Getting Started Guide Publications Database To w a r d s a S u s t a i n a b l e A s i a - P a c i f i c!1
Table of Contents Introduction 3 Conventions 3 Getting Started 4 Suggesting a Topic 11 Appendix 1: Improvements 12!2
Introduction Conventions In this guide there are a few conventions used, that should make it easier for you to get through the guide quickly. First, when referring to screenshots you may see a red letter in parenthesis like this: (A). This will correspond to a box on the screenshot containing the same letter. In each step of the getting started guide, there will be at least one action to take. I provide these action statements in blue preceded by a checkbox. There is greater detail provided in the surrounding paragraphs. Follow these steps When you encounter one of these blue checkboxes, please make sure to take the action specified A!3
Getting Started Let s get started. Here are the steps you should follow when visiting the publication database for the first time to get to know all of its features. Just follow the steps below and you should be familiar with all you need to know to use the publication database. C D B A 1. The Top Page Lets start by taking a quick tour of the top page located at https://pub.iges.or.jp. If you were familiar with the version of the publications database in use before October 2016, a lot has changed, but most prominent is the navigation by topic (A). Please take a moment to read through all the topics listed here. Are there any major topics missing? Please make note of any missing topics that you propose should be added to the list. Ideally you should be able to find at least 5 publications in the database that would belong in that topic from the moment it was created. Above the topic navigation is a list of the 4 most recent publications (B) of the types IGES most wants to promote. If you were familiar with the previous version of the publications database, you may have noted that there used to be a lot of navigation focused around how IGES itself is structured. That navigation hasn t gone away, but it is in the publications dropdown menu (C) at the top of the page now. To the right of the navigation bar is a publication search box (D). From there you can easily find any publicly available publication in the database. Look around this page and the Publications menu, and get familiar with them.!4
2. Staff Lists Almost all of the structure of the publications database, can be accessed from within the Publications menu item, but the staff listing pages are the exception. These pages can be accessed from within the About IGES menu. Select Experts & Staff and you ll be taken to a list of staff sorted by area. Here you can select from the Area dropdown to filter to only staff from a certain area of the institute, or jump to the Alphabetically tab, which will provide a list of staff in alphabetical order by last name. You have likely been provided with your initial login name and password, but if you haven t, or if you ve forget (and haven t changed) your username, these lists are the ideal place to recover your username. Find yourself on one of these two lists, and click on your name. 3. Your Profile Page Your profile page is the central location to find out any information about your work at IGES. The left column of the page contains any profile information you ve added, while the right column contains your photo and links to send you e-mail via a contact form or jump down to your publication list. The publication list contains two different views of the publications you ve been involved in (E). The default view is sorted with publication types that IGES thinks are most likely to be of interest at the top of the page, sorted most recent first within each section. The other view is most recent first regardless of type, allowing the viewer to easily see what you ve published most recently. Review your profile. Take note of any changes to be made. Take a moment to look through all your publications. Pay special attention to the topics assigned to each publication (topics are listing in the right column (F), not all publications will have topics assigned) and to the abstract displayed in the center column (many publications don t currently have an abstract). In the topic review exercise we are looking for two things: 1) opportunities to add relevant topics to your publications from the existing list and 2) deficiencies in the current topic list. As you read through E F!5
your publications please think about what topics each publication belongs in, whether the publication belongs in a topic that represents work IGES is doing but isn t currently listed, and whether it is in topics where it really doesn t belong. If any of your publications have wrong or incomplete topic information, please take note of it, and fix it once you ve logged in. If you come up with changes for the topics list itself, please see the section on proposing topic changes. We will gather staff views on the topics to come up with an improved list. Find your username. Look in the address bar in your browser. It should look something like https://pub.iges.or.jp/staff/your-username Your username, will be in the format family-name-first-name. Make note of it and move on to 4. Logging in Visit https://pub.iges.or.jp/myiges to log in. You ll probably want to bookmark this page for future logins. If you haven t received your password you can use this form to reset your password. Just enter your username, click the login button, and then click on Have you forgotten your password? in the error message that results. Assuming you do have your login credentials though Log in to your account. If this is your first time logging in, you will need to change your password for security reasons. After you've accomplished that, you ll be taken to your profile page again, but this time it will look different. 