RESEARCH DATA ONLINE HELP

CONTENTS:

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OVERVIEW

Research Data Online is a digital repository web application that provides researchers the ability to upload their research datasets into a central repository and to enter descriptive metadata about the datasets that will facilitate in the discovery and sharing of the datasets.

The Research Data Online content is organized around Communities which correspond to a research area within the University of Western Australia. Within each community datasets are organised into collections. Each collection may contain an unlimited number of datasets.

 

LOG IN TO RESEARCH DATA ONLINE @ UWA

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When you access an area of Research Data Online @ UWA that requires authorization, the system will require you to log in. All users can register. Some restricted functions, such as content submission, require authorization from the community.

You may sing on to the system if you:

Sign in with Pheme credentials

Please enter your UWA Person ID and Pheme password.

Non-UWA member sign in

First click on the here link under the Login button to go to the Non UWA member login and then enter your email address and password.

Before you log in for the first time, you must first have registered; follow the instruction below under New user? Click here to register.

New user, Click here to Register

If you have never logged in to Research Data Online @ UWA before and you would like to access or contribute datasets to a community, click on the 'hyperlinked' text: New user? Click here to register. You will be prompted for your email address and will then be sent an email with a link to complete the registration process. Note: Registration is only required if you are a not a UWA member.

 

RESEARCH COMMUNITIES

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The Research Data Online content is organized around Research Communities which correspond to a research area within the University of Western Australia. Within each community datasets are organised into collections. Each collection may contain an unlimited number of datasets.

Each community has its own page displaying community information and a list of collections within the community.

On the right side the page, you can access a list of recently published submissions for the Community.

 

COLLECTIONS

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Communities can contain an unlimited number of collections. Collections can be organized around a topic or time period, or by any other sorting method a community finds useful in organizing its digital items.

The collections within a Community are accessed from a Collection listing within the Community home page. Clicking on a Collection in the list will take you to the Collection home page that has a listing of published datasets in the collection.

Click on the ‘hyperlinked’ Dataset Name to view the dataset and any published Sample Files.

 

DATASETS

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Published datasets can be accessed from within a collection page or by searching or browsing on relevant criteria. The most recently published datasets appear in the right column under Recent Submissions.

The Dataset page shows all metadata recorded for the dataset as well as some sample files that are directly downloadable through the web interface without requiring a login.

Click on the Show Full Dataset Record button to view the full metadata record, with ontology tags, for the dataset. Click on the Show Simple Dataset Record button to view a brief metadata record for the dataset.

Depending on whether you are logged in and on your permissions, different options will appear at the bottom of the dataset record as follows:

Click on Request Access to Dataset to request access to files in this dataset.

Sample Files: View/Open

Press View/Open to immediately begin download of the Sample File. You will be prompted to open or save the file to disc – depending on your browser settings. The Size and Format of the file are displayed next to the dataset File.

Request Access To Dataset

If you do not have a Research Data Online @ UWA account, you will need to follow a simple registration process before you can request access to a dataset. Go to the Login page and click on the New User? Click here to register link.

To request access to a dataset you must provide both a description of the data you are seeking and the reason for your request on the Data Access Request form. The dataset will be made available to download for two weeks. If you require longer access, check Yes. If two weeks is sufficient, check No. All fields are mandatory in order to process the request. Press Confirm Access Request when all fields are completed. An email will be sent to the Collection Moderator of the dataset who will then process your request. You will be sent an email notification of your request progress. Press Cancel to return to the dataset.

 

SUBMITTING DATASETS

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There are two places where you may instigate the submission of a dataset. You can do it from a Collection home page by clicking on the Submit to this Collection button, or you can do it by going to the My Research Page and clicking on the Start a New Submission button. In the latter, the list of choices will be those collections to which you have been added as a submitter.

If you do not have permissions to submit to a Collection you will need to get the Collection Moderator to add you as a submitter on the Collection.

