Deposit Management Module DigiTool Version 3.0

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

Deposit Management 3 Deposit Module 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 Management 4 Login Material Flows Material Type Forms Rights Submission Formats Post Approval Depositor Profiles Staff Profiles

Deposit Management 5 Login in Management Interface An authorized and profiled staff user, who has logged in successfully, will encounter an opening screen with the default view in the repository search. In order to enter the Deposit Management under the management interface, the staff user should click on the “Deposit” tab located on the top-level toolbar.

Deposit Management 6 Context-Sensitive Help In order to aid the staff user in routine workflows and scenarios, each screen contains a context-sensitive help file that can be accessed by clicking on the “question mark” icon located on the top right-hand side of the toolbar.

Deposit Management 7 Login Material Flows Material Type Forms Rights Submission Formats Post Approval Depositor Profiles Staff Profiles

Deposit Management 8 Material Flow A workflow represents a set of pre-defined steps and rules that will be used by a depositor when depositing material. The depositor views each step as a numbered wizard step once a workflow is chosen. Each workflow is made up of 5 distinct step definitions that are combined to formulate a single unified workflow.

Deposit Management 9 Material Flows Add a new material flow by clicking on the "+ Add" icon, located at the top of the screen. Edit an existing material flow by clicking on the inline "Pencil" icon. Delete an existing material flow by clicking on the inline "X" icon.

Deposit Management 10 Step 1 – Adding a Workflow/Material Type Name a new workflow/material type and provide a short description that will be viewed by the depositor when selecting this deposit workflow.

Deposit Management 11 Workflow in Depositor Interface Each available workflow represents a pre-defined set of steps that will guide the depositor, in a wizard style process, through the submission process. The description provides an explanation for the nature of the workflow they choose.

Deposit Management 12 Deposit Management Login Material Flows Material Type Forms Rights Submission Formats Post Approval Depositor Profiles Staff Profiles

Deposit Management 13 Descriptive Metadata Forms Each submission workflow provides a form with pre-defined metadata fields that the depositor may utilize as a part of the deposit workflow chosen. Depending on the pre-definitions, forms may be defined with fields that are required or contain pre-defined data. An asterisk denotes required fields. Note: Forms are stored per administrative unit and for use in material flows relevant to that administrative unit.

Deposit Management 14 Step 2 - Form Click on Numbered step 2 to associate a form with the active workflow from the dropdown menu of available defined forms. The chosen form can be previewed - as the depositor will view the form - below the dropdown menu.

Deposit Management 15 Forms in Depositor Interface The form defined under a specific workflow is displayed for the depositor under Descriptive Information tab (Step 2):

Deposit Management 16 Creating a New Form From Scratch Add a new form by clicking on the "+ Add" icon, located at the top of the screen.

Deposit Management 17 Creating a New Form From the Existing Form

Deposit Management 18 Add a New Form Field Forms contain a list of the descriptive metadata pre-defined fields, that can be added by clicking “Add Field” button and edited or deleted by selecting an existing field name link.

Deposit Management 19 Field Attributes Name: This is a required field that defines the internal view for the name of the field being defined. The depositor will NOT view the name. Label: This is a field that is used for displaying the field name to the depositor. Type: Type provides a drop-down list of available field type definitions. Examples include TextField, TextArea, ComboBox, etc. Position: Each field in a form attains a certain numbered position. The fields are displayed from left-to-right and downward in the position order that is attributed to them. Note: Changing a numbered position for a field adjusts/pushes forward all following numbered positions accordingly.

Deposit Management 20 Field Attributes Continued Dublin Core: This field represents a drop-down list of all available Dublin Core fields defined (Example: dc:title). Tooltip: The “tooltip” is the text the depositor will see when mousing-over the displayed field when depositing. Default Value: Pre-defined default value, filled form data that can be displayed to the depositor. Description: Description is an internal field used to track and manage field definitions and uses. The depositor will NOT view the description. Mandatory (check box): Mandatory checked indicates that the form may not be submitted without some content in the field. Non-checked does not require the field be filled with content.

