4.2. Basic administrator's tasks

4.2. Basic administrator's tasks
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This section describes how to complete common administrator's tasks using the dLibra Administrator's Application.

4.2.1. Creating/removing collection

To create a new collection:

In the Library Tree select the library collection which will be the supercollection for a newly created one.
From the popup menu select the New collection... function. Alternatively, the toolbar button or main menu options can be used.
In the first step enter name, description and notes for the new collection. Press Next button to proceed to the next step.

Figure 4.2. New collection wizard - general information
In this step grant appropriate rights to users. Press Next button to proceed to the next step.

Figure 4.3. New collection wizard - rights
In the last step the user may assign publications to new collection. Press Finish button to create new collection.

Figure 4.4. New collection wizard - publications

To remove a collection:

In the Library Tree Select the collection to be removed.
Press the Delete button. Alternatively, a context menu or a pull-down menu can be used.

4.2.2. Managing publications in collection

There is a possibility to manage publications membership for a given collection. A user who has a right to manage a given collection can add publications to it and remove publications from it. An interface enabling it is placed on a tab named Publications available after choosing a certain collection in “Collections Tree”.

Figure 4.5. Collection's publications management

After choosing certain collection in “Collections Tree”, on the tab named Publications ( Figure 4.5, “Collection's publications management”) appears an interface enabling publications' membership management (for selected on “Collection Trees” collection).

On the top of the Publications tab a table used for editing publications' to collection assignment is placed. The table has two columns. In the right column library structure is placed (the same as in “Directories Tree” but not editable). An element in the right column (in “Directories Tree”) is selected or not when corresponding check box on the left side is selected or not. There are three possible states of this check box:

- state possible for every element. In case of a directory it means that none of the publications which it encloses is assigned to selected collection. In case of a publication it means that the publication is not assigned to selected collection.
- state possible only for directories and it means that a directory encloses both publication(s) which are assigned to selected collection and publication(s) which are not assigned to selected collection,
- state possible for every element. In case of directory it means that all publications in this directory are assigned to selected collection. In case of publication it means that the publication is assigned to selected collection.

Modifying check boxes publications' assignment to collection is modified.

All changes have to be approved by pressing Apply button on the bottom right of Properties Window.

4.2.3. Library attributes management

Library Manager application allows user to manage attributes in dLibra system. It is possible through interfaces available after choosing attributes node or single attribute node in Library Tree.

Attributes in dLibra system are stored in a certain order, which is important in view of presenting bibliographic description of library resources. For every attribute (and the attributes node) it is possible to manage the order of its subattributes on the Attributes order tab ( Figure 4.6, “Attributes order management”).

Figure 4.6. Attributes order management

On the left side there is a list of attributes and on the right side there is information about currently chosen attribute. These values are only informational and cannot be edited here. Order of attributes in the list can be easily changed using Up and Down buttons. All changes must be confirmed by pressing Apply button down the screen.

Editing attributes properties can be performed using the interface placed on a General information tab available after choosing single attribute node in the Library Tree. User can change name, RDF name, role and description of each attribute.

Figure 4.7. Attribute properties

Name and description of an attribute are multilingual properties and they have informational character. RDF name is a unique name identifying attribute inside Dublin Core metadata scheme and outside the system. A single role can be assigned to an attribute, if it has a special meaning in a system and it's value is used in other contexts. dLibra system lets user to assign attribute one of the following roles:

Contributor
Coverage
Creator
Date
Description
Format
Language
Publisher
Relation
Resource identifier
Resource type
Rights management
Source
Subject and keywords
Title
Tags - accepted tags will be added to values of the attribute which has Tags role.

4.2.3.1. Adding and removing attributes

To add new attribute:

Choose attributes node in the Library Tree. An interface to manage attributes will appear on a tab Attributes management.
Click Add button placed below the attributes list on the left.
In the New Attribute Wizard enter name and description for an attribute for all languages. Enter the RDF name - a unique attribute identifier To create new attribute press Apply button.

Figure 4.8. New Attribute Wizard

Newly created attribute will appear as the last element in attributes list and will be "grayed". Unless changes are committed by clicking Apply button there is no way to edit it or change it's order. After applying it's colour changes to black and attribute is fully functional.