Note: At any point in the submission process you can stop and save your work for a later date by clicking on the "cancel/save" button at the bottom of the page. The data you have already entered will be stored until you come back to the submission, and you will be reminded on your "My Research" page that you have a submission in process. If somehow you accidentally exit from the submit process, you can always resume from your "My Research" page. You can also cancel your submission at any point.

Progress Bar - Buttons at Top of Page:

At the top of the submit pages you will find buttons representing each step in the submission process. As you move through the process these buttons will change color. Once you have started you can also use these buttons to move back and forth within the submission process by clicking on them. You will not lose data by moving back and forth.

 

SUBMIT: Describe Your Dataset

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The information you fill in on this screen will form the metadata record that will enable users to retrieve your dataset using search engines. The richer the metadata, the more "findable" your dataset will be, so please take the time to fill in all the required fields as well as providing some keywords for searchability.

After entering the metadata click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel your submission.

 

SUBMIT: Uploaded Files

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The Submit: Uploaded Files page has the following functionality:

Upload Tool

To upload your dataset and initiate the Upload Tool, click on the Select Files button. The browser will ask you to Save or Open with. Select Open with and ensure that Java™ Web Start Launcher is selected. The Research Data Online @ UWA Upload Tool should then begin to load.

Login to Research Data Online @ UWA – Upload Tool

In order to complete installation, the Upload Tool will require your Research Data Online @ UWA username and password. On successful authentication, the Upload Tool home screen should appear.

Upload Tool – Research Dataset Details

Select the dataset which you wish to upload files against. The sub-heading Dataset Selection: has a drop-down list of datasets which you have authorisation to modify. Only datasets which have been added to the Research Data Online @ UWA workflow will appear in this drop-down list. Only the datasets which you have permission to modify will appear in this drop-down list. The specific name of the dataset within which you launched the Upload Tool will appear in this field by default.

Upload Tool - Upload Session

The Upload Session tab within the Upload Tool window contains a Local File System box on the bottom left-hand side. This enables you to browse a combination of local, networked or attached drives. Access to particular folders is dependent on your user permissions. A destination root folder entitled Upload Job is located on the bottom right-hand side of the Upload Tool screen. This consists of subfolders and dataset files for the corresponding dataset ID in Research Data Online @ UWA. Files can be dragged from the Local File System to the destination root folder for upload.

Selecting files for Upload

Click on the relevant file from the Local File System box on the bottom left-hand side of the Upload Tool screen and drag the file over to the root destination folder entitled files to be uploaded which is within the Upload Job window located on the bottom right-hand side of the Upload Tool screen. At this stage you are able to rearrange the hierarchy of the files.

Upload Tool – Upload Job Controls

Control Bar

Within the Upload Session tab, the Upload Job window has a set of six Upload Job Controls. These include:

Upload Tool – Delete

If you have transferred the wrong upload files from the Local File System into the root directory files to be uploaded, you can remove these files prior to Start Upload execution. Highlight the files which are to be deleted from the files to be uploaded list. Press the Delete button. Note: Only files which have not yet been uploaded can be deleted from the list. To remove dataset files which have already been uploaded, go back to Research Data Online @ UWA and remove the datasets.

Upload Tool – Start Upload

Select a dataset from the files to be uploaded folder which is located within the Upload – New tab of Upload Job window by clicking on it. You can select more than one dataset to upload at one time. Click on the Start Upload button to execute the upload of the selected file(s). A confirmation pop-up box will ask you whether you would like to proceed with the upload. Press Yes if you would like to proceed. Press No if you would like to return to the Upload Tool main screen. If you agree to proceed with the upload, a second pop-up box appears to reconfirm this action and inform you that the upload will begin shortly. Press OK. A new Upload Job tab will be automatically created for this upload. Note: Each newly executed Upload Job has an assigned tab during each upload session. Each tab contains Progress Indicators along with the name of the current file bring transferred. Each upload tab will describe the dataset upload as either:

Upload Tool – Cancel

Once the Start Upload button has been executed, the upload can be cancelled by pressing the Cancel upload job control button. A pop-up screen will appear asking you to confirm this action. Pressing the Yes button will cancel the upload and automatically remove this dataset file from the files to be uploaded list.

