026500

 

BELIEF

Bringing Europe’s eLectronic Infrastructures to Expanding Frontiers

 

 

WP1D4.2.b – The BELIEF DL User Guide

Ver. 1.0

 

09 January 2007

 

 

Start date: 1 November 2005                                                                             Duration: 24 months

 

The BELIEF Consortium consists of:

1.      Metaware SpA, IT

2.      CNR- ISTI, IT

3.      University of Athens, GR

4.      ERNET, IN

5.      ENGITECH, IE

6.      Escola Politécnica da Universidade de São Paulo, PUSP, BR

7.      Wisconsin-Madison University, US

Responsible Author:

Franco Zoppi - CNR-ISTI, IT

Contributors:

-

Status:

Confidentiality:

[

[

[

[

 

 

 

X

 

]

]

]

]

Draft

To be reviewed

Proposal

Final/Released to CEC

[

[

 

[

 

 

[

X

 

 

 

 

 

 

]

]

 

]

 

 

]

- PU

- PP

 

- RE

 

 

- CO

for PUblic use

restricted to other Programme Participants (including the Commission Service)

REstricted to a group specified by the consortium (including the Commission Service)

COnfidential, only for members of the consortium (including the Commission Service)

Summary / Content:

WP1D4.2.b - T1.2 – The BELIEF DL User Guide.

 

 

Contents

 

1.     Summary. 5

2.     User Functionality. 6

2.1.   Community. 6

2.1.1.   My actions. 6

2.1.2.   User management (for DL Administrators only) 6

2.1.3.   Groups. 6

2.1.4.   Document management 6

2.2.   Information Space. 7

2.2.1.   Manage. 7

2.2.2.   View.. 7

2.2.3.   Personal 7

2.3.   Search. 10

2.3.1.   Search type. 10

2.3.2.   Search options. 11

2.3.3.   Result set 12

2.4.   Browse. 13

2.4.1.   Browse type. 13

2.4.2.   Browse options. 13

3.     Author Functionality. 14

3.1.   Options for Authors. 14

3.2.   New documents. 14

3.2.1.   Simple document 15

3.2.2.   Technical Report 15

3.2.2.1.   See/Update the overall default values (Optional) 15

3.2.2.2.   Insert/update information content 15

3.2.3.   Paper 17

3.2.3.1.   See/update the overall default values (Optional) 17

3.2.3.2.   Insert/update information content 17

3.2.4.   Proceedings. 18

3.2.4.1.   See/update the overall default values (Optional) 18

3.2.4.2.   Complete/update the document structure. 19

3.2.4.3.   Insert/update information content manifestations. 19

3.2.5.   Book. 20

3.2.5.1.   See/Update the associate default values (Optional) 20

3.2.5.2.   Complete/update the document structure. 21

3.2.5.3.   Insert/update information content manifestations. 21

3.2.5.4.   See/update the overall default values (Optional) 22

3.2.5.5.   Complete/update the document structure. 22

3.2.5.6.   Insert/update information content manifestations. 23

3.2.6.   Instructions for other models. 24

3.3.   New editions of already published documents. 24

3.4.   Correction of already published documents. 24

3.5.   Withdrawal requests. 24

4.     Administrator & Reviewer Functionality. 25

4.1.   Options for Administrators & Reviewers. 25

4.2.   New documents. 25

4.2.1.   Simple document 26

4.2.2.   Technical Report 26

4.2.2.1.   See/Update the overall default values (Optional) 26

4.2.2.2.   Insert/update information content 26

4.2.2.3.   Update the default values (Optional) 27

4.2.3.   Paper 28

4.2.3.1.   See/update the overall default values (Optional) 28

4.2.3.2.   Insert/update information content. 28

4.2.4.   Proceedings. 30

4.2.4.1.   See/update the overall default values (Optional) 30

4.2.4.2.   Complete/update the document structure. 30

4.2.4.3.   Insert/update information content manifestations. 31

4.2.4.4.   See/update the default values associated with any single structural element (Optional) 31

4.2.5.   Book. 32

4.2.5.1.   See/Update the associate default values (Optional) 32

4.2.5.2.   Complete/update the document structure. 32

4.2.5.3.   Insert/update information content manifestations. 33

4.2.5.4.   See/update the default values associated with any single structural element (Optional) 34

4.2.6.   Volume. 34

4.2.6.1.   See/update the overall default values (Optional) 34

4.2.6.2.   Complete/update the document structure. 35

4.2.6.3.   Insert/update information content manifestations. 35

4.2.6.4.   See/update the default values associated with any single structural element (Optional) 36

4.2.6.5.   Associate/update the values related with the overall Document 36

4.2.6.6.   Insert/update information content 40

4.2.6.7.   Example. 41

4.2.7.   Instructions for other models. 42

4.3.   New editions of already published documents. 43

4.4.   Correction of already published documents. 43

4.5.   Withdrawal requests. 43

4.6.   Review.. 44

4.7.   Administration. 45

4.7.1.   New submission requests. 45

4.7.2.   Rejected submission requests. 46

4.7.3.   New editions requests. 46

4.7.4.   Rejected editions requests. 47

4.7.5.   Correction requests. 47

5.     References. 48

 

 


 

Log of changes

 

Version N°

Date (dd/mm/yyyy)

Changes

D4.1.b V0.1

26/06/2006

None – First draft

D4.2.b V0.1

26/09/2006

The following contents have been modified:

·         Section “Information Space”

D4.2.b V1.0

09/01/2007

Final version following the recommendations of the 1st Annual Review.

 

1.                Summary

The BELIEF Digital Library is accessible from the BELIEF Portal by clicking on the
Digital Library>Expert Interface menu or directly at
http://belief02.isti.cnr.it/.

The Digital Library Interface is organised in work environments (HOME, COMMUNITY, INFORMATION SPACE, SEARCH, BROWSE) which in their turn are organised according to different menus. This User Guide is presented under the following three Sections, according with the roles a community member can play::

o       User Functionality

o       Author Functionality

o       Reviewer & Administrator Functionality

The BELIEF Digital Library provides access to different document collections, public or private, which are distributed through the web. Any user can select collections that interest him/her by using the INFORMATION SPACE options and access the SEARCH- and BROWSE functionality.

From this document a User Guide “At a Glance” has been derived [WP1D4.2.c].

 

2.                User Functionality

2.1.         Community

This environment allows any user to access the DL as a “registered user” (entering Login and Password) or to register by completing the form displayed by the system (data tagged with a red asterisk are mandatory). Registered users may be entitled to different access rights.

The menus of the Community environment can be accessed by registered users only.

2.1.1.      My actions

q       Personal Data

·        View Profile shows the user “profile” data

·        Edit user data updates user data

·        Unregister deletes user name from the DL register

q       Logout stops the user operating as a “registered user”

2.1.2.      User management (for DL Administrators only)

q       View all users allows the DL Administrator to manage user access rights

2.1.3.      Groups

Is used to create work groups and share information.

q       New defines a new group. The user is requested to enter a Name identifying his/her group, a Description (optional) and to create either a “public” group, accessible by all users (option YES) or a non-public group (NO). The “CREATE” button terminates the operation and “CLEAR” button cancels all entered data.

q       View

·        Public Groups  lists all “public” groups. Each group description contains the address of the group administrator, so that users can request further information in order to become associated with that group.

·        My groups allows group administrators or group members to list “their” groups. For any administrator, the display also includes the following  buttons:

o       ADD USER(S) – to include other users in the group.

o       ADD COLLECTION(S) – to associate virtual collections with the group.

o       DELETE – to cancel the whole group.

2.1.4.      Document management

For Management by Authors: see Section 3.
For Management by Reviewers & Administrators: see Section
4.

 

2.2.         Information Space

This work environment can be used by any user (registered or not) to define his/her information space. The user’s information space is composed of all collections the user has selected from those managed by the DL. If no information space is defined, user operations are executed on all “Public collections”, which are visible through the “VIEW” menu.

2.2.1.      Manage

Is used to insert/delete collections in/from the user’s information space.

q       Select is used to choose collections for the information space according to the following options:

·        From public collections lists all public collections and gives information through the link “details” which is associated with each collection. It is worth noting that collections marked by the symbol + are structured in sections which are displayed by clicking on the that symbol.

A collection can be selected  clicking on the corresponding “add” button.

The names of the selected collections appear in the “Selected collections” box. When the selection ends, the information space is registered by clicking on the ADD TO SPACE button: all selected collections are inserted in the user’s information space (and  added to those already present, if any). The operation concludes with the display of the current information space composition.

·        From personal collections [for registered users only] is used to select collections associated with groups where the user is either the administrator or a member. The selection can be made as described in the “From public collections” option.

q       Remove deletes collections from their information space. Collections are listed and the user can delete them all  with the REMOVE ALL COLLECTIONS button, or choose those he wants to delete with the REMOVE SELECTED COLLECTIONS button.

2.2.2.      View

q       Public collections displays all public collections which are available to generic users.

q       Personal Collections [for registered users only] displays those collections which are associated with groups where the user is either the administrator or a member.

q       Current information space displays the information space components at the current time.

2.2.3.      Personal

Allows to create/delete personal (virtual) collections (accessible to authorised users only).

q       Create collection: A personal collection can be created starting either from scratch, i.e. from archives of publishing institutions, or from a pre-existing collection, as follows:

a)       Create from scratch: if this option is selected, the NEXT STEP button displays the form “Insert  your collection data” (see below).

b)      Inherit an existing collection: if this option is selected, the NEXT STEP button opens the window entitled “Do you want to inherit from” and the user can choose between the following options:

·        a public collection

·        a personal collection

In either case, the NEXT STEP button opens the form “Select a collection to inherit” which lists the collections selections (either public or personal) according to user interest. (for each collection, the “details” link causes the description of the collection to appear). After the selection, the NEXT STEP button opens the form “Insert your collection data” (see below).

c)       Grouping existing collections: if this option is selected, the NEXT STEP button displays the form “Insert your collection data” (see below).

d)      Create collections from Repository’s Sets: if this option is selected, the NEXT STEP button opens the window entitled “Please select the set(s) the collection is created from” and the user is shown the list of all available collections that can be selected.

After the selection, the NEXT STEP button opens the form “Insert your collection data” (see below).

 

Insert your collection data”

(data in the fields marked with a red asterisk are mandatory)

The only restriction on the data is the length that can be inserted in the fields “Name”, “Subject” and “Description”.

The “Metadata format” field is used to select the metadata for imposed selection conditions.

The “Filtering name and value” field can be used to select the documents to be inserted in the collection according to the value of a metadata element. The default element is “language” (but this configuration can be changed at system installation).

The NEXT STEP button introduces the form:

 

“Now you have to define a condition for your collection”

that guides the user to create his/her collection through the following operations:

1.  Select the authorities in which your condition will search: In case a), i.e. when the collection is created from scratch,  all authorities are displayed for selection; in case b), i.e. when an existing collection is inherited, only the authorities of that collection ar displayed.. If no selection is made, the search for documents to be included in the collection will be made on all authorities. After selection, the ADD button transfers  the selected authority into the user’s personal space; the opposite operation can be made with the REMOVE button after selecting an authority in the user’s personal space. Both operations can be done repeatedly.

2.  Define your condition. The selection criteria is expressed by defining the condition (SINGLE CONDITION option) or the conditions (MULTIPLE CONDITIONS option) the document metadata have to satisfy in order to be included in the collection. In the first case, the user chooses both the metadata element on which to set the condition (Dublin Core metadata, if not  otherwise set) and the operator, and enters the appropriate value in the data field according to the format suggested by the system. The CLEAR button  resets the form.

 

NOTE - Please note that the operators act with probability criteria and order documents by  the “degree of correspondence” to the user’s selection condition. This affects the composition of the result set (hence the composition of the collection) as documents with a  degree of correspondence less than a given threshold are excluded.

