deposit management module digitool version 3.0. deposit management 2 deposit approval search &...

Deposit Management Module

DigiTool Version 3.0

Deposit Management 2

Deposit

Approval

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DigiTool Modules


Deposit Module

Approver – serves approvers for the review of the deposits

http://hostname:port/approver

Consists of three main user interfaces:

Deposit – serves depositors for the deposit of objects

http://hostname:port/deposit

Management – allows the configuration of the deposit

workflow, depositor and approver profiles and groups

http://hostname:port/mng


Deposit Management

Login

Material Flows

Material Type

Forms

Rights

Submission Formats

Post Approval

Depositor Profiles

Staff Profiles


Login in Management Interface

An authorized and profiled staff user, who has logged in successfully, will encounter an opening screen with the default view in the repository search. In order to enter the Deposit Management under the management interface, the staff user should click on the “Deposit” tab located on the top-level toolbar.


Context-Sensitive Help

In order to aid the staff user in routine workflows and scenarios, each screen contains a context-sensitive help file that can be accessed by clicking on the “question mark” icon located on the top right-hand side of the toolbar.


Deposit Management

Login

Material Flows

Material Type

Forms

Rights

Submission Formats

Post Approval

Depositor Profiles

Staff Profiles


Material Flow

A workflow represents a set of pre-defined steps and rules that will be used by a depositor when depositing material. The depositor views each step as a numbered wizard step once a workflow is chosen. Each workflow is made up of 5 distinct step definitions that are combined to formulate a single unified workflow.


Material Flows

Add a new material flow by clicking on the "+ Add" icon, located at the top of the screen.

Edit an existing material flow by clicking on the inline "Pencil" icon.

Delete an existing material flow by clicking on the inline "X" icon.


Step 1 – Adding a Workflow/Material Type

Name a new workflow/material type and provide a short description that will be viewed by the depositor when selecting this deposit workflow.


Workflow in Depositor Interface

Each available workflow represents a pre-defined set of steps that will guide the depositor, in a wizard style process, through the submission process.

The description provides an explanation for the nature of the workflow they choose.


Deposit Management

Login

Material Flows

Material Type

Forms

Rights

Submission Formats

Post Approval

Depositor Profiles

Staff Profiles


Descriptive Metadata Forms

Each submission workflow provides a form with pre-defined metadata fields that the depositor may utilize as a part of the deposit workflow chosen. Depending on the pre-definitions, forms may be defined with fields that are required or contain pre-defined data. An asterisk denotes required fields. Note: Forms are stored per administrative unit and for use in material flows relevant to that administrative unit.


Step 2 - FormClick on Numbered step 2 to associate a form with the active workflow from the dropdown menu of available defined forms. The chosen form can be previewed - as the depositor will view the form - below the dropdown menu.


Forms in Depositor Interface

The form defined under a specific workflow is displayed for the depositor under Descriptive Information tab (Step 2):


Creating a New Form From Scratch

Add a new form by clicking on the "+ Add" icon, located at the top of the screen.


Creating a New FormFrom the Existing Form


Add a New Form FieldForms contain a list of the descriptive metadata pre-defined fields, that can be added by clicking “Add Field” button and edited or deleted by selecting an existing field name link.


Field AttributesName: This is a required field that defines the internal view for the name of the field being defined. The depositor will NOT view the name.

Label: This is a field that is used for displaying the field name to the depositor.

Type: Type provides a drop-down list of available field type definitions. Examples include TextField, TextArea, ComboBox, etc.

Position: Each field in a form attains a certain numbered position. The fields are displayed from left-to-right and downward in the position order that is attributed to them.

Note: Changing a numbered position for a field adjusts/pushes forward all following numbered positions accordingly.


Field Attributes ContinuedDublin Core: This field represents a drop-down list of all available Dublin Core fields defined (Example: dc:title).

Tooltip: The “tooltip” is the text the depositor will see when mousing-over the displayed field when depositing.

Default Value: Pre-defined default value, filled form data that can be displayed to the depositor.

