User Manual
Version 2.1.0

National Institute of Informatics

30 August 2014

Table of Contents

1. Introduction

2. Functions

2.1. View Mode

2.2. Operation Mode

3. Operation of Repository Module

3.1. View Mode

3.1.1. Item Search

3.1.1.1. ......................................................... Index Search

3.1.1.1.1. ....................................................... Index list

3.1.1.1.2. ....................................................... Index Tree

3.1.1.2. ........................................................ Simple Search

3.1.1.3. ........................................................ Detail Search

3.1.1.4. ........................................................ Author Search

3.1.1.5. ....................................................... Search Results

3.1.1.6. ........................................................ List of Index

3.1.1.7. ............................................................ Item List

3.1.1.7.1. ............................................. Display of Item List

3.1.1.7.2. ................................................. Export and Print

3.1.2. Item Detail

3.1.2.1. ...................................................... Metadata Export

3.1.2.2. ........................................................ File Download

3.1.2.3. ......................................... View of Multimedia Contents

3.1.2.4. ........................................... View of Access Statistics

3.1.3. Supplemental Contents

3.1.3.1. ............................... Registration of Supplemental Contents

3.1.3.2. ....................................... View of Supplemental Contents

3.1.4. Item Editing

3.1.5. Ranking

3.1.5.1. .................................................. Most Accessed Items

3.1.5.2. ................................................ Most Downloaded Items

3.1.5.3. ............................................... Most Contributed Users

3.1.5.4. ............................................... Most Searched Keywords

3.1.5.5. ............................................................ New Items

3.1.6. Item Registration

3.1.6.1. ..................................................... Select Item Type

3.1.6.2. ......................................................... Select Files

3.1.6.2.1. ................................................ File Registration

3.1.6.2.2. .......................................................... License

3.1.6.3. ....................................................... Enter Metadata

3.1.6.3.1. .............................................. General Instruction

3.1.6.3.2. ...................................................... Author Name

3.1.6.3.3. ...................................... Copyright Policy Reference

3.1.6.3.4. ................................ Metadata Automatic Fill Function

3.1.6.3.5. ................................ Substitute Registration Function

3.1.6.3.6. .......................... Feedback Mail Address Setting Function

3.1.6.4. ........................................................ Setting Links

3.1.6.4.1. ............................................... Index Link Setting

3.1.6.4.2. ..................................... Links between Items Setting

3.1.6.5. .............................................................. Confirm

3.1.7. Private Tree Editing

3.1.7.1. ............................................. Create New Private Index

3.1.7.2. .................................................... Edit Private Tree

3.1.7.3. ................................................... Move Private Index

3.1.7.4. ................................................. Delete Private Index

3.1.8. Workflow

3.1.8.1. .......................................... Review Result Mail Setting

3.1.8.2. ................................. Checking Status of Registered Items

3.1.8.2.1. ............................................... Under Registration

3.1.8.2.2. ..................................................... Under Review

3.1.8.2.3. ......................................................... Accepted

3.1.8.2.4. .................................... Common Operation in Workflow

3.1.9. Supplemental Contents

3.1.9.1. .................. Supplemental Contents Review Notification Setting

3.1.9.2. ............................. Browse Registered Supplemental Contents

3.1.9.2.1. ............................................... Under Registration

3.1.9.2.2. ..................................................... Under Review

3.1.9.2.3. ......................................................... Accepted

3.1.9.2.4. ................................................. Common Operation

3.2. Editing Mode

3.2.1. Item Type Management (Create/Edit)

3.2.1.1. .................................................... Default Item Type

3.2.1.2. ..................................................... Create Item Type

3.2.1.2.1. ......................................................... Creation

3.2.1.2.2. ................................................. Item Type Import

3.2.1.3. .................................................... Editing Item Type

3.2.1.3.1. .................................................... Edit Metadata

3.2.1.3.2. ..................................................... Edit Mapping

3.2.1.3.3. ........................................................... Export

3.2.1.3.4. ............................................................. Copy

3.2.1.3.5. ........................................................... Delete

3.2.1.4. .......................................... Editing Item Type Metadata

3.2.1.4.1. ............................................................. Load

3.2.1.4.2. ......................................... Changing Item Type Name

3.2.1.4.1. ........................................... Editing Metadata Name

3.2.1.4.2. ..................................... Editing Metadata Attributes

3.2.1.4.3. ......................................... Register Item Type Icon

3.2.1.4.4. .......................................................... Confirm

3.2.2. Item Type Management (OAI-PMH mapping)

3.2.2.1. ............................... Mapping Information of Basic Metadata

3.2.2.2. ............................ Mapping Information of Default Item Type

3.2.2.3. ................................................ Mapping Configuration

3.2.2.4. .............................................................. Confirm

3.2.3. Item Management

3.2.3.1. ................................................... Sort Order Setting

3.2.3.2. ................................................... Embargo Management

3.2.3.3. .................................................... Multiple Deletion

3.2.4. Edit Tree

3.2.4.1. ................................................................... New

3.2.4.2. .............................................................. Editing

3.2.4.3. .................................................................. Move

3.2.4.4. ............................................................... Delete

3.2.5. Review / Accept

3.2.5.1. .......................................................... Item Review

3.2.5.1.1. ........................ Confirmation of the detailed Information

3.2.5.1.2. ................ Changing the condition of under reviewing items

3.2.6. Supplemental Contents Review

3.2.6.1. ............................ Confirmation of the detailed Information

3.2.6.2. .................... Changing the condition of under reviewing items

3.2.7. Import

3.2.7.1. ............................................................ Operation

3.2.7.2. ......................................................... Confirmation

3.2.7.3. .......................................... Name Authority Data Import

3.2.7.3.1. ........................................................ Operation

3.2.7.3.2. ..................................................... Confirmation

3.2.8. Log Analysis

3.2.8.1. ................................ Total Number of the Registered Items

3.2.8.2. .................................................. Fixed Format Report

3.2.8.2.1. ..................................... Receive Log Report by Email

3.2.8.3. .................................................... Customized Report

3.2.8.4. ......................................................... Log Deletion

3.2.9. Management

3.2.9.1. ...................................................... Display Setting

3.2.9.1.1. ............................. Main Screen Initial Display Setting

3.2.9.1.2. ................................................. Language Setting

3.2.9.1.3. ................................................. Currency Setting

3.2.9.1.4. ............................................... Index List Setting

3.2.9.1.5. .................................................. Ranking Setting

3.2.9.1.6. ......................................... Advanced Search Setting

3.2.9.1.7. ........................................... Search Result Setting

3.2.9.2. .................................................... Operation Setting

3.2.9.2.1. .................................................. Item Management

3.2.9.2.2. ....................................... Supplemental WEKO Setting

3.2.9.2.3. ................................................... Review Setting

3.2.9.2.4. .......................................... PDF Cover Page Setting

3.2.9.2.5. ............................................. Private Tree Setting

3.2.9.2.6. ......................................... Log Analysis Management

3.2.9.2.7. ......................................... Site License Management

3.2.9.2.8. .............................................. Database Management

3.2.9.2.9. .................................................... File Clean-Up

3.2.9.2.10. ........................................ AuthorID Prefix Setting

3.2.9.2.11. .......................................... Feedback Mail Setting

3.2.9.3. ....................................................... Server Setting

3.2.9.3.1. ................................................ ID Prefix Setting

3.2.9.3.2. ................ Bibliographic Informatoin Fill Function Setting

3.2.9.3.3. ........................................... OAI-PMH Configuration

3.2.9.3.4. ....................................................... Harvesting

3.2.9.3.5. ............................................... Server Environment

 

This document instructs how to use the WEKO module which is a module of NetCommons2.4.1.0 (hereinafter referred to as NC2). The manual is mainly intended to describe from the view point of the repository operators.

 

Notes:

         The manual intended to the users whose privilege are higher than registered users.

         The manual intended to the users who have good enough knowledge of NC2.

         Installation of the WEKO module is described in the different manual. This manual intended to how to use WEKO module functions after the instruction by system administrators.

 

Functions available by WEKO modules are summarized in Table1 and 2. Users who can operate each function is referred as follows hereinafter.