To remove attribute:

In the Library Tree select the attribute's node to remove.
Click the right mouse button on it and select Delete option. If the attribute is connected with values then system will ask for confirmation, if not the attribute will be removed.

4.2.3.2. Attributes editing

To edit properties of an attribute:

Choose single attribute node in the Library Tree. An interface to manage attributes' properties will appear on a tab General information.
Enter or choose new values in the fields Name, RDF Name, Role and Description. It is worth remembering that name and description are multilingual values. If a role is chosen that some other attribute has already had assigned, user will be asked to confirm the operation. Assigning this role to a new attribute will cause old attribute to be assigned "no role" value.
All changes must be committed by clicking Apply button.

4.2.4. Attribute's values dictionary management

The following section describes in details functions and operations allowing the management of synonyms' dictionary and describes steps to be taken to commit these actions.

Figure 4.9. Attributes values management

Interface to manage attributes' values is available after choosing a single attribute node in Library Tree and a tab named Values. Panel is divided into two parts - list o synonyms' groups on the left and list of single group values on the right. List of values is filled with values after choosing single group on the left list. Each list has additionally a set of buttons allowing to perform some operations on dictionary. All actions are described in details later in this section.

4.2.4.1. Managing of synonyms' groups

To create a new synonyms' group

In a text field placed below the groups list, a value for a base value in a new group should be entered. This value will also become a name for a new group. Value must not be already in use by some other group
To create a new group click Add button placed beside the groups list.

To remove a group of synonyms:

Choose a single group on a groups' list.
Press Remove button placed beside the groups' list. After confirming, a group and all it's values will be removed from the list and from the system.
Caution! If any of the group's values is assigned to a bibliographic description of some library element, the system won't delete such a group and will show a dialog with information that all connections should be removed instead.

To merge two groups of synonyms:

Choose a group in a list, that has to be merged with other group.
A button Merge should be pressed. After confirming an intention of merging the groups a new window with groups' list will appear.
From a new list ( Figure 4.10, “Choosing a group to merge”) choose a group that previously chosen group should be merged to. Edition field up the window makes it easier to find a groups with names containing certain set of characters. An All button brings all the groups back to the list.

Figure 4.10. Choosing a group to merge
To finish the process of merging groups press Apply button. Previously chosen group will be merged with new one and it means that old group will be removed and all it's values will be moved to a new one.
Caution! If the target group contains a value with the same name as one of the values from group chosen to be merged, system won't merge these groups and instead will show a dialog with information that this operation cannot be proceeded. Before merging groups it must be assured that there are no duplicate values' names in groups.

4.2.4.2. Managing the attributes' values

All actions can be performed after choosing a certain group in the left list.

To add a value to a group:

In a text field placed below the values' list enter the name for a value that should be added to a group. Name cannot be already in use by other value in a group.
In order to add a value press an Add button placed beside the text field.

To remove a value from a group:

Choose a value from the right list that has to be removed.
Press the Remove button placed beside the list. Value will be removed from the list and from the system.
Caution! If the chosen value is assigned to a bibliographic description of some library element, the system won't delete such a value and will show a dialog with information that all connections should be removed instead.

To change the value's name:

Choose a value which name should be changed.
Press the Edit button. A dialog allowing to edit a value will appear.
Enter a new name for a value and press Apply button. If the group's base value was edited then the group will get a new name as well.

Figure 4.11. Editing an attribute's value's name

To merge two values in a group:

Choose the value that should be merged with other value.
Press the Merge button placed beside the values' list. After confirming a new window will appear with the values' list.
From a new list choose a value to which previously chosen value should be merged to. Edition field up the window makes it easier to find the values with names containing certain set of characters. An All button brings all the values back to the list.
To finish the operation of merging the values press Apply button. Previously chosen value will be merged with new one which means that all connections to it will be removed with connections to a new one.

To move a value to a new group:

Choose a value that has to be moved to a new group.
Press the Move button. After confirming a new window will appear with the groups' list that this value may be moved to.
From a new list choose a group to which previously chosen value should be moved to. Edition field up the window makes it easier to find the groups with names containing certain set of characters. An All button brings all the groups back to the list.

Figure 4.12. Attribute's name edition dialog
To finish the operation of moving the value press Apply button. Previously chosen value will be moved to a new group.
Caution! If the chosen group already contain a value with the same name, system won't move the value to that group and will show a dialog with information that this operation cannot be performed instead.

To change base value in a group:

Choose a value form the list that has to be the new base value.
Press New base button. Chosen value will become a new base value in a group and therefore a group's name will change into a new one.
Caution! Be sure that there is no group with the same name as chosen value. If such a group already exist the operation of changing base value will not finish correctly.

To remove the connections of a value:

Choose a value from a list which connections should be removed.
Press the Editions... button. A new window will appear containing a list of editions and directories that bibliographic description is connected with the value. Pressing Cancel button any time will cancel all changes made.

Figure 4.13. List of editions and directories connected with a value
Press the Remove connections button. All editions and directories will be removed from the list.
Caution! In case user has no rights to modify any of the editions or directories, a dialog will appear informing about the problem and no connections will be removed.
Press the Apply button to finish the process of removing the connections.

4.2.4.3. Importing groups of values into the dictionary

Import... button on the dictionary management panel allows editor or administrator to import groups of values from external sources. The mechanism which imports groups of values is based on the extensions which provide such functionality. By default, dLibra system includes the following extensions which import groups of values int the dictionary:

MARC groups of values import - details can be found here.

If there is only one such an extension in the application then the Import... button invokes the extension and the user should act according to description of the extensions. If there are more extensions then firstly user selects extension which should be used and then acts according to description of the extension he has chosen.

4.2.5. Users and groups management

4.2.5.1. Library users management

To create a new library user:

In the Library Tree select the users node or a user node.
From the popup menu select the New user... option. Alternativelly choose button from toolbar or opcję New user... from Management menu.
In the first step ( Figure 4.14, “New user wizard - general information”) provide user's general information. Identifier, e-mail address and password are required. Choose one of the three user types:
- Administrator/editor - dLibra system user, can log in to any application (including editor and administrator application), usually his/her task is administration of the dLibra system or library content creation
- Reader - WWW user, cannot log in to editor and administrator application, can log in on WWW pages and modify information concerning his/her account,
- Reader with restrictions - has the same possibilities as the Reader excluding possibility to modify his/her account.
To go to the next step, press the Next button. It is to possible to create the user here by pressing the Finish button.

Figure 4.14. New user wizard - general information
In the second step ( Figure 4.15, “New user wizard - assigning to groups”) assign user to groups. Member of list constains groups which the user will assigned to, Not member of list contains groups which the user will not assigned to. Press the Next button to go to the next step.

Figure 4.15. New user wizard - assigning to groups
In the third step ( Figure 4.16, “New user wizard - assigning administrative rights”) assign administrative rights to user (the meaning of rights is described in ???). Press the Next button to go to the next step.

Figure 4.16. New user wizard - assigning administrative rights
In the last fourth step ( Figure 4.17, “New user wizard - defininf access domains”), assign access domains. Managing access domains is described in details in ???.

Figure 4.17. New user wizard - defininf access domains

To remove a user:

In the Library Tree Select the user to be removed.
Press the Delete button. Alternatively, a context menu or a pull-down menu can be used.

4.2.5.2. IP users management

IP users in dLibra system are defined by administrators as a set of IP addresses or domain names. Therefore authentication of such a user is performed by checking IP address of a computer that established connection. If the IP address is included in a set of addresses assigned to an existing IP user then dLibra system assumes that the connection is established by this IP user. As you can see the authentication process is automatic (user does not have to provide credentials). If there is a need to identify a set of computers (e.g. reading room) as one user then IP user should be used. Then we can assign to such a user (which is a set of computers) rights to publications. For example view rights to specific publications can be granted only to computers in specific location (e.g. specific institution). As a result these publications will not be available to the web users connecting from other locations, but will be available to the web users connecting from this specific institution.

To create a new IP user:

In the library tree select the IP users node or any IP user node.
From the popup menu select the New IP user... option. Alternativelly choose New user... from Management menu.
In the first step ( Figure 4.14, “New user wizard - general information”) provide user's general information. Identifier and name are required. To go to the next step, press the Next button. It is to possible to create the user here by pressing the Finish button.

