Community Manager FAQs

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 a publishing content, in addition to being the liason with the particular campus department or unit that the community represents.

How many series levels are possible in Digital Commons?

From the community home page, bepress can only support 3 tiers down. However, the number of series in a community is basically unlimited.

My department has a different title 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 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 in the abbreviation field on the configuration page.

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 display rotating photos from a repository image gallery (or external source) on the community page. To set up a slideshow, an RSS feel URL needs to be entered into the “gallery feed URL” on 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).

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 the OAI functionality of Digital Commons work? What is the base URL for OAI harvesters?

The base URL for accessing the OAI gateway for TRACE is http://trace.tennessee.edu/cgi/oai2.cgi.

Uploading and Formatting

I want to provide a citation that is different from the automatically generated one provided by 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.

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 User 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 re-doing 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 selected the Batch Revise Excel option in TRACE.

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 following the initial upload. Each additional file added will have a separate link and unique URL in TRACE.

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

This can be done by request through bepress. Simply contact trace@utk.edu to request this be completed.

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, and full-text searchable item will be created for both the Digital Commons search engine and Google.

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

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

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 for the end user.

I have uploaded a video file to Trace, but when I navigate to 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.

What is the difference between the ‘auto-collect’ and ‘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.

How can I hide an article in Trace without permanently withdrawing it?

Once logged in to the Configuration page of TRACE, select the series in which the article is published. From the series page, select the article (listed at the top of the page) you wish to hide. To hide the article without deleting it, select the “Hide this article so that it’s not displayed on the site” option. Finally, click the Submit Changes button, and then the Update Site option on the left-hand toolbar.

Journal Editing

What is the procedure for setting up a journal with a subscription requirement, and how would I limit full-text access to the documents for non-subscribers?

To set up a journal with a subscription you must submit a request to bepress with the necessary information to create the restriction. For example, if a journal is restricted to campus IP addresses only, it would require bepress to have the IP range of campus.

I’ve uploaded, accepted, and assigned an issues’ content, but I can’t make them appear on the proper page. How do I get it to appear in Trace?

To make an issue visible in TRACE, you must close the issue. Click on the view/close issue link on the Manage Submissions page once the issue is completely filled. NOTE: Only close an issue when you are completely done, as this is a permanent option that will not allow subsequent edits.

Is it possible to customize the heading fields for the journal submission page?

Yes. Request changes to headings (ex. Abstract to Table of Contents) can be done by contacting trace@utk.edu.

If I do not add a cover image for an issue, what default will be displayed?

If no issue-level image is loaded, the system will default to using the image that you specify as a placeholder at the journal level.

If I do not add a publication date for an issue, why does the current year appear in the journal?

If you do not enter a publication date for an issue, then the issue will default to the year that the issue was published in TRACE (the current year).

When I access and individual issue, why does it include the current year in parentheses, instead of the year of publication?

This is because there was no publication year set for the volume or issue in the configuration for that volume/issue. Simply include this information in setting up the configuration.

Do I have to update every level of a journal each time content is added (i.e. issue, then volume, then journal)?

This depends on the situation. However, if you are updating after publishing an issue, then using the update site link from the Manage Submissions page should be sufficient.

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Contacts

TRACE – trace@utk.edu

For further information on a particular topic, you may contact the appropriate librarian liaison from the following page: Subject Liaison Librarian
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Home

TRACE User Support

I. General

II. Uploading and Formatting

III. Journal Editing

General

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