Iowa Publications Online User Documentation
Depositor Help
Depositor Help
The first thing you'll need to do, after registering, is
fill out your user record using the form at http://publications.iowa.gov/perl/users/record.
When you click on "Deposit Papers," you'll see an option saying "View/change
your user record": Select this option. The user record form is described below.
Once you've correctly filled out your user record, the "Deposit
Papers" page will show a number of options and any items you are working on or
have submitted but are not yet approved by an editor. The options are described
below. Note that the options and information that appear may vary slightly,
depending on whether you are in the process of depositing any papers and
whether you have any papers pending entry into the main archive.
Your User
Record
Your user record is used to hold contact information about
you. Some of this information will be associated with documents you upload;
some of it is purely for internal archive use. Information about your operating
system is purely to help the archive administrators help you if you encounter
problems.
Enter the relevant information in the form. Those boxes
where the field name (on the left of the box) has an asterisk are required
fields that you must fill out before you can deposit papers in to the archive.
Note that you cannot change your e-mail address here. This
is deliberate; if you inadvertently enter an incorrect e-mail address, the site
will have no way of contacting you. Instructions for changing your e-mail
address can be found on the "Depositor Area".
Rather than clicking in each box before you enter something
into it, you may find that your browser will let you use the tab key to move
the cursor between the boxes. In this way you can enter the information much
more quickly.
When you've entered the relevant information click on the "Update
Record" button at the bottom of the form. If the form is filled out correctly,
you'll be taken back to the "Deposit Papers" page. If there's a problem with
the form, the form will be presented to you again with a description of what's
wrong. Correct the error and click on "Update Record" again.
Your
Workspace
If you start uploading a paper, you can decide that you
wish to wait until later before completing the upload, and you can start on
another paper. Papers that you are in the process of uploading are in your
workspace.
If your workspace is empty, which will be the case when you
first visit the page, you will see a button "Click here to start uploading a
document." This button will add a fresh, empty record to your workspace and
allow you to start editing it.
If there are papers in your workspace, you will see a list
of those papers with some option buttons. The title of each paper you are
uploading will be shown in the list, or its assigned ID will be shown if you
haven't yet given it a title. The option buttons are described below:
Delete
If you select a paper and click on
this button, that paper will be removed from your workspace and discarded
completely. You will be asked for confirmation first, so don't worry about
accidentally clicking on it. Clones of any paper you delete are unaffected.
Edit
If you select a paper in your
workspace and click this button, you will be able to carry on depositing that
paper.
Deposit
If you're satisfied that you've
completed uploading the paper and associated information as you had intended,
then you can select the paper and click on this button to deposit the paper in
the archive. Note that if there are problems with the paper (for instance, if a
document file upload hasn't worked, or the associated bibliographic information
is invalid), you will be told what is wrong, and you won't be able to deposit
the paper until those problems are fixed.
The depositing process is described
in a following section.
New
This button creates a fresh record
and starts the depositing process.
Clone
This button makes a clone of the
paper you have selected from the list. This is useful if you are depositing a
number of papers with similar information. You can fill out the common
information, clone that paper, and then edit the clones so you aren't entering
the same information twice.
The depositing process is divided into a number of stages.
You can move between these stages by using the "Back" and "Next" buttons at the
bottom of each screen. This should be familiar to those accustomed to using the
"wizard" style of interface popular on many modern operating systems.
Don't worry about losing information you've entered when
you press the "Back" button on a form: The system will store everything you've
entered when you press it. However, you should not use your browser's "back"
button when you are depositing papers.
Each stage of the process is described in the following
sections.
Deposit Type
In this screen, you should select the one option on the
list that best described your paper, for example "conference paper" or "journal
paper (paginated)." The option you choose here will affect what bibliographic
information about your deposit the system will collect in later stages.
Then click on the "Next" button.
Bibliographic
Information
Next you will be asked to enter bibliographic information
about your paper. The exact details that are required will vary depending on
the deposit type you selected in the first stage.
Above each input field will be a short explanation of what
should be put in the field. To the left of each input field is the field name.
If the field name has an asterisk, the field must be filled out before the
paper can be deposited; other fields are optional.
The following are the types of input field you may see:
Text boxes.
Type the relevant information in,
or copy and paste direct from your document.
Popup menus.
Select the most appropriate option
from the popup menu.
Checkboxes.
Used to indicate a yes or no value.
Lists.
Select one or more appropriate
options from the list.
Page ranges.
Type the first page in the range
into the box on the left, and the last page in the box on the right. If the
range consists of a single page, just enter the page number into the left-hand
box, and leave the right-hand box empty.
Names.
You can enter title, given name,
family name and lineage. Title and lineage can be ignored if you wish.
Sometimes you can enter a list of names. In these cases, you can add more boxes
for names by clicking on the "More Spaces" button on the right. Note that empty
boxes are ignored.
To remove names from a list just remove
the name from the relevant boxes and leave it empty. Don't worry about leaving
a blank box in the middle of the list; the system will "bunch up" the list.
Once you've entered the relevant information, click on the "Next"
button. If there are any omissions from the data, the system will explain what
is wrong and re-present the form so you can fix the problems.
As with user records, most browsers will allow you to use
the tab key to move between the input fields, allowing you to enter the
information quickly.
Subject
Categories
In the subject categories stage, you should select the
subject or subjects from the list that best represent the content of your
paper. Please try and be as accurate as possible here, and please don't just
select lots of categories if you're unsure, just pick the categories you are
sure of.
Once you've selected your subject categories, click on the "Next"
button.
Document
Storage Formats
This page shows you an overview of the document files you
have uploaded to the archive. The table shows the list of formats you can
upload on the left, and the number of files you have uploaded in that format in
the middle column.
If you want to upload some files for a format, or remove
some files you've already uploaded for a format, click on the relevant "Upload/Edit"
button. When you do this, you'll be presented with the "Document file upload"
screen described in the next section.
To remove all of the files for a format completely, click
on the relevant "Remove" button.
Note that you must upload files for at least one of these
formats: HTML, PDF, Word DOC.
"Other" is disabled at this time.
When you've uploaded all of the document files, click on
the "Finished" button. Later, you'll have a chance to make sure that the
uploads have all worked, and to come back and fix anything that's amiss.
Once you've clicked the "finished" button on this page,
you'll be taken to the "Deposit Verification" page described in a later
section.
Document
File Upload
If there are no files uploaded in a particular format, you
will be presented with an upload menu from here you can select how you'd like
to upload files to the archive.
File upload
Choose this option if you want to upload a file from your workstation, (.ie. NOT from a website). For example, if you have a PDF file on your hard drive, you would choose this option. If you have to upload more than one file using this method, type the number of files you wish to upload into the "number of files to upload" box.
Capture from URL
You may upload from an existing Web site. If your document or publication is up on the Web already, the archive software will copy your document for that Web site. Be careful with this option. Please read the section about "uploading from exiting Web site" below.
If one document contains many different files youZIP archive or Compressed TAR archive, your document may be stored in several separate files. This is often the case if your document is stored in the HTML format and contains figures. These two options let you use the ZIP tool or the "tar" and "compress" tools to collect all of those files into one compact file. Now click on "Upload" button.
Uploading from an Existing
Website
Enter the full URL of the first page of the document, NOT the URL of the Web site the document appears in or the URL of an index or contents page.
You must supply the URL of the first page of the document. Not the URL of the whole Web site or the URL of any content pages.
For example: Use number one not two.
1. http://www.myinstitution.edu/~myhomepage/paper.html
2. http://www.myinstitution.edu
Upload
When you have entered the filenames or URLs, click on the
"upload" button. You'll then be
taken back to the "Document File Upload" screen.
In many cases there will only be one file.
If the document you are uploading has more than one connected file, the first file in the document that a reader should be presented with of that document must be marked 'shown first' before uploading. To mark a file as 'shown first' click and drag on the 'shown first' designation in the file list.
The "Delete" buttons on the right of the table can be used to remove individuals' files that you've uploaded in error. "Delete all files" will wipe the slate clean so you can start again.
You can continue to upload more files as before. If you've uploaded all necessary files, click on "Finished". This will take you back to the "Document Storage Format" page.
Deposit Verification
This page will display the abstract page for your document as it will appear in the archive. You should carefully check that all information uploaded is correct. Note that your document will not appear in the available versions at the bottom of the page. This is normal.
Check that the document files have been uploaded correctly, including any associated figures and links. If you find a mistake, you can use the back button to cycle back through the depositing process and fix any mistakes.
If you are finished with corrections and have uploaded correctly, read and understood and complied with the agreement at the bottom of the page. Clink on the "Deposit" button to deposit your paper in the archive. It will then be put in the archive buffer for the editor.