A*STAR SRDB User Guide Document Version: 5.0 Revised Date: 23 rd March 2010 Document name: ASTAR_UserGuide_5.0.doc Page 1 of 43
Revision History Date Version Author Review By Summary of Changes 9 th July 2008 v1.0 Fedly Jeremias 29 th August 2008 V2.0 Fedly Jeremias 9 th October 2008 V2.1 Jeremias Easwari Added sending remind password module for Administrator 6 th January 2009 V 3.0 Fedly Jeremias 12 th January 2009 V 3.1 Fedly Jeremias Added Clean Organisation Format 5 th March 2009 V 4.0 Raghuveer Jeremias Added Workflow for Update Profile module. Added Forum module 23 rd March 2010 V 5.0 Siva Jeremias Updated Manage Researcher, Manage Non-Researcher. Added Manage Role, Assign Role, Manage Email Content, Manage Files Document name: ASTAR_UserGuide_5.0.doc Page 2 of 43
Table of Contents 1 Introduction... 5 2 System Modules... 6 2.1 Login Module... 7 2.1.1 Logging in... 7 2.1.2 Register a New User... 7 2.1.3 Retrieving Password... 9 Unlocking Accounts... 9 2.2 Search Researchers Module... 10 2.3 Update User Profile... 12 2.3.1 Main (Edit User Profile)...13 2.3.2 Enabling and Disabling Collaboration...14 2.3.3 User Account Password Change...15 2.3.4 Research Area...16 2.3.5 Education...17 Add Education Record...17 Edit Education Record...18 Delete Education Record...18 2.3.6 Appointment...19 Add Appointment Record...19 2.3.7 Employment...20 Add Employment...20 Edit Employment Record...21 Delete Employment Record...22 2.3.8 Publication...22 Add Publications...22 Edit Publication Record...23 Delete Publication Record...24 2.3.9 Accomplishment...24 Add Accomplishment...24 Edit Accomplishment Record...25 Delete Accomplishment Record...26 2.3.10 Collaboration...26 Add Collaboration...26 Edit Collaboration Record...27 Delete Collaboration Record...28 2.3.11 Grant...28 Add Grant...28 Edit Grant Record...29 Delete Grant Record...30 2.3.12 My Page...30 2.3.13 Manage Files...32 2.4 Dashboard... 33 2.4.1 Adding Collaborator...33 2.4.2 Approving Add Collaborator Request...34 2.5 Forum User Guide... 36 2.5.1 Add New Topic...36 2.5.2 Reply Topic...37 Document name: ASTAR_UserGuide_5.0.doc Page 3 of 43
2.5.3 Links...38 2.5.4 My Profile...39 Document name: ASTAR_UserGuide_5.0.doc Page 4 of 43
1 Introduction This User Guide will give you detailed explanation and step-by-step guides on using the portal. It covers an overall scope of getting to know the portal and its functionalities and modules. Document name: ASTAR_UserGuide_5.0.doc Page 5 of 43
2 System Modules In the following sections we will guide you through the process of using SRDB modules. Document name: ASTAR_UserGuide_5.0.doc Page 6 of 43
2.1 Login Module The Login Module is accessible at https://researchers.a-star.edu.sg. It provides a secure entry point for Authorized Users and Administrator to access the Singapore Researchers Database System and Administrative Modules respectively. 2.1.1 Logging in To login to the portal access the Main URL: https://researchers.a-star.edu.sg Figure 1 Enter a valid User Name and Password into the respective textboxes and click the <Login> Button. 2.1.2 Register a New User Figure 2 At the Login Module click the <Register> link. This will redirect you to the Preferred User Information page. Document name: ASTAR_UserGuide_5.0.doc Page 7 of 43
Figure 3 Document name: ASTAR_UserGuide_5.0.doc Page 8 of 43
Fill in all the fields with your preferred User Information and key a new password twice into the Password fields. Click <Register> link. The system saves the new user registration and awaits authorization/approval by the System Administrator Note: * indicates a Mandatory Field. 2.1.3 Retrieving Password Figure 4 At the Login Module click the <Forgot Password?> link. This will redirect you to the Retrieve Password page. Figure 5 Enter your Email Address and click <Submit>. The password will be sent via email to the email address you specified. UNLOCKING ACCOUNTS The Forgot Password feature can also be used to unlock locked accounts. For users who have exceeded 5 tries to login, the system will automatically lock the account as a security feature. In this case the user can Unlock the account and have the correct password sent to them via the above feature. Document name: ASTAR_UserGuide_5.0.doc Page 9 of 43
2.2 Search Researchers Module The Search Research Module as the name implies provides an easy-to-use search engine function for users to search for researchers. Search input can be given in the following 5 categories: o Researcher Name o Keyword o Appointment o Organisation o Area of Research ( 2 Areas Biomedical Science and Science and Engineering) Figure 6 Search Researchers Module Document name: ASTAR_UserGuide_5.0.doc Page 10 of 43
