Start

Register

Collections

Create Collection
Edit Collection Information
Share Collection
Unshare Collection
Release Collection
Delete / Discard Collection
Assign DOI to Collection
Cite Collection
Subscribe to / Unsubscribe from Collection

Items

File upload
Describe Items
Add License
Delete / Discard Items
Move Items
Download Items

Browse and Search

Browse Items
Simple Search
Advanced Search
Faceted Navigation

Manage User Account

Change Password
Forgot Password
Revoke Grants

Contact


Start

Register

  1. Go to the registration page.
  2. Fill in the form with at least your e-mail, your family name and your organization.
  3. Agree to the Terms of Use and click on Register now. You will get a confirmation message via e-mail.
  4. Click on the confirmation link from this e-mail to be redirected to a confirmation page.
  5. On the confirmation page, enter the password that was sent with the confirmation e-mail and log into the system.

Please note that only limited rights may be granted to newly registered users. Further details are available in the Terms of Use.

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Collections

Collections provide the main folder structure within the system and are required to upload and organize items.

All available collections are listed below COLLECTIONS. If the user is not logged in, only released collections are displayed. Logged in users will also see private and discarded collections visible to them. The collection list can be filtered by their state and creator. Released collections are marked by a globe icon, shared collections by a people icon on the right side of the page.

Create Collection

Users require the appropriate authorization to create new collections. For any questions regarding your account, please contact the support team.

  1. Go to the collections overview page and click on New collection.
  2. Enter at least the required information (collection name, author name and organization). Information on further authors, a description of the collections content, additional information (like a link to a website or publication) and a collection logo can be added optionally. Further on, an e-mail notification on item download can be activated.
  3. Via the plus (and minus) buttons, further fields for authors and organizations can be added (or removed).
  4. Click on Save.

Edit Collection Information

  1. Go to the collection you want to edit.
  2. In the menu Collection, click on Edit information.
  3. Modify the values you wish to update and Save them.

Share Collection

Three different types of sharing rights are offered for a collection:

  • Read: Permission to view the collection information as well as all included items, their files and metadata.
  • Edit: Extends the Read permission by the right to edit the collection information, existing items and item licenses, as well as the right to upload new files and to delete/discard items from the collection.
  • Admin: Extends the Edit permission by the right to share, to release and to delete/discard the collection.

To share a collection with a user:

  1. Go to the collection you want to share.
  2. In the menu Collection, click on Share.
  3. Click on Share with a user.
  4. Enter the e-mail address(es) of the user(s) you want to share the collection with. Separate several entries with semicolon.
  5. Select the permission that should be shared with the user(s).
  6. By activating Send e-mail the user(s) will get an e-mail notification about the sharing.
  7. Click on Share.
  8. If one or several of the chosen users haven't registered before, a message will appear where you can decide if the new user(s) should be invited to register or if you want to cancel the sharing process. Choosing Invite will send an e-mail with registration details to the entered e-mail address(es).

Unshare Collection

Two different methods are provided to unshare collections.

  1. The owner of a collection can revoke sharing grants by navigating to Collection / Share and clicking on the bin icons next to the users.
  2. A user can remove received grants in his user account: This method is described in Revoke Grants

Release Collection

You can only release private collections. A release makes the collection and all its content permanently visible to the public. Afterward, neither the collection nor the items can be deleted any longer, they need to be discarded instead. But a release does not freeze the collection completely, in particular new items can still be added and metadata keeps editable, too.

  1. Go to the collection you want to release.
  2. In the menu Collection, click on Release.
  3. A confirmation message appears which includes the information on how many items within the collection do not have a license assigned. These items will automatically get the default license if you continue the release. In order to avoid this, click on Cancel and do the license assignment manually (see Add license).
  4. Click on Release.

Delete / Discard Collection

Private collections can be deleted, released collections discarded. The difference between the two options is:

  1. Deleted collections will be vanished from the system without any traces.
  2. Discarded collections have been released before and, therefore, need to be kept persistent. Discarded means that the collection and all included items are not listed via the standard search and browse functionalities any longer. But some basic metadata and the discard comment will be kept and displayed if the collection is requested via its URL or DOI. Further on, the collection administrator can still see the remaining information when filtering his collection list for discarded collections.

To delete / discard a collection:

  1. Go to the collection you want to delete / discard.
  2. In the menu Collection, click on
    1. [If the collection is private] Delete.
    2. [If the collection is released] Discard.
    3. [If the collection is released] Enter a discard comment which explains why the collection needs to be discarded. The comment has to be inserted before the discard can be confirmed.
    4. Confirm the action by clicking on Delete or Discard.

