Manage documents

Create, edit, delete documents

Documents are managed from the administration interface, menu Documents. Submitters have no access to them.

Create a document

1. Open the menu Documents
2. Click on Add
3. Fill in the fields. You can add fields using the menu on the left.
4. Click on Save

Edit a document

1. Open the menu Documents
2. Search for the document to be edited
3. Click on Edit
4. Edit the fields. You can add fields using the menu on the left.
5. Click on Save

Delete a document (only administrators )

1. Open the menu Documents
2. Search for the document to be deleted
3. Click on Delete
4. Confirm

Add a document to a collection

1. Edit the document
2. Add the field Collections
3. Search the desired 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.

Hide a document from the public

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.

Hiding a document withdraws its metadata and its files from the public interface: the record disappears from search results entirely, it is not merely stripped of its 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

Moderate and validate deposits | List of document fields