Figure 7 Search Results Mousing over the Researcher picture will reveal a pop up showing more information on the researcher. Document name: ASTAR_UserGuide_5.0.doc Page 11 of 43
2.3 Update User Profile Upon logging in as a researcher, the Edit Profile link will appear at the top right corner above the announcements section. Click the Edit Profile link to access the module. Figure 8 Edit Profile Module The Edit Module provides a basic console for maintaining and managing researcher s Profiles e.g. Research Area, Publication and Collaboration. This Module is accessible to administrators and researcher. Administrators are able to access all researcher Profiles using the Manage Users module, whereas researchers are only able to access their own account profiles. In the next few sections we will be looking at the following features: Figure 9 Edit Profile Features o o o o o o o o o o Main Research Area Education Appointment Employment Publication Accomplishment Collaboration Grant My Page Document name: ASTAR_UserGuide_5.0.doc Page 12 of 43
2.3.1 Main (Edit User Profile) The Main tab of the edit user profile module provides a console to edit the basic information on the researcher such as his/her email address, contact information, account password & photo. Figure 10 Main Tab Document name: ASTAR_UserGuide_5.0.doc Page 13 of 43
Here s how to edit user profile information: 1. In the Edit User Profile Module Main Tab, make changes to the user profile information. 2. Click Update, to save the changes. This saves the new information into the database. 2.3.2 Enabling and Disabling Collaboration The researchers are allowed to enable or disable the collaboration feature of their own account. Enabling collaboration, allows other researchers to search, communicate and add him/her as a collaborator and vice versa. Enabling collaboration activates the Dashboard tab to appear on the navigation bar. Disabling collaboration, on the other hand removes the dashboard and he/she will not be able to receive messages or collaborate with other researchers. Here s how to Enable/Disable Collaboration: 1. In the Edit User Profile Module Main Tab, enable or disable the Enable Collaboration checkbox. 2. Click Update, to save the changes. This saves the change to the profile into the database. Figure 11 Enable Collaboration Document name: ASTAR_UserGuide_5.0.doc Page 14 of 43
2.3.3 User Account Password Change Here s how to change password to current researcher account. 1. Enter the Old Password. This is the password that is currently being used. 2. Enter the New Password. This is the password that you want to change to. 3. Verify the New Password by entering it a second time in the Verify Password textbox. This is to ensure that you have entered the password correctly, as the password fields are masked and you may not detect an error whilst keying in the new password. 4. Finally, click Change Password. A message pops up saying Password Changed. You will have to subsequently log in with your New Password. Figure 12 Password change Document name: ASTAR_UserGuide_5.0.doc Page 15 of 43
2.3.4 Research Area The Research Area tab allows researchers to add the discipline and research areas they are in. Researchers are allowed to add more than 1 research areas to their own account via this console. Here s how to add/remove a new research area: 1. In the Research Area tab choose and click a discipline. This will refresh the page and load the Research Area box with related areas of research. 2. Click the Area and Sub-Area. This will refresh the page and load the Research Area box with related areas of research. This will filter further the research areas according to your choice. 3. Click the respective checkbox Research Area of you choice. This will refresh the page and display under Selected Research Area it will also add the research areas to your account. 4. To remove a selected Research Area, just uncheck its respective checkbox. Figure 13 Adding Research Area Document name: ASTAR_UserGuide_5.0.doc Page 16 of 43
2.3.5 Education The Education tab of the edit user profile module provides a console to add, edit and delete researcher s education background. Figure 14 Education History ADD EDUCATION RECORD Here s how to add a new education record. 1. Click the Education Tab. Displays existing education records if any. 2. Click the Add New button. This displays the Add new education record console as shown in Figure 15. 3. Fill in the Education details. 4. Finally, click Insert. The new record is added to the table of education records. Document name: ASTAR_UserGuide_5.0.doc Page 17 of 43
