Submission and record management workflows in Figshare

0:03

Hello everyone, thanks for joining us for this webinar.

0:08

Uh, it's nine o'clock. Well it's nine o'clock my time on the West Coast here.

0:14

And so I think we're just gonna get started, um, as folks, continue to trickle in.

0:21

My name is Andrew Mckenna-Foster, I'm a product specialist here at Figshare.

0:26

I'll be conducting the webinar, the title of which is Submission and Record Management Workflows and Share.

0:33

Um, this is part of a, basically a monthly series of monthly webinars, just on, you know, tips and tricks using the Figshare platform.

0:44

There are upcoming webinars over the next couple of months and links.

0:49

If you're on our mailing list, you will get invites to sign up for these webinars. So, in March, going to be talking about the link to Figshare, Record, how the Figshare record links to other systems, and digital objects.

1:04

The audience for that is librarians and researchers.

1:07

The next webinar in April is Collaboration in Figshare, really focused on the use of projects, also aimed at librarians and web and researchers.

1:17

In May, I'm excited for Figshare API for librarians, obviously, aimed at librarians, those using the Figshare platform in the role of a manager.

1:28

Administrator.

1:30

Then, finally, in July, a webinar on reporting statistics in Figshare.

1:35

Great for librarians and those in the research office, perhaps, for anyone.

1:39

I'm interested in reporting from a positive rate, So keep your eye out for those invites as they'll come into your mailbox.

1:50

I guess I should also mention throughout this webinar, you can put questions in, question, area, or chat?

1:57

Megan is joining me and she can help handle some of that in the background, so thank you, Megan, for helping with that.

2:06

So the audience for this webinar, really, anyone, but especially librarians yet, again, as you probably guessed, especially those managing a repository based on the Figshare platform over those considering Figshare as a repository platform.

2:22

If you do currently um administer a Figshare repository some of what I'm going to talk about is definitely gonna be review for you, but I hope that there are some things that maybe you didn't realize or you didn't know that happened within the platform and that'll. That'll be useful for you.

2:39

Quick review, just in case there's anybody who has no idea what the Figshare is. A Figshare is a leading repository platform for storing, accessing and citing research outputs, including data papers, theses teaching, materials conference outputs, and much more, and this year Figshare, turn 10 years old, that's really exciting. Keep your add further announcements around that, over the next months.

3:04

There are five million objects shared on Figshare right now. There are over 80,000 citations. So we're starting to see re-use of all these research outputs shared on the platform.

3:17

What I'm going to talk about, specifically over the next 20, 25 minutes, is researcher self's submission.

3:24

The review curation process, uh, ways you can have a mediated submission workflow.

3:30

Then just a couple of points, tips about managing existing records in the repository.

3:39

As a side note so Figshare is you know, plays well with others. It can be integrated with a variety of other systems, including CRIS systems like ... Elements which is pictured here.

3:52

I am not going to be talking about the greatly expanded submission options and workflows you have if you integrate Figshare with Elements or other systems, so you do that integration. There are many more options for your researchers and administrators.

4:09

But I will be focusing on the Figshare specific workflows.

4:15

There is A a recorded webinar video of how this whole integration works and the benefits of that, and I think Megan will put that in there, chat. Oh, yeah, it's already there, fantastic.

4:28

So, you can watch that if you want more information on this, this integration in those workflows.

4:34

So, I'm going to be using a stage instance today to kind of demonstrate some of these things.

4:39

If you have a Figshare repository, you have a stage instance as well, that you can test things out on it, should mostly near your production environment.

4:48

And actually little, there's a little premature I met. Before I go to the stage instance, I wanna give you a little kind of a high level overview.

4:55

Just so as I'm switching between accounts and groups, you'll kind of know what's going on.

5:00

So my stage instance today is Faber College from the movie Animal House, and I I'm going to be using or that'll be talking about these groups, so there's the top level Aber College Groups.

5:13

There's an Astronomy group, and an example, astronomy subgroup.

5:17

And so, you know, each of these groups can have its own users, can have its own administrators and have its own reviewers.

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Groups are how the Figshare platform allows you to organize all of your items width in these groups.

