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  • For example: https://demo.dspacedirect.org/community-list
  • Important to understand the difference between Community & Collection
    • Collections only contain Items (works or documents). In other words, you always add an Item to a Collection
    • Communities are used to "organize" Collections.  Communities can contain other Communities (sub-communities) or Collections (but CANNOT contain Items).
      • Often Communities are used to "mirror" the organizational structure within an institution (colleges, departments, research units, etc).
      • Communities can also be used to assign rights to specific groups (can give a department control over their own Community)
  • How-To: Create a new Community
    • Login as an Admin
    • Click "Create Community"
    • Community level "metadata" (only the "Name" is required) - Any of this info can be edited/changed at a later time
      • Name: the name of the Community (REQUIRED)
      • Short Description: A short "blurb" about this community (only displayed during search/browse as a very basic description)
      • Introductory text:  The longer description about the Community displayed on its homepage (may include basic HTML if you want to add formatting, e.g. bold text, hyperlinks, etc)
      • Copyright text: If this Community needs a special note regarding copyright, one can be added (may include basic HTML). For example, if all works in this Community are copyrighted by a particular publisher/department it can be noted here.
      • News: Optional news section which will be displayed below the introductory text.
      • Logo: Optionally, a Community can have its own logo
    • Click "Create"
    • Once created, you are immediately moved to the "Edit Community" interface, so that you can assign roles if you wish.
      • For Communities, the only "Role" is Administrator.  An "Administrator" has full rights (add/update/delete) on this Community and any Sub-Communities, Collections or Items that are contained within the hierarchy under this Community.
    • Click "Return"
  • How-To: Create a new Collection
    • Browse to the newly created Community. 
    • Notice the "Context" menu has different options (HINT: The "Context" menu's options change based on where you are in the system.)
      • Edit Community
      • Export Community (only for Admins - exports all content/metadata into a Zip file)
      • Export Metadata (used for bulk/batch metadata editing in a CSV)
      • Create Collection
      • Create Sub-Community  (A Sub-Community is just a Community that happens to be within another Community...it's no different than a normal Community)
    • Click "Create Collection"
    • Collection level "metadata" (nearly identical to the Community metadata). Only a few (minor) additions:
      • License: If this Collection requires its own custom deposit license (i.e. it needs to be different from the site-wide deposit license), you can enter that license text here. It will be displayed during the deposit process instead of the normal deposit license. (This option is rarely used)
      • Provenance: An Administrator-only field which can be used to describe or add notes about the history/provenance of this particular collection. It is never visible to users.
    • Click "Create"
    • Again, once created, you are immediately moved to the "Edit Collection" interface, so that you can assign roles if you wish.
      • Assign Roles: Collections offer additional Roles (all are optional):
        • Administrators - people who have full rights (add/update/delete) on this Collection and any Items contained in this Collection
        • Submitters - people who can deposit new content to this Collection
        • Default read access - people who can view/download any new content added to this collection (not retroactive - changing this does NOT automatically change view/download rights on existing items in the Collection)
        • Reviewer roles: There are three roles which have to do with reviewing newly deposited content (before it becomes publicly available). All are optional.  If you enable multiple steps, they will always occur in the order that they are listed (and people added to that step will receive an email whenever new content is added that needs review)
          • Accept / Reject step
          • Accept / Reject / Edit Metadata step
          • Edit Metadata step
      • Content Source:
        • Optionally, a Collection can be setup to "harvest" all of its content from an external location (via OAI-PMH and/or OAI-ORE).  This is rarely used, unless your DSpace is aggregating content from other locations. 
      • Curate:
        • This tab offers some basic "curation" / reporting scripts that can be run across your content.  By default only a few reporting scripts are available (unless you have DuraCloud backups available) 
          • Profile Bitstream Formats : Report what file formats are contained in Items within this Community/Collection
          • Check for Required Metadata : Double check all Item metadata, ensuring all required fields are filled out.
          • Check Links in Metadata : Double check all URLs in Item metadata, ensuring all links are still valid (and none throw a 404 Not Found error)
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  • How-To: Hide a Community or Collection from Public View/Restrict Access to an Existing Community/Collection

    • Unfortunately, Communities/Collections *always* show up in Browse by Community/Collection. However, you can access restrict a Collection to Administrators, so no one else can access the Collection homepage, etc. We have an example at https://demo.dspacedirect.org/handle/10673/337

    • To create a Collection only visible to Administrators, you'll edit the Policies on the Collection. 

      • Click "Edit Collection"  

      • Click "Assign Roles" 

      • Click "Edit authorization policies directly" (link at bottom) 

      • Change all policies to list "Administrator" group instead of "Anonymous"

      • Click "Save"
    • This change is NOT retroactive to existing items in a Community or Collection. to restrict access to an existing Community or Collection, follow the steps above and then follow the steps described here: Batch Permission Change

