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USER MANUAL
EPrints User Manual
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1. REDISTERED
EDISTERED USERS
Contents
Who Can Register?
Registering a New Account
Logging In
Retrieving Lost or Forgotten Passwords
Who can register?
In the default EPrints repository anybody may register for an account. However, this may
be changed by the member of staff in charge of setting up and administering the
repository. If you are having problems registering an account you may wish to contact the
repository administrator
rator for further assistance.
Registering a new account
All new users must first register for a new account. To create a new account click
on the "Create Account" link located on the left hand side of the screen, just under
the main navigation links on the main page.
You must then fill out the form shown. Once you have submitted the form with no errors
you will be sent a confirmation email to the email address that you supplied in the form.
You should follow the instructions given in this email to activate
activate your account. Once your
account is active
e you may log on to the system
Logging In
Users with valid accounts can log into the EPrints repository by simply clicking on the
"Login" link. This is located on the left hand side of the screen, just below the main
navigation links. A valid username and password combination must then be provided in the
text fields.
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Retrieving lost or forgotten
ten passwords
If you have forgotten your password you may reset it by clicking on the "Login" link and
then clicking on the "reset" link. You will be asked to provide a new password and the
email address that you used when signing up for your account. An email will then be sent
to this account with further instructions for resetting your password.
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2. DEPOSITING ITEMS
•
Importing Items
•
Pubmed ID
•
Pubmed XML
•
DOI (via CrossRef)
•
XML
Editing Previously Saved Items
Creating a New Item
•
Selecting the Type of Document
•
Uploading the Document
•
Entering the Document Details
•
Autocompletion
•
Choosing Subjects
•
Depositing Documents
Importing Items
You can import information from external sources such as Pubmed or by using the DOI
(Digital Object Identifier) into an eprints record. Do this by clicking on the "Import Item"
button which can be found on the Manage Deposits page after logging in.
Then the import page will be shown. There are several options for importing items. These
are: using a Pubmed ID, using Pubmed XML, using the Digital object Identifier system
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(DOI) or using EPrints XML. The page itself (which can be seen below) consists of and
area to cut and paste records into, an option to browse for a file containing the record(s)
and a drop down menu for selecting
selecting the import format (Pubmed ID, DOI, etc).
If the record is cut and pasted into the larger text area it is not required for the same record
to be provided within a file and vice versa.
It is important that the correct import format is selected from the drop down menu. It is not
possible to enter multiple records of differing formats at the same time.
Listed below are the available formats and some addition information about each one.
Pubmed ID
In order to import information from a Pubmed ID you must either enter the ID number(s) of
the required items into the box provided, or you may use a file with the Pubmed IDs in. The
numbers must be entered as-is
as (e.g. 182930).
Pubmed XML
If you wish to, you may import information about an item using
using Pubmed XML. Pubmed
XML is a Pubmed record expressed in XML. To import an item using this method simply
input the XML code into the box provided or use the "Browse" button to browse for a file
that contains the XML code.
DOI (via CrossRef)
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Items may also be imported as DOIs. This requires the DOI number to be formatted
correctly (e.g doi:10.1029/2005JC003173). To import using a DOI either enter the DOI(s)
into the box provided or browse for a file that contains the properly formatted DOI.
XML
This refers to the XML used within the eprints system. To import items using this option
you must either enter the XML code into the box provided or use the "Browse" button to
find and select a file containing the XML code from your own computer. Once the relevant
XML has been entered into the box or file chosen you may either click on the "Test run"
button, which will check to make sure an item can be found or will return an error if there is
a problem, or you may click on the "Test run + Import" button, which will both check to
make sure a valid item can be found, and if there are no errors will import the information
into an item for you to further edit.
Note:
To access any Imported items simply click on the "Manage Deposits" link located on the
main navigation bar and then choose the appropriate item from the list of items.
Editing Previously Saved Documents
If you wish to make changes to a previously saved item you may do so by logging into the
system using your username and password. Once you have logged in you will be at the
"Manage deposits" page. Click on the title of the item you wish to make changes to. You
should then click on the tab labeled "Edit". This will then allow you to change the details,
upload more files, change the files already uploaded and the subjects that this item is
associated with. The item may then be deposited or once again saved for later.
Creating a new item
After logging in you will be taken to the Manage Deposits screen. From here you need to
click on the "New Item" button to begin adding a new EPrint to the repository.
Selecting the type of document
The first stage of adding a new item is to select the type of document you are adding to the
repository. There is a description of each type to help you if you are unsure what type of
document you are depositing.
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After making a selection, click next to continue.
Uploading the document
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After you have selected the type of document you wish to deposit, you will reach the upload screen.