5:30

I'm going to be talking about several users.

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So the top level administrator has all the privileges.

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Then there's an astronomy admin, group admin, for the astronomy group.

5:42

Then there's our researcher, Lewis.

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There was a basic user part of the Astronomy group, so hopefully you can kinda keep this in mind, as I'm clicking around in the stage environment. OK, so now we can go to Favorite College.

5:57

So here we have favorite college, the stage instance.

6:00

It's behind a password wall, so nothing here is like indexed and shows up in search engines. I've uploaded a variety of example, items into this repository.

6:11

There are some groups visible as part of this repository, as I mention. So yours that astronomy and example, astronomy subgroup.

6:21

When logging in, most institutions, of course, use single sign on. That's not set up for the stage environment, so I'm gonna login, just through Figshares, login, to manually create users.

6:31

This is what they'd see.

6:33

So I'm going to log in as Louis or our researcher first.

6:41

And Louis owns a bunch of items for records. Which we can see here. Now, I'm not gonna go into detail, really, about the, you know, the anatomy of this page and all these other options here. And save that for a future webinar.

6:53

Um, but Louis' can easily create a new item and start filling out metadata.

6:59

Rather than, have you watch me, like miss type, a bunch of things.

7:02

I've already created a draft and see that here de identified data set. I'm going to open that up.

7:09

I've uploaded a CSV file here.

7:11

Drag and drop many files into that area, or it could be a metadata only record. Whatever the case may be, All the green dots are required, metadata, and so I've filled in basically everything to publish this.

7:26

one thing I did want to note, this is kind of a recent addition to the platform is an integration with Sherpa Romeo.

7:32

So that's turned on for this, this group, and this repository. And you can see that show up here. Check, publisher, Open access, policy.

7:39

So, if this wasn't a dataset, if it was an open access paper, from my research from Lewis has research, getting uploaded, Lewis could check, and make sure, you know, find out what copy was actually allowed to be shared by the journal publisher.

7:54

So here we have a list of journals from the Sherpa Romeo site.

8:00

Let's click in the, one of these here, and choose one of the journals, and we can see all the guidelines here and see details about what we are allowed to submit to our institutional repository.

8:12

If this all looks good, I can actually add this to my record, Like the Journal, and we can see it there. And you're gonna see this in the review process, too. So that's nice. Sounds like I've checked this.

8:24

I'm not going to violate any copyright rules.

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So I can save changes. Click the Publish button.

8:33

And we see that this is going to go into review a review turned on for this whole repository.

8:38

You can turn our view on for just a certain group or a certain set of groups.

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Doesn't have to be on for everywhere.

8:46

OK, great, so, we've published this item, here's what it looks like.

8:51

You see the, the preview of the little, uh, tabular data, and metadata.

8:58

There are a couple other ways to upload files. I'll just kinda mentioned them here. I'm going to click on the on Lewis's icon and go to applications.

9:05

And we see we can integrate this account with multiple tools, GitHub, Gitlab, Bitbucket, and an FTP client.

9:13

So all these tools are ways to upload I'd files, with very minimal metadata, basically, just the title. But you know for FTP, great way to upload a ton of files into a ton of records, if you needed to do that.

9:29

For example, Git Hub, integration allows you to take a snapshot of your Git hub repository, and it's a zipped zip file, and add that tea to your Figshare account.

9:41

And every time you do a release through GitHub, you can have it automatically version your Figshare record, great way to put a DOI on this type of work.

9:50

I'm not going to demonstrate those, but I will demonstrate the FTP upload. Or I'm not sure a lot of people try to use this, and that's where they really need to, but you have a huge file, and a lot of files. This is a great option.

10:01

If you click this link in your account, it'll bring up the Help page, or you can just Google search, FTP. Share upload instructions, really clear and easy.

10:11

I, um, you can see there's some credentials here, so the username and the password set this up previously.

10:18

Just open up my file zilla window here, so I'm going to connect, reconnect to the server.

10:25

I'll set up. I've previously entered the password.

10:28

Follow the directions, I made some folders in this data folder in this right window.

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The each folder is going to be its own item in louis' account.

