Deposit Module for Depositor

DigiTool Version 3.0

Deposit Module 2

Deposit

Approval

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Index

Dispatcher &

Viewers

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Bulk

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DigiTool Modules

Deposit Module 3

Deposit Module

Approver – serves approvers for the review of the deposits

http://hostname:port/approver

Consists of three main user interfaces:

Deposit – serves depositors for the deposit of objects

http://hostname:port/deposit

Management – allows the configuration of the deposit

workflow, depositor and approver profiles and groups

http://hostname:port/mng

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Deposit

Registration and Login

Deposit Workflow

New Deposit

Deposit Folders

Edit Deposit

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Deposit Registration

The two-step registration is available from the Deposit login screen:

• Step 1: Register for DigiTool system by clicking “Register” button. This registration applies for both Resource Discovery and Deposit Modules.

•Step 2: Apply for a Depositor Profile by entering user ID and Password.

A depositor is a registered user of the DigiTool system who has been provided with a depositor profile. Only once a depositor profile has been assigned to a depositor will the user be allowed to use the Deposit module.

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Deposit RegistrationNew users can send a registration form to the institution’s staff.

Once the registration has been approved, the user is notified by email.

The registration screen will allow the new user to register as a general DigiTool user.

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Depositor ProfileOnce the general registration form is submitted OR the user is logged in, the profile request page appears:

Once the form is sent, the information is passed to the staff user responsible for assigning deposit profiles.

This registration will allow the user to receive a depositor profile which will allow them access to the deposit interface.

The approved registration will allow the user to enter the Deposit module freely with the Staff decided profile.

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Depositor Profile

A depositor profile is a set of definitions that apply to depositors which specify different behaviors and authorizations that the depositor will possess when using the deposit module.

The details managed at the depositor profile level:

• Available workflows

• File or disk space quota restrictions

• File types

• A Maximal Number of Active Deposits

• Material restrictions

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Context-Sensitive Help

In order to aid the depositor in routine workflows and scenarios, each screen contains a context-sensitive help file that can be accessed by clicking on the “question mark” icon located on the top right-hand side of the toolbar.

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Deposit

Registration and Login

Deposit Workflow

New Deposit

Deposit Folders

Edit Deposit

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Deposit Workflow

Need Editin

g?

Ready for Repositor

y?

Approved

Submitted/Resubmitte

d

Declined

Returned

New Material

Edit by Depositor

Edit by Approver

Inappropriate

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Deposit

Registration and Login

Deposit Workflow

New Deposit

Deposit Folders

Edit Deposit

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New Deposit

Digital entities are submitted into the DigiTool system, using a pre-defined wizard style set of steps that guides the user through the submission process.

A workflow/object type is chosen by the depositor according to the available options.

The description of the workflow populates the right-side frame so that the depositor understands the nature of the workflow they choose.

Each workflow/object type may trigger an entirely different set of steps to follow.

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New Deposit

To add new deposits, the user should click on the “New Deposit Activity” tab, located on the top left

toolbar.

The depositors are provided with the types of object / workflow submissions that are available to them.

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•Step 1: Choose a workflow/type of object

•Step 2: Descriptive Information

•Step 3: Access rights/Copyright

•Step 4: File upload/Stream association

Deposit Wizard

•Step 5: Review and Confirmation

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Step 1: Choose a workflow/type of objectChoose a workflow/type of object to be submitted from the left-hand side list using the appropriate radio button.

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Step 2: Descriptive Information

Fill in a form with pre-defined metadata fields which is a part of the deposit workflow chosen.

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Step 3: Access rights/Copyright

Choose the appropriate access rights terms and agree to a copyright statement. The assertion of copyright and access rights section is a pre-defined mandatory part of any given workflow.

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Step 4: File upload/Stream associationUpload files to the system according to the process pre-definitions. Depending on the workflow, the institution may define the type or number of files be limited for upload.

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Step 5: Review and Confirmation The final step of the deposit wizard workflow provides the depositor with the opportunity to review the entire deposit.

