Presented by: Victoria Ossenfort Office of Library and Information Services

Transcription

1 Presented by: Victoria Ossenfort Office of Library and Information Services

2 Introduction What is the SUNY Digital Repository? A digital archive used to collect, manage, maintain and disseminate the intellectual output associated with SUNY. Who is the Presenter? Lead Programmer/Analyst - Office of Library and Information Services Technical Lead - DSpace open-source software Vendor Liaison - Longsight, Inc.

3 Training Outline Lesson 1: Getting Started Creating an account Logging in Updating your profile Navigating the site Lesson 2: User Overview Uploading/Submitting an Item Editing an Item Viewing Submissions Lesson 3: Administrator Overview Administrating a Submission Workflow Lesson 4: Getting Help SUNY Digital Repository Support Submit a Help Request

4 Lesson 1: Getting Started At the end of this lesson, you will be able to: Create an account Log into the SUNY Digital Repository Update your profile Navigate the site

5 Lesson 1: Getting Started Creating an account

6 Lesson 1: Getting Started Creating an Account Go to dspace.sunyconnect.suny.edu Click Login (top-right corner) Under Register New User, below the Sign in button, click Click here to register.

7 Lesson 1: Getting Started Creating an Account Continued Enter your Address in the space provided Please Note: the address that you enter will be used as your login name Click the Register button You will see a message stating that a Verification has been sent to the address that you provided.

8 Lesson 1: Getting Started Creating an Account Continued The verification that you will receive will contain a link. To complete the registration process, please click the link. This action will bring you to a New user registration page in the SUNY Digital Repository where you will create your user profile.

9 Lesson 1: Getting Started Creating an Account Continued The New user registration page allows you to create your user profile. Please enter: Your first name Your last name Your telephone number Your language preference A password restriction: 6 characters minimum Confirm the password Once all fields have been filled out, please click the Complete Registration button at the bottom.

10 Lesson 1: Getting Started Logging in

11 Lesson 1: Getting Started Logging In Go to dspace.sunyconnect.suny.edu Click Login (top-right corner) Enter the address that you provided when you registered for an account. Enter your password Click the Sign in button

12 Lesson 1: Getting Started Updating your profile

13 Lesson 1: Getting Started Updating Your Profile To edit/update your profile, from the Homepage please click Profile under My Account.

14 Lesson 1: Getting Started Updating Your Profile Once you have made changes to your profile, click Update Profile. Here, you may also subscribe to collections to receive daily e- mail alerts of new items added. You can subscribe to as many collections as you wish. Select the collection from the drop-down menu and then click Add. Do this for each collection that you want to subscribe to, individually

15 Lesson 1: Getting Started Updating Your Profile Here is an example of an that you would receive from being subscribed to a collection. The title of the will be DSpace Subscription and it will be sent from dspace-noreply@sunyconnect.suny.edu

16 Lesson 1: Getting Started Navigating the site

17 Lesson 1: Getting Started Navigating the Site: What is a Community? The SUNY Digital Repository is comprised of Communities the highest level of the content hierarchy. Each community contains descriptive metadata about itself and the collections contained within it. What is a Collection? Each community in turn have collections which contain items or files. Collections can belong to a single community or multiple communities As with communities, each collection contains descriptive metadata about itself and the items contained within it

18 Lesson 1: Getting Started Navigating the Site: How to browse items: On the homepage you can: Search by keyword View the list of Communities & select one to browse Click Communities & Collections to view a comprehensive list of the communities & collections hierarchy Browse the repository by Issue Date Browse the repository by Authors Browse the repository by Titles Browse the repository by Subjects

19 Lesson 2: User Overview At the end of this lesson, you will be able to: Upload/Submit an Item Edit an Item View Submissions Please note: your account must have submitter privileges in order to submit an item to a collection.

20 Lesson 2: User Overview Upload/Submit an Item

21 Lesson 2: User Overview Upload/Submit an Item Navigate to the SUNY System Administration community from the homepage. Click on the SUNY Educator Preparation Network subcommunity. The direct link to this sub-community is: Locate a collection from the list that you would like to submit an item to.

