Description
This article is a guide to upgrading from Portfolio 8.5 Standalone to Portfolio Server 11 on a Mac server. The steps outlined below describe a basic server installation. For more detailed instructions,please read the installation instructions that start here.
Solution
Portfolio Standalone – Preparation
Use the latest version
Verify you have the latest version of Portfolio Standalone 8.5 installed, which is 8.5.7.
In Portfolio, go to Help > About Portfolio and check the version number. If you are running 8.5.6 or below you will need to download and install the latest version for Mac from https://www.extensis.com/support/product-support/portfolio-standalone/.
Recover All Catalogs
Catalog Recovery is performed to remove unused data and compact the database.
- Open Portfolio Standalone, but do not open any catalogs.
- From the Catalog menu, select ‘Recover’. A directory dialog box will be displayed.
- Locate and select the catalog you want to recover. Its file extension will be FDB. You can ignore files ending with .adm.
- Click ‘Open’. Now, a new directory dialog box will appear.
- Type a new name for the recovered catalog and choose a location to save it.
- Click ‘Save’
- A progress window will appear, displaying the catalog recovery progress. It may take several passes before it’s complete.
- When Portfolio is done, click the ‘OK’ button.
- Repeat this for every catalog you want to migrate to Portfolio Server.
- Exit Portfolio when you are finished.
Portfolio Server 11 – Preparation
Verify System Requirements
Before installing Portfolio Server, make sure that the server you’re installing it on meets the requirements.
- Go here and verify that your server meets the listed specifications.
- If necessary, apply any pending software updates to the Mac server.
- Restart your computer.
Installation
The instructions below describe a simplified install. If you would like more detailed information on installing Portfolio Server, please refer to the Portfolio Server 11 Administration Guide.
Note: The Portfolio Server installer uses the Mac OS X user account of the user that is running the installer. If Portfolio Server will be cataloging files from other servers, this user account needs to have read and write permissions on them. Make sure that this account’s password does not change.
- Download the Portfolio Server 11 installer from: http://www.extensis.com/support/product-support/portfolio-server-11/
to your Mac server - Double-click the installer and allow it to guide you through the installation.
- At the end of installation, Portfolio Server Administration opens in your Web browser so that you can configure Portfolio Server. Bookmark this page for future use.
Here is the default Administrator login information:- The default administrator username is administrator
- The default password is password.
Note: usernames and passwords are case sensitive.
At your earliest convenience, you should change the administrator password:
- In the Server Administration application, click on ‘Users’ in the panel on the left.
- Select Administrator in the middle.
- Enter and confirm the new password.
- Click ‘Apply’.
License Portfolio Server 11
Before you can use the product it must be licensed.
- Open Portfolio Server Administration and log in as administrator.
- Click on ‘Licenses’ in the panel on the left.
- Click + at the bottom right of the window to add a license.
- Cut and paste the Portfolio Server serial number and click ‘Add License’.
- If you have multiple licenses, enter them as well.
Network Ports:
In order for Portfolio Server to be available to other computers on your network, certain ports in the server’s firewall must be open to external traffic. See “Ports for External Communication” in the Portfolio Server Administration Guide for more information.
Install Portfolio Desktop Client
Before you install the Portfolio Desktop Client, make sure that the computer you are installing on meets the minimum system requirements
- Download the current Portfolio Client from the Portfolio Server 11 support page:http://www.extensis.com/support/productsupport/portfolio-server-11/.
- Double-click the installer and allow it to guide you through the installation.
This concludes the installation portion of this article.
Migration and Configuration
Portfolio Standalone 8.5 Data Migration
Now that you have Portfolio Server installed, you’ll want to copy over your catalogs and related files.
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Copy the recovered FDB catalogs from the Portfolio Standalone computer to this location on the Portfolio Server system:
\Portfolio Server\applications\native-server\Catalogs
Take Catalogs Online
Before you can use your migrated catalogs, they need to be taken online. This makes them available to Portfolio Desktop Client. It also imports any user accounts that you may have created for your catalogs and updates the database for compatibility with Portfolio Server 11.
- Log into Portfolio Server Administration
- Click on ‘Catalogs’ in the left column.
- In the middle column, select a catalog, then on the right, click on “Take Online”.