From here, click the browse button and find the file you wish to upload and then click
"Upload". You will then see the following fields:
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Here you can choose the format of the file, enter a description, choose who it is visible to,
select the license the document has and enter an embargo date. To save these changes
click the "Update Document" button and to delete the document click on the "Delete
Document" button. You can add multiple documents to each record by following this
process and you can also add more than one file to a document by clicking on the "Need
to add additional files to this document?" link near the bottom of the page. Removing files
from a document is achieved by clicking on the small X next to the filename. Once all of
the desired files have been uploaded, click
c
"Next" to continue.
Entering the document details
Once the document has been uploaded, you should enter as many details about the
document as you can. There are a number of mandatory fields marked with a red star
and you will not be able to deposit the document without filling these in first.
There are also help messages available for most fields in case you are unsure what to
enter and these can be toggled by clicking on the symbols.
One important field is the "Contact e-mail
e
address". The address you enter here is where
requests for a file or document which you have set up to be private will be sent to.
Autocomplete
EPrints has an autocomplete feature to help users to fill in certain details and to help
prevent item duplication in the repository. The first field which supports this feature is the
title of the item. After entering a few letters into this field, a list of the items in the repository
with matching titles is displayed.
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The purpose of this feature is to prevent the duplication of items in the repository. You can
click on the titles of the items in the list displayed to view the items' overview page to
ensure
that
you
are
not
depositing
an
existing
document.
The autocomplete feature is also present in the creators field on the details page. When
some letters of a creator's name have been entered, a list of possible authors is displayed.
Clicking on one of the authors in the list will fill in the all of the details about them that the
repository already contains
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.
The autocomplete feature is also used in a similar way for entering journal details. Entering
part of the journal title displays a list of possible journals which you may be trying to enter.
Clicking on a journal from this list will fill in the rest of the title and, if known, the ISSN and
publisher fields.
After filling in as many fields as you can click "Next" to move onto the next page.
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Choosing subjects
The next step is to choose which subjects your document is about.
From the list presented to you, you can expand a subject area by clicking on the
symbol. You can also search for a subject by typing a subject into the search bar at the
top and clicking "Search". To add a subject to the document, click the button which says
"Add" next to the desired subject. A list of the currently chosen subjects is displayed near
the top of the screen and if you wish to remove one of these
these then click on the "Remove"
button
next
to
the
subject
you
would
like
to
remove.
It is important when you are choosing subjects to be as precise as possible so that people
will be able to find your document in the repository easier. After you have chosen
cho
all of the
subjects which match your document, click "Next" to continue.
Depositing documents
Once you have completed all of the previous steps you will be ready to deposit the
document into the archive. If all mandatory fields have been filled in correctly then you will
be presented with a screen similar to the one shown in the screenshot.
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If you are sure that depositing the item does not breach the copyright laws as stated on
this page then click the "Deposit Item Now" button to complete the deposit process.
If you do need to go back and change some data, there will be a link in the warning which
takes you back to where the problem occured to make it easier for you to amend the data
you have entered.
Once you have deposited the document and return to the "Manage Deposits" page, you
will see that the document is now in the "Under Review" status. This means that it is being
checked by an administrator of the repository before being put into the live archive. Once it
enters the live archive the status of the document will change to "Live Archive".
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3. BROWSING AND SEARCHING
Contents
Browsing
Browsing by year
Browsing by Subject
Searching
Advanced search
Simple Search
Saving Searches
Exporting Search Results
Browsing
EPrints provides many ways for a repository to be divided into different collections or be
viewed from different perspectives. Out of the box, its provides two default browse views
for users to look through the current existing documents in the repository. These are to sort
the documents by the year they were published or by its subject area. Browsing by year
will also allow users to view the month the item was published if it is known.
Browsing by year
To browse the items in the repository by the year they were published, click on the
"Browse by year" button on the menu bar near the top of the page.
This will bring you to a list of the years in which one or more documents which are in the
repository were published in (the number of documents under each year is displayed in
brackets next to the year). Documents without specified publish dates are listed under
UNSPECIFIED.
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Proceed from here by clicking on the year you are interested in to be taken to a list of the
documents sorted by the month they were published. The documents with unknown
months of publish are listed at the bottom of the page.
You can view a document by clicking on its title to reach the document overview page (See
the Viewing Items section for details about this page).
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Browsing by subject
To browse the items in the repository by their subject area, either click on the "Browse by
subject" button on the menu bar at the top of the page or on the "Browse repository" button
on the homepage.
Both links bring you to the same page; a list of the subject areas which have had items
deposited under them. The number of items under each subject area is displayed in
brackets after the subject heading.
