Chapter 5. How to operate a XooNIps database website

This chapter shows the basic operations of a XooNIps database site.

Note: as a feature of XooNIps, screen designs can be easily changed by using XOOPS templates (themes). Therefore, the site (screen) design shown in this chapter is an example; it may not be applied to the site you have built or are going to access.

1. Guest

This section shows the operations that the guest users are entitled to perform on XooNIps.

1.1. How to search and browse the published items (information):

The guest users are permitted to search and browse the registered items in the public area.

A list will be displayed by clicking on an item type (ex. "Binders", "model" as described) at the "Index Tree".

"XooNIps Search" is for searching items by item type or metadata.

Home page

Figure 5.1. Home page


On a "Listing item" screen, the order of the listed items can be changed by the pulldown menu at "Order by". The conditions vary with the item types.

"Listing item" (search result)

Figure 5.2. "Listing item" (search result)


On a "Detail" screen, [Download] button will appear only if the item is permitted to be downloaded by guest users.

"Detail"

Figure 5.3. "Detail"


Downloading will be permitted only if the user agrees with the license condition.

"License agreement"

Figure 5.4. "License agreement"


1.2. Advanced search

Each item can be searched by detailed conditions.

Click on the link [Advanced].

Advanced search

Figure 5.5. Advanced search


On a "Search Items" screen, check an item type (ex. "Title", "Presentation Type", etc.) to open entry fields will appear. Fill in the fields and click on the [Search] button to start searching.

Item types can be chosen more than one.

Advanced search 2

Figure 5.6. Advanced search 2


1.3. XooNIps Ranking

"XooNIps Ranking" lists the titles of most accessed items. Click on a link to go to its detailed information.

"XooNIps Ranking" will not be shown if it is not permitted for guest users to view.

"XooNIps Ranking"

Figure 5.7. "XooNIps Ranking"


1.4. Admission/registration

Outline of new user registrations.

1.4.1. Registration flowchart

To use the XooNIps functions, the user has to be approved by a moderator to become a registered user.

Tip

It may automatically be approved, depending on the condition set on the site policy (XOOPS).

Registration flowchart

Figure 5.8. Registration flowchart


1.4.2. How to register

Click on the link [Register now!]

Tip

The location of the link on the screen varies with the site designs.

Admission

Figure 5.9. Admission


Fill in the entry fields at "User Registration".

The fields indicated "*" are essentials designed by the site policy. Click on the [Submit].

After submitting the registration, it may require a moderator's approval according to the site policy.

Admission

Figure 5.10. Admission


2. Registered user

This section shows the operations that the registered users are entitled to perform on XooNIps.

2.1. Login

Enter the user name and password to login.

Tip

Login field is not always located as shown in this manual due to the variety of site designs.

Login

Figure 5.11. Login


2.2. Logout

Click on the [logout] (a link or button).

Tip

[Logout] is not always located as shown in this manual due to the variety of site designs.

Logout

Figure 5.12. Logout


2.3. Edit private (index) trees

How to organize and manage the items in a private area:

Click on the link [Edit Private Tree] at "XooNIps User Menu".

Edit private trees.

Figure 5.13. Edit private trees.


  1. How to register a new keyword:

    Enter a new keyword in the field "New Index Keyword", and click on the [register] button.

    Edit private trees

    Figure 5.14. Edit private trees


    A new index keyword will be registered underneath the private tree

    Register a new keyword to the private index.

    Figure 5.15. Register a new keyword to the private index.


  2. How to change keywords:

    Registered keywords can be modified.

    Check the keyword to be modified and enter a new keyword in the field "Rename to", then click on the [rename] button.

    Change keywords

    Figure 5.16. Change keywords


    The keyword "tool" has been changed to "model".

    Index Tree with a changed keyword.

    Figure 5.17. Index Tree with a changed keyword.


  3. How to delete a keyword:

    Check the checkbox of the keyword to be deleted and click on the [delete] button.