Figure 15 Add New Education Record Console EDIT EDUCATION RECORD Here s how to edit an education record. 1. Click the Education Tab. Displays existing education records if any. 2. Click the respective edit icon of the records that you wish to change. This displays the edit education record console as shown in Figure 16. 3. Make changes to the records. 4. Finally, click the icon to save the changes. The changes are saved and displayed in table of education records. Figure 16 Edit Education Record DELETE EDUCATION RECORD Here s how to remove an education record. 1. Click the Education Tab. Displays existing education records if any. 2. Click the respective delete icon of the records that you wish to remove. This removes the record. Document name: ASTAR_UserGuide_5.0.doc Page 18 of 43
2.3.6 Appointment The Appointment tab of the edit user profile module provides a console to add, edit and delete researcher s appointment records under 5 capacities namely Scientific, Board of Director, Singapore based Committee, International Editorship and International Advisorship. Figure 17 Appointment Records ADD APPOINTMENT RECORD Here s how to add a new education record. 1. In the Appointment tab, click the sub tab/category where the appointment falls under eg. Scientific Appointment. This displays existing appointment records if any. 2. Click the Add New button. This displays the Add new education record console as shown in Figure 18. 3. Fill in the Education details. 4. Finally, click Insert. The new record is added to the table of education records. Document name: ASTAR_UserGuide_5.0.doc Page 19 of 43
Figure 18 Add New Education Record Console 2.3.7 Employment The Employment tab of the edit user profile module provides a console to add, edit and delete researcher s employment records. Figure 19 Employment Records ADD EMPLOYMENT Here s how to add a new education record. 1. In the Employment tab, add new button. This displays the Add New Employment Record console as shown in Figure 20. 2. Fill in the Employment details in the fields. Document name: ASTAR_UserGuide_5.0.doc Page 20 of 43
3. Finally, click Insert. The new record is added to the table of education records. Figure 20 Add New Employment Record Console EDIT EMPLOYMENT RECORD Here s how to edit an employment record. 1. Click the Employment Tab. Displays existing employment records if any. 2. Click the respective edit icon of the records that you wish to change. This displays the edit employment record console as shown in Figure 21. 3. Make changes to the records. 4. Finally, click the icon to save the changes. The changes are saved and displayed in table of education records. Figure 21 Edit Employment Record Document name: ASTAR_UserGuide_5.0.doc Page 21 of 43
DELETE EMPLOYMENT RECORD Here s how to remove an education record. 1. Click the Employment Tab. Displays existing employment records if any. 2. Click the respective delete icon of the records that you wish to remove. This removes the record. 2.3.8 Publication The Publication tab of the edit user profile module provides a console to add, edit and delete researcher s publication records. Figure 22 Publication Records ADD PUBLICATIONS Here s how to add a new publication record. 1. In the Publication tab, add new button. This displays the Add New Publication Record console as shown in Figure 23. 2. Fill in the Publication details in the fields. 3. Finally, click Insert. The new record is added to the table of Publication records. Document name: ASTAR_UserGuide_5.0.doc Page 22 of 43
Figure 23 Add New Publication Console EDIT PUBLICATION RECORD Here s how to edit a publication record. 1. Click the Publication Tab. Displays existing publication records if any. 2. Click the respective edit icon of the records that you wish to change. This displays the edit publication record console as shown in Figure 24. 3. Make changes to the records. 4. Finally, click the icon to save the changes. The changes are saved and displayed in table of publication records. Figure 24 Edit Publication Record Document name: ASTAR_UserGuide_5.0.doc Page 23 of 43