 

The operators in the “Select operator” menu have the following meanings:

o       contain: the metadata element must contain one or more of the terms entered in the data field.

o       equal: the character string in the metadata element must be exactly equal to the character string entered in the data field.

o       phrase: the metadata element must contain one or more terms of the phrase entered in the data field, in any order.

o       equal/greater-than/greater-equal/less-than/less-equal: the metadata element must contain a value that is equal to/greater than/greater than or equal to/less than/less than or equal to the value entered in the data field.

 

If the option “MULTIPLE CONDITIONS” is chosen, a form guides the user to structure conditions as a pair of conditions linked by an operator (selectable in the SELECT window). The mechanism repeats every time the user selects the option “MULTIPLE CONDITIONS”.

The “Select” menu offers the well-known Boolean operators “And”, “Or”, “And-Not” and the following operators that make it possible to use a metadata element as a “filter”:

o       filter-accept: all document satisfying both conditions of the pair are searched; differently from what happens with the “And” operator,  results are ordered by the “degree of correspondence” to the first condition.

o       filter-reject: all document satisfying the first condition and not-satisfying the second condition of the pair are searched; differently from what happens with the “And-Not” operator,  results are ordered by the “degree of correspondence” to the first condition.

 

The process concludes by clicking on the FINISH button. The user can validate the conditions set to create the collection and choose from:

o       DEFINE A NEW CONDITION (back to Step 1 above)

o       DISCARD COLLECTION

o       SAVE COLLECTION

q       Delete collection lists user’s personal collections; any collection can be deleted with the corresponding DELETE button.

 

2.3.         Search

Selection of this environment gives immediate access to the form for Simple Search. Queries can be freely expressed and searches are executed on all elements of document metadata. (Other kinds of search - Advanced, Cross-Language - are available in the SEARCH TYPE menu). In the event of a lengthy search, a signal appears providing an estimate of the time needed required to perform the search.

Display of search results

Descriptions of documents resulting from the search are displayed. The “Previous” and “Next” buttons are used to scroll up and down the screen. Descriptions are ordered by the “degree of correspondence” to the query according to probability criteria. The degree of correspondence (Rank) is indicated both as a percentage and graphically.

Each description is associated with four (?) buttons -  “ View this document”, “Mark as relevant”, that operate as follows:

q       View this document makes the following information appear on the screen:

o       Document Identifier

o       Document metadata

o       Document Manifestations i.e., the diverse formats for a created document or a document section; e.g. a text in Post-Script, PDF, PowerPoint, etc., or an image in GIF, JPEG, etc.. The user can choose the format by clicking on its icon: the document file is then transferred from its deposit archive to the user’s machine.

q       Mark as relevant is used to mark documents considered to be relevant. This allows the user to activate the “relevance feedback” search type, which is based on the contents of such documents. The relevance feedback search  option can be selected in the SEARCH TYPE menu.

2.3.1.      Search type

q       Simple search: Here queries can be freely expressed and searches are executed on all metadata elements. The SEARCH button starts the search. In the event of a lengthy search, a signal appears providing an estimate of the time required to perform the search. Results appear as described in the SEARCH-Search results section above.

q       Advanced search is used to impose one or more conditions on one or more elements of  metadata. If the “single condition “ option is chosen, both metadata elements and operators can be selected from the appropriate menus (Dublin Core metadata are used by default, but a different system configuration is possible).

The operators in the “Select operator” menu have the following meanings:

·        contain: the metadata element must contain one or more terms of the search query; descriptions are ordered by the “degree of correspondence” to the query according to probability criteria.

·        equal: the character string in the metadata element must be exactly equal to the search query.

·        phrase: the metadata element must contain one or more terms of the search query, in any order; descriptions are ordered by the “degree of correspondence” of the query according to the probability criteria.

The CLEAR button resets the form. The SEARCH button starts the search.

If the option “Multiple conditions” is chosen, the user is guided to structure the query as a pair of conditions bound together by an operator (that can be selected from the “select” window). This mechanism is activated every time the user selects the “Multiple condition” option. The system advises the query format required for the selected metadata element.

The “Select” menu offers the well-known Boolean operators “And”, “Or”, “And-Not” and the following operators that make it possible to use a metadata element as a “filter”:

·        filter-accept: all document satisfying both conditions of the pair are searched; differently from what happens with the “And” operator, results are ordered by the “degree of correspondence” to the first condition.

·        filter-reject: all document satisfying the first condition and not satisfying the second condition of the pair are searched; differently from what happens with the “And-Not” operator; results are ordered by the “degree of correspondence” to the first condition.

The CLEAR button resets the form. The SEARCH button starts the search. In the event  of a lengthy search, a signal appears providing  an estimate of the time required to perform the search.  Results appear as described in the SEARCH-Search results section above.

q       Relevance feedback This option appears only when one or more documents resulting from a search have been marked – see the description of the Mark as relevant button in the Search Results paragraph above]. The SEARCH button starts the search. In the event  of a lengthy search, a signal appears providing  an estimate of the time required to perform the search.  Results appear as described in the SEARCH-Search results section above.

2.3.2.      Search options

q       Configure search defines search parameters different from the default parameters. The configuration that the user selects will be ignored by the system if it is not compatible with the metadata of the collections the user has inserted in his/her information space.

q       Simple. The “simple” search can be configured for:

o       Metadata format. Documents are catalogued with multiple metadata sets: the DUBLIN CORE set - used by default - and the OLAP set – an extension of the D.C. metadata set defined specifically for the OpenDLib system - are always present.

o       Filtering name and value. This filter can be used to select the documents resulting from the search according to the value of a metadata element. The default element is “language”, but this configuration can be changed at system installation.

 

If no configuration is stipulated by the user, the search is carried on Dublin Core metadata, without any filter.

The CONFIRM button displays the parameters of the user-stipulated configuration. The DEFAULT VALUES button resets default configurations.

q       Advanced The “advanced” search can be configured for:

o       Metadata format. Documents are catalogued with multiple metadata sets: the DUBLIN CORE set - used by default - and  the OLAP set - a metadata set defined specifically for the OpenDLib system - are always present.

o       Filtering name and value. This filter can be used to select the documents resulting from the search according to the value of a metadata element. The default element is  “language” but this configuration can be changed at system installation.

The CONFIRM button displays the parameters of the user-stipulated configuration. The DEFAULT VALUES button resets default configurations.

q       Configure result page is used to configure each type of search with respect to  the display of the results:

·        The number of documents for each page (<100).

·        The presentation of the documents: the user can choose among different levels of description (Header, Long, Short).

The CONFIRM button registers and displays the choices made by the user. The DEFAULT VALUES button resets the default configurations.

q       View details shows the “current” search parameters: those corresponding to the “default” values or those of the user-stipulated configurations.

2.3.3.      Result set

q       Get Last is used to return to the page where the results of the last search operation are displayed.

q       Print page prints the page where the results are displayed.

2.4.         Browse

In the BROWSE environment, the content of a collection (that included in the user’s information space) can be examined  in different ways (see BROWSE TYPE). By selecting this environment a new form appears and can be used to:

·        Organise all documents in alphabetical order on the basis of the value of the metadata element (field) which can be selected from the menu.

·        Define the portion of alphabetical order the user wants to see (the format of the data to be inserted in the “from” and “to” fields has to correspond to the format indicated near the chosen metadata element - for example the format YYYYMMD(D) is to be used).

The BROWSE button activates the sorting operations In the event  of a lengthy search, a signal appears providing  an estimate of the time required to perform the search..

Display of search results

Documents descriptions are displayed in the user-defined format. The “Previous” and “Next” buttons are used to scroll up and down the screen pages. The following buttons are associated with each description:

 

q       View this document makes the following information  appear on the screen:

o       Document Identifier

o       Document metadata

o       Document Manifestations: i.e., the diverse formats in for a created a document or a document section; e.g. a text in Post-Script, PDF, PowerPoint,… ; or  an image in GIF, JPEG,…; The user can choose the format by clicking on its icon: the document file is then transferred from its deposit archive to the user’s machine.

q       Mark as relevant is used to mark documents considered to be relevant. This allows the user to activate the “relevance feedback” search type, which is based on the contents of such documents. The relevance feedback search option can be selected in the SEARCH TYPE menu.

2.4.1.      Browse type

 

q       Custom. Browses the descriptions of the documents in the collection.

q       Standard. Browses the indexes created on the collection metadata.

2.4.2.      Browse options

 

q       Select Format is used to define the metadata set for the basis of order criteria (different from that used by the system “default”).

q       Configure result page is used to configure each type of search with respect to the display of the results:

·        The number of documents for each page (<100).

·        The presentation of the documents: the user can choose among different levels of description (Header, Long, Short).

The CONFIRM button registers and displays the selections made by the user. The DEFAULT VALUES button resets the default configurations.

 

q       View details. Shows the “current” search parameters: those corresponding to the “default” values or those of the user-stipulated configurations.

3.                Author Functionality

3.1.         Options for Authors

SUBMIT opens your working area  - Submission mode – where the following types of documents to the Library Administrator can be submitted:

·        New documents

·        New editions of documents already published

·        Correction of documents already published

·        Withdrawal requests

3.2.         New documents

Create a new document in order to submit it for publication; Edit or Remove a document in preparation, if any (documents in preparation are those that have been started but did not finish the creation procedure; these documents are identified with a temporary identification number).

Please consider the following steps:

 

·        Click the link Create New Document to create a new document. A page where a menu to select the Authority for the document to be published will then open. Then click the NEXT button. A page is presented where you can choose which model the document has to conform to. Depending on which authority is chosen, all or a set of the document models listed below are presented for selection.

1.      Simple document – i.e. a model for documents without any structure (generally metadata + content file)

2.      Technical Report - i.e. a model for simple documents whose content may be represented by different file types. (generally metadata + content file/s + cover)

3.      Paper -  i.e. a model for documents without any structure (generally metadata + content file/s) to be included in a given Conference or Workshop proceedings

4.      Proceedings -  i.e. a model for documents containing multiple contributions - described with overall metadata

5.      Book -  i.e. a model for documents with a book-like structure

6.      Volume -   i.e. a model for documents containing multiple contributions, each described with its own metadata

 

(NOTE - This manual presents two classes of models, i.e., i) models for very simple, unstructured documents and ii) models for documents with a two-level structure, each different from the others (models 4-6). These last ones are partially “open”, in the sense that their structure generally needs to be completed. For example the book model structure may need to be completed by adding more than one chapter, and the volume model structure may need to be completed by adding more than one article with its related metadata. The DL may present some models not listed here. In this case, see Section 1.8).

 

Select a model and click the NEXT button. Then follow the instruction given under the model that has been selected.

 

·        Click the link Submit when finished creating/editing the document.  A message will require the selection to be validated.

 

·        Click the link Remove if you want to delete a document in preparation. A message will require the selection to be validated.

 

·        Click the link Edit to open a page to update a document in preparation.

Instructions for any document model are given below.

3.2.1.      Simple document

This opens a form to complete:

·        Values into the mandatory descriptive metadata elements. Use the ADD button to repeat fields, if needed. Fill in keywords of a single concept in only one field. Use different fields for different concepts.

·        The address of the document file. Search this file in the user’s workstation by clicking on the BROWSE button and select the appropriate file.

Then click on the button SUBMIT. This completes the procedure if all requested data has been filled in, otherwise a warning message will be displayed.

3.2.2.      Technical Report

This opens the Edit page. The left-hand side of this page displays the structure of the technical report model, whereas the right-hand side shows which functions are available.

In this page:

·        See/update the default values that are associated with the overall Document Structure (Optional)

·        Insert/update information content.

3.2.2.1.            See/Update the overall default values (Optional)

The right-hand page side displays which cover, if any, is to be associated with the document being  created and which default values are defined for rights.

·        To insert an image or update the existing one, then select the outside or inside from the Type menu according to whether the image file desired resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, it is mandatory to give the address of the image file; in the inside case, click the BROWSE button that allows to select and upload the image file from the user’s workstation. Then click the UPDATE COVER button, thus making the selected image shown. By the same operations as above, it is possible to repeatedly update the cover content.