From here, click on the subject area you are interested in to display a list of the items.
Some items will appear under more than one subject heading to make finding them easier.
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You can then view a document by clicking on its title to reach the document overview page
(See the Viewing Items section for more details about this page).
The repository can be configured to allow users to browse by any of the metadata fields.
For example, view by Department with subheadings for articles, books, theses and other
publication types.
Searching
EPrints allows a variety of search methods to make it as easy as possible to find the exact
items you require. To conduct an advanced search through the repository, start by clicking
on the "Search repository" link on the homepage.
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Advanced search
This brings you to a search form where you can enter search terms for all metadata fields
to find the exact documents you require. This means, for example, that you could search
for all the items by a particular author which were published in a particular journal. This
allows you to easily and quickly find the exact documents that you require.
Some of these search criteria allow you to select whether the entire phrase must be
matched or just parts of it using a dropdown menu, giving users further choice in how
precise the search results are.
You can also toggle help messages by clicking on the symbol. Clicking "Search" will
perform the search and clicking "Reset the form" will clear the form. There is also a link
near the top of the page to allow you to perform a simple search.
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Simple search
The simple search page allows you to just enter one or more search terms to search
through the repository with. You can enter part of the title, the author or any other piece of
information you would like to search for. You can also choose whether the search has to
match all or any of the search terms that you enter depending on how precise you would
like your search results to be.
You can also use the "Order the results" dropdown menu to choose how to order the
results; either by year, by author's name or by title. As with the advanced search, clicking
"Search" performs the search and "Reset the form" will clear the form. You can also do a
quick search by typing search terms into the text box in the top right hand corner of the
menu bar and clicking on the "Search" button next to it.
The repository can be configured to have many different searches with any combination of
metadata fields. For example, there could be a "Published Journal Article" search, which
would force the type to be "article" and the status to be "published".
Saving Searches
EPrints makes it possible to save searches in order for users to stay updated on items
which match a set of search criteria. You can save a search and then be contacted via Email whenever a new item which matches the search criteria is deposited. To do this you
must first be registered and logged in (See the Getting Started section). You can then
either use the quick or more comprehensive search functions (See the section on
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searching for more information) and then click on the "Save Search" link located just above
the drop down box that allows users to order the results.
A new screen will appear in the same window that allows the user to give that particular
search a descriptive name, the option of receiving email alerts and how often (daily,
weekly, monthly or never), whether or not they wish for empty alerts to be emailed to them
(an empty alert means that there were no new items in the search) and whether to make
the search public or not.
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The user then has the option to either go ahead and save this search or to cancel by
pressing either "Save" or "Cancel".
Exporting Search Results
EPrints offers a facility to export search results into a variety of formats for use in other
websites or in citations. The formats supported by default are ASCII Citations, BibTeX,
Dublin
Core,
EP3
XML,
EndNote,
HTML
Citations,
METS,
MODS,
OpenURLContextObject, Refer and Reference Manager. Other formats (such as ZIP) or
web services are supported by plugins available from the EPrintsdevelopers repository
(http://files.eprints.org). To use the exporting facility you must first run your desired
advanced or quick search (See earlier sections for details on these) and then select the
format you would like to export to from the dropdown menu near the top of the page.
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Once you have made you selection, click on the "Export" button to display the search
results in the format that you selected.
Google Maps
The following are examples of what may be done with the exported data. Firstly, here's a
view of the Google Maps export:
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This shows some of the results from the search "Turtles". When a search is exported to
the Google Maps export, Google Maps is automatically contacted to create the map. The
markers are generated from the location metadata, if present, in the EPrint. The example
ex
above shows where three of the results where authored, although the location data could
show where something was found or sighted if applicable.
Endnote
Next is a screenshot of the Endnotes export:
This may look like an unhelpful text file but it is the raw data that may be saved and
imported into the Endnote application. When this is done the results are as follows:
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For a larger view please click upon the image above.
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4.
VIEWING ITEMS
Contents
Overview
Title and Citation
The Items Files
"Request a copy" Button
Official Link
Abstract
Item Details
Item Control Page
Overview
When viewing an individual item in the EPrints
repository you will encounter a page with a standard
layout. This page consists of various parts which are explained in this part of the
handbook. To the right is an example of a typical page that a user may encounter. A larger
version of the image will appear when the image to the right is clicked upon.
A repository may contain many thousands of items, some of which are journal articles,
theses or other written research outputs. Others of them may be videos or images taken
from a collection of scholarly material. Whatever form they take, each one will have a
single eprint page which contains all of the information about them.
The eprint shown on the right is from a journal article about the Semantic Web, authored
by Nigel R. Shadbolt, Wendy Hall and inventor of the Internet Sir Tim Berners Lee.
