Create, edit, delete documents
Documents are managed from the administration interface, menu "Documents". Submitters don't have the permissions to manage documents.
Create a document
- Open the menu Documents
- Click on Add
- Fill the fields
- Click on Save
Edit a document
- Open the menu Documents
- Search for the document to be edited
- Click on Edit
- Edit the fields
- Click on Save
Delete a document (only administrators )
- Open the menu Documents
- Search for the document to be deleted
- Click on Delete
- Confirm
For the documentation of the fields, see the page Fields of the document.
Add a document to a collection
- Edit the document
- Add the field "Collections"
- Look for the concerned 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 the file access, see File management.
Documents versus deposits
A deposit
- is useful for the submission and validation process, it can have status like "in progress", "validated", "rejected"...
- is not visible in the public interface
- is usually created by a submitter
- is simplified for non expert end 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