Chapter 4. Site policy and maintenance

This chapter shows how to set up the site policies and maintenance to be completed before operating a XooNIps website. Go to the "Administration" screen (XOOPS Cube) to execute the following procedures.

1. "Site Policies"

This section shows how to set up the site policies (user registration, item publishing, etc.):

1.1. "Site Policies" (XooNIps >> Site Policies)

"Site Policies"

Figure 4.1. "Site Policies"


Click on [Site Policies].

1.2. "User information" (XooNIps>>Site Policies>>User Information)

Policy settings for the user information:

Tip

Click on the [UPDATE] buttons for each item.

  • "User Registration Policies"

    To use the XooNIps functions, new users require to be approved by the site's moderator to become a registered user.

    To use a XooNIps website, it requires to make the user's information activated and be approved by the moderator.

    • Account activation:

      Define a manner of activating user information:

      Table 4.1. Define a manner of user activation ("User Registration Policies").

      "Action Type" (Pulldown menu) Result

      Requires activation by user (Recommended)

      Email will be sent to the registered address to remind the user of activating the registered information. The directions (how to) will be given in the email.

      Activate automatically

      The registered user information will be automatically activated.

      Activation by administrators

      The user information will be activated by the XOOPS administrator.


    • Account certification:

      Decide either of manual (by moderator) or automatic certification.

      Table 4.2. Decide either of manual (by moderator) or automatic certification.

      "Certification type" (Pulldown menu) Description

      Certification by moderators

      XooNIps moderators will perform the procedure of certificating users.

      Certify automatically.

      Users will be automatically certified.


  • "Require fields in the profile editing form"

    Choose "Optional" or "Required" for each of the given field (Real Name, Company Name, etc.).

  • "Initial properties of newly registered users"

    Define the maximum number of items to be registered in a private area and the limit of HDD area to be used.

    Table 4.3. "Initial properties of newly registered users"

    Category Description

    Maximum number of items

    Set the maximum number of registration items in a private area.

    Default value: 500 at the maximum.

    Maximum number of indexes

    Set the maximum number of registration indexes in a private area.

    Default value: 200 at the maximum.

    Maximum storage size (MB)

    Set the maximum storage size in a private area.

    Default value: 500 (MB) allocated for a user.


"User Information"

Figure 4.2. "User Information"


1.3. "Group information" (XooNIps>>Site Policies>>Group Information)

Policy settings for the group information (Define the maximum number of items to be registered in a group area and the limit of HDD area to be used by the group).

Table 4.4. "Initial properties of newly created groups"

Category Description

Maximum number of items

Set the maximum number of items to be registered in a group area.

Default value: 1000

Maximum number of indexes

Set the maximum number of indexes to be registered in a group area.

Default value: 500

Maximum Storage size

Set the maximum storage size in a group area.

Default value: 1000(MB)


"Group Information"

Figure 4.3. "Group Information"


1.4. "Item Information" (XooNIps>>Site Policies>>Item Information)

Policy settings for the item information.

Tip

To update the registered information, click on the submit button for each time.

"Item Publication" (XooNIps>>Site Policies>>Item Information>>Item Publication)

Table 4.5. "Item Publication Policies"

Category Pulldown menu Description

"Certification type"

Certified by moderators

The moderator will certify items. Without being certified, items can not be registered in the public area.

Certify automatically

Items will be automatically registered in the public area.

"Who can access to the public area?"

All users (including the guest user)

Entitle all users including guest users to download the items.

Registered user only

Entitle only registered users to download the items.


"Related Other Policies" (XooNIps>>Site Policies>>Item Information>>Item Publication)

Table 4.6. "Related Other Policies"

Category Pulldown menu Description

"Download file type"

Zip with meta-information (Recommended)

Download the zipped files with metadata.

Original file

Download files in the original format.

"Can users select the publication list from all public items?"

Yes

Allow to choose performance items from all the published items.

No

Allow to choose performance items only from the items registered by the registered users.