Deposit Management 21 Field Attributes Continued Single (check box): Single checked indicates that the layout for the field will stretch a full row’s worth of content in a dedicated row, regardless of the number of columns per row. Note: Single is only an available option where the column settings for the form are 2 or 3. Names and Values: Names and values are used in conjunction with those field types that allow for pre-defined content options ONLY. The field types that can utilize labels and values are ComboBox, Radio and Checkbox. The value is the behind-the-scenes code for the potential value. The name is the displayed named option.

Deposit Management 22 Deposit Management Login Material Flows Material Type Forms Rights Submission Formats Post Approval Depositor Profiles Staff Profiles

Deposit Management 23 Copyright and Access Rights The assertion of copyright and access rights section is also pre-defined as part of any given workflow. The depositor typically will be required to agree to a copyright statement before submitting any material. The access rights availabilities will be displayed to the depositor. All copyright files for the Deposit module are located under j_home in the/profile/conf/copyrights directory. Copyright availability and options are global and not defined per administrative unit. Access rights pre-definitions for the Deposit module are located under j_home in the /profile/units/ADM01/conf/accessrights and activated in the unit_configuration.xml.

Deposit Management 24 Step 3 – Rights Click on Numbered step 3 to associate a rights routine with the active workflow from the dropdown menu of available defined copyrights and through selecting available rights routines. Each rights routine, when highlighted, provides a brief description of the routine.

Deposit Management 25 Assertion of Rights in Depositor Interface The assertion of copyrights and access rights under a specific workflow is displayed for the depositor under Assertion of Copyright tab (Step 3):

Deposit Management 26 Deposit Management Login Material Flows Material Type Forms Rights Submission Formats Post Approval Depositor Profiles Staff Profiles

Deposit Management 27 Submission Formats Uploading files to the system is an integral part of the deposit process that also contains pre- definitions. Depending on the workflow, the institution may wish that the type or number of files be limited for upload. For instance, an institution may wish to receive all theses in.pdf format only. This can be defined as part of the thesis workflow that will block all non-pdf documents from upload. In the below example, a limit of 2 files for upload were defined; one as.pdf and one as.doc. These pre-definitions are all encased in individual submission formats.

Deposit Management 28 Step 4 - Defining Submission Formats Click on Numbered step 4 to associate a submission format with the active workflow from the dropdown menu of available defined submission formats. Each submission format chosen will provide a short description for the format.

Deposit Management 29 Submission Formats in Depositor Interface The Submission Formats defined under a specific workflow is displayed for the depositor under Files Upload tab (Step 4):

Deposit Management 30 Submission Formats Add a new submission format by clicking on the "+" icon, located at the top of the screen. Edit an existing submission format by clicking on the inline "Pencil" icon. Delete an existing submission format by clicking on the inline "X" icon.

Deposit Management 31 Submission Format Attributes Name a new submission format and provide a short description that will be viewed only by other staff approvers. Choose a “File definition type”. File definition type refers to the file number limit and type, file’s maximal size and file’s location type that can be deposited as part of a defined workflow. General – Allows general definitions of maximum number of files, max file size and file extensions that will be allowed to the depositor as part of the workflow. Detailed – Allows detailed definitions per file upload, including file extensions, max file size and a description per file upload allowed.

Deposit Management 32 General Submission Format Provides a general definition for the number of files, file extensions, maximal file size and file location:

Deposit Management 33 Detailed Submission Format Provides a detailed definition for the number of files, file extensions, maximal file size and file location, related to each descriptor:

Deposit Management 34 Deposit Management Login Material Flows Material Type Forms Rights Submission Formats Post Approval Depositor Profiles Staff Profiles

Deposit Management 35 Step 5 – Post Approval Step 5 from the depositor’s point of view is the “Preview” pane. This step is not configurable so there is no need for its definition as part of the material type/workflow definition. Step 5, from the staff management’s point of view, relates to the post-approval settings that will ensue based on the workflow used to deposit the approved material. This step defines the post-approval actions, ingest behavior and responsibilities related to deposits utilizing the active workflow.