    Delete a keyword

    Figure 5.18. Delete a keyword


    Index (the keyword has been deleted)

    Figure 5.19. Index (the keyword has been deleted)


  4. Change the order of keywords:

    How to change the order of Keywords:

    Indicate a number from 1 to 10 from the dropdown list at "up/down".

    Change the order of keywords

    Figure 5.20. Change the order of keywords


    Index (the order of keywords has been changed)

    Figure 5.21. Index (the order of keywords has been changed)


  5. Shift keywords

    How to shift keywords:

    Choose one from the dropdown list next to the [move to] button and click on it.

    Shift keywords

    Figure 5.22. Shift keywords


    To show the result, click on the [open all] button at the "Index Tree".

    Show the shifted keyword

    Figure 5.23. Show the shifted keyword


    The keyword [tool] has been shifted underneath [model].

    Index (the keyword has been shifted)

    Figure 5.24. Index (the keyword has been shifted)


2.4. Item management

2.4.1. Item management

How to register new items:

Click on the link [Add New Item] at "XooNIps User Menu".

New item registration

Figure 5.25. New item registration


Choose an item type from the dropdown list.

Choose a new register item type.

Figure 5.26. Choose a new register item type.


After choosing an item type, a "Register" screen appears.

Check at least one checkbox of a keyword at "Private" index to which the item belongs.

The items with "*" are required.

For the "ID" field, always enter the same value. If the ID is duplicated, it will be regarded as an error.

Register items (TOOL)

Figure 5.27. Register items (TOOL)


  • "Download Limitation":

    Decide whom to be permitted to download the items (ex. login users only or all the users including guests).

  • "Download Notification":

    An option available only if login users are set to be permitted to download the items.

    It depends on the system configuration of the site.

  • "Readme":

    Click on the link [Edit], and a window will open. Indicate a file and click on the [upload] button; or, directly edit in the textbox and click on the [OK] button.

    Edit Readme

    Figure 5.28. Edit Readme


  • "Rights":

    To set the Creative Commons license. Or, edit an original license, click on the link [edit] to open an edit window.

    Rights edit window:

    Click on the link [Edit] to open an edit window. Indicate a file and click on the [upload] button. Or edit an original text in the textbox and click on the [upload] button.

    Edit Rights

    Figure 5.29. Edit Rights


  • "Related to":

    To indicate other related items.

    Tip

    Identify related items by item IDs. The item IDs are the values automatically numbered, which are not the same as the other "ID" entered on the "Register" screen.

    Click on the [Search items (new window)] button to open another window.

    "Listing item" window:

    Click on the [Search] button to open another window for searching items.

    To inquire the item ID of related items by using "Index Tree" or "XooNIps Search".

    Tip

    This screen allows only to inquire item IDs. For registering item IDs, return to the "Register" screen.

    "Listing item" window

    Figure 5.30. "Listing item" window


Click on the [Next] button on the "Register" screen to open a confirmation screen. Click on the [update] button to confirm the registration.

Confirm the registration

Figure 5.31. Confirm the registration


2.4.2. Edit items

Go to the "Detail" screen of the intended item. Use "Index Tree" or "XooNIps Search" to search for it.

Detail of an item

Figure 5.32. Detail of an item


Click on [Modify] button, and a "Modify" screen will appear. Make modifications as necessary and click on [Next] button.

Modify details of an item

Figure 5.33. Modify details of an item


On the "Detail" screen, modification history will be shown.

Item modification history

Figure 5.34. Item modification history


2.4.3. How to delete items:

Delete items

Go to the "Detail" screen of the item to be deleted. Use "Index Tree" or "XooNIps Search" for search the intended item.

Click on the [Delete] button to open a dialog box and choose [OK].

Delete items

Figure 5.35. Delete items


2.4.4. Binder item type

"Binder" is an item type, by which items can be collectively managed.

To identify the items to be registered in a Binder, use either of the following 3 commands on the "Register" screen.

  • [Item list]

    Choose items from the item list.

  • [Index keyword]

    Choose the item to be registered in a Binder by using Index Tree.

