Deposit Module for Depositor DigiTool Version 3.0

Deposit Module 2 Deposit Approval Search & Index Dispatcher & Viewers Single & Bulk Web Services DigiTool Modules

Deposit Module 3 Approver – serves approvers for the review of the deposits Consists of three main user interfaces: Deposit – serves depositors for the deposit of objects Management – allows the configuration of the deposit workflow, depositor and approver profiles and groups hostname:port /mng

Deposit Module 4 Deposit Registration and Login Deposit Workflow New Deposit Deposit Folders Edit Deposit

Deposit Module 5 Deposit Registration The two-step registration is available from the Deposit login screen: Step 1: Register for DigiTool system by clicking “Register” button. This registration applies for both Resource Discovery and Deposit Modules. Step 2: Apply for a Depositor Profile by entering user ID and Password. A depositor is a registered user of the DigiTool system who has been provided with a depositor profile. Only once a depositor profile has been assigned to a depositor will the user be allowed to use the Deposit module.

Deposit Module 6 Deposit Registration New users can send a registration form to the institution’s staff. Once the registration has been approved, the user is notified by . The registration screen will allow the new user to register as a general DigiTool user.

Deposit Module 7 Depositor Profile Once the general registration form is submitted OR the user is logged in, the profile request page appears: Once the form is sent, the information is passed to the staff user responsible for assigning deposit profiles. This registration will allow the user to receive a depositor profile which will allow them access to the deposit interface. The approved registration will allow the user to enter the Deposit module freely with the Staff decided profile.

Deposit Module 8 Depositor Profile A depositor profile is a set of definitions that apply to depositors which specify different behaviors and authorizations that the depositor will possess when using the deposit module. The details managed at the depositor profile level: Available workflows File or disk space quota restrictions File types A Maximal Number of Active Deposits Material restrictions

Deposit Module 9 Context-Sensitive Help In order to aid the depositor in routine workflows and scenarios, each screen contains a context- sensitive help file that can be accessed by clicking on the “question mark” icon located on the top right- hand side of the toolbar.

Deposit Module 10 Deposit Registration and Login Deposit Workflow New Deposit Deposit Folders Edit Deposit

Deposit Module 11 Deposit Workflow Need Editing ? Ready for Repository ? Approved Submitted/ Resubmitted Declined Returned New Material Edit by Depositor Edit by Approver Inappropriate

Deposit Module 12 Deposit Registration and Login Deposit Workflow New Deposit Deposit Folders Edit Deposit

Deposit Module 13 New Deposit Digital entities are submitted into the DigiTool system, using a pre-defined wizard style set of steps that guides the user through the submission process. A workflow/object type is chosen by the depositor according to the available options. The description of the workflow populates the right- side frame so that the depositor understands the nature of the workflow they choose. Each workflow/object type may trigger an entirely different set of steps to follow.

Deposit Module 14 New Deposit To add new deposits, the user should click on the “New Deposit Activity” tab, located on the top left toolbar. The depositors are provided with the types of object / workflow submissions that are available to them.

Deposit Module 15 Step 1: Choose a workflow/type of object Step 2: Descriptive Information Step 3: Access rights/Copyright Step 4: File upload/Stream association Deposit Wizard Step 5: Review and Confirmation

Deposit Module 16 Step 1: Choose a workflow/type of object Choose a workflow/type of object to be submitted from the left-hand side list using the appropriate radio button.

Deposit Module 17 Step 2: Descriptive Information Fill in a form with pre-defined metadata fields which is a part of the deposit workflow chosen.

Deposit Module 18 Step 3: Access rights/Copyright Choose the appropriate access rights terms and agree to a copyright statement. The assertion of copyright and access rights section is a pre-defined mandatory part of any given workflow.

Deposit Module 19 Step 4: File upload/Stream association Upload files to the system according to the process pre- definitions. Depending on the workflow, the institution may define the type or number of files be limited for upload.

Deposit Module 20 Step 5: Review and Confirmation The final step of the deposit wizard workflow provides the depositor with the opportunity to review the entire deposit.

