Manage documents

Created: 24-03-2022 - Last updated: 24-03-2022

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

  1. Edit the document
  2. Add the field "Collections"
  3. Look for the concerned collection (by typing words of its title) and link it
  4. 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