  • [Search]

    Choose the item to be registered in a Binder by using detail search.

Binder registration screen

Figure 5.36. Binder registration screen


  1. How to choose by [Item list]

    Click on [Item list]. Choose items from the list showing the applicable items (registered in the Public Index and the user's private index.)

    Check the checkbox of the item to be registered and click on the [Select] button to confirm.

    Binder registration by [Item list]

    Figure 5.37. Binder registration by [Item list]


  2. How to choose by an index keyword:

    Click on an intended keyword at "Private" index.

    Check the checkbox of the item to be registered in a Binder and click on the [Select] button to confirm the registration.

    Binder registration by [Index Keyword]

    Figure 5.38. Binder registration by [Index Keyword]


  3. How to choose by [Search]

    Click on [Search], and a "Detail" search screen will appear. Search the item to be registered in a Binder in the same manner as normal search.

    Check the checkbox of the intended item and click on the [Select] button.

Click on the [Next] button to confirm the registration.

Binder registration confirmation screen

Figure 5.39. Binder registration confirmation screen


2.4.5. Register items (paper type)

On the "Register" screen for Paper items (XooNIps User Menu>>Add New Item; pulldown menu "Paper" at "Select item type"), there is "PubMedID" field. If a PubMedID is given, enter the ID and click on the [Complete] button, then the other following related information will be automatically filled out.

"Register" screen for Paper items

Figure 5.40. "Register" screen for Paper items


2.4.6. Register items (Book type)

On the "Register" screen for Book item, there is ISBN code field. If the code is identified, enter it (10 or 13 digits) and click on the "Complete" button, then the other related information will be automatically filled out. In this case, the URL field will be filled with the detailed information provided by Amazon.

Registration screen for Book items

Figure 5.41. Registration screen for Book items


2.5. Item publication

To register an item in the public area, it may require to be reviewed by the moderator for approval according to the site policy.

Publishing item flowchart

Figure 5.42. Publishing item flowchart


2.5.1. Publish items

Go to the "Detail" screen of the item to be published in the Public area, by using "Index Tree" or "XooNIps Search".

Choose an index keyword of the Public area from the "Add to public index" dropdown list at the bottom and click on the [Submit].

Publishing item registration screen

Figure 5.43. Publishing item registration screen


Item publishing may be controlled by the site policy. Therefore, it may require a review to be approved by the moderator.

Publishing item confirmation screen

Figure 5.44. Publishing item confirmation screen


2.6. Group

XooNIps allows to make a group among the registered users.

The group will be given a specific area where information can be shared with the members.

2.6.1. Join a group

Search a group registered on XooNIps.

Contact the group administrator via email or private message to ask for group admission.

The group administrator or moderator will perform the operations for adding members to the group.

Inquire registered groups

Figure 5.45. Inquire registered groups


Inquire registered groups 2

Figure 5.46. Inquire registered groups 2


When a user joins a group, a group tab will be added in the Index Tree.

Group tab

Figure 5.47. Group tab


2.6.2. Item registration to a group index

How to register items in a user's private area to a group area:

Click on the index keyword to be registered at the intended group tab.

A "Listing Item" screen will appear. Search the intended item.

Register to a group index.

Figure 5.48. Register to a group index.


Check the checkbox of the item to be registered to the group index.

Registration to a group index 2

Figure 5.49. Registration to a group index 2


The other group members can not view the registered item until the group administrator or moderator completes the review and approval.

Registration to a group index - 3

Figure 5.50. Registration to a group index - 3


2.6.3. Resign from a group

Contact the group administrator or moderator in the same manner as the group admission.

The group administrator or moderator perform the procedure for membership cancellation.

2.7. Item transfer

Basically, an item's edit authority is given only to the user who originally registered/requested to register the item.

When the user resigns from the membership, he/she can transfer their items to another user.

  • How to transfer an item:

    Click on the link [Request Item Transfer] on XooNIps user menu.

    "Request Item Transfer"

    Figure 5.51. "Request Item Transfer"


    Identify the item to be transferred. Use either of [Item List], [Index keyword], [Search] at "Add items from" for searching it.