Description: Description is an internal field used to track and manage field definitions and uses. The depositor will NOT view the description.

Mandatory (check box): Mandatory checked indicates that the form may not be submitted without some content in the field. Non-checked does not require the field be filled with content.


Field Attributes Continued

Single (check box): Single checked indicates that the layout for the field will stretch a full row’s worth of content in a dedicated row, regardless of the number of columns per row.

Note: Single is only an available option where the column settings for the form are 2 or 3.

Names and Values: Names and values are used in conjunction with those field types that allow for pre-defined content options ONLY. The field types that can utilize labels and values are ComboBox, Radio and Checkbox.

The value is the behind-the-scenes code for the potential value.

The name is the displayed named option.


Deposit Management

Login

Material Flows

Material Type

Forms

Rights

Submission Formats

Post Approval

Depositor Profiles

Staff Profiles


Copyright and Access RightsThe assertion of copyright and access rights section is also pre-defined as part of any given workflow.

The depositor typically will be required to agree to a copyright statement before submitting any material.

The access rights availabilities will be displayed to the depositor.

All copyright files for the Deposit module are located under j_home in the/profile/conf/copyrights directory. Copyright availability and options are global and not defined per administrative unit.

Access rights pre-definitions for the Deposit module are located under j_home in the /profile/units/ADM01/conf/accessrights and activated in the unit_configuration.xml.


Step 3 – Rights

Click on Numbered step 3 to associate a rights routine with the active workflow from the dropdown menu of available defined copyrights and through selecting available rights routines.

Each rights routine, when highlighted, provides a brief description of the routine.


Assertion of Rights in Depositor InterfaceThe assertion of copyrights and access rights under a specific workflow is displayed for the depositor under Assertion of Copyright tab (Step 3):


Deposit Management

Login

Material Flows

Material Type

Forms

Rights

Submission Formats

Post Approval

Depositor Profiles

Staff Profiles


Submission Formats

Uploading files to the system is an integral part of the deposit process that also contains pre-definitions.

Depending on the workflow, the institution may wish that the type or number of files be limited for upload.

For instance, an institution may wish to receive all theses in .pdf format only. This can be defined as part of the thesis workflow that will block all non-pdf documents from upload. In the below example, a limit of 2 files for upload were defined; one as .pdf and one as .doc.

These pre-definitions are all encased in individual

submission formats.


Step 4 - Defining Submission Formats

Click on Numbered step 4 to associate a submission format with the active workflow from the dropdown menu of available defined submission formats. Each submission format chosen will provide a short description for the format.


Submission Formats in Depositor Interface

The Submission Formats defined under a specific workflow is displayed for the depositor under Files Upload tab (Step 4):


Submission Formats

Add a new submission format by clicking on the "+" icon, located at the top of the screen.

Edit an existing submission format by clicking on the inline "Pencil" icon.

Delete an existing submission format by clicking on the inline "X" icon.


Submission Format Attributes

Name a new submission format and provide a short description that will be viewed only by other staff approvers.Choose a “File definition type”. File definition type refers to the file number limit and type, file’s maximal size and file’s location type that can be deposited as part of a defined workflow.

General – Allows general definitions of maximum number of files, max file size and file extensions that will be allowed to the depositor as part of the workflow.

Detailed – Allows detailed definitions per file upload, including file extensions, max file size and a description per file upload allowed.


General Submission Format

Provides a general definition for the number of files, file extensions, maximal file size and file location:


Detailed Submission Format Provides a detailed definition for the number of files, file extensions, maximal file size and file location, related to each descriptor:


Deposit Management

Login

Material Flows

Material Type

Forms

Rights

Submission Formats

Post Approval

Depositor Profiles

Staff Profiles


Step 5 – Post Approval

Step 5 from the depositor’s point of view is the “Preview” pane.

This step is not configurable so there is no need for its definition as part of the material type/workflow definition. Step 5, from the staff management’s point of view, relates to the post-approval settings that will ensue based on the workflow used to deposit the approved material.