22 Lesson 2: User Overview Upload/Submit an Item Please note: your account will need permission to upload/submit items to a collection. Click the Submit a new item to this collection button

23 Lesson 2: User Overview Upload/Submit an Item Describe the item that you are submitting by providing information about: The author/s Add each author individually by clicking the Add button The title/s Add each title individually by clicking the Add button The date of issue

24 Lesson 2: User Overview Upload/Submit an Item Continue to describe the item that you are submitting by providing information about: The publisher A citation Series or report number Add multiple numbers individually Identifiers Add multiple identifiers individually Select the type(s) of content of the item. To select more than one value in the list, you may have to hold down the "CTRL" or "Shift" key.

25 Lesson 2: User Overview Upload/Submit an Item Select the language of the main content of the item. Click the Next > button

26 Lesson 2: User Overview Upload/Submit an Item Continue to describe the item that you are submitting by providing information such as: Subject Keywords An abstract Sponsors A description Click the Next > button

27 Lesson 2: User Overview Upload/Submit an Item Click the Choose File button to select a file to upload. Click the Upload file & add another if you would like to include more than one file. Add a file description Click the Next > button

28 Lesson 2: User Overview Upload/Submit an Item Review Your Submission Click the Correct one of these button to make a change if necessary Click the Next > button

29 Lesson 2: User Overview Upload/Submit an Item License Your Work If you wish, you may add a Creative Commons License to your item. Creative Commons licenses govern what people who read your work may then do with it. License Types: Public Domain CC0 Creative Commons No Creative Commons license For more information about Creative Commons Licenses: Click the Next > button

30 Lesson 2: User Overview Upload/Submit an Item There is one last step: In order for DSpace to reproduce, translate and distribute your submission worldwide, you must agree to the terms of our distribution license. Select the checkbox next to I Grant the License Click the Complete Submission > button

31 Lesson 2: User Overview Upload/Submit an Item Now that your submission is complete, you can go to the submissions page to see a list of your submissions or submit another item.

32 Lesson 2: User Overview Edit an Item

33 Lesson 2: User Overview Edit an Item Locate the item that you wish to edit Click the Edit this item button

34 Lesson 2: User Overview Edit an Item Click the Item Metadata tab to edit the information provided when submitting the item.

35 Lesson 2: User Overview Edit an Item Edit the item as needed. Please note: you must scroll to the bottom and click the Update button to save your changes. You can only edit items that you submitted or were granted permission to edit.

36 Lesson 2: User Overview Edit an Item Click the Item Bitstreams tab to edit the file/s associated with the item. Here you can add additional files to the item & you can also delete files associated with an item. You should only be making edits to the file/s listed under Bundle: ORIGINAL

37 Lesson 2: User Overview View Submissions

38 Lesson 2: User Overview View Submissions Under My Account (left navigational menu) Click the Submissions link

39 Lesson 2: User Overview View Submissions Here you can view all of your submissions.

40 Lesson 3: Administrator Overview At the end of this lesson, you will be able to: Setup and administer a Submission Workflow Add submitters to a collection Create an accept/reject/edit metadata workflow by adding administrators Claim a task for review Accept an item submission Reject an item submission Edit the Metadata of an item submission Please note: your account must have administrative privileges in order to setup a workflow.

41 Lesson 3: Administrator Overview Setup and administer a Submission Workflow Add submitters to a collection

42 Lesson 3: Administrator Overview Setup/administer a Submission Workflow Navigate to the SUNY System Administration community from the homepage. Click on the SUNY Educator Preparation Network subcommunity. The direct link to this sub-community is: Locate a collection from the list that you would like to setup a submission workflow for.

43 Lesson 3: Administrator Overview Setup/administer a Submission Workflow Once you have located the collection that you would like to work with, click the Edit Collection link.

44 Lesson 3: Administrator Overview Setup/administer a Submission Workflow In the Assign Roles tab, next to Submitters, click the Create button. This will allow you to add users to the submitter group for this collection.

45 Lesson 3: Administrator Overview Setup/administer a Submission Workflow On this page you can search for members to add by address in the space provided. Alternatively, you can search E-People or Groups if you do not know the address of the member you would like to add.

46 Lesson 3: Administrator Overview Setup/administer a Submission Workflow Once you have successfully located a member to add, the ID, Name and should be displayed above Members. Click the Add button to the add the member to the list of submitters. Add as many members as needed, individually.

47 Lesson 3: Administrator Overview Setup/administer a Submission Workflow Once all members have been added to this list, click the Save button to save your changes.

