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Trace User Support

Administrative FAQs

I. General Questions

a. What is the difference between a site-level administrator and a community manager (series-level administrator)? b. What does a "series administrator" or "communtity manager" do? c. Is it possible to create a generic login ID and password for limited access so that student assistants can configure community and series pages without having total administrator privileges to the Trace site? d. Is it possible to work in the configuration pages using the same login on multiple computers (i.e. can a student and I log in using my password and work on different community pages on separate computers)? e. I am an administrator for Trace, but do not receive notification of submissions for certain series. Why do I only get emails for certain submissions and not others? f. I am a site-level administrator, but would like to be notified of content added to all of Trace's series. How can I become a series-level administrator for all of the existing series? g. If a submission to Trace is 'born-digital', will a Google search produce a link to Trace? h. What does the "Papers to Date" statistic at the bottom of the homepage inlcude? i. Is there a way to run a report on a specific group of submissions besides a series (i.e. Top ten downloads, etc.)? j. I would like to create a report with various specifications, like the number of views of a a metadata record instead of the number of times downloaded, or a report that shows the domain from which a download originates. Is there the option to do this with bepress's usage reports? k. How does an Event Community differ from other communities? l. Does Trace have a quick submission guide or reference manual for navigating the system?  

II. Structure/Formatting

a. How many series levels are possible in Digital Commons? b. Can you list subcategories (as document types or series) under each category on a collection's main page? c. I've changed a series' association to a community, but when I go to Trace's main page, the changes are not visible. Why? d. When I have a series page that lists the different periods within the same year (for example, different seasons), show I order them to descend from the most recent date to the oldest date? e. How can I edit the breadcrumb path so that it will display the page title and not the URL? f. I have noticed that many departments have different names for the person in charge (i.e. Head, Director, etc.). How can I make this distinction on the community page? g. How can I add links with pictures to affiliated professors' SelectedWorks pages from a departmental page? h. On the configuration tools for a community page, what is the purpose of the 'Gallery Feed URL'? How does this "image slideshow" work on a community page? i. When uploading an image, the configuration page provides several options: "as a .gif file up to xxxpx wide" or "WIDTH in px"/"HEIGHT in px". Based on these 3 fields, is there a maximum GIF file size, or can I make the GIF as large as I want by manually entering its width/height in pixels? j. What is the difference between the 'auto-collect' and the 'group' features? k. Can I have an item appear in more than one collection? Is so, how can this be accomplished? l. Is there a way to disable cover page generation for submissions to Trace?  

III. Uploading

  a. What is the easiest way to perform a batch upload in Trace? b. I need to make some changes/additions to the metadata of a batch that has already been uploaded. How can I do this without redoing an entire batch upload? c. I have set up an auto-collect for a series, but none of the articles that should have been collected are showing up on the series page. Why? d. How do I set up auto-collection to filter ETDs into their home department? e. How can I cross-reference an article from one series to another? f. Is there an option for "no date" in the publication date field? The content does not have a date on it, and I would like this to be reflected in Trace without the default addition of the current year to the metadata record. g. I want to provide a citation that is different from the automatically generated in Trace. How can I do so? h. How can I make a scanned item full-text searchable in Trace? i. I have extra files that I need to upload. How can I do this? j. Is there a recommended video file format that works to preserve the video's integrity while also providing ease of use for the end user? k. I have uploaded a video file to Trace, but when on the metadata page, there is no "Download" option for the file. Why, when the video file was uploaded as a primary file, does no download button appear? l. Does posting a published paper compromise the copyright?  

IV. SelectedWorks Configuration

  a. There are some SelectedWorks authors with articles not published as PDFs that I cannot seem to harvest to the community page. How can I import these articles into Trace? b. When I import papers into Trace from the faculty members' SelectedWorks pages, I receive the "congratulations" email instead of the faculty member. Why is this? c. What is the best way to import revised submissions into Trace from SelectedWorks? d. What is the difference between 'collecting' SelectedWorks articles into Trace rather than 'reposting' them in Trace?    

General Questions

What is the difference between a site-level administrator and a community manager (series-level administrator)?

Some administrative tasks are specific to communities, primarily tasks related to altering the title or creating associations between communities. These are for the site-level administrator, as they are essential to the repository structure. Series-level, or community managers, are administrators whose role is related to loading and publishing content.

What does a "series administrator" or "community manager" do?

For most series, the administrator or manager is responsible for the submissions to the series. The administrator will receive an email notification when a paper is submitted to the series, check to assure that the paper conforms to the series/community guidelines, and post the paper to the series. Additionally, the administrator or manager has the ability to upload documents directly and change the series configuration.

Is it possible to create a generic login ID and password for limited access so that student assistants can configure community and series pages without having total administrator privileges to the Trace site?

This is easy to do with series pages by making that person an administrator solely for a single series, preventing them from editing the rest of the site. Communities, however, are edited by site-level administrators, and would give the student access to all site configuration options.

Is it possible to work in the configuration pages using the same login on multiple computers (i.e. can a student and I log in using my password and work on different community pages on separate computers?)