"Item Publication"

Figure 4.4. "Item Publication"


1.5. "Item Types" (XooNIps>Site Policies>Item Information>Item Types)

How to change the title and order of item types shown on the homepage:

Ex. Change a title Paper to English.

"Dispaly Setting"

Figure 4.5. "Dispaly Setting"


Change Paper to English on the "Display Setting" (XooNIps>>Site Policies>>Item Information>>Item Types).

Display Setting 2

Figure 4.6. Display Setting 2


A title displayed on the homepage will be changed from Paper to English.

Display Setting - 3

Figure 4.7. Display Setting - 3


1.6. "Import/Export" (XooNIps>>Site Policies>>Item Information>>Import/Export)

Policy settings for the item importing and exporting.

  • "Export"

    Setup for exporting items:

    Table 4.7. Export

    Category Description

    "Export enabled"

    Choose "Yes" or "No".

    If choose "Yes", the registered user can export self created items.

    Tip

    Note: The moderators can always export all items regardless of this setting.

    "Export attachments"

    Choose "Yes" or "No".

    If choose "Yes", the user can export attachment files.


  • "Import"

    Setup for importing items:

    If choose "Yes", the registered user can import data into private area.

    Tip

    Note: The moderators can always import data into all areas regardless of this setting.

"Import/Export"

Figure 4.8. "Import/Export"


1.7. "Item Comment" (XooNIps>>Site Policies>>Item Information>>Item Comment)

Comment settings for the item. This function depends on d3forum module.

It has to be installed d3forum module and create forum before setting these options.

  • "Directory setting"

    Set the directory name of d3forum used by comment function.

  • "Forum ID setting"

    Set the forum ID made with d3forum.

"Item Comment"

Figure 4.9. "Item Comment"


Other settings:

Modify the last line of "xoonips_detail.html" by using the template editing function of altsys module.

Delete <*{3 letters and the last 3 letters}*> at the beginning.

Item Comment (Setting 2)

Figure 4.10. Item Comment (Setting 2)


Item Comment (Setting - 3)

Figure 4.11. Item Comment (Setting - 3)


Enter the line below at the "Format for comment-integration" field (Item comment>>Forum Manager).

{XOOPS_URL}/modules/xoonips/detail.php?item_id=%s

Item Comment (Setting - 4)

Figure 4.12. Item Comment (Setting - 4)


Now, comments can be added to an item on its "Detail" screen.

1.8. "Moderators Privileges" (XooNIps>>Site Policies>>Moderators Privileges)

Policy settings for the moderators privileges.

If choose yes, the moderators can modify any user's items.

"Moderators Privileges"

Figure 4.13. "Moderators Privileges"


1.9. "Positions" (XooNIps>>Site Policies>>Positions)

Configuration for the member's positions (display order and new entries, etc).

List possible job titles as user information.

  • "Modify Positions"

    For changing job titles and their orders, enter the information in the textbox and click on the [UPDATE] button.

    The result will be displayed on a user list by the indicated order.

    By clicking on the icon at "Action", the indicated field will be deleted.

  • "Add New Position"

    Add a new job title. Enter a new job title in the field and click on [Add].

"Positions"

Figure 4.14. "Positions"


1.10. "Rankings" (XooNIps>>Site Policies>>Rankings)

Policy settings for the access rankings.

  • "Block: XooNIps Ranking"

    Check the checkbox of the items to be displayed.

    The display order can be changed by choosing either of the icons up or down at "Sort". The pulldown list can indicate the stages either up/downward by 1-4 levels.

    If choose 2 and click on the upward triangle, the item will be shifted 2 levels upward.

    Define the range of ranking (top 10, 20 or 30 ...)

  • "Block: XooNIps Update"

    Setup for newly arrived items setting:

    Define the range of ranking for newly arrived items.

  • "Calculation Days"

    Duration for displaying the ranking.

    If the checkbox is checked, the sum-file does not affect to access ranking.

"Rankings"

Figure 4.15. "Rankings"


2. "Maintenance"

This section shows how to perform the routine operations such as adding users, harvesting metadata, etc.