Upload Tool – Delete

If you have transferred the wrong upload files from the Local File System into the root directory files to be uploaded, you can remove these files prior to Start Upload execution. Highlight the files which are to be deleted from the files to be uploaded list. Press the Delete button. Note: Only files which have not yet been uploaded can be deleted from the list. To remove dataset files which have already been uploaded, go back to Research Data Online @ UWA and remove the datasets.

Upload Tool – Pause

Once the Start Upload button has been executed, the upload can be paused by pressing the Pause button. To resume the dataset upload press the Resume button.

Upload Tool – Refresh

To refresh the Upload Job window press the Refresh button.

Upload Tool – Schedule Upload

When the Schedule Upload button is executed, a pop-up box appears. This contains a time field with the label Start Time; a time field with the label Sleep Time; and a check box which is labelled Run Continuously on Weekends.

Schedule Upload

Start Time and Sleep Time must be entered in 24 hour HH:MM format (e.g. 18:23 for 6:23PM). A Start Time must be entered in order to proceed. Sleep Time is not mandatory. If no Sleep Time is entered, the upload will continue until completion. The checkbox Run Continuously on Weekends ignores the Sleep Time on weekends. When entries are complete, press the Start Scheduled Upload button. A verification box will appear which asks whether you would like to proceed with the scheduled upload.

Note: You can only create one Schedule Upload per dataset and the dataset cannot be currently uploading or running. You can however schedule to upload multiple datasets for a given time by toggling the Dataset Selection field within the Research Dataset Details window to the specific dataset. In this case, the first Schedule Upload request will execute first.

Upload Tool – Upload Progress Management

The Upload Progress Management tab provides a screen which displays all upload actions in the form of a table. Each columns indicates:

To view the Transfer Details of a particular upload action simply click on the upload action in the table. The Transfer Details window indicates the Local File Location, File Status and Error Message for each highlighted upload action.

Upload Tool – Completion

Close the Upload Tool window to return to the main form in Research Data Online @ UWA. If you still have the submission workflow open, click the Refresh File View button on the Submit: Uploaded Files page to see the uploaded files.

Submit: Uploaded Files: Publicly Readable Files

Publicly readable samples files for the dataset are listed under the sub-heading: Publicly readable files. You are able to add a brief description in the text field which appears next to each publicly readable file. To make files public/private see the section File directory listing for dataset.

Submit: Uploaded Files: File directory listing for dataset

To change the files that are publicly readable and will be published as sample files for the dataset, check the application files and then click the Make Selected Public button. To change the files to private, check the application files and then click the Make Selected Private button. To delete unwanted files, check the application files and then click the Delete Selected Files button.

 

SUBMIT: Verify Submission

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This page lets you review the information you have entered to describe the dataset. To correct or edit information, click on the Edit Metadata button, or use the oval buttons in the progress bar at the top of the page to move around the submission pages. When you are satisfied that the submission is in order, click on the Submit for Publication button to continue. Click on the Cancel/Save button to stop and save your data, or to cancel your submission.




SUBMIT: Submission Complete

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Now that your submission has been successfully entered into the Research Data Online @ UWA system, it will go through the workflow process designated for the collection to which you are submitting. All submissions go through a moderation process and will be approved or rejected by one of the Collection's moderators. You will receive e-mail notification as soon as your dataset has become a part of the collection or if for some reason there is a problem with your submission. If you have questions about the workflow procedures for a particular collection, please contact the Research Community responsible for the collection directly. You can check on the status of your submission by going to the My Research Page under the sub-heading: Submissions in Workflow Process.

 

MY RESEARCH PAGE

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Once logged in to Research Data Online @ UWA, you will have a My Research Page. My Research Page contains a list of datasets that are in the submission process for a particular member, or a task list of datasets that need attention such as editing, reviewing, or checking. You can Start a New Submission or View Accepted Submissions from this page. The My Research Page has:

My Research Page: Submissions in Workflow Process

A Collection Submitter's My Research Page will include a list of tasks awaiting approval/rejection from one of the Collection Moderators under the sub-heading: Submissions in Workflow Process.