Yes, it is possible for two people to be logged into the system using the same account. The only issue likely to occur if the two individuals are trying to edit the same area of the site.

I am an administrator for Trace, but do not receive notification of submissions for certain series. Why do I only get emails for certain submissions and not others?

In order to receive notifications of submissions to a particular series, you have to be an administrator for that series, rather than just being a site-level administrator.

I am a site-level administrator, but would like to be notified of content added to all of Trace's series. How can I become a series-level administrator for all of the existing series?

You can add yourself as an administrator for all of the series, but there are a number of difficulties that may arise from being assigned manager of hundreds of series. Your My Account page will become quite populated, with over 800 links added to accommodate all of Trace's series, and email notification will become a burden.

If a submission to Trace is 'born-digital', will a Google search produce a link to Trace?

Yes. Both bepress and Google full-text index all PDFs for which this is possible (i.e. the text is available and readable).

What does the "Papers to Date" statistic at the bottom of the homepage include?

Any items that has been included (whether full-text or not) in Trace is counted in this statistic.

Is there a way to run a report on a specific group of submissions besides a series (i.e. Top ten downloads, etc.)?

Run a usage report at the top-level of the site. Go to the site configuration screen, select Usage Reports, and define the report you would like to run from there.

I would like to create a report with various specifications, like the number of views of a metadata record instead of the number of times downloaded, or a report that shows the domain from which a download originates. Is there the option to do this with bepress's usage reports?

Information on the sources of download hits, as well as page views, can be found using Google Analytics, which support has been enabled for Trace. Bepress provides a basic instruction guide for using Analytics, but does not provide technical support. Currently, Digital Commons supports Administrator Reports, but these do not have customizable fields.

How does an Event Community differ from other communities?

Like journals, these communities can be branded and styled individually, depending on the needs of the event. You will simply provide bepress with the design parameters in addition to the title and URL that you wish to use, prior to adding content.

Does Trace have a quick submission guide or reference manual for navigating the system?

Yes, both, along with additional support tools, can be found on the Administrators page under the Help Guides heading.

Structure/Formatting

How many series levels are possible in Digital Commons?

From the community home page, bepress can only support three tiers down. However, the number of series in a community is basically unlimited.

Can you list subcategories (as document types or series) under each category on a collection's main page?

You can request (via bepress) to have subcategories (document types) below the main categories (series), but only the main series will be clickable.

I've changed the a series' association to a community, but when I go to Trace's main page, the changes are not visible. Why?

When you group a series to a community, three areas change: the series, the community, and the top-level of the site. All three levels must be updated before the changes will appear at the highest level.

When I have a series page that lists the different periods within the same year (for example, different seasons), should I order them to descend from the most recent date to the oldest date?

Yes. Order the submissions to display the most current work first, unless otherwise specified.

How can I edit the breadcrumb path so that it will display the page title and not the URL?

You can edit the breadcrumb by entering the text that you want to appear there in the abbreviation field on the configuration page.

I have noticed that many departments have different names for the person in charge (i.e. Head, Director, etc.). How can I make this distinction on the community page?

The 'Chair' designation is a part of the Digital Commons template, but you can enter the name of the individual into the form, and follow it with their respective title (ex. John Smith, Head).

How can I add links with pictures to affiliated professors' SelectedWorks pages from a departmental page?

You can do so by collecting the SelectedWorks authors' URLs. To do so, go to the community or series where you wish to create the gallery. Click the Collection link in the left-hand sidebar, and then click Edit next to the manual collection box. Fill in the URLs you wish to link, and add additional rows as needed. Click Save and update to make the changes visible.

On the configuration tools for a community page, what is the purpose of the 'Gallery Feed URL'? How does this "image slideshow" work on a community page?

The Image Slideshow will dispay rotating photos from a repository image gallery (or external source) on the community page. To set up a slideshow, an RSS feed URL needs to be entered into the 'gallery feed URL' in the configuration page. For image galleries housed in the repository, the URL can be formed by adding gallery.rss to the end of the gallery's URL (ex. http://trace.tennessee.edu/infosci/ would become http://trace.tennessee.edu/infosci/gallery.rss).

When uploading an image, the configuration page provides several options: "as a gif file, up xxxpx wide" or "WIDTH in px"/"HEIGHT in px". Based on these 3 fields, there is a maximum GIF file size, or can I make the GIF as large as I want by manually entering its width/height in pixels?

While it is not necessary to end the width and height, doing so can ensure that the size will be rendered properly. The size limitation is up to 640px wide, and the main consideration for the height is that the image still fits in visually with the rest of the page and doesn't push the content too far down.

What is the difference between the 'auto-collect' and the 'group' features?

The 'group' feature is a structural tool that allows you to organize content, or group it, within communities. The 'auto-collect' feature is essentially a filtering tool that can be set up within a series or community to recognize and collect new submissions based on key words or tags. For example, the Anthropology series could be configured to 'auto-collect' all new submissions that list Anthropology as a subject.

Can I have an item appear in more than one collection? If so, how can this be accomplished?

