Performing Arts Legacy Project

An online platform to document and represent the careers of older performing arts professionals

Adding and Editing Grid Entries

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  4. Adding and Editing Grid Entries

Before we get started, let’s go over some important terms.

What is the “Grid?” The condensed table of entries you and the audience see when you click “Mapping the Legacy” on your site.

What is an “entry?” An entry is an individual event or project such as a production, job, or experience.

Important Note: You are required to add text in the Production/Project/Activity field, because this will appear on the grid as a link that allows the reader to click and view the full details of your grid entry.  Only by clicking the entry titles can readers explore the full breadth of content that you incorporate in your grid.

Click the headings below for more on the topic.

Adding and Editing an Entry

To Add an Entry:

  1. Hover over “Mapping the Legacy” on the black bar on your site.
  2. Move your mouse down over “Add an Entry” and click.
  3. Fill out the form with as much detail as you would like or have.  The only required part of the form is “Production/Project/Activity.”
  4. Scroll all the way to the bottom and click “Submit” when you are finished.


  1. Download the Grid Template here.
  2. Working on Google Sheets via your Gmail account, type in your information. Once you are finished, send us the link to the sheet, which will be imported into your Grid.

To go with the Grid Template option to adding entries, send us a help request with the Google Sheets link.

To Edit an Entry:

  1. On your Mapping the Legacy Grid page, click the entry title link (Production/Project/Activity).
  2. Scroll down until you see a link labeled “Edit Entry,” and click it. This will reopen the entry form, displaying your previously entered content.
  3. Make your changes.
  4. Scroll all the way to the bottom and click the blue “Update” button.
  5. If you wish to discard your changesL click “Cancel” or simply refresh or close your web browser window.

Helpful Note: If you would like to add people not mentioned in the form (i.e. “Writer, Director, Playwright, Composer”), write in the “Anecdotes” section to include them.

Here’s a 5-minute video tutorial showing how to add and edit entries:

Adding Images

You can attach one or more images to a grid entry. Before uploading, please be sure to give your file(s) names that describe the content, and if you are adding multiple files please number them in the order you would like them to appear, e.g. “1_PerformerName_ShowTitle_Year.jpg.”

There are three ways to upload files:

  1. Drag and Drop files directly from your desktop to the “drop zone”
  2. Click “Select Files” and browse your computer to select them
  3. Select an image from your PAL site Media Library

The Details/Credits field below allows you to enter information about your images that will be displayed publicly on your site. This is the perfect place to provide a caption, photo credit, or other background. Click the small (+) symbol to add a row for each media file you include:

Please Note: Credits are not the same as Clearing Rights. You should always give credit to the creator of the media regardless of who owns the rights and/or rights permission status.

Below is a 3 minute video tutorial on adding images to Mapping the Legacy from your Media Library:

Important Note 1: If you registered your site before February 2021, you may not have the option to select images from PAL site Media Library. To add this method, please submit a help request. 

Important Note 2: If you’re uploading an image to Mapping the Legacy, you cannot directly import from your Google Drive. If your image is in your Google Drive, first download the image. It will download to your computer’s “Downloads” file. You can move the file or keep it there as long as you know where it is.

Clearing Rights

It is essential that you secure permission to use any media files that are published on your PAL site. Please consult the Guide to Clearing Rights for legal explanations, and if in doubt–and if the same media can be found elsewhere online–just provide a link instead. A link to a reputable source, as of current laws, does not require you to clear the rights.

When adding an entry, within the Memorabilia/Files section (just beneath the Details/Credits field), you’ll notice a black button labeled “Add File.” When you click it, it looks like a kind of “form within a form.” This is a place for you to log any information you may already have as to the owner or licensee of the files you are using.  The info you provide here will not be published on the site, it is for your reference and for PAL staff to document the status of permissions for all published content.

Add a row for each image or group of images you attach to your entry, with as much detail as you can provide. This will save you time down the line, and help you stay organized. (If you are uploading a batch of photos from the same event and photographer, just add a single entry to the Clearing Rights form.) For more details, please consult the Clearing Rights section of the Contributor Manual.


Here’s a 5-minute video tutorial showing how to add links to entries:

Please Note: On rare occasions, you may have trouble saving a link to an entry if the URL address has uncommon punctuation, like apostrophes or special characters. In these cases, use a link shortening service like Bitly: paste the original link to receive an abbreviated URL that consists of only letters and numbers, then copy and paste this link into your entry.

Adding Audio or Video

By default, audio and video files cannot be uploaded directly to the grid, because these files are often very large. However, you can attach audio or video files to a grid entry using the following techniques:

  1. Upload your media to a 3rd party site like YouTube or Vimeo (video) or Soundcloud (audio) and paste the link into your grid entry.
  2. Upload your media files directly to the Media Library (go to Dashboard > Media) and then copy/paste the link to the media file into your grid entry

Important Note: If you yourself put a video on YouTube or Vimeo to then add to your site, you still need to clear the rights for that video.

« Building and Editing the Grid Structure
»Connecting Highlights to Your Mapping Grid

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