled by super admins in the configuration area via admin, system, configuration, user accounts and enabling "user rating of resources".
A Comprehensive Guide to Digital Curation: Tools and Techniques
Explore digital curation: key tools and techniques for preserving significant cultural assets.
How do I delete resources from the system permanently?
To permanently delete resources from ResourceSpace, follow these steps: 1. Add the resources you want to remove to your collection. 2. From the "Actions" menu, choose "Delete all resources". 3. This action will move the resources to the "Deleted" workflow state.
Is it the same process to make a batch upload as it is to add a single resource?
The article explains that the process for uploading resources in batches is the same as uploading them individually. Users can click on the "Upload" button to start uploading resources. Additionally, users have the option to upload one or more resources directly into a collection by selecting the collection in the lightbox area and choosing "Upload to this collection" from the Actions menu.
How do I delete resources? Is there a batch delete option?
To delete resources, single resources can be deleted by selecting 'Delete' from the resource preview. For multiple resources, add them to a collection and choose 'Delete all resources' from the collection menu.
Managing files with Microsoft SharePoint? You could do more with DAM
Is your organisation still using Microsoft SharePoint for digital asset management? You could do so much more with a dedicated DAM system.
OpenAI Image Editing
The OpenAI image editing plugin is integrated with DALL-E 2 to enable AI image editing within ResourceSpace. Users can access the editing option in the resource tools on the resource view page. The plugin requires the OpenAI GPT plugin to be enabled with a valid key.
Drupal integration
Selected resources in ResourceSpace can be synchronised automatically with the media library in Drupal 11.
Joomla integration
The article discusses the integration of ResourceSpace with Joomla 5.x to synchronize selected resources automatically. To set up the integration, users need to create a Joomla user in ResourceSpace with limited access, ensuring that only desired resources are synchronized.
Table: collection_savedsearch
The article provides information about the "collection_savedsearch" table, which is a list of saved searches that can exist within collections. The table has several columns, including "ref," which is an auto-incrementing index, "collection," which refers to the collection table, "search," which is the search string, "restypes," which is the resource types used when searching, "starsearch," which is an integer value, "archive," which is a comma-separated list of workflow states, "created," which is the date created, and "result_limit," which is the maximum number of results to return.
Table: job_queue
The job_queue table is a list of active offline jobs such as preview processing. It contains several columns, including ref, which is an auto-incrementing index, type, which is the job type, job_data, which is the JSON-encoded job data, start_date, which is the earliest time to start the job, user, which is the user ID, status, which is the job status code, success_text, which is the text to include in the message if the job completes successfully, failure_text, which is the text to include in the message if the job fails, job_code, which is a unique hash used to prevent duplicate jobs, and priority, which is the job priority.
Table: resource
The article provides a table of the resource, which is the central record within ResourceSpace mapping to a single asset/file. The table includes various columns such as ref, title, resource_type, has_image, is_transcoding, hit_count, new_hit_count, creation_date, rating, user_rating, user_rating_count, user_rating_total, country, file_extension, preview_extension, image_red, image_green, image_blue, thumb_width, thumb_height, archive, access, colour_key, created_by, file_path, file_modified, file_checksum, request_count, expiry_notification_sent, preview_tweaks, geo_lat, geo_long, mapzoom, disk_usage, disk_usage_last_updated, file_size, preview_attempts, modified, last_verified, integrity_fail, and lock_user.
Table: user
The "user" table in ResourceSpace stores all user information, including their username, password, full name, email address, user group, and last activity date. It also includes information on whether the user is currently logged in, their browser user agent string, and their IP address.
get_export_tables()
Developer reference for function get_export_tables()
get_user_actions()
Developer reference for function get_user_actions()
get_editable_resource_sql()
Developer reference for function get_editable_resource_sql()
get_collection_resources_with_data()
Developer reference for function get_collection_resources_with_data()
add_smart_collection()
Developer reference for function add_smart_collection()
add_saved_search_items()
Developer reference for function add_saved_search_items()
is_collection_approved()
Developer reference for function is_collection_approved()
compile_collection_actions()
Developer reference for function compile_collection_actions()
config_text_input()
Developer reference for function config_text_input()
config_colouroverride_input()
Developer reference for function config_colouroverride_input()
config_single_select()
Developer reference for function config_single_select()
config_boolean_select()
Developer reference for function config_boolean_select()
config_single_ftype_select()
Developer reference for function config_single_ftype_select()
job_queue_run_job()
Developer reference for function job_queue_run_job()
activate_plugin()
Developer reference for function activate_plugin()
deactivate_plugin()
Developer reference for function deactivate_plugin()
purge_plugin_config()
Developer reference for function purge_plugin_config()
get_plugin_yaml()
Developer reference for function get_plugin_yaml()
get_plugin_config()
Developer reference for function get_plugin_config()
set_plugin_config()
Developer reference for function set_plugin_config()
is_plugin_activated()
Developer reference for function is_plugin_activated()
handle_rsc_upload()
Developer reference for function handle_rsc_upload()
display_rsc_upload()
Developer reference for function display_rsc_upload()
config_gen_setup_post()
Developer reference for function config_gen_setup_post()
config_gen_setup_html()
Developer reference for function config_gen_setup_html()
config_multi_select()
Developer reference for function config_multi_select()
config_single_user_select()
Developer reference for function config_single_user_select()
config_multi_user_select()
Developer reference for function config_multi_user_select()
config_single_group_select()
Developer reference for function config_single_group_select()
config_multi_group_select()
Developer reference for function config_multi_group_select()
config_multi_ftype_select()
Developer reference for function config_multi_ftype_select()
config_single_rtype_select()
Developer reference for function config_single_rtype_select()
config_multi_rtype_select()
Developer reference for function config_multi_rtype_select()
config_db_single_select()
Developer reference for function config_db_single_select()
config_db_multi_select()
Developer reference for function config_db_multi_select()
get_plugin_css()
Developer reference for function get_plugin_css()
plugin_activate_for_setup()
Developer reference for function plugin_activate_for_setup()
register_plugin_language()
Developer reference for function register_plugin_language()
get_plugin_path()
Developer reference for function get_plugin_path()
register_plugin()
Developer reference for function register_plugin()
render_actions()
Developer reference for function render_actions()
render_upload_here_button()
Developer reference for function render_upload_here_button()
render_browse_bar()
Developer reference for function render_browse_bar()
render_custom_fields()
Developer reference for function render_custom_fields()
process_custom_fields_submission()
Developer reference for function process_custom_fields_submission()
save_resource_data()
Developer reference for function save_resource_data()
save_resource_data_multi()
Developer reference for function save_resource_data_multi()
update_field()
Developer reference for function update_field()
get_resource_access()
Developer reference for function get_resource_access()
get_download_filename()
Developer reference for function get_download_filename()
delete_resource_type_field()
Developer reference for function delete_resource_type_field()
compile_search_actions()
Developer reference for function compile_search_actions()
search_filter()
Developer reference for function search_filter()
search_special()
Developer reference for function search_special()
get_default_search_states()
Developer reference for function get_default_search_states()
config_multi_archive_select()
Developer reference for function config_multi_archive_select()
DrawOption()
Developer reference for function DrawOption()
Frequently Asked Questions (FAQs)
The most frequently asked questions about ResourceSpace, the free and open source Digital Asset Management system.
upload_share_setup()
Description Set up external upload share "collection" - (int) collection ID "user" - (int) user ID of share creator "usergroup" - (int) usergroup ID used for share Parameters Column Type Default Description $key string access key $shareopts array array Array of share options Return void Location include/collections_functions.
config_add_hidden_input()
Description Generate a data structure to instruct the configuration page generator to add a hidden input Parameters Column Type Default Description $cf_var_name string Plugins' configuration variable name $cf_var_value string '' Value Return array Location include/config_functions.
plugin_encode_complex_configs()
Description Encode complex plugin configuration (e.g mappings defined by users on plugins' setup page) Parameters Column Type Default Description $c mixed Configuration requiring encoding Return string Location include/plugin_functions.
plugin_decode_complex_configs()
Description Decode complex plugin configuration (e.g mappings defined by users on plugins' setup page) Parameters Column Type Default Description $b64sc string Configuration encoded prior with {@see plugin_encode_complex_configs()} Return mixed Location include/plugin_functions.
leaflet_markers_legend()
Description Creates a map color markers legend for Leaflet maps. This function generates HTML for a legend that displays markers with colors corresponding to resource types or custom metadata field values.
get_geolibraries()
Description Checks the current page and includes necessary geolocation libraries for Leaflet maps. This function loads the Leaflet Control Geocoder plugin and checks if the current page requires geolocation capabilities.
get_geo_maps_scripts()
Description Outputs the script tag for including additional Leaflet plugins. This function loads the necessary JavaScript for the Leaflet Marker Cluster library, which helps in managing large sets of markers on Leaflet maps by clustering them for better visualization.
get_dash_search_data()
Description Get images and resource count for search dash tile. This has to work on a string because the dash tile does not yet exist when on dash creation page For performance this function will return a maximum of 4 images Parameters Column Type Default Description $link string '' Tile link URL $promimg int 0 Promoted image ref Return array $searchdata Array containing the count of resources and details of preview images.
allow_in_browser()
Description Check if file can be rendered in browser via download.php Parameters Column Type Default Description $path string Path to file Return bool Location include/resource_functions.
send_user_notification()
Description Send system notifications to specified users, checking the user preferences first if specified This will contain two arrays:- "emails" array of emails sent, with the following elements:- "email" => Email address "subject" => Email subject "body" => Body text "messages" Array of system messages sent with the following elements :- "user" => User ID "message" => message text "url" => url Parameters Column Type Default Description $users array Array of user IDs or array of user details from get_users() $notifymessage ResourceSpaceUserNotification An instance of a ResourceSpaceUserNotification object holding message properties $forcemail bool false Force system to send email instead of notification? Return array Array containing resulting messages - can be used for testing when emails are not being sent Location include/message_functions.
update_smart_collection()
Array ( [error] => Array ( [message] => This model's maximum context length is 4097 tokens. However, your messages resulted in 7957 tokens. Please reduce the length of the messages.
actions_filter_by_user()
Description Filter actions in the provided array to return only those applicable to the given user Parameters Column Type Default Description $actionuser int User ref to get actions for $actions: array $actions_approve_hide_groups; $actions_resource_requests $actions_account_requests $actions array Array of actions as returned by get_user_actions_recent() Return array Subset of actions for the given user as would be provided by get_user_actions() Location include/action_functions.
generate_videojs_options()
Description Generate JSON array of VideoJS options to be used in the data-setup attribute Parameters Column Type Default Description $view_as_gif bool True if the video is a GIF file $play_on_hover bool True if playing video on hover $video_preview_sources array Array of preview sources, including URL, type and label Return string|false Location include/video_functions.
render_resource_tools_size_download_options()
Description Render the resource tools for preview sizes Parameters Column Type Default Description $resource array Resource data - {@see get_resource_data()} $ctx: array false $resource['file_extension'] false; bool, array{'download_multisize': "sizes"?: array, 'urlparams': array} $ctx Contextual information.
Brand Guidelines (v10.5+)
The article outlines the brand guidelines for version 10.5 and above. It covers essential information such as logo usage, color palette, typography, and design elements to maintain brand consistency. The guidelines emphasize the correct application of the logo in various formats and backgrounds, specifying clear space requirements and prohibited alterations.
RenderPlugin()
Description Render the plugin in the Plugin Manager with options to activate and configure. Parameters Column Type Default Description $plugin array An array containing the plugin data, loaded from the plugin table $active boolean true If true, display options to deactivate and allow group configuration Return void Location include/plugin_functions.
File management (uploads)
The article emphasizes the importance of following OWASP best practices for file management, particularly during uploads. It introduces functions in ResourceSpace that aid in handling file processing, such as process_file_upload for moving files to desired destinations, parse_filename_extension for extracting file extensions, and functions like is_banned_extension and check_valid_file_extension to control the types of files that can be uploaded.