Yes, it is possible to have an article appear in more than one place in Trace, and it will only be counted once in the article count. Also, it will only have one unified download count. To have the item appear in multiple places, go to the article page of the item you want to collect, and copy the URL from the location bar of your browser. Then go to the configuration page of the series where you want the item to appear, and click the collection/group link. On the Collection page, enter the copied URL into the blank box, and select the Save Changes button. Finally, click on update site to make the changes visible in Trace.

Is there a way to disable the cover page generation for submissions to Trace?

This can be done by request through bepress.

Uploading

What is the easiest way to perform a batch upload in Trace?

The Excel sheet batch import is the easiest method of batch upload, and instructions for this can be found in the Trace User Manual, on the Help Guides page.

I need to make some changes/additions to the metadata of a batch that has already been uploaded. How can I do this without redoing an entire batch upload?

The Batch Revise feature on the Manage Submissions page allows you to export the previous version of the batch, where you can change and edit the content before selecting the Batch revise Excel option in Trace.

I have set up an auto-collect for a series, but none of the articles that should have been collected are showing up on the series page. Why?

While the auto-collection filters will automatically add collected articles to the series from the source location, these articles will not be displayed on the front-end of the site until you update the series.

How do I set up auto-collection to filter ETDs into their home department?

You will need to use the auto-collect tool to define a set of filters for each department that will identify which ETDs should be collected (ex. "English" listed as a major will be filtered into the English community).

How can I cross-reference an article from one series to another?

There are two options: Collection or Grouping. With Grouping, you want to work from the page or publication that you would like to group (or nest) under the publication URL you specify. With Collection, you want to work from the page or publication you want to collect the content under.

Is there an option for "no date" in the publication date field? The content does not have a date on it, and I would like this to be reflected in Trace without the default addition of the current year to the metadata record.

At this time, there is no solution to the problem. Digital Commons is structured so that this field can only accept a numeric date value.

I want to provide a citation that is different from the automatically generated one in Trace. How can I do so?

When uploading a submission, use the Recommended Citation box toward the bottom of the submission form to customize the citation.

How can I make a scanned item full-text searchable in Trace?

By scanning the document to a PDF format and then performing OCR and saving this version to Trace will create a full-text searchable item both in the Digital Commons search engine and in Google.

I have extra files that I need to upload. How can I do this?

At the end of the submission form, check the Additional Files box to add files after the initial upload. Each additional file added will have a separate link and unique URL in Trace.

Is there a recommended video file format that works to preserve the video's integrity while also providing ease of use for the end user?

There is no 'ideal' video format, but the recommended formats for bepress include: .avi, .mov, .mpg, .mpeg, .mp4, or .qt. However, .mp4 is a good option because it will run on a number of different media players, making it more accessible to the end user.

I have uploaded a video file to Trace, but when on the metadata page, there is no "Download" option for the file. Why, when the video file was uploaded as a primary file, does no download button appear?

There is actually an option on the Configuration page of any series that allows you to host files in a format other than PDF. It can be found near the bottom of the Series Configuration section, under the 'PUBLICATION' subsection. Check the Document Format option, and this will allow the posting of files in formats other than PDFs.

Does posting a published paper compromise the copyright?

No. But no paper should be submitted without the permission of the copyright holder (usually the publisher). Many publishers have given "blanket" permissions for self-archiving at one's home institution's repository. To find a publisher's posted permission policy, visit SHERPARoMEO. If the journal is not included in the listings, Google its title and search out the website.

Selected Works Configuration

There are some SelectedWorks authors with articles not published as PDFs that I cannot seem to harvest to the community page. How can I import these articles into Trace?

The import SelectedWorks option was only designed to harvest faculty works published as full-text. However, you can create a record on the series page with a link to the article page by manually ingesting the metadata.

When I import papers into Trace from the faculty members' SelectedWorks pages, I receive the "congratulations" email instead of the faculty member. Why is this?

Because an administrator (you) is technically submitting the article into Trace, and not the original author, you will receive the email because you imported the article.

What is the best way to import revised submissions into Trace from SelectedWorks?

Currently, Trace is configured to import the SelectedWorks articles rather than collecting them, creating a separate copy of each of the items in Trace. Therefore, changes made to a SelectedWorks article will not affect a Trace 'copy' of this article. To update one of these, you would need to update the PDF in Trace (in Digital Commons, not SelectedWorks), just as you would for any other Trace item update.

What is the difference between 'collecting' SelectedWorks articles into Trace rather than 'reposting' them in Trace?

Collecting simply sends the user to the SelectedWorks page, without creating a separate copy in Trace. Reposting allows Trace administrators to have their own separate copy of the item and its metadata, and will generate a separate record in the Trace repository. _______________________________________________________________________________________________________ Contacts Trace - trace@nullutk.edu Trace Administrator - Seth Jordan, sjordan@nullutk.edu Associate Dean for Scholarly Communication & Research Services - Holly Mercer, hollymercer@nullutk.edu For further information on a particular topic, you may contact the appropriate librarian liaison from the following page: Subject Liaison Librarian ______________________________________________________________________________________________________ Back to Trace Administration page. Home

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