Create Users:
To access a Portfolio catalog, users must have a user account. The Portfolio administrator creates user accounts and grants users membership to catalogs in Portfolio Server Administration.
Note: If your Portfolio 8.5 catalogs had user based password, their accounts will automatically get pulled into Portfolio Server.
Add a New User:
- Log into the Portfolio Server Administration application.
- Click Users in the panel on the left.
- Click Add New User.
- Enter New User Details:
Note: The first four items are mandatory.- Account Name: The name the user will log in to Portfolio with.
- Authentication: Choose Native (Built-in) for this type of install.
- Password: Enter a password for the user account
- Confirm Password: Enter the same password used in the previous field
- Full Name: The user’s real name.
- Email address: An email address where the user can be contacted.
- Notes: Any additional information about the user.
- Add user to all catalogs as:To give a user the same access to all of your catalogs, check the box labeled ‘Add user to all catalogs as:’ and choose an access level. If you uncheck this box, you will need to add the user to individual catalogs manually.
- Click > Create.
- Repeat as needed for additional users
Assigning Users to Catalogs
Here’s how you can assign users to catalogs on an individual basis:
- In Portfolio Server Administration, click on Catalogs on the left side.
- In the middle column, select a catalog that you want to assign a user to.
- Select “Manage Catalog Membership” in the bottom of the middle column. A list of all available users will be displayed.
- Click on a user’s Account name.
- Select an access level in the bottom left.
- Click ‘Apply’
- Repeat as needed for other user accounts
Accessing a Catalog from the Desktop Client
To open a catalog from the Desktop Client, you need to connect it to Portfolio Server.
- Start the Portfolio Desktop Client.
- Choose File > Connect to Server.
- Click Add Server.
- Enter a name to identify your server and the IP address or network name of the Portfolio Server.
- Click Add.
- In the Connect to Server dialog, click on the plus symbol next to the server name to see the catalogs on that server.
- Select a catalog and click > Open Catalog.
- Enter your Portfolio Server username and password, then click OK.
Updating File Paths
If you move the images that have been cataloged with Portfolio Standalone, you will need to update the paths in your catalogs so that Portfolio can find them in the new location.
There are two ways to do this:
- Drag & Drop
- Open a catalog whose filepaths need to be updated
- In the Macintosh Finder or Windows Explorer, select the icons of the files or folders that have been moved.
- Hold down the OPTION key (Mac) or CTRL key (Windows) while dragging the icons into the thumbnail area in the Portfolio catalog. Make sure you’re dragging the files into the same catalog in which they were originally cataloged before they were moved.
- Portfolio will display a dialog confirming that you want to update the path of these files.
- Click OK.
- Script Automation
There are several Find and Replace type scripts available for updating file paths in Portfolio Catalogs. Please https://www.extensis.com/support/contact-technical-support/ for access to the scripts and instructions for successful usage.
Previews
Portfolio creates JPG previews of the images in your catalog so that they can be viewed more quickly than opening the original file. Portfolio Standalone has this capability, but its previews are of lower quality than the ones that Portfolio 11 creates. Portfolio 11 will create previews on the fly, but if you want faster access to the previews, it’s best to create them in bulk ahead of time.
Note: Make sure that your catalog file paths are up-to-date before proceeding!
Here’s how to regenerate previews in bulk using Portfolio 11:
- In the Portfolio Server Administration application, click on ‘Catalogs’ in the left column.
- Select a catalog in the middle column
- Click on the ‘Previews’ tab on the left
- Make sure ‘Create Previews’ is enabled
- Select a Maximum Image size for the previews
- Optional: Enable ‘Generate clips for audio/video file’ and configure related settings
- Check that the file path in the ‘Save clips and previews in this folder’ is correct, or type one in.
- Open the catalog using the Desktop Client.
- Select the items in your catalog for which you want to create previews. On Windows you can use ‘CTRL+A’ and on Mac ‘COMMAND+A’ to select all items.
- In the Desktop Client, choose Item > Regenerate Thumbnail. Portfolio will create new previews for all items that it has access to.
Additional Information
This article is by no means exhaustive. There’s plenty of additional information in the Portfolio Server 11 documentation, which you can find here:
http://www.extensis.com/support/product-support/portfolio-server-11/.
If you have questions that are not answered in this article or the documentation, feel free to contact our support team:
https://www.extensis.com/support/contact-technical-support/