2.1. "Maintenance" (XooNIps>>Maintenance)

There are various operations to manage a XooNIps website.

"Maintenance"

Figure 4.16. "Maintenance"


2.2. "User Management" (XooNIps>>Maintenance>>User Management)

How to manage user information (editing/deleting user information, registering new users, etc.).

"User Management"

Figure 4.17. "User Management"


Click on a pen-icon to edit user information.

Click on a X-icon to delete user information.

2.2.1. "Register New user" (click on [Register New User], upper right of the "User Management" screen).

Edit the new user's information. The required fields are indicated by "*". Fill out the fields and click on [UPDATE] below.

Use this screen for changing passwords.

The required fields vary with the setups made on (XooNIps - Site Policies -) User Information.

  • Username

    Enter a handle (online name) of the user to be displayed on XooNIps

  • Real Name

    Enter the user's real name

  • Email

    Enter email address. Check the checkbox if allow other users to view the email address.

  • Website

    Enter the URL to be published.

  • User's Groups

    Choose a XOOPS group which the user belongs to.

    Table 4.8. "User's Groups"

    Pulldown menu Description

    Webmasters

    Make the user belong to the webmasters group as XOOPS indicates.

    Registered User

    Make the user belong to the registered users group as XOOPS indicates.

    General-registered users should belong only to this group.

    Moderator

    Make the user belong to the moderator group of XooNIps.

    If a new registered user is to play the role of moderator, he/she has to belong to the moderator group (not registered user group).


  • Position

    Choose the user's position from the pulldown list.

  • Division

    Enter the division the user belongs to.

  • Company Name

    Enter the company/university/institution name the user belongs to.

  • Phone Number

    Enter the telephone number if wish to publish it.

  • FAX Number

    Enter the fax number if wish to publish it.

  • Address

    Enter the address if wish to publish it.

  • Country

    Enter the country where the user live.

  • Zipcode

    Enter the ZIP code, if wish to publish it.

  • Time zone

    Choose a time zone according to the user's country.

  • Interests

    Enter the user's interests, if wish to publish it.

  • Free Description

    Describe anything you want.

  • Signature

    Enter the user's signature. Check/uncheck the checkbox "Always attach my signature".

  • Password

    Register a password.

  • Verify Password

    Enter the password again to confirm it.

  • New Item Mail Notification [per day]

    Set the frequency of email notification by the day.:" (Listed later in this section).

    This is applicable only if it's been set as "Email (Pulldown menu)" at "Notification Method:" (Listed later in this section).

  • Maximum Private Items

    Enter the maximum number of items to be registered in a private area.

    Default value: 500

  • Maximum Private Indexes

    Enter the maximum number of indexes for a private area.

    Default value: 200

  • Maximum Disk Space for Private Items [MB]

    Enter the maximum disk capacity for a private area by the MB.

    Default value: 500

  • Comment Display Mode

    Choose a comment display mode from the pulldown menu.

    This is for XOOPS standard comment function. Note that this is not for adding comments to the items on XooNIps3.4.

    Table 4.9. Comment Display Mode

    Comment Display Mode (Pulldown) Description

    Nested

    Comments will be nest-displayed.

    Comments will be indented according to the tree.

    Flat

    Comments will be flat-displayed.

    Comments will be displayed in the order of being posted.

    Threaded

    Comments will be sorted by groups according to the title.

    The first posting of all in a thread will be displayed with the full text, but the others will follow with each title underneath.


  • Comments Sort Order

    Choose either of "Oldest First" or "Newest First" from the pulldown menu.

    Table 4.10. Comments Sort Order

    Pulldown menu Description

    Oldest First

    Comments will be sorted out from the oldest to the newest.

    Newest First

    Comments will be sorted out from the newest to the oldest.


  • Rank

    Setup for ranking

    Leave it as it is.

  • Notification Method: When you monitor e.g. a forum, how would you like to receive notifications of updates?

    Define a manner of receiving notification messages of updated events.

    Table 4.11. Notification Method

    Pulldown menu

    Comment

    Temporarily Disable

    Temporarily stop receiving the messages.

