MSDB Spec Process Steps
Last updated
Last updated
NOTE:
To “Add New Entry” the “deved and meted path:” on the MetEd DB page must be correct.
Selecting an extension will automatically populate the MetEd/Deved Path on spec sheet
The record may only be “Submitted” if all the required (*) fields are filled in
Completion Request Date is required and must be at least 1 day later than the actual submitting date
Description/Alt tag must be filled in order to mark record “complete”
Thumbnail is now a link to the graphic if it exists on deved
Duplicating records clears the completion status and completion request date
Search for the target module’s title on the APL page using Cmd - F. (If you don’t see it, set the Published radio button to All on the lower left.) On that lesson/course, click the MediaSpec DB link. The MediaSpec DB page displays all media currently spec’ed for that lesson/course.
To create a NEW MSDB record (for media items not previously used on MetEd):
Click “Add New Entry” in top left margin OR
If MSDB records already exist for this module, open one of them and click “Duplicate” button at top right of page to see a page copy; edit the page as needed, including the file name.
You MUST complete the fields marked with an asterisk for the item to be “submitted” for production. See table below for details of each field.
Click “Save Record” (top or bottom of page) when done.
Return to the module’s MediaSpec DB page, select and copy the linked MSDB record number, and paste the linked number into the module script underneath the item’s image.
Copying an existing MSDB record into a new or different module:
Search for the record in the MSDB.
Must be on a module’s MediaSpec DB page! Search tool is on lower left.
Enter text (file name, keyword) or MSDB record number (the # in a module script before module spec’ing starts is the original record # and can be used to search)
If search results show the desired media item, click that item’s record # link to open that record.
Select and copy the filename (do not include the file extension).
Click the large module title link to open the MediaSpec DB page for the original module.
Use Cmd - F and paste the copied filename in the Find field to find that record
Check the box to the left of that record
In the left column, Move or Copy Graphics section, use the selection box to choose the module you want to copy the spec to. If the module doesn't exist in the list make sure the WWW box is checked on the MetEd db page and click Save. Refresh and then the module will be listed. Then click “Copy” -- NOT “Move”! -- and click OK to confirm.
You will be taken to the copied record in the destination module. The record # is new and unique; the Source File path is preserved; and the Path on deved has been updated for the destination module.
You should update the Source and Usage Information field to include the date, original record #, and the name of the project copied from. Put this at the top of this field, above older text. e.g. “20 Nov 2014 Copied from An Introduction to Geodetic Datums 47296”
Click “Save Record” (top or bottom of page) when done.
Return to the module’s MediaSpec DB page, select and copy the linked MSDB record number, and paste the linked number into the module script underneath the item’s image.
On V, copy (NOT move) the associated .psd file from the media/graphics/photoshop folder of the original module to the new module’s photoshop folder.
On V, if no changes are being made to the reused media item, also copy (NOT move) the completed file from the original module’s media/graphics, etc. folder to the new module’s media/graphics, etc. folder.
(items with * must be completed for production to start)
Use all lower-case (unless media item is being reused from an older MetEd lesson). Acronym can be upper case (e.g. NWS, or NOAA)
Use underscores, NO blank spaces or dashes, between words in a filename.
For graphics sourced from the internet: It’s fine to enter the filename of the original source graphic in this field, but it may be better to add a more descriptive name. If you go the latter route, make sure the original graphic name is included in the path you enter in the Source File field.
If you’re spec’ing a media item from a lesson script where the name for that item has been provided, make sure the name in the script matches the filename you enter in the MSDB.
Loops - The File Name must match an image in that loop’s directory on W. This image will serve as the loop’s thumbnail in the media gallery. People often use the first image in the loop directory for the loop’s File Name and thumb, but any image in the loop can be chosen.
(items with * must be completed for production to start)
Choose .jpg for graphics, .htm for loops, .mp4 for movies, .mp3 for audio-only files, and .pdf for PDF files.
Choose .gif or .png for graphics only when necessary (animated gifs, illustrations with transparent backgrounds) or when graphics are copied as is from older MetEd lessons.
For .mp4s, you will have three checkboxes to additionally select if desired: Autoplay (movie will begin playing as soon as the lesson page loads); Loop (movie will replay from the beginning immediately after ending); and Fixed Size (movie is small and should be kept at its original dimensions instead of being dynamically enlarged to fit the available space on the page).
For old shockwave files that are being converted to movies for use in a new or updated lesson, make sure to change .swf to .mp4.
(items with * must be completed for production to start)
Select yourself. If you’re not in the list, send a note requesting to be added to this box to help@comet.ucar.edu.
(items with * must be completed for production to start)
Refers to production status. By default, this is set to Not Submitted.
Needs review - media item has been created according to spec and saved to V in appropriate project subfolder. Set by production member (MDG). This status is reflected in the COMET media Hit List.
Needs revision - media item needs changes made. This status is reflected in the COMET media Hit List.
Complete - media item is to satisfaction and approved for use. This removes the item from the COMET media Hit List.
Copyright rejected - media item failed copyright clearance and cannot be used in this or potentially any MetEd lessons. This removes the item from the COMET media Hit List.