Assign DOI to Collection

You can only assign a DOI to a released collection and you can only assign one DOI per collection. That means as soon as a collection already has a DOI, this functionality is not possible any more.

  1. Go to the collection to which you want to assign a DOI.
  2. In the menu Collection, click on Add DOI to collection.
  3. Accept the terms of use for the DOI assignment.
  4. You can now cite your collection with the assigned DOI.

Cite collection

  1. Go to the collection you want to cite.
  2. Click on more, under the collection name and right next to the collection author.
  3. Copy the text displayed under Cite as.

Subscribe to / Unsubscribe from collection

By subscribing to a collection you will receive an automatic notification if new items are added to the collection or existing files are updated. The e-mail will be delivered daily and include a summary of all changes from the last 24 hours. When there aren´t any changes within the last 24 hours, no e-Mail will be delivered.

  1. Go to the collection you want to subscribe / unsubscribe.
  2. In the menu Collection, click on Subscribe / Unsibscribe.
  3. Confirm the action by clicking on Subscribe / Unsibscribe.

Further on, Collection subscriptions can be canceled via your user profile.

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Items

File Upload

To upload a new file to the system:

  1. Go to the upload page.
  2. Choose an existing collection for the upload by selecting one or create a new collection to upload your files.
  3. If you choose a released collection (marked by the globe icon in front of the collection name), you have to choose a license for the new file(s).
  4. Select file(s) or drag and drop file(s) into the drop area.

Following errors may occur when trying to upload files:

  • Data quota exceeded: Per default, users have a data quota of 1 GB. If this quota is used up, please contact:
    • The support team if you are the creator of the collection.
    • The owner of the collection, if the collection has been shared. You can find the owner of the collection on the share icon.
  • File format not allowed: For security reasons, the system restricts the list of authorized file formats. To get more information, please contact the support team.
  • You do not have any permissions to upload items or create collections: Your account is neither authorized to create a new collection, nor has the permission to upload files in at least one collection. Please ask the support team for authorization to create collections.

Describe Items

The system offers three different ways to describe your items with metadata:

Describe one Item

  1. Go to the item you want to describe with metadata.
  2. Click on Edit.
  3. Fill in the form.
  4. [If you want to add a new metadata element] Click on Add metadata:
    1. A list with all existing metadata elements will be displayed.
    2. Check whether the desired metadata element already exists and if it is available, select it from the list.
    3. [If the metadata element is not available] Click on Add metadata at the bottom of the list. This allows you to create a new metadata element by defining a name (label), a type and optionally some predefined values. After clicking Save the metadata element is added to the form of your item.
  5. Click on Save.

Describe several Items of one Collection

  1. Go to the collection containing the items you want to edit.
  2. Select the items you want to edit.
  3. In the menu X Selected Items, click on Edit.
  4. This opens a table with one row per item. The columns represent the metadata elements used by the selected items and some default metadata.
  5. Add new metadata elements by clicking on Add Column:
    1. A list with all existing metadata elements will be displayed.
    2. Check whether your desired metadata element already exists and if it is available, select it from the list.
    3. [If the metadata element is not available] Click on Add metadata at the bottom of the list. This allows you to create a new metadata element by defining a name (label), a type and optionally some predefined values. After clicking Save the metadata element is added to the table.
  6. Edit metadata values:
    1. Edit a single cell by clicking on to add a new value or to remove a value.
    2. Add a value to a whole column by clicking on and confirming via Add to all.
    3. Remove all values of a column by clicking on at the top of the column.
    4. Remove a column by clicking on at the top of the column. A column can not be removed when it is defined as a default metadata by the system, administrator.
    5. Change the name of column by clicking on at the top of the column.
    6. Hide a column by clicking on at the top of the column.
  7. Click on Save.

Describe all Items of one Collection

  1. Go to the collection containing the items you want to edit.
  2. [If some items are selected], click on Select none.
  3. In the menu X Items, click on Edit all.
  4. Click on Select metadata:
    1. A list with all existing metadata elements will be displayed.
    2. Check whether your desired metadata element already exists and if it is available, select it from the list.
    3. [If the metadata element is not available] Click on Add metadata at the bottom of the list. This allows you to create a new metadata element by defining a name (label), a type and optionally some predefined values. After clicking Save the metadata element is editable.
  5. Enter a value.
  6. Choose one of the following actions to add the metadata to the collection items:
    1. Add a new value to all: The value will be added to all items of the collection, no matter whether the items already have a value for the selected metadata element.
    2. Add only if value is empty: The value will only be added to the items of the collection which don't have any value for the selected metadata element yet.
    3. Overwrite all values: The value will be added to all items of the collection. Previous values for the selected metadata element will be removed.