5. Your logged in profile, and the new system menu The first thing that is likely to catch your eye once you ve logged in for the first time is the new system menu (G) at the top of the page. We ll come back to the system menu, but for now lets take a look at what H else has changed. Just above your name, you ll notice some tabs that weren't there before (H) that will allow you to edit your profile, manage your password, and provide your profile information in other languages. The site primarily provides user information in English at the moment, so you can safely J ignore the Translate tab for the time being. Under your photo you see new contact options (I), and if you've filled out your staff expertise profile you should see those details (J) on the page now too. G I!6
Check your expertise profile. Spend a few moments reviewing your expertise profile. This consists of the information under the headings: Research Method, Technical Skills, Capacity Development, Countries (where you have strong experience), Language Capabilities, and Other Information. If you don t see any of these headings it means you haven t filled out your expertise profile yet. We ll ask you to update your expertise shortly, so note any changes you need to make. 6. Editing your profile Scroll to the top of your profile page, and click on the edit tab. You will be presented with a profile edit form. This form consists of a few vertical groups: Administration Fields, Profile, Expertise, and Translation. Profile and Expertise are generally the only groups you need worry about. You can expand and contract these field groups by clicking on their titles (K). Fill in your profile. Fill in all relevant fields in the Profile and Expertise section of your user profile, and click Save at the bottom of the page. Many of the expertise fields are hierarchical select fields, which means that once you select a top level, further choices will appear in another drop down menu. Clicking save will bring you back to the edit form. Please click on the View tab to return to your profile. K 7. Editing your publications Jump down to your publications and locate the first one you d like to change. If you move your mouse over the publication listing, you ll probably notice a gear icon appear in the top right corner of the listing (L). Click on the gear and select edit. Alternatively, you can click on the publication title and click on the Edit tab on the full publication page. Just like the profile edit page, the publication edit page has a set of collapsible field groups. The first is basic metadata. Here you ll fill out the title, language, and other basic data about the publication. The Series field is the first autocomplete field you ll encounter in this form. Any time you see a circle in the right side of a text box it means that if you enter part of the text it will search the database for existing entries, and provide a list of options. Please always try to find an existing entry before inserting a new one. This enables one of the major improvements in the way we use data on the new site: Multiple publications that have the same series associated with them will automatically be put on a page for that series. These types of linked data improvements are in evidence throughout the site. L!7
!8 The next field group is 'Publication Contributors', and this is where you ll enter the various contributors for the publication. To add an IGES staff member to a listing, click the 'Add IGES Staff' button in the section for the type of contributor you are adding, and fill in part of their name in English. You should be presented with a list of options, just as with the series field. For non-iges contributors, click 'Add Non-IGES Contributor' and fill in the fields provided. Please note that IGES is also an IGES staff contributor entity. To add IGES to a publication, search for institute. Once you ve finished the Contributors field group, you ll be on to the Publication Data group. This includes Copyright and Publisher which is another autocomplete field. You can search this field using English, Japanese, or acronym and results will be listed in the form [English Name (ACRONYM) Japanese Name]. If one of the languages is not present on the listing for that publisher or copyright holder, the other language will be displayed twice, but rest assured, in the actual publication it will be displayed properly. There was very inconsistent data in these fields on the old site, with 21 different types of entry for MOEJ alone, so please make a good effort to find an existing entry before clicking to create a new one. The publication data group also includes the Abstract field, which is now required. If you edit an old publication that didn't have one, you ll need to add it before you can save. Abstracts are important as a crucial piece of information on the publication listing pages to help a user determine whether the publication will be of interest to them. The Internal Metadata field group contains