48 Lesson 3: Administrator Overview Setup/administer a Submission Workflow You can edit the list of submitters anytime by clicking the link next to Submitters

49 Lesson 3: Administrator Overview Setup and administer a Submission Workflow Create an accept/reject/edit metadata workflow by adding administrators

50 Lesson 3: Administrator Overview Setup/administer a Submission Workflow Now you can add users responsible for editing the metadata of incoming submissions, and accepting or rejecting items. Click the Create button next to the Accept/Reject/Edit Metadata Step section.

51 Lesson 3: Administrator Overview Setup/administer a Submission Workflow On this page you can search for members to add as collection administrators by address in the space provided. Alternatively, you can search E-People or Groups if you do not know the address of the member you would like to add.

52 Lesson 3: Administrator Overview Setup/administer a Submission Workflow Once you have successfully located a member to add, the ID, Name and should be displayed above Members. Click the Add button to add the member to the list of collection administrators for the submission workflow. Add as many members as needed, individually.

53 Lesson 3: Administrator Overview Setup/administer a Submission Workflow Once all members have been added to this list, click the Save button to save your changes.

54 Lesson 3: Administrator Overview Setup/administer a Submission Workflow You can edit the list of collection workflow administrators anytime by clicking the link next to Accept/Reject/Edit Metadata Step

55 Lesson 3: Administrator Overview Setup and administer a Submission Workflow Claim a task for review

56 Lesson 3: Administrator Overview Setup/administer a Submission Workflow As a collection administrator, you will receive notifications when new items have been submitted and are pending review. Click the link in the to view the pending submission/s.

57 Lesson 3: Administrator Overview Setup/administer a Submission Workflow Alternatively, you can navigate to pending submissions by clicking Submissions under My Account.

58 Lesson 3: Administrator Overview Setup/administer a Submission Workflow As a collection administrator, you will see a section dedicated to workflow tasks at the bottom of the submissions page. Tasks in the pool are items that need to be reviewed. You must claim the task to eliminate duplicate efforts and prevent other collection administrators from reviewing the item. Click the checkbox to select the item/s that you wish to claim. Then click the Take selected tasks button.

59 Lesson 3: Administrator Overview Setup and administer a Submission Workflow Accept an item submission

60 Lesson 3: Administrator Overview Setup/administer a Submission Workflow Once you have claimed a task you will see it listed under Tasks you own Click on the task link to review the item.

61 Lesson 3: Administrator Overview Setup/administer a Submission Workflow If you have reviewed the item and it is suitable for inclusion in the collection, click the Approve item button.

62 Lesson 3: Administrator Overview Setup and administer a Submission Workflow Reject an item submission

63 Lesson 3: Administrator Overview Setup/administer a Submission Workflow If you have reviewed the item and it is not suitable for inclusion in the collection, click the Reject item button.

64 Lesson 3: Administrator Overview Setup and administer a Submission Workflow Edit the Metadata of an item submission

65 Lesson 3: Administrator Overview Setup/administer a Submission Workflow If you have reviewed the item and would like to edit the metadata associated with the item prior to submission approval, click the Edit metadata button.

66 Lesson 4: Getting Help At the end of this lesson, you will be able to: Locate the SUNY Digital Repository Support site Submit a Help Request

67 Lesson 4: Getting Help Locate the SUNY Digital Repository Support site

68 Lesson 4: Getting Help Locate the SUNY Digital Repository Support site The SUNY Digital Repository Support site is located here: On this site, you can: Find out more about the SUNY Digital Repository in the About section Find useful information for getting started in the repository in the Get Started section Get Help Contact Us to provide feedback Also, clicking the SUNY Digital Repository logo on this site will bring you directly to the repository.

69 Lesson 4: Getting Help Submit a Help Request

70 Lesson 4: Getting Help Submit a Help Request Click the Get Help link on the top-right of the site

71 Lesson 4: Getting Help Submit a Help Request Click the Help Request button to submit a help request.

72 Lesson 4: Getting Help Submit a Help Request Clicking the Help Request button will bring you to the SUNY Connect FootPrints ticketing system. Please enter your Address and press Enter.

73 Lesson 4: Getting Help Submit a Help Request Please Click New Request and then fill out the information as needed to submit a ticket.

74 Lesson 4: Getting Help Submit a Help Request Please fill out the information as needed. Be sure to click the Save button when complete.

75 Resources Presentation: SUNY Digital Repository: SUNY Digital Repository Support site: Help Request site: