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Digital Commons Data
Once a dataset is drafted, it is in what is referred to as a draft state, meaning it has not yet been published. While in this state datasets can be edited and deleted. However, once a dataset it published, it is not possible to edit or delete it. For example, when you draft a dataset but do not publish it, it appears in My Data under the tab Datasets and has a status of Draft in the Published Version column.
If you publish a dataset and need to modify it, you will do so by using a new version of it. Once you begin editing the dataset, for instance to change any of the metadata, or to add or remove files, you are actually editing the next version which is a replication of the original one.
For example, your published dataset appears in My Data and has a status of Version 1 in the Published Version column. If you click Edit draft, the dataset opens, allowing you to make changes. However, you will see in the right panel under the Published information section that the Status field shows Draft (Version 2), the Published version field shows Version 1, and the Visibility field is Private.
This new version is visible only to yourself and anyone you invite as a collaborator or with whom you share the link. This new version will also be in the draft state until it is ultimately published. If you start to edit the dataset again after it is again published, you will be editing the next iteration - Draft (Version 3), for example. All published versions of a dataset can be viewed and compared by clicking the links in the Version history.
To begin, Sign In to your institution’s Digital Commons Data instance at the top right section of the page. Upon logging in as an administrator, the My Data homepage appears. Click the Admin tab. The admin page opens on the Datasets tab by default. You will see four sub-tabs in the upper right area – Datasets, Users, Audit Log, and Customise Homepage.
How do I manage my institution’s datasets as an administrator?
The Datasets tab lists your institution’s published datasets. There are sub-tabs for both Public and Draft datasets. To filter the list of datasets, enter search words in the Search field and click the “magnifying glass” icon or press Enter.How do I manage public datasets?From the Public datasets sub-tab, displayed are the Name of the dataset, the Owner, Version, Published date and time, and the DOI. By clicking on the three dot icon you also have the ability to Manage articles associated with a dataset or to Remove a dataset. Refer to FAQ What is the difference between a “draft” dataset and a “published” dataset? for more information about dataset versions.
To view the dataset page, click the DOI link to open it, thus enabling you to view more detailed information, download files, cite the dataset and compare versions of it.
If you wish to export the metadata of your institution’s datasets you may do so by clicking on Export CSV which is found above the list of datasets in the Public datasets sub-tab.
To manage articles associated with the dataset, click Manage articles. The Manage articles window opens, allowing you to add an article DOI. To do so, enter the DOI in the Add article DOI field and then click + Add.
Once an article is added, it can also be removed. Click Manage articles. The Manage articles window opens, allowing you to locate the Associated article you wish to remove and click Delete.How do I manage draft datasets? From the Draft datasets sub-tab, displayed are the Name of the dataset, the Owner, Created date and time, and the Last Updated date and time. You also have the ability to Edit datasets or to Transfer ownership of a dataset. Refer to Help article How do I draft and edit a dataset? and go to the section labeled How do I add information to my newly drafted dataset? for further instructions.How do I manage my institution’s users log as an administrator?
From the Admin page, click the Users tab to see a list of users. Also, from the Users tab, you may see two sub-tabs – Admin and Moderator. These sub-tabs distinguish the different roles that users may have within the system and depending on your institution's subscription of Digital Commons Data. Note that a user’s name may appear on more than one of these sub-lists, indicating that they have multiple roles and privileges assigned to them.
To add a user, click the appropriate sub-tab (Admin or Moderator) and then click + Add. A dialogue box opens, prompting you to add a User email and then click Add.
To remove a user, click Remove next to their name. A dialogue box opens, asking you to confirm the deletion. Click Remove to confirm.How do I manage my institution’s audit log as an administrator?
From the Admin page, click the Audit Log tab to see a list of all of your institution’s dataset editing activity in chronological order. You can see the Dataset ID, Version, which Action occurred (such as created or updated), which Entity was updated (such as license or draft dataset), which User ID made the edit, and the Date (including time) the edit was made. You also have the ability to click Expand details to see more information and download the record of Action details.
You can further filter dataset editing activity by using the filters in the left panel. To view editing activity for a specific date range, click the calendar icons to enter From and Until dates. Or, you may choose to select one of the radio buttons to filter by Anytime, Last 24 hours, Last week, or Last month.
Additional filters include User ID, Dataset ID, and Action type. Each has a text field for you to enter search words.
You may also choose to select one of the radio buttons to filter by All users or Admin only.
Once you have filtered the datasets for which you want to audit editing activity, you can save a list of the results. To do so, click Export results and save the file to a location of your choice as you normally would.How do I customise my institution’s homepage as an administrator?
From the Admin page, click the Customise homepage tab. Here you will see a section at the top called Featured Collections comprised of various topical sections on your institution’s homepage.
The main body of the page displays the contents of the Featured sections. These sections appear as separate areas on your institution’s homepage. Each section has within it a list of collections which include the Collection name, Owner, and Last updated date.How do I manage a featured / topical section on my institution’s homepage?You can determine whether or not to display a particular section by clicking the toggle button to make it either Hidden or Public. You can also determine how a section is displayed by making a selection from the Display drop-down menu to have it appear either as a Card or Title. To allocate a position on the homepage, select a number from the Position drop-down menu.