DELETE PUBLICATION RECORD Here s how to remove a publication record. 1. Click the Publication Tab. Displays existing publication records if any. 2. Click the respective delete icon of the records that you wish to remove. This removes the record. 2.3.9 Accomplishment The Accomplishment tab of the edit user profile module provides a console to add, edit and delete researcher s accomplishment records, categorized into 2 sections: Awards and Patents. Figure 25 Accomplishment Records ADD ACCOMPLISHMENT Here s how to add a new accomplishment record. 1. In the Accomplishment tab, select either the Awards or Patents tab. This displays the Awards or the Patents accomplishment records respectively. 2. Click the Add New button. This displays the add Accomplishment console as shown in Figure 26 and Figure 27. 3. Fill up the fields 4. Finally, click Insert. The new record is added to the table of accomplishment records, to either the Awards or Document name: ASTAR_UserGuide_5.0.doc Page 24 of 43
Patents tab. Figure 26 Add Award Accomplishment Console Figure 27 Add Patent Accomplishment Console EDIT ACCOMPLISHMENT RECORD Here s how to edit an accomplishment record. 1. In the Accomplishment tab, select either the Awards or Patents tab. This displays the Awards or the Patents accomplishment records respectively. 2. Click the respective edit icon of the records that you wish to change. This displays the edit accomplishment record console as shown in Figure 28. 3. Make changes to the records. Document name: ASTAR_UserGuide_5.0.doc Page 25 of 43
4. Finally, click the icon to save the changes. The changes are saved and displayed in table of accomplishment records. Figure 28 Edit Accomplishment Record DELETE ACCOMPLISHMENT RECORD Here s how to remove an accomplishment record. 1. Click the Accomplishment Tab. Displays existing accomplishment records if any. 2. Click the respective delete icon of the records that you wish to remove. This removes the record. 2.3.10 Collaboration The Compilation tab of the edit user profile module provides a console to add, edit and delete researcher s collaboration records, categorized into 5 sections: Company, Hospital, Industry, University, Research Institute and Others. ADD COLLABORATION Figure 29 Collaboration Records Here s how to add a new collaboration record. Document name: ASTAR_UserGuide_5.0.doc Page 26 of 43
1. In the Collaboration tab, select from either 5 of the sections. This displays the respective collaboration records respectively. 2. Click the Add New button. This displays the add collaboration console as shown in Figure 30. 3. Fill up the fields 4. Finally, click Insert. The new record is added to the table of collaboration records, to the selected section. Figure 30 Add Award Accomplishment Console EDIT COLLABORATION RECORD Here s how to edit a collaboration record. 1. In the Collaboration tab, select from either 5 of the sections. This displays the respective collaboration records respectively. 2. Click the respective edit icon of the records that you wish to change. This displays the edit Collaboration record console as shown in Figure 31. 3. Make changes to the records. Document name: ASTAR_UserGuide_5.0.doc Page 27 of 43
4. Finally, click the icon to save the changes. The changes are saved and displayed in table of collaboration records. Figure 31 Edit Collaboration DELETE COLLABORATION RECORD Here s how to remove a collaboration record. 1. In the Collaboration tab, select from either 5 of the sections. This displays the respective collaboration records respective. 2. Click the respective delete icon of the records that you wish to remove. This removes the record. 2.3.11 Grant The Grant tab of the edit user profile module provides a console to add, edit and delete researcher s grant records. Figure 32 Grant Records ADD GRANT Here s how to add a new grant record. 1. In the grant tab click the Add New button. This displays the add grant records console as shown in Figure 33. 2. Fill up the fields 3. Finally, click Insert. Document name: ASTAR_UserGuide_5.0.doc Page 28 of 43
The new record is added to the table of collaboration records, to the selected section. Figure 33 Add Grant Console EDIT GRANT RECORD Here s how to edit a grant record. 1. In the Grant tab, click the respective edit icon of the records that you wish to change. This displays the edit Grant record console as shown in Figure 34. 2. Make changes to the records. 3. Finally, click the icon to save the changes. The changes are saved and displayed in table of collaboration records. Figure 34 Edit Grant Document name: ASTAR_UserGuide_5.0.doc Page 29 of 43
