Manage the music library

The library holds your institution’s scores: each with its PDFs and the instrument of each part, its archive details and its tags. From there they’re chosen for each piece in a project’s program. Scores are managed on the web.

View and search

Go to Projects › Music library. By default the scores are shown Group by work: a work with several scores has a row that folds, and each score below it. At the top left you can switch to One row per score.
Type part of the catalogue number, the work, the composer or the material in the search box; you don’t need accents.
With the filters icon, on the right, you narrow it down by composer, instrument, Ownership, project or tags. With Only visible you keep only the ones musicians can see in some project.

Add a score

In the library, click Add.
In New score, type at least three letters of the composer and choose them from the common list. If they’re not there, click Not listed: add composer and type their First name, Last name and, if you know them, Born, Died and Nationality.
Type the Work and, if you like, the Material: what sets this score apart from others of the same work, such as «Original bowings».
Click Create. Its page opens.

If a work already has several scores, its row in the grouped view has a «+», Add another score of this work: the dialog opens with the composer and the work filled in.

Upload the PDFs and mark the parts

On the score’s page, in Files and parts, drop the whole folder or the PDFs on Drop the folder or the PDFs here, or click there to choose them. Only PDFs are accepted. They all upload without asking for names.
Weikos suggests each part’s instrument from the file name («Violin1» is violin 1). On the files you’ve just uploaded it’s set automatically; on older ones it shows in amber and you confirm it with a click, or all at once with Confirm all … proposals.
To add another instrument to a part, click the «+» on its row, Add instrument; to remove it, the ✕ on its chip.

Besides instruments, a part can be for Everyone, and every musician who has the score sees it, or for Concertmaster or Principal cello, and whoever has that position in their contract sees it too.

At the top you’ll see Missing: … with the parts the instrumentation needs and that have no file. Each file has its three dots with Open, Download, share and Delete.

Complete the details

In Score, on the right, click the pencil.
Fill in the Catalogue no., the Location (leave it empty if it’s only digital), the Sets, the Ownership (Own, Rental, Loan or Third party), the Publisher and the Distributor. If another score already has that number, Weikos warns you, but you can save.
In Notes, click the pencil to write notes about the score.

These details show on the score’s page, in the library columns and in the spreadsheet. Musicians don’t see them: their page only shows the work, the composer, the material and their parts.

Rent a score

When you rent a work’s material, record it in the score: who it’s from, for which project, when it arrives and when it goes back, how many copies, how much it costs and whether performance rights are included.

From the project’s program, in the work’s Score tab, click Rent material. Choose the supplier, check the dates (the project’s) and add what you know: Copies requested, Copies received, the price, the deposit and the Performance rights. The score is created in the library as a rental, placed in the work and its rental for that project is recorded. If you already had a rented score of that work, choose Rent «…» again and no new one is created.
From the library, in the page of a rented score, click + Add rental. Nothing is required: record what you know and complete it later.
Each rental says whether it’s planned, active, not returned or returned, and warns with … missing if fewer copies arrived than requested. In its ⋮ you mark it as returned or create its expense, which opens with the work, the amount and the project already filled in.

If a rented score is past its end date, the library warns you at the top: Review leaves only those in the list.

Add tags

In Tags, click Tag.
Choose one you already have, or type a new one and choose its category. If the category doesn’t exist either, click New category.
To remove one, click the ✕ on its chip.

With Manage categories, at the foot of the search, you open Tag categories: drag the categories into the order you want to see them in every score and in the library, rename them or delete them with Delete category. If a category is in use, when you delete it you choose Move them to another category, useful if you have two for the same thing, or delete its tags too, which removes them from those scores and cannot be undone.

Publish it in a project

The score is chosen in each project’s program, as explained in Prepare a project’s roster. On the score’s page, Performances shows each concert it’s used in, with its Visible for musicians. To see everything you’ve performed of a work, check the repertoire.

For someone without an account, such as whoever prepares the surtitles:

In the file’s three dots, click Share with a link.
Type Who it is for it’s for and choose how long it’s Valid for: a week, a month, three months, a year or until a date.
Click Create link and Copy, and send it to them.

In Shared links you see each link, how many times it’s been used and how long it’s valid. With Withdraw it stops working straight away.

Download it

With the download icon on the score’s page:

Everything, in a .zip downloads all its PDFs and the score sheet.
Score sheet, as PDF or Word, is the summary to go with the material: work, archive details, parts, what’s missing, notes and performances.

The same options are in the three dots of each row in the library. For several at once, select them in the library and click Download: Score sheet downloads the sheets of the selected scores, and the Library spreadsheet, the selected ones or, if you select none, every score you see with the search and the filters.

Delete a score

In the library, open the three dots on its row and click Delete. From the score’s page, in the three dots at the top, it’s Delete score.
Confirm in Delete this score?.

To delete several, select them and click Actions › Delete.

Its files and its links to the programs are deleted, and musicians stop seeing it. This can’t be undone.

If it doesn’t work

You don’t see «Add» or the pencils. Your access role only lets you view the library. Talk to whoever manages your institution. If you have several institutions at once in the selector at the top, choose a contract from just one so that «Add» appears.
A musician doesn’t see their part. Check that the file has their instrument, or Everyone, and that the score is visible in the project’s program.
A file has the wrong part. Remove the instrument with the ✕ on its chip and add the right one with the «+».
A file won’t upload. Only PDFs are accepted: convert it first.
The composer isn’t in the list. Type at least three letters of the first name or surname; if they’re not there, add them.
The .zip can’t be downloaded. The score has no PDFs yet: download just the sheet.
Someone who got a link sees «This link is no longer available». It was withdrawn or has expired. Create a new one.

If a PDF doesn’t upload or doesn’t open, or you need to fix a misspelt composer, write to us at help@weikos.io with the link to the score.

What your institution decides

We will never ask you for your password or bank details by email. If you receive a message asking for them on behalf of Weikos, don’t reply and write to us at help@weikos.io.