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Building a Folder Structure
As default there is the root folder Home. In this folder, you can create as many subfolders as you like. Keep in mind to build up a clear and logical structure. In every folder you can create new subfolders almost to the infinite. The result is a tree-structure which resembles a bit the Windows Explorer.
In order to create folders, you will have to be logged on as Administrator or you need to have Administrator rights. Click on the folder in which you want to create a new folder. Click Edit and right underneath the section Records and Subfolders, click edit again.
If there are allready one or more subfolders, you get a list of all these. At the section Add new folder you can enter a foldername and define the structure of the info-record. Just leave this empty to start with. Click Create to create the new folder. Now the new folder will appear in de Folderlist.
This way you can easily Create and Delete folders. For security reasons it is not possible to delete a folder that is not empty. So if you want to delete a folder, first check if the folder is empty. Folders will be depicted with a default icon and will be ordered alphabetically. Instead of creating a new folder, it is possible to create a shortcut to another folder in the tree-structure. Enter the full path to the folder (starting with /Home/ - case sensitive) and click Add.
Changing the name of a folder
In order to change a folder name, click the folder, Edit, change the name and click Save.
Providing a translation for a folder
If you want to provide a translation for a folder, click edit. There is a field Translations where you can enter a translation for a folder. When for example you want to provide a translation for Library, you enter in the Translations-field du=Bibliotheek; and press Save. Pay attention to the two-letter language code (du: Dutch; en: English) in small letters and the semi-colon after the translation.
Relocating a folder
When you want to relocate a folder, click on the folder and edit. Enter the new path to te folder, keeping in mind that the root-folder is /Home/ and folder names are case sensitive.
Create a shortcut to a folder
In a folder it is possible to create a shortcut to another folder. If you search in this folder, the results will also come from the folder the shortcut refers to. Enter the path to the folder in the box Add folder shortcut and click Add.
What is an info-page
The info-page, if provided, is the page you first see when you browse to a folder. Besides the default display of the folder content, you can choose to customize the way to display content. Creating an info-page with the Folderinfo structure gives you the opportunity to use HTML to create links to documents in this or in other folders. When you edit the Info-page, there are two fields: one for the English version and one for the Dutch version. Browsing to a folder will show you the HTML of the info-page. In this way we use info-pages on the KHK etd website to create the browsable subject tree-structure with a typical look. Most of the folders in this tree-structure have an info-page. Disadvantage of this way of working is that you have to create all these pages yourself, advantage is you can sculpture these pages the way you want them to look. Other examples are the Help-pages, Contact-page, ... in brief, everywhere you want to add some extra information with links to other documents inside or outside the system, it is easy to use an info-page with a Folderinfo-structure.
To give a simple example we create a folder named Library with two sub-folders: Kids and Adults. It will look like this: Now we'll create an info-page for the folder Library: click the folder Library, edit, choose from the list underneath Folder Info for the structure Folderinfo and click New info record. At the top on the left a blue icon will appear. At the bottom, a new Delete-button has appeared. Using this button allows you to delete the info-page. Click edit to enter HTML-code which will define the look of the info-page. Click save and the info-page will look like this: All HTML tags can be used here. Images can be inserted with the tag <img src=../eindwerk/local/img/..>. The image files should be copied to the /doks/local/img/ folder (+ ant copywebapp)
In the software, there are a number of structures predefined that can be used. Some examples are: Document, Author, KHK_ETD, ...Learn more about the way you can define new structures in the document about the file Structures.xml. When you have created a new structure, this new structure will appear in the list you get here. It is possible to select more than one structure by pressing the CTRL-button while you select the desired structures from the list.
As an example, we will add the structure Document to the folder Adults. Login, browse to the Adults folder, click edit, mark the document structure in the section Record Types en click save. At the top, a new tab will appear with a caption Document. Click this new tab and New record. Now you'll get the necessary fields to enter a Title, an abstract, an URL and a field to upload a document. The Title is displayed in red which means this field is mandatory. For other structures, you'll follow the same procedure. Other structures will require other fields that need to be filled out.
Uploading an ETD
Create an ETD
Create a folder, e.g. Dissertations or go to a folder that allready exists and allows an ETD to be created in it, e.g. Years -> 2005. If you create a new folder to which you want to add some theses, make sure to add the structure ETD by editing the folder and by marking ETD at the Record types-section. Click on the Save button and the tab ETD appears. Click the ETD tab and New record. You can fill out all the metadata fields and upload the full text.
Create an Author
The same way you can create an Author or another type of record. E.g.: go to the existing folder Authors -> D. The structure Author is allowed here (if not add it as we did before), click on the tab Author, click New record and enter a name (e.g. Doe, John). Now Save it and you created an Author Doe, John.
Link an ETD to an Author
If you want to link the ETD to an Author, browse to the ETD, open the record and click Copy. Now go back to the Author record you just created, click Edit and click Paste to paste the work in the Author's record. Click Save. You will see that the Author is linked to the ETD if you browse to the ETD and also that the ETD is linked to the Author if you browse to the Author.
Notice that you can only paste work in an Author's record and NOT the other way around!!
Copy an ETD to a Folder
First make sure the folder you want to copy the etd to allows the type of record you want to copy. In this case it is an ETD. Browse to the target Folder, click "edit", choose "ETD" in the "Record Types" list and click "save" (next to the list). A new "ETD" tab appears. Go to the ETD you want to copy, click "Copy", go back to the target folder and click "Paste". If there is no paste button, it means the type of record you want to copy is not allowed here an you have te allow it first.
Creating a user
In order to be able to create new users, you have to be logged in as Administrator. Click on Administrator, user management, enter a user name in the Users-section and click Create. You can check the checkbox if you want a user to have administrator permissions.
To create a User group, do the same in the User group-section. When you already created users, you can add them to a group.
You can make sure certain things are not accessible for certain usergroups. It is possible to manage this to the level of folders, records and files in records. The way of working is always the same. When you are logged in as an administrator and you open a folder, you get a link to Permissions. You will also get this link opening a record. To change the permissions for a file in a record, you edit the record and next to the file and appendices fields, you get the link to Permissions. There is a screen with 3 fields: Everybody, Owner, Group. It is a similar procedure as the Unix security. You can define whether everybody, the owner or the group can read, modify, delete or administrate a folder. This way you can hide folders for regular users (e.g. The administration folder). You can make sure certain records can't be seen by everybody and it is even possible to show the record itself to everybody, but make inaccessible the file or appendix in the record (e.g. When a student has uploaded his dissertation while the result is not known). It is important to take a close notice to this function in order to give the right people the right rights.