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
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Slide: System requirements | This tutorial is recorded using
However you may use any other web browser of your choice. |
Slide: Pre-requisites | To practice this tutorial, you should have
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Slide: Pre-requisites |
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Slide: Prerequisites |
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Slide : Code files |
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Slide: Collection in DSpace |
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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,
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Slide : Collection Metadata |
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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 |
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 :
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Slide: Assignment | As an assignment,
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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. |