    Request Item Transfer 2

    Figure 5.52. Request Item Transfer 2


    Choose the user who transfers his/her authority (transferee) by the dropdown list and click on the [Next] button.

    Request Item Transfer 3

    Figure 5.53. Request Item Transfer 3


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

    Request Item transfer 4

    Figure 5.54. Request Item transfer 4


  • How to transfer a user's editing authority to another user:

    Click on the link of "Accept Item Transfer".

    Choose an index tree keyword to register the transferred item and click on the [Accept] button.

    Accept Item Transfer

    Figure 5.55. Accept Item Transfer


3. Group administrator

This section shows the operations that the group administrators are entitled to perform an XooNIps.

3.1. Manage group members:

Click on the link [Edit Group Tree] on the XooNIps Group Admin menu.

The link is not always located as shown due to the variety of site designs.

Add/delete group a member.

Figure 5.56. Add/delete group a member.


How to add/delete a group member: click on the group name. If you are an administrator managing more than one group, choose the intended group name and click on it.

Add/delete group members 2

Figure 5.57. Add/delete group members 2


3.1.1. Add a member

How to add a member: choose a user listed at "Non-members" and click on the [Add] button.

Add a group member

Figure 5.58. Add a group member


3.1.2. Delete a member

How to delete a member: choose a user listed at "Members" and click on [delete] button.

Delete a group member

Figure 5.59. Delete a group member


3.2. Review and certify shared items

How to review and certify an item requested to register in a group area:

Click on the [Certify Group Items] at the "XooNIps Group Admin menu".

Tip

The item can also be reviewed and certified on its "Detail" screen/ Use "Index Tree" or "XooNIps Search" to get to the screen.

Review and certify the items to be registered in a group area

Figure 5.60. Review and certify the items to be registered in a group area


Check the "Index" field on the "Certify item" screen. Click on either of [Accept] or [Reject] button to decide whether or not to publish the item in the group area.

Review and certify the items to be registered in a group area 2

Figure 5.61. Review and certify the items to be registered in a group area 2


3.3. Withdraw shared items in a group index

How to withdraw a registered item:

Go to the "Detail" screen of the intended item. Use the "Index Tree" or "XooNIps Search" to search for the item.

Click on the [Withdraw] button at the "Index" field, and a confirmation dialog box will appear, then click on [OK].

Withdraw shared items in a group index

Figure 5.62. Withdraw shared items in a group index


3.4. Edit group indexes

Keywords at a group index can be added, deleted and edited in the same manner as Private.

Click on the [Edit Group Tree] on the "XooNIps Group Admin Menu".

Edit a group index.

Figure 5.63. Edit a group index.


How to edit group indexes: (If you are an administrator managing more than one group, choose an intended group index tab.)

  1. Click on the group index tab.

  2. Click on a keyword to be edited.

  3. Continue to edit the group index.

Edit a group index 2

Figure 5.64. Edit a group index 2


3.5. Publish a group index

The items registered in a group index can be collectively transferred to the public index by each keyword:

  • Group administrator

    Click on the [Edit Group Tree] at "XooNIps Group Admin menu".

    Block publishing of group indexes

    Figure 5.65. Block publishing of group indexes


    At the "Publication group item" check the checkboxes of the keywords to be published.

    By the dropdown list, choose a public index keyword to which the checked index keywords are to be added. Click on the [Submit] button.

    Block publishing of group indexes 2

    Figure 5.66. Block publishing of group indexes 2


  • Moderator

    Click on the link [Certify Public Group Items] at the "XooNIps Moderator menu".

    Block publishing of group indexes 3

    Figure 5.67. Block publishing of group indexes 3


    Check the checkbox either of [Approve] or [Reject].

    Decide whether or not to publish the item by clicking on [Accept] or [Reject].

3.6. Transfer a group administrator's authority

Moderators are permitted to transfer group administrators' authority. Contact the site's moderator if necessary.