Add License

Licenses regulate the reuse of files. Therefore all published items must have a license. Also for shared items, a license is highly recommended.

  1. Go to the collection containing the items you want to add the license to.
  2. Choose one of the following options:
    1. Single edit: Go to the item and click on Edit. Together with all the other metadata, the license is displayed at the top of the form and can be edited.
    2. Batch edit: Select some items and click on Edit licenses in menu X Selected Items.
    3. Collection edit: Click on Edit licenses in menu X Items (ensure that no item is selected).
  3. Enter a license:
    1. Select one predefined license from the list OR
    2. Click on Enter your own license and enter you license information.
  4. Click on Save
    1. [If the collection is private] Choose if you want to replace the license of items that already have a license.
    2. [If the collection is released] The new license will be added to the item(s). Previous license will be discarded with a time stamp.

Delete / Discard Items

Items within private collections can be deleted, items within released collections discarded. The difference between these two options is:

  • Deleted items will be vanished from the system without any traces.
  • Discarded items have been published within a released collection before and, therefore, need to be kept persistent. Discarded means that the item itself cannot be be retrieved via the standard search and browse functionalities any longer, but the item metadata is still displayed if a user filters the content of a collection for discarded items.

To delete / discard items:

  1. Go to the collection containing the items you want to delete / discard.
    1. [If the collection is private] Choose one the following option:
      1. Go to item and click on Delete.
      2. Select some items and click on Delete in the menu X Selected Items.
      3. Click on Delete all in the menu X Items (ensure that no item is selected).
    2. [If the collection is released] Choose one of the following options:
      1. Go to the item and click on Discard.
      2. Select some items and click on Discard items in the menu X Selected Items.
  2. [If the collection is released] Enter a discard comment which explains why the item needs to be discarded. The comment has to be inserted before the discard can be confirmed.
  3. Confirm the action by clicking on Delete or Discard.

Move Items

You can only move items from private collections.

  1. Go to the collection containing the items you want to move.
  2. Choose one of the following options:
    1. Go to the item and click on Move.
    2. Select some items and click on Move in the menu X Selected Items.
  3. Select the collection you want to move the item(s) to from the list of all collections you have at least editing rights for.
  4. [If the target collection is released] Select a license for the moved items and click on Move.

Download Items

There are different ways to download items:

  • Go to the item and click on Download file.
  • Select one or several items within a collection and click on Download selected (X files) in the menu.
  • Go to one collection and click on Download (X files) to download all items of the collection.

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Browse and Search

Browse Items

Click on ITEMS to view the list of available items, comprising all released items and private items visible to you.

Simple Search

The Simple Search box is offered in the top navigation bar of each page. It allows you to search for items or collections.

  • The item search covers all available metadata as well as the item's full text (if applicable, e.g. for text documents like pdf or doc).
  • When browsing within one collection, the simple search automatically limits the search to items from this collection.
  • The simple search is compatible with the internal search syntax.

Advanced Search

The advanced search is restricted to items and is compatible with the internal search syntax.

  1. Go to the advanced search page via the next to the Simple Search box.
  2. Search for
    1. All fields (all available item metadata and optionally the full text)
    2. Specific metadata elements
    3. File types (video, audio, docuument, image)
    4. Licenses
    5. Technical metadata of the items
  3. Click on Search.

Faceted Navigation

Faceted navigation allows you to navigate the list of available items by applying multiple filters using metadata values/attributes assigned to them. Facets are displayed in a collection view and items view on the left-hand side of the displayed items.

Select Facet

  1. Text: Click on a facet with an unchecked select box.
  2. Number and Date: Choose values and click on the "go" link next to the values.

The displayed items will be refreshed and the selected facet is shown above the items.

Deselect Facet

  1. Text: Click on "x" next to a facet above the items or on the selected facet on the left-hand side of the items.
  2. Number and Date: Click on "x" next to a facet above the items.

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Manage User Account

Change Password

You have to be logged in.

  1. Go to your user page by clicking on your user name in the top navigation bar.
  2. Enter your new password twice (New password and Repeat password).
  3. Click on Change password. Your new password is saved.

Forgot Password

To reset your password, please click on the Forgot your password? link on the login page. After entering your email address, the system will send you a link which can be used to reset your password.

Revoke Grants

To revoke grants for a collection, go to your user page by clicking on your user name in the top navigation bar. Scroll down to the User Grants section and click on Revoke next to the collection name.

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Contact

For further support, please contact the support team.

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