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And this will be the title of the item, and I have some files over on the left here that I'm going to upload.

10:44

So, we have two upload ones, so let's see, I can drag and drop those.

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And we can see that it immediately starts to upload.

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So, I can do the second one.

10:59

Let's enter the third.

11:02

So, everything should be uploading, and it looks like everything was successful, is great, or minimize this.

11:09

I go back into louis's my data.

11:15

We see those records have appeared here.

11:18

And I'll show you there is not a lot of metadata here, really only the titles filled out and Lewis as the author.

11:26

There are a couple, you know, if these are all related, you know, from the same project, maybe they are all going to have the same category, same keywords.

11:33

There is a nice feature in here that allows you to quickly fill that in, edit in Batch. So I've selected those three records.

11:41

Um, I can choose Astronomy. Since this is, it's astrobiology.

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And the item type, you know, maybe they're all figures.

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I can fill in the rest of these keywords. I can even fill in custom metadata. So here's a custom metadata field I've added for language, so I can fill that in.

12:02

Then I can save changes once I've done that all in, so firm and save, I'm done.

12:09

And now we should see that, you know, we see the Category, type in English is filled in down here.

12:17

So a nice way to, to deal with a bunch of records.

12:21

I want to make a little mention that there's a new batch upload that's coming.

12:27

I'm going to click on the Roadmap tab up here at the top of the screen.

12:30

So, you can see that right here, planned for April.

12:33

This will be in the interface and a way to batch upload records, really for, you know, gonna be very useful for administrators. So just know that that is coming.

12:45

But in the meantime there is the FTP uploader for many records.

12:50

And I will mention one other way, going back to applications.

12:54

This is going to come up later.

12:56

Scroll all the way down.

12:57

We can create personal tokens to use with the API, yet another way to add files and metadata to your to an account.

13:07

OK, so, I'm now going to log out of Louis, it says account.

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And log back in.

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As an administrator.

13:23

So, this is that top level administrator account, full privileges across the repository. This account owns a lot of items.

13:30

You might have an administrator account that doesn't own anything.

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And we see that the administrator as an administration links statistics, and this account is also a reviewer.

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So, I'm going to click on the Review option, and we see the dataset that Lewis submitted.

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I'm going to click on that.

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Can assign this to myself, and see there are some other reviewers that can review astronomy related work.

14:03

Can preview the whole item here, if I need to, I can edit the metadata.

14:09

Now, Lewis was in the Astronomy group, did not have any options to place that article outside astronomy, but this administrator account can replace that item in other groups within Fabre College.

14:21

So I could place it in the system dissertations or English, whatever I need to do.

14:27

So that as an option, a little more way to help organize items in your repository, no matter where the users are coming from.

14:36

The other thing I want to point out, as I scroll all the way down, we can view selected …, Sherpa Romeo policy.

14:42

I can see what Louis has selected and decide if that's that's correct or not.

14:48

I need to make a change in ... account. I can just access Loss' account from this link right here, direct impersonation of the account and make any changes needed.

14:57

So when I'm when it looks good, it can improve and publish, leave notes for Louis, if you want, and that's all ready to go.

15:07

I will also want to quickly mention mediated deposit.

15:12

So, we just saw how a reviewer can submit something, and then that can be reviewed. Go to Administration.

15:22

We have three options here as the administrator and the top level administrator so I can actually unpublished records if I needed to.

15:29

But under users, we have, can see, all the users and as astro administrator.

15:35

So in this case, I'm using this account to hold items that maybe, you know, favorite college owns. Maybe a specific author isn't uploading them, Maybe they're telescope, images, or something.

15:47

So we want to put them all in one account, where we can easily manage them, rather than logging in as astro admin. I'm just going to impersonate.

15:59

And I'm looking at the Ask for Admin account as if I'm logged in as that person but we can see that clearly we're impersonating.

16:07

I've previously uploaded a few items here, Pretend I just uploaded these. You'll see, of course, that Astro Admin is added as the author.

16:15

But we can remove that author and put in Any, any author that makes sense saw this.

16:22

I'm just gonna select some here and wants to make sure all the metadata is correct.