Deposit Module 21 Deposit Registration and Login Deposit Workflow New Deposit Deposit Folders Edit Deposit

Deposit Module 22 DRAFT: After upload and creation of a deposit but not yet submitted by an end user (depositor) to the DigiTool staff SUBMITTED: End user passes control over deposit to staff approvers/revisers RETURNED: Deposit returned to end user for additional editing DECLINED: Staff approver decides to stop deposit process APPROVED: Staff approver accepts and transfers deposit to general repository RESUBMITTED: End user edits a returned submission and resends it for approval Deposit Management

Deposit Module 23 Deposit Folders Navigation The default view of a depositor is of the deposit folders, similar to an inbox. Each folder houses deposits of different statuses; from non-submitted drafts to already approved submissions. The top “Folders” tab, when clicked, will return the logged- in depositor to their default draft folder from any screen within the deposit module.

Deposit Module 24 Draft Folder From this view, the user can choose to navigate within a list of submissions in several possible ways: Edit a draft deposit by clicking the Pencil icon Submit a draft deposit by clicking the Envelope icon Delete a draft deposit by clicking the icon Deposits that exist in the draft folder are those that have been saved by the depositor without having been submitted.

Deposit Module 25 Submitted Folder Deposits in the submitted folder are those that have been submitted for approval by the depositor. The depositor does not have write-access to the submissions, since a staff approver is currently reviewing them. View a submitted deposit by clicking the eye icon.

Deposit Module 26 Returned Folder Deposits that exist in the Returned folder are those that have been submitted to the approver, reviewed, and then returned to the depositor for further editing. Once returned, the deposit moves from the submitted folder to the returned folder. Returned deposits are those that require additional editing by the depositor before the staff approver can approve the submitted deposit for inclusion in the Institution's repository.

Deposit Module 27 Returned Folder From this view, the user can choose to navigate within a list of submissions in several possible ways: Edit a deposit by clicking the Pencil icon Resubmit a deposit by clicking the Envelope icon Delete a deposit by clicking the icon

Deposit Module 28 Resubmitted Folder Deposits that exist in the resubmitted folder are those that have already been returned by the staff approver, edited and resubmitted for approval by the depositor. The depositor does not have write access to re- submitted submissions, since a staff approver is currently reviewing them. View a resubmitted deposit by clicking the eye icon.

Deposit Module 29 Declined Folder Deposits that exist in the Declined folder are those that have been declined by the staff approver and can no longer be edited or submitted. The User can delete a declined deposit from the folder view by clicking the icon or View details by clicking the eye icon.

Deposit Module 30 Approved Folder Deposits that exist in the Approved folder are those that have been approved by the staff approver and can no longer be edited. Users can delete an approved deposit from their view by clicking the icon.

Deposit Module 31 Deposit Notes The deposit notes are viewable from any folder view, by both the depositor and the staff approver responsible for reviewing the deposit. This is a helpful way of communication between staff and depositor in order to relay any useful information to one another throughout the deposit lifecycle.

Deposit Module 32 Viewing Deposit Notes Select deposit by highlighting/clicking it. Click on the “Full/Split Mode" icon, located in the top header of the deposits list. Notes are displayed in the lower pane of the deposits list. To return to the non-split view, click on the "Full/Split Mode" icon.

Deposit Module 33 Adding Deposit Notes Click on the "Add notes" icon from the split view. Enter note in the pop-up form. Save note by clicking the "Save" button.

Deposit Module 34 Filtering deposits Deposits can be filtered by clicking on the “Filter” link. Filter Options: Submit Date Filter Update Date Filter Creation Date Filter Once the “Filter” is pressed, the folder views will be filtered according to the date filter specified. If the filter is no longer needed, click the “Remove Filter” link to return the deposit folder view to the previous non-filtered state.

Deposit Module 35 Sorting Deposits Deposits can be sorted by title or type. To sort deposits, click on the ‘Sort by’ drop-down menu and choose the relevant field. The folder list is automatically sorted according to the chosen parameter.

Deposit Module 36 Deposit Registration and Login Deposit Workflow New Deposit Deposit Folders Edit Deposit

Deposit Module 37 Edit Deposits Once a deposit has been opened for editing, the tab-based view represents steps in the original submission workflow: Descriptive Info Copyright Files Preview

Deposit Module 38 Edit Descriptive Information This tab provides a form with pre-defined metadata fields that the depositor can use for editing.

Deposit Module 39 Edit Copyright

Deposit Module 40 Edit Files A depositor can edit/update previously saved submissions from the Draft/Returned folders.

Deposit Module 41 Edit Preview

Deposit Module 42 Logging off Once a user has finished his/her deposit work, the user can logoff from the deposit module by clicking on the “door” icon located on the top right-hand side of the toolbar.

Deposit Module 43 Thank you!