    Private Message

    via PM function of XOOPS.

    Email (use address in my profile)

    via the registered email address.


  • Default Notification Mode

    Define the timing for being notified.

    Table 4.12. Default Notification

    Pulldown menu

    Comment

    Notify me of all selected updates

    To be notified every time events are updated.

    Notice me only once

    To be notified only once

    Notify me once then disable until I log in again.

    Once it notifies, it won't notify until it is logged in again.


  • Receive occasional email notices from administrators and moderators?

    Choose "Yes", if wish to receive email messages about news update on XooNIps.

"Register New User"

Figure 4.18. "Register New User"


The entered information can be viewed at the "User Information" (on a XooNIps website, User Menu >> User List).

2.3. "Item Management" (Maintenance>>Item Management)

Operations for item management (to withdraw, delete and transfer items).

  • "Withdraw Items"

    Cancel the published items.

  • "Delete Items"

    Delete the published items.

  • "Transfer items"

    Transfer a resigned user's items to another existing user.

2.3.1. "Withdraw Items" (XooNIps>>Maintenance>>Item Management>>Withdraw Items)

Withdraw the items registered in the public area by each index.

Tip

The item will be withdrawn from the public area, but not be deleted.

"Withdraw Items"

Figure 4.19. "Withdraw Items"


2.3.2. "Delete Items" (XooNIps>>Maintenance>>Item Management>>Delete Items)

Delete a user's items by each index.

Choose a user from the pulldown list and click on [Next].

"Delete Items"

Figure 4.20. "Delete Items"


Choose an index to be deleted from the pulldown list and click on [DELETE].

Delete Items 2

Figure 4.21. Delete Items 2


2.3.3. "Transfer Items" (XooNIps>>Maintenance>>Item Management>>Transfer items)

The registered items can be modified or deleted by the user who has originally registered them.

If the original user resigns from the site, his/her items can be transferred to another user.

Choose users from the pulldown menu: "From" (the one who transfers the item), "To" (the other who is transferred the item).

"Transfer Items"

Figure 4.22. "Transfer Items"


Check the item to be transferred and click on the [Transfer] button.

"Transfer Items - 2"

Figure 4.23. "Transfer Items - 2"


A confirmation screen will appear. Click on [Transfer] button on the screen.

"Transfer Item- 3"

Figure 4.24. "Transfer Item- 3"


2.4. "User List" (XooNIps>>Maintenance>>User List)

Order each of the user by entering numbers at the "Weight" field and click on the [UPDATE] button.

If the user is set as 0 or less, it will not be displayed.

"Position" is the only to be applied for reorganizing the User List.

"User List"

Figure 4.25. "User List"


The result can be found at the "User List" of the intended XooNIps website.

User List - 2

Figure 4.26. User List - 2


2.5. "Access Rankings" (XooNIps>>Maintenance>>Access Rankings)

The sum of access ranking will automatically be generated from the event-log.

This function allows to perform "Download", "Upload", "Clear SUM (reset the value)".

By uploading the ranking files, the sum of access rankings can be taken over even if the site will be moved.

"Access Rankings"

Figure 4.27. "Access Rankings"


2.6. "File Search" (XooNIps>>Maintenance>>File Search)

Management for the file search indexes:

  • "File Search Plugins"

    Display the list of available file search plugins.

  • "Rescan All Files"

    Click on [Rescan] when the version of a plugin is updated and it is necessary to rebuild the file search indexes.

"File Search"

Figure 4.28. "File Search"


2.7. "OAI-PMH" (XooNIps>>Maintenance>>OAI-PMH)

Management for the harvest results and harvester execution.

Tip

It is necessary to conduct the following manual operations whenever metadata is to be harvested.

  • "Repository URLs"

    Move to the screen of the repository URL for editing it.

  • "Recent Results"

    Display the latest result.

  • "Harvest"

    Start harvesting by clicking on the [Harvest Now] button.

"OAI-PMH"

Figure 4.29. "OAI-PMH"


Last updated: 2009/06/11