16:27

We could just publish, here, I'm gonna save changes, but, if we have multiple items, you can also publish multiple items all at once. So, I'm going to select all the draft items I've just selected.

16:41

I Can Publish all of them all at once, so yes, they're going out under these terms, and they're all set.

16:52

So, if we look at the repository, we should see.

16:57

Hopefully, Oh, of course, they went into review, so I'd have to review them first, I would make sense.

17:03

I'm not going to review these, I'll just show you that they, they've showed up here for review, and we could have those reviewed, and then they'd be public on the repository.

17:12

OK, so, I'm going to spend the last couple of minutes talking about how to manage records, and different ways you can manage records within the repository.

17:23

The first, oh, I should leave this account.

17:28

So, items may get uploaded, reviewed, you might.

17:33

With the CSV uploading tool that's coming out, it might upload and and automatically approve a bunch of items to be published.

17:40

Um, then, you're clicking through the repository and you notice.

17:44

Like there was an error in this, in this metadata. So, for example, openness, Mars, curiosity, item here.

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They might be in here and be like, oh, I see a mistake. We need to fix that.

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Do you remember what account owned that, that item?

18:00

Because you might need to impersonate an account to make that change.

18:03

Right now, there's no way to actually do that.

18:06

However, I want to point out on the Figshare roadmap, scroll down, It's coming. So a solution to that is coming in under improvements here later this summer.

18:16

You will be able to, as an administrator, if you're logged in, just click right in and fix, fix some errors.

18:22

In the meantime, though, there are other ways to find out who owns an item.

18:27

And I want to just point out, … introduced how to use the API documentation page to do that.

18:33

So, I'm going to highlight are copy this item ID.

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And I previously opened Figshare API documentation, It lives at docs dot Figshare dot com. Notice I'm at docs dot ...

18:48

dot com, they use with the stage instance.

18:51

And a lot of options here. A lot of endpoints and information.

18:57

We're gonna go to articles.

19:00

I have previously entered a token that I created from my administrator account.

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This gives me a lot of access to to all of these endpoints.

19:08

And I'm gonna go to private article, even though I don't own this article. I can still get all that.

19:13

All the metadata from this article are going on, article details.

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And we can just paste that article ID directly in here.

19:22

See, I've done it before, Try, and it brings up JSON formatted information. So we can see curation status, lots of information about the files.

19:33

I'm sorry, I'm going to scroll down, here, are a bunch of information past all the custom fields.

19:39

And we see our custom ID.

19:41

I don't know if I can zoom in here a little bit.

19:44

We see the customizer there.

19:46

So sorry, the account ID.

19:48

Then you might be like, Well, I don't, I don't, I didn't memorize the account IDs for my institution.

19:54

That's OK.

19:56

Take you back to the administration page.

20:01

Under the Users option, you can highlight all your users, or select them and download a user report, and this contains the item IDs, as well as tons of other information.

20:10

Done this previously, open it up.

20:13

And we see, uh, 1, 8, 8 3, 6, 8, 2.

20:18

We could search the page for it, and we see it right here. It's owned by Astro Admin.

20:25

So then we could impersonate that account and make that change.

20:29

Another, uh, thing that you might need to do when managing records is, I'm gonna go back to the main page here, it's changed the thumbnail.

20:39

Now, this, the ability to change thumbnails is discussed and planned for later feature release.

20:47

Um, but in the meantime, it's totally possible to do it through the API, and it's actually really very easy. So, notice the thumbnail here is this curiosity image, thanks NASA for all these images today.

21:00

But this page, this item also has this really cool curiosity rover image that I want to actually be the thumbnail, just to make the repository look even better than it already does.

21:11

So within the API Documentation, scroll down.

21:20

Article version, private updates, I'm on the left side of the screen. I know it might be a little difficult to see here, but I'm going to click on that.

21:26

And within this, this area, there's an update article, version thumbnail. I'm open that up. We see we need three pieces of information, Article ID, version ID and yield IDE or file ID.

21:37

And the file ID.

21:39

has to go in in a, in a JSON format. So, we see that over here.

21:42

I can click into this, and it'll click on the, on the right side, I clicked on the, kind of like example, and it pre filled this file ID for me.

21:52

OK, so we can gather up this information, The Item ID is within the URL, Copy, Paste, article ID.

22:01

Then the File ID is also in the URL, because I've selected the image that I want to be the thumbnail.

22:09

They sat in there.

22:10

Oops, wrong place.

22:14

There we go. Then, the version.

22:16

right here, version two, I need to fix this.

22:21

OK, now, assuming there no, like, Webinar ghosts that are going to mess things up all.

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Click Try.

22:27

Great.

22:27

We got a response to hundred and five, which means everything worked.

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We can check this to refresh the screen.

22:38

Great, we have the image that, that I think looks really neat and is now the thumbnail. So, you can use that to, to make your items look the way you want them to within the platform.

22:51

So the last thing I'm gonna just point out and talk about, is, uh, is a workflow to give access to items that might be embargoed. You maybe want to provide access to a class.

23:05

You know, maybe they're the records or physical objects within a collection, and you don't want to just let anybody be able to download those images of those, those, those pieces are, or something like that.

23:18

So you want to have a class that wants to be able to use these as part of their curriculum, other course.

23:24

How would you do that? And we have an example here.

23:31

Validation of a post-tax tuition dysphagia screening, something.

23:36

So, you can see it's, it's embargoed, if I click on it, it's embargoed for everyone.

23:43

That the account that I'm in owns this record.

23:45

So, I'm gonna go to my data, show you that it's right here, I could edit it, but it is embargoed.

23:54

Notice that it's been added to a project.

23:56

So, you can add things to projects using the actions button, um, and here's the project, over here, example Collaboration project, and you can see that I've added a bunch of other users to this project.

24:09

See, there are a bunch of other items in this project.

24:11

I'm gonna go to Manage, Edit Project details.

24:15

So, I have two collaborators, you know. Maybe these are the Professors, and Louis has been added as a viewer. So maybe a student here.

24:23

Because Lewis, as a student, as part of this project list, can actually access these on this embargo file, and see it, and even I can, no, I own this, but I can see it as well, accessing it through the project.

24:36

And you can see that the, that this is kind of a different view. We haven't the project link here.

24:42

So, just to show you that from Louis' perspective, um, I will log out and login as Lewis, and we'll see that record.

24:53

It'll come in as Louis here?

24:58

And now, So Lewis can go into the projects.

25:01

So, every student can have a, you know, an account and we can see that Lewis is a member of multiple projects And a viewer on this specific project can come in here.

25:10

And can see this, that's embargoed file and has access to it.

25:15

Now, when when the classes ended, Louis can be removed from the project, and will not have access to this file anymore.

25:26

So, I'm going to end it there and see if there are any questions. Thank you again for attending. And if you have any questions, you can please e-mail me. I hope that you walk away from this webinar with having learned at least some minor thing that was new to you.

25:45

And please do sign up for our future webinars, or, actually, a lot of other webinars than the ones I just mentioned coming up.

25:52

So, if you haven't already sign up for that newsletter link, and you'll stay up to date on all the Figshare happenings.

26:00

So, I will just kind of hang out if there are questions.

26:04

I can answer them now, or e-mail me later with your questions.

26:11

Thanks, Andrew, and there are currently any questions, but I'll give it a minute for people to ask them.

26:18

And I will say that all the links that are in the chat, that will be sent around with the recording as well.

26:25

So, don't worry about making sure that you took note during the webinar, just in case.

26:39

And I can also include Andrew’s e-mail address in the follow-up as well if you do have any questions that pop into your head.

26:49

And Megan, I'll also add that if you are current, no repository manager of a Figshare repository, and, um, all right. You saw something that you could add. I'm always interested in hearing how folks are using their repositories and managing their records.

27:07

So, I'm happy to, I would love to, to hear more, so I feel like sharing with me, I'd love to hear that.

27:18

Doesn't look like there are any questions. I think we can end it there. Thank you so much, Andrew, and run the recording. In the next couple of days, Keep an eye out for it, and yeah, any questions pop up, Either replies to e-mail us or someone, be happy to answer them.

27:37

Thanks, everyone!

27:40

Thank you! Bye!

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