Manage documents
Create, edit, delete documents
Documents are managed from the administration interface > Menu "Documents". Submitters don't have the permission to manage documents.
Create a document
- Open the menu Documents
- Click on Add
- Fill in the fields. You can add fields using the menu on the left.
- Click on Save
Edit a document
- Open the menu Documents
- Search for the document to be edited
- Click on Edit
- Edit the fields. You can add fields using the menu on the left.
- Click on Save
Delete a document (only administrators )
- Open the menu Documents
- Search for the document to be deleted
- Click on Delete
- Confirm
For information about the document fields, see the page Fields of the document.
Add a document to a collection
- Edit the document
- Add the field Collections
- Search the desired collection (by typing words of its title) and link it
- Save the document
To remove a document from a collection, edit the document and remove the Collections field.
Mask a document
By editing a document, the field Visibility can be changed:
- Public: the document is visible in the administration and in the public interface.
- Private: the document is hidden in the public interface.
- Restricted to the organisation: the document is hidden in the public interface, except for IP addresses as defined in the organisation settings by the administrator.
Masking a document hides the metadata and the attached files.
To manage file access, see File management.
Documents versus deposits
A deposit
- is used for the submission and validation process, it has a status describing a step in the workflow ("in progress", "validated", "rejected"...)
- is not visible in the public interface
- is usually created by a submitter
- metadata is simplified for non-expert users
- is converted into a document (publicly visible) once validated
- is closed and archived once validated
A document
- is created based on a validated deposit
- can also be created directly from the administration interface by a moderator or administrator (menu "Documents")
- is exhaustive with all fields and all possible actions (repeat field, add sub-field, etc.)
- can be modified at any time by a moderator or administrator