Users, groups, collections and submissions in DSpace. Contents

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1 Users, grups, cllectins and submissins in DSpace Cntents Key cncepts... 2 User accunts and authenticatin... 2 Authrisatin and privileges... 2 Resurce plicies... 2 User rles and grups... 3 Submissin wrkflws... 3 Manage e-peple... 4 Types f users... 4 Create a user accunt... 5 Delete a user accunt... 6 Add a user t a grup... 7 Manage grups... 8 Types f grups... 8 Create a grup... 9 Manage cllectins Create a new cllectin Authrise submitters and curatrs Curate submissins Page 1 f 13

2 Key cncepts A DSpace administratr will be required t perfrm these tasks: create user accunts and give permissins manage permissins by creating and ppulating rle grups create new cllectins and authrise thse allwed t submit t and curate them curate submissins using an accept/reject wrkflw T undertake these tasks it is first necessary t understand sme key DSpace cncepts. User accunts and authenticatin T interact with the repsitry, a user (i.e. e-persn in DSpace jargn) will need an accunt. Lgging in t an accunt with a passwrd is an act f authenticatin since it establishes the identity f a user. If a visitr des nt explicitly lg in, they are assigned t the annymus accunt by default which, depending n plicy, may allw them t view dcuments in the repsitry but nthing else. Any visitr can self-register as a user. Self-registering with a name and address gives them additinal access t the new dcument alerting service fr annymus access cllectins. Further access t the repsitry requires interventin frm an administratr. Authrisatin and privileges Once knwn t the system, e-peple will have different rles t play. Sme f them may be required t submit dcuments t the repsitry r t particular cllectins within the repsitry. Sme may be respnsible fr checking and accepting r rejecting submissins. Others may be administratrs in charge f managing particular cllectins r the system as a whle. Resurce plicies Each rle must be played accrding t the repsitry s resurce plicies (r rules). These rules cntrl wh is allwed t d what t its cntent and structure which cnsists f varius database bjects. These bjects are the cmmunities, cllectins and items, bundles and bitstreams that ppluate the database. Once a user accunt is created, it needs t be authrised t undertake ne r mre rles by being granted the necessary privileges (rights r permissins) t, fr example, access certain cmmunities and cllectins and mve submitted files frm staging int prductin. Tls are available t a DSpace administratr t manage a cmmunity s plicies, a cllectin s plicies, and an item s plicies. Page 2 f 13

3 User rles and grups Multiple users carrying ut the same rle are best placed in grups t make the jb f the administratr easier. Fr example, in a hypthetical repsitry, the fllwing rles are recgnised and explicit authrity must be granted t perfrm them: Submitter Cllectin A Curatr Cllectin A Submitter Cllectin B Curatr Cllectin B Althugh it is quite pssible t allcate t Gerge s accunt all f the individual privileges required t fulfill the rle f Curatr Cllectin B, it is easier and less errr-prne t create a rle grup called Curatr Cllectin B and assign Gerge t that grup. That way, when Gerge is jined in the rle by Susan, she t is assigned t the predefined grup and given the necessary privileges quickly and accurately. Furthermre, when it is decided that Curatrs shuld be given an additinal ability t edit items in a cllectin, a change t the grup s privilege is inheritted autmatically by all the grup s members. If a user has multiple rles t play - t curate bth Cllectin A and Cllectin B, fr example - she is made a member f bth grups. Submissin wrkflws Depending n the plicy f the Cllectin t which a submissin is made, a wrkflw prcess may be started. This typically allws ne r mre human reviewers, gatekeepers r curatrs t check ver the submissin and ensure it is suitable fr inclusin in the cllectin. A cllectin's wrkflw can have up t three steps. Each cllectin may have an assciated rle grup fr perfrming each step; if n grup is assciated with a certain step, that step is skipped. If a cllectin has n rle grups assciated with any step, submissins t that cllectin are added directly the archive. Typically, curatin invlves acceptances, rejectin r editing f metadata. Page 3 f 13