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Deposit

Registration and Login

Deposit Workflow

New Deposit

Deposit Folders

Edit Deposit

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DRAFT: After upload and creation of a deposit but not yet

submitted by an end user (depositor) to the DigiTool staff

SUBMITTED: End user passes control over deposit to staff

approvers/revisers

RETURNED: Deposit returned to end user for additional

editing

DECLINED: Staff approver decides to stop deposit process

APPROVED: Staff approver accepts and transfers deposit to

general repository

RESUBMITTED: End user edits a returned submission and

resends it for approval

Deposit Management

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Deposit Folders Navigation

The default view of a depositor is of the deposit folders, similar to an email inbox. Each folder houses deposits of different statuses; from non-submitted drafts to already approved submissions.

The top “Folders” tab, when clicked, will return the logged-in depositor to their default draft folder from any screen within the deposit module.

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Draft Folder

From this view, the user can choose to navigate within a list of submissions in several possible ways:

Edit a draft deposit by clicking the Pencil icon

Submit a draft deposit by clicking the Envelope icon

Delete a draft deposit by clicking the icon

Deposits that exist in the draft folder are those that have been saved by the depositor without having been submitted.

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Submitted FolderDeposits in the submitted folder are those that have been submitted for approval by the depositor. The depositor does not have write-access to the submissions, since a staff approver is currently reviewing them.

View a submitted deposit by clicking the eye icon.

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Returned Folder

Deposits that exist in the Returned folder are those that have been submitted to the approver, reviewed, and then returned to the depositor for further editing.

Once returned, the deposit moves from the submitted folder to the returned folder.

Returned deposits are those that require additional editing by the depositor before the staff approver can approve the submitted deposit for inclusion in the Institution's repository.

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Returned Folder

From this view, the user can choose to navigate within a list of submissions in several possible ways: Edit a deposit by clicking the Pencil icon

Resubmit a deposit by clicking the Envelope iconDelete a deposit by clicking the icon

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Resubmitted FolderDeposits that exist in the resubmitted folder are those that have already been returned by the staff approver, edited and resubmitted for approval by the depositor.

The depositor does not have write access to re-submitted submissions, since a staff approver is currently reviewing them.

View a resubmitted deposit by clicking the eye icon.

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Declined Folder

Deposits that exist in the Declined folder are those that have been declined by the staff approver and can no longer be edited or submitted.

The User can delete a declined deposit from the folder view by clicking the icon or View details by clicking the eye icon.

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Approved Folder

Deposits that exist in the Approved folder are those that have been approved by the staff approver and can no longer be edited.

Users can delete an approved deposit from their view by clicking the icon.

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Deposit Notes

The deposit notes are viewable from any folder view, by both the depositor and the staff approver responsible for reviewing the deposit.

This is a helpful way of communication between staff and depositor in order to relay any useful information to one another throughout the deposit lifecycle.

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Viewing Deposit NotesSelect deposit by highlighting/clicking it. Click on the “Full/Split Mode" icon, located in the top header of the deposits list. Notes are displayed in the lower pane of the deposits list.

To return to the non-split view, click on the "Full/Split Mode" icon.

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Adding Deposit Notes

Click on the "Add notes" icon from the split view. Enter note in the pop-up form.

Save note by clicking the "Save" button.

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Filtering deposits

Deposits can be filtered by clicking on the “Filter” link.Filter Options:

Submit Date Filter Update Date Filter Creation Date Filter

Once the “Filter” is pressed, the folder views will be filtered according to the date filter specified.

If the filter is no longer needed, click the “Remove Filter” link to return the deposit folder view to the previous non-filtered state.

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Sorting Deposits

Deposits can be sorted by title or type.

To sort deposits, click on the ‘Sort by’ drop-down menu and choose the relevant field. The folder list is automatically sorted according to the chosen parameter.

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Deposit

Registration and Login

Deposit Workflow

New Deposit

Deposit Folders

Edit Deposit

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Edit Deposits

Once a deposit has been opened for editing, the tab-based view represents steps in the original submission workflow:

Descriptive Info Copyright Files Preview

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Edit Descriptive Information

This tab provides a form with pre-defined metadata fields that the depositor can use for editing.

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Edit Copyright

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Edit Files

A depositor can edit/update previously saved submissions from the Draft/Returned folders.

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Edit Preview

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Logging off

Once a user has finished his/her deposit work, the user can logoff from the deposit module by clicking on the “door” icon located on the top right-hand side of the toolbar.

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