Figure 4.18. New IP user wizard - general information
In the last step ( Figure 4.17, “New user wizard - defininf access domains”) assign IP addresses or domains which define the IP user. Managing domains is described in details in ???.

Figure 4.19. New IP user wizard - defininf access domains

To remove a user:

In the library tree select the IP user to be removed.
Select Delete in a context menu or main menu (Edit menu).

4.2.5.3. Library groups management

To create a new users group:

In the Library Tree select the groups node or a group node.
From the toolbar select button or choose Nowa grupa.. option from popup menu. You can also choose New group... option from Management menu.
In the new group wizard (the first step --- Figure 4.20, “New group wizard - general information” ) specify general information (description and name). Press the Next button to go to the next step. It is to possible to create the group at this point by pressing the Finish button.

Figure 4.20. New group wizard - general information
In the second step ( Figure 4.21, “New group wizard - assigning users”) assign users to group. If a user is placed on the Members list then the user will be assigned to new group. zostaną dodani do nowej grupy. Press the Next button to go to the next step. It is to possible to create the group at this point by pressing the Finish button.

Figure 4.21. New group wizard - assigning users
In the last step ( Figure 4.22, “New group wizard - assigning administrative rights”) assign administrative rights to group. Detailed information about the meaning of particular right can be found in ???. Press the Finish button to create the group.

Figure 4.22. New group wizard - assigning administrative rights

To remove a group:

In the Library Tree select the group to be removed.
Press the Delete button. Alternatively, a context menu or a pull-down menu can be used.

4.2.5.4. LDAP groups management

	Note
	To understand this section basic knowledge about LDAP is required.

To create a new LDAP group:

In the Library Tree select the LDAP groups node or an LDAP group node.
Select the button from toolbar or choose New LDAP group... from popup menu. You can also choose New LDAP group... option from Management menu.
In the first step of new LDAP group wizard ( Figure 4.23, “New LDAP group wizard - general information”) specify general information.

Figure 4.23. New LDAP group wizard - general information
In the second step ( Figure 4.24, “New LDAP group wizard - defining LDAP group”) define group. Assign group attribtues and base path. Attributes are listed in Attributes list. Assigned attribute-value pairs are listed in Assigned attributes list. To add attribute:
1. Enter attribute name (or select it from Attributes list list) in the Attributes list text field,
2. Enter attribute value in the Assigned attributes text field and press Add button.
To remove attribute-value pair, select it on Assigned attributes list and press Remove button. Press the Next button to go to the next step. It is to possible to create the LDAP group at this point by pressing the Finish button.

Figure 4.24. New LDAP group wizard - defining LDAP group
In the last step ( Figure 4.25, “New LDAP group wizard - assigning administrative rights”) assign administrative right. To create new LDAP group press Finish button.

Figure 4.25. New LDAP group wizard - assigning administrative rights

To remove an LDAP group:

In the Library Tree select the LDAP group to be removed.
Press the Delete button. Alternatively, a context menu or a pull-down menu can be used.

4.2.6. Languages management

WWW application in dLibra system may have different language versions - for example, users visiting digital library from England see WWW pages (buttons' names, labels, etc.) in English while users visitng digital library from Poland see WWW pages in Polish. These languages are interface languages. By default users have two languages avaliable - Polish and English. In order to add new interface language it is required to translate buttons' names, labels, etc. Additionally, administrators have to remember to provide collection names, attributes names, etc. in new interface language (because users see this information on WWW pages).

In dLibra system there are also metadata languages. Edition's bibliographic description, edition's description and comment are specified in metadata languages.

On the WWW pages users may choose both interface language and metadata language. The choice of interface language is independent from the choice of metadata language (and vice versa) therefore it is possible that user have WWW pages presented in English but specific edition's metadata in Polish.

When Interface languages or Metadata languages (???) node is selected administrator may set languages that are used in dLibra system. Currently used languages are selected on languages table. In order to add/remove language select/deselect check box corresponding to the language. Every language type (metadata and interface) has to have default language. Default language is used when the system cannot find the language corresponding to WWW user. For example, let us assume that we have system with English (default) and Polish interface language and Polish (default) metadata language. When user from Germany visits WWW pages then default (English) interface language and default metadata language (Polish) will be chosen to present data (because there is no German interface/metadata language).

Figure 4.26. Languages management