DELETE GRANT RECORD Here s how to remove a grant record. 1. In the Grant tab click the respective delete icon of the records that you wish to remove. This removes the record. 2.3.12 My Page The My Page tab provides a Rich Text Editor for researchers to insert information on themselves and their work. The Rich Text editor works as in MS Office, allowing text formatting, inserting images, movies, attachments, and flash, linking to URLs (blogs or external websites) etc. Figure 35 Grant Records The information entered here will appear on the My Page of the researchers profile page as shown in Figure 36. Document name: ASTAR_UserGuide_5.0.doc Page 30 of 43
Figure 36 My Page Document name: ASTAR_UserGuide_5.0.doc Page 31 of 43
2.3.13 Manage Files The Manage Files Tab displays a console to create folder, delete folder, upload file and delete file. There is maximum 5 MB limitation for file size for upload. Here s how to upload file: 1. Click Browse button in Upload File Panel. 2. Choose the file to be uploaded. 3. Click Upload button. Here s how to delete file: 1. Click beside empty file. Document name: ASTAR_UserGuide_5.0.doc Page 32 of 43
2.4 Dashboard Upon logging in as a researcher, the Dashboard link will appear in the top navigation bar. Figure 37 Dashboard Page Researcher can use the dashboard module to search and view other researchers profiles and also add them as collaborators. 2.4.1 Adding Collaborator Researchers may search other collaborators and view Here s how to add a researcher as your collaborator. 1. In the Dashboard Module page, use the search engine (refer to Section 2.2 Search Researchers Module for instructions) to find other researchers. This will retrieve all researchers that match your search criteria as shown in Figure 37. 2. Click the Add Collaborator icon of the respective researcher that you wish to add as your collaborator. 3. Click ok on the message box that appears. The selected researcher will be sent a notification of request to add as collaborator. He / She will either approve or reject the request for collaboration. Document name: ASTAR_UserGuide_5.0.doc Page 33 of 43
Figure 38 Search Collaborator 2.4.2 Approving Add Collaborator Request Researchers may search other collaborators and view Here s how to approve an add collaborator request, when you get a collaboration request from another researcher. 1. In the Dashboard Module page, under the Updates section, click the Collaborator Request link as shown in figure 68. Figure 39 Collaborator Request notification This will take you to the Collaborators request page. Document name: ASTAR_UserGuide_5.0.doc Page 34 of 43
2. Click the approve icon of the Collaborator request and click ok on the confirmation message that appears. The researcher is added as a collaborator to your account. Document name: ASTAR_UserGuide_5.0.doc Page 35 of 43
2.5 Forum User Guide 2.5.1 Add New Topic Groups contain forums, forums contain sub-forums and topics, topics contain posts. At any point if you need to get back to a previous page, you can click its name in the breadcrumbs link at the top. The first button you will use when posting in the forums is the Add New Topic button. Clicking button will take you to the Add New Topic input interface. this Document name: ASTAR_UserGuide_5.0.doc Page 36 of 43
The Subject is simply a short description of your post. The Topic Status is an optional method of further describing your post. Choosing a Post Icon can set your post apart from others in the forum listing. The Message box contains no character limit, so this is where you type the body of your post. Expanding the Attachments will allow you to browse and upload attachments to your post. Clicking the Create Thumbnail button will create a smaller version of the same picture. Clicking Insert Image will input a text placeholder for your image. The image will appear in that position after you hit submit. The display link option will simply add a hyperlink to your file at the foot of your post. Files you have uploaded previously will be on the My Files tab, and can be added to your current post, without re-uploading. Adding a Poll is achieved by naming it, choosing the answer type, and providing the choices in the Poll Options box. Each option must be on a separate line. Polls require that you have entered text into the body of your message, but if you wish to only have a poll, you can enter a blank character such as and it will still allow you to submit your post. Under Additional Options, The author of the post can decide to lock, pin, or announce the post. An announcement will appear in a section above the rest of your topics. It will only appear up there during the dates specified. Many of these options will only be available to certain security roles. After your post is completed, click Submit and it will appear in the forum. 2.5.2 Reply Topic Now other users can view and reply to it. There are two types of replies: standard and quick. A quick reply is accomplished by simply using the form at the bottom of the screen when viewing a post. Quick replying does not allow the user access to advanced formatting options. Document name: ASTAR_UserGuide_5.0.doc Page 37 of 43