tasks, topics, SDGs, region, keywords, and the fiscal year fields. This is where you ll adjust the topics that you made note of in step 3. The SDGs field is a new one, that allows you to specify what SDGs your publication relates to. This will enable us to navigate based on the SDGs in the future, so please add SDG information to your publications if appropriate. The files field group allows you to add files for public consumption, files for internal use only, and a cover image for your publication. If your first public file is a pdf and you don't upload a cover image, the system will try to make a cover image for you from the first page of the pdf. Below all the field groups for entering the publication data are some system field groups: Publishing options, Authoring information, Revision information, and URL path settings. The first of these just allows you to toggle whether the document is available on the site or not. When you are editing a publication that has already been published, you can ignore this group. The authoring information tab is an important one, as it lets us know who the publication belongs to. If you are the person responsible for this publication, please enter the beginning of your username and select yourself from the list of results. If it isn t you, but you know who should be responsible, please enter the beginning of their last name, and select them from the results. This is how you claim a publication. Initially all publications that were migrated from the old system are owned by anonymous, because the old system had no usable publication ownership data. This means all staff have access to edit these publications. Once you ve claimed a publication it will be editable only by you, the IGES staff listed as contributors, and the administrators.
The next group is revision information. The system now keeps a record of changes made to publications and allows a mechanism for reverting changes when needed. It is always a good idea to input a brief revision log note here, to make is easier to review later. Finally we come to the URL Path settings group. If you do nothing with this tab, the system will automatically try to generate an address for the page using the title. This often results in overly long addresses. You can assign a non-existing url to your publication here. First uncheck the Generate automatic checkbox, and then fill in pub/your-desired-address in the URL Alias field. Please be sure to insert pub/ as a prefix, so we can keep the addresses sensible. It is safe to enter a new address here, even if the page had already been published with an automatically generated address. The system will create a redirect so both addresses will work. Finally it is time to save the entry. You can click Preview to get a rough look at the content, or View changes to get a view a comparison between this version and the last revision, you can perform any of these actions without your changes becoming final. Clicking any of these button will trigger validation, and the system will warn you if it detects anything not filled out properly. We don t create publicly viewable publication pages for low-information publications. If your publication qualifies as such you will get a warning. The warning won t prevent you from saving the publication, but it will encourage you to improve your publication to the point that it is deserving of its own page. To publish your low-information warning upon clicking save. changes you have to click the Save button. low-information warning at the top of a preview page. Make your desired changes and click Save. Once you ve saved changes to your publication, you should be redirected to the page you were on before you clicked edit, or to the full publication view page. If you look at the full publication view page you should now see a Revisions tab which will allow you to compare edits to the document and revert if necessary. Repeat this step for each publication that needs edited.!9
8. Exploring the system menu Now that you are familiar with how to edit your content, let s look at how to navigate within the system menu. Home button this will take you to the publications top page Dashboard this is a portal page that we ll expand as more features become available, more on this later. Content Menu Clicking to find unpublished content. Mouse over to bring up an add content menu, and within that you can select what type of content you want to add. Structure Menu This menu has tools for managing the Publisher/Copyright, Series, and Keyword lists. You won t use it much. Help Menu This currently contains mostly help related to system modules. Search Search within system menu Your name This is a shortcut to your profile page Log out Log out The three most commonly used sections of this menu will be the dashboard, the content menu, and the search box. The Dashboard The dashboard will be fairly sparse at first, but contains links to most of the functionality you might need. You can add and find content there as well as accessing the publication search. Most importantly (because it is currently not linked from anywhere else), you can do a staff search here (M). We intend to improve this search over time, but currently you can input any text that might appear on a staff profile including the expertise profile, and the search should find relevant staff members. M Content Menu If you click on the content menu and filter by status: not published you can find your unpublished content. If you had unpublished content in output db please let me know so I can find it and assign it to you. There are 171 publications from output db that are not published and don t have an author assigned. Let me know if you need access to unpublished content from output db. To publish new content, you can click on add content from the content page, or mouse over the content menu, select add content, and select your content type, or you can use the search box. The Search Box The search box is very convenient for quickly finding what you need. If you want to add a new Discussion Paper to the site, type paper in the search box and the Content: Papers menu will pop out right below the search box. Click it and you are at the page you need to create a new paper.!10
