# User Documentation

- Browsing
- Searching

- Text Search Fields
- Lists of Values
- Dates

- Depositing Records

- Your Workspace

- Depositing Process

- Step 1: Title and Authors
- Step 2: Publication Information
- Step 3: Abstract and Notes
- Step 4: Attach Documents
- Step 5: Verification

## Browsing

Browsing is a good way to access documents if you don't have a specific idea of what you're looking for. There are currently three ways to browse the archive, by date, by title and by author.

To browse the archive either select "Browse" from the front page or from the archive navigation bar. Then choose which property you wish to browse by eg. "title".

You will be presented with a list of possible values. Select one of these, and you will be given a list of references to documents in the archive (if any) which match this value. To access an item, simply click on its reference in the display.

## Searching

To search the archive, you can enter search terms directly into one of the search fields on the archive home page. Alternatively, you can access more search options using the link on the front page, or by clicking on "Search" in the archive navigation bar.

### Text Search Fields

These are used to search fields like abstract or author. These are the fields where there is a text entry area, and a popup menu just to the right of it. Type your search terms into the box. You can decide how the system will use your search terms by selecting one of the options from the popup menu just to the right of the input box. For example, if the search string is "patient care":

Match all, in any order.

  The system will search for records in which the title or abstract fields contain both the word "patient" and the word "care".

Match any.

  The system will search for records in which the title or abstract fields contain either the word "patient" or the word "care".

Match as a phrase.

  In this case, the system will search for your phrase appearing exactly as you type it. In the example, the system will return records in which the title or abstract fields contain the phrase "patient care".

### Lists of Values

With these you can select one or more values from a list of values for the system to search for. If no value in the list is selected, the system will ignore this field (i.e. it will retrieve records with any value of this field.)

In cases where each individual record may have more than one value attached to the list, you can also change search behaviour by selecting "Any of these" or "All of these" from the popup menu on the right of the list.

Any of these.

  If this is selected, records that contain any one of the values you select will be retrieved.

All of these.

  If you select this option, only records that contain all of the values you select will be retrieved.

### Dates

When you're searching a date field, you can specify a single date or range of dates that you're interested in. Both the month and day fields can be omitted. For example:

1999
  retrieves only records where the year is '1999';
1987-1990
  retrieves records with years between 1987 and 1990 inclusive;
1995-07-
  retrieves records with dates from July 1995 or later;
-1998-10-27
  retrieves records with dates up to and including Octobr 27 1998.

Dates use the format YYYY-MM-DD, so "2005-03-12" is March 12 2005.

## Depositing Records

To deposit items into the archive, you need to log in to your workspace by clicking on the "Submit and manage your documents" link on the front page, or by clicking on "User Area" in the archive navigation bar. This will take you to your personal workspace, which will show a few options and any any items you are currently working on. 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 items.

### Your Workspace

At the top of your workspace you will see a link "Begin a New Item". This link will add a fresh, empty record to your workspace and allow you to start editing it.

If you start to create an item, you may decide that you wish to wait until later before completing this process, and you can start on another item. Items that you are in the process of being created appear in your workspace under the heading "Undeposited Items".

If there are undeposited items in your workspace, you will see a list of those items with some option links. The title of each undeposited item will be shown in the list. The option links are described below:

Edit

  If you click this link, you will be able to continue depositing the selected item.

Deposit

  If you're satisfied that you've completed processing the item and associated information as you had intended, then you can and click this link to deposit the item in the archive. Note that if there are problems with the item (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 item until those problems are fixed.

  The depositing process is described in a following section.

Delete

  If you click on this link, the selected item 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. Copies of any item you delete are unaffected.

Use as template

  This link creates a copy of the selected item, minus any attached files. This is useful if you are depositing a number of items with similar information. You can fill out the common information, copy that item, and then edit the copies so you aren't entering the same information more than once.

## The Depositing Process

The depositing process is divided into a number of steps. You can move between these steps 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 items.

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 a red asterisk (*), the field must be filled out before the item can be deposited; other fields are optional.

Each step of the process is described in the following sections.

### Step 1: Title and Authors

First, you will be asked to enter the title of the item and identify its authors. For the author names, you can enter title, given name, family name and lineage. Title and lineage can be ignored if you wish. If there are more than four authors, you can add more boxes for names by clicking on the More Spaces button. You can also reorder the names using the up/down icons to the right of the name fields. Note that empty name fields are ignored.

To remove names from a list just remove the name from the relevant field and leave it empty. Don't worry about leaving a blank field 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.

### Step 2: Publication Information

Use this page to enter details of the item's publisher and release date. Note that the release date may not necessarily be the same date as when you deposit the item in the archive. The month and day fields are both optional, but you must at least supply a value for the year. You can also provide a release number for the document, where applicable.

Once you've completed this page, click on the Next button.

### Step 3: Abstract and Notes

Use this page to enter an abstract or executive summary for the item, and any additional notes that don't fit anywhere else. Once you've completed this page, click on the Next button.

### Step 4: Attach Documents

This page shows you an overview of the document files you have uploaded for this item. Click the Attach a Document to this Item button to upload a new document file.

Note that you must upload files for at least one of the formats listed.

#### Step 4(a): Document Information

Choose a document file format from the list provided. You can provide a description of the format if you wish (note that this is required if you choose a document format of Other).

Click the Next button to continue with uploading your files. Note that you can click Stop Editing Attachment at any time to cancel.

#### Step 4(b): Document File Upload

This page allows you to upload and attach files to your item. For example, you might have a PDF file on your hard disk that you wish to upload. You can upload multiple files for one format, for example, an HTML file and associated image files.

The system allows you to upload either uncompressed files, ZIP compressed files or Tar/GZip compressed files. Choose the appropriate option from the menu, then click Choose File to find the file on your PC.

Once you have located the file, click Upload File to upload the file into the system. The files that you have uploaded will appear in a list at near the top of the screen.

You can continue to upload more files as before. If you've uploaded all necessary files, click on Finished. This will take you to the Documents Attached to Item page (see below).

At least one file needs to be shown first. In many cases (e.g. PDF, Postscript) there will only be one file; if you've uploaded many files you will need to select the one to be shown first. This should be the first file in the document that a reader should be presented with; the .html file if your document is in HTML format, or the contents page if your document is spread over several HTML documents. Use the "Make Primary" link in the file list to tell the system which file should be shown first.

The "Delete" links in the file list can be used to remove individual files that you've uploaded in error. "Delete all files" will wipe the slate clean (for this document storage format only) so you can start again. If something does go wrong, this is the best option.

#### Step 4(c): Documents Attached to Item

The table shows the list of document formats that have already been attached on the left, and the number of files you have uploaded in that format in the middle column.

If you want to upload more files for a format, or remove some files you've already uploaded for a format, click on the relevant Edit button. This will repeat the process described in the previous two sections.

To remove all of the files for a format completely, click on the relevant Remove button.

When you're happy that you've uploaded all of the document files, click on the Finished button. You'll have a chance to make sure that the uploads have all worked, and to come back and fix anything that's amiss.

### Step 5: 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 has been uploaded correctly.

You should also check that the document files have been uploaded correctly, including any associated figures and links. If you spot a mistake, you can use form's Back buttons (not the browser's "back" button) to cycle back through the depositing process and fix any mistakes.

If you're satisfied that everything is correct and has been uploaded correctly, click on the Deposit Item Now button to deposit your item in the archive and make it available to other users. Note that your item may not be immediately visible to other users; it should appear in search results and on the archive front page within a few minutes, but may take up to half an hour to appear in the "Browse" section, as this section is refreshed less frequently.