3.7. Change the disk capacity

Moderators are permitted to cancel groups. Contact the site's moderator if necessary.

3.8. Cancel a group

Moderators are permitted to cancel groups. Contact the site's moderator if necessary.

4. Moderator

This section shows the operations that the moderators are entitled to perform on XooNIps.

4.1. Edit Public Index Trees

Edit index trees in the public area.

Click on the link [Edit Public Tree] at the "XooNIps Moderator menu".

Tip

The layout varies with the site designs.

The basic operations are same as the private area.

Edit Public Index Trees

Figure 5.68. Edit Public Index Trees


4.2. Certify users

To entitle non-registered users (new users/guests) to use the XooNIps functions, the moderator may have to perform the following procedure. Refer back to the Table 4.2. (Chapter 4) "User Registration Policies". If your site's site policy has been set as "Certify automatically", the moderator can skip the following procedure.

Click on the link [Certify Users] at "XooNIps Moderator menu".

Certify users

Figure 5.69. Certify users


The following functions will be active by clicking on the following links: Email, detail, certify.

  • Email

    A mailer comes out with the email address of the user.

  • Detail

    Show the "Detail" screen of the user's items.

  • Certify

    Decide whether or not to certify non-registered users. (Users can not use the XooNIps functions without being certified.)

Certify users 2

Figure 5.70. Certify users 2


4.3. Review and certify items

How to review and decide whether or not to certify the item as a publishing item for the public area:

Click on the link [Certify Public Items] at the "XooNIps Moderator menu".

Review and certify items

Figure 5.71. Review and certify items


Click on either of [Accept] or [Reject] button.

Review and certify items 2

Figure 5.72. Review and certify items 2


4.4. Withdraw items in public area

How to withdraw the items in public area:

Go to the "Detail" screen of the intended item. Use "Index Tree" or "XooNIps Search" to search for it.

Click on the [Withdraw] button at the "Index" field, and a dialog box will appear. Click on [OK].

Withdraw items in public area

Figure 5.73. Withdraw items in public area


4.5. Create/delete a group

How to create/delete a group:

Click on the link [Edit Groups] at the "XooNIps Moderator menu".

Create/delete a group

Figure 5.74. Create/delete a group


4.5.1. Create/delete a new group

  1. Create a new group: enter the required information in each field and click on [Submit] button.

  2. Delete a group: click on the link [Delete], and a dialog box will appear. Click on [OK].

  • "Group Name"

    Enter the group's name.

  • "Group Description"

    Edit the group's description.

  • "Group Administrators"

    Choose a user as a group administrator (Multiple choice is acceptable).

  • "Maximum number of items"

    Enter the maximum number of the item to be registered in the group area.

  • "Maximum number of indexes"

    Enter the maximum number of the keywords for the group index.

  • "Maximum size of items [MB]"

    Enter the maximum value of data for the group area.

Create/delete a group

Figure 5.75. Create/delete a group


4.5.2. Edit group information

Click on the pen-icon (or [edit] link) on the right side of the intended group.

Click on the [Submit] button to update the information.

4.6. Access log analysis

How to download event logs on XooNIps in a CSV formatted file or transform the data into a graphic chart:

Click on the link [Event Log] at the "XooNIps Moderator's menu".

Even log analysis

Figure 5.76. Even log analysis


  • Download event logs

    How to download event logs:

    Indicate a period for the intended event logs. The data will be downloaded in CSV formatted file.

    Download event logs by indicating a period

    Figure 5.77. Download event logs by indicating a period


  • By the event

    Indicate a specific period. Choose "Download" or "Graph" for each category: "Access to top page", "Access to item", "Download of item" and "New users and items".

    Download and graphic chart

    Figure 5.78. Download and graphic chart


    Event log graphic chart

    Figure 5.79. Event log graphic chart


  • "Registered Information"

    List the status of registered users and items.

4.7. Transfer the moderator's authority

Contact the system administrator to request for transferring the moderator's authority to another user.

5. System administrator

This section shows the operations that the system administrators are entitled to perform on XooNIps.