My Research Page: Tasks in Pool

A Collection Moderator's My Research Page will include a list of tasks that are pending under the sub-heading Tasks in Pool. Any of the moderators on a Collection may take tasks from the pool to perform the approval/rejection task.

My Research Page: Tasks in Pool: Take Task

To view a task which is awaiting approval/rejection, click on the Take Task button.

NOTE: There are two types of tasks that may enter the workflow. One is a submission approval task when a submitter has completed a submission to a collection. The other is an review access request task, where somebody has requested access to the files within the dataset. See further information on these two tasks below:

Submission: Preview Task

The Preview Task page provides an overview of a particular task awaiting approval. Press the Accept This Task button at the bottom of the page to begin the workflow. This task will now be transferred to your personal Owned Tasks list. Press Cancel at the bottom of the page to return to My Research Page. The task will remain in the Tasks in Pool list.

Submission: Perform Task

The Perform Task page provides details of the task to be reviewed. Check that the task meets the criteria for entry into the collection. After reviewing the item, execute one of the following buttons:

Submission: Perform Task: Reject

As Collection Moderator, once you have rejected a submission with the task workflow you must Enter a Reason for Rejection in the text box. Indicate whether the Collection Submitter must make any amendments and re-submit. Once you have completed entering your reason for rejection, press Reject Dataset. Press Cancel Rejection to reutrn to the Perform Task page.

Review Access Request: Preview Task

The Preview Task page provides an overview of a particular access request approval. It contains the text the requester entered when initiating the access request, which should describe why the access is requested and what type of files they want access to. Press the Accept This Task button at the bottom of the page to begin the workflow. This task will now be transferred to your personal Owned Tasks list. Press Cancel at the bottom of the page to return to My Research Page. The task will remain in the Tasks in Pool list.

Review Access Request: Perform Task

The Perform Task page provides details of the task to be reviewed. Check that the task meets the criteria for entry into the collection. After reviewing the request, execute one of the following buttons:

My Research Page: Owned Tasks

A Collection Moderator's My Research Page will display incomplete current tasks that you have chosen to do under the sub-heading Owned Tasks. Press the Perform This Task button to complete the task workflow. Press the Return to Pool button to place the task back into the collection moderators' pool.

My Research Page: Unfinished Submissions

As an authorised Collection Submitter you will be able to view a list of Unfinished Submissions within your My Research Page. Unfinished submissions refers to a dataset which has not yet been approved or been submitted for approval. At this stage you are able to click the Open button to view the dataset or the Remove button to delete the dataset.

Unfinished Submissions: Edit a Dataset

Open an Unfinished Submission located in My Research Page. Press the Edit button to allow you to edit the dataset from the last saved submission stage. Please see the help menu for Submit:Describe This Dataset page for further assistance with submission of datasets.

Unfinished Submissions: View a Dataset

To preview what the dataset would look like when published, go to My Research Page and press the Open button next to an Unfinished Submission. Press the View button to provide a view of the dataset record in a non-edit mode. Press the Show Full Dataset Record button to view a full version of the dataset and the Show Simple Dataset Record button to view a simplified version of the dataset. Press the Back to Workspace button to revert back to the previous screen.

Unfinished Submissions: Remove a Dataset

To remove a dataset go to My REsearch Page and press the Open button next to an Unfinished Submission. Press the Remove button to provide a view of the dataset record in a non-edit mode. Press either Remove the dataset or Cancel Removal. Caution: Pressing Remove the Dataset will completely delete the dataset record and associated files with no further precautionary prompts.

Unfinished Submissions: Add an Investigator to a Dataset

As an investigator on a dataset you have the ability to add other investigators. This will allow them to upload files, edit the metadata and take datasets on or off line.

To add an Investigator, go to My Research Page and press the Open button next to an Unfinished Submission.