To add a featured section to your institution’s homepage, click New featured section. The Create featured section dialogue box opens, prompting you to add a Section title and click Create. The newly added section will display, and you can now add collections to it.
To add collections to a featured section, go to the featured section to which you want to make an addition, and click Add collection. The Collections to be added dialogue box opens, prompting you to Find research data. Refer to help article How do I create a collection? and go to the section labeled How do I add a dataset to a collection? for instructions.
To edit a featured section, click Edit (pencil icon) next to the section name. The Edit [section name] dialogue box opens, prompting you to edit the Section title and click Save.
To delete a featured section, click Delete. A dialogue box opens, asking you to confirm the deletion. Click Delete to confirm.
To delete a collection from within a featured section, click Remove.
Note: A dialogue box asking you to confirm the deletion DOES NOT APPEAR. So, be sure you want to remove the collection beforehand!
How do I manage my institution’s users log as an administrator?
From the Admin page, click the Users tab to see a list of users. Also, from the Users tab, you may see two sub-tabs – Admin and Moderator. These sub-tabs distinguish the different roles that users may have within the system and depending on your institution's subscription of Digital Commons Data. Note that a user’s name may appear on more than one of these sub-lists, indicating that they have multiple roles and privileges assigned to them.To add a user, click the appropriate sub-tab (Admin or Moderator) and then click + Add. A dialogue box opens, prompting you to add a User email and then click Add.
To remove a user, click Remove next to their name. A dialogue box opens, asking you to confirm the deletion. Click Remove to confirm.
How do I manage my institution’s audit log as an administrator?
From the Admin page, click the Audit Log tab to see a list of all of your institution’s dataset editing activity in chronological order. You can see the Dataset ID, Version, which Action occurred (such as created or updated), which Entity was updated (such as license or draft dataset), which User ID made the edit, and the Date (including time) the edit was made. You also have the ability to click Expand details to see more information and download the record of Action details.You can further filter dataset editing activity by using the filters in the left panel. To view editing activity for a specific date range, click the calendar icons to enter From and Until dates. Or, you may choose to select one of the radio buttons to filter by Anytime, Last 24 hours, Last week, or Last month.
Additional filters include User ID, Dataset ID, and Action type. Each has a text field for you to enter search words.
You may also choose to select one of the radio buttons to filter by All users or Admin only.
Once you have filtered the datasets for which you want to audit editing activity, you can save a list of the results. To do so, click Export results and save the file to a location of your choice as you normally would.
How do I customise my institution’s homepage as an administrator?
From the Admin page, click the Customise homepage tab. Here you will see a section at the top called Featured Collections comprised of various topical sections on your institution’s homepage.The main body of the page displays the contents of the Featured sections. These sections appear as separate areas on your institution’s homepage. Each section has within it a list of collections which include the Collection name, Owner, and Last updated date.
How do I manage a featured / topical section on my institution’s homepage?You can determine whether or not to display a particular section by clicking the toggle button to make it either Hidden or Public. You can also determine how a section is displayed by making a selection from the Display drop-down menu to have it appear either as a Card or Title. To allocate a position on the homepage, select a number from the Position drop-down menu.
To add a featured section to your institution’s homepage, click New featured section. The Create featured section dialogue box opens, prompting you to add a Section title and click Create. The newly added section will display, and you can now add collections to it.
To add collections to a featured section, go to the featured section to which you want to make an addition, and click Add collection. The Collections to be added dialogue box opens, prompting you to Find research data. Refer to help article How do I create a collection? and go to the section labeled How do I add a dataset to a collection? for instructions.
To edit a featured section, click Edit (pencil icon) next to the section name. The Edit [section name] dialogue box opens, prompting you to edit the Section title and click Save.
To delete a featured section, click Delete. A dialogue box opens, asking you to confirm the deletion. Click Delete to confirm.
To delete a collection from within a featured section, click Remove.
Note: A dialogue box asking you to confirm the deletion DOES NOT APPEAR. So, be sure you want to remove the collection beforehand!
Mendeley Data
Once a dataset is drafted, it is in what is referred to as a draft state, meaning it has not yet been published. While in this state datasets can be edited and deleted. However, once a dataset it published, it is not possible to edit or delete it. For example, when you draft a dataset but do not publish it, it appears in My Data under the tab Datasets and has a status of Draft in the Published Version column.
If you publish a dataset and need to modify it, you will do so by using a new version of it. Once you begin editing the dataset, for instance to change any of the metadata, or to add or remove files, you are actually editing the next version which is a replication of the original one.
For example, your published dataset appears in My Data and has a status of Version 1 in the Published Version column. If you click Edit draft, the dataset opens, allowing you to make changes. However, you will see in the right panel under the Published information section that the Status field shows Draft (Version 2), the Published version field shows Version 1, and the Visibility field is Private.
This new version is visible only to yourself and anyone you invite as a collaborator or with whom you share the link. This new version will also be in the draft state until it is ultimately published. If you start to edit the dataset again after it is again published, you will be editing the next iteration - Draft (Version 3), for example. All published versions of a dataset can be viewed and compared by clicking the links in the Version history.