Adding/Submitting Items

  • Items are what you will be working with the MOST (after you get your Communities/Collections setup).  They contain metadata and, optionally, bitstreams (files).
  • Two ways to submit an Item to a Collection
    • From your "Submissions" page (in the "My Account" box).
    • OR, browse to a Collection that you have rights to deposit into, and click the "Submit a new item to this collection" link
  • How-To: Submit an Item
    • It is a multi-stage process.  
      • You can "Save & Exit" at any time (your changes are also auto-saved each time you transition to a new page).  You can restart any unfinished submissions from your My Account "Submissions" page
      • You can also move backwards if you realized you forgot something in a previous step
      • NOTE: These deposit steps can be tweaked/changed/rearranged, but any changes must be performed by DuraSpace (for an additional fee, depending on the extent of the changes)
    • Step 1: Initial Questions
      • Captures some basic info to determine what metadata to ask the user for
    • Step 2-3: Describe (x 2)
      • Captures the basic metadata about this new item on two pages.  Only Title & Date are required  (Date is auto-captured though, unless you say the item was previously published)
      • Behind the scenes this metadata is all stored as Qualified Dublin Core
    • Step 4: Upload
      • Optionally, upload one (or more) files to this item.
        • File Description can just be used to optionally describe the file contents (e.g. "Presentation slides" or "Video of talk")
      • Optionally, add an embargo date.  If an embargo date is added, then the file will not be downloadable/viewable until after that embargo date has passed.  (Administrators can still access the file)
    • Step 5: Review - just review everything previously entered (

Adding/Submitting Items

  • Items are what you will be working with the MOST (after you get your Communities/Collections setup).  They contain metadata and, optionally, bitstreams (files).
  • Two ways to submit an Item to a Collection
    • From your "Submissions" page (in the "My Account" box).
    • OR, browse to a Collection that you have rights to deposit into, and click the "Submit a new item to this collection" link
  • How-To: Submit an Item
    • It is a multi-stage process.  
      • You can "Save & Exit" at any time (your changes are also auto-saved each time you transition to a new page).  You can restart any unfinished submissions from your My Account "Submissions" page
      • You can also move backwards if you realized you forgot something in a previous step
      • NOTE: These deposit steps can be tweaked/changed/rearranged, but any changes must be performed by DuraSpace (for an additional fee, depending on the extent of the changes)
    • Step 1: Initial Questions
      • Captures some basic info to determine what metadata to ask the user for
    • Step 2-3: Describe (x 2)
      • Captures the basic metadata about this new item on two pages.  Only Title & Date are required  (Date is auto-captured though, unless you say the item was previously published)
      • Behind the scenes this metadata is all stored as Qualified Dublin Core
    • Step 4: Upload
      • Optionally, upload one (or more) files to this item.
        • File Description can just be used to optionally describe the file contents (e.g. "Presentation slides" or "Video of talk")
      • Optionally, add an embargo date.  If an embargo date is added, then the file will not be downloadable/viewable until after that embargo date has passed.  (Administrators can still access the file)
    • Step 5: Review - just review everything previously entered (with an option to modify anything)
    • Step 6: License
      • This is the deposit license which all users must agree to before they can deposit their item.
      • NOTE: An electronically-signed copy of the deposit license is actually stored within the deposited item.  (The copy is "signed" with the name of the user who agreed to the license & the date)
    • Step 7: Complete
      • Once complete, one of two things will happen:
        • IF the Collection has one or more "Review steps" enabled, then the Item will go into an "approval workflow".  It will not be publicly available until the review is complete.  If the item is rejected the submitter will be notified
          • The submitter can check the status of the review process from their My Account "Submissions" page
        • If no "Review steps" are enabled, then the Item is available immediately.

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  • DSpace allows you to batch upload content + metadata in a specific Zip package format that DSpace calls the Simple Archive Format.
  • How-to: Create an upload package
  • How-to: Upload the SAF package to DSpace
    • Keep in mind that large packages (over several GB in size) may prove difficult to upload via the web. They may timeout during upload or processing. Therefore, with DSpaceDirect, you may wish to consider creating several separate upload packages (and upload them individually) if you have a larger set of content to upload
    • Step by step upload instructions are available in the DSpace documentation at UI Batch Import (XMLUI). (Note: All DSpaceDirect sites use the DSpace XMLUI user interface)
      in the DSpace documentation at UI Batch Import (XMLUI). (Note: All DSpaceDirect sites use the DSpace XMLUI user interface)

  • Tips and Common Questions:
    • For any columns that require multiple values (including the filename column), separate the multiple values using a double pipe ||
    • DSpace generates thumbnails for the following formats only:  BMP, GIF, JPG, JPEG, JPEG 2000, PNG, TIFF, and PDF. Thumbnails are auto-generated via an overnight process. So, they will not appear until the next day.  

DSpace Permissions Overview

DSpace has several permission types that are defined in the system:

  • ADD: This permission is available only on Collections or Communities. It gives someone the ability to submit/add Items within a Collection, or create/add Collections under a Community.
  • DELETE: This permission gives someone the ability to permanently remove/delete an object. Usually only Administrators should be given this permission.
  • READ: This permission gives someone the ability to view an object.  For example, READ access on an Item lets someone view the Item's metadata.  READ access on a file (bitstream) lets someone view/download that file.
  • WRITE: This permission gives someone the ability to edit/change an object.  For example, WRITE on a Collection lets someone edit/change that Collection's name or description. 
    • Keep in mind, this is different from ADD permission.  Someone who has ADD permission on a Collection but does not have WRITE permission would only be allowed to submit Items to the Collection. They would not be allowed to edit the Collection name or description.
    Tips and Common Questions:
    • For any columns that require multiple values (including the filename column), separate the multiple values using a double pipe ||
    • DSpace generates thumbnails for the following formats only:  BMP, GIF, JPG, JPEG, JPEG 2000, PNG, TIFF, and PDF. Thumbnails are auto-generated via an overnight process. So, they will not appear until the next day.  

Individual Item Permission Changes

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