Suggesting a Topic The initial set of topics had to be created by mapping existing task data into topics, which necessarily limited the set of topics we could create initially, and how granular it was possible to be. Now that we've launched with the initial set, we would like to gather researcher feedback on the topic set on the Top Page and Topics page of the site. Step 1: Identify the topic Try to think through how this new topic will best fit in with the current set of topics. Does it fit within the existing set of top-level topics? Does it overlap with any existing topics? Step 2: Identify at least 5 publications that belong in the topic. We don t want to have topics on the site with very little content in them, and we want to make sure that the suggested topic works in practice, when considering the actual publications we have. Therefore, please identify at least 5, and preferably more than 5 publications that belong in this topic. Step 3: Send us an email. Please send an e-mail to pmo-cd.km@iges.or.jp including proposed topic in the subject line. Please provide the topic(s) you would like to add or modify, some brief details on the justification for these proposed changes, and the list of publications that should be included initially. We will use these e-mails to provide a base for discussion on what topics should be added/how topics should be modified.!11
Appendix 1: Improvements IMPROVEMENT DESCRIPTION Data Cleanup Because much of the data was not internally linked, and some fields were more readily used to improve publication appearance than for the intended purpose, much of the data in the system was very messy. We ve made an intensive effort to clean up the data during the migration. Data structure/forms Going forward, to try to avoid a reversion to the messy data problem, we ve designed the content forms to guide researchers toward inputting the data expected in the right format. Because many more of the form fields are now linked in the system, and used as navigational elements, it is less likely that they ll be misused for display purposes. Individual Logins In the new system, each researcher has their own login. This allows us to maintain revision histories, implement approval workflows (to come), and put in more robust edit access controls. Increased accessibility The new system is on the internet, there is no more internal component tucked away behind the firewall. This means that researchers can access and work on their publications and profiles from anywhere. Researchers outside of headquarters can now directly use the site as a tool to promote their work. Navigation by topic We are moving away from navigation based on internal organizational structures, and toward means of navigation that will be more intuitive/ useful to users. No low information pages Nearly half of the publications pages in the old publications database contained little more detail than a title, copyright holder, and content type. In the new system pages like this will no longer have a publicly available publication page, though they will still appear in short form on publication listings. To make these short views more useful, the abstract field is now required.!12
IMPROVEMENT DESCRIPTION Improved Statistics In the past file downloads had to be tracked separately from the rest of our web statistics, in a labor intensive process that gave us limited insight. The new system includes a custom module that allows us to report file downloads, with relevant data to the tool we use for web statistics. Additionally, we can much more readily create internal reports to gain insights into our publications. Better Search The publication search on the website, now has an intelligent engine, that attempts to sort search results by relevancy. The search also searches within attached public files, meaning that a search is much more likely to return relevant results. Improved metadata If you use the Mendeley web importer, you can very quickly verify, that our publications now provide a lot cleaner set of metadata tags that allow tools like Mendeley, and Google Scholar to read our publication information properly. We hope to see a great improvement in Google Scholar uptake in the coming months. There is also a tool in the works to allow the exporting of publication citation data in formats useful in a wide range of researcher reference management tools. More cover images in the absence of a dedicated cover image, the system now tries to generate a cover image from the first page of an attached PDF file. We are always looking for ways that the system can be improved further. Please don t hesitate to reach out with your suggestions.!13