Deposit Management 36 Post-Approval Options Automatic -allows ingest tasks to be pre-defined so that when deposits are approved, the deposit is automatically run and ingested with the definitions set. Note: The templates for automatically ingested deposits are stored on the server under the unit's /conf/templates/ingest_settings/ directory. Manual -allows a staff user responsible for ingesting such deposits to receive all approved deposits in their webingest inbox - with the need to further manually define the ingest definitions before actually ingesting the deposit.

Deposit Management 37 Deposit Management Login Material Flows Material Type Forms Rights Submission Formats Post Approval Depositor Profiles Staff Profiles

Deposit Management 38 User Architecture PatronsStaff Users DepositorsApprovers Meditor User Management Management Module - /mng Web ProfilePrivileges Depositor ProfileApprover Profile

Deposit Management 39 Depositor - KEY POINTS Would-be depositors MUST be registered as Patrons first before requesting and becoming a depositor. Every depositor is associated with ONE administrative unit only.

Deposit Management 40 Depositor – Request Deposit Access 1. Already a patron? Logging into the deposit module will recognize the user and prompt a profile request page. The user requests an admin unit to deposit to and only once a profile is assigned (by staff), will the depositor have access. 2. Not yet a patron? Click the register tab from the deposit login screen and fill out the standard patron registration form. The next screen shown will be the deposit profile request page. See 1 above.

Deposit Management 41 Depositor – Profile Request 1.Choose the Administrative Unit for which you would like to gain depositing rights. 2.An optional note can provide the institution’s staff with more information as to what type of deposit rights you will need.

Deposit Management 42 Depositor Profile A depositor profile is a set of definitions that apply to depositors which specify different behaviors and authorizations that the depositor will have access to when using the deposit module. The details managed at the depositor profile level: Available workflows – Depositor will only have access to the ones specified in their profile Active Deposits – Maximum active deposits. An active deposit is one which is of status: draft, submitted, resubmitted and returned. Approved and Declined are not counted as active deposits. File or disk space quota restrictions – The maximum amount of disk space allowed for all active deposits for the depositor. Deposit Group – The deposit group defined can be assigned to specific approver(s) for deposit review.

Deposit Management 43 Depositor Profile Available for review only to Staff users from the Management module and defined per Admin Unit.

Deposit Management 44 Staff – Managing Profile Requests 1.From the Administrative Unit’s Management module, Depositors and Depositor requests can be viewed. 2.Depositors can be filtered by profiles – or in this case by those with no profile – or Deposit Requesters.

Deposit Management 45 Staff – Assigning Deposit Profiles 1.A deposit profile can be set by choosing from the existing dropdown of available depositor profiles (per Admin Unit). 2. Assigning a profile to a depositor initiates an to the user notifying their approved deposit status. This process also confirms the user as a patron if they were not yet already confirmed.

Deposit Management 46 Deposit Management Login Material Flows Material Type Forms Rights Submission Formats Post Approval Depositor Profiles Staff Profiles

Deposit Management 47 Approver - KEY POINTS Would-be Approvers MUST be defined as Staff users first before being defined as approvers. An approver is associated with one administrative unit – UNLESS the staff user is an ADMIN user in which case they may be defined as approvers in multiple units.

Deposit Management 48 Staff Profile An approver profile is a set of definitions that apply to staff approvers individually and that specify the responsibilities that the approver will have when using the approver module. The details managed at the approver profile level: Responsible for Group(s) - The approver will see all deposits from the selected group(s) within the approver’s Admin unit. AND / OR Responsible for Workflow(s) - The approver will see all deposits where the selected Admin unit-specific workflow(s) were used.

Deposit Management 49 Approver – Profile Assignment Available for review only to Staff users from the Management module and defined per Admin Unit.

Deposit Management 50 Logging off Once a staff member has finished working with the Management interface, logoff from the module by clicking on the “door” icon located on the top right-hand side of the toolbar.

Deposit Management 51 Thank you!