A ： System Administrator

M ： Moderator

U ： General User

G ： Guest

 

2.1.                       View Mode

 

Table 1 　 Functions List of View Mode

No.	Function Name	Outline of Functions	Users
			A	M	U	G
	Item Registration 　 Register 　 Modify 　 Delete	Choose the item type and then register the item itself including files and metadata.	○	○	○
	Index Tree Search	Items which are registered under the index are shown when the user select (click) a node (index) of index tree.	○	○	○	○
	Item Search	Items which are matched with the searched keywords are shown. The search covers metadata and extracted fulltext form the file. Metadata can excluded from the search function. This can be customized from the item type management.	○	○	○	○
	Item List	Items list which are register under a certain tree or keyword search result are shown. Metadata which are shown in the item list can be selected from item type management function.	○	○	○	○ ※ 1
	Item Detail	After clicking the title from the item list, detailed information of the item such as all metadata and attached files are shown. Attached files to the item can be downloaded from this page.	○	○	○	○ ※ 1
	Ranking	Ranking information is available such as “Most Accessed Items”, “Most Downloaded Items” and so on.	○	○	○	○
	Workflow	Current status of the registered item can be shown. Categorized conditions are “Under Registration”, “Under Review” and “Accepted”. Detailed information of the item is shown by clicking the item title.	○	○	○

*1: Only the item which opens in public is available by G.

 

2.2.                       Operation Mode

 

Table 2 　 Function List of Editing Mode

No.	Function Name	Outline of Functions	Users
			A	M	U	G
	Item Type Management Create 　 Modify 　 Delete	Define metadata set of the item type. Each item have to be assigned one of the item type.	○	○
	Item Type Management (OAI-PMH Mapping)	Each metadata in the item type can be assigned to the metadata in terms of OAI-PMH, such as Dublin Core.	○	○
	Item Management	Some attributes of all items under a certain index can be modified at once.	○	○
	Index Tree Management 　 Add Node 　 Move Node 　 Change Node Options 　 Delete Node	Each item have to be assigned one of the node (index) created by this function. Several options in each index can be customized through this function.	○	○
	Review/Accept Management	Modify the status of the item under review.	○	○
	Import	Multiple items can be registered. Imported file have to follow the WEKO import ZIP format, which contains metadata in XML format and attached files.	○	○
	Export	Multiple items can be downloaded. Format of the downloaded file is the WEKO import ZIP format.	○	○
	Log Analysis 　 Fixed Format Report 　 Customized Report	Repository usage information is available from this function.	○	○
	Management 　 Display Setting 　 Operation Setting 　 Server Setting	Main management of WEKO repository module can be done through this function.	○	○

This section explains how to utilize each WEKO functions.

 

3.1.                       View Mode

3.1.1.                    Item Search

Keyword search box, index tree and index list are shown after selecting the top tab. Items which are opens in public can be searched by using these functions.

How to use Simple Search , Detail Search , Index Search , Auther Search functionalities are explained in detail in the following sections.

 

3.1.1.1.          Index Search

3.1.1.1.1.       Index list

Name of the index which is defined in the “Edit Index” is shown index pull-down menu. If the index is selected from the menu, list of the indexes and list of the items are shown in the main screen.

 

Notes:

         Please refer to Edit Tree to know how to include the index in the “Index List”.

         Please refer to WEKO Management to know who to display “Index List” on the top screen.

 

3.1.1.1.2.       Index Tree

If you click the index in the tree, list of the indexes and items under the selected index are shown. Please refer to list of the indexes and list of the items in detail.

 

 

 

 

Clicking the “Index Tree” shows the list of the indexes under the root index.

 

3.1.1.2.          Simple Search

This function search the items matched with query words and show the list of items.

 

 

If the “Simple” option is checked, it will search the query words only from the metadata fields. If the “Full Text” option is checked, it will search the query words from both the metadata and the full text.

 

3.1.1.3.          Detail Search

This function can search the query words by specifying metadata field.

 

Following table shows the list of the elements which are shown after clicking the “list” link. Please refer to WEKO Management to know in detail about the junii2 mapping.

 

 

Select the search element and input the search query for each element are ready to click the “Search” button. Search results are shown under the detail search box. Please refer to Item List to know how to browse the list of the item.

 

Note:

        Please refer to WEKO Management to know how to set up the initial option of detail search.

 

3.1.1.4.          Author Search

Author search can be done by clicking the link of the author name which is shown search result and item detail page.

 

 

3.1.1.5.          Search Results

Search results are shown by the Snippet (Listing) Format or Table of Content Type Format .

 

■ Snippet Format

List of the child indexes and items which are register under the index are shown. Please refer to List of Index Item List to know in detail.

 

 

Clicking the “Index Tree” on the top of the index tree box shows list of the index under the root index. In the list of the index, clicking the icon open the new window and show the information about the indexes under to root index in terms of OAI-ORE XML format.

 

■ Table of Content Type Format

This format shows item list more simply than “Snippet Type” and trying to show a set of the contents in the single journal. Headings and sub-headings are also shown in the format in addition to the registered thumbnail.

 

3.1.1.6.          List of Index

List of the indexes under the parent index are shown.

 

or index name clicking shows list of the index or items which are registered under that index.

click open new window and shows information about the new items which are registered in that index in terms of RSS.

click open new window and shows information about the indexes and items under that index in terms of OAI-ORE.

 

Notes:

      Metadata mapping is required to show the information by RSS and OAI-ORE. Please refer to Item Type Management (OAH-PMH mapping) to know how to manage that.

 

3.1.1.7.          Item List

3.1.1.7.1.       Display of Item List

List of the item screen is shown by the index and keyword search. Clicking the title of the item redirect to the item detail page. Please refer to the Item Detail to know how to browse the item detail page. Short cut button to the file is shown in this list if the file metadata are assigned to be shown in the item list. Please refer to the Edit Metadata to know how to show the file button in the item list.

 

■ Change the Sort Order

Sort order of the search result can be modified by selecting one of the followings. Default method is applied just after the search result.

 

Sort Order	Description
Title (ASC)	Sort by item title in ascending order.
Title (DESC)	Sort by item title in descending order.
Author(ASC)	Sort by name of author in ascending order.
Author(DESC)	Sort by name of author in descending order.
ItemType(ASC)	Sort by item type ID in ascending order.
ItemType(DESC)	Sort by item type ID in descending order.
ID(ASC)	Sort by ID assigned by WEKO system in ascending order.
ID(DESC)	Sort by ID assigned by WEKO system in descending order.
LastModDate(ASC)	Sort by item modified date in ascending order.
LastModDate(DESC)	Sort by item modified date in descending order.
CreateDate(ASC)	Sort by item created date in ascending order.
CreateDate(DESC)	Sort by item created date in descending order.
ReviewDate(ASC)	Sort by item reviewed date in ascending order.
ReviewDate(DESC)	Sort by item reviewed date in descending order.
PubYear(ASC)	Sort by publication year of the bibliographic information in ascending order. If the item don’t has bibliographic information, sort order by ID is applied.
PubYear(DESC)	Sort by publication year of the bibliographic information in descending order. If the item don’t has bibliographic information, sort order by ID is applied.

 

■ Change the Number of Items

Number of the item which is shown in the single page can be modified. Four kinds of prepared values such as 20, 50, 75 and 100 can be chosen. Default value is applied just after the search result.

 

■ Change Pages

Clicking the “Next” link move on to the next page and its item lists are shown.

Clicking the “Previous” link move on to the previous page and its item lists are shown.

Clicking the page number directly move on to the designated page.

 

3.1.1.7.2.       Export and Print

Item information of the listed item can be exported by WEKO import format. Item list information can be printed by this function.

 

■ Export

Selecting the items to be exported and then clicking the “Execute” button redirect to the confirmation screen.

 

Options	Description
Export checked items	Items which are checked their check box in the list are exported.
Export all items of showing	All items which are showing on the screen are exported.
Export all items in index (or results)	All items of index or keyword search results are exported.

 

 

Confirmation screen of the export shows title of the exporting items. After clicking the “Export” button, file save dialog is shown. You can define the file name in this dialog. Following is the list of export formats.

        WEKO Import/Export Format

        BIBTEX Format

        OAI-PMH Format

        SWRC Format

        ELS Format

        TSV Format

Notes:

        Attached file is unable to download if the user don’t have a proper privilege.

        Attached file is unable to export if the administrator disable it by WEKO configuration.

        If the exported TSV format is open by using MS-Excel, it’s better to import the data from the file.

 

■ Print

Selecting the items to be printed and then clicking the “Execute” button redirect to the print preview screen.

 

 

 

3.1.2.                    Item Detail

By clicking the title line which is shown in Item List or Ranking , item detail page can be browsed. Detailed information of the registered item can be shown.

 

3.1.2.1.          Metadata Export

In addition to the export function, metadata information of the item detail page can be downloaded by the OAI-PMH format, BIBTEX format, SWRC format and WEKO import format. You can print the item detail information by clicking the print icon.

 

[OAI-PMH]

Click open new window and show metadata by OAI-PMH format.

[BIBTEX]

Click open new window and show metadata by BIBTEX format.

[SWRC]

Click open new window and show metadata by SWRC format.

[Export]

Click open save dialog and WEKO import format file can be downloaded.

[Print]

Click can print the item detail page.

 

 

Notes:

• Metadata mapping of item type is required in order to show metadata in terms of OAI-PMH, BIBTEX and SWRC format.
• Please refer to Item Type Management (OAI-PMH mapping) to know how to do it.

 

3.1.2.2.          File Download

By clicking the file icon or file name link, file save dialog is shown and then file can be downloaded. Depending on the status, each user has a following privilege to download the file.

 

 

 

3.1.2.3.          View of Multimedia Contents

Movie, flash and music files can be played by WEKO directly without downloading the files.

 

■ Movie Files

File formats: ASF, AVI, Matroska, NUT, FLV, WAV, QuickTime, 3GPP,
MPEG(mp4), SMAF(MMF), OpenMG, TwinVQ, Ogg/FLAC,  
Monkey's Audio, WavPack, TTA

 

■ Flash Files

File formats: SWF

 

■ Music Files

File formats: MP3  

 

Notes:

• This multimedia function doesn’t have auto play mode.

 

3.1.2.4.          View of Access Statistics

Access statistics of each item can be seen from item detail page, by clicking “Show Usage Statistics” link which is located under the title.

 

After clicking the link, new pop-up window is appear. In order to show the statistics, you have to select the month from the pull-down menu first. This shows number of views and downloads from each domain. The data under the 6 th can be seen by clicking and can hide by clicking button.

 

 

Notes:

• The usage statistics of each item can be seen if the data have already been analyzed. Please refer to created WEKO Management->Database Management を to know how to refresh the statistics data.

 

3.1.3.                    Supplemental Contents

If the supplemental WEKO (Externally related WEKO) is registered to the own WEKO system, link of the supplemental contents can be registered to the contents which is registered in the own WEKO system. The registration of supplemental contents can be realized if the item type of the registered item has the metadata field of which attribution is “Supplemental Contents”.

 

3.1.3.1.          Registration of Supplemental Contents

After clicking the “Add Supplemental Contents” button, new pop-up window is appeared. The registration has two choices, that is, “New Registration” or “Select from Existing Contents”.

 

 

■ New Registration

This option need to register a new item as a supplemental contents to the supplemental WEKO. Please refer to the Item Registration to know how to register the item. It is the same flow to register the item to the normal WEKO.

 

After the item registration to the supplemental WEKO, a link is automatically registered to the item of the original WEKO. If there is a sign as “Under Review”, the link to the supplemental contents cannot be seen by anonymous user. The information will be open in public automatically after the reviewing process. The status of the supplemental contents which is registered by the user can be checked by clicking the Supplemental Contents tab.

 

Notes:

• When the user register the item to the supplemental WEKO, user authentication at the supplemental WEKO is requested additionally.

 

■ Select from Existing Contents

Other registration option is to be able to select the supplemental contents from the items which have already been registered in the supplemental WEKO. This can be done by inputting the permanent link of the item to the text box and then click the “Entry” button. The information of the supplemental contents is automatically aggregated from the supplemental WEKO to the original WEKO.

 

Permanent link of the item can be found on the top of the item detail page.

 

 

If the aggregation of the information about the item was succeeded, it is registered as a supplemental contents. As same as the “New Registration” If there is a sign as “Under Review”, the link to the supplemental contents cannot be seen by anonymous user. The information will be open in public automatically after the reviewing process. The status of the supplemental contents which is registered by the user can be checked by clicking the Supplemental Contents tab.

 

Notes:

      The item which doesn’t have permanent link cannot be registered as a supplemental contents.

 

3.1.3.2.          View of Supplemental Contents

Supplemental contents of the own item can be seen from the item detail page. In addition to the supplemental contents which have already been publicized, the contents under review is also shown in the page. If the file icon is clicked, attached file of the supplemental contents can be downloaded. If the title link is clicked, it redirect to the item detail page of the supplemental contents in the supplemental WEKO.

Own supplemental contents have a “Delete” button. If the “Delete” button is clicked, pop-up window for confirmation will be shown. After clicking the “OK” button, link to the supplemental contents will be deleted.

 

Notes:

      Delete action of the supplemental contents is just delete the link between the item and supplemental contents. The item itself in the supplemental WEKO isn’t deleted. If you wish to delete the item body itself, it have to be done by deleting it from the item detail page of the supplemental WEKO.

 

3.1.4.                    Item Editing

If the user has a privilege to edit the item, “Private” or “Public” button and, “Edit” and “Delete” buttons are shown in the item detail page.

If the “Public” button is clicked, the item open in public, therefore, it can be seen by anonymous users.

If the “Private” button is clicked, the item change its status from open to close. The item can be seen only from owner and repository manager.

If the “Edit’ button is clicked, modification flow of the item is started. This is the same flow with the Item Registration .

If the “Delete” button is clicked, confirmation pop-up window is shown. If the “OK” button is clicked, the item will be deleted.

 

3.1.5.                    Ranking

Ranking information can be seen by selecting the “Ranking” tab. The update information about “Most Accessed Items”, “Most downloaded Items”, “Most Contributed Users”, “Most Searched Keywords” and “New Items” can be browsed. In each ranking information, clicking   or show and hide the data after 4 th can be switched, respectively.

 

 

3.1.5.1.          Most Accessed Items

This statistics shows access ranking to the item detail page. Item title, number of access and thumbnail of the 1 st item are shown. Clicking the title link redirect to the item detail page. Clicking the thumbnail image download the attached file of the 1 st item.

 

3.1.5.2.          Most Downloaded Items

This statistics shows download ranking of the attached file. Item title, number of access and thumbnail of the 1 st item are shown. Clicking the title link redirect to the item detail page. Clicking the thumbnail image download the attached file of the 1 st item.

 

 

3.1.5.3.          Most Contributed Users

This statistics shows number of the items registered by each user. Handle name of the user and number of the registered items are shown.

 

3.1.5.4.          Most Searched Keywords

This statistics shows ranking of the searched keywords. Searched keyword and number of the search are shown. Clicking the keyword redirect to the keyword search result by using that word.

 

3.1.5.5.          New Items

The items newly registered are shown. Item title, date open in public and a thumbnail of the newest item are shown. Clicking the title link redirect to the item detail page. Clicking the thumbnail image download the attached file of the newest item.

[A1]

 

3.1.6.                    Item Registration

Selecting the “Item Registration” tab initiates the item registration. Item registration and modification can be done by this function. Status of the registration is shown on the top field of this page.

 

3.1.6.1.          Select Item Type

At the first flow item type of the registering item have to be selected. It was selected from Default Item Type and original item type which was created by repository manager. Please refer to Item Type Management (Create/Edit) to know how to manage the item type.

After clicking the “Next” button Select Files screen will be appeared if the selected type has a metadata of which attribution is file type. If not it directly go to the Enter Metadata scree.

 

 

Notes:

         After creating the item according to this flow, item type of the item cannot be changed.

 

3.1.6.2.          Select Files

3.1.6.2.1.       File Registration

This section explain how to register files which are attached to the item.

File selection dialog is appeared after clicking “select” button. Please select the local file to upload and then the file will be uploaded after clicking “Save” or “Next” button. If you would like to upload multiple files, please click “More Input Row” button and then follow the same procedure with the first file.

 

If your browser is in conformity to HTML5, you can upload the file by dragging and dropping file using mouse.

Order of the uploaded files can be modified by clicking “↑” or “↓” button. If you would like to delete the uploaded file, it can be done by clicking “Delete” button.

 

3.1.6.2.2.       License

This section explain how to set the display type, link name for file, file license and access control.

 

■ Display Type

Display type can be selected from the following three types.

Display Type	Displayed Information
Detail	Link to the file, file size and license is shown in the item detail page.
Simple	Only link to the file is shown.
Flash	File contets which is converted to the flash format, link to the original file, file size and license is shown.

 

Note:

• PrefixID have to be taken in caes of flash display type.
  Please refer to WEKO Management section to know how to get PrefixID.
• File formats which can utilize flash display type are as follows.
  pdf 、 swf 、 doc 、 docx 、 xls 、 xlsx 、 ppt 、 pptx 、 emf 、 wmf 、 bmp 、 png 、 gif 、 tiff 、 jpg 、 jp2
• If the conversion to the flash format is failed, it will be displayed by detail display type.

 

■ Link name for file

Link name to the file can be changed by using this function. If you don’t input any text here, default link name will be the original fine name.

 

 

■ File Access Type

File access type can be selected from the following three types.

Access Type	Description
Open Access	Every user can download the file via the Internet.
Input Open Access Date	You can specify the date that the file will be open in public. Before the date, only the login user can download the file. After the date, everybody can download the file.
Registered User Only	Only login user can download the file.

 

■ Flash file publication method

Separate from the uploaded file itself, publication method for flash file is also changed.

Publication method for flash file can be selected from the following three types as same as the previous file access type.

 

 

■ License

Creative Commons 　 or free format your own license can be declared.

 

3.1.6.3.          Enter Metadata

3.1.6.3.1.       General Instruction

If there is a metadata which allow user to input multiple value, it can be done by clicking the “More Input Row” button. New field for that metadata will be provided. In case of multiple value, order of the value can be changed by clicking “↑” and “↓”

 

Metadata which has “ * ” mark means that it is the required metadata.

 

You can proceed the item registration without inputting the required metadata, however, the item will be stored in the “Under Registration” condition. This item is NOT published without providing the required metadata. “Under Registration” item can be edited again from Under Registration under the Workflow tab. The requirement of the metadata can changed by editing the Item Type .

 

 

Notes:

      “Tile” or “Title in English” have to be registered as a system requirement. There is no need to input the both.

 

3.1.6.3.2.       Author Name

Author metadata set has following metadata fields. You can specify the required metadata from them by using the item type management.

 

Field Name	Description
Family Name	Input family name of the author.
First Name	Input first name of the author.
Family Name (ruby)	Input reading of the family name. Maybe this is for Japanese only.
First Name(ruby)	Input reading of the family name. Maybe this is for Japanese only.
e-mail	Input email address of the author.
Author ID	Input ID of the author. Instruction for how to add and delete author ID is described in External Author ID Prefix Setting .

 

“More input row” allow you to add new author field. The order of the author metadata can be modified by clicking “↑” or “↓”.

 

■ Author Name Suggest Function

While inputting the author name, suggested name list will be shown. The list is generated from the data which has already been registered before. The author name is filled automatically, if you make a choice from the list.

 

■ Author Name Fill Function using External Database

Author’s information is automatically filled by using external database such as CiNii , Researcher Name Resolver (Japanese) , KAKEN . Automatically filled metadata is as follows.

 

External Database	External Author ID	Automatically Filled Metadata
CiNii	CiNii ID	Family Name, First Name, Author ID (suffix)
Researcher Name Resolver	RNR ID	Family Name, First Name, Family Name (reading), First Name (reading), Author ID (suffix)
KAKEN	KAKEN Researcher ID	Family Name, First Name, Family Name (reading), First Name (reading), Author ID (suffix)

 

■ Author Data Clear

If you click the “Clear this author data” button, the author data is disconnected with the WEKO author name authority database. After disconnection, WEKO author ID will be shown as “***”

 

3.1.6.3.3.       Copy r ight Policy Referenc e

Copyright policy of the journal is shown by using external database. Reference data is obtained by using Society Copyright Policies in Japan (SCPJ) and SHERPA/RoMEO .

 

■ Journal Name Suggest Function

While inputting the journal name, journal name list which is obtained from SCIJ and SHERPA/RoMEO will be shown. Journal name is automatically filled if you choose one from the list then corresponding copyright policy will also be shown.

 

 

 

■ Copyright Policy Pop-up

Copyright Policy of the selected journal is shown.

 

Society Copyright Policies in Japan (SCPJ)

SCPC has following five categories.

■Green can archive pre-print and post-print

■Blue can archive post-print
■Yellow can archive pre-print
□White archiving not formally supported
■Gray Under review / Not published / No response / Other

 

SHERPA/RoMEO

SHERPA/RoMEO also has following five categories.
■Green can archive pre-print and post-print or publisher's version/PDF
■Blue can archive post-print (ie final draft post-refereeing) or publisher's version/PDF

■Yellow can archive pre-print (ie pre-refereeing)

□White archiving not formally supported
■Other

 

3.1.6.3.4.       Metadata Automatic Fill Function

This function automatically fill the metadata by using external database. Available external database are Amazon , PubMed , CiNii , ICHUSHI . Obtained data from external source is mapped to each item type metadata in terms of junii2 metadata set.

 

 

 

Notes:

• In order to use metadata automatic fill function, item type need to have a metadata which belongs to of Biblio Info attribute.
• Each metadata need to be mapped with junii2 metadata schema. Please refer to Item Type Management (OAH-PMH Mapping) in detail.
• Only the repository which register the ICHUSHI account can utilize its fill function. Please refer to WEKO Management Metadata Automatic Fill Function in detail.

 

3.1.6.3.5.       Substitute Registration Function

Different user registered in the NC2 can be assigned as a registrant of the item. Substitute user can find the NC2 user from “Handle”, “Name” or “e-mail”. If you input the information in each field, suggested user list will be shown. User information is automatically filled after selecting one from the list. This function is available only by the user who has the administrator privilege.

 

 

3.1.6.3.6.       Feedback Mail Address Setting Function

Registered user in NC2, as an author, can be assigned to the feedback mail destination. You can find the NC2 user from the “First Name”, “Given Name”, “First Name (reading)”, “Given Name (reading)”, “Author ID” and “e-mail address”. If you input the information in each field, suggested user list will be shown. Feedback user is assigned after selecting one from the list.
 

3.1.6.4.          Setting Links

3.1.6.4.1.       Index Link Setting

Each item need to have at least one link to index. In order to link item to the index, check the index from the tree. Multiple index can be selected if need. You can proceed item registration without assigning the link with index, however, the item will be stored in the under registration item.

 

 

3.1.6.4.2.       Links between Items Setting

This function enable items link together. If you click the index name from the tree, item list under the index is shown. You can select the item by clicking the “↑” button in the list. Relationship between items can be described from the following 13 attributes.

Element	Description
relate to	The described resource has a general relationship with the referenced resource.
is version of	The described resource is a version, edition, or adaptation of the referenced resource.
has version	The described resource has a version, edition, or adaptation, namely, the referenced resource.
replaces	The described resource supplants, displaces, or supersedes the referenced resource.
is replaces by	The described resource is supplanted, displaced, or superseded by the referenced resource.
is required by	The described resource is required by the referenced resource, either physically or logically.
requires	The described resource requires the referenced resource to support its function, delivery, or coherence of content.
is part of	The described resource is a physical or logical part of the referenced resource.
has part	The described resource includes the referenced resource either physically or logically.
is referenced by	The described resource is referenced, cited, or otherwise pointed to by the referenced resource.
references	The described resource references, cites, or otherwise points to the referenced resource.
is format of	The described resource is the same intellectual content of the referenced resource, but presented in another format.
has format	The described resource pre-existed the referenced resource, which is essentially the same intellectual content presented in another format.

 

Links between items will be deleted by clicking the “Delete” button.

 

Not only index search but also keyword search is available for searching the item in the WEKO.

 

3.1.6.5.          Confirm

This is the final process of the item registration. The item will finally register after clicking the “Submit” button. If you enabled the review process, the item does not open in public immediately but is listed on the review process. Current status of the item such as under review or accepted can be confirmed from the Workflow screen

 

Notes:

• The item still drop in the under registration condition if the required metadata is still empty.

3.1.7.                    Private Tree Editing

Editing screen of private tree will be shown after selecting the “Edit Private Tree” tab. From this screen, you can create, modify, move and delete the tree index.

 

 

3.1.7.1.          Create New Private Index

A new private index can be created under the root node by clicking the “New” button.

 

If you would like to create new index under a certain index, please click the parent index first.

 

3.1.7.2.          Edit Private Tree

Option of the private index can be customized from the screen below. Customized setting will be reflected after clicking the “Submit’ button.

 

Available index options are as follows.

Option	Description
Index	Set the index name. Each language resource is shown in each language mode.
Comment	Add comment to the index. The comment is shown at the index list display screen.
More Function	When the user open the parent index, certain number of the index is shown at beginning. If the user click the “more” link, all index under the parent index will be shown.
RSS Icon	Show or hide of the RSS icon to the index can be controlled. RSS icon is displayed if this option is checked.
Display Format of Item Search Result	Display format after clicking the index is selected from the following two types. “Snippet” Repetitive format as has been shown after keyword search. “Table of contents” Much more journal like table of contents format.
Index List	Short cut to this index is shown in the “Index List” box which is shown on the top page. You can apply specific display name which is different from the private tree. If it is empty, index name is shown as default.
OpenSearch URI	URL to the private index.
Thumbnail	Thumbnail of the index can be registered. In case of table of contents type display format, the image is shown on the top of the list. Sample of the display can be seen at Index Search Result Screen .

 

Notes:

• English name of the index is the requirement.
• Without clicking “Submit” button, modification of the configuration does not be saved.

 

3.1.7.3.          Move Private Index

The index can move by dragging and dropping by mouse. If you move the parent index, the child indexes are also moved.

 

3.1.7.4.          Delete Private Index

After selecting the one of the index, clicking “Delete” button delete the index. Root private index is unable to delete.

 

If there is the index has registered item or child index, the confirmation pop-up screen is appeared.

 

If you select “Delete All”, the confirmation pop-up screen is appeared once again. Clicking OK button on the second confirmation screen delete all child index and belonging items.

 

 

If you select the “Move to the Parent Index”, items and child index are moved just under the parent index. Note that this dialog does not appear in the case of deleting the index just under the root index.

 

 

3.1.8.                    Workflow

Current status of the registered items by yourself can be checked by this function.

 

3.1.8.1.          Review Result Mail Setting

Email alert setting of the review result can be changed by this function.

 

Notes:

• This function is available only for the user who register an email address at the NC2 user profile.

 

3.1.8.2.          Checking Status of Registered Items

Registered items are categorized depending on the following three status.

 

3.1.8.2.1.       Under Registration

If your item is in this box, there are three possible reasons. First one is that you saved the item during registration. Second one is similar with the first reason but you did not register the required metadata. In that case, you can proceed the item registration but the item failed into the under registration without open in public. Third reason is that your item is rejected by reviewers. Rejected reason can be seen in that case.

 

Please refer to the Common Operation in Workflow to know how to check the item detail information.

 

3.1.8.2.2.       Under Review

User can check the registered items under review by clicking “Under Review” tab.

 

Please refer to the Common Operation in Workflow to know how to check the item detail information.

 

3.1.8.2.3.       Accepted

User can check the registered items accepted by clicking “Accepted” tab.

 

“Public” and “Private” buttons allow user to change the publication status of the item. If the item is currently open in public, the item will not open in public by clicking the “Private” button. If the item is not currently open in public, the item will open in public by clicking the “Public” button.

 

Please refer to the Common Operation in Workflow to know how to check the item detail information.

 

3.1.8.2.4.       Common Operation in Workflow

■ View Item Detail Information

Detailed information of the item can be seen by clicking the title link.

 

 

■ Edit and Delete the Item

Metadata of the item can be edited by clicking the “Edit” button. Please refer to the Iterm Registration to know how to edit the item metadata.
If you click the “Delete” button, confirmation pop-up window will be shown. The item is deleted by clicking the OK button.

 

■ Page Transition

20 items are shown per page. “Next” and “Previous” link at the end of the page allow user to go to the next and previous page, respectively. Clicking of the number directly move to the destination page.

3.1.9.                    Supplemental Contents

Workflow screen for supplemental contents is shown after clicking the “Supplemental Contents” tab. From this screen, user can check the status of the registered supplemental contents.

 

3.1.9.1.          Supplemental Contents Review Notification Setting

If you click here, review result of the registered supplemental contents can obtain by email.

 

Notes:

• Email notification function is available only the user who has registered his/her email address at NC2 user profile.

 

3.1.9.2.          Bro w se Registered Supplemental Contents

3.1.9.2.1.       Under Registration

The supplemental contents which are rejected by reviewing can be browsed after clicking the “Under Registration” tab.

 

Please refer to the Common Operation to know how to browse detailed information of the registered supplemental contents.

 

3.1.9.2.2.       Under Review

The supplemental contents which are under reviewing can be browsed by clicking the “Under Review” button.

 

Please refer to the Common Operation to know how to browse detailed information of the registered supplemental contents.

3.1.9.2.3.       Accepted

The supplemental contents which has been accepted by reviewers can be browsed by clicking the “Accepted” button.

 

Please refer to the Common Operation to know how to browse detailed information of the registered supplemental contents.

 

3.1.9.2.4.       Common Operation

■ How to browse detailed information of the supplemental contents

Item detailed page of the supplemental contents can be browsed by clicking the title link of the list. The page is appeared by a pop-up window.

 

 

■ How to browse the detailed information of original item

Item detailed page of the original item, which means parent item of the supplemental contents, can be browsed by clicking the title link of the list. The page is appeared by a pop-up window.

 

 

■ How to edit the Supplemental Contents

Users allow to go to edit page of the supplemental contents by clicking the “Edit” button in this screen. Please refer to Item Registration to know in detail how to edit the item.

 

■ How to delete the Supplemental Contents

Users allow to go to delete page of the supplemental contents by clicking the “Delete” button in this screen. After clicking the button, a pop-up window is appeared in order to select the delete option.

If the “Delete links” button is clicked, only the link information between the original item and supplemental contents is deleted.

If the “Delete contents and links” button is clicked, supplemental content is also deleted in addition to the link information. After clicking this button, the detailed information page of supplemental content is open. Deleting the supplemental content is completed by clicking the “Delete” button which is located at the bottom of this page.

 

 

Notes:

• Login to the supplemental WEKO is required when the user delete the supplemental content.

 

■How to browse multiple pages

In the workflow page, 20 list of supplemental contents are shown in the single page. Clicking “Next” and “Back” buttons allow users to move on to the next page and previous page respectively. Clicking the page number bring user to the destination page directly.

 

3.2.                       Editing Mode

 

3.2.1.                    Item Type Management (Create/Edit)

Item type management page is shown by selecting the “Item Type” tab. In this page, repository operator can create and modify the item type which is necessary for item registration.

 

3.2.1.1.          Default Item Type

WEKO installs 10 kinds of item type by default. List of the default item types are as follows.

 

3.2.1.2.          Create Item Type

3.2.1.2.1.       Creation

Item type creation is started by clicking the “New Item Type” button. Item type name have to be define first then click “Next” button. In the next screen, metadata set of the item type can be edited. Please refer to Editing Item Type Metadata to know how to edit item type metadata.

 

3.2.1.2.2.       Item Type Import

Item type can be imported by means of WEKO import format. After clicking the “Import” button, file select dialog is appeared. Clicking “Select” button allow you to select the import file. Then click “Import” button to complete the import. Import result is shown after that.

 

Notes:

• WEKO import format is the ZIP file which contains item type XML and icon file.
• If WEKO has already been had a item type which has same name but different structure, the name of the imported item type will be changed. The modified item type name will have suffix, for example “Journal_01” in addition to the name.

3.2.1.3.          Editing Item Type

3.2.1.3.1.       Edit Metadata

Modification of the item type metadata can be started by selecting the item type from the pull-down list and then clicking the “Edit Metadata” button. Please refer to Editing Item Type Metadata to know how to modify item type metadata.

 

3.2.1.3.2.       Edit Mapping

Edit mapping allow you to map the item type metadata to OAI-PMH metadata. Configuration of the metadata mapping can be started by selecting the item type from the pull-down list and then clicking the “Edit Mapping” button. Please refer to Editing Item Type Mapping を to know how to map item type metadata for OAI-PMH.

3.2.1.3.3.       Export

Export of the item type metadata can be done by selecting the item type from the pull-down list and then clicking the “Export” button. Exported file which is conformity with WEKO import format, can be used for item type import.

 

Notes:

• WEKO import format is the ZIP file which contains item type XML and icon file.

 

3.2.1.3.4.       Copy

Copy of the item type can be done by selecting the item type from the pull-down list and then clicking the “Copy” button.

 

 

Notes:

• As you can see from the sample above, name of the copied item type will has suffix in addition to the original item type name.

 

3.2.1.3.5.       Delete

Deletion of the item type can be done by selecting the item type from the pull-down list and then clicking the “Delete” button. In order to complete the delete, you need to click “OK” button at the confirmation screen.

 

 

Notes:

• New item cannot be registered by using the deleted item type.
• Items which has already been registered as a deleted item type are still able to use.

 

3.2.1.4.          Editing Item Type Metadata

This function allow user to add/delete/modify the item type metadata set.

 

3.2.1.4.1.       Load

This function is useful at the creation of new item type. Metadata set of the existing item type can be loaded by selecting the reference item type from the pull-down menu and then by clicking the “Load” button. You should be careful that loading the metadata set from reference item type over write all data.

 

3.2.1.4.2.       Changing Item Type Name

Item type name also can be changed in the “Edit Metadata” screen.