5.1. Change the site policy

Go to "Change Panel Home" (upper right on XOOPS Administration screen).

Refer to the following sections in this manual: "3.6. Installation of XooNIps", "4.1. Site policy", "4.2. Maintenance".

5.2. Switch User Accounts

Basically on XooNIps, the items can be modified only by the user who has originally registered them.

However, system administrators are exclusively entitled to change/modify all the items.

Click on the link [Switch User Account] at "XooNIps User Menu".

Switch User Accounts

Figure 5.80. Switch User Accounts


Choose a user from the dropdown list and enter the password.

Switch User Accounts 2

Figure 5.81. Switch User Accounts 2


After completing the procedure, click on the link [End Switch User (user name)] at the XooNIps User Menu.

Switch User Accounts 3

Figure 5.82. Switch User Accounts 3


5.3. Export

How to export the items and index tree structures on XooNIps to other sites:

Tip

If the "enabled" field at "Import/Export" (ref. 4.1.6.) has been set as "Yes", the registered users can also import/export items.

Export objects:

  • Items

    More than one items can be exported simultaneously if they are registered in the same index keyword.

    Tip

    It depends on the site policy (ref. 4.1.6. "Import/Export") whether attached files will be exported.

  • Index Tree keyword

    Export index structures.

The following shows the procedure.

  1. How to export Index Tree keywords:

    Tip

    Index keywords containing no items belonging to can not be exported.

    Click on the intended index keyword to show the item list.

    Click on the keyword to be exported and click on [Export] button.

    Export Indexes

    Figure 5.83. Export Indexes


    Check the [Export indexes]. If it should be exported recursively, choose "Yes" at the field "Export indexes recursive".

    Export indexes 2

    Figure 5.84. Export indexes 2


    The information to be exported will be displayed. Check the information, and if it is ok, click on the [Download] button.

    Export indexes 3

    Figure 5.85. Export indexes 3


  2. Export items

    Go to the "Detail" screen of the item to be exported and click on the [Export] button.

    Export items

    Figure 5.86. Export items


    Define whether or not to export attached files.

    Tip

    The choices ("Yes" / "No") will not appear if "No" has been chosen at the export field of the site policy.

    Export items 2

    Figure 5.87. Export items 2


    Read through the license agreement, check the checkbox "Agree" if you agree, and click on the [download] button. It will start downloading.

    Export items - 3

    Figure 5.88. Export items - 3


5.4. Import

How to load the items and index keywords imported from other XooNIps sites:

Click on the [Import] button at the XooNIps User menu.

Table 5.1. Import functions

  Description

"File to import"

Select the file to be imported.

"To certify items automatically"

If the item is to be imported to the public area, it will be automatically certified publishing.

"Don't import (Error check only)"

Perform error check but do not import.

"Logging"

Show the importing logs. (default)


Check the checkbox of the index keyword to which an intended file will be imported. Choose the file to be imported and click on the [Next] button.

Import

Figure 5.89. Import


If "logging" is checked and any errors occur, error descriptions will be displayed. Return to the previous screen and modify them.

Import error log

Figure 5.90. Import error log


If there is no error, click on the import button.

Refrain from unwanted overwriting:

It is subject to confirm whether or not to overwrite the file if it is found to include duplicated keywords or items.

Refrain from unwanted overwriting

Figure 5.91. Refrain from unwanted overwriting


5.5. Harvest metadata

Harvesting metadata requires manual operations.

Please refer to 4.2.7. "OAI-PMH".

5.6. Change the moderator

Go to the "User Management" ("Administration Menu" at "XooNIps User Menu; "XOOPS>>XooNIps>>Maintenance>>User Management). Click on the pen-icon of the intended user to go to the "Modify User Information". Choose "moderator" at the "User's Groups" field.

Note: the pulldown menu derives from the "Moderator Group" ("XOOPS>>XooNIps>>System Configuration>>Basic Configurations>>Moderator Group).

Change the moderator

Figure 5.92. Change the moderator


Last updated: 2009/06/11