DSpace/C3/Item-Submission-Configuration/English

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Script: Item Submission Configuration

Author: Pankaj Patil

Keywords: DSpace Item Submission, Customization of Item submission, Item submission configuration, Embargo configuration, Item Submission with Embargo, Item submission without file, Spoken Tutorial, Video Tutorial

Visual Cue Narration
Slide: Title Welcome to this spoken tutorial on Item Submission Configuration in DSpace.
Slide: Learning Objectives In this tutorial, we will learn to
  • Configure Embargo feature
  • Submit an Item with Embargo
  • Configure an Item submission without a file and
  • Submit an Item without a file
Slide: System requirements This tutorial is recorded using
  • Ubuntu Linux OS 18.04
  • DSpace version 6.3
  • gedit text editor and
  • Firefox web browser

However, you may use any other web browser and text editor of your choice.

Slide: Pre-requisites To practice this tutorial, you should have
  • A working Internet connection
  • Installed DSpace 6.3 on your system
  • Tomcat services should be running.
Slide: Pre-requisites
  • Created a Collection in the Community and
  • Have Submitter’s and Reviewer’s authority in the Collection
  • If not, then please go through the prerequisite tutorials on this website.
Slide: Pre-requisites To follow this tutorial, you should also have
  • Knowledge of Library Science and
  • Familiarity with Dublin Core metadata standard
Slide: Code files
  • The files used in this tutorial are available in the Code Files link on this tutorial page.
  • Please download and extract the file before practising.
Slide: Embargo Feature
  • An embargo is a temporary access restriction placed on files
  • If the embargo is set on a file, then it is not accessible until the embargo date
Slide: item-submission.xml file
  • item-submission.xml is an Item submission configuration file.
  • The embargo feature can be configured in item-submission.xml file.
Only Narration Let us begin to configure the embargo feature.
Switch to gedit text editor and open the file I have opened the commands file in the gedit text editor on my machine.

And I will use the same file to copy-paste the commands during the demonstration.

The shortcut to paste on the terminal is Shift, Ctrl and V keys.

You may open this file in an editor of your choice.

Press Ctrl+Alt+T keys Open the terminal by pressing Ctrl + Alt + T keys simultaneously on the keyboard.

Ensure that you have root permissions to run the commands.

Only Narration Here onwards, please remember to press the Enter key after typing each command.
[Terminal] type:

sudo su - dspace

Now, we will login as user dspace.

So, type sudo su - dspace

If prompted, then type the password of the admin user to login.

[Terminal] type:

sudo gedit /home/dspace/dspace-6.3-src-release/dspace/config/item-submission.xmls

Open item-submission.xml file with this command.

If prompted, type the root user password.

[gedit] item-submission.xml item-submission.xml file opens in the text editor.

This file contains different steps of Item submission.

Highlight : < !-- Step 4 will be to upload the item --> Scroll down and locate Step 4, which is to Upload the Item.
Highlight:<step> and </step> The opening step tag and closing step tag encloses the configuration.
Highlight: < !--Step 4 will be to Upload the item --> The default configuration to upload an Item is without the embargo feature.

To disable the file upload without embargo, we will comment the default configuration.

[gedit]: type < !- - before the opening step tag To do so, type < !- - before the opening step tag.
[gedit]: type - - > after the closing step tag Then type --> after the closing step tag.
Highlight: configuration for upload item with embargo feature Now let us enable the embargo feature.

To do that, we need to uncomment the configuration for Upload Item with Embargo Features.

[gedit]: type - -> before opening step tag Type - -> before the opening step tag.
[gedit]:delete --> after closing step tag Delete --> after the closing step tag.
Save and close the file Save and close the file.
Narration only Let us rebuild DSpace to update the changes.
[Terminal] type:

$HOME/Rebuild-DSpace

To do so, type the following command.

If prompted, type the root user password.

The rebuild process may take some time, depending upon your internet speed.