·        To remove the cover image, if any, then simply click the DELETE COVER button.

·        To see which rights will be associated with the overall Document Structure, then click the link Edit Rights. It is possible to state other options for those values by selecting which users have rights to access your document; then, click the ACCEPT button.

3.2.2.2.            Insert/update information content

Structural elements for this model are Metadata and Content. These elements are called Views.  A View is the way a document can be perceived or disseminated. For example, a document corresponding to the Report model could be disseminated as a whole, or by its metadata only. A View does not concern physical aspects of its information content. The physical aspect is modelled as a Manifestation of that View, and this manifestation is represented with the structural element [to complete]6 , meaning that a physical data file is to be uploaded or referenced.

Note that the green check symbol √ beside the names of the structural elements means that they hold default values for structural metadata and rights.

The Edit page allows to insert content into the model structural elements, or update this content, as follows:

  1. Click the [to complete]6 item related to Metadata. This opens a form to fill in values into the mandatory descriptive metadata elements according to the qualified Dublin Core format (DCQ). Use the ADD button if needing to repeat the creator- or language field. Please note that adjunctive metadata fields can be selected from those listed at the bottom of the form. Then click on the ACCEPT button. This completes the metadata information and updates the document structure by replacing the [to complete]6 item with the format of metadata manifestation (usually DCQ), and marking it with the green check symbol √. You can also update the metadata manifestation by clicking on dcq, thus opening the form where metadata values can be changed.
  2. If the content of the user’s document consists in more than one file of different type, then click the Content item and then click the ADD button in the related Add views and manifestations box. A supplementary [to complete]6 item will be added to the document structure. Repeat step b) as many times as the supplementary document files are. Added items can also be deleted as specified in step c).
  3. Click the [to complete]6 item related to Content. This opens a window where it is possible to (i) delete this item by clicking the delete manifestation button or (ii) insert the Content manifestation, as follows.
  4. Select the outside or inside from the Type menu  according to whether the file to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, it is manadatory to give the address of the file; in the inside case, click the BROWSE button that allows to select and upload the file from user’s workstation. Then click on the ACCEPT button; this makes the description of the inserted file to appear in the page right-hand side and the document structure in the page left-hand side to be updated by specifying which file type has bee inserted. The green check symbol √ marks the document structural element when information for that element has been completed. Note, however, that content manifestation can repeatedly be updated by clicking on the file type of the manifestation; this allows to  repeat step d).
  5. Repeat steps c) to e) for each supplementary [to complete]6 item related to Content, if any.

Steps a) to e) can be interrupted at any stage and then restarted as described in the NOTE  below.

 

(NOTE - The green check symbol √ marks a document structural element when information for that element has been completed. Please note that any piece of information in the Document Structure can repeatedly be updated. Click the respective structural element and follow the instructions given above. The procedure for new documents can be interrupted at any stage by simply closing the Edit page, thus going back to the Submission mode page. Please take notice of the temporary ID of the document being worked on. It is useful to find it in the Submission mode page, where it is possible to repeatedly restart the procedure by clicking the Edit link corresponding to that document temporary ID.  Any document being submitted can be cancelled by the Remove link. The submission procedure is  brought to its end by the Submit link).

3.2.3.      Paper

This opens the Edit page. The left-hand side of this page displays the structure of the paper model, whereas the right-hand side shows which functions are available.

In this page:

·        See/update the default values that are associated with the overall Document Structure (Optional)

·        Insert/update information content

3.2.3.1.            See/update the overall default values (Optional)

The right-hand page side displays which cover, if any, is to be associated with the document being created and which default values are defined for rights.

·        To insert an image or update the existing one, then select the outside or inside from  the Type menu  according to whether the image file to include resides outside or inside user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, it is mandatory to give the address of the image file; in the inside case, click the BROWSE button that allows to select and upload the image file from user’s workstation. Then click the UPDATE COVER button. Then click the UPDATE COVER button, thus making the selected image shown. By the same operations as above, it is possible to repeatedly update the cover content.

·        To remove the cover image, if any, then simply click the DELETE COVER button.

·        To see which rights will be associated with the overall Document Structure, then click the link Edit Rights. State other options for those values by selecting which users have rights to access the document; then, click the ACCEPT button.

3.2.3.2.            Insert/update information content

This model is conceived for any document related to proceedings or to workshops. Structural elements for this model are Metadata (i.e., catalographic information), Content and in Proceedings. These elements are called Views. A View is the way a document can be perceived. For example, a paper corresponding to this model could be disseminated as a whole, or by its metadata only, or within the context of the Proceedings to which it is related. A View does not concern physical aspects of its information content. The physical aspect is modelled as a Manifestation of that View, and this manifestation is represented with the structural element [to complete]6 , meaning that a physical data file is to be uploaded or referenced.

Note that the green check symbol √  beside the names of the structural elements means that they hold default values for structural metadata and rights.

The Edit page allows to insert content into the model structural elements, or update this content, as follows:

a.       Click the [to complete]6 item related to Metadata. This opens a form to fill in values into the mandatory descriptive metadata elements according to the qualified Dublin Core format (DCQ). Use the ADD button if needing to repeat the creator- or language field. Please note that adjunctive metadata fields can be selected from those listed at the bottom of the form. Then click on the ACCEPT button. This completes the metadata information and updates the document structure by replacing the [to complete]6 item with the format of metadata manifestation (usually DCQ), and marking it with the green check symbol √. You can also update the metadata manifestation by clicking on DCQ, thus opening the form where metadata values can be changed.

b.      If the information content of the document consists in more than one file of different type, then click the Content item and then click the ADD button in the related Add views and manifestations box. A [to complete]6 item will be added to the document structure. Repeat step b) as many times as the supplementary document files are. Added items can also be deleted as specified in step c).

c.       Click the [to complete]6 item related to Content. This opens a window to (i) delete this item by clicking the delete manifestation button or (ii) insert the Content manifestation, as follows.

d.      Select the outside or inside from the Type menu according to whether the file to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, it is mandatory to give the address of the file; in the inside case, click the BROWSE button that allows to select and upload the image file from the user’s workstation. Then click on the ACCEPT button; this makes the description of the inserted file to appear in the page right-hand side and the document structure in the page left-hand side to be updated by specifying which file type has been inserted. The green check symbol √ marks the document structural element when information for that element has been completed. Note, however, that content manifestation can repeatedly be updated by clicking on the file type of the manifestation; this allows the user to  repeat step c1).

e.       Repeat steps c) to e) for each supplementary [to complete]6 item related to Content, if any.

f.        Click the Metadata6 item and then Content6 item related to in Proceedings. Both items are to make reference to the corresponding view of the “Proceedings” document which the paper is related to. For both items it is possible to update the values of the corresponding View Values Table (optionally), whereas the following fields must be filled in:

·        Reference handle: The ID of the referenced (already existing) document

·        Reference version: The version of the referenced document

·        Reference view: Which view is referenced

Steps a) to f) can be interrupted at any stage and then restarted as described in the NOTE  below.

 

(See NOTE 3.2.2.2)

3.2.4.      Proceedings

This opens the Edit page:

·        See/update the default values that are associated with the overall Document Structure (Optional).

·        Complete/update the document structure.

·        Insert/update information content manifestations.

3.2.4.1.            See/update the overall default values (Optional)

The right-hand page side shows which cover, if any, is to be associated with the document being created and which default values are defined for rights.

·        To insert an image or update the existing one, then select the outside or inside from the Type menu according to whether the image file you to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, it is mandatory to give the address of the image file; in the inside case, click the BROWSE button that allows to select and upload the image file from the user’s workstation. Then click the UPDATE COVER button. Then click the UPDATE COVER button, thus making the selected image shown. By the same operations as above, the cover content can be repeatedly updated.

·        To remove the cover image, if any, then simply click the DELETE COVER button.

·        To see which rights will be associated with the overall Document Structure, then click the link Edit Rights. State other options for those values by selecting which users have rights to access the document; then, click the ACCEPT button.

3.2.4.2.            Complete/update the document structure

The left-hand side of the page shows the basic structural elements of this model. A Proceedings  model is composed by Metadata (i.e., bibliographic information) and Content. Content, in turn, is composed by an Introduction and a Browse section containing at least one Article.

These elements are called Views; a View is the way a document can be perceived and does not concern physical aspects. For example, this document could be seen as a whole or as the sole Metadata View and Introduction View (Note that any view name can be changed according to preferences set. See Sec. 1.4.4).

A View does not concern physical aspects of its information content. The physical aspect is modelled as a Manifestation of that View, and this manifestation is represented with the structural element [to complete]6, meaning that a physical data file is to be uploaded or referenced.

Note that the green check symbol √  beside the names of the structural elements means that they hold default values for structural metadata and rights.

To complete/update the definition of the above structure by adding as many articles as needed in order to make the structure compliant with the document to be submitted. For this, click the link Browse. Then in the Add views and manifestation  box click the ADD corresponding to Default Views to add as many Article Views – and related [to complete]6 items - as the document requires. Added items can also be deleted: click on any of them and then click the delete view button in the right-hand side of the page. This updates the document structure on the left-hand side of the window.

3.2.4.3.            Insert/update information content manifestations

In the document structure tree, the Metadata item, the Introduction item and any of the Article items is to be completed with its manifestation, i.e. the file/s that physically represent its information content.

For this, the following steps are to be considered.

a.       If the information content of the view Introduction or that of any view Article consists in more than one file of a different type, then for that view it is necessary to add as many  [to complete]6 items as are needed. For this, click the view Introduction  (or any view Article) and then, in the related Add views and manifestations box, click the ADD button related to manifestation. A [to complete]6 item will be added to the document structure. Repeat step a) as many times as supplementary document files needed. Any added [to complete]6 element can be cancelled. For this, click that element: then click the delete manifestation button in the right side on the page.

b.      Click the link [to complete]6 related to Metadata. This opens a form to fill in values into the mandatory descriptive metadata elements according to the qualified Dublin Core format (DCQ). Use the ADD button if needing to repeat the creator- or language field. Please note that adjunctive metadata fields can be selected from those listed at the bottom of the form. Then click the ACCEPT button. This completes the metadata information and updates the document structure by replacing the link [to complete]6 with the format of metadata manifestation (usually DCQ), and marking it with the green check symbol √. Note that metadata manifestation can repeatedly be updated by clicking on dcq, thus opening the form where metadata values can be changed.

c.       Click any other link [to complete]6. This opens a window that allows to insert the related manifestation file, as described in step d).

d.      Select, from the type menu, the outside or the inside value according to whether the document file resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, it is necessary to give the address of the file; in the inside case, click the BROWSE button that allows to select and upload the file from your workstation. Then click on the ACCEPT button. This updates the document structure in the page left-hand side by specifying which file type has been inserted. The green check symbol √ marks the document structural element when information for that element has been completed. Note, however, that content manifestation can repeatedly be updated by clicking on the file type of the manifestation; this allows to repeat step d).

Repeat step c) to d) until content for each [to complete]6 item has been inserted.

The creation procedure can be interrupted at any stage and then restarted as described in the NOTE below.

 

(See NOTE 3.2.2.2

3.2.5.      Book

This opens the Edit page. The left-hand side of this page shows the structure of the book-like model, whereas the right-hand side shows which functions are available.

On this page:

·        See/update the default values that are associated with the overall Document Structure (Optional)

·        Complete/update the document structure

·        Insert/update information content

3.2.5.1.            See/Update the associate default values (Optional)

The right-hand page side shows which cover, if any, is to be associated with the document being created and which default values are defined for rights.

·        To insert an image or update the existing one, then select the outside or inside from the Type menu according to whether the image file to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension thea file has. In the outside case, it is mandatory to give the address of the image file; in the inside case, click the BROWSE button that allows to select and upload the image file from the user’s workstation. Then click the UPDATE COVER button, thus making the selected image shown. By the same operations as above, the cover content can be repeatedly updated.

·        To remove the cover image, if any, then simply click the DELETE COVER button.

·        To see which rights will be associated with the overall Document Structure, then click the link Edit Rights. State other options for those values by selecting which users have rights to access the document; then, click the ACCEPT button.

3.2.5.2.            Complete/update the document structure

Structural elements for this model are Metadata, Content and Appendix.  Content contains one structural sub-element, called Chapter, and Appendix contains one structural sub-element, called Item (PLEASE NOTE that it is possible to rename these elements. For example, to replace the name “Chapter” with “Section”, or “Item” with “Bibliography”. To do this, see instructions in Sec.1.5.4.). These elements are called Views; a View is the way a document can be perceived and does not concern physical aspects. For example, this document could be seen as a whole or as the sole Metadata View, or as the first Chapter View only (Note that any view name can be changed according to your preferences. See Sec. 1.5.4)

A View does not concern physical aspects of its information content. The physical aspect is modelled as a Manifestation of that View, and this manifestation is represented with the structural element [to complete]6 , meaning that  a physical data file is to be uploaded or referenced.

Note that the green check symbol √  beside the names of the structural elements means that they hold default values for structural metadata and rights.

To complete/update the definition of the above structure by adding as many Chapters and as many Appendix items as needed in order to make the structure compliant with the document to be submitted. For this, first click the link Content. Then in the Add views and manifestation  box click the ADD corresponding to Default Views to add as many Chapter Views – and related [to complete]6  items - as the document requires, thus updating the document structure on the left-hand side of the window. Then click the link Appendix. and in the Add views and manifestation  box click the ADD corresponding to Default Views to add as many Appendix items – and related [to complete]6  items - as the document requires, thus updating the document structure on the left-hand side of the window.

To delete a chapter or an item, then click on the corresponding Chapter or Item, respectively. This opens a window to click on the delete view button. This updates the document structure on the left-hand side of the window.

3.2.5.3.            Insert/update information content manifestations

In the document structure tree, the Metadata view, each Chapter view and each the Item view is to be completed with its manifestation, i.e. the file/s that physically represent its information content.

For this, the following steps are to be considered.

a.       If the information content of any view Chapter or Item consists in more than one file of a different type, then for that view add as many  [to complete]6 items as are needed. For this, click the  Chapter or Item view and then, in the related Add views and manifestations box, click the ADD button related to manifestation. A [to complete]6 item will be added to the document structure. Repeat step a) as many times as supplementary document files needed. Any added [to complete]6 element can be cancelled. For this, click that element: then click the delete manifestation button in the right side on the page

b.      Click the link [to complete]6 related to Metadata. This opens a form to fill in values into the mandatory descriptive metadata elements according to the qualified Dublin Core format (DCQ). Use the ADD button to repeat the creator and language field. Please note that adjunctive metadata fields can be selected from those listed at the bottom of the form. Then click on the ACCEPT button. This completes the metadata information and updates the document structure by replacing the link [to complete]6with the format of metadata manifestation (usually DCQ), and marking it with the green check symbol √. Note that metadata manifestation can be repeatedly updated by clicking on DCQ, thus opening the form where metadata values can be changed.

c.       Click any other link [to complete]6. This opens a window that allows to insert the related manifestation file, as described in step d).

d.      Select, from  the type menu, the outside or the  inside value according to whether the document file resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, it is mandatory to give the address of the file; in the inside case, click the BROWSE button that allows to select and upload the file from the user’s workstation. Then click on the ACCEPT button. This updates the document structure in the page left-hand side by specifying which file type has been inserted. The green check symbol √ marks the document structural element when information for that element has been completed. Note, however, that content manifestation can be repeatedly updated by clicking on the file type of the manifestation; this allows to  repeat step d).

Repeat step c) to d) until content for each [to complete]6 item has been inserted.

The creation procedure can be interrupted at any stage and then restarted as described in the NOTE below.

 

(See NOTE 3.2.2.2)

 

Volume

This opens the Edit page:

·        See/update the default values that are associated with the overall Document Structure (Optional).

·        Complete/update the document structure.

·        Insert/update information content manifestations.

3.2.5.4.            See/update the overall default values (Optional)

The right-hand page side shows which cover, if any, is to be associated with the document being created which default values are defined for rights.

·        To insert an image or update the existing one, then select the outside or inside from  the Type menu  according to whether the image file to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, it is mandatory to give the address of the image file; in the inside case, click the BROWSE button that allows to select and upload the image file from the user’s workstation. Then click the UPDATE COVER button. Then click the UPDATE COVER button, thus making the selected image shown. By the same operations as above, the cover content can be repeatedly updated.

·        To remove the cover image, if any, then simply click the DELETE COVER button.

·        To see which rights will be associated with the overall Document Structure, then click the link Edit Rights.  State other options for those values by selecting which users have rights to access the document; then, click the ACCEPT button.

3.2.5.5.            Complete/update the document structure

The left-hand side of the page shows the basic structural elements of this model. A Volume model is composed by Metadata (i.e., bibliographic information) and ContentVol. ContentVol is composed by at least one Article, and any Article is in turn composed by Metadata and Content.

These elements are called Views; a View is the how a document can be perceived and does not concern physical aspects. For example, a document corresponding to this model could be seen as the sole Metadata View or as the View of a single Article (Note that any view name can be changed according to your preferences. See Sec. 1.6.4).

A View does not concern physical aspects of its information content. The physical aspect is modelled as a Manifestation of that View, and this manifestation is represented with the structural element [to complete]6 , meaning that a physical data file is to be uploaded or referenced.

Note that the green check symbol √  beside the names of the structural elements means that they hold default values for structural metadata and rights.

To complete/update the definition of the above structure by adding as many articles as needed in order to make the structure compliant with the document to be submitted. For this, click the link ContentVol. Then in the Add views and manifestation  box use the ADD button corresponding to Default Views to add as many Article views as the document requires. At the same time, Metadata and Content related to the added Article view/s are also included in the structure together with their [to complete]6 items Added items can be deleted: click on any of them and then click the delete view button in the right-hand side of the page. This updates the document structure on the left-hand side of the window.

3.2.5.6.            Insert/update information content manifestations

In the document structure tree, any [to complete]6 item is to be replaced with its manifestation, i.e. the file that physically represents its information content.

For this, the following steps are to be considered.

a.       Click the link [to complete]6 related to any Metadata view. This opens a form to fill in values into the mandatory descriptive metadata elements according to the qualified Dublin Core format (DCQ). Use the ADD button to repeat the creator- or language field. Please note that adjunctive metadata fields can be selected from those listed at the bottom of the form. Then click the ACCEPT button. This completes the metadata information and updates the document structure by replacing the link [to complete]6 with the format of metadata manifestation (usually DCQ), and marking it with the green check symbol √. Note that metadata manifestation can be repeatedly updated by clicking on DCQ, thus opening the form where metadata values can be changed.

b.      Consider the Content view related to any Article. If the information content to be uploaded consists in more than one file of different types, then for that view it is necessary to add as many [to complete]6 items as are the files. For this, click the interested Content view and then, in the Add views and manifestations box, click the ADD button related to manifestation. A [to complete]6 item will be added to the document structure. Repeat step a) as many times as supplementary document files needed. Any added [to complete]6 element can be cancelled. For this, click that element: then click the delete manifestation button in the right side on the page

c.       Click any link [to complete]6. This opens a window that allows to insert the related manifestation file as described in step d).

d.      Select, from the type menu, the outside or the inside value according to whether the document file resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, it is necessary to give the address of the file; in the inside case, click the BROWSE button that allows to select and upload the file from the user’s workstation. Then click on the ACCEPT button. This updates the document structure in the page left-hand side by specifying which file type has been inserted. The green check symbol √ marks the document structural element when information for that element has been completed. Note, however, that content manifestation can be repeatedly updated by clicking on the file type of the manifestation; this allows to  repeat step d).

Repeat step c) to d) until content for each article is inserted. The creation procedure can be interrupted at any stage and then restarted as described in the NOTE below.

 

(See NOTE 3.2.2.2)

3.2.6.      Instructions for other models

Different Libraries may have different publishing policies, therefore it may happen that your DL presents some model that does not exactly correspond to any of the models described here, In this case, look at the descriptions of the models presented in this manual, choose the model that is more similar to that newly added in your DL, and read the related instructions. This will surely help in the submission work, as the procedure for creating documents of class i) is composed of very similar steps although related to different models, as does the procedure for creating documents of class ii).

3.3.         New editions of already published documents

This procedure creates a new edition of an already published document while maintaining the original. Click the link to select a document to display the list of already published documents, if any. Select the one to edit for a new edition, thus making it to appear in the user’s working Area where it will remain “in preparation” as long as the new edition is being worked on. Click the link Edit to open the Edit-page. The Edit-page shows the Document Structure, i.e. the structural elements of the selected document,  and the editing operations described in Sections 1.1 to 1.5 for the different models, depending on which model the document conforms to.  Remove any of them with the corresponding link. The Submit link concludes the procedure.

3.4.         Correction of already published documents

This procedure replaces an already published document with a corrected version of it. Click the link select a document to display the list of already published documents, if any. Select the document to correct. The ID of the selected document will be called “in preparation” as long as the new edition is being worked on. All documents in preparation are listed in the user’s Working Area. Click the link Edit corresponding to any of them to open  the Edit-page. The Edit-page shows the Document Structure, i.e. the structural elements of the selected document,  and editing operations described in Sections 1.1 to 1.5 for the different models, depending on which model the document conforms to.  Remove any of them with the corresponding link. The Submit link concludes the procedure.

3.5.         Withdrawal requests

Click on the Create New Request link to display the list of already published documents, if any. Select the one to withdraw and fill in the request form that will appear. Then click on the NEXT button. The request will be listed in the grew bar: here Remove or Submit it to the Library Administrator. To View the document which your request refers to, Click on the View link to make the Document Structure elements appear (if the structure tree is not shown, then click on Document Structure to display it). Each element of the Document Structure is composed by two pieces of information, namely: i) the name of that structural element  and ii) the type of its manifestation (i.e.which file type represents its content). Click on any manifestation to display it.

4.                Administrator & Reviewer Functionality

4.1.         Options for Administrators & Reviewers

SUBMIT opens the user’s working area  - Submission mode – to submit the following types of documents to the Library Administrator:

·        New documents

·        New editions of documents already published

·        Correction of documents already published

·        Withdrawal requests

4.2.         New documents

Create a new document in order to submit it for publication; also Edit or Remove a document in preparation, if any (documents in preparation are those that have been started but did not finish the creation procedure; these documents are identified with a temporary identification number).

Please consider the following steps:

 

·        Click the link create new document if you to create a new document. A page where a menu to select the Authority for the document to be published will then open.  Then click the NEXT button. A page is presented where you can choose which model the document has to conform to. Depending on which authority is chosen, all or a set of the document models listed below are presented for selection.

·        Simple document – i.e. a model for documents without any structure (generally metadata + content file)

1.      Technical Report - i.e. a model for simple documents whose content may be represented by different file types. (generally metadata + content file/s + cover)

2.      Paper -  i.e. a model for documents without any structure (generally metadata + content file/s) to be included in a given Conference or Workshop proceedings

3.      Proceedings -  i.e. a model for documents containing multiple contributions - described with overall metadata

4.      Book -  i.e. a model for documents with a book-like structure

5.      Volume -   i.e. a model for documents containing multiple contributions, each described with its own metadata

6.      Free Structure – i.e. a functionality for defining a non permanent document structure corresponding to your own needs.

 

(See NOTE 3.2)

 

Select a model and click the NEXT button. Then follow the instruction given under the model you have selected.

·        Click the link Submit when finished creating/editing your document A message will require you to validate this choice.

·        Click the link Remove to delete a document in preparation. A message will require you to validate this choice.

·        Click the link Edit to update a document in preparation.

Instructions for any document model are given below.

 

4.2.1.      Simple document

This opens a form to fill in:

·        Values into the mandatory descriptive metadata elements. Use the ADD button to repeat fields, if needed. Fill in keywords of a single concept in only one  field. Use different fields for different concepts.

·        The address of the document file. Search this file in the user’s workstation by clicking on the BROWSE button and select the appropriate file.

Then click on the button SUBMIT. This concludes the procedure if all requested data has been filled in, otherwise a warning message is displayed.

4.2.2.      Technical Report

This opens the Edit page. The left-hand side of this page shows the structure of the technical report model, whereas the right-hand side shows which functions are available..

In this page:

·        See/update the default values that are associated with the overall Document Structure (Optional)

·        Insert/update information content

·        See/update the default values associated with any single structural element (Optional)

4.2.2.1.            See/Update the overall default values (Optional)

The right-hand page side shows which cover, if any, is to be associated with the document being created and which default values are defined for rights.

·        To insert an image or update the existing one, then select the outside or inside from the Type menu according to whether the image file to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, it is obliged to give the address of the image file; in the inside case, click the BROWSE button that allows to select and upload the image file from the user’s workstation. Then click the UPDATE COVER button, thus making the selected image shown. By the same operations as above, the cover content can be repeatedly updated.

·        To remove the cover image, if any, then simply click the DELETE COVER button.

·        To see which rights will be associated with the overall Document Structure, then click the link Edit Rights. State other options for those values by selecting which users have rights to access the document; then, click the ACCEPT button.

4.2.2.2.            Insert/update information content

Structural elements for this model are Metadata and Content. These elements are called Views.  A View is the way a document can be perceived or disseminated. For example, a document corresponding to the Report model could be disseminated as a whole, or by its metadata only. A View does not concern physical aspects of its information content. The physical aspect is modelled as a Manifestation of that View, and this manifestation is represented with the structural element [to complete]6 , meaning that a physical data file is to be uploaded or referenced.

Note that the green check symbol √ beside the names of the structural elements means that they hold default values for structural metadata and rights.

The Edit page allows to insert content into the model structural elements, or update this content, as follows:

a.       Click the [to complete]6 item related to Metadata. This opens a form to fill in values into the mandatory descriptive metadata elements according to the qualified Dublin Core format (DCQ). Use the ADD button if to repeat the creator- or language field. Please note that adjunctive metadata fields can be selected from those listed at the bottom of the form. Then click on the ACCEPT button. This completes the metadata information and updates the document structure by replacing the [to complete]6 item with the format of metadata manifestation (usually DCQ), and marking it with the green check symbol √. To update the metadata manifestation by clicking on DCQ, thus opening the form where metadata values can be changed.

b.      If the content of the document consists in more than one file of different type, then click the  Content item and then click the ADD button in the related Add views and manifestations box. A supplementary [to complete]6 item will be added to the document structure. Repeat step b) as many times as there are supplementary document files. Added items can also be deleted as specified in step c).

c.       Click the [to complete]6 item related to Content. This opens a window to (i) delete this item by clicking the delete manifestation button or (ii) insert the Content manifestation, as follows.

d.      Select the outside or inside from  the Type menu  according to whether the file you to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, the user must give the address of the file; in the inside case, click the BROWSE button that allows to select and upload the file from the user’s workstation. Then click on the ACCEPT button; this makes the description of the inserted file to appear in the page right-hand side and the document structure in the page left-hand side to be updated by specifying which file type has bee inserted. The green check symbol √ marks the document structural element when information for that element has been completed. Note, however, that content manifestation can be repeatedly updated by clicking on the file type of the manifestation; this allows to repeat step d).

e.       Repeat steps c) to e) for each supplementary [to complete]6 item related to Content, if any.

Steps a) to e) can be interrupted at any stage and then restarted as described in the NOTE  below.

                   (See NOTE 3.2.2.2)

Step e) closes the procedure for creating a new document unless wanting to change the default values defined in the DL context. For that, see below.

4.2.2.3.            Update the default values (Optional)

The structural elements of the Technical Report model - i.e. Metadata and Content – have structural metadata that define their characteristics by default values. To update default values, then click either Metadata or Content to view these values as displayed in the right side of the page. The meaning of default values are explained in the View Values Table.

 

----------------------------------- View Values Table ---------------------------------

o       Order: the progressive number that determines the place of that View within its own hierarchical level. While editing the document, update this value to move the View within the same hierarchical level.

o       Identifier: used by the system to identify the view.

o       Display: the name which will be used by the system when displaying that View to the Digital Library users

o       Whether the View is deliverable or not to the users

o       Whether transcoding is enabled or not, i.e., whether the D. L. Administrator is enabled to produce manifestations of different type in order to assure better accessibility and preservability.

----------------------------------------------------------------------------------------------

It is possible to update all these values. For example, if prefering that the Metadata view be displayed as “Cataloguing information”, then update the Display field with this value. Then click on the ACCEPT button.

4.2.3.      Paper

This opens the Edit page. The left-hand side of this page shows the structure of the paper model, whereas the right-hand side shows which functions are available..

In this page:

·        See/update the default values that are associated with the overall Document Structure (Optional).

·        Insert/update information content.

·        See/update the default values associated with any single structural element (Optional).

4.2.3.1.            See/update the overall default values (Optional)

The right-hand page side shows which cover, if any, is to be associated with the document being created and which default values are defined for rights.

·        To insert an image or update the existing one, then select the outside or inside from  the Type menu according to whether the image file to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension such a file has. In the outside case, the user must give the address of the image file; in the inside case, click the BROWSE button that allows to select and upload the image file from the user’s workstation. Then click the UPDATE COVER button. Then click the UPDATE COVER button, thus making the selected image shown. By the same operations as above, the cover content can be repeatedly updated.

·        To remove the cover image, if any, then simply click the DELETE COVER button.

·        To see which rights will be associated with the overall Document Structure, then click the link Edit Rights. State other options for those values by selecting which users have rights to access the document; then, click the ACCEPT button.

4.2.3.2.            Insert/update information content.

This model is conceived for any document related to proceedings or to workshops. Structural elements for this model are Metadata (i.e., catalographic information), Content and inProceedings. These elements are called Views. A View is the way a document can be perceived. For example, a paper corresponding to this model could be disseminated as a whole, or by its metadata only, or within the context of the Proceedings to which it is related. A View does not concern physical aspects of its information content. The physical aspect is modelled as a Manifestation of that View, and this manifestation is represented with the structural element [to complete]6, meaning that a physical data file is to be uploaded or referenced.

Note that the green check symbol √ beside the names of the structural elements means that they hold default values for structural metadata and rights.

The Edit page allows to:

Insert content into the model structural elements, or update this content

a.       Click the [to complete]6 item related to Metadata. This opens a form to fill in values into the mandatory descriptive metadata elements according to the qualified Dublin Core format (DCQ). Use the ADD button if to repeat the creator- or language field. Please note that adjunctive metadata fields can be selected from those listed at the bottom of the form. Then click on the ACCEPT button. This completes the metadata information and updates the document structure by replacing the [to complete]6 item with the format of metadata manifestation (usually DCQ), and marking it with the green check symbol √. To update the metadata manifestation by clicking on DCQ, thus opening the form where metadata values can be changed.

b.      If the content of the document consists in more than one file of different type, then click the  Content item and then click the ADD button in the related Add views and manifestations box. A supplementary [to complete]6 item will be added to the document structure. Repeat step b) as many times as there are supplementary document files. Added items can also be deleted as specified in step c).

c.       Click the [to complete]6 item related to Content. This opens a window to (i) delete this item by clicking the delete manifestation button or (ii) insert the Content manifestation, as follows.

d.      Select the outside or inside from  the Type menu  according to whether the file you to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, the user must give the address of the file; in the inside case, click the BROWSE button that allows to select and upload the file from the user’s workstation. Then click on the ACCEPT button; this makes the description of the inserted file to appear in the page right-hand side and the document structure in the page left-hand side to be updated by specifying which file type has bee inserted. The green check symbol √ marks the document structural element when information for that element has been completed. Note, however, that content manifestation can be repeatedly updated by clicking on the file type of the manifestation; this allows to repeat step d).

e.       Repeat steps c) to e) for each supplementary [to complete]6 item related to Content, if any.

f.        Click the Metadata6 item and then Content6 item related to inProceedings. Both items are to make reference to the corresponding view of the “Proceedings” document which the paper is related to. For both items its possible to update the values of the corresponding View Values Table (optionally), whereas the user must fill in the following fields:

-         Reference handle: The ID of the referenced (already existing) document.

-         Reference version: The version of the referenced document.

-         Reference view: Which view is referenced.

Steps a) to f) can be interrupted at any stage and then restarted as described in the NOTE below.

Step f) closes the procedure for creating a new document unless wanting to change the default values defined in your DL context. For that, see below.

Update the default values (Optional)

The structural elements of this model - i.e. Metadata, Content and inProceedings – have structural metadata that define their characteristics by default values. To update default values, then click either Metadata or Content or inProceedings to view these values as displayed in the right side of the page. The meaning of default values are explained in the View Values Table.

 

       (See 4.2.2.3 View Values Table)

 

It is possible to update all these values. For example, if prefering that the Metadata view be displayed as “Cataloguing information”, then update the Display field with this value. Then click on the ACCEPT button.

To edit the rights related with this view, click the link Edit Rights (Optional)

 

(See Note 3.2.2.2)

4.2.4.      Proceedings

This opens the Edit page to:

·        See/update the default values that are associated with the overall Document Structure (Optional).

·        Complete/update the document structure.

·        Insert/update information content manifestations.

·        See/update the default values associated with any single structural element (Optional).

4.2.4.1.            See/update the overall default values (Optional)

The right-hand page side shows which cover, if any, is to be associated with the document  are creating and which default values are defined for rights.

·        To insert an image or update the existing one, then select the outside or inside from  the Type menu according to whether the image file to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension such a file has. In the outside case, the user must give the address of the image file; in the inside case, click the BROWSE button that allows to select and upload the image file from the user’s workstation. Then click the UPDATE COVER button. Then click the UPDATE COVER button, thus making the selected image shown. By the same operations as above, the cover content can be repeatedly updated.

·        To remove the cover image, if any, then simply click the DELETE COVER button.

·        To see which rights will be associated with the overall Document Structure, then click the link Edit Rights. State other options for those values by selecting which users have rights to access the document; then, click the ACCEPT button.

4.2.4.2.            Complete/update the document structure

The left-hand side of the page shows the basic structural elements of this model. A Proceedings  model is composed by Metadata (i.e., bibliographic information) and Content. Content, in turn, is composed by an Introduction and a Browse section containing at least one Article.

These elements are called Views; a View is the way a document can be perceived and does not concern physical aspects. For example, this document could be seen as a whole or as the sole Metadata View and Introduction View (Note that any view name can be changed according to user preferences).

A View does not concern physical aspects of its information content. The physical aspect is modelled as a Manifestation of that View, and this manifestation is represented with the structural element [to complete]6 , meaning that  a physical data file is to be uploaded or referenced.

Note that the green check symbol √ beside the names of the structural elements means that they hold default values for structural metadata and rights.

Complete/update the definition of the above structure by adding as many articles as needed in order to make the structure compliant with the document to be submitted. For this, click the link Browse. Then in the Add views and manifestation  box click the ADD corresponding to Default Views to add as many Article Views – and related [to complete]6  items - as the document requires. Added items can also be deleted: click on any of them and then click the delete view button in the right-hand side of the page. This updates the document structure on the left-hand side of the window.

4.2.4.3.            Insert/update information content manifestations

In the document structure tree, the Metadata item, the Introduction item  and any of the Article items is to be completed with its manifestation, i.e. the file/s that physically represent its information content. For this, the following steps are to be considered:

 

a.       Click the [to complete]6 item related to Metadata. This opens a form to fill in values into the mandatory descriptive metadata elements according to the qualified Dublin Core format (DCQ). Use the ADD button if to repeat the creator- or language field. Please note that adjunctive metadata fields can be selected from those listed at the bottom of the form. Then click on the ACCEPT button. This completes the metadata information and updates the document structure by replacing the [to complete]6 item with the format of metadata manifestation (usually DCQ), and marking it with the green check symbol √. To update the metadata manifestation by clicking on DCQ, thus opening the form where metadata values can be changed.

b.      If the content of the document consists in more than one file of different type, then click the  Content item and then click the ADD button in the related Add views and manifestations box. A supplementary [to complete]6 item will be added to the document structure. Repeat step b) as many times as there are supplementary document files. Added items can also be deleted as specified in step c).

c.       Click the [to complete]6 item related to Content. This opens a window to (i) delete this item by clicking the delete manifestation button or (ii) insert the Content manifestation, as follows.

d.      Select the outside or inside from  the Type menu  according to whether the file you to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, the user must give the address of the file; in the inside case, click the BROWSE button that allows to select and upload the file from the user’s workstation. Then click on the ACCEPT button; this makes the description of the inserted file to appear in the page right-hand side and the document structure in the page left-hand side to be updated by specifying which file type has bee inserted. The green check symbol √ marks the document structural element when information for that element has been completed. Note, however, that content manifestation can be repeatedly updated by clicking on the file type of the manifestation; this allows to repeat step d).

e.       Repeat step c) to e) until content for each [to complete]6 item has been inserted.

The creation procedure can be interrupted at any stage and then restarted as described in the NOTE at the end of Section.

Step e) closes the procedure for creating a new document unless you want to change the default values defined in your DL context.

4.2.4.4.            See/update the default values associated with any single structural element (Optional)

The View structural elements have metadata that define their characteristics by default values. If you want to update such default values, then click any view element to display these values in the right side of the page. The meaning of default values are explained in the View Values Table (See 4.2.2.2. View Values Table)

 

It is possible to update all these values. Then click on the ACCEPT button.

To edit the rights related with this view, click the link Edit Rights (Optional).

 

(See NOTE 3.2.2.2.)

4.2.5.      Book

This opens the Edit page. The left-hand side of this page shows the structure of the book-like model, whereas the right-hand side shows which functions are available.

In this page:

·        See/update the default values that are associated with the overall Document Structure (Optional).

·        Complete/update the document structure.

·        Insert/update information content.

·        See/update the default values associated with any single structural element (Optional).

4.2.5.1.            See/Update the associate default values (Optional)

The right-hand page side shows which cover, if any, is to be associated with the document being created and which default values are defined for rights.

·        To insert an image or update the existing one, then select the outside or inside from the Type menu according to whether the image file to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension thea file has. In the outside case, it is mandatory to give the address of the image file; in the inside case, click the BROWSE button that allows to select and upload the image file from the user’s workstation. Then click the UPDATE COVER button, thus making the selected image shown. By the same operations as above, the cover content can be repeatedly updated.

·        To remove the cover image, if any, then simply click the DELETE COVER button.

·        To see which rights will be associated with the overall Document Structure, then click the link Edit Rights. State other options for those values by selecting which users have rights to access the document; then, click the ACCEPT button.

 

4.2.5.2.            Complete/update the document structure

Structural elements for this model are Metadata, Content and Appendix.  Content contains one structural sub-element, called Chapter, and Appendix contains one structural sub-element, called Item (PLEASE NOTE that the user can rename these elements. For example to replace the name “Chapter” with “Section”, or “Item” with “Bibliography”. To do this, see instructions in Sec.1.5.4.). These elements are called Views; a View is the way a document can be perceived and does not concern physical aspects. For example, this document could be seen as a whole or as the sole Metadata View, or as the first Chapter View only (Note that any view name can be changed according to preferences).

A View does not concern physical aspects of its information content. The physical aspect is modelled as a Manifestation of that View, and this manifestation is represented with the structural element [to complete]6 , meaning that  a physical data file is to be uploaded or referenced.

Note that the green check symbol   beside the names of the structural elements means that they hold default values for structural metadata and rights.

Complete/update the definition of the above structure by adding as many Chapters and as many Appendix items as needed in order to make the structure compliant with the document to be submitted. For this, first click the link Content. Then in the Add views and manifestation  box click the ADD corresponding to Default Views to add as many Chapter Views – and related [to complete]6 items - as the document requires thus updating the document structure on the left-hand side of the window. Then click the link Appendix. and in the Add views and manifestation box click the ADD corresponding to Default Views to add as many Appendix items – and related [to complete]6 items - as the document requires thus updating the document structure on the left-hand side of the window.

To delete a chapter or an item, then click on the corresponding Chapter or Item, respectively. This opens a window to click on the delete view button. This updates the document structure on the left-hand side of the window.

4.2.5.3.            Insert/update information content manifestations

In the document structure tree, the Metadata view, each Chapter view  and each the Item view is to be completed with its manifestation, i.e. the file/s that physically represent its information content. For this, the following steps are to be considered.

 

a.       Click the [to complete]6 item related to Metadata. This opens a form to fill in values into the mandatory descriptive metadata elements according to the qualified Dublin Core format (DCQ). Use the ADD button if to repeat the creator- or language field. Please note that adjunctive metadata fields can be selected from those listed at the bottom of the form. Then click on the ACCEPT button. This completes the metadata information and updates the document structure by replacing the [to complete]6 item with the format of metadata manifestation (usually DCQ), and marking it with the green check symbol √. To update the metadata manifestation by clicking on DCQ, thus opening the form where metadata values can be changed.

b.      If the content of the document consists in more than one file of different type, then click the  Content item and then click the ADD button in the related Add views and manifestations box. A supplementary [to complete]6 item will be added to the document structure. Repeat step b) as many times as there are supplementary document files. Added items can also be deleted as specified in step c).

c.       Click the [to complete]6 item related to Content. This opens a window to (i) delete this item by clicking the delete manifestation button or (ii) insert the Content manifestation, as follows.

d.      Select the outside or inside from  the Type menu  according to whether the file you to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, the user must give the address of the file; in the inside case, click the BROWSE button that allows to select and upload the file from the user’s workstation. Then click on the ACCEPT button; this makes the description of the inserted file to appear in the page right-hand side and the document structure in the page left-hand side to be updated by specifying which file type has bee inserted. The green check symbol √ marks the document structural element when information for that element has been completed. Note, however, that content manifestation can be repeatedly updated by clicking on the file type of the manifestation; this allows to repeat step d).

e.       Repeat step c) to e) until content for each [to complete]6 item has been inserted.

The creation procedure can be interrupted at any stage and then restarted as described in the NOTE at the end of Section.

Step e) closes the procedure for creating a new document unless you want to change the default values defined in your DL context.

4.2.5.4.            See/update the default values associated with any single structural element (Optional)

The View structural elements have metadata that define their characteristics by default values. If you want to update such default values, then click any view element to display these values in the right side of the page. The meaning of default values are explained in the View Values Table.

 

                        (See 4.2.2.3 View Values Table)

 

User can update all these values. For example, if prefering that the Metadata view be displayed as “Cataloguing information”, then update the Display field with this value. Then click on the ACCEPT button.

To edit the rights related with this view, click the link Edit Rights (Optional).

 

(See NOTE 3.2.2.2)

4.2.6.      Volume

This opens the Edit page to:

·        See/update the default values that are associated with the overall Document Structure (Optional).

·        Complete/update the document structure.

·        Insert/update information content manifestations.

·        See/update the default values associated with any single structural element (Optional).

4.2.6.1.            See/update the overall default values (Optional)

The right-hand page side shows which cover, if any, is to be associated with the document being created and which default values are defined for rights.

·        To insert an image or update the existing one, then select the outside or inside from the Type menu according to whether the image file to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension thea file has. In the outside case, it is mandatory to give the address of the image file; in the inside case, click the BROWSE button that allows to select and upload the image file from the user’s workstation. Then click the UPDATE COVER button, thus making the selected image shown. By the same operations as above, the cover content can be repeatedly updated.

·        To remove the cover image, if any, then simply click the DELETE COVER button.

·        To see which rights will be associated with the overall Document Structure, then click the link Edit Rights. State other options for those values by selecting which users have rights to access the document; then, click the ACCEPT button.

 

4.2.6.2.            Complete/update the document structure

The left-hand side of the page shows the basic structural elements of this model. A Volume  model is composed by Metadata (i.e., bibliographic information) and ContentVol. ContentVol is composed by at least one Article, and any Article is in turn composed by Metadata and Content.

These elements are called Views; a View is the way a document can be perceived and does not concern physical aspects. For example, a document corresponding to this model could be seen as the sole Metadata View or as the View of a single Article (Note that any view name can be changed according to preferences).

A View does not concern physical aspects of its information content. The physical aspect is modelled as a Manifestation of that View, and this manifestation is represented with the structural element [to complete]6 , meaning that a physical data file is to be uploaded or referenced.

Note that the green check symbol √  beside the names of the structural elements means that they hold default values for structural metadata and rights.

Complete/update the definition of the above structure by adding as many articles as needed in order to make the structure compliant with the document to be submitted. For this, click the link ContentVol. Then in the Add views and manifestation  box use the ADD button corresponding to Default Views to add as many Article views as the document requires. At the same time, Metadata and Content related to the added Article view/s are also included in the structure together with their [to complete]6 items Added items can be deleted: click on any of them and then click the delete view button in the right-hand side of the page. This updates the document structure on the left-hand side of the window.

4.2.6.3.            Insert/update information content manifestations

In the document structure tree, any [to complete]6 item is to be replaced with its manifestation, i.e. the file that physically represents its information content. For this, the following steps are to be considered.

 

a.       Click the link [to complete]6 related to any Metadata view. This opens a form to fill in values into the mandatory descriptive metadata elements according to the qualified Dublin Core format (DCQ). Use the ADD button to repeat the creator- or language field. Please note that adjunctive metadata fields can be selected from those listed at the bottom of the form. Then click the ACCEPT button. This completes the metadata information and updates the document structure by replacing the link [to complete]6 with the format of metadata manifestation (usually DCQ), and marking it with the green check symbol √. Note that metadata manifestation can be repeatedly updated by clicking on DCQ, thus opening the form where metadata values can be changed.

b.      Consider the Content view related to any Article. If the information content to upload consists in more than one file of different types, then for that view the user has to add as many [to complete]6 items as your files are. For this, click the interested Content view and then, in the Add views and manifestations box, click the ADD button related to manifestation. A [to complete]6 item will be added to the document structure. Repeat step a) as many times as  supplementary document files you need. Any added [to complete]6 element can be cancelled. For this, click that element: then click the delete manifestation button in the right side on the page

c.       Click any link [to complete]6. This opens a window that allows to insert the related manifestation file as described in step d).

d.      Select, from  the type menu, the outside or the  inside value according to whether the document file resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, user must give the address of the file; in the inside case, click the BROWSE button that allows to select and upload the file from the user’s workstation. Then click on the ACCEPT button. This updates the document structure in the page left-hand side by specifying which file type has been inserted. The green check symbol √ marks the document structural element when information for that element has been completed. Note, however, that content manifestation can be repeatedly updated by clicking on the file type of the manifestation; this allows to repeat step d).

e.       Repeat step c) to e) until content for each article is inserted.

The creation procedure can be interrupted at any stage and then restarted as described in the NOTE at the end of Section.

Step e) concludes the procedure for creating a new document unless wanting to change the default values defined in the DL context.

 

4.2.6.4.            See/update the default values associated with any single structural element (Optional)

The View structural elements have metadata that define their characteristics by default values. If you want to update such default values, then click any view element to display these values in the right side of the page. The meaning of default values are explained in the View Values Table.

 

                        (See 4.2.2.3 View Values Table)

It is possible to update all these values. Then click on the ACCEPT button.

To edit the rights related with this view, click the link Edit Rights (Optional).

 

(See NOTE 3.2.2.2)

Free Structure

Please note the structure created with this procedure is a non-permanent one, although the same procedure can be used by the System Administrator to create new document models.

This opens the Edit page (see Fig.) that allows to define a structure for the document being created. The left-hand side of this page is to show the document structure being defined whereas the right-hand side shows functions available to insert/update/delete structural elements, as follows: Click on any element of the Document Structure being constructed, then the right-hand side shows which operations can be executed on that element.

In this page:

·        Associate/update the values related with the overall Document.

·        Create/update the document structure

·        Insert/update information content

4.2.6.5.            Associate/update the values related with the overall Document

Click the link Document Structure. The right-hand page side shows which cover, if any, is to be associated with the document being created and which default values are defined for rights.

(Note - Access this page at any time by simply clicking the link Document Structure).

 

·        To insert an image or update the existing one, then select the outside or inside from the Type menu according to whether the image file to include resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension thea file has. In the outside case, it is mandatory to give the address of the image file; in the inside case, click the BROWSE button that allows to select and upload the image file from the user’s workstation. Then click the UPDATE COVER button, thus making the selected image shown. By the same operations as above, the cover content can be repeatedly updated.

·        To remove the cover image, if any, then simply click the DELETE COVER button.

·        To see which rights will be associated with the overall Document Structure, then click the link Edit Rights. State other options for those values by selecting which users have rights to access the document; then, click the ACCEPT button.

 

 

Create/update the document structure

A structure for a given document can freely be defined by combining the different structural elements that are listed in the Add view box in the Edit page, namely:

·        Body: refers to document content when it is to be perceived either as a whole or as an aggregation of other parts

·        Metadata: refers to bibliographic information regarding the overall document or one of its parts

·        Reference: makes a reference to a structural element of another document

These elements are called Views. A View is the way a document can be perceived and does not concern physical aspects of its information content. For example, to specialise a Body View for a book into other Body Views to represent various chapters. Further, a Body View  related to a chapter may be specialised into other Body Views to represent chapter sections. If a Body View is no further disaggregated, then it is a leaf in the document structure tree. Note that at least one Metadata View must obligatorily be included in any document structure and that a document may be structured as a set of only metadata views. In this context, however, instructions given below regard the more general case of structures for documents composed of information content organised as aggregations of different parts and related metadata.

 

Steps 1 to 2.4 is a guide to create a Document Structure by selecting a set of Views and organising these Views in such a way that the resulting structure  corresponds to how the document is perceived. The name of any newly added View – whether Metadata or Body, etc. - is inserted into the Document Structure together with a progressive hierarchical number that specifies its position in the structure tree. The accompanying symbol 6 means that further information related to this view is to be given. Note that it is possible to delete any view or manifestation that has been inserted into the document structure being created. Click on the element to delete and then click the corresponding delete button in the right-hand side of the Edit page.

 

Step 1. - To make a metadata record for the whole document, click the ADD button corresponding to Metadata view. A New View metadata 1 item is added to the Document Structure. Click this item. In the right-hand page you can personalise/update the default values of the items described in the View Values Table (optional). For example, if preferring to change the Identifier value “New View metadata 1” into “General metadata”.  Whether having updated some values or not,  click the ACCEPT button. In the document structure, the 6symbol accompanying the view name will be replaced by the check symbol √, meaning that information related to this view has been completed. To edit the rights related with this View (Optional), click the link Edit Rights to see which rights are applied. State other options for those values by selecting which users have rights to access the document metadata Then, click the ACCEPT button. With the same mechanism add more than one Metadata View, i.e. by repeating Step 1 in order to add New View metadata 2,  New View metadata 3, and so on.

 

Step 2. – To structure information content, click the link Document Structure and then click the ADD button corresponding to Body view. A New View body 1 is added (if having executed Step 1, a New View body n is added, n being the progressive number of this view).  Click this item. In the right-hand page haveing to:

a)      Accept/Personalise/Update the default values of the items described in its View Values Table. Whether having updated some values or not, click the ACCEPT button. In the document structure, the 6symbol accompanying the view name will be replaced by the check symbol √, meaning that information related to this view has been completed.

b)      Edit Rights( Optional): Click the link Edit Rights to see which rights are applied. State other options for those values by selecting which users have rights to access your document. Then, click the ACCEPT button.

c)      Select one of the items listed in the Add views and manifestations. box as follows.

·        Add Body View to model New View body n as a body view aggregating other views [See Step 3.1]

·        Add  Metadata view, to give bibliographic information on the New Body View n. [See Step3.2]

·        Add Manifestation to insert a structural element to upload or register or refer to information data related with a New View [See Step3.3].

·        Add Reference view, to make reference to a view of a document already existing in the Digital Library [See Step 3.4].

 

Step 3.1. - Structuring a body view composed by other views. Click New View body 1 (or New View body n if you have executed Step1). In the Add views and manifestations box , click the ADD button corresponding to Body view. A New View body 1.1 item is added to the Document Structure. Click this item. In the right-hand View1.1 page you have to Personalise/Update the default values of the items described in its View Values Table. For example, you could  prefer change the Display value “body” into “Introduction”. Whether you have updated some values or not, click the ACCEPT button. In the document structure, the 6symbol accompanying the view name will be replaced by the check symbol √, meaning that information related to this view has been  completed.

 

           (See 4.2.2.3 View Values Table)

 

To edit the rights related with View 1.1., click the link Edit Rights (Optional).

 

Step 3.1.1 - With the same mechanism as in Step 3.1, it is possible to further detail New View body 1. Click repeatedly this item to insert New View body 1.2, New View body 1.3, etc. In the same way to further detail these views as New View body 1.2.1, 1.2.2. ….. New View body 1.3.1, 1.3.2 … and so on.

 

Step 3.1.2 - With the same mechanism it is possible to further detail the Document structure. Click this item and then the ADD button corresponding to Body view, repeatedly. A New View body 2,  New View body.3, …..(or New View body n+1,  New View body n+2 …. if haveing executed Step1) are inserted in the document structure. Then proceed as described in Step 3.1.1. for any New View body.

 

Updating or deleting any of the views being created is possible. Click the view item in the document structure tree. Then update the values in its View Values Table and click the ACCEPT button, or click the DELETE VIEW button. In the last case, the document structure tree will automatically be restructured. Note that each leaf in the document structure must be completed by a metadata view (see Step 3.2) or a manifestation item (see Step 3.3)

 

Step.3.2 - Add Metadata view

To give bibliographic information on the content of any New View body n, click this item and the ADD button corresponding to Metadata view. A New View metadata n.1 item, corresponding to the New View  body n, is inserted into the Document Structure. Click this item. In the right-hand page to accept/Personalise/Update the default values of the items described in its View Values Table.  Whether having updated some values or not, click the ACCEPT button. In the document structure, the 6symbol accompanying the view name will be replaced by the check symbol √, meaning that information related to this view has been completed.

To edit the rights related with View, click the link Edit Rights (Optional).

 

Step.3.3 - Add Manifestation

As previously noted, a View is the way a document can be perceived and does not concern physical aspects of its information content. This is structured as a Manifestation. A manifestation  is the structural element meaning that the related view (whether metadata- or body view) requires that information data is to be registered or data file/s of its content is/are to be uploaded/referred to. Note that only metadata views must be completed by at least one manifestation.

 

Step 3.3.1. Add at least one manifestation for any New view metadata

Click each New view metadata. To update the values in its View Values Table and the Edit rights related to this view. Then in the Add metadata manifestation box click the ADD button corresponding to the type of manifestation/s[1] to be inserted. Adding more than one manifestation to each New View metadata is possible. For any selected manifestation type a [to complete]6 item will appear in the document structure meaning that bibliographic information is to be registered.

 

Step 3.3.2. Add a manifestation related to a New view body n.

Click New view body n, then in the Add views and manifestations box,  click the ADD button corresponding to manifestation. A [to complete] 6item will appear in the document structure meaning that a physical document file is to be uploaded or referred to. If the content of New View body n is composed by multiple files of different types, add as many manifestations as many the files are. Added items can also be deleted: click on any of them and then click the delete manifestation button in the right-hand side of the page.

 

Step 3.4 - Add  a Reference view.

Structuring the document by also exploiting the whole structure, or a portion  of the structure of a document already existing in the D.L is possible. To do this, insert a view as a reference to the view to exploit of the already existing document.

Click Document Structure or any New View Body, then select the ADD button corresponding to Reference View. A New View reference related to the first or the item appears in the structure tree item. Click this item to update/accept the values in its View Values Table and fill in the following mandatory fields:

·        Reference handle: The ID of the referenced already existing document.

·        Reference version: The version of the referenced document.

·        Reference view: Which view is referenced.

The whole structure tree beneath the referenced view is inserted in the structure, each structure element with its original edit right values.

 

4.2.6.6.            Insert/update information content

In the document structure tree, any manifestation to be uploaded/registered is represented by a [to complete]6item. To complete the document structure with its information content, make the following steps:

 

a)      Click any link [to complete] related to any New View Metadata. This allows to insert/upload metadata values in two different ways, according to which metadata type has been previously selected, as follows

1.      In the case of dc  metadata, a form is presented it is necessary to fill in the mandatory descriptive metadata fields. Use the ADD button if needing to repeat the creator- or language field. Please note that adjunctive metadata fields can be selected from those listed at the bottom of the form. m. Then click the ACCEPT button. This completes the metadata information and updates the document

2.      Metadata types different from dc are uploaded as prearranged XML records. In this case, a window is presented that allows selecting and uploading the file containing the XML record.

 

In either case, the link [to complete] is replaced with the name of the format of the metadata manifestation. This is marked with the green check symbol √. Note that any metadata manifestation can be repeatedly updated by clicking on its name. This allows to repeat step  (a1) or (a2).

b)      Click the link [to complete] related to any New View body. This opens a window to insert the related manifestation, as described in step b1).

1.      Select, from the type menu, the outside or the inside value according to whether the document file resides outside or inside the user’s workstation. Then use the content-type menu to indicate which extension the file has. In the outside case, address of the file is requested; in the inside case, click the Browse button and select the file to include. Then click the ACCEPT button. This makes the description of the inserted file to appear in the page right-hand side and the document structure in the page left-hand side to be updated by specifying which file type has been inserted. The green check symbol √ marks the document structural element when information for that element has been completed. Note, however, that information  can repeatedly be updated: click on the manifestation file type and return to step b1).

4.2.6.7.            Example

To make instructions more comprehensible, this section exemplifies the creation of a model for a document reporting the result of a project. Such a document is thought of as consisting in a cover and the following structural should consist in a cover and the following structural elements: i) a presentation by the project scientific coordinator [speech file];  ii) a section containing the descriptions of the three project objectives and related tasks, each description having its title and author/s [text files, already existing as specific Views in another document of the DL] iii) a section  dedicated to the presentation of two system prototypes realised in the project [.ppt files]. The document is to be modelled in such a way that any single component be accessible and searchable through its own descriptive metadata.

Making the cover

In the Edit page click the button UPDATE COVER to use a jpeg image to create a cover for the document being created. In the following page, select, from the type menu, the outside or the  inside value according to whether the jpeg file resides outside or inside the user’s workstation, and select its extension from content-type menu. Then write the address of the file to include or click the Browse button to select it according to whether the file resides outside or inside the user’s workstation. Finally, click the ACCEPT button.

Defining the document structure.

1.      Click the link Document Structure and select Body view in the Add views and manifestations box. A New View body 1 is added in the document structure. Repeat this action to add New View body 2 and New View body 3 in order to model the document for its components i), ii) and iii) described  above.

  1. Click New View body 2 to further detail it with three views for the descriptions of the project objectives and tasks. These descriptions already exist in another D.L. document, therefore in the Add views and manifestations box having to select Reference view. Click the ADD button corresponding to this view to insert New View reference 2.1, New View reference 2.2 , and New View reference 2.3  in the document structure.
  2. Click New View body 3 to further detail it into two views for the presentation of two system prototypes. For this, in the Add views and manifestations box having to click the Add button corresponding to Body view to insert New View body 3.1 and then New View body 3.2 into the document structure.

Completing the structure

Now, the user must complete the structure by defining structural and right values for any element, by inserting metadata views where needed, and inserting manifestations where needed. (The updating of elements in the View Values Table is exemplified only in Step 1)

1.      Click New View body 1. If prefering this item to be identified or displayed as “Introduction”, then update the field  “Identifier” or the field “Display” (or both)  in its View Values Table accordingly. Click the ACCEPT button anyway, thus making this view be checked with  √. Then in the Add views and manifestations box click the ADD button to insert a Metadata View [see Step 2.2. in Sect. 1.3.2.]. Now the user must insert a manifestation item both for the New View body 1 [see Step .3.3.1. in Sect. 1.3.2] and the related New View metadata 1.1. [see Step 3.3.2. in Sect. 1.3.2].

2.      Click New View body 2. Whether or not having updated values in its View Values Table, click the related ACCEPT button thus making this view be checked with  √..

3.      Look at New View reference 2.1, New View reference 2.2 , and New View reference 2.3: they need no metadata nor manifestation, as the referenced views already are provided with these elements in their original document structure.

4.      Click New View body 3. Whether or not having updated values in its View Values Table, click the related ACCEPT button thus making this view be checked with √.. According to the given document description, no manifestation nor metadata view is required by New View body 3.

5.      Click New View body 3.1. Whether or not having updated values in its View Values Table, click the related ACCEPT button thus making this view be checked with √.. Then in the Add views and manifestations box click the ADD button corresponding to Metadata view. A New View metadata 3.1.1 is added to the Document Structure [see Step 3.2. in Sect. 1.3.2.].

6.      Now it is necessary to insert a manifestation item both for the New View body 3.1 and the related New View metadata 3.1.1. Click New View body 3.1 and the ADD button corresponding to Manifestation. A [to complete]6item will appear in the Document Structure meaning that a physical document file is to be uploaded or referred to [see Step 3.3.1. in Sect. 1.3.2]. Then click New View metadata 3.1.1. Accept or update the values in its View Values Table (for example, give its identifier the value “Prototype 1 – Metadata”). Then in the Add metadata manifestation box select the type of manifestation to be inserted by clicking the related ADD button.. For any type of manifestation selected, a [to complete]6 item will appear in the document structure [see Step 3.3.2. in Sect. 1.3.2].

7.      Click New View body 3.2. and operate with the same mechanisms as in steps 5) and 6).

8.      At this point  the document structure is completed and only having to give content to the [to complete]6 items according to whether it is related to a New View metadata [see Sect 1.3.3 a] or a New View body [see Sect 1.3.3 b-c] or a New View reference. In this case click any New View reference item to update/accept the values in its View Values Table. Then fill in the following mandatory fields:

    • Reference handle: The ID of the referenced already existing document
    • Reference version: The version of the referenced document

·        Reference view: Which view of that document is referenced.

 

(See NOTE 3.2.2.2)

 

4.2.7.      Instructions for other models

Different Libraries may have different publishing policies, therefore it may happens that your DL presents some model that does not exactly corresponds to any of the models described here, In this case, look at the descriptions of the models presented in this manual, choose the model that is more similar to that newly added into your DL, and read the related instructions. This will surely help you in your submission work, as the procedure for creating documents of class i) is composed of very similar steps although related to different models, as does the procedure for creating documents of class ii).

 


 

4.3.         New editions of already published documents

This procedure creates a new edition of an already published document while maintaining the original. Click the link select a document to display the list of the already published documents, if any. Select  the document to edit for a new edition, thus making it to appear in the user’s working Area where it will remain “in preparation” as long as the new edition is being worked on. Click the link Edit to open the Edit-page. The Edit-page shows the Document Structure, i.e. the structural elements of the selected document, and the editing operations described in Sections 1.1 to 1.5 for the different models, depending on which model the document conforms to.

Remove any of them with the corresponding link. The Submit link concludes the procedure.

 

4.4.         Correction of already published documents

This procedure replaces an already published document with a corrected version of it. Click the link select a document to display the list of already published documents, if any. Select the document to correct. The ID of the selected document will be called “in preparation” as long as the new edition is being worked on. All documents in preparation are listed in the user’s Working Area. Click the link Edit  corresponding to any of them to open  the Edit-page. The Edit-page shows the Document Structure, i.e. the structural elements of the selected document, and the editing operations described in Sections 1.1 to 1.5 for the different models, depending on which model the document conforms to. Remove any of them with the corresponding link. The Submit link concludes the procedure.

4.5.         Withdrawal requests

Click on the create new request link to display the list of already published documents, if any. Select the document to withdraw and fill in the request form that will appear. Then click on the NEXT button. The request will be listed in the grew bar: here Remove or Submit it to the Library Administrator. View the document which your request refers to. Click on the View link to make the Document Structure elements to appear (if the structure tree is not shown, then click on Document Structure to display it). Each element of the Document Structure is composed by two pieces of information, namely: i) the name of that structural element  and ii)  the type of its manifestation (i.e. which file type represents its content). Click on any manifestation to display it.

 


 

4.6.         Review

The Review option displays the list of the authorities from which submission requests have come. Select an authority and click the select button  to see the list of the documents to be reviewed.

For any document:

·        View this document: makes the Document Structure elements to appear (if the structure tree is not shown, then click on Document Structure to display it). Each element of the Document Structure is composed by two pieces of information, namely: i) the name of that structural element  and ii)  the type of its manifestation (i.e. which file type represents its content). Click on any document manifestation to display it.

·        Make your review: makes a review form to appear which is headed by the document temporary ID. Fill in the form and click on the submit review button: this compiles your evaluation report for the DL Administrator

·        Show other reviews;  allows to see reviews by other reviewers, if any

 


 

4.7.         Administration

The Admin option opens a page that displays in tabular form the different submission request types that have come from the different authorities - Submissions, Editions, Corrections, Withdrawals.

This page also allows to update the default option regarding whether Email confirmation of Administrator’s decisions are to be sent or not.

User can:

a)      Directly click any red numeral in the table to see the detailed description of the documents related to the corresponding authority and the corresponding request.

b)      Click the name of the authority interested in to see its description. At the same time, all the information related to that authority appears on the left-hand side of the window in a short form. Here, click on the red numeral, to see the detailed description of the documents related to the corresponding authority and the corresponding request; or return in a situation as in a), by clicking the link Return to Admin Page.

Any way a list of document descriptions appears and it is possible to operate on any described document with different actions depending on the type of request, as detailed below.

4.7.1.      New submission requests

Documents in this page are described with their i) handle and title; ii) author; iii) number of reviews requested vs. reviews received; iv) date; v) model.

Documents can be:

a)      Collectively managed as follows:

o       They can be selected according to their model through the Model menu.

o       They can be individually selected or selected through the select all button. Selections can be cancelled through the select none button.

o       Selected documents can be composed into a new document through the create document from the selection button. After clicking this button, it is necessary to choose which model, - whether journal or book or proceedings -  the new created document has to conform to. After selection, the description of the new document is displayed. Click the return to new submissions button to return to the New Submission Requests page, where the new created document is listed and can individually be managed as described in (b) below.

 

b)      Individually managed through the following operations:

o       View doc: makes the Document Structure elements appear (if the structure tree is not shown, then click on Document Structure to display it). Each element  of the Document Structure is composed by two pieces of information, namely: i) the name of that structural element  and ii)  the type of its manifestation (i.e. which file type represents its content). Click on any document manifestation to display it.

o       Edit doc: links to the Edit page. The structure of the document is displayed and the editing operations described in Sections 1.1 to 1.5 for the different models, depending on which model the document conforms to.

o       Evaluation: displays which evaluation has been given by the reviewers (if any); else the message “No reviewer” is displayed.  The following actions are made available by the corresponding buttons:

·        Approve: opens a window to give the document the appropriate ID and associate it to one or more document collections. Then click on the accept button.

·        Reject: rejects the document while giving the user notice of this.

·        Discard: deletes the document while giving the user notice of this.

·        Choose reviewers: opens  a window to select the reviewer/s; then click on the accept button. Additional reviewers can be selected at later times.

 

4.7.2.      Rejected submission requests

Has the following options:

·        View this document: makes the Document Structure elements appear (if the structure tree is not shown, then click on Document Structure to display it). Each element of the Document Structure is composed by two pieces of information, namely: i) the name of that structural element  and ii)  the type of its manifestation (i.e. which file type represents its content). Click on any document manifestation to display it.

·        Edit this document: links to the Edit page. The structure of the document is displayed and  the editing operations described in Sections 1.1 to 1.5 for the different models, depending on which model the document conforms to.

·        Unreject this document: returns the document in the New Submission Requests group.

·        Discard this edition: deletes the document while giving the user notice of this.

 

4.7.3.      New editions requests

Has the following options:

·        View this edition: makes the Document Structure elements appear (if the structure tree is not shown, then click on Document Structure to display it). Each element of the Document Structure is composed by two pieces of information, namely: i) the name of that structural element and ii) the type of its manifestation (i.e. which file type represents its content). Click on any document manifestation to display it.

·        Edit this edition: links to the Edit page. The structure of the document is displayed and the editing operations described in Sections 1.1 to 1.5 for the different models, depending on which model the document conforms to.

·        Approve this edition: the document is approved for publication: its ID is updated with the version number.

·        Reject this edition: the document is deleted and the user is given notice of this.

·        Discard this edition: deletes the document while giving the user notice of this.

 

4.7.4.      Rejected editions requests

Has the following options:

·        View this edition: makes the Document Structure elements appear (if the structure tree is not shown, then click on Document Structure to display it). Each element of the Document Structure is composed by two pieces of information, namely: i) the name of that structural element and ii) the type of its manifestation (i.e. which file type represents its content). Click on any document manifestation to display it.

·        Edit this edition: links to the Edit page. The structure of the document is displayed and the editing operations described in Sections 1.1 to 1.5 for the different models, depending on which model the document conforms to.

·        Unreject this edition: returns the document in the New Edition Requests group.

·        Discard this edition: deletes the document while giving the user notice of this.

 

4.7.5.      Correction requests

Has the following options:

·        View this document: makes the Document Structure elements appear (if the structure tree is not shown, then click on Document Structure to display it). Each element of the Document Structure is composed by two pieces of information, namely: i) the name of that structural element and ii)  the type of its manifestation (i.e. which file type represents its content). Click on any document manifestation to display it.

·        Edit correction: links to the Edit page. The structure of the document is displayed and the editing operations described in Sections 1.1 to 1.5 for the different models, depending on which model the document conforms to.

·        Approve correction: the corrected document replaces the existing one.

·        Reject correction: the corrected document is rejected and the user is given notice of this.

 

5.                References

 

 

[DCMI]                The Dublin Core Metadata Initiative Open Forum

http://www.dublincore.org/

[DCMIMT]          DCMI Metadata Terms

http://dublincore.org/documents/dcmi-terms/

[DCT1]                DCMI Type Vocabulary. DCMI Recommendation

                            http://dublincore.org/documents/dcmi-type-vocabulary/

[DoW]                 Project BELIEF Annex I – “Description of Work”

[ISO639]             ISO 639-2 - Codes for the representation of names of languages

                            http://www.loc.gov/standards/iso639-2/langhome.html

[RFC3066]          Tags for the Identification of Languages, Internet RFC 3066.

                            http://www.ietf.org/rfc/rfc3066.txt

[OpenDLib]          http://www.opendlib.com

[SAV]                  https://gna.org/projects/savane

[TGN]                  Getty Thesaurus of Geographic Names

                            http://www.getty.edu/research/tools/vocabulary/tgn/index.html

[W3CDTF]          Date and Time Formats, WRC Note

                            http://www.w3.org/TR/NOTE-datetime

[WP1D4.1.a]       BELIEF DL Release Notes – Release 1.0

[WP1D4.2.a]       BELIEF DL Release Notes – Release 2.0

 

 



[1] Each different application of OpenDLib may use different metadata formats, for example Dublin Core (dc), or Unimarc, or other locally defined formats. To allow the user to insert metadata, OpenDLib may provide a form to fill in data, or a window to uploaded a pre-registered record