 

3.2.1.4.1.       Editing Metadata Name

Display name of the metadata can be modified by this function.

After clicking the “Multi-languages Setting” link, you can input different language resources which has been registered in NC2. Metadata name by default is used in this page.

 

3.2.1.4.2.       Editing Metadata Attributes

Metadata Attribute of the item type can be assigned by this function. Following six metadata are the basic metadata, therefore, these metadata unable to modify and delete from the item type.

 

 

New metadata field is created by clicking the “Add Metadata” button.
Order of the metadata can be changed by clicking “up” or “dw” button.
Existing metadata can be deleted by clicking “Delete” button.

 

Attribution of the metadata is selected from the pull-down menu. There are following 12 kinds of attribution. Each attribution has different set of data element or user interface.

 

If you choose “Checkbox”, “Radio Button” or “Pulldown Menu”, selectable is appeared in the metadata registration page. Selectable choice have to be registered in this item type management page and each choice have to be delimitate by “|”.

For example ： AAA|BBB|CCC

 

 

Option of the metadata can be configured by checking or unchecking the “Option” column. Checking enables option and unchecking disables option. Each option has the following functions. 

 

 

 

3.2.1.4.3.       Register Item Type Icon

Repository manager can register the icon image of each item type. Item type icon accepts gif, jpg and png image formats. Registered icon will be resized to be 16×16 pixel and it will be utilized in the detailed information screen.

In the “Register Item Type Icon” flow, file selection dialog is appeared after clicking the “select” button. After selecting the image file, please click the “Next” button. The screen will go to the final confirmation page.

 

Notes:

• Registration of the item type icon is not the requirement. If you don’t upload your own icon, default icon is automatically assigned.

 

3.2.1.4.4.       Confirm

This is the final phase of the item type creation/modification. After clicking the “Finish” button, editing of the item type will be completed and then automatically redirected to the item type management screen.

 

Notes:

• Item type newly created has not OAI-PMH mapping information. Please refer to the Item Type Management (OAI-PMH mapping) to know how to configure it.

 

3.2.2.                    Item Type Management (OAI-PMH mapping)

Item type mapping editor is open, in the item type management screen, select the item type first and then click the “Edit Mapping” button.

 

WEKO can export it’s metadata by means of OAI-PMH , BIBTEX , SWRC , OAI-ORE . In order to export the metadata by these format, the metadata in the item type and the element of each format have to be mapped. Item type mapping editor can map the item type metadata with Dublin Core , JuNii2 and Learning Object Matadata schema. Metadata export function look up the mapping information and then assign to the corresponding elements. Please refer to appropriate sites for Dublin Core, JuNii2 and Learning Object Metadata to know each specification in detail.

3.2.2.1.          Mapping Information of Basic Metadata

The following metadata so call basic metadata are assigned to the following element, each of which is unable to change by user.

 

3.2.2.2.          Mapping Information of Default Item Type

 

3.2.2.3.          Mapping Configuration

First NII type in JuNii2 metadata schema can be done by selecting one from the pull-down list, which is located on the top of the page.

 

In each metadata, element of Dublin Core, JuNii2 and Learning Object Metadata can assign. The assignment can be done by selecting one from the pull-down list. However, Biblio Info type has fixed mapping information. It unable to change and modify.

 

Language information can be assigned in the each element. Followings are the available options. It can be selected by the pull-down menu. Language option is fixed in “Biblio Info”, “Date”, “File”, “Thumbnail” and “Supplemental Contents” type. Please refer to WEKO Custom Display Language Setting to know how to setup the display language depending on the site language.

 

 

After completion of all metadata mapping, clicking the “Next” button on the bottom of the page allow you to go to the confirmation page.
 

Notes:

• OAI-PMH (JuNii2) and SWRC export are unavailable if the NIItype is not assigned to the item type.

 

3.2.2.4.          Confirm

This is the final stage of the item type mapping. After clicking the “Finish” button, mapping setting is completed then automatically redirect back to the item type management page.

 

3.2.3.                    Item Management

Item management screen can be browsed by selecting “Item Management” tab.

 

3.2.3.1.          Sort Order Setting

This option allow repository manager to modify sort order as they want. “Sort Order Setting” tab have to be select first, then select one of the index. Items under the index are listed in the main screen.

 

Order of the item can be modified by clicking “↑” or “↓” button.

 

 

Notes:

        It is required to set the sort order as “Custom” in order to use this sort order. If you would like to set up the “Custom” by default sort order in the case of search result, it can be done at Managemnet > Display Setting > Search Result Setting

 

3.2.3.2.          Embargo Management

File license and embargo data of the items which are registered under a certain index can be changed all together simultaneously. You need to click the “Embargo Management” tab first and then select one index of which items’ license or embargo need to change. Please refer to Item Registration License Setting to know how to setup the license itself. If you check an option “Apply to sub-index” this modification recursively affected to all items registered under child index. The modification can be done by clicking the “Finish” button.

 

 

3.2.3.3.          Multiple Deletion

All index under an index can be deleted by this function. You need to select “Multiple Deletion” tab and then select one index of which all items would like to delete. If you check an option “Delete items belong to sub-index as well” can delete all items recursively under the sub-index. The deletion is executed by clicking the “Delete Items” button.

 

 

3.2.4.                    Edit Tree

The index tree editor can open by selecting “Edit Tree” tab. By this editor, you can create modify, move and delete index.

3.2.4.1.          New

Clicking the “New” button create the new index. The new index is created just under the root by default.

 

If you would like to create a new index under a certain index, you need to select the parent index first and then click the “New” button.

 

3.2.4.2.          Editing

Index information can be changed by selecting the index from the tree first and then change the parameters in the main screen. Clicking the “Submit” button complete the modification.

Following options can be changed by this function.

 

Notes:

        English name of the index is required.

        Modification of the options unable to determine without clicking the “Submit” button.

        Even of the user’s base authority has a privilege, the user cannot deposit if the group user belongs to “Unauthorized group”
Please refer to NetCommons help to know in detail about NC2 user authorities.

3.2.4.3.          Move

The index can be moved by drag and drop operation using mouse. The sub-index (child index) also moved with the parent index.

 

3.2.4.4.          Delete

Deletion of the index can be done by selecting the index first and then click the “Delete” button.

 

If the selected index has child indexes or items, these are also included in the “Delete” action. Delete option can be selected from the following dialog.

 

If the “Delete All” option is selected, the confirmation dialog will pop-upped once more. Clicking the “OK” button delete all child indexes and items.

 

 

 

If the “Move the contents to the parent index” is selected, child indexes and items are moved just under the parent index of the deleting index. However, this option is unavailable if the deleting index is located just under the root index.

 

3.2.5.                    Review / Accept

Repository operator can access to the under reviewing items by selecting the “Review / Accept” tab. From the following screen, under reviewing items or supplemental contents can be judged to be accept or reject condition.

 

 

3.2.5.1.          Item Review

After selecting the “Review / Accept” tab, items under reviewing condition are listed. From this screen, items can be reviewed and then provided the judgment.

 

3.2.5.1.1.       Confirmation of the d etailed Information

Clicking the title link of each item allow reviewer to access to the detailed information of the item. The information is provided by the pop-up window.

 

3.2.5.1.2.       Changing the condition of under reviewing items

Reviewing condition can be changed by selecting one of the three condition which is described in the following table. Clicking the “Finish” button can complete the modification. If the “Review Mail” option is selected in “Management” -> “Review Setting”, the result is informed by email to item contributor.

 

 

 

Notes:

• In order to receive the email from the reviewing function, mail setting in NC2 have to done properly. The configuration is located at “Control Panel” of NC2 -> “System Controller” -> “Mail setting”.

 

3.2.6.                    Supplemental Conten t s Review

Supplemental contents which are under review can be confirmed by selecting the “Supplemental Contents” tab. From this screen, items can be reviewed and then provided the judgment.

 

3.2.6.1.          Confirmation of the detailed Information

Clicking the title link of each “Supplemental Contents” allow reviewer to access to the detailed information of the item. The information is provided by the new window.

 

 

In addition to the supplemental contents, reviewer also can access to the parent item of the supplemental contents by clicking the title link which is appeared in the “Registered Item” column.

 

3.2.6.2.          Changing the condition of under reviewing items

Reviewing condition can be changed by selecting one of the three condition which is described in the following table. Clicking the “Finish” button can complete the modification. If the “Review Mail” option is selected in “Management” -> “Review Setting”, the result is informed by email to item contributor.

 

 

 

Notes:

• In order to receive the email from the reviewing function, mail setting in NC2 have to done properly. The configuration is located at “Control Panel” of NC2 -> “System Controller” -> “Mail setting”.

 

3.2.7.                    Import

Following screen is browsed by clicking the “Import” tab. This function enables repository manager to import multiple contents by using WEKO import format. The format is the compressed ZIP archive file which contains XML (import.xml) file in addition to the contents files.

 

 

3.2.7.1.          Operation

Import operation is started by selecting a WEKO import file stored in the local computer. Index which stores items also have to be checked from the index tree. Multiple indexes can be selected. Then finally, clicking the “Import” button upload the import file to the server

 

 

3.2.7.2.          Confirmation

In the confirmation screen, title and item type and its imported index are shown.

 

Notes:

        If the metadata set of the item type of imported item is different from the one WEKO has already have, the name of item type of imported item will be changed. The new item type name will be ITEMTYPENAME_xx.

 

3.2.7.3.          Name Authority Data Import

Import of the name authority file can be operated by selecting the “WEKO Name Authority”. This function allow repository operator to import existing authority file by means of TSV format.

 

3.2.7.3.1.       Operation

Import screen is appeared by clicking the “WEKO Name Authority” tab. In this screen, repository manager can import the data and download the template file.

 

3.2.7.3.2.       Confirmation

Number of the imported name data is shown at the confirmation screen.

 

3.2.8.                    Log Analysis

Repository manager can browse and download access log by this function.

 

3.2.8.1.          Total Number of the R egistered Items

Total number of the registered item in WEKO can be checked from this function. Statistic information is categorized by registered items, published items and unpublished items.

 

3.2.8.2.          Fixed F ormat Report

This function allow repository manager to download the log analysis report during the specified period. The report contains following four files by TSV format.

File Name	Description
logReport_IndexAccess_YYYYMM.tsv	Number of access to the item detail page sorted by index.
logReport_PayPerView_YYYYMM.tsv	Number of download of open access and charged files.
logReport_SiteAccess_YYYYMM.tsv	Number of access from the site license IP range and outside from it.
logReport_SuppleAccess_YYYYMM.tsv	Number of access and download of supplemental contents.

 

In order to get the report, it need to specify the year and month first. After clicking the “Download” button, file save dialog will appeared.

 

Notes:

        Downloaded file is a ZIP archive which contains the four TSV files.

 

3.2.8.2.1.       Receive Log Report by Email

Fixed format report can be obtained by registered email. In order to receive the report, email address have to be registered first and then need to click “Send log report” button. After clicking the button, log report is send to the registered email address.

 

If you would like to receive log report periodically, please register the command to the cron. [login_id] and [password] have to be changed to the account which has higher than NC2’s administrator privilege.

 

3.2.8.3.          Customized Report

Repository operator can obtain the following three kinds of log data during specified period. Log data per day, week, month, year, items and hosts can be browsed or downloaded.

Log Data	Description
Number of registered items	Number of items registered during specified period.
Number of Downloads	Number of download of items during specified period.
Number of Views	Number of accessed of items during specified period.

 

Period of log data analysis have to be specified first and then set up the aggregation unit. Clicking the “View” button shows log data in each period. If you would like to print out the result, preview window will be appeared by clicking the “Print” button.

 

If you click the “CSV” or “TSV” button rather than “View” button, file save dialog will be appeared. You can download log data by each comma separated values or tab separated values, respectively.

 

3.2.8.4.          Log Deletion

Log data stored in WEKO database can be deleted by this function. You can select the data from the date WEKO operation has been started to the one month before.

 

3.2.9.                    Management

This function enables to modify general display, operation and server setting of WEKO.

        Display Setting

        Operation Setting

        Server Setting

 

3.2.9.1.          Display Setting

Following six setting can be customized from this function.

       Main Screen Initial Display Setting

       Language Setting

       Currency Setting

       Index List Setting

       Ranking Management

       Advanced Search Setting

       Search Result Setting

After selecting the “Management” tab, selecting the “Display Setting” tab show the following screen. Please click “Commit” button after the modification of parameters.

3.2.9.1.1.       Main Screen Initial Display Setting

Initial contents which is displayed in the right hand side of the top page can be modified.

 

3.2.9.1.1.1.    Default Contents to Display

Initial contents of top page can be chose from “Index search result” or “Ranking”. In the case of the “Index search result”, following setting is required otherwise it will display the index list just under as a default setting.

 

3.2.9.1.1.2.    Default Index to Display

If the “Index search result” is selected in the “Default Contents to Display”, this option will be provided. From this option, if the “Index of the newest item registered” is selected, item list of the index which has the latest item has been registered is shown. If the “Specific index” is selected, you can select an index from the tree which is displayed in the “Initial Display Index” section. Multiple index cannot be selected by this option.

 

 

3.2.9.1.2.       Language Setting

3.2.9.1.2.1.    Display Language Box

This option can control “Display” or “Hide” the language selection box which is shown in the top page.

 

3.2.9.1.2.2.    Alternative Language Display Setting

This option can control “Show” or “Hide” the metadata depending on the site language and language type of the metadata.

 

Following table denotes how to show the metadata depending on the site language and language type of the metadata.

 

3.2.9.1.3.       Currency Setting

This is the special option just for utilizing the metadata of which attribution is “File Price”. In that case, currency unit can be changed by this option. The currency unit which is selected from the select box is applied to the price of the file in the item detail page.

 

 

3.2.9.1.4.       Index List Setting

Select box of the short cut link to the index is shown if the “Display” option is selected. This is shown on the upper side of the index tree.

 

Notes:

        The index which is included in this index link can be selected individually from the “Edit Tree” function.

 

 

3.2.9.1.5.       Ranking Setting

This option can customize source of the ranking data and calculation methods.

 

 

Each parameter has a following meanings.

Parameter	Description
Display setting	This parameter can define the source of the ranking data. If “Update ranking information in real time” is selected, ranking data will be updated in real time after the events. If “Utilize ranking information stored in database” is selected, it refer to the pre-calculated data in the database, therefore, the data is not modified immediately. It depends on how often the database is refreshed. Please refer to the “Notes” below how to update the database.
Period to Pick Up the New Items	Items which is registered within this period is picked up in the “New Item” data.
Statistics Period	Access log during this period is utilized to calculate the ranking information.
Number of Ranking	This option limited how many data is shown in the ranking information.
Ranking Items	This option can control which ranking information is shown as the ranking information. Checked items are shown.

 

Notes:

        In case of the “Utilize ranking information stored in database” option, the information have to be pre calculated and stored in the ranking database.

        The ranking database is created or updated by accessing to the following URL.  Registering this command to the cron is one of the way to update the data periodically.
http://[SiteURL]/?action=repository_action_common_ranking?login_id=[Admin ID]&password=[Admin Password]

        Minimum date of the “Period to Pick Up the New Items” is one day.

 

3.2.9.1.6.       Advanced Search Setting

This option can configure the available metadata and its default setting for the detailed search. “Author or Author ID” cannot be removed from the choice.

 

3.2.9.1.7.       Search Result Setting

This option can configure available sort condition and its default setting for the sort order of search result.

 

Available options is as follows.

Parameter	Description
Default Number of Items shown in Snippet	Default number of items shown in snippet can be selected from the select box.
Index Search Default Sort	Default sort condition after the index search can be selected from the select box.
Keyword Search Default Sort	Default sort condition after the keyword search can be selected from the select box.
Sort pattern which can be selected by user	Available sort pattern by user can be selected. Sort conditions which belongs to the “Hide” are unavailable by user. These conditions doesn’t appear on the selectable sort options after the search result. On the other hand, sort conditions which belongs to the “Display” is available.

 

3.2.9.2.          Operation Setting

Following eight setting can be customized from this function.

       Item Management

       Supplemental WEKO Setting

       PDF Cover Page Setting

       Review Setting

       Private Tree Setting

       Log Analysis Management

       Site License Management

       Database Management

       File Clean-Up

       AuthorID Prefix Setting

       Feedback Mail Setting

These setting can be browsed after selecting the “Management” tab and then “Operation Setting” tab. Please click “Commit” button after the modification of parameters.

 

3.2.9.2.1.       Item Management

This option enables to customize whether or not export file contains files in addition to the metadata information. If the option “Deny to export files” is selected, registered files cannot obtain from the export file. Only the metadata is downloaded by the export function. On the other hand, if “Allow to export files” is selected, registered files can obtain with metadata.

 

Several export formats are available. Please refer to the Item List to know downloadable export format.

 

3.2.9.2.2.       Supplemental WEKO Setting

URL which can be a supplemental WEKO can be registered. Items registered in this site are used for the supplemental contents.