Press the Add Investigator button followed by the Select People.. button. The pop-up screen provides an alphabetical listing of all registered Research Data Online users. You can search for a person through the Query search box at the top of the box. The search box accepts brief search queries consisting of a letter or many letters (e.g. 'jo' when searching for 'John'). To select a new Collection Submitter for the dataset, click the Add button next to the Investigator(s). Once completed, close the pop-up box to return to the Edit Submitters form.

Unfinished Submissions: To Remove Submitters

To remove Collection Submitters highlight the name of the Collection Submitter you would like to remove and press the Remove Selected button. Press the Update Submitters button at the bottom of the screen to save the list of current Collection Submitters. Failure to press Update Submitters will default back to the last list of Collection Submitters since the previous save.

 

EDIT PROFILE

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If you have logged in using your Pheme credentials you will not be able to change your personal information. Please go to the Pheme home page to change your password or personal information.

All non-UWA account users can view and edit their firstname; last name; contact telephone; email address; and password through the Edit Profile page. You must be logged in to change any of your personal information. All mandatory fields are marked with a "*". Once you have completed editing your profile please click the Update Profile button to save your changes.




FOR FURTHER ASSISTANCE...

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For help with using Research Data Online, please contact your Research Data Online Administrator.


 

BROWSE DATASETS

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Browse allows you to go through a list of datasets in some specified order:

Browse Datasets by Title Browse Datasets By Title allows you to move through list of all titles of datasets in Research Data Online @ UWA sorted by issue date or alphabetically.

Browse by Keyword Browse Datasets By Keywords allows you to move through an alphabetical list of datasets assigned to Research Communities in Research Data Online @ UWA. Manual entry of the first few letters of a keyword search narrows the results.

 

SEARCH

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To search all of Research Data Online, use the search field on the top right of the page.

To limit your search to a specific community or collection, navigate to that community or collection and use the search bar on that page.

Research Data Online uses the Jakarta Lucene search engine. Here are some search hints:

What is searched in the general keyword search (yellow box)
The word(s) you enter in the search box will be searched against the title, author, subject abstract, series, sponsor and identifier fields of each item's record.

If your site is enabled for full-text searching, the text you entered will also be searched against the full text of all archived documents. For more information on full-text searching please contact your Research Data Online Administrator.

What is not searched - Stop Words
The search engine ignores certain words that occur frequently in English, but do not add value to the search. These are:

"a", "and" , "are" , "as" , "at" , "be" , "but" , "by" , "for" , "if" , "in" , "into",

"is" ,"it" ,"no" , "not" , "of" , "on" , "or" , "such", "the" , "to" , "was"

Truncation
Use an asterisk (*) after a word stem to get all hits having words starting with that root, for example:

   will retrieve selects, selector, selectman, selecting.

Stemming
The search engine automatically expands words with common endings to include plurals, past tenses ...etc.

Phrase Searching
To search using multiple words as a phrase, put quotation marks (") around the phrase.

Exact word match
Put a plus (+) sign before a word if it MUST appear in the search result. For instance, in the following search the word "training" is optional, but the word "dog" must be in the result.

Eliminate items with unwanted words
Put a minus (-) sign before a word if it should not appear in the search results. Alternatively, you can use NOT. This can limit your search to eliminate unwanted hits. For instance, in the search

  or  

you will get items containing the word "training", except those that also contain the word "cat".

Boolean searching

The following Boolean operators can be used to combine terms. Note that they must be CAPITALIZED !

AND - to limit searches to find items containing all words or phrases combined with this operator, e.g.

will retrieve all items that contain BOTH the words "cats" and "dogs".

OR - to enlarge searches to find items containing any of the words or phrases surrounding this operator

will retrieve all items that contain EITHER the words "cats" or "dogs".

NOT - to exclude items containing the word following this operator, e.g.

will retrieve all items that contain the word "training" EXCEPT those also containing the word "cat".

Parentheses can be used in the search query to group search terms into sets, and operators can then be applied to the whole set, e.g.