Highlight BUILD SUCCESS The build is successful.
Narration only Now, let us verify the embargo feature by submitting an Item in the Collection.
Open Web Browser Open a web browser.
Address Bar >> localhost:8080 Go to the DSpace interface.
Log in to DSpace as

dspace.u5@gmail.com

Login to DSpace with the submitter’s authority.
Point to My DSpace My DSpace interface opens up.
Click on the Start New Submission button. Click on the Start New Submission button in the My DSpace section.
Click on the Collection dropdown. Next, click on the drop-down arrow adjacent to the Collection field.
Select IITB Digital Library > Electrical Engineering > Articles Now select Articles Collection from the list of Collections.
Click the Next button. Then click on the Next button below the Collection field.
Point to Submit: Describe this Item The Item Submission form opens up.
Show the metadata and EEArticle.pdf file. We have provided an article and the article’s metadata in a text file for ease of practice.

The same can be downloaded from the Code files link on this tutorial page.

Fill Authors, Title, Date of issue, Identifier from Metadata-for-EEArticle file. Based on my metadata file, I have filled some of the fields as shown:

Authors, Title, Date of issue, Identifier, Language, keywords and Abstract.

Highlight Upload file section The next section is the Upload file section.
Click on the Select a file or Drag & drop files… Upload the file EEArticle.pdf as demonstrated in the earlier tutorials.
Point to green tick mark The file upload is successful.
Click on the Next button. Now, click on the Next button at the bottom right corner.
Point to Submit: File Uploaded Successfully The next page is Submit: File Uploaded Successfully.

This shows information about the uploaded file.

Highlight Access Settings column As we have enabled Item submission with the Embargo feature, we can see the Access Settings column.
Narration only By default, the Embargo date isn’t set.

So the Item will be accessible immediately on archiving.

Click on Change button in Access Settings column Let us change the access settings, i.e. Embargo date.

Click on the Change button in the Access Settings column.

Point to Edit Bitstream Access Edit Bitstream Access page opens.
Click in the Embargo Date field. Click on the field next to the label Embargo Date.
Point to Calendar The calendar opens up.
Select Date

Date: 01 June 2021

Select the date 1 June 2021 from the Calendar as shown.
Enter reason

“For internal reference only.”

Next, enter the Reason for the Embargo as shown.
Click Save button Then click on the Save button at the bottom right corner to save the Embargo settings.
Click on the Next button Verify all the uploaded files for the Item.

Then, click the Next button at the bottom right corner.

Verify Submission The next page, Submit: Verify Submission displays the information which we have entered so far.
Locate Uploaded Files section Scroll down and locate the Uploaded Files section.
Point to Access is allowed from Observe that access to the file is allowed from the Embargo date, which we set just now.
Click on the Next button. Once you ensure that everything is correct, click on the Next button at the bottom right corner.
Click I Grant the License button. Click on the I Grant the License button at the bottom.
Narration only Now, our Item is successfully submitted.
Log out from submitter account Let us log out from the submitter account.
Narration only Next, let us review the submitted Item.
Log in to DSpace as dspace.u4@gmail.com For that, login to DSpace with Reviewer’s authority.
Point to My DSpace We are now on the Reviewer’s My DSpace page.
Point to “Vehicle speed measurement model for video-based systems.” The Item submitted in earlier steps is now visible in the Tasks in the Pool table.
Click on the Take Task button. Click on the Take Task button to preview the Item.
Click on Accept This Task button. Click on Accept This Task button to accept the task for review.
Point to Metadata and file The Perform Task page shows the metadata and the files submitted for the Item.
Click on View/Open button To view the file, click on the View/Open button next to the filename.
Close tab Now we can review the file and then close the tab.
Narration only The Metadata and file are found to be in order.
Click on Approve button So, we will click on the Approve button to accept the Item.
Narration only Now, our Item is successfully archived.
Log out from reviewer account Let us log out from the Reviewer account now.
Narration only Next, let us proceed to access the Item as an Anonymous user.
Click on the Browse tab Click on the Browse tab in the navigation bar.
Select Communities & Collections Select Communities & Collections from the dropdown.
select Article Collection Scroll down and select Articles Collection.
Highlight “Vehicle speed measurement model for video-based systems. An Item with the title Vehicle speed measurement model for video-based systems is published.
Click on the Item Title Let’s open the Item by clicking on the Item Title.
Point to Metadata and Files The metadata and files of the Item are displayed.
Point to file EEArticle1.pdf Observe that file access is restricted until the Embargo date.
Narration only Let us try to access the file by clicking on the View/Open button next to the filename.
Point to Log In to DSpace We are redirected to the login page.

That means Anonymous users cannot access the file until the Embargo date.

Slide: Access to Items with Embargo Before the Embargo date, ONLY the following users can access the Item.
  • Authorised Collection Administrator
  • Authorised Community Administrator and
  • DSpace Administrator
Narration only So, we have now verified that the files for the Item are not accessible until the Embargo date.

Next, let us proceed to configure Item submission without a file.

[Terminal] type:

sudo gedit /home/dspace/dspace-6.3-src-release/dspace/config/dspace.cfg

Open the dspace.cfg file with this command.

If prompted, type the root user password.

Point to dspace.cfg dspace.cfg file opens in the text editor.

You can use any other editor of your choice.

It consists of various configurations in the Key-Value pairs.

Locate and highlight webui.submit.upload.required Locate the key webui.submit.upload.required.
Highlight # Symbol By default, it is commented using the hash # symbol and the value is set to true.
Remove # symbol Uncomment the line by removing the hash # symbol.
Set the value to false Then set the value to false as shown.
Save and close the file Save and close the file.
[Terminal] type:

$HOME/Rebuild-DSpace

We have to rebuild DSpace to update these changes.

If prompted, type the root user password.

The process may take some time to complete.

[Terminal] Highlight

BUILD SUCCESS

DSpace build is now successful.

Let us proceed to submit an Item without a file now.

Log into DSpace as

dspace.u5@gmail.com

Switch to the browser and login to DSpace with the submitter’s authority.
Click on Start New Submission Click on the Start New Submission button.
Select IITB Digital Library > Electrical Engineering > Articles Now, select Articles from the Collection list.

Then click on the Next button.

Point to Submit: Describe this Item The Item Submission form opens on the screen.
Show the metadata file

File: Metadata-for-Item-without-file

For ease of practice, we have provided the metadata for an Item in a text file.
Fill Authors, Title, Date of issue, Identifier from Metadata-for-Item-without-file file. Based on my metadata file, I have filled some of the fields as shown:

Authors, Title, Date of issue, Identifier, Language, keywords and Abstract.

Highlight Upload file section The next section is the Upload file section.
Point to Skip file upload button As DSpace is configured for Item submission without a file, the button Skip file upload is enabled.
click on the button Skip file upload To skip through the file upload step, click on the Skip file upload button.

And proceed further as we have done before.

Narration only Now, our Item is successfully submitted.
Log out from submitter account Let us log out from the Submitter account.
Narration only And, let us review the submitted Item.
Log into DSpace as dspace.u4@gmail.com Login to DSpace with the Reviewer’s authority.
Point to My DSpace We are now on the Reviewer’s My DSpace page.
Point to “One-parameter fractional linear prediction.” The submitted Item is visible in the Tasks in the Pool table.
Click on the Take Task button.

Click Accept This Task button.

Take and accept the Task as explained before.
Point to Metadata The Perform Task page shows the metadata for the Item.
Highlight There are no files associated with this item Since we haven’t uploaded any file, it displays, “There are no files associated with this item.”
Click on Approve button Click on the Approve button to accept the Item.
Narration only Now, our Item is successfully archived.
Log out from reviewer account. Let us log out from the reviewer account.
Narration only And, let us proceed to access the Item as an Anonymous user.
Click on Browse tab >> Communities & Collections >> Article Collection Click on the Browse tab and navigate to Articles Collection as shown.
Highlight “One-parameter fractional linear prediction.” An Item with the title One-parameter fractional linear prediction is published.
Click on the Item Title Open the Item by clicking on the Item Title.
Point to Metadata The metadata of the Item is shown.
Point to Files in This Item table We see that there are no files associated with this Item.
Narration only So, we have verified the Item submission without a file.
Only Narration This brings us to the end of this tutorial.

Let us summarise.

Slide: Summary In this tutorial, we learnt to
  • Configure Embargo feature
  • Submit an Item with Embargo
  • Configure an Item submission without a file and
  • Submit an Item without a file
Slide: Assignment As an assignment,
  • Configure Embargo feature and Item submission without a file for your DSpace.
  • Submit Report1A as an Item and set Embargo date for the Item.
  • Submit the metadata of Report1B as an Item by skipping the file upload.
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 the Ministry of Education (MoE), 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