This step defines the post-approval actions, ingest behavior and responsibilities related to deposits utilizing the active workflow.


Post-Approval OptionsAutomatic -allows ingest tasks to be pre-defined so that when deposits are approved, the deposit is automatically run and ingested with the definitions set.Note: The templates for automatically ingested deposits are stored on the server under the unit's /conf/templates/ingest_settings/ directory.

Manual -allows a staff user responsible for ingesting such deposits to receive all approved deposits in their webingest inbox - with the need to further manually define the ingest definitions before actually ingesting the deposit.


Deposit Management

Login

Material Flows

Material Type

Forms

Rights

Submission Formats

Post Approval

Depositor Profiles

Staff Profiles


User Architecture

Patrons Staff Users

Depositors Approvers

Meditor User Management

Management Module - /mng

Web Profile Privileges

Depositor Profile Approver Profile


Depositor - KEY POINTS

Would-be depositors MUST be registered as Patrons first before requesting and becoming a depositor.

Every depositor is associated with ONE administrative unit only.


Depositor – Request Deposit Access

1. Already a patron? Logging into the deposit module will recognize the user and prompt a profile request page. The user requests an admin unit to deposit to and only once a profile is assigned (by staff), will the depositor have access.

2. Not yet a patron? Click the register tab from the deposit login screen and fill out the standard patron registration form. The next screen shown will be the deposit profile request page. See 1 above.


Depositor – Profile Request

1. Choose the Administrative Unit for which you would like to gain depositing rights.

2. An optional note can provide the institution’s staff with more information as to what type of deposit rights you will need.


Depositor Profile

A depositor profile is a set of definitions that apply to depositors which specify different behaviors and authorizations that the depositor will have access to

when using the deposit module.

The details managed at the depositor profile level:

• Available workflows – Depositor will only have access to the ones specified in their profile

• Active Deposits – Maximum active deposits. An active deposit is one which is of status: draft, submitted, resubmitted and returned. Approved and Declined are not counted as active deposits.

•File or disk space quota restrictions – The maximum amount of disk space allowed for all active deposits for the depositor.

•Deposit Group – The deposit group defined can be assigned to specific approver(s) for deposit review.


Depositor Profile

Available for review only to Staff users from the Management module and defined per Admin Unit.


Staff – Managing Profile Requests

1. From the Administrative Unit’s Management module, Depositors and Depositor requests can be viewed.

2. Depositors can be filtered by profiles – or in this case by those with no profile – or Deposit Requesters.


Staff – Assigning Deposit Profiles

1. A deposit profile can be set by choosing from the existing dropdown of available depositor profiles (per Admin Unit).

2. Assigning a profile to a depositor initiates an email to the user notifying their approved deposit status. This process also confirms the user as a patron if they were not yet already confirmed.


Deposit Management

Login

Material Flows

Material Type

Forms

Rights

Submission Formats

Post Approval

Depositor Profiles

Staff Profiles


Approver - KEY POINTS

Would-be Approvers MUST be defined as Staff users first before being defined as approvers.

An approver is associated with one administrative unit – UNLESS the staff user is an ADMIN user in which case they may be defined as approvers in multiple units.


Staff Profile

An approver profile is a set of definitions that apply to staff approvers individually and that specify the responsibilities that the approver will have when using

the approver module.

The details managed at the approver profile level:

• Responsible for Group(s) - The approver will see all deposits from the selected group(s) within the approver’s Admin unit.

AND / OR

• Responsible for Workflow(s) - The approver will see all deposits where the selected Admin unit-specific workflow(s) were used.


Approver – Profile Assignment

Available for review only to Staff users from the Management module and defined per Admin Unit.


Logging off

Once a staff member has finished working with the Management interface, logoff from the module by clicking on the “door” icon located on the top right-hand side of the toolbar.


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deposit management module digitool version 3.0. deposit management 2 deposit approval search &...

Documents

deposit workflow

deposit tab

management interface

portdeposit management

deposit module approver

deposit of objects http

submission workflow

depositor interface