4 Manage e-peple e-peple is the DSpace term fr users f the system. As already nted, user accunts are required in DSpace in rder t identify peple, and assciate them with the necessary permissins t undertake their assigned rles. Types f users There are three basic levels f user: Annymus user DSpace is a web server fr publishing pen-access cntent, s simple brwsing and viewing f DSpace cntent des nt rdinarily require user registratin. If nt lgged in, a visitr t DSpace is cnsidered an annymus user. Privileges, such as the ability t view items, are ften made available t the annymus user grup s that the public can view dcuments in the repsitry - but nthing else. An annymus user sessin is autmatically created by the applicatin fr the duratin f the brwser visit. Registered user In rder t participate in the wrk f the repsitry a user will need t be registered with an lgin accunt and given the necessary permissins t submit r curate cntent. T btain an accunt a user can self-register. The can enter their details t create a lgin that will allw them t request alerts fr updated cntent. Hwever, t d anything beynd that they will need an administratr t give them the necessary grup r individual privileges. Nevertheless, self registratin is still a cnvenient way t capture a user s basic infrmatin and start the prcess. As an alternative t self-registratin, a user can simply supply all their necessary details t an Administratr and they can can set up a new accunt with the necessary permissins using the e-peple page. Registered users are typically either submitters f new cntent t the repsitry r curatrs wh check, apprve and reject submissins. Or they may be bth. Permissins in DSpace can be quite granular if required, s submitters and curatrs may nly be given rights t wrk with specific cllectins. Administratr Once created, sme users can be raised t Administratrs (by anther Administratr) giving them full access t all functins n all bjects in DSpace. Administratrs have a wide ranging rle in cnfiguring and managing the system. In this dcument we will lk at hw Administratrs: a) Create/Edit user accunts and b) Create/Edit rle grups. Page 4 f 13

5 Create a user accunt The creatin f a DSpace user accunt can be initiated either by an Administratr r by a ptential user themselves. Self-registratin by user T self register, a user shuld: 1. frm the DSpace hme page, click n the link My Water Knwledge Base in the left hand menu bar 2. rather than lgging in, select the link New user? Click here t register 3. enter an address in the bx prvided, and press the Register buttn. An autmatic will nw be sent t the user and the user must fllw the link cntained in the t cmplete the registratin prcess. This is a necessary measure t defeat spammers by making it difficult fr an autmated script t create hundreds f accunts. 4. Click n the link in the t g t the final registratin page. Prvide yur first and last names and a cntact telephne number, then enter and cnfirm a passwrd. Once this is dne, press Cmplete Registratin. The user will nw have an accunt which they can use t lg in by visiting the My DSpace link n the hme page. A newly created default user will nly have the same permissins as an annymus user r visitr. In ther wrds they will be able t use sme functins, such as setting up alerts fr new materials added t the cllectin, but nt fr ther functins like dcument submissin. Registratin by Administratr An Administratr can als create a new user accunt by lgging in using the Administer link n the site s hme page. Access t all the administratin functins are then available frm the fllwing menu. Page 5 f 13

6 1. T register a new user first click the E-Peple link and then click the Add E-Persn buttn. 2. The details required fr the new user prfile are simple and straightfrward. The Language and Require Certificate fields are typically nt required. 3. Click Save t create the new user. Delete a user accunt Administratrs can als delete an existing user accunt frm the e-peple page. 1. T delete an existing user click the E-Peple link and then chse Select E-Persn. 2. Click the Select buttn next t the ID f the e-persn t be deleted. 3. Click the Delete buttn and cnfirm that yu wish t delete this e-persn. Page 6 f 13

7 Add a user t a grup 1. T add a user t a grup first click the Grups link. A list f existing grups will be displayed: 2. Chse the Grup that yu prpse t add a user t and click Edit t bring up a cntrl panel. The list bx n the left will allw yu t select e-peple t add t the Grup. The list bx n the right allws ther grups t be added t membership, if required. 3. Click Select E-Peple t see a list f users and click the Add buttn next t the member/s yu wish t be add t this Grup. 4. Click the Update Grup buttn t add the new member/s t this grup. Page 7 f 13

8 Manage grups We have seen hw a rle grup can be created t represent a particular rle and is given the necessary privileges t perfrm the tasks f that rle. Any individual user needing t carry ut the rle is then simply made a member f that Grup. Types f grups 1. Annymus grup The annymus grup is assigned the privileges t apply t a visitr wh des nt lg in. It des nt nrmally have any users added t it t by an administratr. 2. Administratr grup The first Administratr accunt is created n the DSpace server when it is installed. This accunt can then be used t cnfigure the repsitry, including the creatin f user accunts and grups. Creatin f an Administratr grup t cntain all users wh need admin access is standard practice. 3. Submitter and Curatr grups Grups can be used fr a variety f purpses. They may represent e-peple wh are allwed t submit t a particular cllectin; e-peple wh are respnsible fr perfrming a particular wrkflw step such as reviewing incming submissins; r grups f e-peple wh have permissin t access sme restricted cntent. Infrmatin abut what each grup is allwed t d is cntrlled using the authrizatin sectin. Grups may cntain ther grups t prvide greater flexibility in assigning actins and t simplify maintenance. This is useful fr reflecting hierarchical grup structures, where a grup f e-peple with particular respnsibilties are als part f a larger grup with differing repnsibilities and/r scpe f respnsibility. Grups can have names. Names autmatically created by the system fllw a cnventin depending n the what the grup is fr. The general frm f this is: OBJECTTYPE_OBJECTID_ACTION Fr example, the grup f e-peple wh are authrized t submit t cllectin 123 wuld be called: COLLECTION_123_ADD Nte that 123 in this case is the internal ID (the database primary key) f the cllectin, rather than the Handle. Yu can find ut the internal ID f a cllectin r cmmunity by clicking n 'Cmmunities/cllectins'. The secnd number in brackets beside a cmmunity r cllectin name is that bject's internal ID. Page 8 f 13

9 It is recmmended that yu fllw this cnventin fr manually created grups s it's easy t find the grup yu need. Please nte that applicatin itself will autmatically create certain grups when the wrkflw steps are specified, but a system administratr needs t create grups fr submitters manually. Create a grup 1. T create a new rle grup, first click the Grups link. A list f existing grups will be displayed: 2. Click the Create New Grup buttn t bring up a cntrl panel. The list bx n the left allws the selectin f e-peple t add t the Grup. The list bx n the right allws the selectin f ther grups t be added t the membership f this grup, if required. 3. After selecting the members f the new grup (refer back t Add a user t grup) and giving it a name (fllwing the naming cnventins f the site), click the Update Grup buttn. Page 9 f 13

10 Manage cllectins In this sectin, we will lk at the cmmn task f creating a new cllectin under an existing DSpace Cmmunity and authrising thse grups that can: 1) submit and 2) undertake the Accept/Reject wrkflw step. Create a new cllectin 1. Lg in as a system administratr and click n Administer twards the bttm f the left hand menu. 2. Click n Cmmunities and Cllectins at the head f the left hand Brwse menu n the Administratin Tls page. 3. Click n the name f the Cmmunity under which yu intend t create the new Cllectin. 4. Click n Create Cllectin, fund under the Admin Tls menu t the right f the screen. 5. The checkbxes n the first page called Describe the Cllectin are all checked (set t n ) by default. Unless yu knw why it wuld be a gd idea t change any f them, just leave these settings as yu find them and click the Next buttn. 6. Cmplete the frm n the secnd page, als called Describe the Cllectin. Unless yu knw why it wuld be a gd idea t d therwise, just cmplete the Name, Shrt Descriptin and Intrductry Text fields. These are mandatry althugh the editr des nt enfrce this. Click the Next buttn when dne. Authrise submitters and curatrs 7. The Authrisatin t Submit page allws yu t select individual users r rle grups wh will be allwed t update this Cllectin. Remembering that it is always preferable t authrise rle grups than individuals, use the cntrls t select the e-peple r grups that are t be allwed t submit dcuments t this cllectin. Click Next when dne t g t the the Edit Cllectin page. Yu are nw n the Edit Cllectin page. Page 10 f 13

11 Again, t keep it simple, skip t the Submissin Wrkflw sectin in rder t specifiy the Cllectin Administratrs. By nw yu will be familiar with the cntrl panel and hw t select the grup/s r e-peple wh are t have full cntrl ver this cllectin. When finished, click the Update Grup buttn. 8. If yu have read and understd the tpic and want t implement submissin wrkflw n this Cllectin, then ptinally edit ne r mre f the 3 wrkflw steps t specify ne r mre e-peple/grups wh are t perfrm the reviewer, gatekeeper, r curatr rle described. On clicking Update and returning t the DSpace Cmmunity hme page, yu will see that a new Cllectin (called My art cllectin in this example) has just been created: Page 11 f 13

12 Curate submissins We have discussed hw, depending n the plicy f the Cllectin, a submissin may trigger a wrkflw prcess allwing a curatr t mderate the submissin befre inclusin in the Cllectin. They can either accept it, reject it r leave it waiting in the pl fr futher actin. On cmpleting the steps fr submitting a dcument a cntributr receives the fllwing advice: At the same time the curatr/s wh have been designated as respnsible fr ne (r mre) f the three wrkflw steps (described in the previus sectin) are ntified with an frm DSpace that they have a new wrkflw task in their task pl: A new item has been submitted: Title: Sme ld thing Cllectin: My art cllectin Submitted by: Edmund Balnaves (supprt@intersearch.cm.au) It requires reviewing. T claim this task, please visit yur "My DSpace" page: Many thanks! DSpace On lgging in t DSpace, the curatr will see the new submissin awaiting attentin: As we knw, each Cllectin can have multiple curatrs, s the first step is fr the curatr t accept the task by clicking the Take Task buttn. Page 12 f 13

13 If they chse t take the task they are given a preview f the item and a further pprtunity t Accept This Task r Cancel the transactin. If they chse t prceed, they are presented with a chice f fur decisins which they may make. Apprval will result in the submitted item being added t the repsitry immediately, while any f the ther chices will mean that it is rejected cmpletely r pending revisin. The cntributr will nw be advised f the curatr s decisin and the fate f their submissin by . Page 13 f 13

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