 

3.2.9.2.3.       Review Setting

This option activates the reviewing function. If the option is checked, repository operator can apply the review process to the items or supplemental contents. If not, registered items or supplemental contents are automatically allowed to open in public.

If the “Review Mail” option is checked, review alert mail is sent to the registered email addresses. Email address list can be managed by the text are under the option.

“After Review Process” option can manage the status of the items after the approval. Please select an appropriate action from the list.
 

 

3.2.9.2.4.       PDF Cover Page Setting

This option can customize the design of the PDF cover page. Header of the PDF cover page can be chosen from text base or image and its alignment is also customized.

Example of utilizing the text based header

 

Example of utilizing the image based header

 

Notes:

        Only the text based or imaged based header can be used.

        Image file format of the header have to be “jpg”, “png” or “gif”

        Only the index which enables to generate PDF cover page adds the cover page on the first page of the registered PDF file.

        PDF cover page functionality cannot be applied recursively to the sub-index.

        Some search engines misinterpret the first biggest character as the title of the article. In order to avoid that, image header is better than text.

 

3.2.9.2.5.       Private Tree Setting

The private tree is the personal tree for each user. Only that user and administrator can register the contents to the private tree. Checking to this option automatically generate the private tree by each user.

Default sort order of the root index of each private tree can be customized by “Private Tree Default Sort”. Normal end user just has an private tree by themselves, therefore, this option is just for the administrator who can access to all private tree.

“Parent Index to assign Private Index” can define the parent index of the private tree.
 

 

3.2.9.2.6.       Log Analysis Management

This option can specify IP addresses which have to be excluded from the log analysis.

 

 

3.2.9.2.7.       Site License Management

If the user access to the WEKO site from the site license IP address range, they can download files not only the open access but also the “registered user only” and charged files. Even though within the IP range, repository operator can exclude from this function by item type level.

 

 

3.2.9.2.8.       Database Management

This option can generate and update the sitemap, ranking database and can reconstruct the database data for access privilege, search table and usage statistics.

 

■ Create SiteMap
Clicking the “Execute” button create s and update s the sitemap file. URL is for the cron, which is suitable to periodical update.

 

Notes:

        An account for administrator privilege is required to execute the URL.

 

■ Creating Ranking-DataBase

Clicking the “Execute” button create s and update s the ranking database. URL is for the cron, which is suitable to periodical update.

 

Notes:

         An account for administrator privilege is required to execute the URL.

         Please refer to Ranking Setting to know how to manage the ranking display.

 

■ DB Reconstruction of Access Privilege to Index

Clicking the “Execute” button reconstruct the database for access privilege to the index.  URL is for the cron, which is suitable to periodical update.

 

Notes:

         An account for administrator privilege is required to execute the URL.

 

■ DB Reconstruction of Search Table

Clicking the “Execute” button reconstruct s the search table data. URL is for the cron, which is suitable to periodical update.

 

Notes:

         An account for administrator privilege is required to execute the URL.

 

■ Update Usage Statistics

Clicking the “Execute” button updates the usage statistics data. URL is for the cron, which is suitable to periodical update.

 

Notes:

         An account for administrator privilege is required to execute the URL.

 

3.2.9.2.9.       File Clean-Up

This option clean up the ranking data and execute g arbage collection of file storage.

 

■Ranking DataBase Clean-Up

Clicking the “Execute” button deletes all ranking data. Last execution date is also shown.

 

■File Clean-Up

Clicking the “Execute” button execute the garbage collection of files under the WEKO module. Last execution date is also shown. URL is for the cron, which is suitable to periodical clean up.

 

 

Notes:

         An account for administrator privilege is required to execute the URL.

 

3.2.9.2.10. AuthorID Prefix Setting

List of the external author ID can be managed by this function.

 

■ Add external author ID

Input the external author ID you would like to add and then click the “Add” button.

 

■ Delete external author ID

Select the external author ID you would like to delete and then click the “Delete” button.

 

3.2.9.2.11. Feedback Mail Setting

WEKO can send the monthly email report about the access statistics to the item contributor. If there are users who are not wish to receive the email, list of the “Exclude User to send Feedback Mail” also can be managed.

 

Example of the feedback mail

From ： ***** Repository Operator
Subject ： [***** Repository]2013-01 Usage Statistics Report
Body ：

Mr./Ms. John Doe,

Here is the monthly statistics report to the items you registered to our repository.

Please contact to the repository operator if you don’t need to receive the report anymore.

Statistics Month : 2013-01

----------------------------------------
[Title] : Sample Items 1
[URL] : http://id.nii.ac.jp/1000/00000001/
[Views] : (           0)

----------------------------------------
[Title] : Sample Items 2
[URL] : http://id.nii.ac.jp/1000/00000003/
[Views] : (     7241)
[Downloads] :
        KJ00002671847.pdf (     1384)
        KJ00002671848.pdf (           0)

 

Notes:

    Email doesn’t send to the user if “Feedback Mail Setting” is activated. [A4]

    If email address is not registered in the user profile of the item contributor, the email report is unable to send.

    Even if the user registers multiple items, user receives only one message which contains all information about the registered items.

    Even if the number of view and download is zero, email report is sent to the users.

3.2.9.3.          Server Setting

Following five setting can be customized from this function.

         ID Prefix Setting

         Bibliographic Informatoin Fill Function Setting

         OAI-PMH Configuration

         Harvesting

         Server Environment

These setting can be browsed after selecting the “Management” tab and then “Server Setting” tab. Please click “Commit” button after the modification of parameters.

 

3.2.9.3.1.       ID Prefix Setting

■ PrefixID( JaLC DOI )

Prefix ID for JaLC (Japan Link Center) DOI can be registered.

■ PrefixID( Cross Ref )

Prefix ID for Cross Ref can be registered.

■ PrefixID( CNRI Handle )

Prefix ID for CNRI Handle server can be registered.

■ PrefixID for WEKO ID Service (http://id.nii.ac.jp/)

Prefix ID for WEKO ID service can be obtained.

If the Prefix ID has already been obtained, registered ID is shown. In that case “get data” button is not shown. If the WEKO service doesn’t have it and wish to get it, click the “get data” button.

 

First OpenSSL command path hav e to be registered and then click “ Execute ” button.

 

Please input the alphanumeric character in the image and then click “Submit” button.

 

If the transaction is succeeded, obtained Prefix ID will be shown.

 

Notes:

      OpenSSL is required to get Prefix ID and the transaction between repository server and ID WEKO ID service server.

 

3.2.9.3.2.       Bibliographic Informatoin Fill Function Setting

■ A mazon

“AccessKeyID” is the ID in order to utilize the Amazon web service. “AWSAccessKeyId” which is utilized by the metadata fill function can be modified.

Notes:

      If “AccessKeyID” is empty, metadata fill function by using the ISBN is unavailable. 

 

■ ICHUSHI

If this option is enabled, metadata fill function which obtains the metadata from the ICHUSHI (Japan Medical Abstracts Society DB) can be used.

 

Notes:

         Metadata fill function by using ICHUSHI ID is unavailable if the option is disabled or the status is unauthorized.

         If the IP address of the server is allow to access to ICHUSHI service, there is no need to set up the ID and password.

 

3.2.9.3.3.       OAI-PMH Configuration

This option set up the basic parameters to be an OAI-PMH data provider.

 

 

Basic information which is registered by this option can be obtain from  the URL “http://[Site URL]/?action=repository_oaipmh&verb=Identify”

 

 

If the URL rewrite function is available, short base URL can be utilized.

 

3.2.9.3.4.       Harvesting

WEKO can be a service provider OAI-PMH as well, meaning that it can harvest the data from other repositories. Harvesting function is conformity with three kinds of metadata schema, that are, “oai_dc”, “junii2” and “oai_lom” can be used for metadataPrefix. URL is for the cron, which is suitable to periodical harvesting.

Parameters are unable to change while harvesting.

 

■ Automatic Sorting of Sub-Index

If the “Disable” option is selected, all harvested data is stored just under the index which is defined by “Index to Save Data” option. If the “Enable” option is selected, it automatically create sub-indexes by using spec information in the harvested data.

 

Notes:

      An account for administrator privilege is required to execute harvesting.

      It requires certain period to accomplish the harvesting. It depends on the network speed, server spec and amount of data.

3.2.9.3.5.       Server Environment

This option set up the command path to the external program which are utilized by WEKO module.

 

Clicking the “Execute” button in the “Auto Setting” search the commands from the system and automatically fill the information. The command can execute using the path, signal will turn to green.