Leave alone - This is filled automatically when the completion status is set to Complete.
This box controls whether the media item appears in the Media Gallery (both on MetEd and within the lesson).
Check this box when the spec’ed media item is not being used in the lesson after all, OR when it is to be suppressed from the Media Gallery for some reason.
(items with * must be completed for production to start)
Indicates where the original source file can be found on V - which makes life a LOT easier for MDG if media based on this media item are created in the future.
Is safer to enter path on V than a web URL, since those can change.
Before completing this field, save the original source file at highest resolution available to the project’s media/graphics/originals folder on V.
Next select the file and use Cmd + I to show its path on V; then copy the path text there (from the project level down to the filename) and paste into the Source File field. Use format: V:\project_folder\media\graphics\originals\filename.ext
Note: Can use backslashes or forward slashes in the path.
(items with * must be completed for production to start)
Automatically populated when extension is selected
Indicates where the completed media item can be found on W.
Graphics - Use format: project_folder/media/graphics (NOT “images”)
Movies - Use format: project_folder/media/video (NOT “movies”)
Loops - Use format: project_folder/media/loops/loopDir
E.g. nwp/blend_meso_components/media/loops/SLR_DCanimation_0
Audio - Use format: project_folder/media/audio
If there is a subproject folder, include it in the path: e.g. project_folder/subproject_folder/media/graphics
Defaults to today’s date, but can be changed.
(items with * must be completed for production to start)
Enter the date the media item should be completed by. Must be at least 1 day in the future.
Leave this set to Any Designer. Steve Deyo produces most media. He and MDG will decide which items get re-assigned to another graphic artist when needed.
In most cases, you can leave this blank.
Use to spec maximum width of the media item if it’s non-standard.
Graphics - Standard max width is 850px. If original graphic is smaller, it will be left smaller to maintain good screen resolution.
Zoom Graphics - Large base images for zooming with a magnification tool should stay under 3MB in size, at 72 dpi. Width not as important as file size here.
Video - Aspect ratio should be either 16:9 or 4:3. Graphics used in video are often sized to 1200px wide for better resolution on YouTube.
Loops - Max width should be 850 pixels or less.
Leave these blank. To be filled in by graphic artist upon completion.
Enter a simple, brief sentence that explains the media item. This “alt tag” text is shown when for various reasons a user cannot see the item itself.
For items found online, you may use text found on the source site.
When captions exist in a script, they can often be used in this field.
Do not put HTML tags in this field.
Needs to be present for record to be marked “complete”
(items with * must be completed for production to start)
Enter initial instructions here. (Instructions for revisions go further down the page.)
Simple graphics - often just “Resize and credit”.
New COMET-created illustrations, graphics combining multiple images, loops, video - Enter thorough instructions, including any file names, MSDB numbers, or URLs, for Steve as to what the final item should look like.
Enter one if needed. Artist will include this as title text on the media item.
(items with * must be completed for production to start)
Required for all media, not just graphics
Enter the name, organization, or URL the item should be credited to. The credit can often be found in the script, or you may have to ask the project PL/ID.
COMET original work - use “ ©The COMET Program ”, not (c), (C) or Copyright
Check for typos!
Defaults to blank.
Media items will not go into the COMET media Hit List / production queue until this field is set to Copyright Approved. This is done by the Copyrights team/Tara except where indicated below.
Set to In Copyrights (which puts item in Copyright team’s queue) if:
Original source is Flickr or other website where use is expressly permitted via Creative Commons license
MUST fill out both Copyright Type selection box and Source and Usage Information field below!
The item is a COMET original
MUST check COMET Original box below!
The original source is a person/organization from which the item has been requested and permissions letter has been received.
MUST include the location/path of the signed permissions letter in the Copyright Notes field!
The Credit on Graphic field must match the credit specified for use in the permissions letter.
Auto-completes when In Copyrights is selected.
Auto-completes when Copyright Approved is selected.
COMET Original - check this box when the item is being created from scratch in-house
Covered by Existing Agreement - check this box when item has been sourced from NOAA, NGS, Google Earth, etc. Follow link to see a list.
Uses Person’s Likeness or Voice - check this box when needed.
Defaults to COMET Standard Terms of Use.
If item is being used under terms of a Creative Commons license, select the appropriate license in the selection box.
Leave blank unless item is sourced from an academic journal or other special source
Enter source URL or other provenance here - not required for production to begin, but VERY useful for record-keeping! If item is being reused from an old MetEd lesson, enter the MSDB # of the original record or the page URL from the old lesson.
Use this field to track status of permission letters
E.g.: “Sent email on May 1, May 15th still haven’t heard back so sent another email”
Make request for revision here and set Completion Status at top to Needs Revision, which keeps the item on the COMET media Hit List.
Graphic artist sets Completion Status to Needs Review and clicks “Archive” once changes have been completed.
Check Complete box once changes have been approved.
Spec’ing media for the MSDB is done within the Active Projects List (APL):
Submitted - submitted for initial media creation. Set after an item has been copyright approved. Setting to Submitted makes the item appear in the COMET media Hit List for production:
Set to Copyright Approved ONLY for items sourced from organizations covered by Existing Agreement: