Online CD Library (OCDL):

Transcription

1 Online CD Library (OCDL): An Open Source Software Initiative for CD Content Management SOFTWARE MANUAL Prepared by Mr. M.Manivannan Information Analyst Central Library Indian Institute of Technology Kharagpur Kharagpur , West Bengal, India

2 Table of Contents I. Introduction... 1 II. About the Manual... 1 III. Installation Manual... 2 Hardware Requirements... 2 Software Requirements: (LAMP or WAMP)... 2 Installation on server... 2 IV. Administrator s Manual... 5 Add New CD... 6 CD Data Import... 7 CD Data Import Web Page... 8 CD Contents Upload... 9 Manage CD Data Dashboard CD Request Process System Options Reports V. User s Manual CD Library - Search CD Alphabetical List Registration Status VI. Limitations VII. Future Developments in the System VIII. Conclusion... 19

3 I. Introduction Online CD Library Management software is a free and open source automation software, and it is a web based application for management of contents (soft copy of various file types) of CDs and other mediums like floppy, DVD, pen drive, and SD card. This web application can use in any library. It is an auto process system. Therefore, Library users can browse and search the bibliographic information of CDs, other mediums, and the users can register their request for particular contents of the medium via online, then they will get a download link of the contents in the registered from the OCDL administrator. Library administrators can upload the contents of medium and its metadata into the system and maintain the system option settings (ex. , domain, the number of requests, auto process, etc.), metadata of mediums, metadata of users, etc. The administrator can approve/not approve the request registered by the user. The software is user-friendly, easy installation, easy maintenance and it can be used for any library. The system process is almost automatic, and it will generate and send automatically to the respective users. II. About the Manual This manual describes the functions for working with the Online CD Library. It is intended to help for administrators and users, to understand the OCDL web application and its functionality better and provide you with support. This manual includes three parts I. Installation Manual II. Administrator s Manual III. User s Manual The installation part provides the steps to install and initial configuration of the software. The administrator s manual provides the steps to maintain, configure, and update the software data. Also, The User s Manual provides the information necessary for the user to use and access the OCDL software. Central Library, IIT Kharagpur 1

4 III. Installation Manual Hardware Requirements Web server with standard configurations. Software Requirements: (LAMP or WAMP) For Server: Apache web server 2.4 ( MySQL Server 5.5+ ( PHP 5.4+ compiled with PDO-MySQL Support ( For Client: Recommend a current version of Firefox, Chrome, or Internet Explorer 8. Installation on server 1. Download the OCDL zip file and unzip it into a folder in your web server documents directory. /var/www/ - (web server directory of linux or unix os) C:\wamp\www\ - (web server directory of windows os) 2. Create a MySQL database/username/password. Example: Database name : cdlibrary (or as you like) Username : root (or assigned by your administrator) Password : as created 3. Rename the file sys.config.sample.php exist in the folder includes, i.e., includes/sys.config.sample.php to includes/sys.config.php and set your database information there. 4. The sys.config.php file may exist. Just you can change the database information like DB_NAME, DB_HOST, DB_USER, DB_PASSWORD. These are the following lines Note: Database name in the MySQL server and DB_NAME in the sys.config.php file should be same. 5. To able to connect with database, you must change the following constant values, DB_NAME : MySQL database name created by you DB_HOST : Web server host name or default host name (localhost) DB_USER : Username of the database access DB_PASSWORD : Password of the database access Central Library, IIT Kharagpur 2

5 After successful completion of the database connection settings, Open your web browser and go to For example, The web page looks like Central Library, IIT Kharagpur 3

6 6. The browser will show the following basic system options, fill and complete the form a. Library name : The library name will be displayed as the header of every web pages. b. Online CD Library (address): The system generates web URI address automatically. If you want to change the URI address, the system files should be copied in the proper destinations. c. Full name: Administrator s full name d. address: Administrator s address e. Login username: Enter your preferred username as you like. It will be used when you login as administrator. f. Password: Enter your preferred password. g. Confirm Password: Reenter the same password. 7. After complete, the form filling, click the Install button. 8. Wait for the installation confirms message. The confirm message should be Congratulations! Everything is up and running. 9. Congratulations! Online CD Library software is now installed on your server! 10. You may login with your new username and password. Central Library, IIT Kharagpur 4

7 IV. Administrator s Manual After successful completion of the software installation, you will get the web page like this Now, you have to upload the CDs metadata into the system. Follow the given below steps to upload the metadata. 1. Open your web browser and go to For example, The web page looks like Central Library, IIT Kharagpur 5

8 2. Enter your administrator user credentials in the appropriate boxes. You already have created username/password in the basic option settings when software installation. Then click Continue, you will get the following Dashboard web page. Initially, this page will be blank, and the message will be No CD request is newly registered. Add New CD To create metadata for a new CD, go to the menu CD Data Update Add New CD. You may get the web page like this Central Library, IIT Kharagpur 6

9 1. Enter the metadata of the CD in appropriate places provided on the web page. If the CD does not have a separate title, then the CD title and book title may be same. 2. Complete the data entry in the web page, then click Add CD, your new CD metadata will be added into the database. CD Data Import If you want to update bulk CD data, go to the menu CD Data Update CD Data Import. You may get the web page like this. The data import file may be an SQL query or XML. The SQL query should be maintained by the proper syntax of the SQL insert query and for the XML file too. Sample SQL File Central Library, IIT Kharagpur 7

10 Sample XML File CD Data Import Web Page Central Library, IIT Kharagpur 8

11 1. In Select Import File Type, there are two options, one is SQL file type and another one is XML. You can choose either one from the option. 2. Choose XML file type from the option, then click Choose file button to select XML data file. 3. After selected the XML file, click the button Import File. 4. If the XML data updated successfully, then you will get the message CD data XML file is updated successfully. CD Contents Upload The CD content upload is a manual process with use of operating system. The CD content upload locations are two; one is CD contents as it is uploading into a folder name of the exact accession number and the another one is condensed (zip, tar, or rar types) format of the contents in a file name of the exact accession number. This contents upload is optional. If Auto Process setting (see. System Options) is true, and then the system should have preloaded CD contents for sending the download link to CD contents to registered users. 1. Upload with Folder Name: CD contents as it is uploading into a folder name of the exact accession number. Example: If accession number of CD is A folder should be in the name of under the folder /var/www/cdlibrary/cdcontents/contents/ C:\wamp\www\cdlibrary\cdcontents\contents\ - (If linux or unix os) - (If windows os) Note: If the above folder is not available, the folders must be created in the appropriate names and places. 2. Upload with Condensed Content: The uploading CD content is condensed format in a file name of the exact accession number. The file extension of the file may be zip, rar, or tar and name of the file should be matched with the accession number. Example: If accession number of CD is The file may be in the name of zip, rar, or tar under the folder /var/www/cdlibrary/cdcontents/zip/ C:\wamp\www\cdlibrary\cdcontents\zip\ - (If linux or unix os) - (If windows os) Central Library, IIT Kharagpur 9

12 Note: If the above folder is not available, the folders must be created in the appropriate names and places. Manage CD Data The Manage CD Data is an interface with CD metadata, here the metadata can be edited/modified or can be deleted the unwanted metadata. 1. Initially, the CD Management page is listing all uploaded metadata of CDs by accession number, category, title/author, volume part, and call number. 2. CDs metadata can search by accession number, title, author, and call number. It is indexed for a full-text search, so you have to input minimum four letters, and it will be a complete word. 3. In the list, the last two columns are metadata for editing/modifying and for deleting the complete metadata. 4. Click the Delete button, the complete metadata of the CD will be deleted. If the deleting CD has any transaction, then it will not delete. 5. Click the Edit button; you will be moved to Edit CD page with an auto-filling form. Here you can change any values/text, then click Save CD button. If the metadata is updated successfully, you will get the message CD data updated successfully. From here you can move either to Dashboard or Manage CD pages. Note: Initially maximum ten CDs will be listed on the page, but you can change the number like 25, 50, 100, and 200 per page then click Refresh button, then the page listing the selected number of cds per page. This number selection option is available at top right side of the page. Central Library, IIT Kharagpur 10

13 Dashboard The system Dashboard is an interface with users request registration and its process updating, administration of the request registration. The Dashboard web page is like this 1. Initially, the web page list the all not processed or not downloaded CD request by registered users. The list is sorted by date in ascending order and not processed/not downloaded will be in first. 2. If you want to list all transaction, it is possible only for a particular user. 3. Enter the user s registered id in the search input box of this web page, then click Search all transactions and requests will be listed for the particular user. 4. Click the Process button against the each CD request; the page will move to CD Request Process page to approve and upload the contents of the particular request. CD Request Process In this web page, the administrator can upload the requested CD contents and reply to the request with a transaction process like content upload, status update, approved, or not approved the request. The CD Request Process web page looks like this Central Library, IIT Kharagpur 11

14 1. The web page is showing details of the requested CDs, details of the registered user s, and the details of the transaction processes if already updated. 2. Update Options consist the approved/not approved, status, contents upload, sending, and remarks, if any. 3. The logged in administrator can approve/not approve the CD request for any reason. The reasons may be the following 1. CD contents may not be available, 2. The registered user may not be authenticated, 3. the requested CD contents may be a large size, and 4. other valid reasons. 4. The Request Status updating in the Update Options may select from the options list or manually type in the status input box. 5. Click the Contents Upload, if the condensed format (zip, rar, or tar) of the content file is available in the name of accession number in the folder /cdcontents/zip/, then automatically the system will create a download link. Else if the content files are available in a folder name of accession number in the folder /cdcontents/contents/, then automatically the system will generate a zip file with the name of accession number and will create a download link. 6. Otherwise, you will be moved to CD Contents Upload page to upload condensed format (zip, rar, or tar) of the contents from your local computer or else. Then click Upload File, the condensed file will be moved into the folder /cdcontents/zip/ and create a download link. 7. If Update with send option is checked, an with download link will be sent to the user and the transaction process will be updated. 8. Any remarks about this request or update process can be entered in the Remarks input box. Central Library, IIT Kharagpur 12

15 9. Click the Update Process, this transaction process will be updated in the database then you will be returned to Dashboard. Note: In this web page, right side panel showing User Details and CD Details. If there are any changes in user details, click the Edit User button and click Edit CD button to change the CD details. System Options Go to Options menu, then click on the System Options, you will get the given below web page. It is an auto-filling option form when the system installation the values/texts were already updated. In this system options, there are three tab options, and they are 1. General Options 2. Notifications 3. Header/Footer General Options a. Site name: can be changed. b. System URI: These options are to be changed only if you are moving the system to another place. Changes here can cause OCDL to stop working. c. Maximum number of CD requests: can define the maximum number of CD request per user per registration. You can increase or decrease this option. By default, this option is three. d. Auto Process on Requests: If this option is checked and contents of CD are available, then automatically send an with a download link on the CD request by the user. Central Library, IIT Kharagpur 13

16 e. User s Id Domain Names: can enter the user s id domain names. This will restrict CD request registration from other id domain. You can enter different id domain names, and it is to be separated by a comma. Notifications A. From Information a. Name: It may be an administrator name or system name. b. Address: A valid id and the will be sent from this id. c. Copy To: One copy of the will be sent to these ids. You can enter multiple ids, and it is to be separated by a comma. B. Mailer Here you can select which mail system will be used when sending the notifications. If you have a valid account, SMTP is the recommended option. The mailer options are two, and they are SMTP and Gmail. SMTP & Gmail Shared Options: You need to include your username (usually your address) and password if you have selected either SMTP or Gmail as your mailer. SMTP Options: If you selected SMTP as your mailer, please complete these options. a. Host (Example: IP address or Host Uri) b. Post (Basic: 25) c. Authentication (Default: none) Header/Footer Here you set up the header and footer of every to users or use the default one available in the system. Here you can use HTML tags here. Also, do not forget to include and close accordingly the basic structural HTML tags. Reports The system will generate two types of reports 1. Detailed Report 2. Summary Report Detailed Report Initially, this report is showing the transaction details between two dates, starting date of the current month and till date. If you want to list the transaction details of different dates, change from date and to date in the date selection. Also, you can change the transaction types from the option, and then click the Go button; you will get the selected report. The detailed report will be like this Central Library, IIT Kharagpur 14

17 Summary Report Initially, this report is showing the transaction details between the dates starting date of the current month and till date with number of requested, processed, sent, and downloaded. The report is initially listing requested details. If you want to list the transaction details of different dates, change from date and to date in the date selection. Also, click on the numbers, which are web page link; you will get the selected report. The summary report will be like this Central Library, IIT Kharagpur 15

18 V. User s Manual CD Library - Search It is the home page of the system, and it is the default index page. The CD Library - Search page of the system is 1. Initially, the Home page is listing all CDs by accession number, category, title/author, volume part, and call number. 2. CD details can be searched by accession number, title, author, and call number. It is indexed for a full-text search of only title, accession number, author, and call number, so you have to input minimum four letters and it should be a complete word of the search text, then click Search button. Note: Initially maximum ten CDs will be listed on the page, but you can change the number like 25, 50, 100, and 200 per page then click Refresh button, then the page listing the selected number of CDs per page. This number selection option is available at the top right side of the page. Steps to follow to register for CD Contents 1. Put a tick mark (to be marked in check box) in the corresponding titles from the CD list, and then click the Send Request button. Now, you will be moved to User Registration page. Note: Maximum five titles can select to register for its contents. You can decrease or increase the number of titles in the System Options settings. Central Library, IIT Kharagpur 16

19 User Registration 1. In this web page, the first list is the CD details and the second part is user details for registration. The document request sending page looks like this 2. Personal Details: like roll number/code, name, id and these are mandatory to the input; remaining personal details inputs are essential for further communication. 3. After completing the registration filling form, and then click the Submit button. You will get the confirmation message like Your request(s) has/have been registered successfully. Now your registration of CD content request process is completed. Note: No need to re-enter the personal details of users. If, they have already registered. Enter the id and then click Click Here button in the personal details area. The form automatically will get the information from last registration of the id. CD Alphabetical List It is the home page of the system, and it is the default index page. The CD Library - Search page of the system is Central Library, IIT Kharagpur 17

20 1. Initially, the CD Alphabetical List page is listing all CDs starting with alphabet A by accession number, category, title/author, volume part, and call number. 2. Click on any alphabet in the list; you will get a list of CD details starting with the selected alphabet. 3. And also, CD details can be searched by accession number, title, author, and call number. It is indexed for a full-text search of title, accession number, author, and call number, so you have to input minimum four letters and it should be a complete word of the search text, then click Search button. 4. You have to follow the steps of Steps to follow to register for CD Contents to register for CD contents. Registration Status In this page, the registered users they can check their registration status of requested documents. To get the page, go to menu Registration Status. The Registration Status page is like this Central Library, IIT Kharagpur 18

21 1. Enter the user id in the search input box; click the Search button, the page will be listing all the registration details and its status of the registered id. VI. Limitations The registration of the CD content is open to all. However, the administrator can restrict the registration from user s id domain names. The system cannot send requested CD content files through . Only it can send a download link of CD content files. Users can download the CD content files only from his/her with the download link. configurations setup only on SMTP and Gmail. Reports are only on screen as web pages. VII. Future Developments in the System Possibilities of developments in the software in future configuration setup in PHPMailer, yahoo.com, and any other mailing system. The system will provide facility to list the CD content files in the Registration Status page. Web Services or RSS Feed. The users can get the new arrivals of CDs. User login-based authentication. Therefore, users must have registered to access the web pages or the system. It will be enabled download the CD contents direct from the system. Access through Mobile. The system will be multilingual access. VIII. Conclusion Through the manual, believed that the software users would be able to use this web application software in his/her library/institute, which is enabling the software users as an information service provider through web and internet and which will enable them to minimize the user and administrator time; and to maximize the information service providing. Central Library, IIT Kharagpur 19