DSpace/C2/Create-Collection-in-DSpace/English

Script : Create Collections

Author : Pankaj Patil

Keywords: Create Collection, Collections, Collection administrator, Collection metadata, DSpace workflow, Item submitter, Item Reviewer, Item submission workflow

Visual Cue	Narration
Slide: Title	Welcome to this spoken tutorial on Create Collections in DSpace.
Slide: Learning Objectives	In this tutorial, we will learn to Create a Collection Edit a Collection Authorize EPerson as Collection administrator
Slide: System requirements	This tutorial is recorded using Ubuntu Linux OS 18.04 DSpace version 6.3 and Firefox web browser However you may use any other web browser of your choice.
Slide: Pre-requisites	To practice this tutorial, you should have Installed DSpace 6.3 on your system. Tomcat service should be running. Have Administrator’s authority in DSpace
Slide: Pre-requisites	Created a Community and Sub-Community If not then please go through the prerequisite tutorials on this website.
Slide: Prerequisites	This tutorial assumes that you have done the immediate previous tutorial assignment in this series. If not, pls do so before proceeding ahead.
Slide : Code files	The metadata used in this tutorial is available in the Code Files link on this tutorial page. Please download and extract the file before practicing.
Slide: Collection in DSpace	Collections are hierarchically located below the Community or Sub-community. Collections are nothing but containers for Items. Items can only be submitted in the Collections. A Collection can be created by a DSpace administrator and Community administrator
Narration only	Now, let us proceed to create a Collection using DSpace administrator authority.
Open Web Browser Address Bar >> localhost:8080	Open a web browser and go to the DSpace interface.
Log in to DSpace with administrator role Email ID: dspace.u1@gmail.com Password : u1pass	Log in to DSpace with an administrator account. I will login with my administrator account.
Only narration	We are now in the admin’s My DSpace page.
Click on Browse tab	Click on the Browse tab in the navigation bar.
Select Communities & Collections	Select Communities & Collections from the drop-down. All Communities and Sub-communities are displayed.
Select Electrical Engineering	Collections can only be created in the Community or Sub-community. Let us select the Sub-community to create a Collection. Under the IITB Digital Library Community, I will select the Electrical Engineering Sub-community.
Point to Community home page	The Community home page of Electrical Engineering is displayed.
Click on Create collection	To create a new Collection, click on the Create Collection button in the Admin Tools section.
Point to Describe the Collection	Describe the Collection page opens. The Workflow for Item submissions in this Collection can be configured in this page.
Point to checkboxes: New Items should be publicly readable Some users will be able to submit to this Collection	The default Workflow for Item submissions is Item Submission without review.
Narration only	But for this demonstration, I will configure Item Submission with the review step.
Point to selected configurations Check the checkbox for The submission workflow will include an accept/reject/edit metadata step	To do so, check the following option. The submission workflow will include an accept or reject or edit metadata step.
Click the Next button	Then, click the Next button at the bottom right corner.
Point to Describe the Collection label	The next step is Describe the Collection. In this step we will submit the Collection’s metadata.
Slide : Collection Metadata	Collections are described using metadata elements.
Slide : Collection Metadata	Basic metadata elements of Collections are, Name Short Description Introductory text Copyright text
Slide : Collection Metadata	Sidebar text License Provenance and Logo
Narration only	Switch back to DSpace.
Point to all fields in the form	Notice that all fields in the form are optional. But, it is recommended to enter at least a Collection Name. Otherwise an untitled Collection will be created.
Show metadata file	For ease of practice, we have provided Collection metadata in a text file. I will use the same for entering the Collection metadata.
Enter Name and Introductory text Name: Articles Introductory text: Article collection contains articles of Electrical Domain.	Enter the Name and Introductory text as shown. I am naming the Collection as Articles. You can use basic HTML tags in the Introductory text field.
Point to Short Description, Copyright text, Sidebar text, License, Provenance	For now, I will leave Short Description, Copyright text, Sidebar text, License and Provenance as empty.
Point to Logo field	Also, I will skip uploading a logo.
Click on the Next button	Then, click on the Next button at the bottom right corner.
Point to Authorization to Submit	We will be redirected to Authorization to Submit page. In this step, we will provide Item submission authority to EPersons and groups.
Click on the 'Select E-people' button	Click on the Select E-people button to choose the EPerson.
Point to Select E-people window	A pop-up window Select E-people opens up.
Click on the Add button	Click on the Add button adjacent to the ID of the respective EPerson. I am adding the user with email id dspace.u5@gmail.com.
Click the Close button in Select E-people popup window	Close the Select E-people pop-up window by clicking on the Close button.
Point to the added user in the EPerson Members field	Immediately the selected user will be added to the authorized EPerson list.
Click on the Close button	If you wish to add more members, then repeat the same steps.
Point to groups text box	Similarly, Groups can also be authorized to submit Items to Collections. For this demonstration, I will skip Group authorization.
Click on the Next button	Then, click on the Next button at the bottom right corner.
Point to Submission Workflow Accept/Reject/Edit Metadata Step	Next step is Submission Workflow Accept/Reject/Edit Metadata Step. In this step, we can authorize EPersons and Groups to review Items.
Narration only	Reviewers are permitted to edit the metadata of incoming submissions. Also, Reviewers can accept or reject submitted Items.