To use a standard reply, click the Add Reply button. This form is very similar to the Add New Topic interface. You can add Smilies, or if HTML is enabled, format your post however you desire. Attachments can be added to any reply; however, a poll can only be in the original topic post. There are several options once a message has been posted. Editing, Deleting, and Moving can all be accomplished by clicking the respective buttons. Locking a topic disables all replies. Pinning a topic will make it stay at the top of the topic list no matter how active it is. The replies and views count are a fast way to determine how active a particular topic is. Then viewing a post, there are two buttons in the top right corner. The printer will allow you to view a simplified version for printing. The Envelope Button will allow you to send a link to that post to any email address. When browsing the forums, there are a few quick link buttons that will take you to the last post you read or the last post in the topic. 2.5.3 Links There are a number of links above the forums. The links will change depending on what options you have enabled in the control panel and what type of account you are logged in under. Document name: ASTAR_UserGuide_5.0.doc Page 38 of 43
2.5.4 My Profile Another very important link is the My Profile link. If profiles are enabled, this will take the user to an interface where they can edit their user information. Basic profiles are included and they contain the following information: Profile: Member Since The date the user account was created. Last Visit When the user last logged in. Posts This number is the amount of posts and replies the user has made. Website The user s website, this can link to any website, not necessarily a private homepage. Occupation, Location, Interests, Contact Info User defined text. Avatar This is a small picture uploaded or linked by the user that will display beneath their user name. Signature Document name: ASTAR_UserGuide_5.0.doc Page 39 of 43
This text or HTML will show up under every post the user makes. My Preferences: Sort Order This option will change whether posts are listed in forward or reverse chronological order. Items per Page Determines the number of posts and topics shown on a single page. Show Replies This option will show other posts when a user is drafting a response. Jump To First Unread Post This option makes the browser skip over previously read posts. Subscribe to Topics If enabled, a user will receive emails when topics are updated. Subscription Type Different options depending on forum settings. Document name: ASTAR_UserGuide_5.0.doc Page 40 of 43
Use AJAX Improves interaction with forums. Recommended. Hide Avatars and Signatures This option will block other users Avatars and Signatures. Forum Tracking This section allows you to manage your forum subscriptions and sharing options. Administrator Settings: Document name: ASTAR_UserGuide_5.0.doc Page 41 of 43
Only Administrators can view this page. Reward Points Use this to change a user s rank based on the point system. User Caption This short description will display beneath a user s name on their posts. Disable Signature or Avatar Use this if the signature or avatar is inappropriate. Trusted User Check to give a user certain access Monitor Activity Sends email notifications whenever this user posts. Disable Attachments Stops this user from attaching any files to posts or topics. User Account This read-only tab allows administrators to view the user accounts associated with each forum user. Document name: ASTAR_UserGuide_5.0.doc Page 42 of 43
Search The Search interface is a tool for finding a particular post based on keywords or a username. There are also a few links for quick searches. Unanswered, Not Read, My Topics and Active Topics will all go to separate lists of topics depending on what the user has viewed previously. Document name: ASTAR_UserGuide_5.0.doc Page 43 of 43