The page contains a title and bibliographic reference, a list of files included with the item,
with thumbnail images where appropriate, an abstract for the item and a list of the details
for the item. There may also be an official link for the item, a request button if any of the
items files have restricted access and a link at the bottom of the page that the depositor of
the item may use to update its information
One advantage about an EPrint page is that it contains lots of metadata, entered by the
depositor. Metadata is data contained within the page to describe the EPrint and its
contents. Much of the metadata contained in an EPrint page is not shown as text on the
page as it is of little interest to users, but rather contained within it in a manner suitable to
be found by search engines, such as Google. This makes it far more likely that the item will
be found in search engine results.
Title and Citation
At the top of the item page is the title of the item and also a full bibliographic reference for
the entry. This is useful for those wishing to use the information contained in the item in
their own bibliographies.
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The items files
Below the citation are all of the files associated with the
the item. These can vary widely as
EPrints allows for many types to be entered into the repository. Just some of the different
types that will be recognised by the EPrints repository are: PDFs, mpegs, text files,
Quicktime videos, AVIs, Microsoft Word or Powerpoint
Powerpoint and a variety of image file formats.
When an item is deposited with image files, EPrints automatically generates the
thumbnails to show on the items individual page. The example page shown here has three
image files and so has three image thumbnails.
thumbnails. These were all generated automatically
when the item was deposited into the repository. If the file deposited with the item is not an
image file it will, if the file format is recognised, show an appropriate icon for that file.
Unknown file types are represented
presented with the "Other" icon. It is also possible to see a larger
thumbnail preview of both PDFs and image files. The example below shows what happens
when the link for a PDF is hovered over:
and when an image file is hovered over:
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In order to download or view the open access files the user should simply click on the file
or its link.
"Request a copy" button
This button will appear just after the list of documents when one or all of the documents
require the user to contact the author and personally request a copy.
The clear objective of a repository is to provide free and open access to the vast majority
of its holdings. However, certain circumstances may mean that distribution has to be
restricted and this button allows the author to give out individual copies on request.
r
It
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ensures that authors can make their material available without compromising any existing
agreements with stakeholders. If this button is pressed, the author willrecieve an email
request via the following page:
Simply enter your email address,
address, which is required, and optionally enter some text into the
larger text box stating the reason for the document request. When you have entered all of
the information press the "Request a copy" button directly below the larger text box which
will send an email to the author requesting a copy.
Official Link
Directly below the items list of files and above the abstract may be an official link to a
website, usually a website associated with the publisher although it can be anything that
the submitter chooses.
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Abstract
Next on the page is the abstract. The abstract is a short piece of text explaining what the
item is about and what was found in the results.
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Its function is to give the reader a quick overview of the item so that they can decide
whether it is relevant to their needs or not.
Item Details
Next on the page are the item details. These are some of the metadata that were
deposited including the article type, what subjects it's associated with, its unique ID code,
who it was deposited by, what date and time it was deposited and when it was last
modified.
Item Control Page
Finally, right at the bottom of the page, there is a link to the Item Control Page. If the
viewer is a registered user of the repository and the depositor of this item, they can make
updates to the items information by clicking upon this link. If the registered user is not yet
logged into the system it will firstly take the user to a login page where they should enter
their valid username and password.
passw
For more information on editing, managing and adding deposits please see Depositing
Items.
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5.ALERTING SERVICES
Contents
RSS
Saving Searches
RSS
RSS stands for "Really Simple Syndicate" and is a group of web feed formats which
provide an easy way for users to stay updated on the content of websites. RSS documents
can be read by feed readers such as Google Reader and these readers automatically
update frequently so that users can view all the updates to the RSS feeds they have
subscribed to in one place.
EPrints allows users to export search results to an RSS feed or to simply stay updated on
the latest additions to the repository. To do this, you will first need to sign up to a feed
reader such as Google Reader. Then, on the repository homepage or on the search
results page you will find links to different RSS formats.
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You can either click on these to initiate the subscription process or enter the address of
these feeds directly into the reader.
Saving Searches
EPrints makes it possible to save searches. To do this either use the quick or more
comprehensive search functions (See the section on searching for more information) and
then click on the "Save Search" link located just above the drop down box that allows
users to order the results.
A new screen will appear in the same window that allows the user to give that particular
search a descriptive name, the option of receiving email alerts and how often (daily,
weekly, monthly or never), whether or not they wish for empty alerts to be emailed to them
(an empty alert means that there were no new items in the search) and whether to make
the search public or not.
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(c) 2007 University of Southampton
Copyright © 2011-2012 University of Southampton, UK
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