Narration only	To add an EPerson follow the same steps which are used to assign submit authorizations.
Add EPerson to list ID: dspace.u4@gmail.com	I will assign Reviewer authority to the EPerson with email ID dspace.u4@gmail.com.
Click on the Next button	Then, click on the Next button at the bottom right corner.
Point to Edit Collection	We are redirected to the Edit Collection page. This page has the details of the newly created Collection.
Narration only	So, we have now successfully created a Collection. Let us proceed to cross-verify this Collection.
Click on Home tab	To do so, click on the Home tab in the navigation bar.
Click on Browse tab	Now, click on the Browse tab in the navigation bar.
Select Communities & Collections	Select Communities & Collections from the drop-down. The Communities and Collections interface appears.
Point to Articles	Observe that the newly-created Collection - Articles, is displayed under the Sub-community.
Narration only	Now let us proceed to edit the Collection.
Select Articles	Click on the Collection name, to select it for editing.
Point to Collection home page	The Collection home page opens up.
Point to Admin Tools	Next to the Collection home page section, we have Admin Tools. Admin Tools are used for managing the Collection.
click on button Edit	To edit the Collection, click on the Edit button in the Admin Tools section.
Point to Edit collection	Edit Collection page opens, with details of the selected Collection.
Edit fields of collection metadata Introductory text: Article collection contains articles of Electrical Domain. All resources have CC-BY-SA license	Now, edit the fields in the Collection’s metadata form. I have updated Introductory text as shown here.
Click on the Update button	Once the metadata is edited, click on the Update button at the bottom of the page.
Point to updated Introductory text	Observe that Introductory text is now updated.
Narration only	Now, let us proceed to learn how to delete the Collection.
Click the Edit button	To do so, first click the Edit button in Admin Tools.
Click on Delete this Collection button	Then click on the Delete this Collection button, above the Submission Workflow section.
Point to Delete Collection	Immediately, you will be asked to confirm the Delete Collection action.
Narration only	To confirm, click on the Delete button.
Narration only	Once you click the Delete button, the Collection will be deleted.
Click on Cancel button	For this demonstration, I will not delete the Collection. So click on the Cancel button.
Narration only	We are back on the Collection home page.
Narration only	Now, let us proceed to assign a Collection Administrator for our Collection.
Click the Edit button	To do so, click on the Edit button in Admin Tools.
Point to Collection Administrator in the Submission Workflow section.	The Submission Workflow section has settings for the Collection Administrator.
Click on the Create button	Click on the Create button located next to the Collection Administrator.
Point to Edit Group	We will be redirected to the Edit Group page.
Narration only	Notice that this Edit group page is the one which we used earlier to create a Group. That means, DSpace is creating a group of Collection administrators.
Point to Name field	By default DSpace generates the name for the group. But we can provide our own new name to the group of Collection administrators. For this demonstration, I will keep the default name as it is.
Narration only	Collection Administrator roles can be assigned to EPerson and Group members. Now let us select an EPerson to authorize as a Collection administrator.
Narration only	To do so, repeat the same steps which were used to add EPerson as Submitter and Reviewer.
Add user with email ID dspace.u3@gmail.com	I will assign the Collection Administrator role to the EPerson with email id dspace.u3@gmail.com.
Click on Update Group	Once done, click on the Update Group button at the bottom of the page to update the changes.
Narration only	We have now successfully assigned the Collection administrator role to the EPerson.
Narration only	Similarly, Submission workflow can be used to edit Submitter and Reviewer.
Narration only	Let us proceed to cross-verify the newly assigned Collection administrator role.
Click on Content tab in navigation bar	Click on the Content tab in the navigation bar.
Select Communities & Collections	Select Communities & Collections from the drop-down.
Select Articles	Select the Collection. I am selecting Articles.
Show Collection home page	The Collection home page appears.
Click the Edit button	Here, click on the Edit button in Admin Tools.
Click the Edit button next to Collection Administrators	Then click on the Edit button next to Collection Administrators.
Point to EPerson Members field	We can see that the EPerson has been assigned the Collection administrator’s role.
Narration only	Now, the Collection administrator has authority to manage this Collection.
Logout from DSpace	Let us now logout this user from the DSpace interface.
Only Narration	This brings us to the end of this tutorial. Let us summarise.
Slide: Summary	In this tutorial we learnt to : Create a Collection Edit a Collection and Authorize an EPerson as Collection’s administrator
Slide: Assignment	As an assignment, Create a Collection named Computer Engineering under IITB Archives Community. Assign a Collection administrator to Computer Engineering Collection.
Slide : About Spoken Tutorial project	The video at the following link summarises the Spoken Tutorial project. Please download and watch it.
Slide : Spoken Tutorial workshops	The Spoken Tutorial Project team conducts workshops and gives certificates. For more details, please write to us.
Slide: Forums	Please post your timed queries in this Forum.
Slide: Acknowledgement -I	Spoken Tutorial project is funded by MHRD, Government of India.
Slide: Acknowledgement -II	DSpace spoken tutorial series is funded by the National Virtual Library of India, Ministry of Culture, Government of India.
Narration only	This script and video for this tutorial was contributed by Pankaj Patil from IIT Bombay. And this is Nancy Varkey signing off. Thanks for joining.

Contributors and Content Editors

Nancyvarkey, Pankajpatil694